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INTEGRATED PLANNING: ADAPTING BEST PRACTICES FOR YOUR COLLEGE
December 17, 2015 DeAnza College
Presenters: Barry Gribbons, College of the Canyons Daylene Meuschke, College of the Canyons Carolyn Holcroft, Foothill College Denice Inciong, South Orange Community College District
Agenda Principles of Planning: Part 1 ◦ Focused on Big Ideas ◦ Inclusive ◦ Integration ◦ Training ◦ KPI/Data/IEPI indicators/Institution-Set Standards/SLOs
Principles of Planning: Part 2 ◦ Follow up/Ongoing ◦ Tools ◦ Evaluation of Planning ◦ Peer Review ◦ District/College coordination with data, goals, KPIs, activities
Principles of Planning: Part 3 ◦ Planning and Decision-Making Manual ◦ Culture of planning ◦ Organizational Structures ◦ Outcomes of Planning ◦ Other
10:00-10:10am Welcome and Overview
10:10-11:00am Principles of Planning: Part 1 11:00-11:10am Break
11:10am-Noon Report Out-Activity: Part 1 Principles of Planning: Part 2
12:00-12:40pm Working Lunch (Activity: Part 2)
12:40-1:40pm Report Out-Activity Part 2 Principles of Planning: Part 3 Table Activity: Part 3
1:40-2:00pm Wrap Up/Closing Comments
2
3
Principles of Planning: Part 1
PRINCIPLES OF PLANNING: PART 1
Focused on Big Ideas
Educational Master Plan and Program Review focus on the
COLLEGE OF THE CANYONS - FOCUSED ON BIG IDEAS 4
• Big Goals: Big Hairy Audacious Goals (BHAGs)
• Supporting evidence for BHAGs
• Specific Objectives for Big Goals
• Don’t forget…Goals and Objectives Drive Budget
COLLEGE OF THE CANYONS - INCLUSIVE PROCESS 5
Inclusive Process
Inclusive
Institutional Effectiveness & Inclusive Excellence
College-Wide
Planning Team
Planning Retreats
Student Government
Business Services and
PAC-B
Classified Senate
SLOs
Business & Education Alliance
Performance Indicators
Enrollment Management
Program Review
Academic Senate
Involve people early and often
COC’s Institutional Effectiveness and Inclusive Excellence (IE)2 Steering Committee
Institutional Effectiveness & Inclusive Excellence
SSSP S4S
ASG
Equity
Business Services and
PAC-B
HR/EEO/Prof. Development
CASL Non-credit
Curriculum Committee
Performance Indicators
Title V
Program Review
Academic Senate
COLLEGE OF THE CANYONS - INCLUSIVE PROCESS 6
Highlights of changes with new structure: 1. Improved communication, collaboration & integrated planning 2. Improved coordination of research, evaluation and
development of plans submitted to the CCCCO 3. Create a common inventory of all activities supporting COC’s
student outcome and institutional goals 4. Streamline processes through utilization of a common solution
form 5. Review progress on indicators relative to goals, establish new
goals, review strategies for achieving goals within Equity, S4S, SSSP and other efforts, as well as discuss unmet needs and ways to meet those needs
6. Meet 3/semester (fall/spring, each) with additional meetings for work groups
7. Assist with review of proposed projects Note: Other groups will be added as needed
Integration (Between Departments/Threading) ◦ SSSP/Equity/Basic Skills/Noncredit/Title V – Now part of (IE)2
◦ FYE (Student Services, Basic Skills, Instruction, Research, local high school district)
◦ Title V grant (Student Services, MIS, Research, Instruction, Outreach)
◦ Noncredit / Credit ESL
◦ Learning Communities (e.g., Biological Sciences and Sociology)
◦ Enrollment Management (e.g.,. electronic communication reminders for registration to students)
