November 10, 2010

1. Administrative Program Review at Boston College November 10, 2010

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

3. 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.

4. 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:

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

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

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

8. 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

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

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

11. 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

12. 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

13. 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

14. 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

15. Thanks for Attending this Session!Facilities Services DepartmentOffice of Administrative Program ReviewBoston College140 Commonwealth AvenueChestnut Hill, MA 02467www.bc.edu