INTEGRATED PLANNING: ADAPTING BEST PRACTICES FOR YOUR COLLEGE February 26, 2016 College of the Canyons Presenters: Barry Gribbons, College of the Canyons Daylene Meuschke, College of the Canyons Irene Malmgren, Mt. San Antonio College Barbara McNeice-Stallard, Mt. San Antonio College Bri Hays, San Diego Mesa College

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 IDEAS4 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 PROCESS5 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 SSSPS4SASGEquity Business Services and PAC-B HR/EEO/Prof. Development CASLNon-credit Curriculum Committee Performance Indicators Title V Program Review Academic Senate COLLEGE OF THE CANYONS - INCLUSIVE PROCESS6 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 (Strategic Plan) Drawn exclusively from program review COLLEGE OF THE CANYONS - INTEGRATION (STRATEGIC PLAN ) 7

Integration (Strategic Plan) COLLEGE OF THE CANYONS - INTEGRATION (STRATEGIC PLAN ) 8 Department objectives tied to college strategic goals

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)9

Budget Planning – Budget Request Entry COLLEGE OF THE CANYONS - INTEGRATION (BUDGET PLANNING)10

Budget Planning (continued) Budget Augmentation Request Ranking COLLEGE OF THE CANYONS - INTEGRATION (BUDGET PLANNING ) 11

Budget Planning (continued) COLLEGE OF THE CANYONS - INTEGRATION (BUDGET PLANNING)12 Budget Connected to Department Objectives

Integration (Staff planning) COLLEGE OF THE CANYONS - INTEGRATION (STAFF PLANNING)13 College of the Canyons’ Program Review prompts ask about: 1-Changes that have occurred in the last 3 years in full- and part-time faculty and staff positions AND 2-Expected changes in staffing over the next 3 years

Integration (Technology Planning) ◦Educational and Facilities Master Plan ◦Technology Master Plan ◦Program Review ◦Instructional Planning form COLLEGE OF THE CANYONS - INTEGRATION (TECHNOLOGY PLANNING)14

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 - TRAINING15

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/SLOS16

COLLEGE OF THE CANYONS - KPI/DATA/IEPI INDICATORS/INSTITUTION-SET STANDARDS/SLOS17 KPI/Data/IEPI indicators/Institution-Set Standards/SLOs

PROGRAM REVIEW DATA TABLE – PROGRAM INDICATORS COLLEGE OF THE CANYONS - PROGRAM REVIEW DATA TABLE18

PROGRAM REVIEW DATA TABLE – RESOURCES INVESTED COLLEGE OF THE CANYONS - PROGRAM REVIEW DATA TABLE19

20 Sample View of College of Canyons’ “Student Equity Heat Map” COLLEGE OF THE CANYONS - STUDENT EQUITY Legend:Red Orange Yellow Green

Integrated Planning Highlights Barbara McNeice-Stallard, Director, Research & IE MT. SAN ANTONIO COLLEGE (MT. SAC)21

Integrated Planning: Big Ideas, Inclusive, & Integration MT. SAC - INCLUSIVE PROCESS22 Plans all Work together (SSSP, SE, MPs, SP, PIE) Institutional Effectiveness Committee (IEC) Oversees 1.Program Review (Planning for Institutional Effectiveness (PIE)) a.Bottom-up approach with top down guidance with Unit, Manager, VP, and President PIEs b.Proposing ISS to be included in PIE 2.Strategic Plan Training provided on PIE and Strategic Plan IEC provides recommendations to President’s Advisory Council (governance) for improvement to PIE and Strategic Plan

Integrated Planning & Budgeting Process MT. SAC- LINK TO BUDGET23 Calendar alignment Many plans are integrated within the Strategic Plan and Program Review (PIE)

Strategic Plan: SO, KPI, PO, OO (oh, my!) MT. SAC- LINK TO STRATEGIC PLAN24

Accreditation: Integrated Planning’s Parent Accreditation can… Create a reason for discussions Provide inclusive opportunities Focus the group on one thing – the Standard Remind the group that standards are necessary for quality education MT. SAC- LINK TO ACCREDITATION 25

Accreditation Calendar MT. SAC- LINK TO ACCREDITATION Representation & Integration Accreditation Steering Committee Work group Writing Teams Board of Trustees Training All parties deliver training ad hoc or at specific trainings (Flex) 26

Integrated Planning Highlights Bri Hays Campus-Based Researcher SAN DIEGO MESA COLLEGE27

 Program review: center of the annual planning process  ALL units complete program reviews Collaborative process within units  Unified Program Review (PR) Committee guides the process PR Committee includes faculty, classified staff, administrators across Student Services, Instruction, and Administrative Services divisions Inclusive Process SAN DIEGO MESA COLLEGE – INCLUSIVE PROCESS28

 Single online platform for program review, budget augmentation requests, and outcome assessment  Unit-level action plans linked to college-wide strategic goals  Goal mapping analyzed annually to assess progress  4-year cycle (Year 1 comprehensive with 3 updates)  Updates themed around college strategic initiatives Integration Across Departments SAN DIEGO MESA COLLEGE - INTEGRATED BETWEEN DEPARTMENTS29