◦ Placement Process Changes (SSSP, Institutional Research, Math, English, ESL, Assessment Center, Academic Affairs and A&R)
COLLEGE OF THE CANYONS - INTEGRATION BETWEEN DEPARTMENTS/THREADING 7
Integration (Strategic Plan)
Drawn exclusively from program review
COLLEGE OF THE CANYONS - INTEGRATION (STRATEGIC PLAN) 8
Integration (Strategic Plan)
Drawn exclusively from program review
COLLEGE OF THE CANYONS - INTEGRATION (STRATEGIC PLAN) 9
Integration (Budget Planning) ◦ Program review
◦ President’s Advisory Council-Budget (PAC-B)
◦ Recent School/Division trainings on completing tying objectives to budget
◦ Instructional Planning form
COLLEGE OF THE CANYONS - INTEGRATION (BUDGET PLANNING) 10
Budget Planning
COLLEGE OF THE CANYONS - INTEGRATION (BUDGET PLANNING) 11
Budget Planning (continued)Budget Request Entry
COLLEGE OF THE CANYONS - INTEGRATION (BUDGET PLANNING) 12
Budget Planning (continued) Budget Augmentation Request Ranking
COLLEGE OF THE CANYONS - INTEGRATION (BUDGET PLANNING) 13
Budget Planning (continued)
COLLEGE OF THE CANYONS - INTEGRATION (BUDGET PLANNING) 14
Budget Connected to Department Objectives
Integration (Staff planning) Program Review
COLLEGE OF THE CANYONS - INTEGRATION (STAFF PLANNING) 15
Integration (Technology Planning) ◦ Educational and Facilities Master Plan ◦ Technology Master Plan ◦ Program Review ◦ Instructional Planning form
COLLEGE OF THE CANYONS - INTEGRATION (TECHNOLOGY PLANNING) 16
Integration (College-wide planning)
Examples Include: ◦ Educational & Facilities Master Plan ◦ Strategic Plan ◦ Program Review ◦ Instructional Advisory Council ◦ College-Planning Team (monthly meetings and annual
planning retreat) ◦ President’s Advisory Council on Budget (PAC-B) ◦ CASL (SLOs) ◦ Institutional Effectiveness and Inclusive Excellence (IE)2
steering committee ◦ Business and Education Alliance Meetings with community
members
COLLEGE OF THE CANYONS - INTEGRATION (COLLEGE-WIDE PLANNING) 17
Training ◦ Orientation for new managers and administrators ◦ Flex sessions for faculty and staff (Fall semester) ◦ Management Advisory Council (Annually) ◦ College Planning Team (Annually) ◦ Instructional Advisory Council (Fall semester)
COLLEGE OF THE CANYONS - TRAINING 18
KPI/Data/IEPI indicators/Institution-Set Standards/SLOs
◦ Institutional Effectiveness and Inclusive Excellence (IE)2 steering committee (previously part of the Performance Indicators committee – a sub-committee of the College Planning Team)
◦ Program Review ◦ Committee for the Assessment of Student Learning
(CASL), sub-committee of Academic Senate, reports out at the College Planning Team
COLLEGE OF THE CANYONS - KPI/DATA/IEPI INDICATORS/INSTITUTION-SET STANDARDS/SLOS 19
COLLEGE OF THE CANYONS - KPI/DATA/IEPI INDICATORS/INSTITUTION-SET STANDARDS/SLOS 20
KPI/Data/IEPI indicators/Institution-Set Standards/SLOs
PROGRAM REVIEW DATA TABLE
COLLEGE OF THE CANYONS - PROGRAM REVIEW DATA TABLE 21
Applied BS ENG BS MATH BS ESL Persistence Distance Ed Face to Face30-unit
prepared30-unit
unpreparedTransfer Prepared
Degree/Cert 3-years
to Transfer6-years
to Transfer
25-34African-Amer/
BlackAfrican-Amer/
BlackOther/
MultiracialAsian/ Pacific
IslanderOther/
MultiracialFoster Youth 21-24
Latino/Hispanic
African-Amer/Black
African-Amer/Black
Latino/Hispanic
20 to 24
African-Amer/Black
21-24 CalWorks 35 and above Male First GenAfrican-Amer/
Black35 and above 21-24 21-24 Filipino 25 to 29 25 to 29
Amer Indian/Native Amer.
