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Strategic and Financial Planning at St. Petersburg College

Strategic and Financial Planning at St. Petersburg College. A look at SPOL and the Process. Planning at St. Petersburg College. Strategic and Financial Planning Our Strategic Planning System SPOL Using SPOL. Mission. Environmental Data. Oversight Committees. Strategic Directions/

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Strategic and Financial Planning at St. Petersburg College

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  1. Strategic and Financial Planning at St. Petersburg College A look at SPOL and the Process

  2. Planning at St. Petersburg College • Strategic and Financial Planning • Our Strategic Planning System • SPOL • Using SPOL

  3. Mission Environmental Data Oversight Committees Strategic Directions/ Institutional Objectives Institutional Effectiveness Year-End Reports Surveys And Assessments Budgets Unit Plans Institutional Effectiveness

  4. 5. Oversight Group Reports Due 10. Provosts Develop Faculty-Staffing Plans 6. President Cabinet Review Key Information Source Data 15. General Education, End of Program, Program Review Reports Due 11. Unit Plans completed; Submitted to Cabinet Members 1. Administer Enrolled Student Survey 7. Update Strategic Directions/ Institutional Objectives 12. Members submit ranked plans to “Unit Planning & Budget Committee” 2. Share Prior Year Survey Results, Educational Outcomes 8. Board Approves Strategic Directions & Objectives 3. General Education, End of Program Assessments, Program Reviews 13. Master Unit Plan brought to Cabinet; Cabinet Budget Meetings Begin 4. Unit Plan End of Year Reports 14. Budget Completed; Approved by Cabinet; Submitted to Board 9. Cabinet Establishes Budget Guidelines; Units begin Unit Plans & Budgets Oct Jun May Jul Jan Apr Nov Dec Feb Mar Planning And Budgeting Calendar

  5. Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Commissioner of Education Appropriations Budget Proposal Senate Budget(s) Governor’s Budget Proposal(s) Final Appropriations Budget Conference Committee Budget House Budget(s) Planning And Budgeting CalendarState of Florida Community College Chancellor’s Appropriations Budget Proposal

  6. Strategic Planning at the Unit Level • Develop/Review the Unit’s Purpose Statement • What the unit must accomplish to be successful. Articulated in a short paragraph.

  7. Steps in the process (Key stakeholders brainstorm) • What Information Sources Identify Success • Assessment Tools and Success Factors may need to be developed.

  8. Planning Issues to Considered • Students/customers satisfaction: Are students learning? Are customer pleased with service/product? • Internal satisfaction: Are we supporting our faculty/employees ? • Societal satisfaction: Are we meeting the community’s needs? • Financial performance: Are we being good stewards of our tax dollars?

  9. Planning • Developing Objectives – Outcomes Oriented • Recurring objectives - Dashboard type items • On your recurring objectives articulate what you have to do to be successfully every year to accomplish the purpose of your unit • Tactical Objectives • Short range

  10. Strategic Planning • Characteristics of Objectives • Specific • Measurable (How do you know what you believe you know) • What assessment instrument (report, focus group, survey, State Directive…) made you believe that improvement such as an increases, decreases, expansion… in something was necessary or required. • Desired outcomes • Aggressive • Realistic • Timely

  11. Strategic Planning

  12. Strategic Planning

  13. Planning • Unit Plans based on data • How do you know what you believe you know? • Assessment/Evaluation • What has your unit done in the past? • What is your unit capable of doing? • What would be an “aggressive” objective if you optimize your process? • No hard fast line between recurring and tactical objectives. • Recurring objectives may have more of an maintenance orientation.

  14. More on Measurements • Productivity • Number of W’s • Class size • Student/customer satisfaction: • Students: SSIs, Gen Ed assessments, surveys, grades, time to enroll • External Reviews • SACS: results of strategic planning & student learning, use of results for improving courses/core processes • FLDOE (done at the college level): disaggregated results (ethnic, gender), transfer success • Internal satisfaction: • On-time, work completed, training, pay • Societal satisfaction: • Meeting the needs of our community

  15. Strategic Planning • Task/Action Plans • Describes what actually needs to be done • Schedule courses • Teach courses • Register students • Pay faculty

  16. New Planning Tool • SPOL - Strategic Planning On Line • Developed by IRCC • Integrated Web based planning system • Began using in 2005-06 Planning Cycle

  17. Advantages of SPOL fromthe Planning Unit Perspective • Global view of strategic planning • Awareness of planning efforts of peers • Impact of plans on other departments • Share with and learn from others • Has given the department focus • Availability of web-based data • Understanding of institutional processes

  18. Assessment Planning

  19. SPOL

  20. SPOL • Easy to navigate • Visually stimulating • Quality content • Intuitively understood

  21. Strategic Planning On-Line • SQL database • Web-based • Integrated systems • Intensive study of user issues and habits • FIPSE Grant – Best Practices

  22. History of SPOL • Bottom up processes • Broad-based participation • Shift to paperless systems • Budget planning and strategic planning are integrated • Two systems were integrated

  23. Rationale for Integration Strategic & Budget Planning • Good practice to precede budget planning with sound educational planning • Both processes involve the same people • Occur at the same time of year • Processes shape and inform one another • Budget is part of the short-range plan

  24. Objectives • Begin with entering your unit’s objectives. To do so, click on the “Objective” tab on the Main Menu. • Click on your Unit. • Click on the “New Objective” tab on the upper right hand corner of the screen • Put most important objectives first, ie: measurable, aggressive and time factor • In your Objectives description use words such as “Improve”; “Increase”, “Decrease”; and “Enhance”

  25. Objectives Click on “Objective Type” “More Info” button to select your objective type. • Next click on “Strategic Objectives” button “More Info” button to select your strategic objective that is relevant to your objective. • Once you enter the Objective, click “Save”

  26. Tasks • Once you have entered the Objective, Click on the “Task” tab and enter the number of the order of preference. If you do not enter a number for the order of preference, the system will automatically enter your Objectives in the order that you entered them into SPOL. • Click “New” • Date Field: (If you click outside the screen – check bottom of screen to find another screen) Date field is not necessary to complete. • Managers can add multiple “Tasks”, by just clicking “New”. Enter your Task Click Save

  27. Assessment Measures • Click “New” and enter data and click “Save” • Managers can add multiple “Assessment Measures”, by just clicking “New”.

  28. Units Impacted • Enter data and click “Save” • Managers can add multiple “Units Impacted”, by just clicking “New”

  29. Unit Purpose • The “Unit Purpose” can be reviewed and changed if necessary

  30. SPOL Mid-Year Reports Usually completed after Christmas Break • Go to SPC Home Page • Click on the “Employee” tab on the right hand side of the page • Enter your “password” and “username” • This will bring you to “Staff Central” • Scroll down mid way on the page to the middle column and click on “Unit Plans & Budget” • Click on “Login to SPOL” • Enter “password” and “username”

  31. SPOL Mid-Year Reports • Go under 2007-2008 fiscal year tab • Click on “Objectives” • Click on “Status Report” tab. Click “New” button. Enter a statement as to the success/failure of this Objective. For example: Success Rate • Unit Purpose – Just be aware of Purpose. This can be done at the Main Menu – Objectives

  32. SPOL End-of-Year Reports Usually completed after July and before Christmas • Go under 2006-2007 fiscal year tab • Click on “Objectives” • Two tabs to be completed • Click on “Results” tab. Enter a statement as to the success/failure of this Objective.

  33. SPOL End-of-Year Reports • Click on “Use of Results” tab • Enter a statement as to what happened over the year that improved your program focus on Student learning and success

  34. New SPOL • New SPOL version likely with the next planning cycle • Look of the system will change

  35. Strategic and Financial Planning at St. Petersburg College A look at SPOL and the Process

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