BPA ANNUAL REPORT
Executive Summary BPA Accomplishments
2009-10
New initiatives:
• Out of a total of 17 new initiatives identified for 2009-10, 13 were fully completed, 2 were partially completed, and 2 were not
completed.
• Out of a total of 10 process improvement initiatives identified for 2009-10, 9 were fully completed and 1 was not completed.
• Out of a total of 10 training and development initiatives identified for 2009-10, 9 were fully completed and 1 was partially
completed.
Budget:
• The 2009-10 Annual Operating Budget total was $139,545,130 for UW-Stout. Salaries & fringe benefits totaled $85,151,933,
which was 61% of the total operating budget.
• $252,396 was allocated as base funding for university priorities in 2009-2010.
• 1,357 (1550 in 2008-09) Budget transfers (excluding computer cost share BTs) were processed
• 194 computers were purchased in 2009-10 for a total of $343,091 through the Computer Cost Share Program.
• Completed Annual Operating Budget Book and Fiscal Year-End Budget Review Book
Campus Planning:
• 12 (28 in 09-10) space requests were processed
•
Significant number of capital projects in progress or completed: Harvey Hall Renovation – Phase I Theatre project; Hovlid
Hall Renovation and Addition project; Memorial Student Center Renovation project; Fleming Hall Renovation project. The
Campus Master Plan was approved.
Institutional Planning:
• Performance indicators updated and approved for FOCUS 2015.
Analysis:
• The following projects were completed in 2009-10:
o 38 (22 in 08-09) Applied Research Center projects
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o 14 external surveys
o 379 (370 in 08-09) IR and grad student projects completed by BPA staff
o 608 (309 in 08-09) projects completed by BPA and ARC students
•
•
•
For a total of 1039 projects
36,071 (67,331 in 07-08; 45,070 in 08-09) sheets were scanned.
Implemented Alumni Follow-Up lean process - 100% of action items are completed.
Obtained approval from Board for Regents for renewal of Access to Learning and Customized Instruction
Policies
• 5 (12 in 2008-09) policies were revised, implemented or eliminated
• 7 policies are in the review process
Quality
• Developed a workflow process for updating AQIP data
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2009-10 NEW Unit Goals for Budget, Planning and Analysis
The Unit Goals for the BPA office are derived from the BPA Mission, Vision, Values & Goals available on the BPA website:
www.uwstout.edu/bpa/aboutbpa.htm as well as the ASLS division focused initiatives
Goals :
General BPA
office
operations
BPA Implementation
Strategies:
Backups: Each person identify
one project to document and
then review and share with
assigned backup:
• Annual timeline
associated with retreat
process
• Fact Book
• Segregated Fee
Spreadsheets
• Custom Scanning
• Exit Survey
• Budget spreadsheets
• Lab mod process
• Budget transfers
Responsible:
Achieved
Outcome indicators :
Goal ?
Partially • All 8 projects
documented and
saved in the
instructions folder
• All 8 projects shared
with backup
Progress
The exit survey was migrated to Qualtrics in
Sept 09. Because of the planned migration, the
process for conducting the analysis in Vovici
was not done. This project will move forward
to the July 2010 data analysis in Qualtrics.
Custom scanning has a first draft on file
documentation is complete
Seg Fee documentation started
Seg Fee documentation is complete
-Meridith
-Sally
-Tammy
-Susan
-Wendy
-Patty
-George
-Michelle
Draft timeline for retreat process has been
started. Timeline for retreat/planning process
developed and in logs folder.
Documentation for Fact Book started
Documentation completed.
Budget spreadsheet not started. –
Documentation complete.
George will be identifying new project to
document Space management process for
utilizing and assigning academic space was
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selected for 2009-10. This project is in
progress.
