Integrating and Evaluating Planning Efforts Across the Institution

The Planning Working GroupAn Initiative of the Research and Planning Group for California Community Colleges

Daylene MeuschkeBarry GribbonsMichelle Barton

Barbara McNeice-Stallard

Strengthening Student Success ConferenceOctober 5, 2012

Integrating and Evaluating Planning Efforts Across the Institution


Viewer Discretion AdvisedThe materials you are about to see and activities you are about to participate in have been prepared by four practitioners who have nearly 100 years of combined experience in research and planning.

The materials are not a guarantee that your college’s planning processes will be magically transformed overnight but should provide some guidelines on how other colleges have integrated their planning processes in accordance with the ACCJC standards.

Please enjoy the show!


Agenda• Introduction and Overview of Session• Overview of Integrated Planning • Integration of Program Review and Budget• Strategic Plan • Educational Master Plan• Implementation Process• Challenges• Evaluation of Planning• Tying it all together


Planning1. Big Goals: Big Hairy Audacious Goals

(BHAGs)2. Supporting evidence for BHAGs3. Specific Objectives for Big Goals4. Goals and Objectives Drive Budget5. Include everyone6. Communicate early and often7. Action Plans8. Follow up


BHAG Activity – Part 11. Identify one or two BHAGs for your

department/unit/division on campus that you want to accomplish over the next 2-3 years.

2. Why is this is a goal for your department/unit/division (i.e., provide a justification for this goal)?

3. What evidence have you collected to justify this goal? If no evidence has been collected, what evidence needs to be collected?

4. What resources are needed to achieve this goal (staff, budget, coordination with other departments, etc.)?

5. Is this goal documented in any other plans?


Integrated Planning:California Community Colleges• Directly connect various planning processes

• Educational Master Plan• Strategic Plan• Other District/College Plans (Facilities, Staffing,

Technology)• Instructional and Support Services Program Plans• SLOs• Financial Resources Planning (i.e., Budget

Development)• What are your Big Goals?• Where do your Big Goals Live?


Integrated Planning:California Community Colleges• Inclusive / Respect Collegial Consultation• Effective communication• Use Data• Evaluate the Process


Integrated Planning: Why?• Accreditation Requirement• Align Resources with Institutional and

Department Priorities• Articulates what is important to the college• Clarifies how the college operates (resource

allocation based on priorities)


Integrated Planning:ACCJC Key Elements• Data Driven• Mission• Implementation• Re-evaluate• Institutional Goals• Broad-based / Collegial

Process

• SLOs• Resource Allocation• Human Resources• Physical Resources• Technology• Resource Allocation

ACCJC Reports 20 college on sanctions because of integrated planning. (ACCJC Spring News, Spring 2012)


Integrated Planning Self-Assessment• Identify how your college integrates each of

the ACCJC key elements.• Cite specific evidence that demonstrates the

linkages in your plans (e.g., program review and budget).

• We’ll take a few minutes after the activity to share some examples from the activity.


Examples of Planning Processes:

Palomar College


Examples of Planning Processes:

College of the Canyons


Examples of Planning Processes: Mt. San Antonio College

Unit PIE

Manager PIE

Summary

VP PIE

Summary

Resource Prioritization

Institutional PIE

(IEC)

Strategic Plan

IEC/PAC

Institutional Planning Process


Alignment of Planning Timelines: Skyline College


Alignment of Planning Timelines


Alignment of Planning Timelines: College of the Canyons

Note: Program Reviews are on a three year cycle with annual updates.


Department Planning: Major Principles• College Mission• Department Mission• Educational and Facilities Master Plan• Objectives, especially from SLOs• Strategic Plan• Resource Allocation

• Discretionary Budgets• Technology Needs• Broad-based Collegial Process• Transparency


College of the Canyons

Online Demo


Department Planning: Palomar College• Integrated with Divisional Planning Councils as opposed to

a separate committee• Two/Three year cycle• Includes three parts:

• Analysis (Quantitative, Learning Outcomes Assessment)• Planning• Resource Allocation Needs

• Councils review PRPs• Budgets requests linked to PRPs• Distribution of PRP funds • Division Budgets

• Councils use PRPs to identify divisional planning priorities for consideration in following year’s Institutional Strategic Plan


Department Planning: Mt. San Antonio College

Individual units document planning

efforts and accomplishments,

annually.

