BUDGET DEVELOPMENT FISCAL 2014-2015
Resource Allocation Proposal
Originator: / T. Sisco
Program or Department Name: / Procurement & General Services–Print Shop
Area Dean: / T.Sisco / Campus: / SJC
Area Vice President: / B. Elam
Account Code: / 11-144-0000-6779-0000-6XXX
Total Amount Requested: / $16,000 (with tax)
One Time Funding __X__ / On Going Funding___ / Safety _____ / Personnel____
What are you requesting? Why is the request being made? Where was the need identified?
Instructions: Explain what you are requesting (equipment, software, conference attendance, budget augmentation, faculty training, etc), why the request is timely and important and where the need was identified (analysis of assessment data, necessaryequipment has failed, department meeting discussion, etc.)
This request is for the purchase of equipment to replace the current addressing machine in the Print Shop. This machine is used for the printing of addresses as well as the manipulation of data to mail large bulk mails through the US Post Office without having to use hours of manual of labor. The new equipment is Neopost equipment – the same equipment as the postage mailing machines for the district. The maintenance and repair of the equipment is completed by a local vendor.
This machine will not only replace the current addressing machine located at the SJC Print Shop but the color press as well. The color press has been in production for over 40 years. This new machine will place all the printing needs of the Print Shop in digital format.
The original addressing machine was purchased by the MSJC Foundation as a gift to the Print Shop and the district.
Section I / Explain how your request is supported by your Program Review (2011) or Annual Program Assessment (2012-13, 2013-14):
Instructions: To receive points (6)for this section, you must connect this RAP to your 2011 program review or 2012-13 or 2013-14 annual program assessment. If applicable, cut and paste from your program review or annual program assessment. Cite the document (either program review or annual program assessment, and the year if the language utilized is from an annual program assessment) and the page number. NOTE: From this point on, no partial credit will be awarded for your responsesso make alltiesto this RAP from your program review documents, learning outcomes andinstitutional plans, priorities and goals as clear and strong as possible!
As address in section IIB. Strengths, Opportunities, and Weaknesses: The Print Shop Addressing machine is on its last legs. This machine is used for large mailings that the Print Shop completes for the district. It also does all invitations mailed buy the MSJC Foundation. The machine not only addresses the envelopes, but places in zip code order and prints the appropriate bar codes needed and required by the US Postal Services.
Section I / Describe how your request is supported by your Unit Plan (provide link to 2013-14 Unit Plan)
Instructions: To receive points (5) for this section, you must join this RAP to the current unit plan created by your dean. If applicable, cut and paste from the unit plan, citing the page number.
The request is a replacement to the current equipment which is over 13 years old. In order to keep providing the same quick service as the Print Shop has become known for, we need to keep the equipment up-to-date and in good working order.
Section I / Explain how your request is supported by your CLO/PL0/AUO/SLO:
Instructions: To receive points (9) for this section, you must tie this RAP to your current learning outcomes. List the learning outcomes that link to this RAP and explain how these learning outcomes support this RAP.
In the department’s last AUO evaluation and update, under Printing: Print Shop
- In support of students, the Print Shop will complete the Print Shop Sample Book and Price in an effort to expedite service to students and college programs, as well as offering a cost effect method of printing on-campus rather than to outside vendors.
- By December 2012, Sample book and price list will be 100% complete and available district-wide on the web.
Section II / Describe how your request is aligned with one or more of the following Institutional Priorities: (link to strategic plan)
Student Success
Instructions: To receive points (10) for this section, you must join this RAP to an increase in student success. How would funding this RAP improve student learning? Describe specifically how students would benefit.
This item and system will allow the Print Shop staff to serve our end-users efficiently and promptly, allowing all purchase merchandise to be utilized for the benefit of the students of the district. All jobs and work requests that use this particular piece of equipment are either directly mailed to students or for fundraising efforts for the benefit of students.
Fiscally Sound Position:
Instructions: To receive points (8 for this section, you must connect this RAP to a more fiscally sound position for the district.. For example, how would funding this RAP increase district revenues or decrease district expenditures?
Student Success: To allow for the processing of information being or required to be mailed directly to students to allow them the information needed for their continued success.
Systematic Planning and Assessment:
Instructions: To receive points (2) for this section, you must fasten this RAP to an enhancement in the district's institutional effectiveness effort. For example, how would funding this RAP improve assessment, the program review process or the use of data for decision-making and/or institutional improvements?
This system will the department to improve efficiency and the new equipment is more “green” in the use of electricity. And the one piece of new addressing equipment will replace two pieces of surplus equipment located in the Print Shop.
Section II / Institutional Pride and Organizational Culture:
Instructions: To receive points (3) for this section, you must join this RAP to an increase in institutional pride or improvement of our district's organizational culture. For example, how would funding this RAP increase student and/or staff investment and pride in the institution?
This piece of equipment will improve the efficiency of information needed to be mailed to students and giving them needed information in a timely manner. The machine will also make sure that every envelope being addressed will be embossed/printed with the college logo and possible the marketing statement.
Community Partnerships and Service
Instructions: To receive points (2) for this section, you must connect this RAP to an improvement in community partnerships and/or service. For example, how would funding this RAP make our local communities view our district in a more favorable light?
The department Manager and the Print Shop staff have been examining the possibility of taking on outside jobs. In order not to compete with local printing vendors – the hopes are to be able to become the printing source for other non-profits and schools in the area.