Michelle
Yes
Implement discussion board
concept to discuss projects, how
results are used, provide
feedback
Michelle
Yes
• More discussion
board comments
are posted than
what we have
traditionally seen
on the listening
session message
board
• Conversion
completed by
December 31, 2009
Complete web conversion
Administer the
Annual and
Biennial
Operating
Budget
Processes
Administer the
Planning and
Capital Budget
Process
Finish implementing ImageNow
in Budget drawer
Digital signatures fully
implemented for budget transfer
form
HRS implementation
Implement imaging in campus
planning drawers (2)
Digital signatures fully
implemented for Space request
form
Patty
No
• All Budget
documents scanned
Patty and
Michelle
Yes
Patty
Yes
• Budget transfers are
only accepted in
electronic format
Implement HR portion
of HRS
All campus planning
documents scanned
Space request forms are
only accepted in
electronic format
George
No
Yes
George
Budget transfer documentation is complete.
The discussion board utilized was LinkedIn.
Will be looking at a different method for this
broader discussion board
Decision made to post announcements/results
on our main BPA webpage. There is an
announcements section in our newly converted
page.
Hired STAR group to assist with conversion.
Will be leaving information portal pages as is
until decision is made as to if we are moving
ahead with the information portal project. Will
convert by the end of December, 2009
Website converted.
Not started – Started going through folders to
eliminate documents that don’t need to be
scanned. Some documents have been imaged.
Complete
In Progress – still in progress, attended a
session on training in Eau Claire.
Drawers being set up. Drawers have been set
up. Will review with Kristi and Sue Krings
Two forms routed through ImageNow
beginning in October. All forms are currently
only accepted via electronic format.
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Memorial Student Center
Renovation
Yes
George
Implement quality training
certificate program
Yes
Wendy
Quality
Implement imaging in Quality
drawer
Yes
Meridith
Expand Applied Research center
Yes
Meridith
Michelle
Cori
Revise enrollment model
Perform
Institutional and
Student
Research and
Assessment
A/E selection
completed
Begin design process
Program is advertised
Two sessions held
Minimum of 30
attendees across the two
sessions
File structure set up
Documents begin to be
imaged
Hire new 50% person
At least 3 external
clients
Earn enough revenue to
keep 50% person for
2010-11
Yes
New model developed
and implemented
Sally
Expand PolyDASHER
Partially
Wendy
At least three new
institutions join
Kickoff meeting held mid-December
Design meetings being held
First session was on AQIP/Baldrige in
November 2009. 24 attendees.
Spring session scheduled for 4/21/10.
Presentation planned for JPD. Presentation
offered during JPD 2010. Second session was
held 4/21/10 with 10 attendees. Fall session is
currently being planned.
AQIP/Baldrige folder set up and documents are
being imaged. Workflow process for AQIP
also developed.
Cori Beskow hired. 3 external clients: UCRiverside. ETS Study. Research 2 Jobs. The
ARC continues to grow, with 7 projects in
2007-08, 22 projects in 2008-09, and 38
projects anticipated for completion in 2009-10.
Will be using Delaware model. ACE intern,
Chandra Sekaran also reviewed model and
provided recommendations. New enrollment
model developed and implemented.
Wentworth Institute of Technology, USF
Polytechnic, have joined, SPSU has indicated
they will join. Teleconference being set up for
2010.
Teleconference was held in March 2010, and
participants agreed to help with recruiting new
members. PolyDASHER has been featured in
an upcoming AIR publication and was used as
a model by DePaul University.
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Yes
Implement Survey
Clearinghouse- Phase I
-Address master list
concept for survey
mailing lists
-Address issue of how
surveys that are done
for “learning how to do
research” are
administered
Meridith
Information portal
Yes
Continue working with
LIT on implementing
information portal
Meridith
Implement Tableau for one
project
Wendy and
Tammy
Yes
Program facts and
figures project
completed
Clearinghouse committee has agreed on a
concept. Concept presented to many groups.
Proposal provided to Diane with July 1 as
proposed implementation date. Presented to
Issues. Will be working with STAR group for
IT component of the project. Obtained
approval to proceed. Software application will
be completed by end of FY. BPA will begin
loading own surveys to test software before
rolling out. Committee members have been
selected for implementation phase of project.
