PARQ ANNUAL REPORT
Executive Summary PARQ Accomplishments
2010-11
Planning:
• In 2010-11 there were 11 approved action plans, with a total of 387 action items across all plans. Over 90% of these action items were completed.
• Updated Stout’s goals for the growth agenda through 2025 and updated Stout’s FOCUS 2015 targets to align with these.
• Implemented a Program Facts document to measure progress on the growth agenda and FOCUS 2015. Shared with leadership at Stout and other UW System schools.
• Received approval to implement a planning process at the college/major unit levels starting in 2011-12.
• Received approval to change the format of the listening sessions for 2011 – will do during opening week 2011.
• Received the highest ratings ever obtained on the FOCUS 2015 evaluation form at the 2010 Strategic Planning Group retreat.
Research and Assessment:
• Received two awards for Doing More with Less program, one from NACUBO and one from CACUBO. These awards were featured in news articles, on TV and in a journal article.
• Published two articles, one in Academic Exchange Quarterly and one in StoutQuest.
• The following IR and grad student projects were completed in 2010-11:
o 14 (14 in 09-10) external surveys
o 365 (379 in 09-10) IR and grad student projects completed by PARQ staff
o 472 (260 in 09-10) projects completed by PARQ students
For a total of 851 projects
• Provided direct assistance to 362 faculty, staff & students on Qualtrics in 2010-11 (387 in 2009-10), including 248 1:1's, 100 group training participants, and 14 other types of assistance.
• Phase 1 of implementation was completed for the Information Portal, Survey Clearinghouse and Question Library.
• 5 institutions are currently submitting data to PolyDASHER. An additional 3 institutions, including one international institution, are in the process of submitting data.
• The transition plan for helping people to migrate away from the scanner was completed.
• Received approval for data leads program, to provide training to key individuals to obtain data on their own. Program will launch in fall 2011.
Policies:
• 9 (5 in 2009-10) policies were revised, implemented or eliminated in 2010-11, as compared with a goal of 4 per year.
• 7 policies are in the review process.
Quality:
• Continued implementation of Quality Training program, with 56 attendees in 2010-11, as compared with a goal of 40 attendees.
• 3 people received the Quality Training Certificate for attending six sessions.
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Applied Research Center
• The ARC has expanded considerably since its inception in 2007:
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2010-11 NEW Unit Goals for Planning, Assessment, Research and Quality
The Unit Goals for this office are derived from the Mission, Vision, Values & Goals available on the website as well as the ASLS division focused initiatives.
Goals :
Implementation Strategies:
Responsible:
General office
operations
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Instructions for 3270
Policies
External Surveys
Survey Clearinghouse
ARC documentation
VSA
Scan folder
instructions
ACT Student Opinion
Survey
Instructions for course
evaluations in
Qualtrics
Space management
Outcome indicators :
Yes • All projects
documented and saved
in the instructions
folder
• All projects shared with
backup
•
Backups: Each person identify
one project to document and
then review and share with
assigned backup:
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Done ?
Progress
Wendy is working on survey clearinghouse documentation and
instructions for entering surveys.
Wendy is revising the “declare a survey” form and will revise
the Survey Clearinghouse website and instructions to align with
the new form. Remaining documentation completed and in
temporary conversion folder.
Exit survey documentation is ready to review with backup
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Meridith
Sally
Wendy
Cori
Susan
Michelle
Tammy
Maureen
Several DMS documents have been created for policies –
templates for annual memos to policy owners, templates for
daily email announcements, templates for requesting policy
updates. Policies - done
Meeting was held with UW IR directors to discuss external
surveys.
Susan has one VSA procedure documented and has another IP.
Procedure for testing is in DMS temporary conversion folder.
Documentation on the ACT SOS will begin in the spring with
the 2011 survey administration. Instructions are complete and
in DMS.
Scan folder instructions – done
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External survey instructions in DMS. Tammy will do 1 survey
each year.
ARC documentation has been completed for BPA-219 (time)
BPA-212 (procedures) , BPA-220, BPA-221
Michelle, the scan folder instructions are in the Temporary
Conversion folder on the S drive
Maureen
Yes
Implement next phase in
imaging project
Select one project to target for
award applications – such as
CACUBO, NACUBO, NCCI,
AIRUM best paper, etc…
To be determined
Participate in adopt-a-family
Cori
Yes
Yes
• Committee drawer
established on
ImageNow and
documents imaged
• AQIP workflow process
finalized, pilot tested
and shared with action
plan leader
• Long-term imaging
action plan developed
Committees drawer established. 100% of Meridith’s paper
committee documents have been imaged. New electronic
documents starting to be imaged as they come in.
