Rapid Financial Results & Lasting Cultural Change
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MSSU Revenue History
Millions
Missouri Southern State University
Revenue Source Trend
$27
SB389
$25
$23
Net Tuition and
Fees
$21
Net Appropriations
$19
$17
$15
2007
2008
2009
2010
2011
2012
2013
2014
Fiscal Year
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Critical Number: Operating Cash
Cash used to pay our bills (e.g., payroll, utilities, etc.)
Cash that is not tied to a particular use
(unlike financial aid, restricted gifts, most construction)
The household analogy: Your checking and savings
accounts. Most organizations (and households) maintain
a certain level of operating cash in reserve (savings).
25
Operating Cash - Critical Number
(Million $)
FY15
20
FY14
21.0
FY13
20.8
19.5
16.817.0
15
14.2
12.8
11.5 11.6
10
11.1
10.4
10.2
9.8 9.8
9.1
Fiscal Year (FY):
July 1 – June 30
19.9
18.9
18.1
17.6
16.5
15.4
14.7
14.1
16.6
15.9
14.1
13.6
13.6
13.0
12.0
12.8
11.6
11.2
10.2
11.5
5
Jul 1
Jul 31
Aug 31 Sep 30
Oct 31 Nov 30 Dec 31
Jan 31
Feb 28 Mar 31 Apr 30 May 31 Jun 30
Know & Teach the Rules
Critical
Number
Business Education and Transparency
High Involvement Planning
The Critical Number
Follow the Action & Keep Score
Keep Score - Scoreboards
Follow the Action - Huddles
Forward Forecasting
Provide a Stake in the Outcome
Rewards & Recognition
MiniGames
Ownership
Educate
(Think)
Empower
(Act)
Engage
(Feel)
Why is the Critical Number important?
• Provides a Focus around what’s most important
and critical to the success of the university
• Rallies everyone around a Common Goal
• Educates area teams on their connection
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The Right Driver
• “Directly” influences the Critical Number
• Reveals Cause-and-effect through Line-of-sight
• Shows each area how they
can make a difference
Minigames
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MiniGames
• Short-term improvement efforts designed to:
o affect a change
o correct a weakness, or
o pursue an opportunity
Critical
Number
• There’s a team goal, a scoreboard and a
reward for winning (Stake in the Outcome)
Retention Satisfaction - Performance
The MiniGame Effect
Rapid Results, Lasting Change
Focus
Period
130%
New
Normal
Plateau
Period
120%
110%
100%
The MiniGame
Effect
90%
80%
70%
60%
Jan
Feb
Mar
Apr
MiniGame
May
Jun
Baseline
Jul
Aug
Sep
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A Stake in the Outcome
• Team rewards & recognition drive growth by
providing opportunities for every area team.
• MiniGames give all employees a way to set short
term goals and choose their own rewards
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Scoreboards
• Tell whether you are winning
• Are a Communication Tool, an Educational Tool, and
an Accountability Tool
• Are only as good as the communication and the
performance improvement created around them.
S.C.O.R².E. – A scorecard should be:
Simple - Easily viewed & understood - at a glance (3 second rule)
Center court - Accessible for all to see “you have to see it to believe it”
Owner scored - Team created, team owned, team scored
Right measures - Critical Numbers & the Right Drivers
Real time – Frequently updated & forward looking…
Engaging – Relevant, meaningful & maybe a little FUN!
Fishing for Clients
Fishing for Clients
Tetris Wall
Tetris Wall
Cascading Scorecards
and the Huddle Rhythm
Employee
Scorecard
Students served
Workgroup
Scorecard
University
Scoreboard
Department
Scorecard
Students served
Satisfaction
Work orders
complete
MiniGames
Overtime hours
Financial Statements
State appropriation
Tuition and fees…
…
Salary and benefits
…
Operating Cash
Supplies
Student satisfaction score
Line-of-Sight
GGOE Huddles
• Represent a rhythm of communication where
everyone is kept informed, involved & engaged in the
progress of The Game.
• Purpose: Evaluate minigame conditions; Check the
score; Plan the next play; Get fired up!
Huddle Essentials
• Begin with the right Scoreboard
• Keep them frequent, swift and on time
• Encourage learning and teaching
• Call for personal commits to improve performance
• Begin with the right leadership
• Be forward looking – Forecast:
Why Forecast?
• No one likes surprises
• You can’t change the past; you can influence the future
• It encourages employees to think about cause & effect—how they
can influence the numbers rather than passively looking at results
• It makes us smarter about the university. Your forecast accuracy
is an indication of how well you understand your numbers
• It creates a sense of urgency—encouraging people to act and
take responsibility for improving results
Current Minigames at MSSU
Next are presentations by the following individuals
regarding minigames in their areas:
• Sheri Beeler – Assessment Advisory Committee
• Scott Snell – Distance Learning
• Maryann Mitts – Kinesiology
Followed by:
• Jeff Gibson – University Scorecard update
Perpetual Work
in Progress:
Minigame to Improve Department
Assessment Plan Reviews
Sheri Beeler
Professor of Kinesiology
Assessment Advisory Committee
Goals
1. Touch base with all dept. heads regarding feedback on their
dept. assessment plan by 3/13/15 (confirm department heads
reviewed the committee feedback, offer assistance, and a sitdown meeting).
2. If a department head has not reviewed the feedback, ask
them to review it by 3/27/15.
3. Meet with all departments who request a meeting by 4/2/15.
Benefits:
• Departments will start working on assessment now instead
of waiting for the October 2016 deadline.
• Departments will improve their rubric scores.
Players
Time Frame
All academic departments
Assessment committee
March and April
Theme and Scoreboard
Reward
Report progress to Elke. She will
put the progress in a graph and
share the progress.
Refreshments during a committee
meeting
– Fruit
– Brownies
– Lemonade
Distance Learning
Workgroup Minigames
Scott Snell
Director of Distance Learning
MiniGames are played to…
Affect a change
Reinforce
business
education
Build teamwork
Develop a
winning
attitude
Drive results
through
improved
performance
Goal setting
Shared, common
goal
Winners
recognized
Focus on number
that represents
weakness or
opportunity
Mutual
responsibility
Unite as team to
reach the goal
Results rewarded
Performance
management
Shared rewards
Identify weakness/opportunity…
Blackboard
Online Advising
• Helpdesk Activity
Log
• SmarThinking
Tutoring Usage
Multimedia
Production
• Use of Facilities
Distance
Testing
Instructional
Design
• RegisterBlast
Software
Implementation
• Faculty
Blackboard/Online
Instruction
Training
The “Why Gamify” Hurdle…
Create a MiniGame worksheet…
Blackboard Helpdesk Activity Log…
Distance Testing RegisterBlast…
Distance Testing RegisterBlast…
Instructional Design Faculty Training…
Online Advising SmarThinking …
Multimedia Facilities Use…
MiniGame Overview…
Office
Purpose
Commitment
Reward
Online Advising
Increase student
utilization of online
tutoring
From 12 students to • @ 67-twinkle
200 students by April
lights
30
• @ 134-hanging
paper lanterns
• @ 200-desk or
floor lamps for
office
• $10.00
• $60.00
• $125.00
Multimedia
Production
Increase faculty use
of multimedia
productions for
instructional
purposes (videos for
Blackboard)
From 0 to 10 by April • Hot/Cold Water
30
Dispenser
• $120.00
Instructional Design
Increase faculty use
of retention tools in
Blackboard (pass
faculty through
training)
From 21 to 30 by
April 30
• $80.00
• Keurig brewing
system for office
Cost
MiniGame Overview…
Office
Purpose
Commitment
Reward
Cost
Blackboard
Acquire complete log
of Blackboard
Helpdesk activity
From 0 to 300 logs
by April 30
• Bookstore gift
cards
• $90.00
Distance Testing
Transition to
RegisterBlast
software for testing
reservations
From 0 to 236 by
April 30
• Lunch during
finals
• $100.00
Game Board Supplies
Total Cost
• $69.22
• $654.22
Lessons Learned…
Future Improvements
• Improve record keeping and
organization
• Meet more often to discuss progress
• Align meetings with huddle rhythm
• More carefully consider staggered
rewards
• Departmental game instead of office
games?
• Align with critical number of operating
cash
Lessons Learned…
Positive Outcomes
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•
•
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Quantifiable improvements for each office
Improvement over “business as usual”
Opportunities were obviously seized
Data
• Blackboard Help desk
• Student SmarThinking usage
• Teamwork
• Instructional Design/Multimedia
Production/Faculty
• Online Advising/Distance Testing
• Online Advising/Faculty
Pause for Pink
Minigame to Improve Advising
and Student Retention
Maryann Mitts
Assistant Professor of Kinesiology
NAME THE GAME
(Improvement Objective=Improve Retention)
P.A.U.S.E.
For
PINK
SET THE GOAL
X to Y by When
Hold 2-5 minute “P.A.U.S.E.S” with 80% of our Kinesiology
Students (177 of 221)
Time: 30 days (February 23, 2015-March 27th, 2015)
Note: Excluding Spring Break (March 16th-20th)
P.A.U.S.E.
Preparation
Attendance
Understanding
Support
Effort
ESTIMATE THE BENEFIT
(the potential financial/operational
impact/return)
Critical Number (Operating Cash) is indirectly
influenced by Retention Numbers (Tuition
Dollars)
Pilot Program to be used for
FALL to FALL Retention Assessment
LOOKING AT THE
NUMBERS
Current Retention Rate (KINE) = 65% (130 of @200
students)
Goal- Increase retention rate by 10% = 75% (150 of @200
students)
Increase of 20 students x 12 credit hours=240 credit hours
120 credit hours x in-state @$175 = ($2,100) $21,000
120 credit hours x out-state @$355 = (4,260) $42,260
Total = Increase @ $63,260
ESTIMATE THE
BENEFIT
By measuring student behavior and academic
performance earlier, we will be able to:
•
•
•
Identify our “at risk” students early,
Apply intervention strategies in a timely manner and
with follow up, and
Determine what possible impact P.A.U.S.E. for Pink could
have on future student success and retention if
implemented across campus
IDENTIFY THE PLAYERS
(Those that can impact the goal)
DETERMINE THE TIME FRAME
(Long Enough to Change Behavior)
30 DAYS – Shortest amount of time to develop a habit
or change a behavior
Beginning Date: Two weeks prior to submission of
mid-term grades (early intervention)
Temporary behavior change becomes an implemented
permanent process in department
CREATE A THEME AND BUILD A
SCOREBOARD
PINK- based on the color of our advisee retention sheet
(already in use)
P.A.U.S.E – Lion “Paws”
P.A.U.S.E – Push Pause (5 minute “stop” - advisee
and advisor to evaluate academic progress)
Paws were colored in PINK (the closer we are to our
goal, the bigger the paw)
Forecasting Scoreboard
Weekly Huddles - Weekly Forecasting
Monday mornings around scoreboard
Totals recorded immediately by highlighting the
name of the advisee immediately after the
P.A.U.S.E
Weekly totals were recorded Fridays at 3pm
DECIDE ON THE REWARD
(Low on $, High on Fun!)
STUDENTS
20% - Kinesiology P.A.U.S.E. for Pink Pens
40% - “Pink Streak” in Faculty Hair (2 Days)
60% - “Pink Plunge” –MSSU Pool/Mass Advising
80%- “Spring Fling” – Hotdogs and S’mores
PINK PEN
PINK HAIR / HEAD
DECIDE ON THE REWARD
(Low on $, High on FUN!)
FACULTY/STAFF
20% - Afternoon “Wallyball” Game
40% -Faculty/Staff Lunch (P.Y.O.B)
60%- MSSU Baseball Game
80%-Cosmetic Touch Up (Office Suite)
University Scoreboard Update
Jeff Gibson
Director – Budget & Operations
You can view a draft of the
top-level University
Scoreboard on the GGOE
website here.
University Huddle Rhythm
Workgroup
Huddle
Work orders
complete
University
Council Huddle
Department
Huddle
Students served
Satisfaction
MiniGames
Overtime hours
Financial Statements
State appropriation
Tuition and fees…
…
Salary and benefits
…
Operating Cash
Supplies
Information flow
What Can You Do?
• You are the pioneers; the “Dancing Guys”
• Continue to learn about GGOE
• Be the pioneer in your area
• Attend University Council huddles
www.mssu.edu/ggoe
If you have any questions on
this presentation or GGOE in
general, you can either email
ggoe@mssu.edu or if it is a
general question that you
believe others may have as
well, please post in the GGOE
Discussion Board here.