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