Miami%20Dade%20College

1

• Miami Dade College
• Operations 2007 Annual Report
• and
• 2008 Key Divisional Goals
• 
  February 2008

One Team, One GoalExceeding Expectations
Together
2
Dear Colleagues,   I am pleased to share with
you our first Annual Report for Miami Dade
Colleges Operations divisions. This report
highlights some of the many accomplishments of
2007 and our key goals for 2008 within the
divisions of Business Affairs, Information
Technology, Human Resources and Facilities
Management.   To be sure, each of our divisions
has made significant contributions this past
year Business Affairs managed nearly 13
million in institutional financial aid support to
students and our Budget Office skillfully
developed a 333 million 2007-2008 annual
operating budget in the face of reductions in
state funding. Facilities Management completed
over 14,000 work orders , initiated several major
construction/renovation projects and developed
new procedures for general contractors that will
result in the most advantageous pricing for minor
construction projects. Human Resources managed
over 56,000 online applications for over 1,000
full-time and part-time positions, and piloted a
new hiring process for Support Non-Exempt
employees that resulted in an 83 reduction in
time to hire! Not to be outdone, Information
Technology implemented a new email service for
students, helped reinvent the Colleges home
page, and completed a key systems upgrade
resulting in reduced maintenance and software
costs. I am especially proud of the efforts of
our customer service philosophy committee, a 12
person team representing each of our divisions
that, with input from all division employees,
developed a service brand and philosophy to
guide how we will serve our many and varied
customers. Our brand One Team, One
Goal.Exceeding Expectations Together. Our
philosophy--12 key principles--is listed on the
following page, and is the foundation upon which
we will do business. A second employee committee
has now been charged with developing ideas to
implement this critical initiative.     Sincerely,
Meredith E. Gibbs  Meredith E. Gibbs Provost for
Operations
3
Our Service PhilosophyOne Team, One
GoalExceeding Expectations Together

• We believe in
• Quality
• Providing service that is complete,
• reliable, accurate and exceeds
• customer needs and expectations
• Teamwork
• Working together to achieve
• goals
• Accountability
• Taking ownership and bringing a
• higher level of commitment to our
• customers
• Knowledge
• Becoming proficient in our roles
• and understanding the roles of
• others
• Creativity
• Offering multiple solutions that

• Reliability
• Consistently delivering our
• commitments
• Growth
• Participating in opportunities for
• training and development to
• enhance skills for optimal service
• Respect
• Creating a culture of trust, sincerity
• and consideration
• Attitude
• Maintaining a positive outlook by
• taking pride in our work
• Accessibility
• Being available to provide prompt,
• courteous and thoughtful assistance
• Delivery
• Providing solutions as efficiently as
• possible

4
Business Affairs
As we enter a new calendar year and reflect on
2007s accomplishments, I wanted to again thank
all Business Affairs employees for their hard
work, dedication and efforts over the past year.
Keep up the good work and know that I truly
appreciate all of your efforts. E.H.
Levering Vice Provost for Business Affairs/CFO  

• 2007 Key Accomplishments
• Disbursed over 65 million in Pell Grants to
  needy students
• Managed nearly 13 million in institutional
  financial aid support to students
• Effectively managed College and Foundation
  endowments to record balances at year-end
• Implemented Higher Ones automated student
  refunds service, dramatically improving the speed
  of refunds and eliminating over 30,000 paper
  checks annually
• Completed federal financial aid audits with no
  significant findings, and state financial audits
  with no findings for 7th year in a row
• Successfully opened new college bookstores at the
  Hialeah and West Campuses and renovated stores at
  Medical and Wolfson
• Developed and managed a 333 million Annual
  Operating Budget in the face of state reductions
• Developed and established budgets for our newest
  campuses at Hialeah and West
• Negotiated a favorable health benefits program
  renewal which reduced the amount of increase to
  the College and employee
• Reduced student loan defaults to record low
  levels