• At least two
applications submitted
• Receipt of one award
Submitted award application for PolyDASHER
• Gifts purchased and
delivered
Christmas program identified was full. Emailed Bridge to Hope
to see if they had needs outside their normal list on their
AQIP workflow process developed and will be tested starting in
December. AQIP workflow process tested, training materials
developed.
Long-term imaging action plan draft reviewed with at PARQ
office meeting. Additional discussion needed. Discussion by
IR team of future imaging plans; will review with Imaging team
in June to discuss future plan.
Submitted award application for Doing more with less.
Received award for Doing more with less from NACUBO.
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website but didn’t hear anything back. Donated to Christmas for
Kids through the campus.
Marya
No
Implement next phase of
customer service ambassador
program
Hold spring celebration event
Marya
Yes
Marya
Yes
Implement next phase in
document management
system
Patty, Joel, Meridith
Administer the Annual
and Biennial Operating
Budget Processes
Develop business manager
orientation program – partner
with BFS
N/A
• Complete relevant
portions of the
customer service
toolkit
• Improvement
recommendations
identified
• Improvement
recommendations
implemented
• Event held
• Positive evaluations
• All documentation
items identified in
action plan added to
DMS
• All existing instructions
moved to DMS
• Long-term DMS action
plan developed
• Program developed
• Program offered to
business managers
Mw2 – Presentation to team about CSA program; feedback
received, implementation scheduled for 1/15/2011
Decided not to pursue this as this time.
Event held on May 4
Long-term DMS action plan for PARQ developed and shared at
office meeting.
All existing instructions have been moved to the DMS
This is now the responsibility of the BFS office
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N/A
Implement internal signage
for projects identified as
highest priority for 2010-11
Administer the Planning
and
Capital Budget Process
George
N/A
Implement external signage
for projects identified as
highest priority
George
Signage installed for
projects identified as
highest priority:
Jarvis
Hovlid
Harvey Hall Theater
Home Ec (College of
Hospitality Leadership)
Rest of Home Ec
Bowman
No smoking signs
Signage installed for
project identified as
highest priority:
This is now the responsibility of the Physical Plant
This is now the responsibility of the Physical Plant
Jarvis
Hovlid
Complete planning for
campus gateway project
Quality
Support institutional
planning
Expand participation in
Quality Training certificate
program
Restructure the listening
sessions to address concerns
Finalize UW-Stout’s Inclusive
N/A
A/E develops concepts and
cost estimates
This is now the responsibility of the Physical Plant
Yes
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First session for 10-11 was held in November with 13
participants. Second session held in April with 43 participants.
Yes
-Plan developed and
approved
-Plan implemented for fall
2010 listening sessions
-Plan finalized by Sept
2010
George
Wendy
Meridith
Meridith and Julie
Yes
Two sessions held
At least 40 participants
across the two sessions
New plan developed, approved and implemented for fall 2010
Listening sessions being revised again for 2011
Inclusive Excellence action plan finalized and approved in
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Excellence Action Plan
Furst-Bowe
Implement survey
clearinghouse
Yes
Wendy
Implement information portal
Yes
-First phase of information
portal project implemented
-Committee structure
developed
Meridith and Susan
Perform Institutional
and
Student Research and
Assessment
Implement question library
Yes
Maureen
Expand PolyDASHER to
include international peers
Develop proposal for validity
testing of AQIP metrics
Expand Applied Research
Center
-Six-month updates
completed in December
-Year-end updates
completed in May
-Committee membership
finalized and meeting
during 2010-11
-IT solutions completed
-Phase I of the
clearinghouse fully
implemented by the end of
the fiscal year
-First phase of question
library implemented
-Question library
advertised to the campus
-Question library being
used by the campus
No
At least one international
peer joins PolyDASHER
Wendy
Meridith
No
No
Cori
-Proposal developed
-Proposal approved for
funding
-Have at least 5 external
clients in 2010-11
-Revenue covers cost of
2010-11 staff
September. Six Month and year end updates submitted
-Committee membership finalized
Committee has been meeting since September. Expect to have
Phase I implemented by June
We were unable to implement SONA.
