CAEL Prior Learning Assessment Process Mapping Basics Introduction

CAEL Prior Learning Assessment Process Mapping Basics Introduction – Wilson Finch (C) CAEL 2017 1

Housekeeping Log into phone line or turn on microphone Please MUTE your phones/microphones when not speaking Don’t double up on sound! Ask questions Interaction Pencil and paper (C) CAEL 2014 2

Why PLA? PLA targets adult learners. And adult learners are important to the BIB Consortium State and institutional attainment goals Area adult student goals TAACCCT Job growth Better performing students (C) CAEL 2017 3

Why Focus on PLA? Research shows outcomes for adult students with PLA are better than adults with no PLA credit Higher GPAs Shorter time-to-degree Better retention rates Better completion rates Take more regular courses (C) CAEL 2017 4

Important Challenges PLA Processes are inconsistent across the system, between departments While many stakeholders know their part of the process, no one has a view of the entire process Students may not be realizing the full value of their prior learning (C) CAEL 2017 5

Key PLA Strategies – the BIB Consortium Enhance Advising to Emphasize PLA Map PLA Processes in order to: Better inform and guide college stakeholders and students Increase utilization, availability, and awareness Identify disconnects; improve processes Streamline process Supporting sustainability (C) CAEL 2017 6

Key Elements Entry Points Stakeholders, Relationships Faculty/Staff Touchpoints, Handoffs Documentation Decision Points General, Department-Specific, Population-Specific (C) CAEL 2017 7

Part of the Broader Strategy Inform the advising function Having a basis to which we can apply prior learning from workplace, volunteer, and other life experiences Inform application of future technical assistance: Professional development Policy Tools and approaches (C) CAEL 2017 8

Process Mapping Basics (C) CAEL 2017 9

CAEL PLA Process Sessions For this training and the two following Webinars, the Participants will complete 4 tasks: 1. Relationship Map – Webinar 1 2. Process Map – Webinar 2 3. Issues list (Disconnects) and a Resolution Action Plan – Webinar 2 and 3 4. An Implementation Plan with an improved PLA Process – Post Webinar (C) CAEL 2017 10

Today’s Work Short training on process mapping Workshop 1 – Developing your relationship map Assignments to prepare for the second webinar (C) CAEL 2014 11

Training Topics - Today What is a Process? What are the different types of Process Maps? What is a Process Map? Why Process Map? How do Process Maps Enable Best Practices? What are the symbols used in Process Maps? How are Process Maps used? (C) CAEL 2017 12

Types of Process Maps Flow Chart or Process Flow Relationship Map or Input-Throughput-Output Map Process Map or Cross Functional Process Map (C) CAEL 2017 13

Process – Flow Chart (C) CAEL 2017 14

Relationship Map (C) CAEL 2017 15

Process Map (C) CAEL 2017 16

Steps in Process Mapping (C) CAEL 2014 17

Steps in Process Mapping (C) CAEL 2014 18

Why Process Map? (C) CAEL 2017 19

Organizations (C) CAEL 2017 20

Organizations Organization Level Process Level Individual Level (C) CAEL 2017 21

Silos (C) CAEL 2017 22

Organizational Silos (C) CAEL 2017 23

White Space (C) CAEL 2017 24

Process Map (C) CAEL 2017 25

Process Maps – Best Practice (C) CAEL 2017 26

Relationship Map - Example (C) CAEL 2017 27

Process Map – Best Practice (C) CAEL 2017 28

Process Flow – Flow Charts (C) CAEL 2017 29

CAEL – Relationship Map Example 30 (C) CAEL 2017

CAEL PLA Process Map - Example (C) CAEL 2017 31

Process Mapping Symbols (C) CAEL 2017 32

Start/End Symbol (C) CAEL 2017 33

Process Symbol (C) CAEL 2017 34

Decision Symbol (C) CAEL 2017 35

On Page Reference Symbol (Disconnect) (C) CAEL 2017 36

Creating and Using Process Maps (C) CAEL 2017 1. Create the Map(s) 2. Analyze the Map 3. Ask Questions 4. Identify Disconnects 5. Categorize Disconnects 6. Recommend Solutions and Actions 7. Build an Action Plan 8. Implement the Action Plan 9. Measure the Results 37

Process Map with Symbols – Example (C) CAEL 2017 38

Disconnects (C) CAEL 2017 39

Identifying Disconnects (C) CAEL 2017 40

Types of Disconnects (C) CAEL 2017 41

Categorizing Disconnects (C) CAEL 2017 42

Converting Disconnects to Action (C) CAEL 2017 43

CAEL PLA Webinar Workshop Planned Steps Review information collected prior to Webinar 1 (today) – Build a PLA Relationship Map Assignments Between Sessions Webinar 2 (4/5) – Convert the PLA Relationship Map to a PLA Process Map Use your notes and transfer to the Process Design Worksheet Assignments Between Sessions Webinar 3 (4/19) – Convert Process Map Learning to an Action Matrix and Implementation Plan (C) CAEL 2017 44

