2005 Administrative Services Program Reviews As we strive towards continuous improvement

2005 Administrative Services

Program Reviews

As we strive towards continuous improvement

Program Review Schedule

• Business Office 2004 – completed

• Computing Services 2005 – completed

• Operations and Maintenance 2006

• Personnel Office 2007

• and the cycle continues-----

Qualitative Data

Satisfaction Surveys

Maui CC - Administrative Services - Assessment Survey for the Calendar Year 2005

Completely Agree Agree Disagree

Strongly Disagree No Opinion Improved

Stayed The Same Declined

2005 Average

2004 Average

5 4 3 2 0 2 1 0

Director's Office

1 Office provides high-quality service 20 35 8 8 13 3.94 4.03

2 Office provides services in a timely fashion 15 39 10 9 12 3.82 3.96

3 Staff is courteous and helpful 29 38 8 2 9 4.22 4.26

4 Budget information is readily accessible 15 25 11 10 23 3.74 3.89

5 Campus budgeting system is integrates effective planning & assessments 7 25 13 16 21 3.38 3.71

6 Have services from the Director of Administrative Servics

Office improved or declined over the past year? 36 0 9 1.60 1.25

Total 86 162 50 45 78 3.84 3.99





2005 Average

2004 Average

5 4 3 2 0 2 1 0

Business Office

1 Procurement policies and procedures are readily accessible. 12 34 7 13 20 3.68 3.70

2 Business Office provides high-quality service. 14 36 7 15 12 3.68 3.68

3 Business Office provides services in a timely fashion. 13 30 17 15 11 3.55 3.36

4 Staff is courteous and helpful. 27 34 6 10 8 4.01 4.01

5 Training provided by Business Office has been

adequate. 14 29 7 11 24 3.75 3.39

6 Fiscal financial reports are adequate. 7 30 6 11 29 3.61 3.78

7 Cashiering hours of operation is adequate. 13 40 2 2 29 4.12 4.11

8 Have services from the Business Office improved or declined over the past year? 38 0 8 1.65 1.03

TOTAL 100 233 52 77 133 3.77 3.71





2005 Average

2004 Average

5 4 3 2 0 2 1 0

Mailroom/Telephone Operator

1 Mailroom/Telephone Operator provides high-quality service. 64 20 2 0 5 4.72 4.67

2 Mailroom/Telephone Operator provides services in a

timely fashion 62 25 1 0 4 4.69 4.54


4 Hours of operation are adequate 37 38 6 4 5 4.27 4.32

5 Campus telephone system is adequate. 35 34 7 7 6 4.17 3.98

6 Have the Mailroom/Telephone Operator services improved or declined over the past year? 56 0 0 2.00 1.53

TOTAL 269 131 16 11 25 4.54 4.41





2005 Average

2004 Average

5 4 3 2 0 2 1 0

Computing Center

1 Computing Center provides high quality service 22 42 9 3 10 4.09 4.01

2 Computing Center provides services in a timely fashion. 16 43 12 5 10 3.92 3.47


4 Computing Center work order system is adequate 9 32 15 13 15 3.54 3.49

5 Campus network system is adequate 15 40 15 3 13 3.92 3.84

6 Support of existing hardware is adequate 10 44 13 11 8 3.68 3.58

7 Support of existing software is adequate 13 46 11 9 8 3.80 3.64

8 Campus Systems (website/calendar/scheduler, email, etc.) are adequate 13 43 11 7 11 3.84 3.85

9 Training provided by the Computing Center has been adequate 6 28 20 4 21 3.62 3.55

10 Have the Computing Center services improved or

declined over the past year? 39 0 6 1.73 1.11

TOTAL 146 345 108 56 106 3.89 3.77





2005 Average

2004 Average

5 4 3 2 0 2 1 0

