Streamlining the Program Review Process

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Presentation transcript:

Streamlining the Program Review Process September 5, 2018 Report and recommendations for the Planning & Budget Committee (PBC) from: Mary Concha Thia, Interim VP of Administrative Services Dayo Diggs, Director of Operations Karen Engel, Dean of PRIE Allison Hughes, Instructional Technologist

Recommendations from FCMAT & IEPI Teams: Develop processes and procedures to ensure that decisions at all stages of budget development and updating, including resource allocations, are aligned with the results of institutional program review and the college's strategic plan. (FCMAT) Connect program review to institutional planning and decision-making. (FCMAT) Develop a college procedure that includes criteria for approving, creating and filling new permanent positions. (FCMAT) Improve employees’ knowledge and skills related to planning and resource allocation integration (IEPI)

Last year, PBC adopted a new timeline for Program Review:

Timeframe for program review process is different this year:

CURRENT CHALLENGE PROPOSED SOLUTION SPOL is problematic Clean up SPOL (or use TracDat) Program goals not driving process Set program goals first Requests for people are handled separately from other resource requests Request all resources at the same time Planning Councils lack the “whole picture” Provide more complete information to Planning Councils PBC lacks “whole picture” when setting priorities Budget not driven by PBC’s priorities Create budget based on PBC priorities Programs don’t know if their requests got funded Notify programs of funding in spring

Three Options: Use existing SPOL platform “as is” Clean up SPOL Use TracDat

Demo SPOL clean-up and TracDat

Make all program reviews are visible to everyone:

Timeline for this year: September October November December February March April May January President decides on positions after available funding announced Nov. 2 - 16 Peer Review feedback happens in IPC, SSPC, and APC November 19 Validation concludes. PRIE & Budget Office provide complete lists and rubric to PBC for prioritization May 1-15 Programs notified of what is funded for following year Oct. 30 – Nov. 1 (Forums) September 15 Process Begins Feb - April Budget developed Sept- Oct Deans provide real-time feedback October 12 New position requests due November 1 Programs submit complete program reviews and all resource requests Nov. 2 - 16 Academic and Classified Senates provide position prioritization feedback. December 5 PBC prioritizes requests and presents President with prioritized list. April 15-30 VPA returns to PBC with funding proposal

Our recommendations Streamline process this year to ensure we meet new timeline and goals for program review process Conduct program review in TracDat this year Evaluate changes in spring and plan for an even better cycle and systems for 2018-19 Provide lots of training and 1:1 assistance!