Wednesday, June 19, 2013
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Institutional Effectiveness Plan: Administrative Services

Mission:

To provide support for students, all other divisions of the College, and the community through sound administrative practices. We will assist in carefully allocating the College’s resources to provide excellent service to achieve the College Goals.

2009-2010 Assessment Outcomes & Use of Results

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College Goals:
  1. Maintain overall fiscal stability.
  2. Provide an environment that supports employing and retaining a quality faculty and staffand promotes enhanced student learning, achievement, and development in a global society.
Division Goal: Optimize the college’s resources through responsible management and adherence to appropriate policies and procedures.
Objectives:
  1. Closely monitor accounts receivable on Colleague.
  2. Closely monitor cash and investments.
  3. Review, analyze, and correct Special Funds accounts.
  4. Achieve an exception-free audit on private, state and federal audits.
Action Plan:
  1. With the retirement of the Vice President of Administrative Services, the Accountant will be promoted to that position and a new Accountant will be hired. The consultant and the new Vice President will ensure the new Accountant is adequately trained to monitor cash receipting, accounts receivable, and general ledger posting.
  2. The Vice President of Administrative Services and the Accountant will continue to develop workflows to monitor the accuracy of Datatel reports.
  3. The Accountant will continue to monitor cash daily and reconcile bank accounts monthly.
  4. With the assistance of the consultant, the Accountant will continue to review, analyze, and correct Special Funds accounts until the reports are as accurate as we can make them.
  5. The Vice President of Administrative Services and the Accountant will continue to formalize effective year-end close-out processes in order to prepare accurate, auditable financial statements.
Assessment Strategy:
  1. Accounts receivable and general ledger accounts will be posted correctly.
  2. Workflows will reflect accuracy of data.
  3. Cash and investments will be appropriately monitored, diminishing the possibility of abuse.
  4. Private, state, and federal audits will be exception-free.
Assessment Outcomes: Audit was performed from January 2010-March 2010. Final report will be published in May 2010. From preliminary exit interview, MCC received a very complimentary audit.
Use of Results: Continue at present high standards and set higher expectations each year.
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College Goal: Provide facilities for student learning that capitalize on state-of-the-art instructional applications.
Division Goal: Provide additional facilities and fully utilize existing facilities to support state-of-the-art instructional programs.
Objective
  1. Provide adequate space to house Forestry program.
  2. Provide adequate space to house Dental Assisting program.
Action Plan:
  1. Construct state-of-the-art Forestry Building.
  2. Renovate current Forestry classrooms and lab to accommodate Dental Assisting.
Assessment Strategy:
  1. Will construct state-of-the-art Forestry Building by June 15, 2009.
  2. Will renovate Forestry Lab to accommodate Dental Assisting before August 2009.
  3. Will move Dental Assisting program back to campus before Fall Semester 2009 begins and terminate lease on Dental Building by September 2, 2009.
Assessment Outcomes: Forestry building and dental labs completed in 2009-2010 year.
Use of Results:
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College Goals:
  1. Maintain overall fiscal stability.
  2. Provide an environment that supports employing and retaining a quality faculty and staffand promotes enhanced student learning, achievement, and development in a global society.
Division Goal: Optimize the college’s resources through responsible management and adherence to appropriate policies and procedures.
Objectives:
  1. Reorganize the business office in preparation of Vice President’s retirement.
  2. Provide adequate cross-training to ensure continued operations.
  3. Provide adequate staffing to ensure improved services.
Action Plan:
  1. Hire a part-time Cashier.
  2. Realign Accounts Receivable Specialist duties to include budgeting and financial reporting duties.
  3. Provide necessary cross-training to all business office staff.
  4. Hire vice president replacement and, if applicable, accountant replacement several months before retirement of current vice president.
Assessment Strategy:
  1. The Purchasing Officer position will be filled by the current Human Resources Coordinator.
  2. The Human Resources Coordinator position will be filled by the current Accounts Receivable Specialist.
  3. The Accounts Receivable Specialist will be hired.
  4. A part-time Cashier will be hired.
  5. The Accounts Receivable Specialist will assume additional responsibilities.
  6. The reorganization will provide cross-training in all areas except accounts payable.
Assessment Outcomes: After the V.P.’s retirement, the needs of the business office were re-examined and a new organizational chart was developed. Due to the relationship between AR and accounting, the accountant was made supervisor over AR. The AR position was also re-ranked to require a four year business/accounting degree. These changes were realized and resulted in fewer financial reporting errors.
