Advancing FoothillDe Anzas Legacy of Excellence and Opportunity 200405

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Advancing Foothill-De Anzas Legacy of
Excellence and Opportunity2004-05

• Central Services Annual Report
• July 11, 2005

2
Overview

• Introduction
• Advancing the Legacy
• Chancellors Office
• Human Resources and Equal Opportunity
• Business Services
• Facilities and Operations
• ETS
• Foundation
• Looking Ahead

3
Introduction

• 2004-05 A Fourth Consecutive Year of Challenges
  in an Uncertain Economy
• Enrollment softening, but remarkable recovery
• Large swings in course-taking patterns of
  students
• Unmet demand in high-cost programs
• Gap between revenues and expenses
• Rising costs, particularly health benefits
• State funding to Foothill-De Anza below the state
  average (far below national average)
• Foothill-De Anza forced to reduce more than 10
  percent of its 150 million general fund budget
• Restructuring (doing more with less)

4
Introduction

• and Opportunities
• Continuing to provide educational excellence and
  opportunity for students
• Innovations across departments to increase
  service to students, staff and the community
• Building out Measure E
• Ensuring accountability and sustainability
• Planning for the future Educational Master Plan
  and Accreditation Self-Studies

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Mission Statement

• The Foothill-De Anza Community College District
  provides a dynamic learning environment that
  fosters excellence, opportunity and innovation in
  meeting the educational needs of our diverse
  students and community.
• ?Approved by board of trustees on June 7, 2004
• Central Services is dedicated to this mission by
  providing to our colleges and the community a
  network of critical administrative services.
• The talented, skillful staff of Central Services
  is committed to supporting the education of
  students at Foothill and De Anza.

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Advancing the Legacy

• Central Services Departments
• Chancellors Office
• Human Resources and Equal Opportunity
• Business Services
• Facilities and Operations
• ETS, including Institutional Research and
  Planning
• Foothill-De Anza Foundation

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• CHANCELLORS
• OFFICE

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Chancellors Office

• Within the Chancellors Office
• Board meetings and support
• Board policies and procedures
• District Educational Master Planning
• Community relations
• State and federal relations, legislative advocacy
• Public affairs and media relations
• Foundation strategic leadership and fundraising

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Chancellors Office
2004-05

• Board Policies
• Nine new policies, including Mission Statement
  Neighborhood Outreach Institutional Planning
• Four amended policies, including Environmental,
  Health, Safety and Energy Management Non-Smoking
  Areas Contracts
• Seven new and amended administrative procedures
• District Educational Master Plan
• Legislative Advocacy with a Focus on Equalization
• Instrumental in CCCs securing 30 million in
  equalization funding in challenging legislative
  climate

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Chancellors Office

• Focus on Learning Matters
• Pedagogical excellencestaff development
• Public domain
• Workforce Gap Analysis
• Community education
• Community Leadership and Reputation of the
  District
• NASA Collaborative
• Health benefits forum
• Allied Health Collaborative
• - Santa Clara and San Mateo counties

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• HUMAN RESOURCES
• AND
• EQUAL OPPORTUNITY

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Human Resources and Equal Opportunity

• Within Human Resources
• Benefits
• Classification
• Employment Services
• Personnel Services
• Labor and Employee Relations
• Diversity/Equal Opportunity

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Human Resources and Equal Opportunity
2004-05

• Three Key Developments
• Respect in the Workplace project
• Employment/development services
• Classified hourly employees

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Human Resources and Equal Opportunity

• Respect in the Workplace
• With the Human Resources Advisory Committee and
  the outstanding cooperation and collaboration of
  the academic and classified senates, 41 focus
  groups provided information on respect in the
  workplaces of the district.
• The data will drive training and development
  activities to improve working conditions.

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Human Resources and Equal Opportunity
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Human Resources and Equal Opportunity

• Classified Hourly Employees
• The creation of this work group improves our
  ability to provide ongoing services to students
  and incorporates these employees into our staff
  as permanent members. The district significantly
  reduced its reliance on short-term employees and
  expanded the ranks of classified staff.
• These positions allow a new level of flexibility
  in providing services to students and flexible
  schedules for employees.

