Alamo Colleges Action Plan FY 2012
A goal without a plan is just a wish
UNIT: Strategic Planning and Performance Excellence (SPPE)
UNIT MISSION STATEMENT: To serve and coach Alamo Colleges leaders on the
strategic planning process, action plan development and implementation, and
performance management through the use of the Baldrige Criteria for
Performance Excellence (the Alamo Way).
UNIT VISION: All district units developing strategic and action plans
systematically and managing/improving performance based on metrics.
UNIT VALUES: Proactivity, Service Excellence, Communication
Mission: A statement answering the questions “What is this organization’s primary purpose?” and “What are we attempting to
accomplish?” It refers to the overall function of an organization.
Vision: A statement answering the question “Where do we want to go?” A vision paints a picture of ideal future outcomes.
Values: Guiding principles and behaviors that embody how the organization and its people are expected to operate to accomplish its
mission and attain its vision.
Goal: A future condition or performance level that a district unit intends to attain.
Strategies: The approaches a district unit takes to achieve a goal.
Action Items: The specific, quantifiable activities, functions, tasks, tactics, projects, services, or processes a district unit implements
within a strategy or program.
Performance metric: A measure used to quantify goals/objectives/priorities and report performance progress in action items.
UNIT GOAL 1: Review and update the Alamo Colleges strategic plan and the
strategic planning process
FY12 review of goals
Demonstrated progress
and strategies; key
on goals and strategies,
performance metrics
with three years of trend
established for 5 goals
data in the key
1-Year Target: and 17 strategies and
3-Year Target:
performance metrics
associated action
system; integrated and
plans, baseline data,
systematic strategic
and benchmarks
planning process
identified
JUSTIFICATION/BENEFITS: Engage senior leaders in owning the strategic planning
process by working with them to develop a more cyclical planning process focusing on goals
most critical to the success of the Alamo Colleges; further deploy action planning and the key
performance metrics system; develop a system of progress reporting to the CVC on goal and
strategy outcomes.
OBSTACLES/CONSTRAINTS: Lack of clarity about who senior leaders are: PVC MEMBERS
ALAMO COLLEGES GOAL SUPPORTED (I,II,III,IV,V): Capacity to Serve (IV) and
Communication (V).
From http://www.alamo.edu/planning/strategic.html
ALAMO COLLEGES STRATEGY SUPPORTED (A,B,C,D,E,F,G): Goal IV: Strengthen the
financial, technological, and physical capacities of the Alamo Colleges; Goal Vb: Ensure
Effective Internal Communication.
UNIT STRATEGY 1.1: Establish strategic planning model that includes planning
calendar, annual review of goals and strategies, SWOT analysis, schedule of reporting
on key metrics, and environmental scan ensuring that policy F.6.1 is embedded
throughout.
1-Year Target:
2010-2011 plan has
been updated with
input from SP team
and district-wide
leaders
ACTION ITEMS
3-Year Target:
Performance
Metric or
Event
Planning activities are
in a cycle
Owner
Start/End Date
1.1.1:
Propose strategic planning model and calendar to CVC for review
and approval.
1.1.2:
PVC review of MVV, goals and strategies through performance
metrics system with Policy f.6.1 serving as a foundation for
student success metrics.