Integration Across Departments SAN DIEGO MESA COLLEGE - INTEGRATED BETWEEN DEPARTMENTS30

 Annual resource requests (budget augmentation) must go through program review  Resource allocation rubrics  Program Review Committee receives resource requests and forwards to appropriate prioritization committee Integration with Budget SAN DIEGO MESA COLLEGE - INTEGRATED BUDGET31

Resource Allocation Rubrics: Example SAN DIEGO MESA COLLEGE - BUDGET ALLOCATION RUBRIC32

oooRERRRRB DISCUSS GOALS, OUTCOMES, ASSESSMENTS, ACTIONS PPRESIDENT’S CABINET RETREAT EVALUATE PROCESSES, RECOMMEND REVISIONS PIE COMMITTEE, PRESIDENT’S CABINET PRIORITIZE RESOURCE REQUESTS FHP, CHP, BARC, PIE INTEGRATE SSSP, IT, EQUITY, TITLE V PLANS CAMPUSWIDE WRITE PROGRAM REVIEW; ASSESS OUTCOMES; ALIGN GOALS, ACTION PLANS ALL DEPTS & UNITS FFALL CONVOCATION; IMPLEMENT PRIORITIES CAMPUSWIDE PLAN BUDGET & ALLOCATE RESOURCES VP ADMIN SERVICES REVISE PROGRAM REVIEW & ASSESSMENT MODULES PR COMMITTEE, IE OFFICE COMMUNICATE OUTCOMES & ACTIONS CAMPUSWIDE Approved President’s Cabinet 5/5/

 Unit-level planning tied to college-wide goals  Linking activities across plans to strategic directions and goals Integration: College-wide Planning SAN DIEGO MESA COLLEGE - INTEGRATION COLLEGE-WIDE34

 Assessment, planning (at all levels) and accountability Integration: College-wide Planning SAN DIEGO MESA COLLEGE - INTEGRATION COLLEGE-WIDE35

Integration: Student Equity  Program review updates focused on specific themes, including equity  Equity data available at program level for instructional programs (access and success) and student services programs  College-wide equity goals set in context of short-term and long- term IEPI aspirational goals SAN DIEGO MESA COLLEGE - INTEGRATION WITH STUDENT EQUITY36

Educational master plan  Outlined key strategic directions and goals  Planning process guided by steering committee  6-year planning cycle  Annual review of progress toward goals Focused on Big Ideas SAN DIEGO MESA COLLEGE - FOCUSED ON BIG IDEAS37

Student success paradigm E DUCATIONAL M ASTER P LAN Student Success & Support Program (SSSP) Basic Skills &Retention Student Equity Plan E XTERNAL FACTORS : F EDERAL AND S TATEWIDE I NITIATIVES STUDENT SUCCESS FRAMEWORK Title V/HSI 38

 Program review training throughout the fall term leading up to the annual deadline  Flex workshops on planning using data and implementing practitioner- and department-level changes  Workshops and training provided by resource allocation recommendation committees  Annual Program Review Manual and online resources  Coming soon: webinars! Training SAN DIEGO MESA COLLEGE - TRAINING39

PLANNING IN A MULTI-COLLEGE DISTRICT Overview of how South Orange CCD approached integration across its colleges and district services… ◦Focused on the meaning of "District" means District-wide (different from District Services) ◦Two colleges and district services work together to accomplish the goals district-wide ◦Relatively "new" District-wide Planning Council (participatory governance rep) District-wide Strategic Plan - SHARED GOALS/OBJECTIVES/KPIS ◦Developed with both colleges and district services participation ◦Collected over 130 ideas on directions for the colleges and district-services ◦Resulted in the creation of 4 main district-wide goals and 13 objectives - all the same in college and district plans SOUTH ORANGE CCD - INTEGRATED PLANNING MODEL 40

SOUTH ORANGE CCD - INTEGRATED PLANNING MODEL41 SOUTH ORANGE CCD STRATEGIC PLANNING MODEL Planning tools used include SharePoint Site and TracDat

Principles of Planning: Part 1 Table Activity PRINCIPLES OF PLANNING TABLE ACTIVITY: PART 142

43 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/ONGOING44 Ongoing

Tools ◦Locally developed online program review and planning module COLLEGE OF THE CANYONS - TOOLS45 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 PLANNING46

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 COORDINATION47

I NTEGRATED P LANNING : K EEPING IT G OING AND I MPROVING MT. SAN ANTONIO COLLEGE MT. SAC – FOLLOW-UP/ONGOING48

Tool Belt: Software and Creativity Standard Tools: Need Creative People Coolio Tools: Need Tech-minded and Creative People Excel (red, yellow, green)TracDat (assign feature), diagrams from the web Word (charts and timelines)Adobe (create own theme) PowerPointPrezi, Smartsheet T-shirts, lanyards (Got Evidence?) MT. SAC – TOOLS 49

