Alamo Colleges SIPOC Form
(Suppliers, Inputs, Process, Outputs, Customers)
Date:
March 20, 2012
Unit: Communications
GOAL
STRATEGY OR
PROCESS
STRATEGY
OR
PROCESS
OWNER
KEY CUSTOMER
CUSTOMER REQUIREMENTS
KEY OPPORTUNITY
FOR
IMPROVEMENT
MEASURE OF
SUCCESS
TARGET FY12
SUPPLIERS/INPUTS
Internal
Communications
eNewsletter
Kay
Employees
Share information on student
success at all colleges and
district
Improve timelines
of receiving reports
and posting
Positive feedback - Is
there an effective
way to measure this?
Keep on
schedule
Dept. heads and
college presidents
Information and
Emergency
Messaging
Mario
Students,
Employees
Nancy
Timely messaging of all
critical information. Process,
procedures, and training for
using the Emergency
messaging system. Calendar
for testing
More complete
database.
Encourage advance
request for
messaging from
departments
Percentage of
successful messages
delivered
Test system
locally (at
colleges) once
per semester
Blackboard
Connect/contacts
and messages.
College community
Board Reports
Leo
Employees
Informed on policy decisions
Lack of feedback
Not cited as a
communication gap
Continue board
report activities
Board, Chancellor,
Board Liaison
Keep the college
community
informed of all
important
information
including
Registration and
Tuition Payment
Information and
comprehensive
academic
information
Feedback from
employee focus
group?
Digital Signage
Mario
Employees &
students
Process and procedures for
utilizing the Digital Signage
system
Improved
coordination and
integration with
WCMS
Message slides
posted accurately
and on a timely basis
Distribute
ownership and
content
management
Programs and
department/News
items and events
Banner Design &
Banner
Deployment
Dan
PR Director’s
Aesthetically designed clear
message. Banner to all
District Digital signs and
expiration dates set on all
banners
Digital signage
content manager
hierarchy should be
arranged so that
District can easily
deploy to all
colleges. Timely
deployment should
be made available
in software in case
of emergency
notification
Well-designed banner
is approved by
Communications
Director. Banner
deploy successfully
and without errors
Create style
guidelines for
digital signage
designs. Work
with vendor to
make software
able to deploy
immediately in
case of
emergency
Supplier/PR
Director
Changes made to
development server
css files should be
able to be migrated
to production
server via district
webmaster
Edits/Updates are
made correctly & to
the PR Director’s
approval. Content is
migrated correctly &
to the Content
Owner’s approval
Effectively
debug and
guide WCMS
enhancements
undertaken by
C2 vendor
Web Management
& Web Design
Dan
Web
PR Director &
Department
Directors
Edits/updates made correctly
& made in a timely fashion
Content migrated correctly &
in a timely manner. Active
directory and WCMS
permissions be giving to
Content Authors and Owners
Vast quantities of
content and low
amount of
personnel slow
down migration
Migrate all
content from
legacy server to
WCMS
environment
Inputs/Text,
demographics
Inputs/Expirations
dates
Supplier/PR
Director &
Department
Directors
Inputs/text,
graphics, urls
Academic
Publications
Schedules/Catalog
Nancy
Student
Communications
Mario
Students,
Faculty, Staff
Catalog to provide wellorganized academic
information, including policy,
course, curriculum, and
degree information.
Schedules specific to term
Encourage advance
receipt of
messaging from
departments
Do students and
advisors believe that
the catalog and
schedules provide the
information they
need to navigate the
college experience?
And how will you
measure this?
Accurate
Employees &
Students
Distribute student messages
about registration, payment
reminders, bacterial
meningitis vaccinations, and
other important business
utilizing the web, email and
social media. Timely
reminders with clear
instructions and accurate
contact information
Complete a holistic,
coordinated
messaging calendar
for the entire
district to eliminate
duplication of
effort. Encourage
advance receipt of
messaging from
departments
A clear understanding
by students of our
important dates and
other information.
Do student
communications keep
students on track?
Complete and
Student Success,
coordinate the Students, advisors,
overall
bursars, Academic
communication
Success/student
calendar with targeted messaging
the colleges
Mario
Employees
Clearer metrics
Enrollment on the
census date
Leo
Community?
College student prospects
possessing a high school
diploma or GED
Nancy
External
Communications
Communication
with community
about Alamo
Colleges
opportunities and
accomplishments
Compliance with
Texas PIA
legislation and
institutional
transparency
Marketing
Retention Data
On time
63,602 students
per semester
Students, advisors,
and faculty, as well
as the greater
community (as a
marketing tool for
promoting the
Alamo Colleges)
Anderson
Advertising/Total
Rating Points,
Frequency, and
Impressions
Public Information
Acts
Nancy
Citizens of Texas
Adherence to the law
Timely response to
information
requests related to
PIA
Are the Alamo
Colleges in
compliance with the
PIA?
Number of PIAs
not met
PIA initiators
Chancellor’s
Newsletter
Kay
Community and
business leaders
Information on achievements
of Alamo Colleges
Timelines,
approved topics
Positive feedback - Is
there an effective
way to measure this?
Produced 6
newsletters
Chancellor
Improve over
2011
Leadership
Leo
Governmental
Relations and
Legislative Affairs
(a goal statement
here)
Press Conferences
Kay
Alamo Colleges
Create awareness of news
and outstanding
achievements
More advance
planning, increase
participation
Increased coverage
and media
attendance –
Media Relations
Leo and
Mario
Employees
Respond to media queries
with accurate information on
a timely basis. Place stories
for publicity
Quantifying the
value of media
relations in terms of
positive publicity
# of Positive stories
highlighting
programming and
events
Public
Announcements
Kay
Public in our
area
Create awareness of news
and outstand achievements
More advance
notice, more
announcements
Improved
understanding of
Alamo Colleges
mission How will you
measure or know
this?
Increase over
2011
Leadership
Governmental
Relations
Leo
State Legislators,
Federal
Legislators,
Board members,
&
Administration
Knowledge of Alamo Colleges
legislative Agenda, pro’s and
con’s of legislative measures
affecting Alamo Colleges
Aligning legislative
agenda with Texas
Association of
Community
Colleges and
CCAATT
Legislation
successfully passed or
opposed number of
meetings or
successful
communications with
elected officials
Staff and
Federal
Legislative
Agenda as
approved by
Board
Board members
and Chancellor
Promote Eagle
Program and
Ford Shale
department
training, the
through the College
Alamo
PR
Academies
department/News
program,
items and events
Aerospace
Technology
training, and
Faculty
accomplishmen
ts
Meet department
needs
Legislative Bill
Tracking
Belinda
Employees &
Trustees
Regular legislation, updates,
schedule of bill hearings by
committee members
Short notice
provided on bill
hearings
Committee hearings
attended, testimony
provided at
committee hearings
Promote state
legislative
agenda
Board members,
Chancellor and
Legislative staff
Departmental
Support
Kay and
Nancy
other
departmental
staff and
leaders
Assistance with projects
Increase awareness
of need for Track It
requests and more
lead time
Positive feedback
from other
departments and
success of projects
More long term
planning
Dept. heads, Vice
Chancellors,
Chancellor