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Initiative 5: Enhance Operations

Overall Responsibility: Executive Vice Chancellor for Finance and Administration

Supports College Goals: 1, 2

Initiative Summary: Through the strategies described below, this Initiative enhances internal College operations across many areas, including finance, human resources and grants. It also includes actions to improve the use of data to support decision-making.

Strategies:


Strategy 5.1:  Improve communication

Completion Date:

June 30, 2013

Responsibility and
Implementation:

Vice Chancellor for Government Relations and Public Information

Actions:

5.1.1

Redesign the website and replace current web content management system.

Responsibility and Implementation:  Vice Chancellor for Information Technology
Completion Date:  August 31, 2012
Supports HLC Core Components:  2b

5.1.2

Expand information available to students related to costs and payment options.

Responsibility and Implementation:  Assistant Vice Chancellor for Finance
Completion Date:  August 31, 2012
Supports HLC Core Components:  2b

5.1.3

Review and expand Intranet content.

Responsibility and Implementation: Vice Chancellor for Information Technology
Completion Date:  June 30, 2013
Supports HLC Core Components:  2b

5.1.4

Develop and implement a student notification plan.

Responsibility and Implementation: Provost and Executive Vice Chancellor
Completion Date:  June 30, 2013
Supports HLC Core Components:  2b

5.1.5

Analyze the feasibility of hosting a public forum to discuss mental health issues from a holistic, societal perspective.

Responsibility and Implementation:  Vice Chancellor for Human Resources
Completion Date:  December 31, 2012
Supports HLC Core Components:  1b, 2b, 5b

Source of funds: General funds

Strategy 5.2:  Improve finance and payroll processes

Completion Date: 

June 30, 2013

Responsibility:

Executive Vice Chancellor for Finance and Administration

Actions:

5.2.1

Develop enhanced organizational capacity, structure, training and expertise to improve systems management.

Responsibility and Implementation:  Vice Chancellor for Human Resources
Completion Date:  June 30, 2012
Supports HLC Core Components:  2b

5.2.2

Re-engineer and automate Personnel Action Request Form (job entry) process.

Responsibility and Implementation:  Vice Chancellor for Human Resources
Completion Date:  December 31, 2012
Supports HLC Core Components:  2b

5.2.3

Re-engineer and automate time and attendance process.

Responsibility and Implementation:  Assistant Vice Chancellor for Business Services
Completion Date:  December 31, 2012
Supports HLC Core Components:  2b

5.2.4

Enhance finance and payroll reporting.

Responsibility and Implementation:  Assistant Vice Chancellor for Business Services
Completion Date:  June 30, 2013
Supports HLC Core Components:  2b, 2c

5.2.5

Expand Banner Human Resources and Payroll functionality.

Responsibility:  Vice Chancellor for Human Resources
Implementation:  Vice Chancellor for Human Resources, and Assistant Vice Chancellor for Business Services
Completion Date:  June 30, 2013
Supports HLC Core Components:  2b

Source of funds: General funds

Strategy 5.3:  Improve Human Resources

Completion Date: 

June 30, 2013

Responsibility and
Implementation:

Vice Chancellor for Human Resources

Actions:

5.3.1

Improve the recruitment, selection, and orientation processes.

Responsibility and Implementation:  Vice Chancellor for Human Resources
Completion Date:  June 30, 2013
Supports HLC Core Components:  2b

5.3.2

Create a master database for hiring committee questions and keys.

Responsibility and Implementation:  Vice Chancellor for Human Resources
Completion Date:  December 31, 2011
Supports HLC Core Components:  2b

5.3.3

Develop ongoing and practical supervisory professional development.

Responsibility and Implementation:  Vice Chancellor for Human Resources
Completion Date:  June 30, 2012
Supports HLC Core Components:  2b

5.3.4

Develop consistent processes and documentation.

Responsibility and Implementation:  Vice Chancellor for Human Resources
Completion Date:  June 30, 2013
Supports HLC Core Components:  2b

5.3.5

Document existing Human Resources processes and re-engineer using best practices.