Conversations being held with Omni resources.
Proposal presented to Diane in November,
2009. Will post on Vendornet in January,
2010. Hired Omni. Initial kickoff meeting
held. Goal to implement October 2010.
In Progress. Initial reports shown for feedback.
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Process Improvement Plan:
•
Implement “lean” for Alumni Follow Up Survey- Sally and IR team 100%
percent of action items completed. 1st survey will go out in January. Survey
deployed. Response rate 32% compared to approximately 35% last time.
•
Complete and sell focus group training module. Begin work on qualitative
analysis module Focus group module will be sold through continuing education
or ARC. Target launch date is being revised. Work on Qualitative module is
underway. Module page has been developed on ARC website for information.
•
Implement ESURC efficiencies:
o Graduate students responsible for putting surveys online Complete
o Use canned Qualtrics reports Complete
o Develop Qualtrics survey template Complete
o Removal of grant-funded areas from list Complete
o Maximum of 2 surveys per unit Complete
•
Implement scanner efficiencies:
o Deliver scanner reports electronically instead of paper Implemented
starting in Sept 2009
o Scan once per day at noon Scanning occurs once per day between noon
and 1:00
o Graduate students responsible for doing scanning Schedule created for
which students are doing scanning on which days
•
Implement listening session efficiencies:
o Only paper handouts provided are response form Provided one paper
handout, everything else online
o All listening session notes typed on laptop and shown on computer screen
Completed
•
Implement final version of checklist for finalizing reports IP – has been revised
and is being revised again. New version implemented.
•
Migrate surveys on to Qualtrics and use canned reports where possible All
surveys migrated to Qualtrics.
•
Eliminate usage of Vovici Vovivi eliminated Sept 30, 2009
•
Utilize Brio report for Budget Availability Quarterly report – eliminate custom
reporting Implemented. Also implemented for work study quarterly report.
•
Migrate two budget books to online only version Fiscal Year-End Budget review
book completed and online. Annual Operating Budget Book complete & online.
Achieved Goal
Achieved Goal
Achieved Goal
Achieved Goal
Achieved Goal
Achieved Goal
Achieved Goal
Achieved Goal
Achieved Goal
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Training and Development Plan:
•
Achieved Goal
Devote at least one staff meeting to diversity issues (Susan) and encourage
participation in other diversity activities offered throughout the year Discussed
Diversity articles at BPA office meeting in fall 2009.
•
Encourage and support (where fiscally possible) participation in workshops and
training sessions, with a goal to pay for each staff member to attend one offcampus event (or on campus event, if preferred) per year.
o Patty – Attended CACUBO Professional Development Workshop in St.
Louis, Missouri – February 2010, attend UW-System Finance Training in
May 2010
o Wendy – Presented at AIRUM, polytechnic summit, IPEDS workshop,
IUPUI Assessment Institute, attended HLC annual meeting/ AQIP
Colloquium in Chicago, SP2010; presented ARC poster. Will be copresenting at 2010 Polytechnic Summit.
o Susan – VSA workshop, presented at AIRUM; presented ARC GHG
poster at UMACS conference; presented at AIR conference in Chicago
o Sally- AIRUM attended and presented at AIRUM
o Meridith – Polytechnic summit, presented at Baldrige regional conference,
UW System Finance Training
o George – SCUP Will attend National Conference in July
o Tammy- AIRUM, attended AIRUM in October
o Michelle –UW System Finance Training in May
o Cori- Attended AIRUM in October 2009
o Maureen – CommonSpot training, Qualtrics webinars, ImageNow training
•
Continue to use some BPA office meetings for professional development
activities. Reviewed fiscal year-end budget review book and Master Plan.
Achieved Goal
•
Achieved Goal
•
Achieved Goal
•
Continue to develop written procedures for critical procedures/responsibilities in
order to help in cross-training others See item #1 in new initiatives. Working on
additional documentation for working with the students. A document
management system (DMS) has been created for BPA (including ARC). This
will allow a central location, access to the latest revision and revision control, and
reduce our time ‘finding’ written procedures.