Currently working on Phase II – to revise Declare a Survey
Form and implement a survey branding process.
Information portal structure developed. Documents are being
loaded.
All survey docs owned by PARQ are loaded; focus groups docs
all loaded; structure developed for committee uploads; draft of
committee establishment form completed – need to finalize
membership and meeting dates.
Some questions have been loaded into the question library.
Question library is fully functional and has been used
occasionally by the campus; an advertising plan is in place.
Have been at meetings with international visitors; have invited
ITE (Singapore) to participate, have database of international
peers set up with contact info. Singapore has agreed to
participate, and we are currently working with the Zairi Institute
in London on a collaboration involving PolyDASHER
Not done. On gap list.
Responded to one RFP for external evaluation services. One
external client in progress. One external client project
completed 10-11. Following up on several other external leads.
Growth agenda grant application was submitted but not
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Implement transition plan to
migrate faculty and staff off of
the test scanner by June 2011
Yes
Marya
-One grant application
submitted
-Implement focus group
and qualitative analysis
module
-All tests and evaluations
converted to D2L or
Qualtrics
-Tips and techniques for
increasing response rates
on online evaluations
expanded
-Wireless concerns
addressed
awareded
Four external clients for 10-11. One project completed, the
other 3 will be completed with end of the year.
Focus group module scheduled to be launched on Aug 1st.
Revenue covered cost of staff!
As of 12/15/2010 – over 50% of the test scan users are migrated
or in process.
June 1, 2011 – all test scanner users (including 10 extra) have
been migrated to D2L or Qualtrics.
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Process Improvement Plan
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Fully implement process for working with graduate students who are requesting thesis assistance (Susan). This has been fully implemented, with revisions made as needed
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Fully implement new procedures for working with the students: (Sally and Cori) – this has been fully implemented
o Welcome guide, including training checklist
o Binder
o Skills assessments
o Questions for staff to provide input for GA performance evaluations
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Develop and implement document management system for paper files (to be determined) Paper filing system being used in the ARC.
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Implement central database for identifying continuous improvement suggestions (Marya) – feedback received from Mw1; updates done by 12/21/2010; implementation scheduled for
1/15/2011! Implementation completed.
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Develop new schedule for external surveys – reducing the total number of surveys and decreasing frequency of participation (Sally) Schedule developed and being used
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Training and Development Plan
Devote at least one staff meeting to diversity issues and encourage participate in other diversity activities offered throughout the year. No staff meeting discussions were devoted to diversity
this year.
Encourage and support (where fiscally possible) participation in workshops and training sessions, with a goal to pay for each staff member to attend one off-campus event (or on campus event,
if preferred) per year.
Wendy – Polytechnic summit; AIRUM; WHEPSUG, Compass Institute, , HLC, Presenting and attending AIR in Toronto, May 2011
Susan – AIR webinars on data analysis and surveys; 6 sigma training in Jan & Feb 2011; 2 UW-Stout Quality training workshops; AIR webinars
Sally- AIRUM, attended 2 quality training workshops, AIR webinars
Meridith – Polytechnic summit, CACUBO, Baldrige regionals, Baldrige examiner training
Tammy- AIRUM, HRS reporting workshop and EPM training, AIR webinars, Data Leads Training
Michelle – Attended three Excel training sessions on campus
Cori-attended 2 quality training workshops, attended 1 AIR webinar and reviewed 3 other AIR webinars
Maureen-Weekly Qualtrics webinars
Continue to use some staff meetings for professional development activities. This is done several times per year
Continue to develop written procedures for critical procedures/responsibilities in order to help in cross-training others Done through the DMS
Continue to provide back-up training to other staff in the office BPA-400 reviewed and updated. Additional information filled in
Continue membership and participation in appropriate professional organizations. Where fiscally possible, support participation in webinars, teleconference and other activities sponsored by
professional organizations.
Provide job-specific skill development opportunities through representation on committees, as appropriate. PARQ members continue to be involved in many committees.
Continue to encourage informal meetings among IR staff to discuss their IR projects and to collaborate on projects when appropriate. This would give IR team members opportunities to learn
new skills from other team members. This is done through the IR professional development meetings
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