VPA Quarterly “ Howgozit ” First Quarter 2008 July 1, 2007 – September 30, 2007 Metric Assessments of Key Operating Areas

Why Measure/Evaluate Data? “If you’re not keeping score, you’re just practicing”…..Vince Lombardi Metrics to assess “how we’re doing” –Outcomes, measures of merit, completed tasks –Identify areas that need training, better guidance or process changes –‘Continuous Process Improvement’, mission accomplishment and institutional effectiveness –Provide the data assessment for Program Review at year’s end Evaluate division level performance, where possible –“Nothing personal….. just business”! Feedback and data analysis are essential parts of the College Planning Cycle

Planning Cycle Overview of SCC Planning Cycle DATA EVAL - SLOs/GELOs - Environmental Scans - Student Surveys - LRCCD Strategic Plan - Accreditation Standards - Effectiveness Reports - Metrics - Program Review Strategic Master Plan Strategic Goals & Directions Set Family of Plans Objectives Set Resource Needs Defined Resource Allocation Plan Implementation 1 Jul 20XX FEEDBACK Aug/Sep Sep/Oct Oct-Apr May/June

College Goals and District Strategic Themes Supported for AY D-5. Organizational Effectiveness: Continually improve organizational processes in order to enhance the institutional effectiveness of the college and ensure fiscal accountability and integrity. C-5. Organizational Effectiveness: Review college organizational structures and functions to improve and design staff processes, for all classifications, including hiring, orientation, mentoring, training, evaluation, and exit processes, as measured by student and staff satisfaction surveys. C-6. Organizational Effectiveness: Prepare for the next accreditation self-study under the new standards by addressing the issues in the recommendations.

VPA Objectives for AY ‘Measures of Merit’…Quantifiable & Achievable Classified Personnel (D-5/C-6) As part of the College’s Strategic Planning System, develop and implement the Classified Staff Management Resource Allocation Plan. Refine procedures for use of the People Admin system for personnel transactions. Track errors and issues and provide feedback to District HR. As part of the College’s Strategic Planning System, integrate classified personnel requirement requisitions into the division/unit planning system Continue to provide periodic training seminars/workshops to review/discuss business practices and procedures. Select topics based on assessment of error rate metrics and division requests.

Areas Measured Classified Staff -- several attributes Spending rates and patterns Business office transactions -- error rates College Store—Book Orders Campus Operations -- several attributes Measurement “standard” evolving to become useful EVIDENCE –Necessary feedback for CONTINUOUS PROCESS IMPROVEMENT –Green, yellow, red as appropriate

Classified Staffing Levels (less Child Development Center)

Classified Hiring Year to Date 9/30/07 * 8 Pending Hiring Decisions

Classified Evaluations Year to Date 9/30/07

Administrative Services Training OCB Reports using Crystal Reports Website PeopleSoft Financial Information Website VPA Public Folder Information Sheets: –Requisitions/Purchase Orders –Blanket PO’s –Capital Outlay Purchases –Travel Authorizations –Budget Checking –Screening for Minimum Qualifications (Tem Employees) –On-line Budget/Journal Entries Business Office Due Dates Boilerplates: –Paperwork Error –Item Failing Budget Check –Intent Correction NEXT WORKSHOP DATE: 7 Dec ‘07

Good Classified New Hires Orientation NEXT ORIENTATION: 1 Feb ‘08

College Discretionary Fund (CDF) Burn Rate 1st Quarter- 1 Jul Sep 2007

Categorical Program Burn Rate 1st Quarter- 1 Jul Sept 07

Instructionally-Related Fund (IR) Burn Rate As of 9/30/07

Special Activities Fund Burn Rate As of 9/30/07

Absence Reports Year to Date 9/30/07

Intents Year to Date 9/30/07

Travel Authorizations Year to Date 9/30/07

Budget Entries Year to Date 9/30/07

Requisitions Year to Date 9/30/07

Textbook Requisitions Year to Date 9/30/07

Waste Diversion Report CY 2006 / 2007

Copier Usage Oct 06 – Sep 07

SCC Building Summary a / o Sep 07

Summary & Closing Thoughts Process improvement, better service is the objective –Metric data provides the feedback loop that lets us target the improvement effort –Essential input for Program Review Additional training sessions planned…at least one per semester –Informational “how-to” papers developed and kept online (VPA Public Folder for now) –Additional measurement areas in the works Integration with College Strategic Planning System is essential and underway Your FEEDBACK is important and welcomedYour FEEDBACK is important and welcomed

Remember….”nothing personal….it’s just business” Metric measures aimed at continuous process improvement ‘Evidence’ critical for feedback loop Integration with College Strategic Planning System