Responsibility and Implementation:  Vice Chancellor for Human Resources
Completion Date:  June 30, 2013
Supports HLC Core Components:  2b

5.3.6

Enhance timely communication to employees and applicants regarding the status of recruitment and selection of College positions.

Responsibility and Implementation:  Vice Chancellor for Human Resources
Completion Date:  December 31, 2011
Supports HLC Core Components: 2b

5.3.7

Improve mechanisms for sharing institutional knowledge, priorities, and best practices.

Responsibility:  Desert Vista Campus President
Implementation:  Presidents
Completion Date:  June 30, 2012
Supports HLC Core Components:  4a, 5a, 5b

5.3.8

Hire a full-time certified mental health professional to train employees about appropriate ways to interact with distressed students, to find training opportunities with community partners, and to serve on the Behavioral Assessment Team.

Responsibility and Implementation: Vice Chancellor for Human Resources
Completion Date:  October 01, 2011
Supports HLC Core Components:  2b

5.3.9

Conduct a series of workshops on mental health awareness.

Responsibility and Implementation: Vice Chancellor for Human Resources
Completion Date:  June 30, 2013
Supports HLC Core Components:  2b

Source of funds: General funds

Strategy 5.4:  Improve grant processes

Completion Date:

June 30, 2013

Responsibility and
Implementation:

Provost and Executive Vice Chancellor

Actions:

5.4.1

Improve the pre-grant process (approval, process, workflow).

Responsibility and Implementation: Executive Director of Grants
Completion Date:  June 30, 2013
Supports HLC Core Components:  2b

5.4.2

Train one grant liaison at each campus and District Office unit regarding the grants process.

Responsibility and Implementation: Executive Director of Grants
Completion Date:  June 30, 2013
Supports HLC Core Components:  2b

5.4.3

Improve grant administration process by strengthening internal processes and streamlining collaborations with campus personnel.

Responsibility and Implementation: Executive Director of Grants
Completion Date:  June 30, 2013
Supports HLC Core Components:  2b

5.4.4

Improve process for multi-role grant personnel (alternate funding sources).

Responsibility and Implementation: Executive Director of Grants
Completion Date:  December 31, 2012
Supports HLC Core Components:  2b

5.4.5

Enhance sustainability and integration of grant-funded technology into PCC infrastructure.

Responsibility:  Executive Director of Grants
Implementation:  Vice Chancellor for Information Technology, and Executive Director of Grants
Completion Date:  June 30, 2013
Supports HLC Core Components:  2a, 2b

5.4.6

Improve communication and coordination at the grant approval point (dedicated grant team, documentation).

Responsibility and Implementation:  Executive Director of Grants
Completion Date:  October 31, 2012
Supports HLC Core Components:  2b

5.4.7

Identify, develop, and maintain common data reports for grant applications and grant outcome accountability.

Responsibility:  Executive Director of Grants
Implementation:  Assistant Vice Chancellor, Executive Director of Grants, and Executive Director of Planning and Institutional Research
Completion Date:  December 31, 2012
Supports HLC Core Components:  2b, 2c

5.4.8

Create a system for notifying College units of opportunities for funding that specifically address the needs of those units.

Responsibility and Implementation: Executive Director of Grants
Completion Date:  December 31, 2012
Supports HLC Core Components:  2b

Source of funds: General funds

Strategy 5.5:  Enhance disabled student resources

Completion Date:

June 30, 2013

Responsibility and
Implementation:

Provost and Executive Vice Chancellor

Actions:

5.5.1

Develop local experts for advice in complex situations.

Responsibility and Implementation: Senior Assistant to the Provost and Executive Vice Chancellor
Completion Date:  June 30, 2012
Supports HLC Core Components:  2b, 3d

5.5.2

Implement consistent training across the College (checklists for faculty, library, student services).

Responsibility and Implementation: Senior Assistant to the Provost and Executive Vice Chancellor
Completion Date:  June 30, 2012
Supports HLC Core Components:  3b, 3d, 4a

5.5.3

Improve communications about disabled student resources (website, faculty notifications).

Responsibility and Implementation: Senior Assistant to the Provost and Executive Vice Chancellor
Completion Date:  June 30, 2012
Supports HLC Core Components:  2b, 3d

5.5.4

Implement a consistent electronic sign-in system.