Use of Results: Continue to examine relationships between business office departments.
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College Goal: Provide facilities for student learning that capitalize on state-of-the-art instructional applications.
Division Goal: Provide additional facilities and fully utilize existing facilities to support state-of-the-art instructional programs.
Objective
  1. Provide adequate space to house Health Sciences programs.
  2. Provide adequate space to house Student Services Center.
Action Plan:
  1. Conduct Advance Planning for Health Sciences Building.
  2. Acquire State, County, and Foundation funding for construction.
  3. Acquire State and Foundation funding for equipment.
  4. Construct state-of-the-art Health Sciences Building.
  5. Retrofit Buildings 100 and 200.
Assessment Strategy:
  1. Advanced planning on the Health Sciences will be completed.
  2. Funding for project will be available.
  3. Funding for equipment will be available.
  4. Will construct state-of-the-art Health Sciences Building.
  5. Buildings 100 and 200 will be retrofitted.
Assessment Outcomes: Neither of objectives realized as designed above. These items will require special appropriations. However, the need for a student union did result in the new plan to transform the old daycare space into a student union. This design is in the 2010-11 IE plan.
Use of Results: Continue to request special appropriations for $15 million master plan.
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College Goal: Provide an environment that supports employing and retaining a quality faculty and staff and promotes enhanced student learning, achievement, and development in a global society.
Division Goal: Implement and maintain activities in order to optimize utilization of the physical plant and grounds in a safe and effective manner.
Objectives:
  1. We will continue to implement new plans and procedures to ensure a safe and secure environment for students and employees.
  2. Campus security will be improved.
Action Plan: The College will continue to pursue funding for call boxes and security cameras.
Assessment Strategy: Funding will be available for purchasing call boxes and security cameras.
Assessment Outcomes: Call boxes installed. Security cameras deferred due to high costs of installation and low performance/poor resolution issues.
Use of Results: Better use of funds would be security guards instead of cameras.
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College Goals:
  1. Provide facilities for student learning that capitalize on state-of-the-art instructional applications.
  2. Provide an environment that supports employing and retaining a quality faculty and staffand promotes enhanced student learning, achievement, and development in a global society.
Division Goal: Provide students, guest, and employees with an adequately maintained campus and above average occupant comfort.
Objectives:
  1. Develop an Operations and Maintenance Plan to ensure maximum life-cycles of facilities and equipment.
  2. Develop replacements plans for major facility and grounds renovations/repairs.
Action Plan:
  1. Continue to gather data for all aspects for campus maintenance (Custodial, Building, Mechanical, and Grounds)
  2. Continue to develop a schedule of routine maintenance procedures for the main campus.
  3. Continue to develop long range replacement plans for roofs, parking lots, carpet, flooring, building mechanicals, etc.
Assessment Strategy:
  1. All Buildings and grounds on campus are clean and presentable.
  2. All equipment vital to Building operations is in working order.
  3. A long range replacement plan will be in place to start requesting funds from the county to get large scale R&R projects on the agenda.
Assessment Outcomes:
  1. The organizational structure of the Housekeeping Department was changed. Each custodian is now assigned a dedicated work area in which they are solely responsible for all aspects of cleaning, eliminating any split responsibility in any area amongst the staff. Their work hours were changed as well, leaving two full-time custodians & one part-time custodian during the day and one full-time custodian during the evening hours to provide better coverage.
  2. All of the equipment vital to building operations, (boilers, chillers, air handlers, circulating pumps, etc.) has been put on a schedule and have had routine maintenance performed at periodic intervals throughout the year.
  3. The V.P. of Administrative Services and the Director of Facilities have compiled a list of replacement plan projects for all of campus facilities and grounds. They range from immediate replacements to replacements in the next 1, 2, 5, & 10 years. This list will also be included in the department’s portion of the Board Report at each Board meeting throughout the year.
Use of Results:
  1. We are still continuing to gather data on all of the aspects of maintenance for the physical plant and grounds.
  2. A lot of the routine preventative maintenance & housekeeping activities have been incorporated into the weekly & monthly work schedules, but there are still several more tasks that need to be added.
