Action Planning
Assess, Plan and Perform
Melissa Spears
Business Advisory Services
Action Planning is a Plan with Purpose
The Action Plan engagement enables
executive leaders at colleges and universities to
better achieve specific institutional goals and
objectives by aligning technology with the
institution’s strategic vision.
Reactive
Tactical
Current
State
Strategic
Goal
Transformational
University of Montana and Ellucian
Action Plan Purpose
 Assess alignment of technology to
support process and policies
 Identify efficiency gains
 Redirect time saved to strategic
initiatives
 Utilize existing University investment in
Ellucian technologies
 Collaborate on future technology
planning – timing TBD by UM
Institution Technology & Training
Compounded Loss
Progress in Technology
The Process
Assess
• Review Strategic Plan
• Web-based Surveys
• Interview Business
Unit Leaders
Implement
• 12-Month Cycle
• Complete Tasks
• Measure Results
Institutional
Effectiveness
Analysis
Prioritize
• Potential Impacts
• Cost/Benefits
• Quantification
Organize
• Steps by Business Area
• Map to Strategic Plan
• Effort/Cost
Information Gathering Process
Information Gathering Process
Results, Findings and Recommendations
UNIVERSITY GOALS
ELLUCIAN RECOMMENDATIONS
ATTRACT, ENROLL, RETAIN, AND GRADUATE EVEN MORE HIGHLY COMPETENT UNDERGRADUATE, GRADUATE, AND PROFESSIONAL STUDENTS
PRIORITY 1.3
Strengthen the advising program
Extend use of program planning and degree audit to empower
advisors and students to access information and evaluate progress
toward degree utilizing online tools and services.
PRIORITY 1.6
Expand opportunities for student and family
communications
Update configuration of the portal and extend utilization of current
system functionality to automate notices and alerts to students.
PRIORITY 1.8
Improve student life, retention, and services
Increase self service offerings aimed at engaging students utilizing
the portal.
MAINTAIN AND STRENGTHEN THE
PRIORITY 2.3
UNIVERSITY’S ACADEMIC PROGRAMS
Develop and implement a comprehensive graduation
enhancement program in order to improve retention
and graduation rates
Include extended utilization of degree audit, program planning, and
student engagement via the portal in the overall graduation
enhancement program.
FURTHER ENHANCE AND DEVELOP OUTSTANDING FACILITIES
PRIORITY 4.4
Continue to upgrade technological infrastructure to
meet academic and university needs
Upgrade solutions to the latest version allowing for enhanced
utilization of functionality and technology advancements and extend
system training offerings to better utilize resources. Improve reporting
capabilities to provide management and staff access to data for
information driven decision making.
Decision Making Criteria
This chart represents the criteria
we use when making
recommendations.
Everything that we recommend
aligns with one of these objectives
or it’s not recommended.
We ask…does the solution?
•Increase Service
•Decrease Cost(s)
•Increase Revenue
•Increase Productivity
Sample Recommendations
Reactive
Tactical
Current
State
Strategic
Transformational
Goal
Organizational Consulting
• Business Process Mapping, Technology Governance Review
Training
• Utilize online resources including networks, revisit training methods
that worked in the past
Solutions
• Evaluate modifications and enhanced baseline functionality, plan for
move to Banner XE
Timeline for Action
Example: Based on the findings Ellucian recommends the following optimization timeline to support these projects. This
timeline is a living, breathing document, and the project manager will work closely with all key stakeholders and leadership to
adjust as necessary to ensure institutional success.
Action Plan Engagement Timeline
Start
• Executive Sponsors connect
with Business Advisor
• Set Dates for assessment
activities
Week 3
• Confirm onsite agenda
• Launch online survey for
stakeholders
Week 7
• Conduct onsite discovery
with stakeholders
• Meet onsite with Executive
Sponsors
Week 8
• Business Advisor contacts
Executive Sponsors to review
high level findings
12-Week Action Plan Engagement
Week 5
• Close online survey
• Confirm logistics for onsite
visit
Weeks 9-12
• Finalize Action Plan
Recommendations
• Confirm date and time for
onsite executive presentation
• Onsite executive
presentation
• Discussion of next steps for
Action Plan launch
Next Steps for Success
Assess and
Organize
Agree on
Timeline
Discuss
Resources
• UM commitment
• Ellucian’s
commitment
• Important UM dates
• Engagement start
date
•Online survey
•Onsite listening
sessions
•Map findings to decision
making criteria
Prioritize
• Deliver report
• Review findings with UM
team
13
Q&A Discussion