25-34 MaleLatino/ Hispanic
Female Male Male 25-34 25-34 25-34 25-34 40 to 49 35 to 39
21-24 35 and above Latino/ Hispanic 25-34African-
Amer/BlackFemale Female First Gen 35 and above 35 and above VE BOG 40 to 49
35 and above DSPS DSPS MaleAmer Indian/ Native Amer
African-Amer/ Black
Amer Indian/ Native Amer.
Male Male MaleAsian/
Pacific Islander Other
Financial Aid 50 +
Male Male FemaleAfrican-Amer/
BlackFilipino
Amer Indian/ Native Amer.
Asian/ Pacific Islander
Female Female Filipino Male Pell GrantLearning Disabled
Female CalWorksAmer Indian/ Native Amer.
Asian/ Pacific Islander
Latino/ Hispanic
Asian/ Pacific Islander
FilipinoAfrican-
Amer/BlackAfrican-
Amer/BlackLatino/Hispanic
Latino/Hispanic
Scholarship
Other Disability
Asian/ Pacific Islander
Latino/ HispanicAsian/ Pacific
IslanderFemale White Filipino Latino/ Hispanic
Amer Indian/Native Amer.
Amer Indian/Native Amer.
White EOPS
WorkStudy AidPsychological
Disability
FilipinoEcon
DisadvantageFilipino
Amer Indian/ Native Amer.
Unknown/ Declined to State
Latino/ Hispanic WhiteAsian/
Pacific IslanderAsian/
Pacific IslanderUnknown/
Declined to StateFemale
Other Disability
EOPS participant
Latino/Hispanic
Female White FilipinoOther/
MultiracialWhite
Unknown/ Declined to State
Filipino Filipino First GenAmer Indian/Native Amer.
Psychological Disability
Latino/Hispanic
WhiteAmer Indian/ Native Amer.
Unknown/ Declined to State
White 18-21Unknown/
Declined to StateOther/
MultiracialLatino/Hispanic
White Female WhiteEOPS
participant BOG
Unknown/Declined to State
Asian/ Pacific Islander
Other/Multiracial
Unknown/ Declined to State
21-25 18-20 18-20 WhiteUnknown/
Declined to StateAmer Indian/Native Amer.
Unknown/Declined to State
Filipino Other
Financial Aid
Other/Multiracial
Filipino 18-20 18-20 25-35 21-24 21-24Unknown/
Declined to StateOther/
MultiracialAsian/
Pacific IslanderOther/Multiracial White Pell Grant
18-20 White 21-24 21-24 36 and above 25-34 25-34Other/
Multiracial18-20
Other/Multiracial
18-20 17 or LessAfrican-Amer/
Black
First GenUnknown/
Declined to State25-34 First Gen First Gen 35 and above 35 and above 18-20 First Gen 18-20 21-24 18 & 19 Filipino
DSPSOther/
Multiracial35 and above DSPS DSPS DSPS First Gen DSPS DSPS DSPS 35 and above 20 to 24 Uknown
EOPS 18-20 First Gen EOPS EOPS EOPS DSPS EOPS EOPS EOPS First Gen Male White
CalWorks First Gen EOPS CalWorks CalWorks CalWorks EOPS CalWorks CalWorks CalWorks DSPS Female 18 & 19
Econ Disadvantage
EOPSEcon
DisadvantageEcon
DisadvantageEcon
DisadvantageEcon
DisadvantageCalWorks
Econ Disadvantage
Econ Disadvantage
Econ Disadvantage
CalWorksAfrican-Amer/
Black Loans
Foster Youth Foster Youth Foster Youth Foster Youth Foster Youth Foster YouthEcon
DisadvantageFoster Youth Foster Youth Foster Youth
Econ Disadvantage
Amer Indian/Native Amer.