Continue to provide back-up training to other staff in the BPA office Wendy has
access to CommonSpot ARC pages and all BPA pages, and is able to create new
pages and make changes to existing pages. We also created a document, BPA400, BPA Backups to provide detailed information about each major process,
location of the critical procedures, and the name of the back up.
Continue membership and participation in appropriate professional organizations.
Where fiscally possible, support participation in webinars, teleconference and
Achieved Goal
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other activities sponsored by professional organizations. Wendy is currently
serving her final year on the AIRUM Steering Committee. The IR team members
are AIRUM members. Meridith is a member of NACUBO and AIR.
•
Achieved Goal
•
Achieved Goal
•
Achieved Goal
•
Achieved Goal
Provide job-specific skill development opportunities through representation on
committees, as appropriate. Wendy continuing to serve as ASLS rep on
professional development committee. Susan continuing to serve as ASLS rep on
Senate. Tammy and Michelle represent BPA on ESURC. Maureen serving on
ImageNow users group. Wendy is chair of the Survey Clearinghouse Committee.
Michelle continues to serve on the ASLS Webmasters Group and the ASLS
Business Managers group. Cori on the ASLS training and development
committee.
Continue to provide an orientation to new staff and student employees in BPA,
using signed checklist - All supervisors Checklist is updated and reviewed by the
IR group on an annual basis Checklist expanded and converted to welcome
guide.
Begin regional meetings of the System campus planners Not started – George
will contact other regional campuses to see if there is interest in this Meeting held
in March 2010. Another meeting will be held in October.
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. Susan
and Wendy regularly discuss projects that each are working on in terms of survey
construction and data analysis. Have discussed several common issues at IR team
meetings. A recent collaboration on an ARC project resulted in several hours
saved on database creation and identification of subjects.
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2009-10 ONGOING Unit Goals for Budget, Planning and Analysis
The Unit Goals for the BPA office are derived from the BPA Mission, Vision, Values & Goals available on the BPA website:
www.uwstout.edu/bpa/aboutbpa.htm as well as the ASLS division focused initiatives
Goals :
Administer the Annual and
Biennial Operating Budget
Processes
BPA Implementation
Strategies:
Responsible:
Provide support and guidance on
the Annual and Biennial
Operating Budget process, which
includes:
• Processing budget
transfers
• Quarterly reports
• Year-end account review
• Auxiliary budget reserve
report
Patty
Complete Annual Operating
Budget Book
Patty
Respond to segregated fee audit
recommendations
Coordinate the development of
auxiliary current and long-range
budget plans and spreadsheets
Import the Redbook budget to
SFS
Outcome indicators :
Progress :
•
•
Patty
Patty
Patty
Budget transfers processed within
1 week of receipt in BPA office
• Quarterly reports complete within
2 weeks of the end of the quarter
• Spend down budgets to be as close
to zero as possible
• Complete auxiliary report in
August
Complete in September
Presented to Deans/Directors
meetings throughout the year
Fall meeting held, web materials
updated on budget section of website
Tasks completed according to
established timelines
Budget imported
•
•
First quarter reports
completed within 2 weeks of
end of quarter Completed
Budget transfers processed
every Friday Completed
Auxiliary report completed in
August 2009 - Completed
Book completed in November. Completed
Fall meeting held. Budget materials
updated. - Completed
Spreadsheets went out in December –
Completed
Completed in July - Completed
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Reconcile budget to UW System
Administer the Planning and
Capital Budget Process
Update the ATL allocations and
the non-GPR allocations
Maintain records for the
computer cost share program
Maintain database of FTE and
import FTE information into the
data warehouse
Review, submit and revise the 6year campus physical
development plan
Address real estate/land
acquisition requests
Continue to keep campus
informed on major capital
projects
Submit All Agency Project
Request documents, maintenance
issues worksheet, and major
project information to System
Facilitate lab mod process
Patty
Patty
Perform Fiscal Analyses and
Support Fiscal Policy
Development
Completed
Spreadsheets updated
ATL is completed. Non-GPR in
progress – Both completed
Records are up to date. Records are up
to date.
