UHCC Fiscal Year 2013 Coversheet

Annual Report Program Data

College:Kaua’i Community College

Program:Administrative Services

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Introduction: Brief description of the program and program mission.

The Administrative Services program at Kaua`i Community College provides campus-wide budgetary and financial management, personnel administration, procurement and property management, facilities and ground maintenance, environmental health and safety, security, physical facilities planning of both repairs and maintenance and capital improvement projects, and auxiliary services. These functions support the primary program objectives of the college, which are to develop eligible individuals to higher levels of intellectual, personal, social, and vocational competency by providing formal vocational and technical training and general academic instruction for certificates or degrees, or in preparation for the baccalaureate; and by offering adult continuing education for both personal and vocational purposes.

Part I. Quantitative Indicators

Budget & Planning Measurements

In Fiscal Year 2013 (FY13)Kaua`i CC’s General Fund (GF) and Tuition and Fees Special Fund (TFSF) allocationtotaled $12,140,941. The College’s GF and TFSF expenditures, including encumbrances, totaled $12,769,665. This deficit resulted in unencumberedTFSF cash decreasing from $1,393,256 as of June 30, 2012 to $764,532 for the year ending June 30, 2013; this excludes the 5% reserve held in our Community College Special Fund.

Business Office Measurements

Kaua‘i CC’s business office processed a total of 7,145 fiscal transactions in FY13 versus 3,969 in FY12. As a result, the five (5) year average number of transactions processed increase to 4,557. The large increase in FY13 transactions is primarily due to the centralization of accounts payable to Disbursing, which generated 1,629 payment requests, 640 more P-Card transactions, 649 more travel completions, and 213 more payment authorizations.

The business office takes an average of 2.5 days to process a purchase order, which is better than the average processing times across the UHCC System. In FY13 processing invoices was centralized requiring that vendors send their invoices directly to Disbursing. As such, the number of days to submit purchase order payments to the Disbursing Office is no longer a relevant measure. Additionally, UH departmental checking accounts were discontinued in FY12. In FY13 the number of journal voucher transactions increased from 169 to 198.

Operations and Maintenance

Kaua‘i CC’s Operations and Maintenance unit completed 454 work orders during FY13 compared with 371 for FY12. The college has 9 FTE janitor positions assigned to 334,479 gross square feet of floor space or 37,164 square feet per janitor; the industry standard is 30,000 square feet per janitor. The college also has two (2) Building Maintenance Workers and one (1) Maintenance Mechanic to maintain the college’s 43 buildings. Four (4) Groundskeepers and one (1) Equipment Operator maintain approximately 140 acres of grounds on a regular basis. The college has a total of 200 acres.

With the One Stop Center, OCET/Bookstore and Nursing Portables fully operational the college needs one additional Janitor II position to clean the restrooms, classrooms, offices, hallways and bookstore. This will reduce the average square feet per janitor to 33,448, which is within acceptable limits of the industry standard.

Human Resources

Kaua‘i CC’s Office of Human Resources has 2 FTE personnel. The HR office processed 2,469personnel transactions in FY13 compared with 1,841 in FY12. The increaseis primarily due to the increase in new hires and leave transactions. The Personnel Officer also serves as the EEO/AA Coordinator for the campus. There were a total of five (5) grievances/investigationsand four (4) worker's compensation claims filed in FY13.

The increase in number of personneland the complexity of personnel related issues requires the need of one (1) additional HR staff. In FY13, the APRU process approved the hiring of this position as a unbudgeted temporary position to demonstrate the benefits with the intention of requesting a budgeted permanent position in FY15. We are still in the process of creating the position description and request re-approval to fill it in FY14.

Part II.

  1. Analysis of the Program (strengths and weaknesses in terms of demand, efficiency, and effectiveness based on an analysis of the data).

Comparative Electrical Cost for Kaua`i CC
FY 2011 / FY 2012 / (+ / -)
KWH / 2,351,481 / 2,302,207 / -49,274
Cost / $1,023,544 / $1,015,093 / -$8,451

The majority of the decrease in the KWH used occurred towards latter half of the fiscal year and is due to the installation of more energy efficient lights as part of our Chevron energy management project. The capability to separately schedule each building's lighting and HVAC systems through Chevron's Energy Management System (EMS) was implemented on August 19, 2013, and we look forward to the estimated $150,000-$200,000 of annual electricity cost savings this control is expected to bring.

  1. Analysis of program assessment data (Program SLOs)
  1. Significant Program Actions (new certificates, stop-out; gain/loss of positions, results of prior year’s action plan).

In October 2012 Gary Nitta retired from his position as Vice Chancellor for Administrative Services after many distinguished years of service at Kaua`i CC. This position was filled in February 2013 by Brandon Shimokawa. Additionally, the program filled its Campus Public Safety Manager (Patricia Wistinghausen), University Security Officer I (Curtis Broyles), Fiscal Specialist I (Dawn Kaihara), and Janitor II (Cheryl Itamura)positions and is recruiting to fillthe following vacant Account Clerk IV, Building Maintenance Worker I, Groundskeeper II, and two (2) Groundskeeper I positions.

The O&M unit has determined that the unit can improve productivity by converting its 4 FTE Groundskeeper positions to General Laborer positions. General Laborers are allowed to work on the grounds as well as other operations and maintenance tasks. This proposal is currently awaiting UPW approval.

An audit by the Office of Civil Rights noted that the shower stalls in the Welding and Automotive restrooms did not meet ADA standards for accessibility. The shower stalls must be made accessible to individuals who are physically challenged. The Welding shower was made handicap accessible as of October 2013.

During FY13 the following deferred maintenance projects began construction: re-roofWelding and Campus Center. Additionally, the renovation of the 2nd floor of the Campus Center started, and the design of the Campus Locks project was finalized.

The program establishedthe Administrative Officer position through the reallocation of a vacant Library Technician position.

Part III. Action Plan
ACTION ITEMS / STEPS
Facilities Support / Request for two (1) additional janitorial positions
Office for Safety and Security Positions / Request centrally located building space for Safety & Security Officers
Human Resources Support / Request to fill unbudgeted temporary UH Personnel Officer position
Operations and Maintenance / Convert 4 FTE Groundskeepers to General Laborers
Operations and Maintenance / Renovate Automotive restrooms for ADA compliance
Part IV. Resource Implications (physical, human, financial)
RESOURCES NEEDED / OUTCOMES (Identify and Quantify)
$33,228 / Two janitorial positions for the OCET/Bookstore building and the OSC to provide for a clean and safe environment (health and safety)
$50,000 / One (1) unbudgeted temporary UH Personnel Officer to assure that all personnel processesand transactions are coordinated to meet the human resources needs of all programs in a timely and accurate manner.
$3,840 / Pay differential to convert 4 FTE Groundskeepers to General Laborers
$10,000 / Renovate Automotive restroom for ADA accessibility compliance

Annual Report Program Data and analysis located on college website at: