Prioritization of
Academic and Administrative
Programs
Academic and Administrative Author Training
September 30 – October 1, 2014
Prioritization Overview
• Steering Committee Co-Chairs
– Anny Morrobel-Sosa, Provost & Senior Vice
President for Academic Affairs
– Vincent Clark, Vice President of Administration &
Finance
• Website – main communication medium
–
–
–
–
http://www.lehman.edu/program-prioritization/
Working Groups, membership
Resources, FAQs, Working Timeline (2014-2015)
Open Forum – October 20, 2014
Work to Date - 1
• Data Support Team
– Co-Chairs: Bethania Ortega, Yvette Rosario
– Consensus review data sources, validity,
accuracy, reliability
– Multiple meetings + meetings with Task Forces
& Steering Committee
• Communications Team – on-going
– Joseph Tirella, Dawn Ewing-Morgan, David
Stevens
Work to Date- 2
• Academic Programs and Services Task Force
– Co-Chairs: Dene Hurley, Richard Finger
– Multiple meetings and review of documents (since April 2014)
– Identification and Selection of analysis criteria & questions to
programs - over 15 iterations of the program analysis form
• Administrative Programs and Services Task Force
– Co-Chairs: Raymond Galinski, Liesl Jones
– Multiple meetings and review of documents (since April 2014)
– Identification and Selection of criteria & questions to programs
- over 10 iterations of the program analysis form
Review of Prioritization Process
Why Program Prioritization??
• Maintain financial stability through uncertain times
Why Program Prioritization? (continued)
?
• Identification of opportunities to:
• Strengthen programs
• Reduce expenses
• Increase revenues
What is Program Prioritization??
• Structured assessment of all programs that
consume or generate resources
• Using pre-selected criteria
• Focused on centrality to mission & effective
use of resources
• Data-driven
Success Requires?
• Respect for existing governance process
• Not replacement for….
• But assist in decision-making
• All activities (academic, administrative) are
included
• Use of objective, consistent criteria
• Same process/methodology uses to
assess all programs
• Transparency in communications, reporting
Program Analysis Forms?
• All programs will receive pertinent
information for analysis
• Analysis should be conducted by
Chairs/Directors
• input from all stakeholders is encouraged
• Electronic submission and reporting
Review, Rate, Report
Program
Analysis Form
•
Prepared by
Chairs/Directo
rs, faculty,
Deans
Task Force
•
•
Review and
application
of rating
rubric
Provide
reports and
ratings to
Steering
Committee
Steering
Committee
•
•
Review report and
ratings
Provide final
recommendations
to the President
President
Final conclusions in
time for 2015/2016
Planning
11
Lehman College
Author Training
Dene Hurley, Co-chair, Academic Task Force
Richard Finger, Co-chair, Academic Task Force
Johann Lindig, Managing Partner, Academic Strategy Partners
Julie Naster, Partner, Academic Strategy Partners
Agenda
 Opening
 Session Ground Rules
 Training Session
 Close
 Individual Questions
Opening
 Prioritization Timeline
o Overview of working timeline
 Process orientation
o Where we are in process?
• Data is being uploaded into Prioritization Plus
software (software discussed later)
• Rating rubric (in progress) completed by Oct. 15
• Electronic program analysis Forms available
Oct. 15
• Forms must be submitted by 12:00 p.m. Dec. 1
Session Ground Rules
 Our purpose is to help you understand the
evaluation criteria to assist you in
completing the evaluation form
 Walk through form by section (criteria,
then instructions) – address questions in
each section
Academic Criteria
Criteria
Description
Weight
TBD
2. External Demand for the
Program
Original intent of the program/service and evolution of
program/service
Level of interest and participation in the current
program/service
3. Internal Demand for the
Program
The magnitude to which this program/service is needed
by other University programs/services.
TBD
1. History and Development
TBD
4. Program Support and Staffing The quality of resources necessary to support the
program/service
TBD
5. Quality Outcomes and
Program Assessment
6. Program Size, Scope and
Productivity
The extent of program/service performance.
TBD
Breadth and depth and the efficiency measures of
outputs and inputs
TBD
7. Revenues and Expenditures
Revenue and other resources generated. All costs and
other expenses.
Aspirational goals.
8. Opportunity Analysis and
Impact
TBD
Academic Program Analysis Form
How to complete the Forms
 Complete as a group
o Share information
o Complete Forms together
 Review forms before submitting
 Submit to Deans for review prior to final
submission of program analysis form
Characteristics of a Good Form
 Concise and Succinct – (Word limits for each
section)
 Respond to relevant data and tables
 Minimize “prose”, opinion, and anecdotal
evidence
 Straight-forward, honest picture of program
Close
 Electronic Forms will be available on 10/15/14
 Questions can be emailed to
program.prioritization@lehman.cuny.edu
 Additional trainings will be scheduled after
10/15/14
 Complete Forms online by 12/01/14
 Completed Program Analysis forms will be
available on Lehman Prioritization website
after 12/01/2014
Questions?
Using Prioritization Plustm
 The Prioritization Plustm system:
o Provide an orderly way to keep track of
responses.
o Manages who has access to what and when.
o Insures that you are all looking at the same
thing.
o Allows you to work anywhere with a
browser.
Access the System
 Use the URL www.prioritizationplus.com
 Your email will be your username
 Your password will be provided by your
support team.
 Change your password and don’t share it!
Access Control
 Only Authors and Reviewers have access to your
drafts until they are approved.
 Deans are “Reviewers”
 Note: Lehman Support Team has access to
your drafts in order to provide assistance as
needed.
 Support team information will be provided
when the software is made available
Levels of Program Analysis Form
 Three Levels on one form
• Program
• Criterion
• Criterion Question
 You will have access to all the programs for
which you are an Author.
 All of the work is done at the Question level.
Navigate the Outline - Example
Prioritization Plus Resources
 Training videos – available in Prioritization
Plus
 Author Training guides – available in the
Prioritization Plus
Writing Team
 Multiple Authors can be assigned to a single
program.
 One Reviewer is assigned for each program.
 All have the same writing privileges.
 Work together!
Approval
 When complete the Reviewer marks the
program as Approved.
 Only then is the write-up available for
publishing and to the Task Force.
Questions?