2013-14 Unit Plan
Facilities Support Services

Mission Statement

Facilities Support Services purpose is to have the expertise and knowledge to be the direct support that allows the entire FPM department to create a positive and safe physical environment that ensures student and staff success.

Program Description

Facilities Support Services consists of 4 FTE staff and provides support for all of the Facilities Planning and Management units to ensure they can provide a positive and safe physical environment for students and staff. Our core responsibilities are: 
1.	Technical support for the Director and Facilities planning and Management units
             (custodial, grounds, transportation, maintenance, mail & asset management, printing, utilities, and construction).
2.	Provide enforcement of policies and procedures related to FPM functions.
3.	Manage all budgetary and contract items related to FPM.
4.	Maintain, manage, and implement District legal & regulatory requirements related to FPM.
5.	Track and update District property and building changes.
6.	Management and reporting of mandated Community College Chancellor’s Office requirements.
7.	Analyze District utility usage, expenses, needs, and future savings.
8.	Support of committees related to FPM duties.

Future Development Strategy

Strategy 1

Implement the Facility Schedule Module of the Active Data Exchange Calendar software for event scheduling.

Initiatives
  • Focusing on student success
  • Enhancing an innovative, responsive, and accountable culture
  • Modelling sustainability

  • Supporting Rationale
    An online form will help reduce confusion, staff time in manually processing requests, and  expedite the approval process.  It will also eliminate the overlapping and scheduling conflicts caused from the class schedule not being incorporated into the facility use schedule.  Our office processes over 400 facility use requests a year and many of those requests are not submitted in a timely manner, which cause delay in the processing of the requests and creates more probability for errors to occur when coordinating the event. 

    Supporting Rationale Alignment
  • Maintaining core programs and services
  • Increasing student success
  • Maintaining the appropriate program and service mix between the main campus and outlying centers
  • Strategy 2

    Use of student assistants for the initial data entry of the Facilities department preventive maintenance programs and create and organize digital copies of District building plans.

    Initiatives
  • Focusing on student success
  • Enhancing an innovative, responsive, and accountable culture
  • Modelling sustainability

  • Supporting Rationale
    Preventive maintenance is more cost effective than corrective maintenance. Preventive maintenance extends the life of vehicles and equipment. This will be for one student to assist in the implementation of the preventive maintenance program within DirectLine. 

    Supporting Rationale Alignment
  • Maintaining core programs and services
  • Increasing student success
  • Strategy 3



    Initiatives
  • Focusing on student success
  • Valuing a culture of learning
  • Enhancing an innovative, responsive, and accountable culture

  • Supporting Rationale


    Supporting Rationale Alignment
  • Maintaining core programs and services
  • Increasing student success
  • Required Resources

     Strategy #1:  Cost is $14K.  One-time cost is $12K and an ongoing cost of $2K.

    Strategy #2:  Cost is $8,300 for one student assistant.

    Strategy #3:  Estimated cost is $10,500.00

    Current Revenue Stream

    Strategy #1:  The department has the on-going $2K but would need to be funded the one-time cost of $12K.

    Strategy #2:  No funds available for student assistant. 

    Strategy #3:  Current budget includes $2K.

    Augmentation Requests

    Original Priority Funded Program, Unit, Area Resource Type Description Account Number Object Code One-Time Augment Ongoing Augment Supporting Rationale
    1 Yes Facilities Support Services Personnel Student Assistant 110002101651001 52368 $0.00 $8,300.00 This will be for one student to assist in the implementation of the preventive maintenance program within DirectLine. Original and current District building plans have been stored many years and are becoming weathered and difficult to read. By creating a digital version it will preserve the critical information they hold. This will also allow for easy access by staff in the field when searching for information on building systems which will make repairs more efficient.
    2 Yes Facilities Support Services Operating Expenses Purchase of Add-On Facility Scheduling Model 110002101651001 56411 $12,000.00 $0.00 An online form will reduce confusion, staff time and manually processing request and expedite the approval process. It will also eliminate the overlapping and scheduling conflicts caused the class schedule not being incorporated into the facility use schedule. We process over 400 facility use requests a year.
    3 Yes Facilities Support Services Operating Expenses Training 110002101651001 55200 $0.00 $8,500.00 Preventive maintenance is more cost effective than corrective maintenance. Preventive maintenance extends the life of vehicles and equipment. This will be for one student to help implement the preventive maintenance program withini DirectLine.
    Total(s) $12,000.00 $16,800.00