Deans, Directors, and V.P.s summarize unit

PIEs and submit report to e-PIE.

Four VPs submit summaries, including resource requests, to

Institutional Effectiveness

Committee (IEC)

IEC works with VPs to summarize annual

planning efforts for the President’s Advisory

Council (PAC).

Summaries from IEC may be translated by

PAC into new or revised college goals

and strategies for upcoming year PIE serves as the

vehicle for aligning College goals and institutional processes for evaluation, planning and resource allocation.


Department Planning: Other Examples

• Chaffey College http://www.chaffey.edu/research/planning_documents.htm

• Crafton Hills (2012 RP Group Excellence in Planning Award) http://www.craftonhills.edu/About_CHC/Research_and_Planning/Planning_and_Program_Review.aspx

• Tip: Take a look at other colleges that have won awards and/or are not on sanction for lack of integrated planning.

http://www.chaffey.edu/research/planning_documents.htm

http://www.chaffey.edu/research/planning_documents.htm

http://www.craftonhills.edu/About_CHC/Research_and_Planning/Planning_and_Program_Review.aspx




BHAG Activity – Part 2

• Return to your BHAG Activity from the beginning of the session.

• How is your BHAG integrated with the program review and budget processes?


Examples of Strategic Plans: College of the Canyons• Organizing and Developing the Strategic

Plan• External and Internal Data• The Rudder: Sets Big Goals• Detailed accomplishments and goals drawn

exclusively from Department Plans• Review Whole Document for Missing Pieces• Enter Missing Pieces into Program Reviews


BHAG Activity: Part 3


• How is your BHAG integrated with the Strategic Plan process?

• Is there integration with the program review, budget and strategic plan processes?


Educational and Facilities Master Plans• External and Internal Data• Major Changes

• New Centers• New Programs• Organizational Structures and Processes

• Department-level detail• Data• Long-term goals: Pull first draft from Program

Review• Resource needs: Technology, Facilities, Staff,

Other


BHAG Activity: Part 4


• How is your BHAG integrated with the Educational Master Plan process?

• Is there integration with the program review, budget, strategic plan and Educational Master Plan processes?


Implementation Process• Establish a plan of action for integrating the

planning processes.• Identify who will carry out the actions in each

process.• Determine how progress will be monitored and

communicated to the campus community.• Establish an evaluation plan.• Discuss results from evaluation of the processes

and identify ways to improve it.• Implement the changes identified from the

evaluation process.• Repeat process


Implementation TimelinesOverview of Annual Planning, Resource Allocation, and Evaluation Timeline

Do (D) Plan (P) and Review (R) Months Month(s) Activity Assigned Responsibility

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Aug – Oct Identify initial budget assumptions and obligations for next year’s budget (P).

VP FAS/SPC/BC

Recommend budget formulas for next year’s budget (P).

SPC/BC

Complete PRPs which include review of previous year’s progress, a plan for next year’s budget, and prioritization of resource requests (R/P).

Departments/Units/Programs

Nov - Dec Identify next year’s Planning

Councils’ priorities (P). Divisional Planning Councils

Review next year’s Planning Councils’ priorities for alignment with Strategic and Master Plans (P).

SPC

Jan – Apr Adjust next year’s budget

assumptions and obligations based on previous year’s P1 FTES base (P).

VP FAS/SPC/BC

Develop next year’s division budgets (P).

Divisions/Planning Councils

May Confirm alignment of proposed budget

with Master and Strategic Plans (P). SPC

Evaluate progress on previous year’s college-wide and Strategic Plan priorities (R).

SPC

Identify college-wide planning priorities and Strategic Plan objectives for following years’ budget (P).

SPC

June – July Approve tentative budget (P). Governing Board

Finalize college-wide planning priorities and Strategic Plan objectives for following year’s budget (P).

