Plan of Action for President’s Cabinet Pending Projects: 2010-11
Updated 11/8/10
Activity &
Date Assigned
Assignment
Assigned to:
Strategy and Coordination
Timeline & Status
Reporting
Next
Report
Progress Results
Web-Based
Approval,
Document Sharing
& Web Portal
System
6-18-07
Revised
1-28-08
Updated
7-13-09
The IT Division will
develop:
a) An integrated active
directory system
b) A form submission
& approval “work
flow” system
c) A staff and student
portal
d) A document sharing
repository
e) A training raining
system
Web Task Force
(Steve Renton,
Tim Hollabaugh,
Kristin
Hollabaugh)
Create a web-based form-driven approval
process using the Share Point application and
Infopath Microsoft document creator.
Use Share Point as internal web portal to
manage work flow.
Decided to use IQ Solutions & contract for
services hours via a Service Level Agreement
Strategy as of October 13, 2008:
Develop a Q&A and Conduct Focus Groups
Continue Content Manager Training
Present at January Convocation and
November Management Council
Review forms and convert to SharePoint:
Steve R., Tim H. & VP for form area
Strategy as of October 26, 2009:
Elaine Webb will facilitate update and
conversion of all forms during 09-10
(Infopath will be used to integrate forms
into workflow.)
Web Task Force will work with Elaine to
create Form Guide and FAQ (plus use of
Help feature on SharePoint)
All meeting agendas and documents will be
distributed via SharePoint (Has been
implemented as of Fall 09)
All web pages will be managed by
SharePoint (Still developing timeline for
replacing WebPoint 2.0)
SharePoint Internal Portal & Intranet system
will be refined during 09-10 as needed
SharePoint External Portal and Internet
system will be implemented Fall 10
Strategy added on December 14, 2009:
5 forms will be brought to each Cabinet
meeting until all are reviewed. “Owner” of
the form will prepare revised Word version
and present 1) connection to AP, 2) data
needed on form, 2) approval chain with
meaning of each signature.
FA 07 Acquire Share Point
software & Prepare the Active
Directory
Revised strategy approved 128-08
SP08 Install software, pilot
form process, use outside
consultant, ramp up
Su 08 Implement student email
system
FA08: Training; SP09:
Implement Internal web site
09-10: Expand to External web
4-21: Agreement w/Denali to
train & implement ($21 K)
5-13 First training session
10-15-07
10-22-07
12-10-07
1-28-08
2-25-08
3-24-08
4-21-08
5-12-08
9-2-08
10-13-08
11-24-08
1-12-09
3-9-09
5-11-09
8-17-09
9-14-09
10-26-09
12-14-09
2-8-10
2-22-10
3-8-10
3-22-10
4-12-10
5-10-10
6-28-10
7-12-10
12-13-10
Don Mast
Report
Status, Oct 07: staff is becoming familiarized with
product, server use is being implemented, integration
with Banner is proceeding.
12-10-07 SolutionsIQ proposal reviewed ($40-$50 K)
1-28-08 Approved strategy
2-25-08 Eight pages one-click from front page do not
have compliant format; task force will next review
pages two clicks from front page; active calendar will
be done in 1 mo
3-24-08 Decision made on Epsilen & IQ Solutions.
Staff being trained now in use of updated SharePoint.
Student email to be implemented for SU & FA reg—
need marketing
9-2-08 Added to Strategy
10-13 Content Mgr Training begun
Home Page link established, key & travel forms in eformat progressing
11-24-08 focus groups planned on how portals will be
used
1-12-09 Training by appt is on-goint. Gen’l training
will proceed based on focus groups. IT staff is getting
more training. On forms, focus group data is being
analyzed. Form court reviews will be scheduled
shortly.
3-9-09 Form Strategy developed
5-11-09 SharePoint Extrnet is in progress,
FAQ is started (videos under Help),
Training agenda work begun by Phillip,
WebPoint 2.0 gone by Fall 09—need FEC and PACE
training workshops,
Admin Retreat is ready—a go,
Convocation will feather 5 min blasts at Division
meetings
5/3-4/09 Mgt Retreat training successful
8/17/09 Connecting forms to APs, identifying forms
with no APs, identifying “owners” of forms,
identifying “approval chain” for each form
9-14-09 Process of associating forms with APs almost
complete; next steps: verify that form complies with
AP and review with department using the form.
10-26-09 Strategy and Needs updated. Forms are now
associated with Admin Procedures. Moving ahead
with three forms: Copy Request Form, Theatre
Facility Use and Travel
2-8-10 Forms from A&R and HR were reviewed.
2-22-10 Forms from VA and DRC
March 8, 2016
Page 1
Form Strategy:
1. Elaine Webb will review
forms with originating
offices
2. Signers will be reviewed as
well as meaning of
signatures
3. Forms will be updated in
Word
4. Forms will contain date of
update, sequence of
approval, AP number
5. Forms will be approved by
Cabinet with input from
originating manager
6. Elaine will post approved
forms on SharePoint
NEEDS:
 Form Guide (What form to
use?
 FAQ
 SharePoint & Infopath
Training
Plan of Action for Cabinet Pending Projects 2010-11
Activity &
Date Assigned
Assignment
Assigned to:
Strategy and Coordination
Timeline & Status
Reporting
Next
Report
Progress Results
3-8-10 Five forms from Academic Svc were reviewed
4-13 Reviewed forms for student driving, travel
requests
6-28 Plan to use Don Mast as facilitator and new Web
Master at technical support plus clerical support from
President’s Office
7-12 Don Mast approved as facilitator
Strategic & Action
Planning
3/9/09
Page 2
Develop Strategic Plan
(Goals, Objectives,
Accountability
Measures)
Develop Action Plan
(Activities, Timeline,
Responsibility,
Benchmarks,
Reporting)
Director of
Planning &
Research, Tim
Garner,
Institutional
Planning
Committee, and
VPs
Developing Strategic Plan
 Series of Campus Forums (Fall 09) to
review existing plan, Self Study, Prog
Reviews
 Cabinet will draft revised Plan
 IPC will review and revise Plan
 College Council will review & adopt
Developing Action Plan
Objectives imbedded in Focused Plans
developed by College Committees:
 Educational Master Plan
 Technology Plan
 Matriculation Plan
 Student Equity Plan
 Staff Development Plan
 Basic Skills Plan
 Five-Year Facility Plan
 Hanford/Tulare Center Plans
 Unit Plans thru Program Review
 Initiatives: FYE, ESC
Tactical Plan Timeline:
 11/12/10 – Committees/Teams/Units will
have developed a timeline of tasks to be
completed for implementing their goals
and objectives and report to their IPC
Liaison.
 2/1/11 – The initial progress report on the
Tactical Plan will be completed and due
from Committees/Teams/Units. The
Institutional Planning Committee will
review these reports.
 3/15/11 – The committee will review
community comments and progress
updates and modify the plan as needed.
The modified Strategic Plan will then be
put on the Academic Senate’s agenda for
approval.
 3/29/11– IPC meets and discusses
additional feedback.
Fall 2009:
 Forums on Strategic Plan
 Review Focused Plans
 Develop metrics
Winter 2009/10:
 Review & Adopt Strategic
Plan
 Develop timeline to update
and reformat Focused Plans
Spring 2010
 Complete Focused Plans
Summer 2010
 Compile Action Plan
 Collect baseline data for
metrics
Fall 2011
 Annual Report to Board
3-23-09
5-11-09
8-17-09
9-28-09
11-9-09
12-14-09
2-8-10
3-22-10
4-12-10
5-10-10
7-26-10
Fall 2010
Move to
Tactical
Planning
Plan for
Baseline
Data by
12-6-10
3-9-09 Developed initial draft strategy
Tim & Jeff will cochair, members needed
6/3-4/09 Training at Mgt Retreat
8/17/09 Talking to stakeholders, about to set meeting
schedule, environmental scan in the works
9/28/09 IPC met and adopted steps to develop
strategic plan
11-9-09 IPC will begin holding charrettes soon
12-14-09 Charrette process reviewed, plans for
Convocation finalized
2-8-10 Report on Convocation charette is being
prepared: 6 functional areas within each of 6 goals;
community charettes: 2/23, 3/4, 3/11.
3-22 3 of 4 community charettes done; format for
each goal: Definition, Goals, Strategies; Still need
measurable outcomes and benchmarks; out for review
in April, finalize in May, to Board in June
4-13 Distributed “draft for review” strategic plan
10-11 Tim G & Duncan are creating a plan
10-25 IPC will discuss baseline data at 11/16 mtg
Plan of Action for Cabinet Pending Projects 2010-11
Activity &
Date Assigned
Assignment
Assigned to:
Strategy and Coordination
Technology
Upgrades in Student
Services
11-9-09
Identify and
implement technology
tools that will improve
services and
accountability in
student services.
Frances Gusman
Chris Knox
Tamara Ravaline
Tim Hollabaugh
1. Implement CCCTran
2. Modify CCCApply to collect cell phone
numbers, have students identify best
means of contact, implement software to
text message to cell phones
3. Implement Degree Works:
a. Implement electronic SEP
b. Implement Degree Audit
c. Implement Financial Aid Policy
(require assessment, SEP, only
course from SEP, and satisfactory
progress to degree/certificate
Hanford Service
Level Agreements
7-26-10
Establish Written
Commitments for
Levels of Service to be
Provided to Hanford
Acad: Graham
Stu Svc: Gusman
HR: Bratsch
Fac: Mittlestead
IT: Hollabaugh
Fiscal: Garcia
Market: Renton
Res/Data: Garner
Student Success #1
Mandatory
Orientation
7-26-10
Require a Robust
Orientation of all New
Students
Student Success #2
Required Student
Success Course
7-26-10
Student Success #3
Require SEP to be
Followed for
Special Populations
7-26-10
Page 3
Next
Report
Progress Results
1. CCCTran by end of 09-10
2. CCCApply by end of 9-10 &
Text Messaging by 12/10
3. Degree Works by end of 910, SEP by 12/10, Degree
Audit by end of 2010-11,
Financial Aid Accountability
by Fall 2010
4. Document Scanning
5. Career Pathways
12-14-09
2-8-10
3-8-10
4-26-10
6-28-10
7-12-10
9-27-10
12-6-10
Review
Plan to
Implement
11-9-09 Defined assignment and strategy
12-14-09 Received update
2-8-10 Career Pathways to be previewed end of Feb;
Degree Works being acquired—also used at Mt SAC,
Taft, Sierra.
4-26-10 April 15 Degree Works training went well.
Will do phone review of Red Lantern product.
Decision on which to buy done by end of Spring.
6-28-10 Meeting this week to make decision.
7-12-10 Decided on DegreeWorks. Implementation
Plan being developed.
9-27-10 Steady Progress
Service Level Agreement Format
1. Service Provided
2. Delivery Mode
3. Response Time Frame
4. Responsible Administrator
5. Evaluation
6. Conflict Resolutions
Draft agreements ready for
review by October 1
10-11-10
12-6-10
Resolve
any final
issues
10-11-10 Draft service agreements are done and being
reviewed. Different formats but that is okay. Kristin
will finalize with each unit and produce procedure
documents for internal use at Hanford Center
Frances Gusman
To be developed
Fall 10 Pilot & Notification plus
Research Model
Spring 11 Beta
Fall 11 Full Implementation
8-23-10
9-27-10
12-13-10
Update
7-26-10 Discussed Timeline
8-23-10 Capacity analysis looks solid. Need BP & AP
9-27-10 Chris Knox & Deborah Nolan working
Require Successful
Completion of HD
120 for 3rd Semester
Probationary and
360/360 Assessed
Students For
Continued Enrollment
Frances Gusman
Defined population:
1. Students on 3rd Semester Probation
2. Students assessed into both Math 360 and
English 360
Without successful completion of HD 120,
students will be dismissed from the college.
Need research model to measure
effectiveness.
Current facilities and instructor
capacity is available. The 2 unit
version of HD 120 will be used
initially subject to future change
Needs:
1. Identification and direction
of population
2. Research model for
measuring impact
3. IT system for blocking
disenrollments
8-23-10
9-27-10
11-8-10
12-13-10
Update
7-26-10 Report from Chris Knox showed capacity
exists and asked clarifying questions.
8-23-10 Planning to use Chaffey’s “Opening Doors”
system for probationary students. GS 120 developed
as 3 unit On Course curriculum. Continuing with HD
120 for non-On Course curriculum JUST UNTIL
sufficient faculty are training in ON COURSE. IC
will handle scheduling and faculty assignments.
Others to use GS 120/COUN 110 include EOPS,
FYE, Puente, and SSS.
9-27-10 Scheduling to be done by Div Chair w/10%
reassigned; Curriculum all done & approved.
11-8-10 Roberto Diaz visit was a success
Require Students in
Specified Populations
to Enroll only in
Classes in Their SEP
Frances Gusman
TBD
Initial Thinking on Special Populations:
1. Financial Aid
2. EOPS
3. DRC
2010-11 Implement Degree
Works, Develop Policies and
Research Model
Fall 2011: Pilot
Spring 2012 Beta
8-23-10
9-27-10
12-6-10
Update
7-26-10 Discussed timeline
8-23-10 Implementation team includes Lisa Brandis,
Lisa Hott, and Greg Keen.
9-27-10 Bill’s meeting with counselors went well;
task force is forming
Committee:
Chris Knox
Sondra Bergen,
Joni Jordan,
Michele HesterReyes, Ross
Rueger and
Adrienne Duarte
Timeline & Status
Reporting
Plan of Action for Cabinet Pending Projects 2010-11
Activity &
Date Assigned
Assignment
Assigned to:
Student Success #4
Mandatory First
Day Attendance
7-26-10
Limit Enrollment to
Those on First Day
Roster or on Wait List
and Attending First
Day
Duncan Graham
Student Success #5
Educational
Schedule Planning
7-26-10
Define the Roles of
Counseling
Technicians and
Instructional Faculty
in Educational
Schedule Planning
Michele HesterReyes
Page 4
Committee:
Duncan, Frank
Tebeau, Michele
Hester-Reyes,
David Hurst,
Stephanie Collier
and Lisa Hott.
Strategy and Coordination
Timeline & Status
Reporting
Next
Report
Progress Results
Need research model to measure
effectiveness.
Fall 2012 Full Implementation
1. Eliminate class-based add codes
2. Replace with individual student add codes
3. Adds must be accomplished by second
week of class
4. Academic Services will develop exception
policy
Need research model to measure
effectiveness.
Fall 10: Develop exception
policy, program new add code
system, develop research model
Spring 11: collect data on
impact on enrollment
Fall 11 Implement
8-23-10
9-27-10
10-25-10
11-8-10
12-13-10
Review
Final BP
& AP
7-26-10 Discussed strategy.
8-23-10 Still being discussed in IC. Need BP & AP
9-27-10 Process gradually being understood
10-25-10 IC discussion scheduled for 11/4. Cmte
includes Frank T., Michele H-R, David H, Lisa Hott,
Stephanie Collier.
11-8-10 Reviewed draft BP and AP
TBD
TBD
9-13-10
10-25-10
12-5-10
7-26-10 Exploration of this initiative assigned to the
Academic Senate
9-23-10 Senate is beginning discussions.
10-25-10 Senate has committee and is doing a tactical
plan.
Plan of Action for Cabinet Pending Projects 2010-11
COMPLETED Actions for President’s Cabinet Projects: 2010-11
Activity &
Date
Assigned
Assignment
Assigned
to:
Strategy and Coordination
Benefits Cost
Control
2-8-10
Develop and Implement a
Set of Options for
Control of Benefits Costs
John Bratsch
Executive
Cabinet
Legal Counsel will provide input on options.
Executive Cabinet will evaluate options to
recommend to Board. Board will give
direction for negotiations.
Hanford and
Tulare
Educational Plans
11-9-09
Update Hanford Center
Ed Plan
Create Initial Tulare Ed
Plan
Duncan
Graham
Accreditation
Preparation
2-8-10
Assure Adequate
Preparation for
Accreditation Self Study
and Visit
Student Success
#6
Required Petition
for Third
Enrollment
Transit Initiative
4-26-10
Page 5
Timeline & Status
Reporting
Next
Report
Progress Results
Review legal options and
staff recommendations at
Board Retreat.
