1. 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

2. 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
The presenter’s expertise utilizing the concepts discussed in this program come from
extensive use of the CAS principles throughout 30+ years of professional experience
four courses at the doctoral level in Quality Systems
development of a model project employing LSS in program review.

3. 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

4. Copyright © 2013 CAS Housing and Residential Life Programs
Standards Included in the 8th Edition are:
Academic Advising Programs
Adult Learner Programs and Services
Alcohol, Tobacco, and Other Drug Programs
Assessment Services
Auxiliary Services Functional Areas
Campus Activities Programs
Campus Information and Visitor Services*
Campus Police and Security Programs*
Campus Religious and Spiritual Programs
Career Services*
Clinical Health Services
College Honor Societies
College Unions
Commuter and Off-Campus Living Programs
Conference and Event Programs*
Counseling Services*
Dining Services Programs
Disability Resources and Services
Education Abroad Programs
Fraternity and Sorority Advising Programs
Graduate and Professional Student Programs and Services
Health Promotion Services
Housing and Residential Life Programs
International Student Programs and Services
Internship Programs
Learning Assistance Programs
Lesbian, Gay, Bisexual, and Transgender Programs and Services*
Masters-Level Student Affairs Professional Preparation Programs
Multicultural Student Programs and Services
Orientation Programs
Parent and Family Programs*
Recreational Sports Programs
Registrar Programs and Services
Service-Learning Programs
Sexual Assault and Relational Violence Programs*
Student Conduct Programs
Student Leadership Programs
Transfer Student Programs and Services*
TRIO and Other Educational Opportunity Programs
Undergraduate Admissions Programs and Services*
Undergraduate Research Programs
Veterans and Military Programs and Services*
Women Student Programs and Services  * - New or Revised since 2009 Edition
Founded in 1979, with 11 associations, now 39 higher education associations each have a representative on the CAS Board
Copyright © 2013 CAS

5. CAS Framework for Program Review
Contextual Statement
Self-Assessment
Twelve Components of Standards and Guidelines
Mission Diversity, Equity, and Access
Program Institutional and External Relations
Organization and Leadership Financial Resources
Human Resources Technology
Ethics Facilities and Equipment
Law, Policy, and Governance Assessment and Evaluation
Criterion Measure Rating Scale
Does Not Apply—Unable to Rate—Does Not Meet—
Partly Meets—Meets—Exceeds—Exemplary ND
Make CAS materials available to all appropriate staff
Ask people in the unit to rate the twelve components of the standards & use artifacts
Combine or average scores with a larger unit
Internal review committee—compile and develop action plan
External review committee—make recommendations
Copyright © 2013 CAS

6. 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
Use of vendor (e.g., CampusLabs)
Options for external review—use people at institution outside of unit
Moving forward with recommendations: planning, financial considerations, timetable

7. σ Lean is reducing waste through 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
Lean is reducing waste through
continuous incremental improvement
and involvement of people resulting in
delivering value to your customer
± 3 standard deviations σ
Originating in manufacturing
Lean is reducing waste—cut down wait time, fewer steps, moving a process online
Six sigma—reduce variation, improve process capability
hemenparekh.wordpress.com

8. LSS Organization Structure
Sponsor LSS Projects
Train others on LSS
Lead LSS Projects
Use LSS tools
Awareness of LSS
thelsssa.org
If you hear the terms black belt, etc. you have a framework for understanding the bigger picture
LSS Organization Structure

9. How does using LSS help in your assessment efforts? 2. Isn’t this just
adding more work
to an overloaded
plate?
Find a root cause of a problem—example residence hall move-in, long wait times
If you add more efficiency and effectiveness, less time handling administrative tasks. Example administrative hiring.
Involve more people in the process. Example: give line staff and students a voice

10. DMAIC expertrating.com
Define
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
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
DMAIC
Tools of LSS provide a framework to get our work done in a systematic way
expertrating.com

11. 5 Ws
Sometimes a 6th question is How did it happen?
edrawsoft.com

12. Date Last Modified/Updated Software installation
Status / Legend
Behind
= Behind
Updated By: Jo Campbell
Date Last Modified/Updated
7/14/2013 OK
= OK
Team 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
Software installation
Compliance Assist is installed on Campus Labs platform
ITS
6/3/2013
6/14/2013
Compliance Assist training
Staff doing program review first are trained on Compliance Assist software
Campus Labs
5/29/2013
6/30/2013
6/20/2013
Program Review timeline set
Five-year rotation for program review for all student affairs units is established
Unit directors
5/1/2013
Template drafted
Create step-by-step guide to do program review
Jo Campbell
7/23/2013
CAS principles adopted
Every department reviews CAS principles and agrees to use them in program review and day-to-day operations
7/15/2013
7/31/2013
Program Review results used
Data from program review assessment is used to improve programs and services for customers
8/1/2013
8/15/2013
2.1.0 PDCA (Plan Do Check Act)
Overall plan and status update on your project

13. 3.2 Workplace Audit Snapshot in time
Framework to organize information and plan for the future

15. 3.11 Ongoing Process Control Plan (OPCP)
Phase
Process steps
Assessment Committee
Characteristics
Methods
Product/Process
Evaluation Measurement
Control
Reaction Plan No
Product
Process
Specification/
Tolerances
Technique
Method 1
Capacity building
Committee retreat
Training
CampusLabs
Presence
Attendance sheet
Divisional requirement
Replace members
consultant
& participation 2
Compliance Assist (CA)
ITS
Software
Installed via web
Work order
Software on
In queue
Notify ITS supervisor
software installation
computers 3
CA training
6 pilot study staff
Web-based
Online synchronous
Scheduled with consultant
Audio check-in
Notify supervisor
program
training
from CampusLabs 4
Program review
Unit directors
Calendar set
Staff meeting
Agreement among directors
Calendar published
rotation timeline approved
Another framework to organize your steps for completion of program review
Think ahead about what could go wrong and how to compensate

16. 4squareviews.com SIPOC for program review
Suppliers: Staff, CAS standards, software
Inputs: Artifacts, websites, documentation
Process: Self-study, internal reviewers, external reviewers
Outputs: Reports from self-study, internal reviewers, external reviewers, final report and strategic plan
Customers: Stakeholders interested in your program review (students, parents, college administration, other units in our division, etc.)
4squareviews.com

17. 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 review
shine, standardize, sustain)
Career Services
Benchmarking External review
TRIO
Ongoing Process Control Plan Use findings & recommen-
dations SIPOC (suppliers, inputs, process, outputs, customers)

18. Assessment & evaluation
Strategic
planning
Connecting unit & division to institutional purpose
CAS
principles
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
Mission
Vision
Values
Continuous improvement and accountability: language other institutional stakeholders may value

19. 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?

20. Questions?
Jo Campbell

21. REFERENCES
Balzer, 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
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