Section III / Describe how your request will support one or more of the 12 Institutional Goals in the Strategic Plan (link to Strategic Plan)
Instructions: Return to the strategic plan and study the 12 institutional goals. Connect this RAP to as many of these goals as possible. To ensure the points (10) for this box are awarded, list those goals that link to this RAP. Fully explain how these goals tie to this RAP.
Section III / Explain how your project goals are supported by any of the following plans (2009-16 Educational Master Plan (2 points), Distance Education Plan (1 point), Technology Plan(1 point) and/or the Facilities Master Plan (1 point)):
Instructions: Review the plans above. Join this RAP to each applicable plan. To ensure the points for this section are maximized, list the plans that tie to this RAP and explain fully how each links to this RAP. Cut and paste plan verbiage where appropriate. Cite page numbers for each plan that is referenced.
Section III / Describe your goal(s) for this proposal? How will this improve student learning or enhance institutional services? Training/Shared Governance Committee Training.pptx
Instructions: Follow the link above to review the structure of a "goal" and then share all goals for the project contained in this RAP. To ensure the points (10) for this section are earned, explain fully how each project goal connects to this RAP.
The goal for the purpose of this RAP is to be able to make district-wide printing services to be effective, efficient, and to be to take one more step toward the Print Shop to become completely digital.
Section IV / What are the measureable outcomes for this RAPthat will assess progress toward meeting your goal(s) (5 points)? Explain how your outcomes are tied to your CLO/PLO/AUO/SLO(10 points) (link to learning outcome resources and reference materials, as created and compiled by... yes, you guessed it... our own assessment coordinator extraordinaire, Brandon Moore!!! C'mon, put your hands together, PEOPLE!!)
Instructions: Follow the link above to review the structure of a "measurable outcome" and then create measurable outcomes for this RAP. To ensure the points earned for this section are maximized, explain fully 1.) how each outcome will assess the effectiveness of the (funded) RAP over its project's lifetime and 2.) join these RAP measurable outcomes to all applicable course, program, administrative or other student learning outcomes.
Measureable outcomes will be the work requests and cost sheets for project completed on the addressing machines. Labor times should decrease and costs for color printed envelopes should decrease. Cost control and Return on Investment data will be collected and reported out on the department website.
Section V / What are the steps that you will take or need to be taken to implement this proposal? Demonstrate the folllowing :
• (a) Who is in charge of implementing the project (3 points)?
• (b) What are the projected start and end dates (3 points)?
• (c) What other departments will need to assist with the acquisition/ implementation of the project (3 points)?
• (d) When will the outcomes be measured (3 points)?
• (e) How will you measure the desired outcomes (3 points)?
Instructions: O.K., you're almost done, so don't lose points now! To ensure all points (15 possible) are awarded, list who is in charge of implementing this RAP project, the start and end dates, all departments involved, when the RAP project measurable outcomes will be measured and how you will measure them. Once you've done this....Congratulations!!! You're DONE!!
- Associate Dean and Supervisor Procurement & General Services, Print Shop Lead, and Print Shop Staff.
- Beginning of July or as soon as the budget dollars are received. The full implementation should be workable within days of receipt of new equipment..
- IT will be needed to ensure that the equipment and software are compatible with the current systems. Facilities will need to be contacted to ensure all electrical panels are appropriate and able to handle the new equipment.
- Measure will start with the first job completed on the new equipment.
- Review of work requests and cost invoices to assess time taken to complete take and total labor costs.
Projected Expense Profile
New Personnel Request--This does not include Full Time Academic Faculty Positions.
For personnel requests please attach the job description, job classification and label "Exhibit I."
Position Title:______ / Estimated Cost
1XXX / Academic Salaries (Certificated)
3XXX / Benefits
Position Title:______ / Estimated Cost
1XXX / Academic Salaries (Certificated)
3XXX / Benefits
Position Title:______
2XXX / Classified/Non Academic Salaries / 10, 11 or 12 Months
3XXX / Benefits / Hours per Week_____
Position Title:______
2XXX / Classified/Non Academic Salaries / 10, 11 or 12 Months
3XXX / Benefits / Hours per Week_____
Sub Total:
Non Personnel Requests:
Object Code / Title / Amount Requested
4XXX / Supplies and Materials
5XXX / Services
5635 / (possible on-going maintenance costs)
6XXX / New Equipment or Building/Site Improvements
Equipment and system software / 15,000
Sub Total: / 15,000-
Total Budget Proposal: / 15,000
Secondary Effects (if this proposal is approved)
For Personnel Requests:
What additional space, if any, is needed to accommodate this position? If so, where is the proposed location?
None
For Equipment and Technology Request
Will additional space be needed to accommodate requested equipment? If so where is the proposed location?
No
Will requested equipment require maintenance agreements and or support personnel? If so what are the projected costs?
Maintenance agreement, yes – starting 2nd year There is the possibility that this piece of equipment can be leased, therefore foregoing the costs on on-going maintenance.
Please list future year anticipated needs and estimated financial needs. NOTE: This section refers to any anticipated funding not addressed by this RAP, but required in the future. This will not be automatically funded. A new RAP must be completed in future years.
Fiscal Year / Anticipated Need / Estimated Amount
2015-16 / Maintenance agreement NTE / 2000
2016-17 / Maintenance agreement NTE / 2000
2017-18 / Maintenance agreement NTE / 2000
Dean Approval / Date / Vice President Approval / Date