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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.

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Presentation on theme: "Program Review Utilizing CAS Principles with Lean Six Sigma Tools Jo Campbell Bowling Green State University American College Personnel Association Annual."— Presentation transcript:

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

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 Standards Included in the 8th Edition are: 1.Academic Advising Programs 2.Adult Learner Programs and Services 3.Alcohol, Tobacco, and Other Drug Programs 4.Assessment Services 5.Auxiliary Services Functional Areas 6.Campus Activities Programs 7.Campus Information and Visitor Services* 8.Campus Police and Security Programs* 9.Campus Religious and Spiritual Programs 10.Career Services* 11.Clinical Health Services 12.College Honor Societies 13.College Unions 14.Commuter and Off-Campus Living Programs 15.Conference and Event Programs* 16.Counseling Services* 17.Dining Services Programs 18.Disability Resources and Services 19.Education Abroad Programs 20.Fraternity and Sorority Advising Programs 21.Graduate and Professional Student Programs and Services 22.Health Promotion Services 23.Housing and Residential Life Programs 24.International Student Programs and Services 25.Internship Programs 26.Learning Assistance Programs 27.Lesbian, Gay, Bisexual, and Transgender Programs and Services* 28.Masters-Level Student Affairs Professional Preparation Programs 29.Multicultural Student Programs and Services 30.Orientation Programs 31.Parent and Family Programs* 32.Recreational Sports Programs 33.Registrar Programs and Services 34.Service-Learning Programs 35.Sexual Assault and Relational Violence Programs* 36.Student Conduct Programs 37.Student Leadership Programs 38.Transfer Student Programs and Services* 39.TRIO and Other Educational Opportunity Programs 40.Undergraduate Admissions Programs and Services* 41.Undergraduate Research Programs 42.Veterans and Military Programs and Services* 43.Women Student Programs and Services * - New or Revised since 2009 Edition Copyright © 2013 CAS

5 CAS Framework for Program Review Contextual Statement Self-Assessment Twelve Components of Standards and Guidelines MissionDiversity, Equity, and Access ProgramInstitutional and External Relations Organization and LeadershipFinancial Resources Human ResourcesTechnology EthicsFacilities and Equipment Law, Policy, and GovernanceAssessment and Evaluation Criterion Measure Rating Scale Does Not ApplyUnable to RateDoes Not Meet Partly MeetsMeetsExceedsExemplary ND 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 committeecompile and develop action plan External review committeesubmit 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

7 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 in delivering value to your customer

8 Sponsor LSS Projects Train others on LSS Lead LSS Projects Use LSS tools Awareness of LSS thelsssa.org LSS Organization Structure

9 1.How does using LSS help in your assessment efforts? 2. Isnt this just adding more work to an overloaded plate?

10 expertrating.com DMAIC 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

11 edrawsoft.com 5 Ws

12 Status / Legend Behind= BehindUpdated By: Jo Campbell Date Last Modified/Updated7/14/2013 OK= OK Team Leader: Jo Campbell Complete= Completed Tool/Phase Being Completed: 24 Project Title: Program Review Task Schedule Task Timing StatusInitiative Responsibility DateTargetClose Opened OriginalModified Date Complete Software installation Compliance Assist is installed on Campus Labs platform ITS6/3/20136/14/2013 Complete Compliance Assist training Staff doing program review first are trained on Compliance Assist software Campus Labs 5/29/20136/30/20136/20/2013 Complete Program Review timeline set Five-year rotation for program review for all student affairs units is established Unit directors 5/1/20136/30/2013 6/14/2013 OK Template drafted Create step-by-step guide to do program review Jo Campbell5/1/20137/14/20137/23/2013 OK CAS principles adopted Every department reviews CAS principles and agrees to use them in program review and day-to-day operations Unit directors 7/15/20137/31/2013 OK Program Review results used Data from program review assessment is used to improve programs and services for customers Unit directors 8/1/20138/15/ PDCA (Plan Do Check Act)

13 3.2 Workplace Audit

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15 Phase Process steps Assessment CommitteeCharacteristicsMethods Product/Process Evaluation Measurement Control Reaction Plan NoNoProductProcess Specification/ TolerancesTechnique Method 1 Capacity building Committee retreat1TrainingCampusLabsPresence Attendance sheet Divisional requirement Replace members consultant& participation 2 Compliance Assist (CA)ITS1Software Installed via webWork orderSoftware onIn queue Notify ITS supervisor software installation computers 3CA training 6 pilot study staff1 Web- based Online synchronous Scheduled with consultant Audio check- in Divisional requirement Notify supervisor programtraining from CampusLabs 4 Program review Unit directors1 Calendar setStaff meeting Agreement among directors Calendar published Divisional requirement Notify supervisor rotation timeline approved 3.11 Ongoing Process Control Plan (OPCP)

16 4squareviews.com

17 Case Studieschoose one from each column and discuss ways to accomplish the program review tasks with LSS tools. 43 CAS StandardsApply Lean Six Sigma tools to program review. Assessment ServicesDMAIC (define/measure/analyze/CAS materials improve/control)available to staff Campus Activities5 Ws (who, when, where, why, Rate 12 elements of self- what)study Housing & Res. LifePDCA (plan, do, check, act)Artifacts & web links Student ConductWorkplace Audit (sort, set in orderInternal review shine, standardize, sustain) Career Services BenchmarkingExternal review TRIO Ongoing Process Control PlanUse findings & recommen- dations SIPOC (suppliers, inputs, process, outputs, customers)

18 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

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 (8 th 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


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