Hearing Impaired
VE VE VE VE VE VE VE VE VE VE Foster YouthAsian/
Pacific IslanderMale
Uknown Female
35 to 39Amer Indian/Native Amer.
Legend: Red 50 +Asian/
Pacific Islander
Orange Loans 17 or Less
YellowHearing
Impaired Scholarship
GreenLearning Disabled
WorkStudy Aid
STUDENT EQUITY DATA AT A GLANCE
Integrated Planning Principles, Foothill College-style
C A R O LY N H O L C R O F T, B I O L O G Y FA C U LT Y, A C A D E M I C S E N AT E P R E S I D E N T
FOOTHILL COLLEGE 23
PaRC
Core Mission Workgroups
Transfer Workforce Student Equity Basic Skills
Operational groups
OPC Program Review
Committee
Main Planning and Governance Groups
Student Success Collaborative
3SP Advisory Council
Inclusive
Integrated
Focused on Big Ideas
Effective training
Driven by KPI/Data/IEPI/SLOs/Institution Set Standards
Education Master Plan; Program Review Emphasis
FOOTHILL COLLEGE - INCLUSIVE/INTEGRATED/BIG IDEAS... 25
Inclusive Integrated
Focused on Big Ideas
Effective training
Driven by KPI/Data/IEPI/SLOs/Institution Set Standards
Tri-chair model for governance groups
Program reviews: all stakeholders
Budgeting: all stakeholders participate in prioritization
FOOTHILL COLLEGE - INCLUSIVE/INTEGRATED/BIG IDEAS/TRAINING... 26
Planning and Resource Allocation Process http://www.foothill.edu/staff/irs/programplans/index.php
FOOTHILL COLLEGE - PLANNING AND RESOURCE ALLOCATION PROCESS 27
28
FOOTHILL COLLEGE - PLANNING AND REVIEW CYCLE 29
INTEGRATED PLANNING PRINCIPLES APPLICATION FOR A
DISTRICT-WIDE INTEGRATION
SOUTH ORANGE COUNTY COMMUNITY COLLEGE (SOCCCD) DISTRICT SERVICES IRVINE VALLEY COLLEGE SADDLEBACK COLLEGE
SOUTH ORANGE COMMUNITY COLLEGE DISTRICT 30
INCLUSIVE
District-wide Planning Council (participatory governance rep)
District-wide Strategic Plan ◦ Shared Goals, Objectives, and KPIs - that were developed with both colleges and district services
participation
SOUTH ORANGE CCD - INCLUSIVE 31
INTEGRATION
Strategic Plan has overarching shared goals, objectives, and KPIs
Budget Priorities are set by district-wide goals are used
Major Plans are coordinated district-wide – priorities, timelines, committees, etc. ◦ Education and Facilities Master Plan ◦ District-wide Technology plan
District Services Administrative Unit Reviews – aligned to DW Strategic Plan Goals/Objectives
KPIs are integrated to aligned with district-wide objectives and existing college/district services assessments or agreed upon tool
SOUTH ORANGE CCD - INTEGRATION 32
SOUTH ORANGE CCD - INTEGRATED PLANNING MODEL 33
SOUTH ORANGE CCD - ORGANIZATIONAL STRUCTURE 34
SOUTH ORANGE CCD - INTEGRATION (BUDGET PLANNING) 35
TRAINING
Part of our district-wide goals
SOUTH ORANGE CCD - TRAINING 36
KPI/DATA/IEPI INDICATORS/INSTITUTION-SET STANDARDS/SLOS
Measuring our district-wide objectives
SOUTH ORANGE CCD - KPI/DATA/IEPI INDICATORS/INSTITUTION-SET STANDARDS/SLOS 37
Principles of Planning: Part 1 Table Activity
PRINCIPLES OF PLANNING TABLE ACTIVITY: PART 1 38
39
Principles of Planning: Part 2
