ccc 2007-08 planning & assessment “wrap up” findings & recommendations by: diane drebin,...
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CCC 2007-08 Planning & Assessment “Wrap Up”
Findings & RecommendationsBy: Diane Drebin, Kate Gray and Judy Redder (a.k.a.“The Wrappers”) 06/02/08
The “Big” Planning & Assessment Picture – Why do
Wrap Up?
Continuous Improvement
Assessing theCCC Planning ProcessStriving for Continuous
Improvement
Objectives1)Divisions/Departments will better understand the planning process2)The planning template will serve as a tool that helps us understand how priorities connect to activities, and activities connect to outcomes, and outcomes connect to improvement
Assessment ActivityProvide Wrap-Up sessions with Departments & Divisions to gather data/feedback
Consider the Results Organize our findings from the Wrap Up sessions in order to report out and provide some recommendations based on these data
Share the ResultsReport out to the college community
with regard to our findings and recommendations
GoalCCC will develop a meaningful and useful planning process that connects planning to mission, goals, and resources.
Revisit and ReviseThe college will make adjustments where needed; incorporate new understanding; and, expand new ideas based on assessment of the planning process
The “Wrap Up” Charge
Assist Departments and Divisions with the completion of their 2007-2008 planning templates
Assess the 2007-2008 planning process
Report back to the Planning Committee and Executive Team regarding Wrap Up findings and provide some recommendations for the 2008-09 planning process
Assist Divisions/Departments with the Wrap Up of 2007-08 Planning
Methodology– Review departmental planning templates and provide feedback with
regard to content and next steps.
– Provide three guiding questions to assist Departments with the completion of the measuring and documenting of “Actual Outcomes” on the Planning Template.
– Gather information about the planning process by asking Departments to identify “Successes” “Learning” and “Things To Do Differently”.
Goal: Meet with every Department and/or Division by the end of May 2008 for “wrap up” activity.
Examples of Wrap Up Tools(single click to open entire document)
CCC Departmental Planning Wrap Up 2007-08
Thank you for your efforts this past year to implement the new strategic planning process and template. We look forward to meeting with departments to assist with a wrap up of 07-08 planning and assessment. There will be two parts to the wrap up exercise. First, departments will be assessing outcomes. And secondly, departments will be evaluating their planning process. Part I. As you consider your 2007-08 departmental planning templates, and assess for outcomes, we invite you to use the following questions to guide your process:
1. What activities are still in progress? a. Are there some that you would like to roll to 08-09? b. Are there some that you will still complete by end of this year? When?
2. What activities would you like to reconsider?
a. Are there activities that are no longer priorities - why? b. Which ones need further thought or investigation?
3. What activities now have outcomes?
a. What are the outcomes of these activities? b. Did you meet, not meet or exceed your anticipated outcome? c. What evidence do you have that supports your assessment of outcomes – how did you measure?
Part II. Please record your successes, learning and items that you would like to do differently as a result of your planning and assessment process in 07-08. 07-08 Planning Experience
(Department Name Here)
Our Successes
What We Learned
What We Will Do Differently
Contacts: Diane Drebin, Dean of Enrollment Services x2492 Kate Gray, Full-time Faculty Association President x2371 Judy Redder, Curriculum & Reporting Manager x2313 03/18/08 L:Planning.Depts0708WrapUp
2007-08 Strategic Planning Wrap Up Diane – Judy – Kate: Calendar of Department Meetings As of 5/30/08 Date Time Location Department/Division Received
Template? Able to be there?
4.10.08 2:00 p.m. McLoughlin - 226
Humanities Y Judy/Kate/Diane
4.10.08 3:00 p.m. Barlow - Fishbowl
Career Technical Division/Giltz
Y Judy/Kate/Diane
4.14.08 2:00 p.m. Dye-104 English as a Second Language/Williams
Y Judy/Shelly (no Diane or Kate)
4.15.08 1:30 p.m. Dye - Library
Library/Mackey Y Judy/Diane (no Kate)
4.17.08 4:00 p.m. Community Center - 126
Business, Math, Science…/Moller
Y Judy/Kate/Diane
4.22.08 12:00 McLoughlin - 226
Social Science/Keeler Y Kate/Diane (no Judy)
4.23.08 2:00 p.m. Dye-126 Extended Learning Division/Godfrey
Y Judy/Kate/Diane
4.24.08 3:30 p.m. Dye-126 Skills Development/ Hansen Y Judy/Kate/Diane 4.29.08 12:00 R - Fishbowl Drafting/Cook N
rescheduled
5.01.08 9:30 a.m. RR-117 ES Operations Y Judy/Kate/Diane 5.07.08 8:30 a.m. RR-118 Registrar Y (no Diane) 5.07.08 9:00 a.m. Community
Center-127 Career & Employer Resource Center/Blessman
Y Judy/Kate (no Diane)
5.12.08 10:00 a.m.
LAC Student Financial Services/Griffiths
Y Judy/Kate/Diane
5.13.08 9:00 a.m. ? Outreach/Brown Y Judy/Diane (No Kate)
5.13.08 12:00 McLoughlin - 226
Business/Waters Y Judy/Diane (No Kate)
5.15.08 3:00 p.m. ? Facilities/Defontes N rescheduled
Kate/Diane (No Judy)
5.16.08 11:00 a.m.
CC - Vault WIA/Nopp Y Judy/Diane (no Kate)
5.19.08 1:30 p.m. RR-119 Facilities/Switchboard -Defontes
Y Diane (no Kate/Judy)
5.21.08 8:30 a.m. B-101 Campus Services/Leach Y Judy/Kate/Diane 5.21.08 9:15 a.m. CC-112 Counseling/Lupe & Wolfson Y Judy/Kate/Diane
What Happened?
