Integrating and Evaluating
Planning Efforts Across
the Institution
Daylene Meuschke
Barry Gribbons
Michelle Barton
Barbara McNeice-Stallard
Strengthening Student Success Conference
October 5, 2012
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Viewer Discretion Advised
The materials you are about to see and activities you
are about to participate in have been prepared by
four practitioners who have nearly 100 years of
combined experience in research and planning.
The materials are not a guarantee that your college’s
planning processes will be magically transformed
overnight but should provide some guidelines on how
other colleges have integrated their planning
processes in accordance with the ACCJC standards.
Please enjoy the show! 
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Agenda
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Introduction and Overview of Session
Overview of Integrated Planning
Integration of Program Review and Budget
Strategic Plan
Educational Master Plan
Implementation Process
Challenges
Evaluation of Planning
Tying it all together
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Planning
1. Big Goals: Big Hairy Audacious Goals
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(BHAGs)
Supporting evidence for BHAGs
Specific Objectives for Big Goals
Goals and Objectives Drive Budget
Include everyone
Communicate early and often
Action Plans
Follow up
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
BHAG Activity – Part 1
1. Identify one or two BHAGs for your
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department/unit/division on campus that you want
to accomplish over the next 2-3 years.
Why is this is a goal for your
department/unit/division (i.e., provide a
justification for this goal)?
What evidence have you collected to justify this
goal? If no evidence has been collected, what
evidence needs to be collected?
What resources are needed to achieve this goal
(staff, budget, coordination with other
departments, etc.)?
Is this goal documented in any other plans?
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Integrated Planning:
California Community Colleges
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Directly connect various planning processes
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Educational Master Plan
Strategic Plan
Other District/College Plans (Facilities, Staffing,
Technology)
Instructional and Support Services Program Plans
SLOs
Financial Resources Planning (i.e., Budget
Development)
What are your Big Goals?
Where do your Big Goals Live?
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Integrated Planning:
California Community Colleges
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Inclusive / Respect Collegial Consultation
Effective communication
Use Data
Evaluate the Process
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Integrated Planning: Why?
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Accreditation Requirement
Align Resources with Institutional and
Department Priorities
Articulates what is important to the college
Clarifies how the college operates (resource
allocation based on priorities)
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Integrated Planning:
ACCJC Key Elements
• Data Driven
• SLOs
• Mission
• Resource Allocation
• Implementation
• Human Resources
• Re-evaluate
• Physical Resources
• Institutional Goals
• Technology
• Broad-based / Collegial • Resource Allocation
Process
ACCJC Reports 20 college on sanctions because of integrated
planning. (ACCJC Spring News, Spring 2012)
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Integrated Planning SelfAssessment
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Identify how your college integrates each of
the ACCJC key elements.
Cite specific evidence that demonstrates the
linkages in your plans (e.g., program review
and budget).
We’ll take a few minutes after the activity to
share some examples from the activity.
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Examples of
Planning
Processes:
Palomar
College
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Examples of
Planning
Processes:
College of
the Canyons
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Examples of Planning Processes:
Mt. San Antonio College
Institutional Planning Process
Unit PIE
Manager PIE
Strategic Plan
Summary
IEC/PAC
VP PIE
Institutional PIE
Summary
(IEC)
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Resource
Prioritization
Alignment of Planning Timelines:
Skyline College
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Alignment of Planning Timelines
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Alignment of Planning Timelines:
College of the Canyons
Note: Program Reviews are on a three year cycle with annual updates.
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Department Planning: Major
Principles
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College Mission
Department Mission
Educational and Facilities Master Plan
Objectives, especially from SLOs
Strategic Plan
Resource Allocation
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Discretionary Budgets
Technology Needs
Broad-based Collegial Process
Transparency
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
College of the Canyons
Online Demo
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Department Planning:
Palomar College
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Integrated with Divisional Planning Councils as opposed to
a separate committee
Two/Three year cycle
Includes three parts:
• Analysis (Quantitative, Learning Outcomes Assessment)
• Planning
• Resource Allocation Needs
Councils review PRPs
• Budgets requests linked to PRPs
• Distribution of PRP funds
• Division Budgets
Councils use PRPs to identify divisional planning priorities
for consideration in following year’s Institutional Strategic
Plan
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Department Planning:
Mt. San Antonio College
Individual units
document planning
efforts and
accomplishments,
annually.