1.1.3:
Propose planning calendar to include key planning steps of: MVV,
goal and strategy review, key action plan review, identification of
baseline data & benchmarks, SWOT analysis, environmental scan
Model
developed and
approved
Complete
design for
performance
metrics
tracking
Calendar
developed
approved and
implemented
Deb
Morgan
FY12
Deb
Morgan
FY12
Deb
Morgan
FY12
RESULTS
Date
Item
10/18/11
1.1.1
Action Progress/Result
No progress to date
Issue(s)
PVC buy-in and
ownership
Corrective Action
% Completed
Prepare model for
tweaking instead of
expecting them to
create time to
develop
0
UNIT STRATEGY 1.2: Review and update MVV, goals, and strategies with CVC
strategic planning team
1-Year Target:
Comprehensive set of
strategies developed
and approved
3-Year Target:
Performance
Metric or
Event
ACTION ITEMS
1.2.1:
Conduct environmental scan and SWOT activity with CVC
1.2.2:
Review MVV, goals and strategies with CVC to ensure priorities
are still key; include “gaps” discussion
1.2.3:
Prepare new Strategic Plan documents with updates on MVV,
goals and strategies – prepare to roll out at annual planning
retreat
Strategies are updated
annually based on
SWOT and
environmental scanning
inputs
Owner
Documents
placed in
public place
Document
completed
with
appropriate
vetting
Proposal ready
by Feb 2013
Start/End Date
Carlos/Deb
FY12
Deb
Morgan
FY12
Carlos
Ayala
FY12
RESULTS
Date
Item
10/18/11
1.2.2
Action Progress/Result
Issue(s)
No progress to date
Corrective Action
% Completed
Requires time with
CVC – will press for
this with Tom
0%
UNIT STRATEGY 1.3: Implement “go forward” plan from 2011 Strategic Planning
Retreat which addresses organizational priorities and action plans
1-Year Target:
Measureable
outcomes realized in
organizational action
plans
3-Year Target:
ACTION ITEMS
1.3.1:
Share with SP group the outcomes and “go forward” plan
1.3.2:
Identify action items from retreat and identify action plan owners
Performance
Metric or
Event
Buy-in from
action plan
owners
Organizational action
plans set each year
within the cycle of
planning
Owner
Start/End Date
Deb
FY12
Deb
FY12
1.3.3:
Provide update on organizational action plans at spring 12 SP
retreat
Data available
at the retreat
to
demonstrate
progress
Deb
FY12
RESULTS
Date
Item
10/18/11
1.3.2
10/27/11
1.3.1
Action Progress/Result
Issue(s)
Action plan owners identified. All have
agreed to provide updates at SP 12
planning session
A second email including strategic
planning retreat report and “go-forward”
plan was sent to leaders
Corrective Action
% Completed
PVC does not yet own
the action plans
assigned to them
100%
100%
UNIT STRATEGY 1.4: Link plan to budgeting process (Performance Based
Budgeting)
1-Year Target:
Plan for this process is
in place and ready to
be rolled out to
colleges and district
budget managers
Cycle is in its second
year
Performance
Metric or
Event
ACTION ITEMS
1.4.1:
3-Year Target:
Convene performance-based budgeting discussion with Tom,
Pam, Deb, Carlos, Diane and new budget officer
Owner
# of
presentations
to college and
district units
on PBB model
Deb
Morgan
Start/End Date
FY12
RESULTS
Date
Item
10/18/11
1.4.1
Action Progress/Result
No progress to date
Issue(s)
Availability of Pamela’s
team
Corrective Action
Keep pressing
% Completed
0%
UNIT GOAL 2: Deploy Alamo Way (Baldrige) throughout district operational
units
Individual action plans
are utilized by all as a
Alamo Way has been
part of the performance
“branded” Employees
1-Year Target:
3-Year Target: management process.
report that they know
These align with unit and
what Alamo Way is.
organizational action
plans
JUSTIFICATION/BENEFITS: Engaging employees in Alamo Way philosophy will get us all
on the same page with priorities and with the leadership framework (Baldrige) we are using to
achieve our mission.
OBSTACLES/CONSTRAINTS: Resistance to change; volume of units and individuals to
engage.
