Integrated Planning & Sustainable Continuous Quality Improvement Dr. Brian Lofman & Colleagues Dean, Institutional Planning and Effectiveness February 17, 2015 GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu GOALS FOR IPE OFFICE 2014-2018 1. Steward effective institutional planning toward fulfilling college mission and meeting strategic priorities and goals. 2. Strengthen institutional effectiveness toward ongoing, documented performance measurement against college mission and strategic priorities and goals. 3. Encourage and support data driven decisions across the college. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu MODEL FOR INTEGRATED PLANNING & SUSTAINABLE CONTINUOUS QUALITY IMPROVEMENT To put all this in perspective, at the start of last spring’s visit by the ACCJC external evaluation team, we were asked to provide a diagram of our planning model. We didn’t have one. Now we do. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu MODEL FOR INTEGRATED PLANNING & SUSTAINABLE CONTINUOUS QUALITY IMPROVEMENT CONTEXT: • Organizational Values • Community Relevance INSTITUTIONAL PURPOSE & DIRECTION: • Mission • Vision 3 TO 5 YEAR PLANNING: • Strategic Plan • Long Term Plans • Comprehensive Program Reviews GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu MODEL FOR INTEGRATED PLANNING & SUSTAINABLE CONTINUOUS QUALITY IMPROVEMENT 3 YEAR CYCLE for Annual Program Planning, Assessment, Resource Requests/Allocation & Improvement • YEAR 1: PPA Reports with Annual Reviews & Action Plans / 15 Month Planning • YEAR 2: Data Driven Decision Making – Participatory Governance & Budget Development • YEAR 3: Resource Allocation & Plan Implementation GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu MODEL FOR INTEGRATED PLANNING & SUSTAINABLE CONTINUOUS QUALITY IMPROVEMENT CYCLE REPEATS FOR CONTINUOUS IMPROVEMENT • Continues into Next Year for Annual Planning (Powered by the Panther) • Continues into Next Year for Strategic & Long Term Planning ✓ Approval of Long Term Institutional Plans does NOT Result in Automatic Resource Provision ✓ Specific Resources Required for Making Progress on Long Term Plans Must be Requested Well in Advance of Each New Fiscal Year GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu HARTNELL’S VALUES Students First We believe the first question that should be asked when making decisions is “What impact will the decision have on student access, learning, development, achievement, and success?” Academic and Service Excellence We commit to excellence in teaching and student services that develop the intellectual, personal, and social competence of every student. Diversity and Equity We embrace and celebrate differences and uniqueness among all students and employees. We welcome students and employees of all backgrounds. Ethics and Integrity We commit to respect, civility, honesty, responsibility, and transparency in all actions and communications. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu HARTNELL’S VALUES Partnerships We develop relationships within the college and community, locally and globally, that allow us to grow our knowledge, expand our reach, and strengthen our impact on those we serve. Leadership and Empowerment We commit to growing leaders through opportunity, engagement, and achievement. Innovation Through collaboration, we seek and create new tools, techniques, programs, and processes that contribute to continuous quality improvement. Stewardship of Resources We commit to effective utilization of human, physical, financial, and technological resources. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu COMMUNITY RELEVANCE • Connect • Understand • Partner • Build • Share • Reflect GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu HARTNELL’S MISSION MISSION Focusing on the needs of the Salinas Valley, Hartnell College provides educational opportunities for students to reach academic goals in an environment committed to student learning, achievement, and success. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu HARTNELL’S MISSION • Typical Role of Community Colleges: • • • • Academic transfer programs Career-technical education and workforce development Basic skills instruction Other support services • BP 1200 • The vision, mission, and values statements of the Hartnell Community College District serve to guide all planning and decisionmaking GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu HARTNELL’S MISSION • ACCJC Guidelines: • • • • • The institution demonstrates a strong commitment to a mission that emphasizes student learning and student achievement. The institution’s programs and services are aligned with its mission. The mission guides institutional decision-making, planning, and resource allocation and informs institutional goals for student learning and achievement. The institution articulates its mission in a widely published statement approved by the governing board. The mission statement is periodically reviewed and updated as necessary. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu HARTNELL’S VISION VISION Hartnell College will be nationally recognized for the success of our students by developing leaders who will contribute to the social, cultural, and economic vitality of our region and the global community. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu HARTNELL’S VISION • The vision statement is Hartnell’s destination for the length of its strategic plan. • Vision statements contain the specific characteristics or features that will define the organization in the future. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Mission & Vision Statements & CI Process • Continuous Improvement Process: • • • Mission, Vision and Values Statements Reviewed every five years Next review will occur in 2016-17 • • • • • • Survey opinions of college employees Solicit recommendations for change College Planning Council recommends changes to Superintendent/President Superintendent/President recommends changes to Board of Trustees Documented in BP 1200 and implemented CI Process evaluated GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu INVENTORY OF LONG TERM PLANS Strategic Plan 2013-2018 Plus 8 Additional Long Term Institutional Plans PREVIOUSLY EXISTING: • Technology Master Plan 2011-2018 • President’s Task Force Funding Plan 2012-2017 • Equal Employment Opportunity (EEO) Plan • Basic Skills Initiative (BSI) Action Plan RECENTLY DEVELOPED: • Continuous Improvement (CI) Plan • Student Success & Support Program Plan (SSSPP) • Student Equity Plan (SEP) • Facilities Master Plan GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu INVENTORY OF LONG TERM PLANS EACH LONG TERM PLAN: ✓Has Lead ✓Aligns Activities with Strategic Plan Goals ✓Includes Activities that will Assist in Closing Gaps Covered in the Strategic Plan (e.g., activities included in SSSPP and SEP). ✓Is Assessed Annually ✓Is Revised as Needed GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE ASSESSMENT TECHNOLOGY MASTER PLAN Annual Assessment of the Technology Master Plan • • • • 7 Year Plan 3 years into the Plan There are 27 primary plan activities that are aligned to strategic priorities 1 and 2 Campus survey indicated a need to upgrade/replace systems Spring 2014 Survey GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE ASSESSMENT TECHNOLOGY MASTER PLAN Strategic Priority 1 and 2 Initiatives 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. Deploy online parking decal and daily ticket system Modernize Hartnell College’s website Deploy a new website site on an open source content management platform making it easier to get to critical information, services, and program pathways and keep content current and relevant Enhance the College’s student information system, Datatel Colleague - Student, to better meet faculty, staff, administrator, and student needs Pilot a decentralized “cloud based virtual desktop” computing system to improve access and personalization of services via the central data center. This will create greater time on task opportunities and provide greater access to services available to all types of students Deploy a new student portal system to integrate online student services Support Academic Computing by maintaining and installing (when directed) smart classrooms and computer labs Enhance Campus Safety by deploying a better notification and crisis management systems Deploy workgroup printing across campus License and implement Cognos 10 to support data-driven decision making at the College by engaging users with information on-demand Technology refresh of computers Upgrade server room infrastructure Deploy new Distance Education Learning Management System Enhance assistance with instructional computing and professional development through a responsive faculty training facility and learning management solution GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE ASSESSMENT TECHNOLOGY MASTER PLAN Strategic Priority 1 and 2 Initiatives 15. Support Academic Computing by maintaining and installing (when directed) smart classrooms and computer labs 16. Migrate key network systems from Novell Netware’s eDirectory to Microsoft’s Active Directory to more comprehensive support for services such as single sign-on, integration, and system/data security. This will also allow the campus to support multiple wireless devices 17. Deploy stronger, more sophisticated wireless environment 18. Provide centralized data storage / backup for user electronic data 