Responsibility and Implementation: Senior Assistant to the Provost and Executive Vice Chancellor
Completion Date:  June 30, 2013
Supports HLC Core Components:  2b

5.5.5

Improve standards and consistency across the College (handbooks, forms, testing centers, scheduling, assistive technology).

Responsibility and Implementation: Senior Assistant to the Provost and Executive Vice Chancellor
Completion Date:  June 30, 2012
Supports HLC Core Components:  1e, 2b

5.5.6

Review accessibility barriers related to course delivery.

Responsibility and Implementation: Senior Assistant to the Provost and Executive Vice Chancellor
Completion Date:  June 30, 2012
Supports HLC Core Components:  3c, 3d

Source of funds: General funds

Strategy 5.6:  Improve decision making (mastering data)

Completion Date:

June 30, 2013

Responsibility and
Implementation:

Assistant Vice Chancellor

Actions:

5.6.1

Review and upgrade reporting tools.

Responsibility:  Executive Director for Planning and Institutional Research
Implementation:  Vice Chancellor for Information Technology, and Executive Director of Planning and Institutional Research
Completion Date:  June 30, 2013
Supports HLC Core Components:  2c

5.6.2

Develop standards and training for report writers.

Responsibility:  Executive Director for Planning and Institutional Research
Implementation:  Vice Chancellor for Information Technology, and Executive Director of Planning and Institutional Research
Completion Date:  June 30, 2013
Supports HLC Core Components:  2b, 2c, 4a

5.6.3

Create ongoing employee training for data reports.

Responsibility and Implementation: Vice Chancellor for Human Resources
Completion Date:  June 30, 2012
Supports HLC Core Components:  2b, 2c

5.6.4

Develop reporting for campus employees and improve communication about data-driven decision making.

Responsibility and Implementation:  Executive Director for Planning and Institutional Research
Completion Date:  June 30, 2013
Supports HLC Core Components:  2b, 2c

5.6.5

Evaluate and enhance the definitions and descriptions of report elements.

Responsibility and Implementation: Executive Director for Planning and Institutional Research
Completion Date:  June 30, 2012
Supports HLC Core Components:  2b, 2c

5.6.6

Implement evidence- and outcomes-based decision making.

Responsibility:  Vice Chancellor for Information Technology
Implementation:  Presidents, and Vice Chancellors
Completion Date:  May 1, 2012
Supports HLC Core Components:  1d, 1e, 2c

Source of funds: General funds

Strategy 5.7:  Improve Financial Aid

Completion Date:

June 30, 2013

Responsibility:

Provost and Executive Vice Chancellor

Implementation:

Provost and Executive Vice Chancellor, and Assistant Vice Chancellor for Student Services

Actions:

5.7.1

Explore, develop and implement Financial Aid policies that will accommodate an open academic calendar.

Responsibility and Implementation:  Executive Director of Financial Aid
Completion Date:  June 30, 2012
Supports HLC Core Components:  2b

5.7.2

Research feasibility and pilot technology that will support non-standard and non-term courses.

Responsibility and Implementation: Executive Director of Financial Aid
Completion Date:  June 30, 2012
Supports HLC Core Components:  2b

5.7.3

Implement technology that will support non-standard and non-term courses based on pilot.

Responsibility and Implementation:  Executive Director of Financial Aid
Completion Date:  June 30, 2013
Supports HLC Core Components:  2b

5.7.4

Develop Pima Reports to identify financial aid applicants who are enrolled in alternative course formats.

Responsibility and Implementation:  Executive Director of Financial Aid
Completion Date:  June 30, 2012
Supports HLC Core Components:  2b, 2c

5.7.5

Create automated notification system to Financial Aid staff.

Responsibility and Implementation: Executive Director of Financial Aid
Completion Date:  January 31, 2013
Supports HLC Core Components:  2b, 2c

Source of funds: General funds


Strategy 5.8:  Improve the quality of libraries and library services

Completion Date:

May 31, 2013

Responsibility:

Assistant Vice Chancellor for Academic Services and Vice Provost

Implementation:

Assistant Vice Chancellor, Assistant Vice Chancellor for Academic Services and Vice Provost, Assistant Vice Chancellor for Facilities

Actions:

5.8.1

Create focus groups consisting of faculty and students to provide feedback on libraries and library services.