Summaries from IEC
may be translated by
PAC into new or
revised college goals
and strategies for
upcoming year
IEC works with VPs to
summarize annual
planning efforts for the
President’s Advisory
Council (PAC).
Deans, Directors, and
V.P.s summarize unit
PIEs and submit report
to e-PIE.
Four VPs submit
summaries, including
resource requests, to
Institutional
Effectiveness
Committee (IEC)
PIE serves as the
vehicle for aligning
College goals and
institutional processes
for evaluation,
planning and resource
allocation.
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Department Planning: Other
Examples
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Chaffey College
http://www.chaffey.edu/research/planning_docum
ents.htm
Crafton Hills (2012 RP Group Excellence in
Planning Award)
http://www.craftonhills.edu/About_CHC/Research
_and_Planning/Planning_and_Program_Review.a
spx
Tip: Take a look at other colleges that have won
awards and/or are not on sanction for lack of
integrated planning.
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
BHAG Activity – Part 2
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Return to your BHAG Activity from the
beginning of the session.
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How is your BHAG integrated with the
program review and budget processes?
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Examples of Strategic Plans:
College of the Canyons
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Organizing and Developing the Strategic
Plan
External and Internal Data
The Rudder: Sets Big Goals
Detailed accomplishments and goals drawn
exclusively from Department Plans
Review Whole Document for Missing Pieces
Enter Missing Pieces into Program Reviews
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
BHAG Activity: Part 3
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Return to your BHAG Activity from the
beginning of the session.
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How is your BHAG integrated with the
Strategic Plan process?
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Is there integration with the program review,
budget and strategic plan processes?
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Educational and Facilities
Master Plans
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External and Internal Data
Major Changes
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New Centers
New Programs
Organizational Structures and Processes
Department-level detail
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Data
Long-term goals: Pull first draft from Program
Review
Resource needs: Technology, Facilities, Staff,
Other
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
BHAG Activity: Part 4
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Return to your BHAG Activity from the
beginning of the session.
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How is your BHAG integrated with the
Educational Master Plan process?
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Is there integration with the program review,
budget, strategic plan and Educational
Master Plan processes?
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Implementation Process
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Establish a plan of action for integrating the
planning processes.
Identify who will carry out the actions in each
process.
Determine how progress will be monitored and
communicated to the campus community.
Establish an evaluation plan.
Discuss results from evaluation of the processes
and identify ways to improve it.
Implement the changes identified from the
evaluation process.
Repeat process 
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Implementation Timelines
Overview of Annual Planning, Resource Allocation, and Evaluation Timeline
Adopt Current Year’s Budget (Governing Board in September)
Implement Current Year’s Plans and Expend Budget
Do (D)
Months
Month(s)
Aug – Oct
Plan (P) and Review (R)
Activity
Assigned Responsibility
Identify initial budget assumptions and VP FAS/SPC/BC
obligations for next year’s budget (P).
Recommend budget formulas for next SPC/BC
year’s budget (P).
Complete PRPs which include review Departments/Units/Programs
of previous year’s progress, a plan for
next year’s budget, and prioritization
of resource requests (R/P).
Nov - Dec
Identify next year’s Planning
Councils’ priorities (P).
Review next year’s Planning
Councils’ priorities for alignment with
Strategic and Master Plans (P).
Divisional Planning
Councils
SPC
Jan – Apr
Adjust next year’s budget
assumptions and obligations based on
previous year’s P1 FTES base (P).
Develop next year’s division budgets
(P).
VP FAS/SPC/BC
Confirm alignment of proposed budget
with Master and Strategic Plans (P).
Evaluate progress on previous year’s
college-wide and Strategic Plan
priorities (R).
Identify college-wide planning
priorities and Strategic Plan objectives
for following years’ budget (P).
SPC
May
June – July Approve tentative budget (P).
Finalize college-wide planning
priorities and Strategic Plan objectives
for following year’s budget (P).