19. Replace Help Desk software 20. Renovate facilities for data center systems 21. Deploy a better curriculum management system 22. Integrate Voyager registration with Colleague Student Registration 23. Provide users with access to college network services from off-campus 24. Provide mobile access to current information via the web and mobile apps for tablets, Chromebooks, smart phones, etc. 25. Upgrade Pay for Print system to online and modern dispensing machines 26. Deploy Remote Computer Assistance Software 27. Increase user of Digital Signage; Increase coordination of messaging GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE ASSESSMENT TECHNOLOGY MASTER PLAN Progress/Status of the Technology Master Plan – Year 3 of 7 GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE ASSESSMENT TECHNOLOGY MASTER PLAN Annual Assessment of the Technology Master Plan • • • 7 Year Plan 3 years into the Plan There are 27 primary plan activities that are aligned to strategic priorities 1 and 2 • • • • • 74% are complete At the end of this year 90% will be complete All SP areas are ahead of schedule At this pace, all initiatives will be complete by 2016 Most Significant Student Outcomes • • • • • 24/7 access to college resources on or off campus Increased wireless capacity – wireless device support Increased and improved information tools and presentation Improved learning and teaching spaces Increased student services offered GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu COMPREHENSIVE & ANNUAL PROGRAM PLANNING & ASSESSMENT (PPA) REPORTS COMPREHENSIVE PPA REPORT: • Must be Completed for Most Programs & Services • Comprehensive Review Conducted at Least Once Every 5 Years • Long Term View • Reflect Backward/Look Forward Several Years • Evaluate the Overall Program • Establish 5 Year Goals GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu COMPREHENSIVE & ANNUAL PROGRAM PLANNING & ASSESSMENT (PPA) REPORTS ANNUAL PPA REPORT: • Must be Completed for Most Programs & Services • Year-To-Year View • Reflect Back/Look Forward 1-2 Years • Assess Specific Outcomes ACTION PLAN: • Identifies Future Activities Aimed at Making Improvements • Request Resources GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu ANNUAL INTEGRATED PLANNING ASSESSMENT, PLANNING & PRIORITIZING EACH CYCLE MOVES THROUGH 3 ACADEMIC YEARS Example: 2014 Program Planning and Assessment (PPA) Process Toward Fiscal Year 2015-16 Spring 2014 – Planning & Assessment Reporting: • Development and Submission of Program Planning & Assessment (PPA) Report • Within Each Division, Establishment of Priorities Across Requests in Different Categories (Faculty, Staff, Equipment, etc.) GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu ANNUAL INTEGRATED PLANNING PARTICIPATORY GOVERNANCE Early Fall 2014 – PPA Budget Requests at Division Level Flow Through Governance Councils: • • • • • • Academic Affairs Council – VPAA Administrative Services – VPAS Advancement Council – ED Advancement Student Affairs Council – VPSA Technology Development Council – VPITR Requests for Full-Time Faculty move through the Full-Time Faculty Hiring Committee (Academic Senate) Late Fall 2014 – All PPA Budget Requests Flow Through College Planning Council / Recommendations To Super./President Constituent Groups Represented on Governance Councils: Acad. Senate/Faculty, Administrators, Associated Students, CSEA, L-39 GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu ANNUAL INTEGRATED PLANNING BUDGET DEVELOPMENT & RESOURCE ALLOCATION Spring 2015 – Formulation of Proposed Tentative Budget • Superintendent/President Approves CPC Recommendations in Whole or in Part for Inclusion in Proposed Tentative Budget (new resource requests) February - May 2015 • Rollover budget process June 2015 – Tentative Budget Approval • Board of Trustees (BOT) Reviews and Approves Tentative Budget Summer 2015 • Adjust tentative budget based on final state budget approval September 2015 • Board of Trustees (BOT) Reviews and Approves Final Budget Summer 2015, Fall 2015 & Spring 2016 – Resource Allocation • Resources Allocated to Departments and Programs GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE PPA REPORT CHEMISTRY PROGRAM Hartnell College Chemistry Program Planning and Assessment GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE PPA REPORT CHEMISTRY PROGRAM Hartnell College Chemistry Program 32 850-900 200 4-5 lecture/lab sections per year students per year FTES per year FTEF per semester 3 3 1.75-2 2 Stockroom) $8,000 Full Time Faculty Adjunct Faculty Science Lab Technicians Student Workers (Chemistry Chemistry Lab Supply budget (annual) GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE PPA REPORT CHEMISTRY PROGRAM Hartnell College Chemistry: 