EfficienciesEfficiencies

West Hills Community College DistrictWest Hills Community College District

November, 2004November, 2004

Inter-Office Mail Efficiencies Inter-Office Mail Efficiencies via UPSvia UPS Since June, 2004 the District Office and Since June, 2004 the District Office and

campuses have been utilizing UPS campuses have been utilizing UPS services in lieu of hiring a mail clerk services in lieu of hiring a mail clerk position for the delivery of inter-office mail position for the delivery of inter-office mail from location to location.from location to location.

This service has provided savings in the This service has provided savings in the following areas:following areas: SalarySalary BenefitsBenefits Auto and related expenses (fuel; Auto and related expenses (fuel;

maintenance)maintenance)

Prior to utilizing the UPS service, an M&O Prior to utilizing the UPS service, an M&O position at the Coalinga Campus was used position at the Coalinga Campus was used to perform the mail delivery tasks. This to perform the mail delivery tasks. This individual’s monthly salary and benefits = individual’s monthly salary and benefits = $4,994$4,994

Monthly auto and related expenses used Monthly auto and related expenses used for delivery of mail to all locations = $671for delivery of mail to all locations = $671

Total approximate monthly cost = $5,665Total approximate monthly cost = $5,665

Monthly UPS ExpensesMonthly UPS Expenses

$619.61

$1,325.13

$1,260.16

$879.46

$1,366.50

0 500 1000 1500

June

July

August

September

October

The approximate monthly savings of using The approximate monthly savings of using UPS is in excess of $4,200.UPS is in excess of $4,200.

Utilizing this service has also allowed the Utilizing this service has also allowed the District to return a full time M & O position District to return a full time M & O position to the Coalinga campus.to the Coalinga campus.

Online Class ScheduleOnline Class Schedule

When class schedules were printed, the When class schedules were printed, the printing costs alone were $20,000 - printing costs alone were $20,000 - $25,000 per semester.$25,000 per semester.

In addition to the class schedule, a In addition to the class schedule, a newspaper insert was printed and newspaper insert was printed and distributed a few weeks each semester distributed a few weeks each semester began. The cost per semester was began. The cost per semester was approximately $20,000approximately $20,000

In addition to the printing and mailing costs In addition to the printing and mailing costs is the time and effort by the marketing is the time and effort by the marketing department, registrar’s office and campus department, registrar’s office and campus deans for the design, preparation and deans for the design, preparation and proofreading of the class schedules.proofreading of the class schedules.

Developing an online version of the class Developing an online version of the class schedule has allowed for greater schedule has allowed for greater efficiencies by eliminating these costs.efficiencies by eliminating these costs.

Staff Training EfficienciesStaff Training Efficiencies

Staff training sessions have been provided Staff training sessions have been provided in house since January, 2002. The cost for in house since January, 2002. The cost for each session – if employees were to each session – if employees were to receive the training from an outside source receive the training from an outside source – would be approximately $200 per person.– would be approximately $200 per person.

18 sessions have been held with a total of 18 sessions have been held with a total of 132 employees participating.132 employees participating.

132 employees @ $200 per session = 132 employees @ $200 per session = $26,400.$26,400.

In house costs are minimal and include In house costs are minimal and include preparation and actual session time by the preparation and actual session time by the Director of Human Resources.Director of Human Resources.

Reduction of Cell PhonesReduction of Cell Phones

In fiscal year 2002-2003, the annual cost In fiscal year 2002-2003, the annual cost for District issued cell phones was $50,383.for District issued cell phones was $50,383.

The number of District issued cell phones The number of District issued cell phones was reduced during the first quarter of was reduced during the first quarter of fiscal year 2003-2004 and the annual cell fiscal year 2003-2004 and the annual cell phone cost was reduced to $17,041 – phone cost was reduced to $17,041 – saving in excess of $33,000 for the year.saving in excess of $33,000 for the year.

The annualized cost for cell phones in The annualized cost for cell phones in 2004-2005 is estimated to be $14,900.2004-2005 is estimated to be $14,900.

Cell Phone Cost SavingsCell Phone Cost Savings

$50,383.00

$17,041.00$14,900.00

$0.00

$10,000.00

$20,000.00

$30,000.00

$40,000.00

$50,000.00

$60,000.00

2002-2003 2003-2004 2004-2005

Reduction of Travel StipendsReduction of Travel Stipends

In fiscal year 2002-2003, the annual cost of In fiscal year 2002-2003, the annual cost of travel stipends for District administrators travel stipends for District administrators was $54,000.was $54,000.

In fiscal year 2003-2004, monthly travel In fiscal year 2003-2004, monthly travel stipends were eliminated and individuals stipends were eliminated and individuals were asked to submit actual mileage were asked to submit actual mileage expenses. The amount paid for actual expenses. The amount paid for actual mileage expenses in fiscal year 2003-2004 mileage expenses in fiscal year 2003-2004 was $15,713.98 – saving in excess of was $15,713.98 – saving in excess of $38,000 for the year.$38,000 for the year.

Salary Freeze for Administrative, Salary Freeze for Administrative, Management and Confidential Management and Confidential EmployeesEmployees In March, 2003 the Board of Trustees In March, 2003 the Board of Trustees

received a recommendation to freeze the received a recommendation to freeze the salaries of administrative, management salaries of administrative, management and confidential employees.and confidential employees.

