San Joaquin Delta Community College District Strategic Operational & Staffing Plan 2013-2014 Board of Trustees – August 13, 2013 Dianna R. Gonzales, Director of Human Resources

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Strategic Operational & Staffing Plan - Overview  Brief history – how we got here  Where we are now  Strategic Planning Focused on Core Services 2

Staffing: How we got here:  SERP I – 2009/2010  Goal was to accelerate attrition to achieve budgetary savings  Savings derived from not filling vacancies created by retirements  Total participants: 56 Employee Group

SERP Participants

Total Headcount*

Classified

22

493

Faculty (FT/PT)

22

238/338

Management

12

65

*Source – Chancellor’s DataMart Fall 2009

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Staffing: How we got here:  SERP II – 2010/2011  Necessary due to continuing fiscal uncertainty  Total participants = 24 Employee Group Classified

SERP Participants 7

Total Headcount* 471

Faculty

11

214/285

Management

6

50

* Source - Chancellor’s DataMart Fall 2010

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How we got here:  VSI – 2011/2012  The fiscal crisis continues  Total participants: 24

Employee Group Classified Faculty Management

VSI Participants 22 2 0

Total Headcount* 449 204/280 52 5

*Chancellor’s DataMart Fall 2011

How we got here: Staffing reduction summary–Total Attrition Employee Group

2009

2010

2011

2012

% Change

Classified

493

471

449

395

20%

Faculty (FT/PT)

233 338

214 285

204 280

200 248

14% 27%

Management

65

50

52

45

31% 6

*Source – Chancellor’s DataMart Fall Headcount

How we got here: Just 1 year ago Worst Case Scenario Tentative to Adopted Budget FY 12-13

Actual FY 11-12 Revenue

$ 77,866,600

Expenditures

80,924,600

Operating Deficit (Rev - Exp)

(3,058,000)

$

Projected FY 13-14

Projected FY 14-15

Projected FY 15-16

74,188,300

$ 74,188,300

$ 74,188,300

$ 74,188,300

80,845,500

81,854,400

76,849,400

$ 75,744,400

(6,657,200)

(7,666,100)

(2,661,100)

(1,556,100)

6,500,000

2,600,000

1,600,000

78,071,300

75,354,400

74,249,400

74,144,400

$ 5,034,400

$3.5M included in Tentative Budget expenditures of $83.4 million

Planned PERMANENT Expenditure Reductions*

ONE TIME Furlough Savings

(1,074,200)

ONE TIME Other Solutions - TBD Total Expenditures with Reductions

(1,700,000)

Beginning Fund Balance Deficit/Fund Balance Spent Estimated Ending Balance

$ 13,202,600

$

10,144,600

$ 6,261,600

$

5,095,500

$ (3,058,000)

$

(3,883,000)

$ (1,166,100)

$

(61,100)

10,144,600

6,261,600

5,095,500

5,034,400

5,078,300

4,046,230

3,903,565

3,767,720

3,712,470

3,707,220

2,358,035

$ 1,327,780

1,321,930

$ 1,371,080

8.02%

6.76%

$

43,900

Recommended General Reserve 5% (If planned reductions are applied)

Difference

$ 6,098,370

12.54%

$

$

6.78%

6.85%

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How we got here: Just 1 year ago Best Case Scenario

Beginning Fund Balance Deficit/Fund Balance Spent

$

13,202,600

$

10,144,600

$ 8,574,900

$ 7,996,300

$ 7,922,700

$

(3,058,000)

$

(1,569,700)

$

$

$

Estimated Ending Balance Recommended General Reserve 5% (If planned reductions are applied)

Difference

$

(578,600)

(73,600)

31,400

10,144,600

8,574,900

7,996,300

7,922,700

7,954,100

4,046,230

4,067,775

4,018,220

3,992,970

3,987,720

4,507,125

$ 3,978,080

$ 3,929,730

$ 3,966,380

6,098,370 12.54%

$

10.54%

9.95%

9.92%

9.97%

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Where are we now?

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Where are we now?

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District’s Strategic Planning and Core Services Review: Program Review - 2011 • Reviews completed, however due to lack of funding, most program review recommendations not implemented Core Services Review – 2011 through 2013 • With further declining revenues, identifying funding priorities became critical • Spring 2013 - Each department identified core services 11

District’s Strategic Planning: Program Review: Facilities Projects – Program Review UPDATE Following is an update of the Facilities Projects list submitted to Planning and Budget on June 1, 2012 as well as, added projects from the Facilities Planning Committee (FPC) at the February 13, 2013 meeting. These projects were determined by the FPC at their special meeting on May 16, 2012. The projects have been grouped by Status and the remaining projects have been prioritized by the committee according to the Prioritization model revised at their February 27, 2013 meeting.

