Program Review for Administrative Business Services Presenters Bonnie

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Program Review for Administrative & Business Services Presenters: Bonnie Ann Dowd, CBO San Diego

Program Review for Administrative & Business Services Presenters: Bonnie Ann Dowd, CBO San Diego Community College District Chris Hill, Grossmont College Aimee Myers, Sierra College Facilitator: Glenn Yoshida, Los Angeles Southwest College Accreditation Institute 2012 Academic Senate for California Community Colleges February 11, 2012

Program Review for Administrative and Business Services Chris Hill Grossmont College

Program Review for Administrative and Business Services Chris Hill Grossmont College

Grossmont-Cuyamaca CCD Annual Cycle 6 -Year Cycle Integrated Planning Cycle Unit Program Review Annual

Grossmont-Cuyamaca CCD Annual Cycle 6 -Year Cycle Integrated Planning Cycle Unit Program Review Annual Program Review Updates Resource Implementation Allocation 6 -Year Unit Plans Annual Action Plans

Grossmont-Cuyamaca CCD § Finishing first complete cycle, likely to be shorter than 6 -year

Grossmont-Cuyamaca CCD § Finishing first complete cycle, likely to be shorter than 6 -year cycle Administrative Services Departments: Bookstore Food Services Business Services Grounds Custodial Maintenance Facilities Printing

Grossmont-Cuyamaca CCD Administrative Services Program Review Process § Units develop long-term goals tied to

Grossmont-Cuyamaca CCD Administrative Services Program Review Process § Units develop long-term goals tied to the college- and district-level strategic plan framework ü ü ü Student Access Student Learning and Success Value and Support of Employees Economic and Community Development Fiscal and Physical Resources

Grossmont-Cuyamaca CCD Admin Services Program Review Process (cont’d) § Units complete document sections related

Grossmont-Cuyamaca CCD Admin Services Program Review Process (cont’d) § Units complete document sections related to: ü ü ü ü Unit Mission Service Provided Major Accomplishments Significant Changes Resource Needs Strengths and Weaknesses Evaluation of Student Service Outcomes and Key Performance Indicators

Grossmont-Cuyamaca CCD Admin Services Program Review Process (cont’d) § Administrative Services PR Committee: ü

Grossmont-Cuyamaca CCD Admin Services Program Review Process (cont’d) § Administrative Services PR Committee: ü Vice President, Admin Services - Co-Chair ü Two faculty members (assigned by Senate, one will be Co-Chair) ü Three Classified Staff members (assigned by Classified Senate, two from Admin Services, one from Academic Affairs or Student Services) ü One Admin Services Supervisor ü One Student (assigned by ASGC)

Grossmont-Cuyamaca CCD Admin Services Program Review Process (cont’d) § Evaluation of Service Outcomes assessment

Grossmont-Cuyamaca CCD Admin Services Program Review Process (cont’d) § Evaluation of Service Outcomes assessment and Key Performance Indicators leads to development of or changes in planned strategies and activities § Program Review process is evaluated for effectiveness at the end of each cycle

Program Review for Administrative and Business Services Bonnie Ann Dowd SDCCD (formerly from Palomar

Program Review for Administrative and Business Services Bonnie Ann Dowd SDCCD (formerly from Palomar CCD)

Palomar CCD Finance & Administrative Services Division’s Program Review Process (PRP) § F&AS departments/units

Palomar CCD Finance & Administrative Services Division’s Program Review Process (PRP) § F&AS departments/units identify department accomplishments, challenges, goals, and plans tied to current Strategic Plan and Master Plan 2022. § Department reviews and analyzes to determine F&AS’s goals and objectives - Service Area Outcomes (SAOs). § Identify Assessment methods and timelines (SAOACs). § PRPs reviewed by Finance and Administrative Services Planning Council (FASPC). § Assessment results used to improve student learning outcomes, service to students, or service to the college and for F&AS planning purposes during next cycle.

Palomar CCD Finance & Administrative Services Division § Division Office - Assistant Superintendent/VP; Assistant

Palomar CCD Finance & Administrative Services Division § Division Office - Assistant Superintendent/VP; Assistant to VP; Use of Facilities Assistant; Internal Auditor § Division Departments: § Business and Contract Services – Risk Mgmt. , Contract Services, Auxiliary Services Mgmt. , Cal-Card and Office Depot Contract Procurement, Mail Services, Warehouse Services, and Print Services. § Facilities Services – Building Services, Construction Services, Custodial, Environmental Health & Safety, Escondido Center Facilities Operations, Facilities Department Office, Facilities Planning, Fixed Assets, and Grounds. § Fiscal Services – Budget Mgmt. , Payroll, Cashiering, Purchasing, Accounts Payable, General Accounting, and People. Soft Financial System Support. § Information Services – Helpdesk, Systems and Programming, Network Services, and Technical Support.

Palomar CCD Finance & Administrative Services Planning Council (FASPC) Ø Ø Ø Ø Ø

Palomar CCD Finance & Administrative Services Planning Council (FASPC) Ø Ø Ø Ø Ø Chair - Vice President, Finance and Administrative Services Two faculty members appointed by Faculty Senate One faculty member appointed by PFF Two classified employees appointed by CCE/AFT One CAST employee representative One student representative appointed by ASG Director of Facilities (or designee) Director of Business & Contract Services (or designee) Director of Fiscal Services (or designee) Director of Information Services (or designee)

Palomar CCD Integrated Planning Model (IPM)

Palomar CCD Integrated Planning Model (IPM)

Palomar CCD Planning Cycle

Palomar CCD Planning Cycle

Palomar CCD Integrating Planning and Resource Allocation

Palomar CCD Integrating Planning and Resource Allocation

Palomar CCD F&AS Division Program Review and Planning Sample

Palomar CCD F&AS Division Program Review and Planning Sample

Palomar CCD F&AS Division Program Review and Planning Sample

Palomar CCD F&AS Division Program Review and Planning Sample

Program Review for Administrative and Business Services Aimee Myers Sierra College

Program Review for Administrative and Business Services Aimee Myers Sierra College

Timeline § 2009 – All-In Program Review – example of College of Marin §

Timeline § 2009 – All-In Program Review – example of College of Marin § 2010 – Process evaluation § re-structure into two committees § continue campus-wide focus on Effectiveness, Relevancy and Currency § 2011 – Make sure whole campus involved in ongoing review process – integrate all offices and programs

Successes § Revised Template and Scoring Matrix to clarify process for users and committee

Successes § Revised Template and Scoring Matrix to clarify process for users and committee § Connect groups on campus – include faculty on committee § Bring folks into program review in a context that supports their role in college mission § On-going evaluation and development of process

Challenges § Adapting language of instruction into world of operations § Making reviews meaningful

Challenges § Adapting language of instruction into world of operations § Making reviews meaningful § Defining relationship to Student Learning Outcomes for operations § Integration with resource and planning processes

Resources/Handouts § Timeline for Program Review – Operations & Administration § Scoring Matrix –

Resources/Handouts § Timeline for Program Review – Operations & Administration § Scoring Matrix – Operations Program Review § Report Template – Operations Program Review § http: //www. sierracollege. edu/About. Us/research/ Program. Review. html

Questions and Answers § Thank you for attending

Questions and Answers § Thank you for attending