Nothing done yet – students will be
working on this. Entered data through
2009. Added to student project log.
Initial CPDP documents submitted on
12/7. Final CPDP submitted to UW
System on May 5, 2010
Two inquiries and 0 properties
purchased No properties acquired
Website scheduled converted in
December 2009 Continue to develop
– Space Management overview
included on web page
Initial CPDP documents submitted on
12/7. Final CPDP submitted to UW
System on May 5, 2010
Michelle
Database kept up-to-date
Patty
George
George
Capital Plan submitted by System
deadlines
Number of property inquiries
Number of properties purchased.
Website revised by end of FY
George
Submitted by System timeline
George
George
Provide financial analysis
support for laptop program and
associated per credit tuition
Budget successfully reconciled
Tammy
Process follows established timeline
Lab renewal plan incorporated into
the process
Tuition revenue budget v. actual
collections
Laptop program revenue v. laptop
program costs
Reports provided at laptop finance
committee meetings
Recommendations being forwarded to
Provost in December. On schedule.
Completed.
Estimated # of laptops to order for fall
2009 using model and provided
weekly laptop enrollment updates to
committee. Provided fall 2010
enrollment and revenue projection for
2010-11.
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Complete Fiscal-Year End
Budget Review book
Complete in November
Year-End Budget Review was
completed in October and online in
early November.
Performance indicators updated
according to established timeline
Performance indicators are up-to-date
on the BPA website Performance
indicators have been updated for 2015
and are in the process of being put
online.
Summer retreat held in July 2009.
Most evaluation results exceeded the
2007 results. Ratings related to
facilities were lower than 2007.
Listening sessions held; 293
participants
Budget forums will be held in Feb or
Mar 2010. Two budget forums were
held in Feb and Mar 2010 with a total
of 94 participants.
Tammy
Keep performance indicators upto-date on the BPA website
Michelle
Support Institutional Planning
Facilitate the summer retreat and
retreat planning meetings for the
Strategic Planning Group
Meridith,
Michelle
Organize and facilitate 9
Meridith,
university-wide listening sessions Michelle
Organize and facilitate 2 budget
forums
Meridith,
Michelle
Perform Institutional and
Student Research and
Assessment
Provide support and guidance to
assessment of the laptop
program, which includes:
• Conduct 1 e-scholar
survey
• e-Scholar assessment
council
Revise Graduate Student
Research Guidelines that
describe services offered to
students from the BPA office
Update Common Data Set
Evaluation results that meet or exceed
the previous year
At least 330 participants at listening
sessions
At least 85 participants at budget
forums
Wendy,
Meridith
The first draft of a report is complete
within one month of when data
collection ends or data is received
Susan
Revised guidelines included in
graduate student packet by 9/1
Sally
CDS updated on web
Fall survey administered, data
analysis in process. E-Scholar
assessment council has not met this
year. E-Scholar assessment council
inactive. Completed fall e-Scholar
survey report.
Document revised and available
online in August, 2009 Complete.
CDS delayed due to not having CDR
data Updates completed and on web.
12
Publish “did you know” article
with each major institutional
research report that is completed
Provide support and guidance for
assessment system in School of
Education. Keep documentation
up-to-date.
IR team
Susan
Administer major surveys, and
begin process of moving these
surveys onto different online
survey instrument:
• Gen Ed Senior Level
Assessment
• Senior administrators
report
• Exit Interview
• Week 1 Orientation
• Alumni Follow up
Number of articles published vs.
number of reports complete
Reports provided on timeline
requested by SOE
-Susan
-Susan
-Wendy
-Sally
-Tammy
-Sally
First draft of report complete within
one month of data collection end or
receipt of data from company
6 articles published in fall 2009.
Five articles published in spring 2010.