PRINCIPLES OF PLANNING: PART 2
Follow up/Ongoing Status of objectives must be updated each year in Program Review (3-year cycle with annual updates)
COLLEGE OF THE CANYONS - FOLLOW UP/ONGOING 40
Ongoing
Tools ◦ Locally developed online program
review and planning module
COLLEGE OF THE CANYONS - TOOLS 41
Resource Links in Program Review
Evaluation of planning
◦ College Planning Team (Annually) ◦ Instructional Advisory Council (Annually) ◦ Program Review Committee (Monthly) ◦ Campus-wide survey (Annually)
COLLEGE OF THE CANYONS - EVALUATION OF PLANNING 42
Peer Review ◦ Just starting peer review for academic program reviews ◦ Piloted in Spring 2015 ◦ Pilot will continue in February 2016 with 6 more departments ◦ Developed Peer Review forms and instructions
COLLEGE OF THE CANYONS - PEER REVIEW 43
District/College coordination with data, goals, KPIs, activities
◦ College Planning Team ◦ Instructional Advisory Council ◦ Management Advisory Council ◦ Academic Senate ◦ Program Review
COLLEGE OF THE CANYONS - DISTRICT/COLLEGE COORDINATION 44
Integrated Planning Principles, Foothill College-style
C A R O LY N H O L C R O F T, B I O L O G Y FA C U LT Y, A C A D E M I C S E N AT E P R E S I D E N T
FOOTHILL COLLEGE 45
Follow-up/ongoing
Tools
Evaluation
Peer Review
College/District coordination with data, KPIs, goals, activities
Program review
Workgroup reflections
Shared governance survey
Cyclical review and revision of college plans (3SP, equity, EMP, etc.)
FOOTHILL COLLEGE – EVALUATION OF PLANNING 46
Program Review
Peer review
Follow-up / ongoing
Culture of planning
Driven by data, SLOs, KPIs
Outcomes
FOOTHILL COLLEGE - PROGRAM REVIEW/PEER REVIEW/OUTCOMES... 47
INTEGRATED PLANNING PRINCIPLES APPLICATION FOR A
DISTRICT-WIDE INTEGRATION
SOUTH ORANGE COUNTY COMMUNITY COLLEGE (SOCCCD) DISTRICT SERVICES IRVINE VALLEY COLLEGE SADDLEBACK COLLEGE
SOUTH ORANGE COMMUNITY COLLEGE DISTRICT 48
FOLLOW UP/ONGOING
Annual Progress Report
SOUTH ORANGE CCD - FOLLOW UP/ONGOING 49
TOOLS
TracDat - input Strategic Plan and used it to link to District Services AURs
SharePoint
SOUTH ORANGE CCD - TOOLS 50
SharePoint Site
TracDat for Strategic Plan
SOUTH ORANGE CCD - TOOLS 51
EVALUATION OF PLANNING
Climate Survey
District-wide Committee Self-Assessments
District-wide Planning Council, evaluation of Planning and Decision Making Manual
SOUTH ORANGE CCD - EVALUATION OF PLANNING 52
District-wide Planning and Resource Allocation Development Timelines Planning timelines and ongoing cycles of review and improvement are essential for successful district-wide planning. This chart captures the planning cycles and timeline of review for updates, plus the cycles/timeline for a complete renewal of a plan or document. District-wide assessment and evaluative tools are administered on set cycles to determine the progress and success of planning and related activities. These tools provide important input and data that can be analyzed and used for ongoing institutional improvement.