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Human Resources and Equal Opportunity

• Employment/Development Services
• Bad News Layoffs
• Good News
• An amazing, creative, cooperative effort to
  provide support services for employees
  transitioning to new positions
• A process to provide opportunities for internal
  transfers to avoid layoffs
• A level of key administrative support
  acknowledging the critical contributions of
  classified staff

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Human Resources and Equal Opportunity

• Challenges Back to the BasicsThree Rs
• Restore a sense of job security and enthusiasm
• Renew pride in and support of our colleges
• Rebuild staff positions
• and Opportunities
• To use data from focus groups to build a better
  workplace
• To take a new look at how/why we do things from
  the viewpoint of employees in new positions and
  from budget reduction necessity
• To assess our Diversity Climate three years later
  via a new survey

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• BUSINESS
• SERVICES

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Business Services

• Within Business Services
• Accounting
• Budget Operations
• Material and Purchasing Services
• Risk Management
• Hazardous Materials and Safety Management
• Police and Safety Services

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Business Services

• 2004-05
• Budget
• Working with the District Budget Committee,
  prepared budget reduction strategies
• Delivered regular, extensive budget information
  to a wide variety of district audiences
• Collaborated with Human Resources and the
  Benefits Task Force to prepare for potential
  health benefits program changes in 2006-07
• Prepared a major report on the unfunded retiree
  medical liability

22
Business Services

• Accounting and Payroll
• Received a positive audit report in 2004, with
  no exceptions and limited management comments
• Accounts Payable operated at peak loads paying
  bills associated with Measure E
• Payroll and ETS
• Designed an automated work flow process for
  timesheets
• Purchasing
• Increased bidding and purchasing activity due to
  Measure E construction activity resulted in heavy
  workload
• Implemented new system to advertise bids on the
  Web

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Safety Services

• Police and Safety Services
• Fully staffed department provided vital safety
  services to all students, faculty, staff and
  community members using our facilities
• Risk Management
• Achieved savings in insurance renewals through
  aggressive marketing of plans
• Hazardous Materials and Management
• Created new department and a new management
  position hired new director, who will begin work
  in July

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Business Services

• Challenges
• Addressing districts unfunded medical liability
• Continually rising expenses, uncertain state
  budgets
• Declining enrollment
• and Opportunities
• Planning for fiscal rebuilding to grow
  infrastructure proportionately during recovery
• Planning for staffing to support new Measure E
  buildings coming on line

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• FACILITIES
• AND
• OPERATIONS

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Facilities and Operations

• Within Facilities and Operations
• Construction
• Custodial Services
• Grounds
• Maintenance
• Plant Operations

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Facilities and Operations

• For 2005-06 Building Out Measure E
• At Foothill
• Foothills two largest Measure E buildings are
  under construction
• New Campus Center
• Lower campus facilities that will house student
  services, life sciences and a studio theater
• At De Anza
• All four major new buildings will be open for
  fall classes
• Science Center
• Kirsch Center for Environmental Studies
• Student and Community Services Building
• Stelling Parking Structure
• Renovations and infrastructure work continuing
• Performance Hall partially funded by state under
  design
• Measure E projects are expected to be
  substantially complete by the end of 2007.

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Facilities and Operations

• Other Facilities Activities
• State Capital Outlay Program
• We continue to be aggressive with our Capital
  Outlay requests however, state funding issues
  coupled with our built out status make this
  challenging
• Sustainability efforts
• LEEDS certification for three buildings at De
  Anza energy- and water-saving efforts for
  Foothill
• Cogeneration and photovoltaic systems operational
  on both campuses

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Facilities and Operations

• Major Challenge
• Supporting the educational mission with
  appropriate levels of maintenance
• 2002 study indicates that an additional 22
  positions would be required to maintain the
  current level of maintenance for the additional
  250,000 square feet of Measure E construction
• and Opportunities
• Renovating and constructing needed facilities
• Planning for the future

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• Educational Technology Services
• (ETS)

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ETS

• Within ETS
• Information Systems
• Institutional Research and Planning
• Networks, Communication and Computer Services