SPC

FAS – Finance & Administrative Services Divisional Planning Councils SPC – Strategic Planning Council Finance and Administrative Services Planning Council BC – Budget Committee Human Resource Services Planning Council

Instructional Planning Council Student Services Planning Council


Implementation Example on Monitoring Progress – Palomar Action Plan


Evaluating Planning• Individual Plans: Feedback Loops/Enhancements

• Master Plan• Strategic Plan• Other Plans

• Department Plans• Overall Process• All Staff: Surveys

• Subcommittee Review: Retreat / Focus Group• Results: Evidence of Improved Student Learning• Examples of Evaluation of Planning Processes

can be found in your binder.


Examples of Evaluating Planning: College of the Canyons

• Program Review Task Force (annual)

• Faculty / Staff Survey (annual)

• College Planning Team (annual)


Examples of Evaluating Planning: Mt. San Antonio College• http://inside.mtsac.edu/organization/committees/iec/docs/index.htm

l

• Evaluated by employees through an online survey and/or via their department/unit annual program review process

• Managers evaluate the process annually and it includes their department/units' evaluation of the process

• Vice Presidents evaluate the process annually and it includes their immediate managers' evaluation of the process.

• Institutional Effectiveness Committee (IEC) evaluates the process annually and it is included in the Vice President's annual evaluation

• President's Advisory Council (shared governance) evaluates the process annually based on the IEC report

http://inside.mtsac.edu/organization/committees/iec/docs/index.html

http://inside.mtsac.edu/organization/committees/iec/docs/index.html


Examples of Evaluating Planning: Palomar College• Evaluates the Integrated Planning, Evaluation, and Resource

Allocation Decision-Making Model (IPM) and the Resource Allocation Model (RAM).

• Annually, the Strategic Planning Council (SPC) completes a formative evaluation and identifies ways to strengthen and improve the IPM.

• Upon completion of the three-year Strategic Planning cycle, SPC completes a summative evaluation to assess the effectiveness and outcomes of the IPM and RAM.

• See handout in your notebook for detailed information on the evaluation process.


BHAG Activity: Part 5-7

• Part 5 - How are faculty and staff engaged throughout the planning processes? How is engagement maintained through the processes?

• Part 6 - How is it implemented? How is effective use of the plans being documented? How is progress being monitored?

• Part 7 - How are these processes evaluated?


The Paradox of Consultants

• Fresh views and ideas

• Plans must be owned by the College and its Departments


Words of Encouragement

• Don’t be afraid to fail. • In good times and in bad times.• It’s a cultural change – stick with it.

• Budget development• Institutional Action Priorities from department

plans• Developing expertise takes time. Start now

because you will need to go through several iterations.


There is a Silver Lining!

• You’re developing tools to make the process of integrating planning efficient.

• It’s a disciplined process drawing from department plans.

• People feel they have a voice in the planning process, are more engaged, and take ownership of their plans.

• Integrated planning with budget results in better understanding of resource allocation amongst faculty and staff.


Review of Today’s Discussion and Activities

• Strategic Plan Sets Direction and Draws Exclusively from Department Plans, even through iterations

• Master Plan First Draft Draws from Department Plans: Follow up with an interview.

• Every Budget Request Connected to Department Objective

• Other District/College Plans Draws from Department Plans

• Peer Review


Final Activity: Part 8

• Reflect on the previous activities.• List the next steps with regard to planning

for your department, division or the college. • What aspects of the planning processes

need improvement? • What needs to happen to strengthen the

integration?


Questions/Concerns?


ContactDaylene Meuschke, Ed.D., Director, Institutional ResearchCollege of the Canyons [email protected]

Barry Gribbons, Ph.D., Asst. Superintendent/V.P., Institutional Research, Technology and Online ServicesCollege of the Canyons [email protected]

Michelle Barton, M.S., Director, Institutional Research and Planning and Past President, RP GroupPalomar Community College [email protected]

Barbara McNeice-Stallard, M.Sc., Director, Research & Institutional EffectivenessMt. San Antonio College [email protected]

Documents

Integrating and Evaluating Planning Efforts Across the Institution