  3. The list that has been complied for all of the long range replacement projects still needs to be transformed into a written plan that is updated annually
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College Goal: Maintain overall fiscal stability.
Division Goal: Make optimal use of the local budget by cutting out unnecessary spending on utility bills, leaving more funds available for R&R projects.
Objectives: Develop an energy management plan.
Action Plan:
  1. Conduct an energy audit of the campus with the State Energy Office.
  2. Energy and water bills from the last 3 fiscal years will be entered into a database for the baseline to monitor the utility bills for 2009-2010.
  3. Implement low cost measures to conserve energy, fuel oil, and water
  4. Comply with Senate Bill 668.
Assessment Strategy:
  1. Energy Management Plan will be in place.
  2. Energy, fuel oil, and water consumption will be reduced overall by 10% from the previous year.
Assessment Outcomes:
  1. MCC’s Strategic Energy and Water Plan was composed and approved in January 2010. It was part of the requirements to apply for Federal ARRA funds through the State Energy Office.
  2. When the mandatory energy consumption report was submitted to the State Energy Office in October of 2009, it showed a 20% reduction in the overall utility consumption for the campus from one fiscal year to the other.
Use of Results:
  1. A preliminary energy audit of the campus was conducted by the Director of Facilities and a representative from the NC A&T C.E.R.T. (Center for Energy Research Technology)
  2. All of the consumption data for the utilities (Energy, water, propane, & fuel oil), used on campus have been entered into a database and closely monitored for discrepancies or unusual rises in consumption.
  3. Implementation of campus wide HVAC scheduling, thermostat settings, rescheduling of custodial hours, and water restrictions caused a noticeable reduction utility consumption campus wide.
  4. With the documented 20% reduction in utility consumption, MCC exceeds compliance requirements of Senate Bill 668 by 5%.

Institutional Effectiveness Plan
2010-2011

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College Goals:
  1. Maintain overall fiscal stability.
  2. Provide an environment that supports employing and retaining a quality faculty and staffand promotes enhanced student learning, achievement, and development in a global society.
Division Goal: Optimize the college’s resources through responsible management and adherence to appropriate policies and procedures.
Objectives:
  1. Closely monitor accounts receivable on Colleague.
  2. Perform monthly reconciliations with system office to ensure accurate reporting of state funds.
  3. Accurate preparation and timely delivery of year-end financial statements.
  4. Achieve an exception-free audit on private, state and federal audits.
Action Plan:
  1. Accountant duties expanded to include supervisory role over accounts receivable position in order to ensure accurate posting and reporting of funds. Arrangement allows for oversight and cross-training. Expectations are for accountant to be fully cross-trained w. AR by June 2011.
  2. State fund accounts are balanced weekly to identify and correct any errors prior to month end reporting. Goal for 2010-11: no errors on monthly reports.
  3. Results of audit performed by NC Office of State Auditor due May, 2010.
  4. Use of outside consultant to audit G.L. accounts.
Person(s) Responsible: Accountant & Accounts Receivable
Anticipated Date for Achieving Objective: Ongoing through this fiscal year
Assessment Strategy:
  1. Audit findings will be published by the State Auditor.
  2. Monthly reports will be examined by the NC Community College system office.
  3. Discrepancies will be reported to the V.P. of Admin. Services.
  4. Consultant will examine financial accounts and report directly to the V.P. of Admin. Services.
Budget Needs to Accomplish Objective: $10,000 for consultant.
Assessment Outcomes: Will be reviewed in May 2011.
Use of Results: Will be reviewed in May 2011.
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College Goals:
  1. Maintain overall fiscal stability.
  2. Provide an environment that supports employing and retaining a quality faculty and staffand promotes enhanced student learning, achievement, and development in a global society.
Division Goal: Optimize the college’s resources through responsible management and adherence to appropriate policies and procedures.
Objectives:
  1. Accurately monitor inventory and fixed assets.
  2. Streamline procurement process.
Action Plan:
  1. Purchased state-of-the-art inventory scanner to track equipment and fixed assets. FY 2010-11 plan: train staff to effectively track fixed assets & accurately report on assets/inventory.
  2. Streamline requisition process with state-of-the-art software and electronic verification system (Doc-e-fill). Train all employees on effective utilization of technology and revised procurement procedures.