We met with 40 groups representing Departments and/or Divisions across the College.
Feedback regarding planning templates was provided at each meeting.
Questions, answers and discussion took place regarding template format, definition of terms, understanding of the process and next steps.
Data regarding “successes,” “learning” and “do differently” was collected and categorized.
What We HeardSome Themes That Emerged
The Template as a Tool
“Document is difficult to understand what is needed”
“New template makes sense and is helpful”
• Clarification of language is needed
•Usability of the template as a Word document is challenging
•Enables departments to connect institutional, divisional and departmental priorities
•Demonstrates the importance of departmental ownership and accountability
The Template as a Tool
“Document is difficult to understand what is needed”
“New template makes sense and is helpful”
• Clarification of language is needed
•Usability of the template as a Word document is challenging
•Enables departments to connect institutional, divisional and departmental priorities
•Demonstrates the importance of departmental ownership and accountability
Teamwork and Communication
•Departments would like more help and training from their Deans
•PT Faculty felt more involved with this process
•We realized more and better communication within Departments
•The process served as team building
“It’s OK to keep asking questions until it makes sense to a lot of people.”
Teamwork and Communication
•Departments would like more help and training from their Deans
•PT Faculty felt more involved with this process
•We realized more and better communication within Departments
•The process served as team building
“It’s OK to keep asking questions until it makes sense to a lot of people.”
The Planning Process
“Open process – every voice heard and welcome”
•Time consuming
•Overwhelming
•Makes sense
•Instills a sense of pride in accomplishments
•Encourages creativity and dialogue
•Need on-going support and guidance
The Planning Process
“Open process – every voice heard and welcome”
•Time consuming
•Overwhelming
•Makes sense
•Instills a sense of pride in accomplishments
•Encourages creativity and dialogue
•Need on-going support and guidance
What We Heard – Part IISuccesses, Learning and Do Differently(single click for full document)
2007-2008 Wrap-up Data from Departments and Divisions (as submitted by Department/Division Staff)
Division/Department Success Learning Do Differently Humanities Division Better similar templates
Organized and prioritized dept. activities
Finished it Able to divide tasks and
outcomes more effectively
Increased number of class offerings
I survived Reminisced Projected Share meaningful
outcomes
Learned how to measure Details of formal structure
of this planning process with logical categories
Importance of anticipating enrollments
Left side of brain works Patience Connecting our values to
actual CCC outcomes How to help chairs develop
their tables Start the process sooner and
have more time with faculty
Tom gets to have a turn next year
Involve other faculty Will be nice to have it
caught up to annual budget Simplify Emphasize activities/goals
within classroom Have a form that behaves
appropriately Need a whole day to do, in-
service/summer Get the faculty to be more
specific about tasks Enter data into correct
columns Minimize amount of paper
used in copies of the template
Career Technical Division
Greatly benefits planning process
Focused attention of dept. personnel on specific tasks to accomplish
Successful implementation of TTL program and FTE generation
1st time thru (new @ CCC) I learned a lot
Necessity to plan for desired outcomes
Change happens --people --resources --time/timing start early and refine understanding of the process
“Flow” of process Do not set unrealistic
timelines, do not depend on other organizations to move
Stay focused on continuity of planning from year to year
Include staff more in planning process
Integrate with budgeting process
If a consultant is driving, get off the bus!
Provide different training process B4 attempting to complete template
What We (The Wrappers) Have Learned
The College has realized benefits of the planning process that will serve us well in the future:
– There is a greater sense of unity and shared purpose– There is greater alignment of Targeted Tasks with Strategic Priorities and
departments/division now see how they “fit”– There is greater communication taking place up/down and across the institution
Many departments and divisions have been very engaged in the planning process this year…. some have not.
Some of us really like the template as is… some of us really don’t.
Some of us really like the process of planning….some of us really don’t.
Some of us are beginning to understand the importance of strategic planning & assessment… some of us remain unclear about this.
Recommendations: As Submitted by Departments/Divisions
Involve PT, FT, and ACE as much as possible.
Deans to provide feedback and training to department chairs
Deans to provide feedback more regularly.
Develop both qualitative and quantitative targets.
Use the planning document as an organizational and team-building tool.
Be flexible enough to respond to changing student needs.
Based On What We’ve Heard and Learned…Our Recommendations Are:
Revise the Planning Template – Use language that is more easily understood– Provide definition for each of the planning template columns –
i.e., activities, target, measures & outcomes– Provide instructions and examples in each of the planning
template columns– Improve upon the “performance” of the planning template
document– Reconsider the use of color coding in the planning template
Recommendations Continued…
Further Refine the Process– Provide “ramping up” assistance and training to
Departments/Divisions before they begin their planning for 2008-2009
– Establish benchmarks in the planning timeline that allow for self check and feedback
– Better connect Deans with Departments for planning– Create time for Departmental/Divisional in depth dialogue and
planning – not during In Service week– Continue to educate the college community about “why” planning
and assessment is important and provide assistance with the “how”
Remarks From the Wrappers
Meeting with CCC departments and divisions has been a great privilege and pleasure.
Based on our findings, we believe that as a result of the 2007-2008 planning process, the college community has achieved a greater awareness of planning and assessment and has the ability to better:
Prioritize institutional, divisional and departmental activities Begin to connect planning and budgeting Communicate and help determine the direction we go as a college Align divisional and departmental activities with institutional priorities Plan for, carryout, measure and achieve SMART outcomes that fulfill our
mission