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ETS
2004-05

• Continuing to Provide Quality Service and Support
• Annual Technology Use Survey
• Showed continued improvement in user perceptions
  of service
• Since 2001, quality of service measures have
  risen from 66 to 82
• 33 felt service had improved since previous year
• 85 were satisfied or very satisfied with network
  performance
• User comments generally more positive
• Solicited baseline data on specific issues and
  performance, showing similar levels of
  satisfaction
• All data are online (http//ets.fhda.edu/TechSurve
  y)

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ETS

• Continuing to Provide Quality Service and Support
• New spam/virus firewall continuing to be
  effective
• Portal project beginning to roll out this summer
• Workflow automation/forms processing
• Call Center continues to average about 12,000
  calls per year
• IRP supporting approximately 250 requests for
  data, analyses, studies, survey design and
  support from faculty, staff and administrators

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ETS

• Continuing to Provide Quality Service and Support
• New online financial aid system
• Completed testing on streaming media at De Anza
• Significant progress on security policies,
  procedures and plans
• Significant progress on data warehouse
  implementation (10 years of data now online)
• Renegotiated IS software system contract, saving
  approximately 160,000 annually

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ETS

• Challenges
• Continuing to provide quality technical and
  infrastructure support in light of cuts to ETS
  budget and staffing in 2003
• Providing quality technical planning and support
  to Measure E efforts
• Maintaining an aging technical infrastructure
• Providing a secure and reliable technology
  environment
• and Opportunities
• Implementing portal environment for entire
  Foothill-De Anza community
• Improving security through authorized access to
  online resources (Identity Management)
• Wireless access during next academic year
• Building a culture of research for decision-making

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• FOUNDATION

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Foundation

• Within the Foundation
• Organization and Leadership
• Results and Goals
• Fundraising Themes
• Major Gifts, Annual Giving, Planned Giving
• Board and Commissions
• Outreach and Events

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Foundation

• Organization and Leadership
• New executive director hired in fall 2004
• Staffing reorganized for greater fundraising
  effectiveness
• Foundation now self-funded
• Results and Goals
• Foundation revenue will exceed 2004-05 goal of 2
  million
• Major events raised about 200,000
• Chancellors Circle raised approximately 100,000
• Goal for 2005-06 set for 3.5 million

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Foundation

• Fundraising Themes
• The Foundation is now focused on raising
  significant levels of flexible support in three
  themed areas
• Excellence (for teaching)
• Opportunity (for students)
• Innovation (for technology and facilities)
• Major Gifts, Annual Giving, Planned Giving
• Major Gifts Cultivation and solicitation will
  continue to support key projects on both campuses
• Annual Giving Being enhanced to include alumni
  and parents
• Planned Giving Legacy Circle continues to grow,
  significant bequests are being made, and two
  charitable gift annuities were contributed in
  2004-05

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Foundation

• Board and Commissions
• 23-member board of directors, recruitment of new
  members underway to enhance diversity
• Foothill and De Anza Commissions continue to
  actively involve the colleges with surrounding
  communities
• Outreach and Events
• Efforts are underway to continue improving the
  success of Foothills Summer Benefit Gala and
  De Anzas A Night of Magic
• Other stewardship and cultivation activities will
  continue with consideration for effectiveness and
  staff time

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Foundation

• Challenges
• Foundations self-supporting status requires
  raising more unrestricted funds and reallocation
  of the investment pool
• Full-time staff of three very small relative to
  the number and range of fundraising needs and
  activities on both campuses
• Instilling the value of giving to community
  colleges
• and Opportunities
• Economic and philanthropic environments slowly
  continue to improve
• Opportunities to give are increasing
• Vast resources of alumni and friends from which
  to seek prospective donors

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Looking Ahead

• Goals
• Increase access and growth (approximately 2 per
  year)
• Increase state funding for community colleges
• Address rising costs of health benefits, unfunded
  retiree medical liability
• Balance budget
• Maintain strong productivity
• Promote excellence, innovation and diversity
• Evaluate measure our progress toward goals

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Advancing Foothill-De Anzas Legacy of
Excellence and Opportunity2004-05

• Central Services Annual Report
• July 11, 2005