Provided a lot of data in preparation
for DPI and NCATE site visit. Also
held meeting to discuss plans for the
future. Will be working with SOE
and R&R to develop canned queries
so that SOE can access needed data
on their own. SOE will now be taking
over this project – BPA will not be
involved in the future.
• Alumni Follow-Up program
specific surveys have been moved
to on-line. Currently
administering surveys with
analysis started on June 1st.
• Exit interview survey migrated to
Qualtrics, report in Vovici
completed in 2009.
• Gen Ed Senior Level Assessment
will be moved to Qualtrics and be
administered by Senates This
became an ARC project, survey
was administered, the data was
analyzed and the report is
completed.
• Week 1 orientation not done this
year
• Senior administrators surveys
were deployed by Senates online
using Qualtrics in mid-May.
13
Develop and publish Fact Book
and Quick Facts
Sally
Fact Book published in September
Quick Facts published in November
Sally
Evaluations and reports complete
according to established timelines
Sally
Show rates for following fall provided
to Director of Enrollment Services by
October
IR team
Response rates on all surveys is 50%
or greater
Tammy
Report complete by early September
Conduct evaluation of Student
Access Fee:
• Lab Survey
• Supplemental Instruction
• Co-ops
•
Develop show rates
Continue to implement process to
raise visibility of BPA surveys
Develop Annual Teaching
Workload report
Complete scanning for course
evaluations and tests, Quality of
Life Survey, and placement tests
Implement Qualtrics for online
course evaluations
Susan
Cori/ Maureen
All tasks completed according to
timelines
5 departments join in 2009-10
Fact Book published in September.
Quick Facts published in December,
delayed due to not having CDR data.
Info collected from Placement Office
for co-ops.
Lab survey conducted in Nov/Dec.
Report completed in March.
SI survey & usage data conducted and
collected in December. Collected
again in May.
Usage data collected for Psych. &
Chemistry tutor centers.
Will be using these data for BOR
renewal in Feb 2010 Obtained BOR
approval for renewal
Surveys being conducted for
Accounting/MIS tutor and Chemistry
tutor.
Completed in December. Delayed
because of not having CDR data.
Have been added to web along with
analysis page.
Have not been able to achieve 50%
response rate at all this year.
Implementing survey clearinghouse to
address the problem.
Report completed in August, 2009
2009-10 report in progress
Quality of Life Survey eliminated
We anticipate 12 departments using
Qualtrics for online course
14
Complete salary equity report
Tammy
Report complete in January
Policies
Update departmental staffing
forms
Continue to participate in
external surveys and review
which ones are appropriate to
continue to participate in, and
which ones can be eliminated
Develop unclassified SPSS
database
Provide professional guidance to
graduate students completing
their research projects:
• critique the survey
instrument
• create an Excel data
entry template
• advise/assist with
statistical analysis
Continue to implement the
process for the review of UWStout policies
Tammy
Staffing forms complete and online by
August
Sally
Number of external surveys complete
Number of external surveys
eliminated
Sally
Database complete by December
Susan
Graduate student projects complete
within 3 weeks of receipt
Meridith
At least 2 policies revised per year
Annual memo sent to policy owners
requesting review of their policies
evaluations in fall 2009. In Fall 2009,
10 departments used Qualtrics to
complete course evaluations. In
Spring 2010, 13 departments used
Qualtrics to complete course
evaluations.
2009-10 Salary equity report in
progress. Report completed in
February.
Staffing forms were completed and
online by August.
6 external surveys completed.
New surveys received will not be
completed. 14 surveys completed so
far for the year. 2 new surveys
received decided to not complete.
Completed
Continue to provide listed services
within 3 week time frame Continue to
provide listed services within 3 week
time frame –for a total of 127
completed projects.
EOAA finalized. IT policy – waiting
for feedback from the Senates. Rate
and Fee policy, and disability
accommodation policy, and criminal
background check policy in review
process. Criminal background
15
check, Identity policy, IT Policy and
Tobacco Free policy completed. All
of the others listed above are still in
the review process. ADFC also in
review process.
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