3 Tracks STEM and Pre-Med Non-Science Majors (GE) Allied Health Nursing CHM 1 (210 students) CHM 12 (60 students) CHM 22 (500 students) CHM 23 (55 students) GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu CHM 60 (55 students) CHM 22 CHM/PHY 32 (new) SAMPLE PPA REPORT CHEMISTRY PROGRAM Chemistry Program Goals “The Chemistry Program strives to meet the needs of science, engineering, allied health and nursing, and general education students by scheduling chemistry courses that maximize efficiency while continuing to increase student retention rates, success rates, persistence rates, and transfer rates to four year universities.” GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE PPA REPORT CHEMISTRY PROGRAM Chemistry Program Data, 2010-2013 Course 3 Yr Enrollment Increase, % FTES Retention Rate, % Success Rate, % CHM 22 13% 4.2% yoy 85 83 – 89% 57 – 82% CHM 23 21% 6.5% yoy 5 CHM 1A/1B 48% 14% yoy 54 CHM 12A/12B 73% 20% yoy 16 > 95% Overall Program 27% 8.2% yoy 170 69 – 83% GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu > 93% 64 – 96% 53 – 72% SAMPLE PPA REPORT CHEMISTRY PROGRAM Chemistry Program Data Conclusions: Chemistry enrollments are growing. However, to continue to maintain course quality and safety in our program, we require additional: • Personnel - lab technical support and instructors • Chemistry Lab Supply budget • Facilities GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE PPA REPORT CHEMISTRY PROGRAM Chemistry Goals Previous Year/Continuing Activities: 2013-14 STEM Scheduling Grid Purchase of Equipment and Supplies Science Academy New Science Building GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE PPA REPORT CHEMISTRY PROGRAM Chemistry Program Level Outcome: Apply appropriate chemical theories, concepts, principles, methods, and laboratory skills to relevant science and engineering settings. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE PPA REPORT CHEMISTRY PROGRAM Science Academy (funded by Title V) GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE PPA REPORT CHEMISTRY PROGRAM Science/Chemistry Academy Success Summer 2012 20 students 45% did not feel confident about taking a chemistry class Fall 2012 CHM 22 100% retention and success A = 25%, B=50%, C=25% Winter 2013 40 students 28% did not feel confident about taking a chemistry class GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Spring 2013 CHM 22 100% retention and success A = 30%, B=53%, C=17% SAMPLE PPA REPORT CHEMISTRY PROGRAM Resource Requests: 2013-14 Enrollment Management CHM 22/23 Personnel Science Lab Technician (hired Summer 2014, FT 10 month, 30 hours chem) Technology and Science Equipment Gas Chromatograph Autosampler (June 2014) NMR (Sept. 2014) GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE PPA REPORT CHEMISTRY PROGRAM Chemistry PPA: Present and Future STEM scheduling grid Personnel – instructors, technical support Purchase of equipment and supplies Science Academy New Science Building STEMArt Lab GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu INVENTORY OF CONTINUOUS IMPROVEMENT (CI) PROCESSES FIVE CATEGORIES: A. Organizational Effectiveness B. Effectiveness of Strategic Planning C. Effectiveness of Strategic Operations D. Processes for Employee Hiring & Job Classification E. Performance Evaluation Procedures Total of 30 Processes GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu INVENTORY OF CONTINUOUS IMPROVEMENT (CI) PROCESSES A. Organizational Effectiveness – 5 Processes: A1. Board Policies (BPs) & Administrative Procedures (APs) A2. Organizational Structure A3. Governance System A4. Internal & External Communications A5. Organizational Climate GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu INVENTORY OF CONTINUOUS IMPROVEMENT (CI) PROCESSES B. Effectiveness of Strategic Planning – 7 Processes: B1. Mission/Vision/Values Development, Review & Revision B2. Community Research & Environmental Scanning B3. Long Term Institutional Planning: • B3a. Strategic Plan Development, Review & Revision • B3b. Long Term Institutional Plans—Development, Review & Revision B4. Long Term Program Planning: • B4a. Academic Program Establishment, Revitalization & Discontinuance • B4b. Non-Instructional Program Establishment, Revitalization & Discontinuance • B4c. Comprehensive Program Review GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu INVENTORY OF CONTINUOUS IMPROVEMENT (CI) PROCESSES C. Effectiveness of Strategic Operations – 6 Processes: C1. Curricular Development, Review & Revision C2. Annual Planning & Assessment: • C2a. Annual Program Planning & Assessment • C2b. Annual SLO Assessment C3. Budget Development & Resource Allocation C4. Enrollment Management C5. Partnership Establishment & Management GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu INVENTORY OF CONTINUOUS IMPROVEMENT (CI) PROCESSES D. Processes for Employee Hiring & Job Classification – 5 Processes: D1. Hiring Processes: • D1a. Full-Time Hiring • D1b. Part-Time Hiring D2. Review of Job Classifications: • D2a. Cyclical Job Classification Review—Classified Staff • D2b. Individual Job Classification Review— Classified Staff • D2c. Job Classification Review—Other Employees GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu INVENTORY OF CONTINUOUS IMPROVEMENT (CI) PROCESSES E. Performance Evaluation Procedures – 7 Processes: E1. BOT Evaluation E2. CEO Evaluation E3. Manager Evaluation E4. Classified Staff Evaluation E5. Faculty Evaluation Processes: • E5a. Probationary Faculty Evaluation • E5b. Tenured Faculty Evaluation • E5c. Adjunct Faculty Evaluation GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu INVENTORY OF CONTINUOUS IMPROVEMENT (CI) PROCESSES EACH CI PROCESS: ✓ Is Assigned to 1 or More Leads ✓ Has Its Own Evaluation Cycle – Every Year, Every 5 Years, etc. ✓ Evaluation Involves Various Persons, Tools and Data in the Assessment Process ✓ Evaluation Involves Some Level of Oversight ✓ Evaluation Requires Specifying Improvement Needed & When Expected ✓ Evaluation Allows for Improvement of the Process Itself GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE EVALUATION GOVERNANCE EFFECTIVENESS Survey Tool for each Council: Council Tasks • For example, “Outcomes of each council meeting were clear and understood.” Information adequacy • For example, “Council members had appropriate information to make informed decisions.” Participation • For example, “Council members attended regularly.” Respectful Dialogue • For example, “Different opinions and values were represented.” Council Purpose and Responsibilities • For example, “The Council worked effectively towards fulfilling its purpose and responsibilities.” GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE EVALUATION GOVERNANCE EFFECTIVENESS GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE EVALUATION GOVERNANCE EFFECTIVENESS Results: Overall Governance Effectiveness Strengths of the governance system identified through the evaluation • Over 80percent of respondents indicated satisfaction with the governance system. Themes of effectiveness from respondents: • Open and transparent • Greater participation of all constituent groups than in the past • Opportunities for participation and engagement • Good structure • Posting of all agendas, minutes, and materials creates accessibility for all Improvements for the governance system to be considered for 2014-15 • Reporting back to constituent groups • Attendance at meetings • Examination of quorum rules due to lack of attendance • Flow of information to and from CPC • Amount of time needed to move items through the governance system GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu SAMPLE EVALUATION GOVERNANCE EFFECTIVENESS Improvements Recommended/Made: To improve communication about governance actions and discussion, a “summary/highlights” document was created and is posted to the college web site following each CPC meeting. An email is sent to all employees following each meeting informing them that the document is available for review. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu 17 MONTHS OF PROGRESS INTEGRATED PLANNING, INSTITUTIONAL EFFECTIVENESS & CONTINUOUS IMPROVEMENT ACTIVITIES IN THE PAST 17 MONTHS: ✓New Organizational Values ✓New Mission & Vision ✓Approval & Implementation of Strategic Plan ✓Updating & Assessment of Established Long Term Plans & Development of New Long Term Plans ✓Two Partially Completed Cycles of Annual Integrated Planning & Assessment ✓Third Cycle Started this spring 2015 GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu 17 MONTHS OF PROGRESS ACTIVITIES IN THE PAST 17 MONTHS (continued): ✓Implementation of New Governance System ✓Development & Implementation of Model for Integrated Planning & Sustainable Continuous Quality Improvement, including Systematic Linking of Program Planning & Assessment with Participatory Governance and Budget Development ✓Development and/or Elaboration of 27 Continuous Improvement Processes (3 Remaining) GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu PROGRESS CONTINUES . . . OTHER ACTIVITIES: ✓Initiation of Regular Evaluation of CI Processes to Occur this summer 2015 ✓Becoming a Leader in CI Activities → Presentations at CCLC, ACCCA & RP Conferences ✓Continuing to Elevate Data Driven Decision Making at the College → Centralizing the Institutional Research Function within IPE Office GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu QUESTIONS & COMMENTS GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu