AQIP 2007 Systems Portfolio - San Juan College

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San Juan College – AQIP Systems Portfolio – November 2007satisfaction and number of students advised willcontinue to increase in the future.Figure 6.9 shows the rapid growth in number ofstudent visits to the ACC. Data for 2004 were notavailable. The dramatic increase between 2003 and2005 was due to implementation of a 24 credit hourmandatory advising policy implemented in Fall 2002.Number of StudentsAdvised500040003000200010000SJC Visit totals2003 2005 2006YEARFigure 6.9 Increased Number of Students AdvisedNumber of StudentsAdvisedAn evaluation system is included in the timeline for thenew ACC model. The system includes the continualassessing of budget, space, and staff needs as well asevaluating Core and Specialty advisors, proceduresand processes. Core advisor evaluations wereconducted in May 2007. This included a self evaluationas well as evaluating the ACC process. Survey resultswill be used to make improvements. In Spring 2008,the ACC will conduct a student survey under the newmodel and compare to the results of the old model.Initial anecdotal feedback from students is positive.Facilities ProcessThe Space Committee has designed and piloteda new Construction Project Template which includesa scoring system (4 points = excellent, 3 points =good, 2 points = satisfactory, 1 point = unsatisfactoryand 0 = not completed) for each phase of the project(see Table 6.6). A “champion” is identified who iscommitted to ensure each task is completed anddocumented and desired results are achieved. Thetemplate is customized for the size of the project. Forexample, the Dean of Health Sciences, Director ofNursing and Director of SJC West Campus weredesignated champions for the construction of the newCertified Nursing Assistant (CNA) and generalscience lab located at the SJC West Campus.Utilizing the new system, the proposed one yearproject was completed in six months, allowing theCollege to offer fall courses including geology, biologyand CNA.6I2 How do you set targets for improvement?Targets for improvement are set through performanceindicators indicated by state mandates, strategicdirection progress or institutional performance dataand expectations. Analysis of available data,benchmarks and best practice, comparisons to otherinstitutions and external business practices are usedin setting baseline targets and achievable goals foreach year.AQIP Category Six: Supporting Institutional Operations 60
San Juan College – AQIP Systems Portfolio – November 2007Master Planned Project: Project Title: Department:In the Strategic Plan:Yes/NoThe Five Phases of a Project: Project Description, Purpose, Goals and History;1. Concept: An idea is born.2. Define: A plan develops.3. Bid the Project4. Build: Team does the work.5. Close: The Project ends.Team Life Cycle Phases Customized Risk Management Recommendations Score CommentsConceptual Planning Phase 1. Leadership to approve the academic plan per req.Confirm Leadership Approval 2. Leadership to approve the building plan conceptConfirm Funding Approval3. Leadership to name the Project ChampionConfirm the Project Scope4. VP of Business to approve the funding sourceConfirm Key Project Info.5. Design Team (DT) to document key project info.Confirm the Project Schedule 6. DT to document scope & schedule for the projectHire Professionals w/Experience 7. Secure A&E firm through RFP & execute AIA B-141Define the Project w/drawings 8. Leadership to list focus groups & stakeholdersConfirm the team w/Leadership 9. A&E/DT to meet with focus groups & stakeholdersConfirm the vision w/Leadership 10. Schematic Drawings w/signature approval (WSA)Confirm the plans w/Leadership 11. A&E Submit Design Development Drawings WSAConfirm $ OPC w/Leadership 12. A&E/DT to check with focus groups & stakeholdersConfirm schedule w/Leadership 13. A&E Submit DD for Board & HED approval WSAVerify w/SJC Board & the HED 14. A&E Submit Contract Drawings for approval WSAInclude the team in the process 15. Scrutinize the plan with all team members & DTBid for Construction Services 16. Purchasing to formally advertise & bid the projectFollow the procurement process 17. A&E to provide addendums & a pre bid meetingCommunicate Project Info.18. Bid Opening & verify bid documents per the reqs.Communicate Bid Results19. Report bid results to leadership for considerationConfirm Results w/SJC Board 20. Board to approve the bid and award the contractProcurement to verify contract 21. Execute the AIA 101 contract before starting workPP to perform Partnering Sess. 22. Partnering session or Preconstruction MeetingCommunicate w/stakeholders 23. Inform internal customers of the project scheduleBuild the Project24. Hold weekly meetings w/contractor & A&E firmConfirm contract compliance 25. Resolve incomplete/conflicting info. on drawingsCommunicate construction info. 26. Process ASI's, CO's and perform testing as req.Communicate project progress 27. Maintain updates on progress with customersProcess Submittals, CO's, ASI's 28. Implement solutions as the project progressesProcess monthly pay requests 29. Work for substantial completion of the projectComplete & Close Out Project 30. Make immediate plan for academic utilizationConfirm the occupation plan 31. Keep focused on the punch list to completeComplete the punch list32. Finalize as-builts and close out documentsComplete As Built Documents 33. Complete Certificate of occupancy and move inReview Insight & Discovery34. Set up the Insight and discovery process w/cust.Celebrate the Completion35. Have ribbon cutting and celebrate the projectDocument what we learned36. Perform and document the after action reviewTotal % points for success:--------------------------------------------------------------------------- 0Table 6.4 Construction Project FormAQIP Category Six: Supporting Institutional Operations 61
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AQIP 2007 Systems Portfolio - San Juan College

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