As a result, salaries were frozen and As a result, salaries were frozen and remained at their current level effective in remained at their current level effective in March and continuing through the 2003-March and continuing through the 2003-2004 fiscal year.2004 fiscal year.

In March, 2004, the Board of Trustees In March, 2004, the Board of Trustees received a recommendation to continue the received a recommendation to continue the salary freeze until March, 2005.salary freeze until March, 2005.

The savings realized because of the salary The savings realized because of the salary freeze from March, 2003 – March, 2005 freeze from March, 2003 – March, 2005 are as follows:are as follows: No step increase given for a total of No step increase given for a total of

$239,252.$239,252. No COLA (Cost Of Living Adjustment) No COLA (Cost Of Living Adjustment)

given. Every 1% COLA not given saved given. Every 1% COLA not given saved the District $39,892 per year. (i.e. – 2 the District $39,892 per year. (i.e. – 2 years with no COLA at 2% saves the years with no COLA at 2% saves the District $159,568)District $159,568)

Health Insurance BenefitsHealth Insurance Benefits

In 1999-2000 the District evaluated the In 1999-2000 the District evaluated the amount spent on health insurance premiums amount spent on health insurance premiums and an insurance premium cap for the and an insurance premium cap for the employee share was put into place:employee share was put into place: 1999-2000 - $42.00/month1999-2000 - $42.00/month 2000-2001 - $104.00/month2000-2001 - $104.00/month 2001-2002 - $150.00/month2001-2002 - $150.00/month 2002-2003 - $150.00/month2002-2003 - $150.00/month 2003-2004 - $150.00/month2003-2004 - $150.00/month

These amounts reflect a savings to the These amounts reflect a savings to the District per employee (i.e. $150.00/month x District per employee (i.e. $150.00/month x 250 employees = $37,500/month or 250 employees = $37,500/month or $450,000/year)$450,000/year)

Effective July, 2004 the Board of Trustees Effective July, 2004 the Board of Trustees received a recommendation to place a cap received a recommendation to place a cap on the District’s contribution towards health on the District’s contribution towards health insurance premiums for employees. This insurance premiums for employees. This cap is $830.00/month.cap is $830.00/month.

During this same timeframe, the District During this same timeframe, the District

contracted with SISC to provide benefits for contracted with SISC to provide benefits for its administrative, management and its administrative, management and confidential employees.confidential employees.

Because the health insurance cap and Because the health insurance cap and insurance provider are negotiated items, insurance provider are negotiated items, these changes are not at this time these changes are not at this time applicable to the certificated and classified applicable to the certificated and classified employees. They are currently in the employees. They are currently in the process of negotiating new contracts.process of negotiating new contracts.

As insurance premiums increase, As insurance premiums increase, additional money will be saved by the additional money will be saved by the District due to the insurance premium cap.District due to the insurance premium cap.

Campus and District Office Campus and District Office SchedulesSchedules During the months of June, July and During the months of June, July and

August, campus and District offices August, campus and District offices operate on a 10-hour/4-day work week. operate on a 10-hour/4-day work week. This schedule provides for a savings of This schedule provides for a savings of utility costs for approximately 4 days per utility costs for approximately 4 days per month.month.

During the winter break, employees are During the winter break, employees are asked to utilize vacation days in order to asked to utilize vacation days in order to close the campus and District offices for a close the campus and District offices for a 2-week period of time between the fall and 2-week period of time between the fall and spring semesters. This closure provides spring semesters. This closure provides for a savings of utility costs and assists for a savings of utility costs and assists several employees in utilizing accumulated several employees in utilizing accumulated vacation hours.vacation hours.

Electronic FormsElectronic Forms For the past few months the District Office staff For the past few months the District Office staff

has been piloting electronic forms. These forms has been piloting electronic forms. These forms are the most common used forms in the District are the most common used forms in the District which have been placed into an electronic which have been placed into an electronic version in the public folders section of our email version in the public folders section of our email system. Electronic forms include:system. Electronic forms include: Expense ClaimsExpense Claims Budget TransferBudget Transfer Travel RequestTravel Request Employment Authorization for Temporary PositionEmployment Authorization for Temporary Position Personnel Action NoticePersonnel Action Notice Request for Time OffRequest for Time Off Request for Position to be FilledRequest for Position to be Filled Foundation Revenue and Income ReceiptFoundation Revenue and Income Receipt Fundraiser Event Approval and EstimateFundraiser Event Approval and Estimate Fundraiser Event ReconciliationFundraiser Event Reconciliation

The use of electronic forms has greatly The use of electronic forms has greatly reduced the need for paper copies, thereby reduced the need for paper copies, thereby saving the associated costs of NCR paper saving the associated costs of NCR paper and duplicating services.and duplicating services.

Several of the electronic forms will be Several of the electronic forms will be introduced to the campuses and will be introduced to the campuses and will be used beginning with the spring semester, used beginning with the spring semester, 2005.2005.

Greater usage of the electronic forms Greater usage of the electronic forms means greater savings to the District.means greater savings to the District.