ALAMO COLLEGES GOAL SUPPORTED (I,II,III,IV,V): IV
ALAMO COLLEGES STRATEGY SUPPORTED (A,B,C,D,E,F,G): A,B,C,D
UNIT STRATEGY 2.1: Set priorities and provide leadership through AWLT structure
1-Year Target:
3-Year Target:
Performance
Metric or Event
ACTION ITEMS
2.1.1:
Identify AWLT members and determine AWLT FY12 priorities
2.1.2:
Monitor and report progress on AWLT initiatives
2.1.3:
Prepare TAPE application for FY 13 (due September 2012)
Members from
six VC areas
identified
Progress shared
at monthly
meeting and
with VC
Scoring bands
improve by one
level in FY13
application
Owner
Start/End Date
Deb
9/2011
Deb
FY12
Deb &
Carlos
8/2012
RESULTS
Date
Item
10/18/11
2.1.1
Action Progress/Result
Issue(s)
Corrective Action
% Completed
AWLT members identified with planning
meetings scheduled
100%
UNIT STRATEGY 2.2: Provide training and development to orient AC employees to
Alamo Way philosophy, unit action planning, and process improvement strategies
1-Year Target:
95% of district
employees have
participated in Alamo
Way baseline
discussion
3-Year Target:
Performance
Metric or Event
ACTION ITEMS
2.2.1:
Provide Alamo Way overview discussion for all AC employees
including new employee orientation
2.2.2:
Provide Action Plan training for district units
2.2.3:
Provide PDCA training for supervisors in collaboration with HR
# of employees
participating in
baseline
presentation
# of action
plans complete
# of trainings #
of individuals
trained and
using PDCA
Alamo Colleges earns
the TAPE recognition
Owner
Start/End Date
Deb
FY12
Carlos &
Deb
Carlos &
Hope
FY12
FY12
RESULTS
Date
Item
Action Progress/Result
10/18/11
2.2.1
10/18/11
2.2.2
10/18/11
2.2.3
70% of employees have participated in
baseline Alamo Way overview
Four units have completed action plans (of
32)
No PDCA trainings have been facilitated
Issue(s)
Corrective Action
% Completed
70%
8%
Work with HR/Hope
to establish a plan
0%
UNIT STRATEGY 2.3: Engage senior leaders in the Criteria for Performance
Excellence
1-Year Target:
All members of PVC
can identify the
criteria and
demonstrate an
understanding of their
ownership of the first
three: leadership,
strategic planning and
customer focus.
ACTION ITEMS
3-Year Target:
Performance
Metric or Event
90% of PVC members
have participated in
Baldrige training
Owner
Start/End Date
2.3.1:
Senior leaders will participate in Examiner Training
Deb
Fall 2011
PVC will be provided with Alamo Way updates throughout FY12
# of
participants
# of updates
2.3.2:
Deb
FY12
2.3.3:
PVC creates a plan to set and deploy culture initiative
Plan deployed
Deb
FY12
RESULTS
Date
Item
Action Progress/Result
10/18/11
2.3.1
10/18/11
2.3.2
10/18/11
2.3.3
37 leaders participated in TAPE examiner
training; 2 leaders participated in National
examiner training
One update provided in at September PVC
with focus on engaging PVC members in
first three categories as owners
Little progress other than time to work on
this with PVC identified for December
Issue(s)
Corrective Action
% Completed
100%
33%
Not a PVC priority
Keep pressing
0%
UNIT STRATEGY 2.4: Continue identification of systematization opportunities and
facilitate process improvement teams
1-Year Target:
4 new processes have
been systematized and
are in a cycle of review
Performance
Metric or Event
ACTION ITEMS
2.4.1:
Schedule Validation
2.4.2:
State Reporting
2.4.3:
Enrollment Management
3-Year Target:
Spring
validation
occurs with <
10 errors
Reports
submitted ontime and error
free
New enrollment
management
model proposed
and approved
50% of all processes
identified by the PVC
have been systematized
Owner
Start/End Date
Deb
FY12
Deb
FY12
Deb
FY12
RESULTS
Date
Item
Action Progress/Result
10/18/11
2.4.1
80%
10/18/11
2.4.2
Schedule validation recommendations and
training complete. Outcomes must be
reported in November and February
Tom has convened the team himself
Issue(s)
Corrective Action
% Completed
10/18/11
2.4.3
No progress; Lina has not received
direction from Dr. Leslie to proceed
0%
??
UNIT GOAL 3: Provide action plan coaching for all district unit leaders. Advance
strategy implementation through action planning and performance metrics.
100% district units
100% district units
have annual action
have integrated annual
plans, SIPOC
action plans, SIPOC
1-Year Target:
3-Year Target:
inventories, and
inventories, and
systematic performance
systematic performance
metrics
metrics
JUSTIFICATION/BENEFITS: Action plans, including performance metrics based on
customer requirements, are essential to improve the efficiency and effectiveness of district
operations.
OBSTACLES/CONSTRAINTS: District units do not possess a culture of action planning and
performance metric determination/tracking.
ALAMO COLLEGES GOAL SUPPORTED (I,II,III,IV,V): IV, V
ALAMO COLLEGES STRATEGY SUPPORTED (A,B,C,D,E,F,G): A,B,C,D
UNIT STRATEGY 3.1: Coach associate vice chancellors, directors, and managers on
the development and posting of unit action plans aligned with the strategic plan
1-Year Target:
100% district units
submitted action plans
3-Year Target:
Performance
Metric or
Event
ACTION ITEMS
100% district units use
action plans
systematically
Owner
Start/End Date
3.1.1:
Introduce action plan template to all key unit leaders
Completion
Carlos
9/1/11 - 12/15/11
3.1.2:
Conduct sessions to populate all action plan template cells
Completion
Carlos
9/1/11 - 12/15/11
3.1.3:
After unit approval, post action plans in SharePoint site
Completion;
SharePoint
posting
Carlos
9/1/11 - 12/15/11
RESULTS
Date
Item
Action Progress/Result
9/1/11
3.1.2
Completed AP for the Foundation
Issue(s)
Corrective Action
% Completed
10%
9/2/11
3.1.3
10%
10/06/11
3.1.2
Posted AP for the Foundation in
SharePoint
Completed AP for IRES
10/20/11
3.1.1
Continuing AP introduction to selected
units
30%
20%
UNIT STRATEGY 3.2: Coach associate vice chancellors, directors, and managers on
the development and inventory of unit SIPOC forms
1-Year Target:
100% district units
have SIPOC
inventories
3-Year Target:
Performance
Metric or
Event
ACTION ITEMS
100% district units
update and refine
SIPOCs
Owner
Start/End Date
3.2.1:
Introduce SIPOC form to all key unit leaders
Completion
Carlos/Deb
9/1/11 - 8/31/12
3.2.2:
Conduct sessions to populate all SIPOC cells
Completion
Carlos/Deb
9/1/11 - 8/31/12
3.2.3:
After unit approval, post SIPOC forms in SharePoint site
Completion;
SharePoint
posting
Carlos/Deb
9/1/11 - 8/31/12
RESULTS
Date
Item
Action Progress/Result
10/20/11
3.2.1
Continuing SIPOC introduction to selected
units
Issue(s)
Corrective Action
Availability of time
% Completed
30%
UNIT STRATEGY 3.3: Coach associate vice chancellors, directors, and managers on
the development and tracking of unit performance metrics and benchmarks
1-Year Target:
100% district units
collect, analyze, and
publish own metrics
3-Year Target:
ACTION ITEMS
3.3.1:
Performance
Metric or
Event
100% district units
collect, analyze, and
publish own metrics
and benchmarks
Owner
Start/End Date
Completion
Carlos/Deb
9/1/11 - 12/15/11
Completion
Carlos/Deb
9/1/11 - 8/31/12
3.3.3:
Introduce importance of performance metrics and benchmarks
to all key unit leaders
Conduct session to determine unit’s key performance metrics and
reporting frequency
Coordinate with unit to implement performance metric tracking
Completion
Carlos
9/1/11 - 8/31/12
3.3.4:
Coordinate with unit to establish benchmarks
Completion
Carlos
9/1/11 - 8/31/12
3.3.5:
After unit approval, collect and post performance metrics and
benchmarks in SharePoint site
Completion;
SharePoint
posting
Carlos
9/1/11 - 8/31/12
3.3.2:
RESULTS
Date
Item
Action Progress/Result
10/24/11
3.3.1
10/25/11
3.3.2
Presented the PMS draft to Dr. Zaragoza
for his review and definition of systematic
collection of some workforce performance
data.
Have conducted sessions with ITS, IRES,
Banner, Legal Services, DPS, IA, CSI, and
HR.
Issue(s)
Corrective Action
% Completed
20%
30%