Dept/Unit/ Program

Description

Rationale

Plan of Action / Funding Source

Priority: 1 – ADA/Safety; 2– Educational/Instructional; 3 – Green Technology; 4 – Support Services; 5 – Community and Other

ADMINISTRATIVE Human Resources

HR needs more space to accommodate HR and Payroll staff in one location

Especially with reduced staff, being in separate locations is inefficient and does not provide opportunity for cross training and coverage during absences. Also inhibits ability to gain efficiencies through employed work flows.

In design phase and under review. Funding TBD.

4 – Support Services

CAMPUS WIDE

Retrofit phones or update phone system to allow for mass notification

The current campus phones do not allow for a mass notification in case of an emergency or lock-down. Updating or retrofitting the phones is needed to provide this safety tool.

Continued review of project needs with Facilities department, Information Technology, and Campus Police

1 - Safety

INSTRUCTION – All classrooms

Replace damaged, old, obsolete furniture in classrooms and Danner Hall

Many of the student desks and tables are old and damaged and need to be replaced. The Danner Hall furniture (tables and chairs) need to be replaced due to damage and deterioration.

Review in progress for Danner Hall. Classroom furniture has been assessed and further review by Facilities Management and Instruction is needed.

Classrooms: 1 and 2 – ADA and Safety Danner: 4 – Support Services

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District’s Strategic Planning: Core Services: 1 Mandated, Critical, Primary, Very Essential, Highest Priority

Mission, Accreditation and Fiscal Responsibility 2 3 Important, Essential, High Priority

May be needed, Somewhat Essential, Medium Priority

4 Optional, Non-essential, Not Required, Low Priority

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District’s Strategic Operational Plan: One – Time Expenditures 2013-14 Strategic Operating Plan Allocation of One-Time Resources - NonInstructional As of August 5, 2013 Tentative Budget Sources Area

$ 650,000

Description

Amount

Student Services

Additional Cameras

$ 90,000 Safety

Student Services

Replacement Blue Phones

Student Services

Furniture Danner Hall

Admin Services

Envelope Machine

Facilities

High Ranger

Facilities

Carpet Shampoo Machines

Facilities Grounds Pickup Truck President, Instruction, Student Services, and HR Admin Remodel and Equip

Criteria

President's Goals

Strategic Goals

2

2

125,000 Safety Student Success, 134,000 Program Review

2

2

2

2

17,000 Communication Climate Survey , 90,000 Program Review

3

4

2, 5

1

21,000 Climate Survey Climate Survey , 30,000 Program Review

2, 5

1

2, 5

1

143,000 Communication $ 650,000

3, 5

4

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District’s Strategic Operational Plan: One – Time Expenditures 2013-14 Strategic Operating and Staffing Plan Allocation of One-Time Resources - Instructional As of August 5, 2013 Tentative Budget Sources

$1,000,000

Description Instructional Materials /Small equipment

Amount $

Criteria

President's Goals

Strategic Goals

100,000

Student Success

2,4

2

Smart Classrooms

800,000

Student Success

2,4,5

2

Classroom Furniture

100,000

Student Success

2,5

2

$1,000,000

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District’s Strategic Staffing Plan: Summary On-going Expenditures 2013-14 Strategic Operating and Staffing Plan Allocation of Ongoing Resources - NonInstructional As of August 7, 2013 Tentative Budget Sources $

725,000

Additional Sources - P2 Apportionment

100,000

All Budgeted Vacancies

1,289,000

Total Available $ 2,114,000 Non-CTA 1.23% Obligation

(275,000)

Net Available $ 1,839,000

Ongoing - Instructional Faculty Positions Part-Time Faculty Budget Total Available

$ $

2013-14 360,000 266,400 626,400

2014-15 $1,200,000

2015-16 $ 360,000

$1,200,000

$ 360,000

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District Staffing Plan: Student Services Restructuring - Current Student Svc Asst Supt/VP DEAN Couns & Spl Svc

