PBI Summit
(Planning and Budget Integration Model)
August 27, 2010
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Competition and Cooperation
• As separate colleges, we compete.
• As a district, we try to work together.
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Competition and Cooperation
• Is competing for budget dollars a zero-sum game,
where one player’s gain is another’s loss?
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Competition and Cooperation
• If that’s true, there’s no reason to cooperate.
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Competition and Cooperation
• It’s not a zero-sum game.
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Competition and Cooperation
• Some decisions must be made district-wide.
• District-wide cooperation allows successful
strategies that aren’t possible in a purely
competitive environment.
• Everyone benefits.
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Competition and Cooperation
• District-wide cooperation helps students.
• About 20% or 6,100 Peralta students per semester
take classes at more than one college, so
cooperation among colleges is important.
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Competition and Cooperation
• How do you create a district-wide planning
environment in which there can be cooperation
without fear of being taken advantage of?
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PBIM
• Establish a representative, transparent structure
with appropriate authority to facilitate districtwide decision-making: PBIM
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What is PBIM?
• Committee structure that streamlines and clarifies
collaborative planning and decision-making.
• Has official status, includes faculty, staff,
administration.
• Fulfills Strategic Plan vision of coordination and
collaboration leading to decision making at the
district level.
• Is a work in progress.
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Background
• Implemented in August 2009 based on
recommendation of Chancellor’s Working Group
to improve effectiveness of district-wide advisory
committees.
• CWG represented Colleges, Academic Senates,
PFT, Classified Senates, Local 1021 and
administrators.
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Goals
• Integrate planning and budgeting across colleges
and district offices.
• Utilize expertise of the colleges to focus on key
concerns.
• Support a culture of collaboration.
• Provide transparent process of recommendations
leading to decision-making.
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PBIM Agenda Items
• College projects that have district-wide impact.
• District Service Center projects that have college
impact.
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How Does An Item Get on the Agenda?
• Colleges request it.
• Committee members identify it.
• District Service Centers suggest it.
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What Doesn’t happen in PBIM?
• College-specific projects.
• District Service Center projects that are part of
district scope or that don’t impact colleges.
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Lines of Authority
• In general, decision-making should be at college
level whenever possible.
• Occasionally, things are decided by the Chancellor.
• PBIM has authority to advise, coordinate, and
facilitate planning and budgeting.
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Accreditation
• PBIM answers the Accreditation recommendation
that the colleges and district establish a
coordinated planning and budgeting system that
delineates functional responsibilities and provides
a clear process for decision-making.
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Committee Structure
Planning and
Budgeting
Council
Technology
Committee
Education
Committee
Facilities
Committee
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Subject-Matter Committees
• Seek collaborative solutions.
• Provide feedback to colleges.
• Ensure consistency between college requests and
existing projects.
• Emphasize program reviews and unit plans for
planning and decision-making.
• Use Institutional Research tools to make databased decisions (BI tool, Web sites, CRI).
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Data Tools – BI Dashboards
• BI tool. Dashboards with data updated daily from
PeopleSoft.
• If you don’t have an account, there is now a
generic faculty account that you can access from
an on-campus, wired connection:
• http://pbiweb/analytics/saw.dll?Dashboard
• Username: facultyBI
• Password: bidata2010
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Data Tools –Web Sites
• IR Web site contains enrollment data, cohort
tracking data, Fact Books, external databases, and
much more!
• http://eperalta.org/wp/indev
• Or go to Peralta home page, click on Service
Centers, click on Institutional Research.
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PBI Web Site
• The PBI Web Site provides the latest information
on PBI activities.
• http://eperalta.org/wp/pbi
• Or go to Peralta home page, click on Service
Centers, click on Peralta Planning and Budget
Integration Model.
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Data Tools – Course Ranking Index
• The CRI formula combines 6 factors that measure
the value of a course into a single measure that
can be used to rank courses by importance.
• The factors: FTES, Productivity, indicators for Basic
Skills, Transfer, CTE, and Degree.
• The CRI is on a spreadsheet with data for all
Peralta courses for F09-S10.
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Data Tools – Course Ranking Index
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Planning and Budgeting Council (PBC)
• Make recommendations to Chancellor and get
response before Chancellor takes action.
• Recommend educational and resource priorities to
Chancellor.
• Help find solutions for unresolved issues between
colleges and district offices or among the colleges.
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Planning and Budgeting Council (PBC)
• Provide oversight for Strategic Plan.
• Track recommendations.
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Planning and Budgeting Council (PBC)
• Check consistency with strategic and educational
plans.
• Recommend prioritization of plans across subject
areas and colleges.
• Identify funding approaches.
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PBIM Operating Principles
•
•
•
•
•
•
District-wide perspective
Shared agreements for collaborative solutions
Consistent committee participation
Adherence to calendar
Ongoing two-way communication
Transparent, open process
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Committee Facilitation Teams
•
•
•
•
Chair, possibly Co-chair
Facilitator
Recorder
Note taker
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Chair
• Ensures that committee delivers recommendations
for items it considers.
• In coordination with SMT and Chair of PBC,
develops timeline to deliver recommendations.
• Provides status reports to SMT.
• Ensures task focus and achievement of milestones.
• Provides input at meetings; observes and supports
Facilitator.
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Facilitator
• Works with Chair on timeline of meetings and
activities to deliver recommendations.
• Develops meeting agendas.
• Moderates meetings to ensure participation and
task accomplishment .
• Works with committee members to implement PBI
Operating Principles.
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Recorder
• Keeps record of discussions on flip chart, wall
chart, or electronic equivalent, enabling group to
track progress.
• Reviews summary notes to ensure that major
agreements and decisions are well-documented.
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Note Taker
• Documents key decisions, points of agreement and
follow-up steps.
• Note taker can be the facilitator, recorder, a
committee member or someone else.
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Facilitation Teams 2010-2011
Planning and Budgeting Council
Chair: Ronald Gerhard
Facilitator: Linda Sanford
Recorder: Joseph Bielanski
Note taker: Sui Song
District Technology Committee
Chairs: Minh Lam / Mike Orkin
Facilitator: Rebecca Kenney
Recorder: Karolyn Van Putten
Note taker: ------
District Education Committee
Chair: Debbie Budd
Facilitator: Inger Stark
Recorder: Tina Vasconcellos
Note taker: Pat Jameson
District Facilities Committee
Chair: Sadiq Ikharo
Facilitator: Eric Gravenburg
Recorder: Kerry Compton
Note taker: Rosemary Vasquez
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College Presidents – 1 per committee
• Deliver planning inputs from colleges early in
planning process (program reviews, unit plans, unit
plan summaries).
• Ensure coordination with SMT.
• Provide updates to college shared governance
bodies.
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Example: Smart Classrooms
• After planning phase, each college finalizes Smart
Classroom plan, including requested equipment,
projected costs, and infrastructure issues.
• College plans are sent to the PBI Technology
Committee.
• Technology Committee reviews for feasibility and
coordination among the colleges.
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Example: Smart Classrooms
• Technology Committee hands off to Facilities and
Education Committees.
• Facilities Committee reviews needs that are
facilities related, makes recommendations, and
sends to the Education Committee and Planning
and Budgeting Council.
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Example: Smart Classrooms
• Education Committee considers training needs for
end users and district-wide consistency of
educational aspects. Then forwards proposal to
the Planning and Budgeting Council.
• Planning and Budget Council reviews budget and
makes recommendation to Chancellor.
• Chancellor makes final decision and, if necessary,
takes to the Board of Trustees for action.
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Example: Faculty Hiring
• In fall semester, each college sets a prioritized list
of needed full-time faculty positions.
• Colleges present request lists to Education
Committee and document method of prioritizing
positions.
• Education Committee establishes criteria and
prioritizes college lists into a single district
prioritized list, which it then forwards to PBC.
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Example: Faculty Hiring
• PBC reviews recommendations from Education
Committee.
• Vice Chancellor of Finance, with assistance from
Vice Chancellor of Educational Services, provides
PBC with funding information.
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Example: Faculty Hiring
• PBC takes proposed list of faculty hiring, factors in
budget availability, and finalizes recommendation
to the Chancellor for faculty hiring.
• Chancellor takes action on recommendations and
directs Office of Human Resources to post
positions for hire.
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Cooperation and Competition
• With PBIM in place, the colleges are better able to
cooperate and compete simultaneously.
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Cooperation and Competition
• A Wise Man …
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