2-8-10
3-22-10
4-12-10
5-10-10
6-28-10
7-12-10
POSTPONED
2-8-10 Reviewed legal opinions
2-22-10 Presentation designed for Board Retreat
4-12-10 Reviewed strategy
5-10-10 RFP to be issued; bids by Mid June
6-28-10 Working with two brokers to finalize bids
7-12-10 Board delays action for one year on selfinsurance. Acts on negotiation strategy.
Academic Deans and affected faculty and
community members will collaborate to
update plans.
Report monthly, complete
by March 1, 2010
12-14-09
2-8-10
2-22-10
4-12-10
5-10-10
8-23-10
COMPLETE
11-9-09 Set the task
12-14-09 Hanford Plan updated, Tulare Plan still in the
works
2-8-10 Work on Tulare Plan to be ready in draft for Board
Retreat
2-22-10 Tulare: Anchor programs: Ag, Arch; for
GE/Basic skills: move courses from Visalia; no on site
staff for first year
4-12-10 Nothing New
5-10-10 Updated Tulare Plan Reviewed
Need Hanford at 1000 FTES for Base $$$
8-23-10 Initial Tulare Plan in plane
Duncan
Graham
1. Implement SLOs to the Level Specified by
ACCJC
2. Implement a Documentation System for
Each Substandard
3. Crosswalk Strategic Plan Objectives and
Measurable Outcomes to Accreditation
Sub-Standards
4. Crosswalk Tactical Plan Focused
Objectives to Accreditation Sub-Standards
Editor: Jane Thomas
(reassigned 20% S11, F11,
S12)
Fall 2010: Identify chairs
(4 of them, 20%
reassigned each for F11,
S12)
Spring 11: Organize teams
F11-S12: Write Self Study
Su12: Edit
Fall 12: to Board
2-8-10
3-22-10
8-23-10
COMPLETE
2-8-10 Established strategy.
3-22-10 Set up timeline and status reporting
8-23-10 Editor and chairs selected. Plan for document
archive and connections to Strategic Plan are in place.
Define a Faculty Role for
Approving Petitions for
Third Enrollment
Michele
Hester-Reyes
Current policy requires an approved petition
for 3rd enrollment for either two substandard
grades (Catalog, p 21, top left) or two
withdrawals (Catalog, p 22, bottom left)
TBD
9-27-10
ABANDON
7-26-10 Exploration of this Initiative assigned to the
Academic Senate
9-27-10 Senate is fine with existing review by Director of
A&R and Dean of Student Services
Provide Subsidized
Tulare County Buss Pass
to Students
Frances
Gusman
Debbie
Douglass
1. Negotiate deal with TCAG, meet with
cities/county
2. Pass student transportation fee
3. Implement Spring 2011 through ASB Card
Spring 2010: Set up
TCAG deal, meet with
county and cities
Fall 2010: Pass student
4-26-10
5-24-10
6-28-10
7-12-10
4-26-10 Stephen Tootle reported that TCAG approved
$2/student/semester fee for subsidized buss pass
Structure of initiative was set up. Will discuss this with
Visalia City Council on 5/10 and with County Supervisors
Plan of Action for Cabinet Pending Projects 2010-11
Stephen
Tootle
Page 6
transportation fee
Spring 2011: implement
through ASB Card
8-23-10
9-13-10
9-27-10
10-25-10
11-8-10
DONE
in June.
5-24-10 TCAG is supportive; move to planning to
implement in Spring 2011
6-28-10 Debbie Douglas met with Monty at City of
Visalia. A dollar amount will be forthcoming. COS
student election will be 3rd week. Still need to talk to
TCAG and KART. System will be based on T-PASS
Rider Card.
7-12-10 City of Visalia preliminary cost estimate is $70K
per semester. Need to pursue TCAG subsidy and KART
involvement.
8-23-10 Student vote will be on 9/23. Fee will be $5.
Student leadership class is doing the promotion.
9-13-10 Reviewed Ed Code & Legal Opinion. Fee will be
$5 for students with 10 units or more. PT students will
pay proportionally less. Fee will be charged for all terms:
FA, SP, SU. No waivers.
9-27-10 Transit Fee passed student vote. Debbie D to
develop BP and AP and pursue MOU with TCAT
10-25-10 Reviewed and approved BP & AP. Going to
Board on 11-8. Leangela is working on $$$ with TCAT.
MOU should go to Board in December.