Person(s) Responsible: Purchasing department, I.T., & accounts payable department.
Anticipated Date for Achieving Objective: June 2011
Assessment Strategy:
  1. Fixed Assets information will be entered electronically into Colleague from the bar code scanner; reports generated will contain fewer input errors.
  2. Employees will be able to requisition supplies via a web-based portal; they will be able to track orders electronically. Software will archive and produce procurement reports.
Budget Needs to Accomplish Objective: Equipment purchased from 2009-2010 budget; training will occur in FY 2011. $2000 software maintenance contract realized through paper savings, as traditional forms no longer being used.
Assessment Outcomes: Will be reviewed in May 2011.
Use of Results: Will be reviewed in May 2011.
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College Goal: Provide facilities for student learning that capitalize on state-of-the-art instructional applications.
Division Goal: Provide additional facilities and fully utilize existing facilities to support state-of-the-art instructional programs.
Objective: Provide adequate space to house Student Services Center. Use of student union to attract students and to enhance college experience and promote social well-being.
Action Plan:
  1. Use available maintenance personnel to begin transformation of former daycare center into a student union.
  2. Determine costs of upgrade into fully functional student union with complete food service options.
  3. Identify and utilize available funds for transformation to student union.
  4. Solicit bids for general contractors to perform renovations.
  5. Begin renovations on student union.
Person(s) Responsible: Vice President of Admin. Services and Director of Facilities.
Anticipated Date for Achieving Objective: Ongoing, full completion by June 2012.
Assessment Strategy: Visible transformation of space. Reporting of progress to President and Board.
Budget Needs to Accomplish Objective: $100,000.00
Assessment Outcomes: Will be reviewed in May 2011.
Use of Results: Will be reviewed in May 2011.
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College Goal: Utilize technology to provide information services that support quality, personalized instruction.
Division Goal: Provide students and employees with state-of-the-art resources for accessing information and completing business functions.
Objective: Work jointly to implement WebAdvisor. Utilize WebAdvisor for online registrations, student access to records and grades, employee access to HR records, faculty access to rosters and faculty ability to directly input grades, and online payments.
Action Plan:
  1. Allocate funds for purchase of needed hardware and software to support above functions.
  2. Adhere to timeline for implementation.
  3. Train employees to utilize software.
  4. Rewrite procedures and policies to accommodate new functions.
  5. Recruit student test groups to test software.
  6. Secure personal information; PCI compliance.
Person(s) Responsible: Joint efforts by IT., Business Office, Student Services, & Core Team.
Anticipated Date for Achieving Objective: Ongoing, full completion by June 2013.
Assessment Strategy:
  1. WebAdvisor running on server by Summer 2010.
  2. Class schedules online by Fall 2010.
  3. Student test groups and first registrations Spring 2011.
  4. Registrations Summer 2011.
  5. Online payments by end of Fall 2011.
Budget Needs to Accomplish Objective: $5,000.00 (equipment) + full-time I.T. support position for employee PC services while I.T. is implementing WebAdvisor ($35,000).
Assessment Outcomes: Will be reviewed in May 2011.
Use of Results: Will be reviewed in May 2011.
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College Goal: Utilize technology to provide information services that support quality, personalized instruction.
Division Goal: Provide students and employees with state-of-the-art resources for accessing information and completing business functions.
Objective: Move to SAN (storage area network) to reduce stand alone servers; realizing savings in energy consumption, server replacement; maximizing use of available equipment.
Action Plan:
  1. Work with technology team to prioritize purchase of SAN system.
  2. Research latest technology to identify unit w. greatest functionality and life cycle.
  3. Gather input from I.T. staff; E.T. staff, and outside sources to evaluate purchase options/lease options.
Person(s) Responsible: I.T. staff
Anticipated Date for Achieving Objective: Ongoing, full completion by June 2013.
Assessment Strategy:
  1. Purchase of SAN system
  2. Lower energy consumption; smaller footprint in server room by phasing out stand alone servers.
Budget Needs to Accomplish Objective: $65,000.00 (or lease option at much reduced initial costs) + additional full-time I.T. employee, as outlined in previous objective.
Assessment Outcomes: Will be reviewed in May 2011.
Use of Results: Will be reviewed in May 2011.