Purchasing Director

Facilities Mgmt Director

Student Support Svc

Career/Tsfr/ Outreach

A&R Dir

Registrar

Assmt Ctr

Aux Svcs CalWORKS CalWORKS Assmt

CDC Fin Aid/Veteran Svcs

Police Svcs Student Activities

Asst Dir

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District Staffing Plan: Student Services Restructuring - Proposed Asst Supt/VP Student Svc Dean Counseling Spl Svcs

Purchasing

Facilities

Student Support Svcs

Dean Enrollment Svcs

Career/Tsfr/ Outreach

Assmt Ctr

A&R

Fin Aid/Veteran Svcs

Student Activities

Aux Svcs Enrollment Svcs Mgr CalWORKS

CalWORKS Assmt

Police Svcs

Child Dev Ctr

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District Staffing Plan: Instruction Division Restructuring Eliminate Dean, Planning, Research and Institutional Effectiveness Reclass Research Analyst to Senior Research Analyst Create Dean of Career, Technical Education and Workforce Development Provide clerical support for new Dean Establish position dedicated to athletic fields maintenance 19

District Staffing Plan: Vacancies and New Entitlements Campus Police Dispatcher (part time) Campus Safety Officer Police Officer

Facilities Clerical Support (part time)

Fiscal Services Clerical Support (part time)

Human Resources Payroll Analyst Admin Assistant I

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District Staffing Plan: Placeholders

Student Services-AFFIRM Pending funding review/job development

Information Technology Staffing recommendations pending completion of study

Facilities Staffing recommendations pending completion of study

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District’s Staffing Plan: Detail

2013-14 Strategic Operating and Staffing Plan Allocation of Ongoing Resources - NonInstructional As of August 7, 2013

Tentative Budget Sources $ 725,000 Additional Sources - P2 Apportionment 100,000 All Budgeted Vacancies 1,289,000 Total Available $ 2,114,000 Non-CTA 1.23% Obligation (275,000) Net Available $ 1,839,000 Area Student Services Student Services Student Services Student Services Student Services Student Services Student Services Student Services

Position Dean of Admin Assist II Admin Assist II Dispatcher I Police Officer Campus Safety Office Assistant Office Assistant Reclass Registrar Student Services to Enrollment Instruction Dean of

FTE 1.00 1.00 1.00 0.625 1.00 1.00 0.50 0.625

Amount $ 161,949 74,666 74,666 35,905 100,968 57,271 19,081 23,858

1.00 1.00

142,737 161,949

Admin Assist II Clfd 1.00 74,666 Reclass Research Analyst to Sr. Instruction Research Analyst Clfd 1.00 8,750 Instruction Admin Assist II Clfd 1.00 74,666 Instruction Groundskeeper Clfd 1.00 63,609 HR Admin Assist I Clfd 1.00 69,448 HR Payroll Analyst Clfd 1.00 86,803 Admin Services Buyer Clfd 0.625 29,067 Admin Services Admin Assist I Clfd 0.625 31,427 Admin Services Admin Assist I * Clfd 0.625 31,427 Facilities Admin Assist II Clfd 0.625 34,689 Student Services AFFIRM Staffing 110,000 Info Tech Staffing Needs 200,000 Facilities Staffing Needs 160,000 **review for partial funding support from Student FTE 17.25 Success $ Act 1,827,604 *re-evaluate when VP of Admin is hired 1,839,000 11,396

Instruction

Group Mgmt Clfd Clfd POA POA POA Clfd Clfd Mgmt Mgmt

President's Goals 2 2 2 2 2 2 3 3

Strategic Goals 2 2 2 2 2 2 4 4

Student Success Workforce Development

3 1,2,4

4 2

Workforce Development

1,2,4

2

Student Success/Accreditation Student Success Student Success/Climate Survey Liability/Fiscal Audit/Fiscal/ACA Compliance Audit/Fiscal Audit/Fiscal Audit/Fiscal Student Success/Climate Survey Student Success Student Success/Fiscal Student Success/Climate Survey Total Cost Net Available Unallocated

1,2 2 2,5 6 6 6 6 6 2,5 2 2,6,7 2,5

1,2 2 1 1 1 1 1 1 1 2 1,2 1

Criteria Student Success Student Success Student Success Safety Safety Safety Student Success Student Success

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District’s Strategic Operational & Staffing Plan: Board Action Create new classifications and set salaries: New entitlements Position Eliminations Additional staff – TBD AFFIRM IT Facilities

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