5
Business Affairs

• 2007 Key Accomplishments (continued)
• Effectively implemented the financial module of
  the Facilities Project Management System
• Evaluated the Risk Management Consortiums Safety
  Program to be piloted at Kendall Campus
• Completed Facilities' accounting reconciliations
  resulting in additional dollars available for
  maintenance and repair projects
• Successfully renovated food/coffee kiosk at North
  and opened a new café concept at West
• Reduced Workers Compensation expenses
  college-wide by approximately 100,000
• Improved Perkins Loan collection rate and helped
  to reduce default rate among students by 6
• Processed payroll and completed reporting
  requirements for 9,657 employees without missing
  a pay date
• Automated the transmission of all tax shelter
  annuity (TSA) deductions
• Processed 50,300 invoices in accounts payable and
  issued 29,000 vendor checks in central
  accounting with an average turnaround time of 5
  to 10 business days
• Managed 8 million of new tangible personal
  property added to the Colleges inventory system
  during 2007
• Hosted the Colleges first ever Reverse Trade
  Fair, an open house event to establish new
  business relationships with the minority and
  small business vendor community
• Issued 5,687 purchase orders totaling
  approximately 87 million
• Completed a successful transition of Foundation
  leadership and integration of Foundation finance,
  accounting and scholarship management into the
  College
• Evaluated and implemented a tri-lingual call
  center system for financial aid to serve students
  more effectively

6
Business Affairs

• 2007 Key Accomplishments (continued)
• Processed 16,400 Purchasing Card transactions
  totaling 3.5 million
• Presented nine architectural/engineer design and
  general contractor selections for capital
  projects to the Board of Trustees
• Key Goals for 2008
• Capitalize on business and financial
  opportunities
• Ensure compliance with federal, state and local
  requirements, including accounting and financial
  principles and best practices
• Improve College and departmental operational
  efficiency through reengineering, automation,
  outsourcing and other means
• Provide accurate and timely analysis and
  reporting of business and financial information
• Provide dedicated customer service to the wide
  variety of internal and external customers
• Provide staff with the resources necessary to
  successfully achieve the departments vision and
  execute its mission

7
Facilities Management
2007 was an exciting year in Facilities
Management. None of it could have been done
without a very strong team effort at every level
within our organization. I give the highest
praise to Facilities Management employees for
their efforts. Curtis Reynolds Vice Provost for
Facilities Management

• 2007 Key Accomplishments
• Initiated planning and design of several major
  construction/renovation projects Homeland
  Emergency Defense Project at North 6.2 million,
  Building 9000 at Wolfson14 million, Student
  Services Renovations at Medical2.2 million
• Completed planning, design, and began
  construction of a 39 million 100,000 square feet
  new science complex at North Campus
• Completed 19 million renovation projects across
  all campuses, including science lab renovations,
  faculty office space, multi-media classrooms and
  administrative office spaces
• Effectively completed over 14,000 work orders for
  maintenance and refurbishing projects across the
  campuses
• Developed 70 million PECO capital projects
  budget and managed capital project planning
  across all campuses
• Expanded the capability of the online work order
  system to enhance ease of use
• Restructured and reorganized Facilities
  Management Division to better focus on
  construction and maintenance operations
• Implemented project team concept for major
  construction projects to incorporate key
  stakeholders and enhance project feedback
• Implemented new procedures for general
  contractors to ensure most advantageous pricing
  for minor construction projects