Operations and Maintenance

1 Operations and Maintenance provides high-quality service 18 44 16 3 5 3.95 4.09

2 Operations and Maintenance provides services in a

timely fashion 15 40 18 9 6 3.74 3.80


4 Operations and Maintenance work order system is adequate 16 34 12 13 10 3.71 3.89

5 Facilities are kept clean 27 46 7 6 3 4.09 4.37

6 Facilities are well maintained 16 37 17 14 4 3.65 4.21

7 Campus grounds and landscape is well maintained 17 45 19 2 5 3.93 4.24

8 College vehicle fleet is well maintained 6 15 13 12 37 3.33 3.73

9 Have the Operations and Maintenance services improved or declined over the past year? 41 0 11 1.58 1.34

159 300 103 60 73TOTAL 3.90 4.14





2005 Average

2004 Average

5 4 3 2 0 2 1 0

Personnel Office

1 Personnel policies and procedures are readily accessible 24 44 8 0 14 4.21 4.11

2 Personnel Office provides high quality service 38 72 7 1 9 4.25 4.21

3 Personnel Office provides services in a timely fashion 28 43 8 2 8 4.20 4.08


5 Training provided by the Personnel Office has been adequate 18 27 11 2 30 4.05 3.85

6 Have the Personnel Office services improved or declined over the past year? 36 0 4 1.80 1.20

TOTAL 153 221 34 6 69 4.26 4.14





2005 Average

2004 Average

5 4 3 2 0 2 1 0

Campus Security

1 Security Officers have been responsive 37 41 1 2 8 4.40 4.41

2 Security Officers have been courteous and helpful 45 34 3 1 6 4.48 4.53

3 Campus is safe and secure 18 40 19 3 8 3.91 4.00

4 Campus alarm systems are adequate 17 28 10 10 20 3.80 3.59

5 Have the Campus Security services improved or declined over the past year? 41 0 2 1.91 1.30

TOTAL 117 143 33 16 42 4.17 4.24

Quantifiable Data

Workload Ratios

Workload Trends

Administrative ServicesQuantifiable Data

I BUSINESS OFFICE FY2002 FY2003 FY2004 FY2005

A # of UH Purchase Orders issued per year 2,628 2,318 2,536 2,455# of RCUH Purchase Orders issued per year 743 672 893 1,013TOTAL # of Purchase Orders issued per year 3,371 2,990 3,429 3,468

B Purchase Card Transactions per year 0 381 1,273 1,887C # of UH AFP's issued per year 34 26 62 143

# of RCUH AFP's issued per year 121 146 195 253TOTAL # of AFP's issued per year 155 172 257 396

D # of UH Mileage documents issued per year 45 44 42 19# of RCUH Mileage documents issued per year 28 42 27 25TOTAL Mileage documents issued per year 73 86 69 44

E # of Stipend documents issued per year 346 424 461 511F # of UH/RCUH RUSH Requestions issued per year 742 655 684 632G # of Financial Aid Checks released per year 800 734 1,836 ++ 547H # of UH General Journal Vouchers per year 116 178 270 369

# of RCUH General Journal Vouchers per year ? ? 36 21TOTAL General Journal Vouchers per year 116 178 306 390

I # of UH Payroll Journal Vouchers per year 371 271 503 472# of RCUH Payroll Journal Vouchers per year ? ? 22 17TOTAL Payroll Journal Vouchers per year 371 271 525 489

J # of Contracts per year 7 6 15 15K # of A/R invoices issued per year + 242 353 279 245L # of UH Inter-Island Travel documents per year 372 399 417 409

# of RCUH Inter-Island Travel documents per year 131 181 249 203TOTAL Inter-Island Travel documents per year 503 580 666 612

M # of UH Out of State Travel documents per year 35 25 18 19 # of UH No-Cost Travel documents per year 8 10 6 9