Item Action CycleFall Spr Sum Fall Spr Sum Fall Spr Sum Fall Spr Sum Fall Spr Sum Fall Spr Sum
Education and Master Plan: 2011-2031 Recreate 6 YearDistrict-wide Strategic Plan (2014-2020) Mid-Cycle Evaluation 3 year * *District-wide Strategic Plan (2014-2020) Progress Report Review 1 Year * * * * *District-wide Strategic Plan (2014-2020) Recreate 6 Year * * * * * *District-wide Planning and Decision Making Manual Recreate 3 Year * *District-wide Planning and Decision Making Manual Update 1 Year * * * * * *District-wide Planning Model Update and Recreate 1 Year * * *District-wide Function Map Update 3 Year * * *5 Year Construction Plan Update 1 Year * * * * * *20 Year Facilities, Renovation, Scheduled Maintenance Plan Update 1 Year * * * * * *Tentative Budget Development Create 1 Year * * * * * *Tentative Budget Approval Update 1 Year * * *Final Budget Approval Update 1 Year * * * * * *District-wide Integrated Budget Planning Resource Guide Update 1 Year * * * * * *District-wide Technology Plan Recreate 6 Year * * * *District-wide Technology Plan Review 1 Year * * * * * *
District-wide Climate Survey Administer 2 Year * * *
External Scan Conduct 3 years * * *
Annual District-wide Committee Self-Assessments Conduct 1 year * * * * * *
District-wide updates, revision and timelines for 2014-2020 Strategic Plan Cycle
Asse
ssm
ent
Tool
s
2019-2020
Maj
or D
istr
ict-
wid
e Pl
anni
ng D
ocum
ents
2014-2015 2015-2016 2016-2017 2017-2018 2018-2019
SOUTH ORANGE CCD - PLANNING AND RESOURCE ALLOCATION TIMELINE 53
DISTRICT/COLLEGE COORDINATION WITH DATA, GOALS, KPIS, ACTIVITIES
District-wide Strategic Plan with shared goals, objectives and KPIs
SOUTH ORANGE CCD - COORDINATION WITH DATA, GOALS, KPIS, ACTIVITIES 54
Principles of Planning: Part 2 Table Activity
PRINCIPLES OF PLANNING TABLE ACTIVITY: PART 2 55
56
Principles of Planning: Part 3
PRINCIPLES OF PLANNING: PART 3
COLLEGE OF THE CANYONS: PLANNING AND DECISION-MAKING MANUAL 57
Planning and Decision-Making Manual
Culture of planning ◦ Strong history of planning – very stable leadership ◦ Program Review (3-year cycle with annual updates) ◦ All budget requests must be reflected in program review. ◦ All data requests to the IRPIE office must include action implications from requestors and be
included in program review. ◦ Self-evaluations for managers and administrators ◦ Wild West at Times
COLLEGE OF THE CANYONS - CULTURE OF PLANNING 58
Organizational structures College of the Canyons’ Decision-Making Guide details the organizational structure, including the role of
◦ The Chancellor ◦ Administrative & Operational Processes ◦ Collective Bargaining Processes ◦ Collegial Consultation Processes ◦ Academic Senate ◦ Classified Senate ◦ Classified and Faculty Unions ◦ Role of Administrators ◦ Student Participation
COLLEGE OF THE CANYONS - ORGANIZATIONAL PLANNING 59
OUR STRUCTURE Our structure is determined by: • Our primary mission (core purpose); • The size of the college district and the sites we
operate; • Our environment; • What our community needs us to do; • State policy; • The pace and development of our community; • Our perception of our capabilities; • Our strategy (plans) and goals; • Our information technology, and, most of all; • Our terrific and talented people who are the
engine that powers the rest!
Outcomes of planning
◦ Objectives are tied to College Strategic Goals
◦ Resource allocation tied to program objectives
◦ Facilities renovations and expansions result from good planning
◦ High levels of student success!
