Successfully Aligning Resources With Planning League of Innovation Conference March 10, 2013 Greg Nelson Vice President of Administrative Services Tammeil Gilkerson Vice President of Academic Affairs

San José City College Founded in th Oldest Community College in California Accredited by the ACCJC/WASC Approximately 10k Students San José City College

Accreditation Requirements Implement a Mission-Based Strategic Plan With Quantifiable Goals and Measures of Student Achievement Implement a Regular Cycle of Review, Including Information and Data to Update Plans on a Regular Basis Evaluate Progress Towards Strategic Plan Goals Using Results of Evaluation for Improvement

A 2010 Retrospective No Identifiable Goals or Benchmarks No Formal Process for Allocating Dollars No Consistent Program Reviews No Formalized Process

Building the Foundation Formalized Strategic Plan and Process Established College Goals Linked Key Performance Indicators to Benchmarks Instituted Program Review Process Established Resources Allocation Process

San José City College Integrated Planning Process SJCC Strategic Plan Master Facilities Plan Technology Plan Student Success Plans

College Goals Promote Student Success Expand Partnerships Enhance Employee Development Foster Cultural Competence Increase Campus Safety

Key Performance Indicators College Strategic Goal #1: Promote Student Success Key Performance Indicator: 1A: Increase the persistence rate of first-time students each year 1B: Increase the successful course completion rate of both full-time and part-time students each year 1C: Increase the successful course completion rate in basic skills courses each year 1D: Increase the improvement rate of students in basic skills Source: 2012 and 2013 ARCC Reports; District research reports

Linking Goals to Programs SJCC Strategic Plan Master Facilities Plan Technology Plan Dept/Service Program Review Program Review Committee Student Success Plans

Establish Quality Program Reviews Year One: Annual Program Review Year Two: Annual Program Review Year Three: Annual Program Review Year Four: Comprehensive Program Review

Establish Faculty Hiring Priorities SJCC Strategic Plan Master Facilities Plan Technology Plan Dept/Service Program Review Identify Resource Needs Dept/Service Academic Senate Recommendations for Faculty Program Review Committee Student Success Plans

Determine Hiring Recommendations Academic Senate Reviews Requests Program Review Required Prioritized Recommendations Submitted to President President Reviews Rationale and Establishes Positions to be Hired

Hiring: Lessons Learned Professional Alliances Skewed Voting Process Academic Senate Needed More Data More Time For Review Empower Program Review Committee to Review and Rate Scoring Rubrics Institute Parallel Review for Division Deans

Historical Discretionary Dollars Budgets Rolled From Year to Year No Input From Budget Managers No Accountability No Knowledge of Actual Program Costs Needed to Establish Process For Full Allocation Methodology

Pilot Process - Operating Funds One Time Funds Limited to Mainly Equipment Required a Validated Program Review to Receive Funding Program Review Had to Align With Requests

Operating: Lessons Learned Not Enough Information to Make Quality Decisions Difficulty Reaching Proposers For Clarification Request Were Not Tied to Program Review

Operating Decisions SJCC Strategic Plan Master Facilities Plan Technology Plan Dept/Service Program Review Identify Resource Needs Dept/Service Budget Hearings Finance Committee Recommendations Prioritization by Vice Presidents Academic Senate Recommendations for Faculty Program Review Committee Student Success Plans

Strengthen Overall Process Collect Trend Data Enhance and Expand Program Review Data 3 Years of Historical Expenses Create Presentation Process Harden the Line Between Planning and Program Review

Zero Based Budget Process First allocation process of this nature in college history Ability for Programs to Ask for Adequate Funding Achieved Buy-in from all constituency groups

Zero Based Budget Process Required Budget Managers to Defend Budget Requests to College Finance Committee Finance Committee = 3 Administrators, 3 Students, 3 Classified, 3 Faculty No Program Review = No Dollars Allocated Made Programs Defend Need to Keep Historical Budget

Budget Hearings Finance Committee Reviewed Data a Week Prior Academic Managers: Minutes Non-Academic Managers: Minutes Subject Matter Experts Detailed Questions From Finance Committee Completed Hearings in 9 Hours

Budget Hearing Recommendations Finance Committee Met Subsequently to Deliberate Presidential Priorities Reviewed Deliberations Debated Budget and Line Items Revenue Available Not Revealed Until End of Deliberations

SJCC Strategic Plan Master Facilities Plan Technology Plan Dept/Service Program Review Identify Resource Needs Dept/Service Budget Hearings Finance Committee Recommendations Alignment With Finance, Facilities, Technology Plans College Planning Council Recommendations Prioritization by Vice Presidents Academic Senate Recommendations for Faculty Program Review Committee Student Success Plans President Approval/ Allocation

Award Letters and Appeals Every Manager Received Award Letters President Attends CPC to Explain Major Changes to Allocations if Any CPC Relays Information Managers Have Opportunity to Appeal if Appropriate

Survey of New Process The process used for 2012–13, including the budget hearings, was improved as compared to previous – 98% Agreed or Strongly Agreed I found the 2012–13 resource allocation process open and transparent. - 91% Agreed or Strongly Agreed The integrated planning process of using program reviews for resource allocations helped in preparing the annual budget requests for the Finance Committee. – 91% Agreed or Strongly Agreed The budget hearing process should be the standard used for all annual budget allocations within the college. – 82% Agreed or Strongly Agreed

Zero Based: Lessons Learned Create a Scoring Rubric Allocate More Time to Academic Divisions Consider Using Process for Non- Instructional Hiring Provide Finance Committee More Training to Understand Data More Efficiently Make Unfunded Priority List for New Dollars

Integrated Planning & Resource Allocation Handbook y/ContentGallery/SJCC_Strategic_Plan ning_And_Resource_Allocation_Hand book_2012.pdf y/ContentGallery/SJCC_Strategic_Plan ning_And_Resource_Allocation_Hand book_2012.pdf

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