8
Facilities Management

• 2007 Key Accomplishments (continued)
• Implemented a budget cash flow and forecasting
  program to better manage general construction
  project budgets
• Simplified contracts for architects and
  contractors to better reflect current business
  practices and legal requirements
• Updated and revised Hurricane Emergency Response
  Procedures to create standardized building
  condition reporting
• Developed automated approval and tracking
  processes for minor construction projects
• Established a deferred Facilities Operations
  Maintenance database which allows the college to
  document existing physical needs and facilitate
  future projects
• Implemented a Computerized Maintenance Management
  System to better track campus/college projects
• Developed a College-wide master plan for
  landscape/irrigation projects
• Implemented Americans with Disabilities Act
  transition plan to better accommodate students,
  faculty, and staff on the campuses
• Expanded Facilities Project Management database
  to allow project related documents to be viewed
  within database
• Added Leadership in Energy and Environmental
  Design (LEED) certification requirements to
  design criteria and new construction contracts to
  ensure contractors address green
  design/sustainability issues
• Expanded the colleges direct purchase program to
  include materials for major construction projects
• Completed over 7.3 million of deferred
  maintenance projects, i.e. chillers, escalators,
  roof replacements, air handlers, building
  envelope refurbishments and automatic doors
• Key Goals for 2008
• Practice sound financial management and implement
  cost containment and efficiency measures
• Provide excellent delivery of services to
  customers through feedback, use of technology and
  empowerment of Facilities employees

9
Facilities Management

• Key Goals for 2008 (continued)
• Deliver all minor/major construction projects on
  time and within budget
• Provide an infrastructure and environment that
  focuses on effective and productive
  communications
• Ensure the academic, professional and personal
  success of all individuals within Facilities
  Management
• Maintain services that keep the College in
  compliance with State Requirements for Education
  Facilities (SREF) and Florida Building Code

10
Human Resources
As I look back on our accomplishments during
2007, I am inspired to mention our HR Team.  My
thanks to each and every one of them---they are
the unsung heroes who do a great job supporting
our college. They are amazing! Iliana
Castillo-Frick Vice Provost for Human
Resources  

• 2007 Key Accomplishments
• Handled over 56,279 online employment
  applications for over 1000 full-time and
  part-time positions
• Completed a business process review of the hiring
  process and made numerous revisions, including
  revising the applicant life cycle to shorten the
  time to hire, re-vamping the on-boarding/new
  employee orientation
• Piloted a new screening and hiring process for
  Support Non-Exempt Employees at Kendall and West
  Campuses which reduced the time to hire by 83
• Expanded the locations for background checks for
  new hires to offer a more convenient second
  location at Kendall Campus
• Completed the Image Now project to scan and
  archive nearly 42,716 personnel documents
• Assisted with the analysis and implementation of
  a new health benefits plan
• Implemented online open enrollment for over 264
  retirees
• Successfully handled tuition reimbursement
  program for 198 employees totaling over 300,000
• Completed the Colleges reclassification project
  for Student Services, Campus Services, Financial
  Aid and Facilities which included conducting a
  market assessment and review compensation levels
  for 60 positions, impacting 157 employees
• Developed a new compensation philosophy for the
  college
• Updated job descriptions for 135 classifications

11
Human Resources

• 2007 Key Accomplishments (continued)
• Began the second phase of a college-wide
  compensation assessment project to benchmark key
  positions for market competitive salaries
• Re-structured the Human Resources organization,
  without additional revenues, to focus on
  recruiting and retention and enhance benefits
  operations
• Completed benefits open enrollment, including
  workshops and individual meetings, for more than
  2500 employees
• Processed 4200 RPAs and over 700 personnel
  requisitions
• Re-negotiated contracts with vendors resulting in
  cost savings of 25,000
• Implemented many on-line/automation initiatives
  including, on-line United Way contributions,
  revising on-line employee handbook, creating
  on-line emergency management guidebook, updated
  ASTRA handbook and placed on web site, on-line
  annual contract renewals, electronic salary
  notifications
• Handled 291 employee relations matters, with a
  reduction in time to close of 10
• Partnered with CTD to implement training
  programs for employees and supervisors on college
  policy and procedures
• Key Goals for 2008
• Continue efforts to review compensation levels
  for employees
• Contain expenditures to comply with college
  fiscal restraints
• Review and improve resolution processes within
  Employee Relations
• Enhance MDC hiring process to reduce time to hire
  and to provide a better experience for new
  employees
• Enhance automated and on-line processes to
  provide greater efficiency and effectiveness
• Improve guidance to MDC managers on all aspects
  of human resources policy and procedure