# of RCUH Out of State Travel documents per year 46 32 17 41TOTAL Out of State Travel documents per year 89 67 41 69

N # of U-Docs issued per year * 995 1,945 ** 442 537O # of Departmental Checks issued per year 1,430 1,446 1,209 1,198P # of Scholarship/Loan payments per year ? 2 16 38Q # of Stop Payment/Cancelled Checks per year 62 33 50 72R # of Students on FACTs per year 164 479 409 408S # of Refunds issued thru Banner per year ? ? ? 1,600T # of RCUH Non-Employee Reimbursements per year 21 33 18 9U Late Payment Interest Paid ? $23.57 $15.99 $78.61V Average # of Days to Issue UH DCS Check ? ? ? 10W Average # of Days to Issue a UH P.O. ? 11 7 2X Average # of Days to Submit PO fo UH Payment ? 25 16 8Y Total # of Business Office full-time staff 7 8 9 9Z College funding (all funds) 24,086,108 18,993,282 31,125,403 21,641,697

AA Business Ofc Budget 268,859 323,361 341,752 324,366AB Business Ofc Budget/Overall College Budget 1.12% 1.70% 1.10% 1.50%

II PERSONNEL OFFICE FY2002 FY2003 FY2004 FY 2005

A # of PNFs (Lecturers) processed per year ? 320 283 280B # of PNFs (BOR) processed per year ? 321 417 357C # of Form 6 OCET processed per year ? 400 367 344D # of Form 6 Casual Hires processed per year ? 225 184 243E # of Form 6 Overloads processed per year ? 85 50 88F # of Lecturers hired during the year ? 320 154 280G # of PNF's per staff ? 214 233 212H # of Form 6 per staff ? 237 200 115I # of New Appointments per year ? 27 14 14J Avg time to establish new appt - APT/Fac (working days) ? 62 58 52K Avg time to establish new appt - FACULTY (working days) ? 48 42 38K Avg time to establish new appt - CS (working days) ? 350 345 347L Total # of Personnel full-time staff 3 3 3 3M Personnel Office Budget 88,258 104,094 105,847 102,139N Personnel Ofc Budget/Overall College Budget 0.37% 0.55% 0.34% 0.47%

III TELECOM FY2002 FY2003 FY2004 FY 2005

A # of Telecom Requests processed per year 83 80 88 55B # of Telecom Requests outstanding at end of yr 0 0 0 0C # of Telephone PBX lines ? ? 694 745D # of B-1 lines ? ? 65 62

IV OPERATIONS AND MAINTENANCE FY2002 FY2003 FY2004 FY 2005

A # of Workorders completed per year (calendar) 1,372 1,138 905 713B # of Workorders outstanding at year end ? ? 11 38C # of Vehicles in College fleet ? ? 5 5D # of Buildings 37 38 38 38E Size of campus - acres (Kahului only) 78 78 78 78F Assignable custodial cleaning area (sq ft) 248,376 275,817 275,817 275,817G # of Workorder completed per maintenance staff 457 455 453 357H # of vehicles per maintenance staff ? ? 2 2I # of Buildings per maintenance staff 12.3 15.2 19.0 19.0J Size of campus per groundskeeper 20 20 16 16K Assignable custodial cleaning area per custodian 20,139 22,985 22,985 22,985L Total # of Maintenance staff 3.0 2.5 2.0 2.0M Total # of Custodians 12.0 12.0 12.0 12.0N Total # of Groundskeepers 4.0 4.0 5.0 5.0O Average Days to Complete a Workorder 20 21 26 27P OM Budget (does not incl electricity & Mailroom) 1,190,924 1,259,446 1,325,676 1,338,818Q OM Budget/Overall College Budget 4.94% 6.63% 4.26% 6.19%