FAS – Finance & Administrative Services
SPC – Strategic Planning Council
BC – Budget Committee
Divisions/Planning Councils
SPC
SPC
Governing Board
SPC
Divisional Planning Councils
Finance and Administrative Services Planning Council
Human Resource Services Planning Council
Instructional Planning Council
Student Services Planning Council
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Implementation Example on
Monitoring Progress – Palomar
Action Plan
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Evaluating Planning
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Individual Plans: Feedback Loops/Enhancements
• Master Plan
• Strategic Plan
• Other Plans
Department Plans
• Overall Process
• All Staff: Surveys
Subcommittee Review: Retreat / Focus Group
Results: Evidence of Improved Student Learning
Examples of Evaluation of Planning Processes
can be found in your binder.
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Examples of Evaluating Planning:
College of the Canyons
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Program Review Task Force (annual)
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Faculty / Staff Survey (annual)
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College Planning Team (annual)
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Examples of Evaluating Planning:
Mt. San Antonio College
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http://inside.mtsac.edu/organization/committees/iec/docs/index.html
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Evaluated by employees through an online survey and/or via
their department/unit annual program review process
Managers evaluate the process annually and it includes their
department/units' evaluation of the process
Vice Presidents evaluate the process annually and it includes
their immediate managers' evaluation of the process.
Institutional Effectiveness Committee (IEC) evaluates the
process annually and it is included in the Vice President's
annual evaluation
President's Advisory Council (shared governance) evaluates
the process annually based on the IEC report
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The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Examples of Evaluating Planning:
Palomar College
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Evaluates the Integrated Planning, Evaluation, and Resource
Allocation Decision-Making Model (IPM) and the Resource
Allocation Model (RAM).
Annually, the Strategic Planning Council (SPC) completes a
formative evaluation and identifies ways to strengthen and
improve the IPM.
Upon completion of the three-year Strategic Planning cycle,
SPC completes a summative evaluation to assess the
effectiveness and outcomes of the IPM and RAM.
See handout in your notebook for detailed information on the
evaluation process.
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
BHAG Activity: Part 5-7
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Part 5 - How are faculty and staff engaged
throughout the planning processes? How is
engagement maintained through the
processes?
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Part 6 - How is it implemented? How is
effective use of the plans being documented?
How is progress being monitored?
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Part 7 - How are these processes evaluated?
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
The Paradox of Consultants
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Fresh views and ideas
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Plans must be owned by the College and its
Departments
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Words of Encouragement
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Don’t be afraid to fail.
In good times and in bad times.
It’s a cultural change – stick with it.
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Budget development
Institutional Action Priorities from department
plans
Developing expertise takes time. Start now
because you will need to go through several
iterations.
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
There is a Silver Lining!
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You’re developing tools to make the process
of integrating planning efficient.
It’s a disciplined process drawing from
department plans.
People feel they have a voice in the
planning process, are more engaged, and
take ownership of their plans.
Integrated planning with budget results in
better understanding of resource allocation
amongst faculty and staff.
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Review of Today’s Discussion
and Activities
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Strategic Plan Sets Direction and Draws
Exclusively from Department Plans, even
through iterations
Master Plan First Draft Draws from
Department Plans: Follow up with an interview.
Every Budget Request Connected to
Department Objective
Other District/College Plans Draws from
Department Plans
Peer Review
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Final Activity: Part 8
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Reflect on the previous activities.
List the next steps with regard to planning
for your department, division or the college.
What aspects of the planning processes
need improvement?
What needs to happen to strengthen the
integration?
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Questions/Concerns?
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges
Contact
Daylene Meuschke, Ed.D., Director, Institutional Research
College of the Canyons
daylene.meuschke@canyons.edu
Barry Gribbons, Ph.D., Asst. Superintendent/V.P., Institutional
Research, Technology and Online Services
College of the Canyons
barry.gribbons@canyons.edu
Michelle Barton, M.S., Director, Institutional Research and Planning
and Past President, RP Group
Palomar Community College
mbarton@palomar.edu
Barbara McNeice-Stallard, M.Sc., Director, Research & Institutional
Effectiveness
Mt. San Antonio College
bmcneice-stallard@mtsac.edu
The Planning Working Group
An Initiative of the Research and Planning Group for California Community Colleges