COLLEGE OF THE CANYONS - OUTCOMES OF PLANNING 60
New Partnerships
Improved Learning Outcomes
PROGRESS & RESULTS OF PLANNING — A LONGITUDINAL PERSPECTIVE Since 1988, we’ve seen 2 ½ recessions, growth spurts, and tremendous changes in the Santa Clarita Valley. College of the Canyons has been impacted by what has gone on around us, and we are not the same. We have grown, developed, responded and continued to meet the community’s needs. COC has gone:
FROM (1988/89) TO DATE (2014) FROM (1988/89) TO DATE (2014) • 60 full-time faculty (Fall 1988) • 178 full-time faculty • $30,000 a year raised by Foundation • $22 million raised by Foundation
since 1988/89.
• 77 full-time classified staff • 231 full-time classified staff • Fewer than $50,000 in scholarships(total endowed amount)
• Generated $1,500,000 in Osher scholarship challenge in 18 months
• 430 class sections per semester • 1,758 class sections (Fall 2013)
• No Leadership training • Multi-faceted leadership training including LEAP
• 17 certificate training programs • 75 certificate training programs
• No development for staff and faculty except for Faculty Flex
• Created award-winning Professional Development program.
• 27 disciplines/majors • 72 disciplines/majors • No support programs for Athletics • Created The Zone – Athletic students’ tutorial support, coach, and Athletic Hall of Fame.
• Traditional sections offered only • GO, PAL and NOW programs
• No master construction plan and no money to build
• Developed a $330 million building program plan.
• Offered HITE • Creation of an honors program, includes Phi Theta Kappa Chapter
• No money ($) in training funds to work with business and industry
• Created an Economic Development Division – In total, College of the Canyons has generated $18,308,462 in training dollars to support economic development in the Santa Clarita Valley since 1993-94, served 3,020 businesses, and trained 18,467 local employees.
• 199,347 square feet of space • 838,864 square feet of space
• No revenue from International Student Program tuition
• Achieved a cumulative gain in revenue of $7,271,061 from 1997/98 to 2012/13.
Outcomes of planning: Highlights from College of the Canyons (full summary included in the Decision-Making Guide)
COLLEGE OF THE CANYONS - OUTCOMES OF PLANNING 61
Integrated Planning Principles, Foothill College-style
C A R O LY N H O L C R O F T, B I O L O G Y FA C U LT Y, A C A D E M I C S E N AT E P R E S I D E N T
FOOTHILL COLLEGE 62
Planning and Decision-Making Manual
Culture of Planning
Organizational Structures
Outcomes of Planning
FOOTHILL COLLEGE - DECISION MAKING MANUAL/CULTURE OF PLANNING... 63
INTEGRATED PLANNING PRINCIPLES APPLICATION FOR A
DISTRICT-WIDE INTEGRATION
SOUTH ORANGE COUNTY COMMUNITY COLLEGE (SOCCCD) DISTRICT SERVICES IRVINE VALLEY COLLEGE SADDLEBACK COLLEGE
SOUTH ORANGE COMMUNITY COLLEGE DISTRICT 64
PLANNING AND DECISION-MAKING MANUAL
DW Planning and Decision Making Manual - consensus, participation, standardization of committee structure, etc. ◦ Definition of “District” ◦ Integrated planning process and common planning terminology ◦ Decision making philosophy and definition of consensus
SOUTH ORANGE CCD - PLANNING AND DECISION-MAKING MANUAL 65
COMMON PLANNING DEFINITIONS Vision Statement
Describes the ideal future state of the district/college, including the results we would like to achieve and the characteristics we will need to possess. The vision statement provides direction and inspiration for the Strategic Plan.
Mission Statement
A broad description of the purpose or philosophy of the district/college, our commitment to student learning and success and the population served.
Values
Statements of core priorities in the district/college culture that guide how we operate. They provide ways of choosing among competing priorities and guidelines.
Goals
Goals are defined as all‐encompassing statements about the general direction of the district/college. There are two types of goals: district-wide goals and college goals.
Objectives
Objectives are defined as methods for attaining goals. Good objectives are focused on outcomes or results and are S.M.A.R.T.: specific, measurable, achievable, realistic, and time‐related. An objective can be achieved through one or more action steps.