V COMPUTING CENTER FY2002 FY2003 FY2004 FY 2005

A # of Workorders completed per year 1,526 1,152 1,229 1,252B # of Workorders outstanding at year end 27 18 13 12C # of Requested data uploads/downloads completed ??? 135 247 253D # of Computer installations per year 120 63 227 48E # of Other hardware installations completed ??? 57 191 56F # of Software installations for faculty, staff, asst. ??? 230 389 439G # of Software installations for classrooms/labs ??? 927 1,333 1,072H # of Computers on campus at the end of the year ??? 1,034 1,096 1,113I Computing Center staff FTE * ??? 5.00 4.80 4.50J # of Workorders completed per technical staff ??? 230 256 278K # of Computers on campus per technical staff ??? 207 228 247M Avg days to complete a workorder 6.0 8.3 3.9 3.0N Median time to complete a workorder 3 1 2 2O # of Student UH account problems resolved ??? ??? 252 328O Comp Ctr Budget (does not include Steve) 236,623 242,347 232,766 248,431P Comp Ctr Budget/Overall College Budget 0.98% 1.28% 0.75% 1.15%

* Includes Computing Center Director

MAUI COMMUNITY COLLEGE Revised 9/05

FINANCIAL RESOURCE HISTORY

FY 1995 FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 FY 2001 FY 2002 FY 2003 FY 2004 FY 2005

General Funds (expenditure w/ mix) 8,509,427 7,104,091 6,885,136 7,147,043 7,155,770 7,137,237 7,441,509 8,252,235 8,482,599 8,579,521 8,700,240

Tuition and Fees (expenditure w/ mix) 0 1,060,232 1,744,557 1,932,519 2,362,987 2,539,628 2,541,050 2,710,000 2,794,395 2,613,987 3,230,451

Sub General + Tuitions 8,509,427 8,164,323 8,629,693 9,079,562 9,518,757 9,676,865 9,982,559 10,962,235 11,276,994 11,193,508 11,930,691

Special Funds (expenditure) 630,354 676,101 821,139 964,532 1,596,382 1,870,879 2,040,921 1,944,033 1,547,079 2,014,962 3,088,369

Revolving Funds (expenditure) 329,752 381,908 403,214 501,055 625,426 754,966 495,129 721,166 610,823 458,513 828,036

Federal Work Study (expenditure) 14,090 33,668 44,788 55,878 65,300 61,523 67,055 63,285 66,466 56,479 58,437

TOTAL 9,483,623 9,256,000 9,898,834 10,601,027 11,805,865 12,364,233 12,585,664 13,690,719 13,501,362 13,723,462 15,905,533

EXTRAMURAL AWARDS

FY 1995 FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 FY 2001 FY 2002 FY 2003 FY 2004 FY 2005Extramural (awards) 1,646,659 1,132,252 1,519,334 1,393,369 2,315,002 4,225,791 4,598,295 10,254,600 5,305,939 16,908,500 5,126,262

Facilitating Services (allocation) 10,516 14,336 19,754 21,775 48,316 75,384 166,321 140,789 185,981 493,441 609,902

TOTAL Extramural 1,657,175 1,146,588 1,539,088 1,415,144 2,363,318 4,301,175 4,764,616 10,395,389 5,491,920 17,401,941 5,736,164

TOTAL ALL FUNDS 11,140,798 10,402,588 11,437,922 12,016,171 14,169,183 16,665,408 17,350,280 24,086,108 18,993,282 31,125,403 21,641,697

CAPITAL IMPROVEMENT APPROPRIATION

FY 1995 FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 FY 2001 FY 2002 FY 2003 FY 2004 FY 2005

Capital Improvement 2,061,000 5,888,000 9,549,000 20,155,000 3,783,000 13,509,000 700,000 2,000,000 100,000 0 3,800,000

2004 Program Review

Action items and where we are with them.

Administrative Services Overall Consolidate Priorities FY05-06STATUS

2006 Legislature appropriated $963,878 electricity funds

Filled, Bradley Duran as IT Specialist

Filled, Erick QuesadaWas filled, then incumbent resigned, …in

recruitment again

Unfrozen, currently in recruitment, interviews

Unfrozen, currently in recruitment, awaiting list

Complete, Jennifer EgamiIn recruitment, funded with electricity relief funds.