CAEL PLA Session Tools CAEL PLA Workshop materials (Process Definition Worksheets) - Information Collection, Analysis and Action Plan Information Collection from Prework Problem Identification and Analysis Action/Implementation Matrix Worksheet PLA Relationship Map (C) CAEL 2017 45

CAEL PLA Webinar 1 Relationship Map (C) CAEL 2017 46

CAEL PLA Process Definition Worksheet (C) CAEL 2017 47

PLA Process Objectives (C) CAEL 2014 48

PLA Planning Information (C) CAEL 2014 49

Relationship Map Template (C) CAEL 2014 50

CAEL PLA Prework Tasks - Inputs (C) CAEL 2017 51

CAEL PLA Prework Tasks Throughputs (C) CAEL 2017 52

CAEL PLA Prework Tasks Outputs (C) CAEL 2017 53

CAEL PLA Webinar 1 Workshop Tasks – Relationship Map (C) CAEL 2017 54

CAEL PLA Webinar - Steps STEP 1 -Review all Inputs, Throughputs and Outputs from our work today. STEP 2 -Transfer appropriate Inputs from Prework to CAEL PLA Relationship Map Template STEP 3 -Transfer appropriate Throughputs (divisions or roles) to the Relationship Map STEP 4 - Transfer appropriate Outputs or Outcomes to the Relationship Map STEP 5 - Add Directional Arrows STEP 6 - Add appropriate descriptions of any additional actions, decisions or end points in the large throughput boxes (C) CAEL 2017 55

Your PLA Relationship Map Step 1 Start with your Blank Relationship Map Template (C) CAEL 2017 56

CAEL PLA Relationship Map Template (C) CAEL 2017 57

Your PLA Relationship Map – Step 2 Start with your Blank Relationship Map Template Transfer your INPUTS from your preliminary materials to the boxes in the left hand column of the Template (C) CAEL 2017 58

CAEL PLA Webinar – Input Example (C) CAEL 2017 59

Your PLA Relationship Map – Step 3 Start with your Blank Relationship Map Template Transfer your INPUTS from your Pre work assignment to the boxes in the left hand column of the Template Transfer the THROUGHPUT Titles on to the middle portion of the Template (C) CAEL 2017 60

CAEL PLA Webinar Throughput (C) CAEL 2017 61

Your PLA Relationship Map – Step 4 Start with your Blank Relationship Map Template Transfer your INPUTS from your Pre work assignment to the boxes in the left hand column of the Template Transfer the THROUGHPUT Titles on to the middle portion of the Template Think about the actions performed by each function and list those high level steps. Do the best you can at this point. Your assignment will include going back to your organization and adding to this list of activities (C) CAEL 2017 62

CAEL PLA Webinar Throughput (C) CAEL 2017 63

Your PLA Relationship Map – Step 5 Start with your Blank Relationship Map Template Transfer your INPUTS from your Pre work assignment to the boxes in the left hand column of the Template Transfer the THROUGHPUT Titles on to the middle portion of the Template Think about the actions performed by each function and list those high level steps. Do the best you can at this point. Your assignment will include going back to your organization and adding to this list of activities Now draw relationship arrows between the different functions in roughly the order they occur. Again, your assignment will include verifying this in your 64 (C) CAEL 2017 organization

CAEL PLA Webinar - Throughput (C) CAEL 2017 65

Your PLA Relationship Map – Step 6 Start with your Blank Relationship Map Template Transfer your INPUTS from your Pre work assignment to the boxes in the left hand column of the Template Transfer the THROUGHPUT Titles to the middle portion of the Template Think about the actions performed by each function and list those high level steps. Do the best you can at this point. Your assignment will include going back to your organization and adding to this list of activities Now draw relationship arrows between the different functions in roughly the order they occur. Again, your assignment will include verifying this in your organization Last, add your OUTPUTS to the boxes on the right hand column of the Template (C) CAEL 2017 66

CAEL PLA Webinar - Output (C) CAEL 2017 67

CAEL PLA Webinar 1 Summary (C) CAEL 2017 68

CAEL PLA Webinar 1 – Review Questions (C) CAEL 2017 69

CAEL PLA Webinar 1 Assignments (C) CAEL 2017 70

CAEL PLA Webinar 1 Assignments Complete your CAEL PLA Session 1 - Next Steps Assignment: Go back to your organization, share your Relationship Map with others Confirm all “Sources of PLA” are listed on your map Include any new “Sources of PLA” that you want to see added as a part of you improved process Check with each department or “Role” from your Map (C) CAEL 2017 71

CAEL PLA Webinar 1 Assignments Complete your CAEL PLA Session 1 - Next Steps Assignment: QUESTIONS: Have you captured all the steps in your process accurately? Do you need to add any new steps with the addition of new “Sources of PLA”? Identify Ways your process could either be streamlined or improved What issues or gaps exist in your institution that need to be resolved? In preparation for Session 2, start to document any process Disconnects and improvements and bring your notes to the next Session (C) CAEL 2017 72

CAEL Prior Learning Assessment Thank You! Wilson Finch Senior Consultant Workforce/Economic Development and Higher Education wfinch@cael. org 872 -704 -0404