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Program Review Utilizing CAS Principles with Lean Six Sigma Tools
Jo Campbell
Bowling Green State University
American College Personnel Association Annual Convention
April 1, 2014
Outline• Introduction and background of presenter• Overview of CAS principles and program review• What is Lean Six Sigma (LSS)? What are LSS tools?• Case studies using LSS tools as applied through program review
via small groups• Tying together planning, LSS tools, resource allocation, CAS
principles, and assessment• Roundtable: How does this apply at your institution? How have
you made assessment part of your culture? How have you established and sustained program review and other ongoing assessment efforts?
• Questions and answers
Learning Outcomes
By attending, participants will be able to:
• identify the constructs of lean six sigma tools, CAS principles, and program review
• learn how to apply lean six sigma tools with CAS principles in
program review
• elicit ideas from colleagues at other institutions to explore how they have established and sustained program review and other ongoing assessment efforts
Standards Included in the 8th Edition are:1.Academic Advising Programs2.Adult Learner Programs and Services3.Alcohol, Tobacco, and Other Drug Programs4.Assessment Services5.Auxiliary Services Functional Areas6.Campus Activities Programs7.Campus Information and Visitor Services*8.Campus Police and Security Programs*9.Campus Religious and Spiritual Programs10.Career Services*11.Clinical Health Services12.College Honor Societies13.College Unions14.Commuter and Off-Campus Living Programs15.Conference and Event Programs*16.Counseling Services*17.Dining Services Programs18.Disability Resources and Services19.Education Abroad Programs20.Fraternity and Sorority Advising Programs21.Graduate and Professional Student Programs and Services22.Health Promotion Services
23.Housing and Residential Life Programs24.International Student Programs and Services25.Internship Programs26.Learning Assistance Programs27.Lesbian, Gay, Bisexual, and Transgender Programs and Services*28.Masters-Level Student Affairs Professional Preparation Programs29.Multicultural Student Programs and Services30.Orientation Programs31.Parent and Family Programs*32.Recreational Sports Programs33.Registrar Programs and Services34.Service-Learning Programs35.Sexual Assault and Relational Violence Programs*36.Student Conduct Programs37.Student Leadership Programs38.Transfer Student Programs and Services*39.TRIO and Other Educational Opportunity Programs40.Undergraduate Admissions Programs and Services*41.Undergraduate Research Programs42.Veterans and Military Programs and Services*43.Women Student Programs and Services
* - New or Revised since 2009 Edition
Copyright © 2013 CAS
CAS Framework for Program ReviewContextual Statement
Self-Assessment
Twelve Components of Standards and GuidelinesMission Diversity, Equity, and AccessProgram Institutional and External RelationsOrganization and Leadership Financial ResourcesHuman Resources TechnologyEthics Facilities and EquipmentLaw, Policy, and Governance Assessment and Evaluation
Criterion Measure Rating ScaleDoes Not Apply—Unable to Rate—Does Not Meet—Partly Meets—Meets—Exceeds—Exemplary ND 0 1 2 3 4 5 Copyright © 2013 CAS
STEPS IN PROGRAM REVIEW• Make standards’ (CAS in this case) materials available to all appropriate staff
• Ask people in the unit to rate the twelve components of the standards Use artifacts and website links
• Combine or average scores for a larger unit
• Internal review committee—compile and develop action plan
• External review committee—submit report including recommendations for improvements
• Unit directors communicate findings with staff and incorporate action plan and recommendations into annual report, goals, and/or strategic plan
What Is Lean Six Sigma?
A decision-making strategy for problem solving and process improvement using tools that provide a structure to add value and reduce waste
hemenparekh.wordpress.com
± 3 standard deviations
σ
Lean is reducing waste through continuous incremental improvement and involvement of people resulting indelivering value to your customer
Sponsor LSS Projects
Train others on LSS
Lead LSS Projects
Use LSS tools
Awareness of LSS
thelsssa.org
LSS Organization Structure
1. How does using LSS help in your assessment efforts?
2. Isn’t this just adding more work to an overloaded plate?
expertrating.com
DMAICDefine
Develop the capacity to build a template for program review to be completed in Compliance Assist software using the principles of the Council for the Advancement of Standards (CAS).
