November 10, 2010 Administrative Program Review at Boston College

1.Introduction of the Administrative Program Review (APR) 2.High-level review of the program and its processes 3.Discussion of how Facilities organizations can use APR for assessment and planning activities Today’s Objectives

What is Administrative Program Review? For the University: APR is a developmental process of on-going reviews that involve systematic assessment, planning, and improvement across administrative units at Boston College. For Departments: APR is a set of activities designed to help managers and employees examine their department’s current operations, make adjustments and establish plans for continuous improvements.

Status of APR Activities to Date »Started in 2006: Year 4 of a 7-Year Cycle »21 departments out of 47 departments »6 – 8 reviews /year during steady-state »Functional areas: AthleticsHuman Resources Auxiliary ServicesInformation Technology EVP AreaStudent Affairs Facilities ServicesUniversity Advancement Financial VP Area

APR Activities and Projected Timeline Preparation & Kick-Off Self-Study External Review Implementation & Follow-Up Action Plan April – May June – February February - April April - June

APR Teams and Deliverables External Reviewers Department Team Self-Study Report External Reviewers’ Report Self-Study Team Action Plan

APR Activities and Projected Timeline Preparation & Kick-Off Self-Study External Review Implementation & Follow-Up Action Plan April – May June – February February - April April - June Trades Grounds Mail Services Housekeeping

APR Organizational Structure Executive Sponsorship EVP & VPs Institutional Research, Planning and Assessment APR Director Logistical Support Data Support Departments Under Review Internal Team Members Department Managers Self-Study Team Department Members External Team Members Outside Area Experts

1.Introduction of the Administrative Program Review (APR) 2.High-level review of the program and its processes 3.Discussion of how Facilities organizations can use APR for assessment and planning activities Today’s Objectives

External Reviewer Perspective “Participating as an external reviewer was an excellent educational opportunity. It was like participating in a 3 day case study”

External Reviewer Benefits »Learn a great deal about another Facilities Organization »Learn a great deal from BC review team and the other external reviewers »Excellent networking opportunity »Provides a new perspective for your own organization »The experience is refreshing

Facilities Services Perspective »Top-to-Bottom look at programs and operations »Examining mission, scope and services »Face-time with VP and EVP »Access to peer institutions and experts »Feedback from customers and constituencies »Connections to University mission and plans »Using data to justify plans and changes »Getting staff involved in improving service

Facilities Services Results and Outcomes »Creating a transportation department »Reorganizing staff, schedules & patterns »Installing new software technology »Adjusting space to meet customer needs »Establishing a single point-of-contact »Implementing standardized inspection program »Expanding single-stream recycling »Developing a training program »Redirecting package delivery from ResHalls

Summary of Key Strengths »Executive sponsorship »Developmental approach »Managed by the departments »Mix of internal and external expertise »Alignment with university mission »Pro-active planning and continuous improvement »Mechanism for tracking on-going progress »Management and employee development

Thanks for Attending this Session! Facilities Services Department Office of Administrative Program Review Boston College 140 Commonwealth Avenue Chestnut Hill, MA