Casual Eddie DomingoIn recruitment, funded with electricity relief funds,

awaiting list.

No Funds, but requested in Biennium Budget 2007-09, then recently deleted by System Committee

Establishing position, reallocating relief from Molokai Gen Laborer position which was

temporarily funded by OM but was permanently funded by Legislature in 2006.

Funded by Legislature in 2006, all positions currently in recruitment

Funded an annual 100,000 computer replacement fund with increase tuitions due to rate increase.

Requested in Biennium Budget 2007-09Requested in Biennium Budget 2007-09, but

deleted by system committee.

No Funds1.0FTE IT Specialist for Outreach was funded in

2006 Legislature.

Requested in Biennium Budget 2007-09RDP year one, requested in Biennium Budget but

recently deleted by System CommitteeCompleted construction of new storage/archive

area in Multi-Purpose Building

11,000

25,000

15,300

900

52,200 No Funds

58,000Requested in Biennium Budget 2007-09, but

recently deleted by System Committee

12,500Requested in Biennium Budget 2007-09, but


24. Data Com Tech (1.0 FTE) 40,000Requested in Biennium Budget 2007-09, but


TOTAL

22. Building Maintenance Workers (2.0 FTE)

23. Janitor (.50 FTE)

1. Utilities Shortfall, Electricity, Sewer and Water $785,0002. Fill Vacant B. Harding Position (CC)3. New Web Master Position (non-res tfsf) (CC)

4. Fill Vacant Institutional Support APT Banner Position (BO)5. Fill Vacant Grounds Foreman Position (OM) FROZEN6. Fill Vacant Account Clerk Position (BO) FROZEN7. Ass't Pers Officer, convert to G-funds, salary difference) PO

Personnel OfficeBusiness Office

O & MComputing Services

21. Supplies, Computer Eq, Printers, Software

18. 50% Security funds which were not appr in 2005 (75,000)

19. Lahaina Education Center - Facilities costs, electricity, telephone, etc.

20. Additional storage for all units

14. Business Office, 2.0 Account Clk and 1.0 Cashier

15. Personnel, 1.0 Clerk, 2.0 APT, grievances.16. Student Help funds, Personnel, Business Ofc, DOAS, OM and Computing Center

17. 2.0 IT Spec (1.0 ABIT/Help desk/Evening and 1.0 Outreach support)

12. New Facilities Supp't, 2x Custodians, 1xGenLab Mol and other costs $217,876

13. Computer replacement fund 150,000

8. New Electronics Tech Full-Time (CC)

9. New Personnel Clerk (replace H. Honda w/ G-funds) PO

10. New Computing Services Office Clerk (.50FTE) CC

11. New O&M Office Clerk OM

2005 Annual and Comprehensive Program Review

Summaries, Highlights, Accomplishments and Strategies for

the Upcoming Year

David’s Objectives –short list

• Improve the college’s budget and financial reports and utilize the Administrative Services website to provide timely data and information.

• Improve the budget allocation methodology to reward performance and allocate tuitions based on enrollments.

Continued 2

• Follow through on the college’s numerous CIP RM projects:

Science Bldg design, Student Center Renovation, Greenhouse, Molokai Farm, Electrical distribution system, Autobody paintbooth, Emergency telephones, Fire alarm upgrade, interior and exterior lighting retrofits, chiller repairs, etc, etc.

Continued 3

• Assist OM with filling vacant/new positions, then fully implement the maximo preventative maintenance system.

• Address the post-Steve George era,… creation of a consolidated Information Technology unit (Computing, Telecom, Media).

Continued 4

• Re-examine our personnel and business office procedures in order to minimize redundancy and shorten timelines.

• Others that Clyde gives us

Documents

2005 Administrative Services Program Reviews As we strive towards continuous improvement