5/29 to 6-16-13
Measure
Installation and training is complete for Compliance Assist and program review timeline is finalized for all units in rotation.
6/17 to 6/30/13
Analyze
Use one unit in student affairs to go through all the steps of program review, apply the data in Compliance Assist, and develop a prototype other units can adapt.
7/1 to 7/14/13
Improve
CAS principles are adopted by all units as aspirational goals to achieve as documented in program review.
7/15 to 7/31/13
Control
As program review reveals gaps in programs or services, a continuous feedback loop works to change offerings and delivery of programs and services to better meet the customer needs.
8/1 to 8/15/13
edrawsoft.com
5 Ws
Status / Legend
Behind = Behind Updated By: Jo Campbell
Date Last Modified/Updated 7/14/2013
OK = OKTeam Leader: Jo Campbell
Complete = Completed Tool/Phase Being Completed: 24 Project Title: Program Review
Task
Schedule Task Timing
Status Initiative Responsibility Date Target Close
Opened Original Modified Date
CompleteSoftware
installationCompliance Assist is installed on Campus Labs platform ITS 6/3/2013 6/14/2013 6/14/2013
CompleteCompliance Assist training
Staff doing program review first are trained on Compliance Assist software
Campus Labs
5/29/2013 6/30/2013 6/20/2013 6/20/2013
CompleteProgram Review timeline set
Five-year rotation for program review for all student affairs units is established
Unit directors
5/1/2013 6/30/2013 6/14/2013
OKTemplate drafted
Create step-by-step guide to do program review
Jo Campbell 5/1/2013 7/14/2013 7/23/2013
OKCAS principles adopted
Every department reviews CAS principles and agrees to use them in program review and day-to-day operations
Unit directors
7/15/2013 7/31/2013
OKProgram Review results used
Data from program review assessment is used to improve programs and services for customers
Unit directors
8/1/2013 8/15/2013
2.1.0 PDCA (Plan Do Check Act)
# OF YES: 10/25 = 40%
AUDIT ELEMENTS YES NO
SORT: (ORGANIZATION) Distinguish between what is needed and not neededCompliance Assist (CA) is added to Campus Labs platform x
Most up to date CAS principles are available to staff in all units x
Annual reports are separate and distinct from program review x
The three units starting with program review send staff for CA training x
Staff initiating program review have web access to Campus Labs x
SET IN ORDER: (ORDERLINESS) A place for everything and everything in its place
CA training webinars are clearly marked and available for staff use x
CAS principles are organized by unit in Blackboard x
CAS self-assessments are available to unit directors x
Program review has a standardized rotation for each unit every five years x
Assessment Committee members serve as trainers in their own units x
SHINE: (CLEANLINESS) Cleaning and looking for ways to keep it clean and organized
Blackboard site with CAS principles is organized alphabetically x
CA training webinars are available 24/7 via the Campus Labs website x
CA training is offered several times with facilitation by the Assessment Committee x
Program review calendar is published with unit rotations x
External reviewers are sought for the initial three units doing program review x
STANDARDIZE: (ADHERENCE) Maintain and monitor the first three categories
Tracking of which staff have completed CA training is established x
CAS self-assessments are completed for three units completing program review x
Step-by-step template for program review is drafted x
One unit completes program review steps x
Program review template is approved for use across the division x
SUSTAIN: (SELF-DISCIPLINE) Stick to the rules
Each unit knows their place in the program review rotation x
Program review template is utilized as the baseline for each unit's assessment x
CA training continues to be available each year as new units begin program review x
Action plan from program review is used as a feedback loop to improve services x
Delivery of programs and services continues to improve over time using review data x
3.2 Workplace Audit
3.50 Benchmarking
Benchmarking provides suggestions and recommendations that could improve the effectiveness for production. A continuous process of measurement of products, services and work processes, against those recognized as leaders. Specific examples provided here were in the form of photography as the media, to demonstrate ways to improve for a metal stamping operation.