Measurement, Evaluation, & Improvement Program Review (PIE) is completed every year with suggestions for improvement given to governance committee (President’s Advisory Council) by Institutional Effectiveness Committee. PIE includes: ◦Where we are; Where we are going; Recommendations for Improvement Alignment from unit/department, to Manager, to VP, to College-wide Strategic Plan is for multiple years with a check-in each year on status and suggested improvements to the Plan Accreditation is ongoing with an Accreditation Steering Committee that focuses the College on specific activities and training to provide continuous quality improvement All Linked to College Mission and Goals MT. SAC – FOLLOW-UP/ONGOING50

MT. SAC - CULTURE 51

KPIs, Standards & Goals  KPI data provided at program and service area levels each year in program review module  Fall and spring planning retreats with key campus governance group members Fall retreat focuses on processes Spring retreat focuses on outcomes  Currently working on the new M-Dash to replace previous college strategic planning scorecard  Performance versus Institution-Set Standards versus IEPI goals and other college-set benchmarks 52 SAN DIEGO MESA COLLEGE - KPI/DATA/INDICATORS

Previous Strategic Planning Scorecard 53 SAN DIEGO MESA COLLEGE - KPI/DATA/INDICATORS

College Planning Tools & Follow-Up  Online unit-level planning system with cloud data storage ◦Linked to strategic directions and goals ◦Embedded resource requests ◦Comprehensive review with unit-level goals tied to college goals ◦Annual updates on goals and objectives (status reports) ◦Closing the loop on prior resource allocations SAN DIEGO MESA COLLEGE- PLANNING TOOLS & FOLLOW-UP 54

Linking Goals & Outcomes at Each Level College Level Division Level Unit Level 55 SAN DIEGO MESA COLLEGE- LINKING GOALS AND OUTCOMES

Evaluation of Planning  Annual process evaluation Tools Training Resources Process  Data collected from various stakeholder groups on campus  Evaluation findings inform annual action plan for integrated planning summer work group  Closing the loop on resource allocation 56 SAN DIEGO MESA COLLEGE- EVALUATION OF PLANNING

EVALUATION OF PLANNING District-wide Climate Survey District-wide Committee Self-Assessments District-wide Planning Council, evaluation of Planning and Decision Making Manual SOUTH ORANGE CCD - EVALUATION OF PLANNING57

Principles of Planning: Part 2 Table Activity PRINCIPLES OF PLANNING TABLE ACTIVITY: PART 258

59 Principles of Planning: Part 3 PRINCIPLES OF PLANNING: PART 3

COLLEGE OF THE CANYONS: PLANNING AND DECISION-MAKING MANUAL60 Planning and Decision-Making Manual

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 PLANNING61 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 PLANNING62 Enrollment Growth Facilities Expansion New Partnerships Growth in Revenue Improved Learning Outcomes Staffing Increases

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 PLANNING63

Outcomes of planning: Highlights from College of the Canyons (full summary included in the Decision- Making Guide) COLLEGE OF THE CANYONS - OUTCOMES OF PLANNING64

O RGANIZATION OF P LANNING : T HE H EART OF I T MT. SAN ANTONIO COLLEGE MT. SAC65

Culture of Planning at Mt. SAC o Ongoing (Program Review and Planning have been in place for years and years) o Robust (change in administration improved Program Review & Planning) o Closing the Loop: How did you use your new Resources last year? o Use of Results: How are your findings being used to improve student success? o Quotes from around campus: o “Do your PIE to get a piece of the PIE” (Resource allocation) o “If it happened after the PIE deadline, re-edit your PIE now!” (Resource allocation) MT. SAC - CULTURE 66

Impact of Integrated Planning o Resources are linked to Program Review and are being followed to show evidence of impact (e.g., more classified hired) o Program Review has more teeth: PIE is required each year by all departments/programs o Planning is now shared, understood (and loved) by many instead of owned by a few o Expanded President’s Advisory Council is convened each fall and spring to discuss, digest, and advise on integrated planning endeavors. Each meeting, we hear that their understanding of planning keeps improving o Institutional Research (IR) Day at Mt. SAC demonstrated integration too. MT. SAC - IMPACT 67

Culture of Planning at Mesa College  Program review: historically robust process Liaison serves as a guide/coach for lead writer Liaison and manager conduct final review and provide summary  Active, engaged participatory governance groups  Continuous review and assessment of processes, structures  Transparent decision-making processes 68 SAN DIEGO MESA COLLEGE - CULTURE OF PLANNING

Planning & Decision-Making Manual  Outlines key organizational structures and processes for decision-making  Highlights the findings and outcomes from the previous academy year  Provides an overview of each participatory governance group, including roles and responsibilities 69 SAN DIEGO MESA COLLEGE - PLANNING AND DECISION-MAKING MANUAL

Outcomes of Planning  Closing the loop at every level  Improvement in student learning and achievement  Programs that meet the needs of the regional and state workforce  Enhanced learning spaces for students  Additional full-time faculty and staff  Strategic collaboration with community groups and other stakeholders SAN DIEGO MESA COLLEGE - OUTCOMES OF PLANNING 70

Principles of Planning: Part 3 Table Activity PRINCIPLES OF PLANNING TABLE ACTIVITY: PART 371

Wrap Up Questions? Final Comments? 72

THANK YOU! 73