Responsibility:  West Campus Vice President of Instruction
Implementation:  Vice Presidents of Instruction, Executive Director of Planning and Institutional Research, Faculty, and Library Directors
Completion Date:  February 28, 2012
Supports HLC Core Components:  2b, 2c, 3d

5.8.2

Make appropriate improvements based on focus group feedback.

Responsibility: Downtown Campus Vice President of Instruction
Implementation:  Vice Presidents of Instruction, Academic Deans, Executive Director of Planning and Institutional Research, Faculty, and Library Directors
Completion Date:  December 31, 2012
Supports HLC Core Components:  2b, 3d

5.8.3

Expand the Center for Integrated Learning Facilities model to other College campuses.

Responsibility:  Desert Vista Campus Vice President of Instruction
Implementation:  Assistant Vice Chancellor for Facilities, Vice Presidents of Instruction, Executive Director of Grants, Faculty, Learning Center Coordinator, Librarians, and Library Directors
Completion Date:  May 31, 2013
Supports HLC Core Components:  2b, 3c, 3d

Source of funds: General funds


Strategy 5.9:  Enhance operations to increase effectiveness and reduce costs

Completion Date: December 31, 2012
Responsibility and
Implementation:		 Executive Vice Chancellor for Finance and Administration
Actions:
5.9.1 Review and revise FTSE based campus funding model to assure alignment with College goals.

Responsibility and Implementation:  Executive Vice Chancellor for Finance and Administration
Completion Date: December 31, 2012
Supports HLC Core Components:  2b, 2c, 2d
5.9.2 Develop a mechanism to identify peak staffing needs that can be addressed through college-wide redeployments of staff.

Responsibility:  East Campus President
Implementation:  Presidents
Completion Date:  June 30, 2012
Supports HLC Core Components: 2b, 2c, 2d
5.9.3 Conduct an annual organizational staff planning and deployment study for each unit of the College to determine where to assign vacancies.

Responsibility and Implementation:  Vice Chancellor for Human Resources
Completion Date: June 30, 2012
Supports HLC Core Components:  2b, 2c, 2d
5.9.4 Create professional development opportunities for cross-training and retraining employees.

Responsibility and Implementation:  Vice Chancellor for Human Resources
Completion Date:  June 30, 2012
Supports HLC Core Components:  2b, 4a
5.9.5 Identify support services that could become more efficient.

Responsibility and Implementation:  Executive Vice Chancellor for Finance and Administration
Completion Date:  June 30, 2012
Supports HLC Core Components:  2b, 2c, 3d
5.9.6 Establish an ongoing model for evaluating high cost disciplines and programs for the purpose of differential tuition rates and related issues.

Responsibility and Implementation:  Assistant Vice Chancellor
Completion Date:  June 30, 2012
Supports HLC Core Components:  2b, 2c
Source of funds: General funds

Strategy 5.10:  Strengthen class scheduling

Completion Date: June 30, 2013
Responsibility and
Implementation:		 Provost and Executive Vice Chancellor
Actions:
5.10.1 Evaluate existing software solutions for classroom use optimization.

Responsibility:  Provost and Executive Vice Chancellor
Implementation:  Provost and Executive Vice Chancellor, Executive Vice Chancellor for Finance and Administration, and Vice Chancellor for Information Technology
Completion Date:  June 30, 2012
Supports HLC Core Components:  2b, 2c
5.10.2 Expand classroom utilization reports to include non credit classes and non campus sites.

Responsibility and Implementation:  Assistant Vice Chancellor for Business Services
Completion Date:  June 30, 2012
Supports HLC Core Components:  2b
5.10.3 Improve integration of facilities management within the scheduling process to make more efficient use of facilities during late afternoons, evenings and weekends.

Responsibility: East Campus Vice President of Instruction
Implementation:  Vice Presidents of Instruction
Completion Date:  June 30, 2013
Supports HLC Core Components:  2b, 2c
Source of funds: General funds