Assessment Committee conducts benchmarking survey with two universities using CAS principles for program review with Compliance Assist software.
Jo Campbell Benchmarking confirmed software choice,Chris Bullins use of CAS for program review, and havingSteve Kampf external reviewers within BGSU.
Program review using CAS principlesTalking with other universities using the CAS principles in assessing their student affairs units utilizing Compliance Assist software with Campus Labs.
PhaseProcess
stepsAssessment Committee Characteristics Methods
Product/Process
Evaluation Measurement
Control Reaction Plan
No Product Process
Specification/Tolerances Technique
Method
1Capacity building
Committee retreat 1 Training CampusLabs Presence
Attendance sheet
Divisional requirement
Replace members
consultant & participation
2 Compliance Assist (CA) ITS 1 Software
Installed via web Work order Software on In queue
Notify ITS supervisor
software installation computers
3 CA training6 pilot study
staff 1Web-based
Online synchronous
Scheduled with consultant
Audio check-in
Divisional requirement
Notify supervisor
program trainingfrom
CampusLabs
4Program review
Unit directors 1
Calendar set Staff meeting
Agreement among
directorsCalendar published
Divisional requirement
Notify supervisor
rotation timeline
approved
3.11 Ongoing Process Control Plan (OPCP)
4squareviews.com
Case Studies—choose one from each column and discuss ways to accomplish the program review tasks with LSS tools.43 CAS Standards Apply Lean Six Sigma tools to program review.Assessment Services DMAIC (define/measure/analyze/ CAS materials
improve/control) available to staff
Campus Activities 5 Ws (who, when, where, why, Rate 12 elements of self-what) study
Housing & Res. Life PDCA (plan, do, check, act) Artifacts & web links
Student Conduct Workplace Audit (sort, set in order Internal reviewshine, standardize, sustain)
Career ServicesBenchmarking External review
TRIOOngoing Process Control Plan Use findings & recommen-
dations SIPOC (suppliers, inputs, process,
outputs, customers)
Strategicplanning
Connecting unit & division to institutional purpose
CASprinciples
Using CAS through the Lean Six Sigma lens with the goals of continuous improvement & accountability
Lean Six Sigma tools
Resource allocation
Enables leaders to make data-driven decisions
Assessment & evaluation
MissionVisionValues
Roundtable Discussion• How does this apply at your institution?
• How have you made assessment part of your culture?
• How have you established and sustained program review and other ongoing assessment efforts?
REFERENCESBalzer, W. K. (2010). Lean higher education: Increasing the value and performance of
university processes. New York, NY: CRC Press.Council for the Advancement of Standards in Higher Education (2013). Mission statement.
Retrieved from http://www.cas.edu/Council for the Advancement of Standards in Higher Education (2012). CAS professional
standards for higher education (8th ed.). Washington, DC: CAS.Mullendore, R. H., & Wang, L. (1996). Tying resource allocation and TQM into planning. In W.
A. Bryan (Ed.), Total quality management: Applying its principles to student affairs: New directions for student services (pp.45-56). San Francisco, CA: Jossey-Bass.
Ostroth, D. D. (1996). Comprehensive program review: Applying TQM principles. In W. A. Bryan (Ed.), Total quality management: Applying its principles to student affairs: New directions for student services (pp.57-69). San Francisco, CA: Jossey-Bass.
Sinn, J. W. (2006). Team building, leadership, communicating the project and change. Lean Six Sigma Quality Transformation Toolkit (LSSQTT Tool #1), courseware content. Retrieved from http://www.bgsu.edu/colleges/technology/faculty/sinn/TQTT.htm