12
Information Technology
2007 was another great year for Information
Technology. These accomplishments are just a few
examples of over 100 successful IT-related
efforts that were worked on in addition to making
sure the colleges network, telephones, and
enterprise applications are always available. My
thanks to our IT employees for their hard work,
energy and dedication. Karl Herleman Vice
Provost for Information Technology  

•  
• 2007 Key Accomplishments
• Implemented Image Now, a new imaging system, in
  Human Resources, Financial Aid, and Business
  Affairs to reduce paper and physical storage
  needs, and enhance document security
• Implemented a new College-wide email service for
  students and My Awards, a website for students
  to select financial aid on-line
• Upgraded and enhanced the Colleges on-line
  admissions application and student portal
• Analyzed options for cellular service and
  consolidated vendors resulting in annual savings
  of 40,000
• Restructured our IT organization to improve
  operations for internet/information security,
  project management and quality assurance
• Upgraded the Colleges mainframe computer system
  to a 2096, 3-CPU 550 MIP machine, resulting in
  reduced maintenance and software costs, power and
  cooling consumption and floor space
• Implemented a new Web-based help desk (Parature)
  in the College Call Center, Virtual College and
  IT to provide faster service to students
• Assisted in developing a comprehensive budget for
  the Colleges new learning management system
  (ANGEL) and supported the implementation of Phase
  I
• Retired the Colleges antiquated legacy system
  and upgraded it with a state of the art HP blade
  server system and VMWare virtualization
  infrastructure which offers 10 times the capacity
  of traditional servers at a much lower cost

13
Information Technology

• 2007 Key Accomplishments (continued)
• With the District Office of Communications,
  developed a new MDC home page
• Automated the communication infrastructure
  between MDC and the Department of Education to
  enable faster submission of key reporting data
• Implemented a new firewall to increase capacity,
  security and reliability
• Assisted in the implementation of the automated
  financial aid student refund service through
  Higher One
• Upgraded the Colleges Polycom video conferencing
  bridge system by implementing a new gatekeeper
  and upgrading equipment in conferencing locations
  college-wide
• Completed Phase III of a college-wide WiFi
  initiative to provide wireless access for
  students in libraries, computer courtyards and
  other student common areas
• Implemented anti-spam measures, including load
  balancing new anti-spam gateways to cut down on
  email spam
• Completed a database and blueprint library for
  our fiber optic cable infrastructure across the
  college to quickly assess and remediate
  networking issues
• Piloted a new Telecommunications work order and
  problem reporting system
• Implemented a web based interface with Odyssey
  for our Community Education program
• Enhanced the Background Check Appointment
  Scheduler
• Provided design and implementation for
  communications infrastructure in hundreds of new
  construction, remodeling, renovation and quick
  job projects throughout the College
• Implemented a faster, easier to manage and more
  reliable storage system that more than doubled
  the Colleges storage at a much lower cost
• Helped create and launch the Colleges iTunes U
  site

14
Information Technology

• Key Goals for 2008
• Manage and control expenses within allocated
  annual budget levels
• Update the Colleges IT strategic plan
• Ensure IT activities and actions are aligned with
  the Colleges mission and provide the necessary
  support for students, campuses, and district
  administrative departments
• Provide an always-available IT infrastructure
  with minimal levels of unplanned service
  disruptions
• Continue to provide keep the lights on support
  for key College events, organizations and
  technologies
• Support the successful completion of major
  College initiatives as detailed in the IT project
  portfolio including Financial Aid, Learning
  Management System, Website Renovation, PC
  Refresh, and Odyssey Update