Action Steps
Action steps are projects or initiatives designed to reach objectives and to attain Goal(s). They may describe complex college/district services functions involving multiple offices and/or departments. Action steps are reviewed and revised yearly.
Key Performance Indicators (KPI)
KPIs are high level indicators that measure progress on goals and/or objectives.
Targets
The desired level of a KPI at the end of the planning cycle.
SOUTH ORANGE CCD - INTEGRATION (DISTRICT/COLLEGE) 66
Consensus is a collective opinion characterized by the following five elements: 1. Collaboration: Proposals for consideration are constructed with input from all interested group members. 2. Inclusion: As many stakeholders as appropriate should be included in the group’s discussions. 3. Participation: All participants contribute to the discussion. 4. Agreement Seeking: The group makes a concerted attempt to reach full agreement. 5. Cooperation: Decisions may incorporate individual concerns, but are designed to benefit the whole group. Individual
preferences do not override the needs of the whole group.
District-wide committees, councils, and task forces are encouraged to use the following best practices to reach consensus: • Clarification of the Issue: At the outset of the discussion, issues are clearly presented. • Discussion/Dialogue: Participants combine their insights and knowledge to develop a broader and collective
understanding of the issues. • Participation: Committee members accept responsibility for attending meetings, designating a substitute when unable to
attend, contributing to the discussion, and following up on action items. Committee chairs are expected to schedule meetings in a way that maximizes participation.
• Consensus: Committee members are asked to utilize consensus to reach a decision. The committee reaches consensus once all members and guests have had an opportunity to contribute to the discussion and no one feels so strongly against a resolution that their objection must be noted. o Consensus does not require unanimous approval; however, consensus does require that the group attempts to hear
member’s perspectives for mutual understanding and find a compromise, if possible. If a group can’t reach consensus, the differing viewpoints can be forwarded to the next level of decision making as unresolved.
• Committee Recommendations/Decisions: Once consensus is achieved, all committee members support the decision making process and the recommendations of the committee.
CONSENSUS
SOUTH ORANGE CCD - INTEGRATION 67
DISTRICT-WIDE PLANNING DOCUMENTS AND VERSION CONTROL The key district-wide planning documents that drive and facilitate district-wide planning are listed here. For each plan or document, the assigned planning group or administrative unit is identified. The appropriate SharePoint site is the repository for up-to-date information regarding the respective council/committee, and houses the official current version of each document. The most current version of the planning documents are housed in the assigned group or unit’s SharePoint site.
Education and Facilities Master Plan 2011-2031 (EFMP) (long-range plan) College and district services planning groups support new plan development
District-wide Strategic Plan 2014-2020 (short-range plan) District-wide Planning Council supports updates and new plans
District-wide Planning and Decision Making Manual District-wide Planning Council supports updates and makes changes
District-wide Function Map District-wide Planning Council supports updates and makes changes
District-wide Planning and Resource Allocation Model District-wide Planning Council supports updates and makes change
District-wide Tentative Budget Development District Business Services and all planning groups
District-wide Tentative Budget Approval Board of Trustees review and approval
District-wide Final Budget Approval Board of Trustees review and approval
District-wide Integrated Budget Planning Resource Guide District Business Services
Budget Development Guidelines and Budget Manual District Business Services
District-wide Five Year Construction Plan College planning groups and District Facilities Planning Staff
20 Year Facility, Renovation, and Scheduled Maintenance Plan Capital Improvement Committee
District-wide Technology Plan District-wide Technology Committee
SOUTH ORANGE CCD - DISTRICT-WIDE PLANNING DOCUMENTS 68
Principles of Planning: Part 3 Table Activity
PRINCIPLES OF PLANNING TABLE ACTIVITY: PART 3 69
Wrap Up Questions? Final Comments?
70
THANK YOU!
Repeat sessions coming up…
Friday, January 22, 2016 Orange Coast Community College District
Friday, February 26, 2016 College of the Canyons
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