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College Goal: Utilize technology to provide information services that support quality, personalized instruction.
Division Goal: Provide students and employees with state-of-the-art resources for accessing information and completing business functions.
Objective: Develop multi-media capabilities to offer live streaming video via website.
Action Plan:
  1. With move to SAN system, applicability of offering audio/video live over the internet is realized.
  2. F-time I.T. support position will be charged with developing multi-media capabilities and working with web designer to implement streaming options.
Person(s) Responsible: I.T. staff
Anticipated Date for Achieving Objective: Ongoing, full completion by June 2013.
Assessment Strategy:
  1. Purchase of SAN system
  2. Lower energy consumption; smaller footprint in server room.
Budget Needs to Accomplish Objective: $3,000.00 (w. SAN in place). + f-time I.T. support technician as identified previously.
Assessment Outcomes: Will be reviewed in May 2011.
Use of Results: Will be reviewed in May 2011.
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College Goal: Maintain overall fiscal stability.
Division Goal: Make optimal use of the local budget by cutting out unnecessary spending on utility bills, leaving more funds available for R&R projects.
Objectives: Keep the entire campus in compliance with the guidelines and strategies set forth in MCC’s Strategic Energy and Water Plan.
Action Plan:
  1. Implement energy efficiency upgrades campus wide, utilizing Federal ARRA and Progress Energy incentive funds if available.
  2. Continue to document and track utility usage patterns and trends monthly, through entering all consumption and billing data into a database
  3. Continue to implement low cost measures to conserve energy, fuel oil, and water.
  4. Stay in compliance with the consumption guidelines of Senate Bill 668
Person(s) Responsible: Director of Facilities
Anticipated Date for Achieving Objective: June 2010
Assessment Strategy: Energy, fuel oil, and water consumption will be reduced overall by an additional 5% from the previous year.
Budget Needs to Accomplish Objective: Unknown at this time
Assessment Outcomes: Will be reviewed in May 2011
Use of Results: Will be reviewed in May 2011
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College Goals:
  1. Provide facilities for student learning that capitalize on state-of-the-art instructional applications.
  2. Provide an environment that supports employing and retaining a quality faculty and staff and promotes enhanced student learning, achievement, and development in a global society.
Division Goal: Provide students, guest, and employees with an adequately maintained campus and above average occupant comfort.
Objectives:
  1. Develop an operations and maintenance plan to ensure maximum life-cycles of facilities and equipment.
  2. Develop replacement plans for major facility and grounds renovations/repairs.
Action Plan:
  1. Continue to gather data for campus equipment (custodial, building mechanical, and grounds)
  2. Continue to develop a schedule of routine maintenance procedures for the main campus.
  3. Develop long range replacement plan for roofs, parking lots, carpet, flooring, building mechanicals, etc.
Person(s) Responsible: Director of Facilities
Anticipated Date for Achieving Objective: June 2011
Assessment Strategy:
  1. All buildings and grounds on campus are clean and presentable.
  2. All equipment vital to building operation is in working order.
  3. A long range replacement plan will be in place to start requesting funds from the county to get large scale R&R projects on the agenda.
Budget Needs to Accomplish Objective: Unknown at this time
Assessment Outcomes: Will be reviewed in May 2011
Use of Results: Will be reviewed in May 2011
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College Goals:
  1. Provide facilities for student learning that capitalize on state-of-the-art instructional applications.
  2. Provide an environment that supports employing and retaining a quality faculty and staffand promotes enhanced student learning, achievement, and development in a global society.
Division Goal: Effectively utilize available funds for upkeep of facilities.
Objectives:
  1. Utilize alternative funding sources for custodial/housekeeping needs.
  2. Revise organizational chart to maximize available funds and to meet the needs of the college.
Action Plan:
  1. Examine possibility of using WIA funded youth services, senior workers, and inmates for basic custodial needs.
  2. Realize need for higher skilled workers and devise organizational chart to meet the needs of the college.
Person(s) Responsible: Director of Facilities
Anticipated Date for Achieving Objective: June 2011
Assessment Strategy: Are buildings and grounds being maintained to acceptable standards, while cutting costs?
Budget Needs to Accomplish Objective: Unknown at this time
Assessment Outcomes: Will be reviewed in May 2011
Use of Results: Will be reviewed in May 2011

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