Comprehensive Program Plan

Transcription

1 Administrative Unit Comprehensive Program Plan Name of Unit: Planning and Research Office Date: 1/26/ College Mission Statement: Cabrillo College is a dynamic, diverse, and responsive educational community dedicated to helping all students achieve their academic, career, and personal development goals. 2. Administrative Unit Outcome, Unit Description, and List of Key Responsibilities (5-10): Administrative Unit Outcome: As a result of engaging with the Planning and Research Office, clients will be able to identify data sources, request technical assistance, and utilize data and reports in planning and decision making processes. Unit Description: Secure and manage high quality data to inform decisions, improve student learning, and promote institutional effectiveness. Key Responsibilities 1. Coordinating planning activities such as the College Strategic Plan and Program Planning. 2. Facilitating mandatory reporting with data and process support. 3. Reviewing and providing mandatory and ad hoc reports and information to national, state, community organizations, and internal offices at Cabrillo. 4. Conducting experimental, quasi-experimental, validation, environmental scans and exploratory research studies, as well as information technology related data-mining and data warehousing. 5. Providing planning and technical support to office and staff members. Please provide comments or discussion to describe relevant history and new directions for your unit: Relevant Changes Since the Last Program Planning Report Changes include staff turnover of one research analyst and the research specialist, several new grants and categorical funds, an increase in research analysts, switchover from legacy to modern systems, and a reorganization grouping PRO with Grants under the umbrella of Institutional Effectiveness. Strengths Strong partnership with IT Access to SQL data warehouse Skilled team members Trust of colleagues

2 Opportunities Expand use of data with new analytical tools New grants increasing number of staff More grants and initiatives on the horizon Challenges Increases in mandated reporting with complex and changing requirements Insufficient number of work stations More grants and initiatives on the horizon Future Directions More restricted funding is likely to come in creating a need to integrate research and reporting to leverage any given analysis for multiple initiatives. New reporting tools are under development that will improve our data delivery. Increased focus on mandatory key performance indicators will create more demand for objective setting, data analysis, and interpretation services. The implementation of the campus portal also provides a new means of directing users to data and information. Page 2 of 8

3 3. Administrative Unit Outcome Assessment and Reflection AUO Reflection (skip if first year): The AUO Assessment indicated the unit should improve our website organization, create more web based reports, offer more data trainings, and ensure all staff have the opportunity to engage in intensive professional development such as conferences. AUO Assessment Analysis Form Use this form to summarize the results of the department meeting in which you discussed the results of your AUO assessment. Department Planning and Research Office Meeting Date January 26, 2017 Number of Staff participating 7 100% % of department AUO (s) (measured 1) Enable the college community to independently access and interpret data. 2) Support PRO personnel to maintain and increase technical skills. Assessment Tool (Briefly describe assessment tool) Goal 1) web traffic, SQL report usage, review of meeting minutes Goal 2) List of skill gains by each staff member Page 3 of 8

4 Assessment Analysis Goal 1) Web hits, SQL report usage, use of data in meetings. (Summarize the assessment results; discuss what needs and issues were revealed) It Historic unique page views of cabrillo.edu/services/pro. Note earlier dates did not have google analytics available. Fall Fall Fall Fall Spring Spring Spring Spring Our usage has not increased over this time but rather has decreased. Spring terms have generally more hits than fall. We noted that some of the hits are from website maintenance and other trivial hits. It appears the entirety of the college has fewer hits. Part of this may be due to the very high volume of traffic during the accreditation visit. Steve will conduct a beta analysis to determine if we are outperforming the college. Our web usage is not voluminous. However, we noted that the way we construct and archive the fact book pages result in lost hits. We likely need to both increase marketing and restructure the fact book page to ensure capture of hits. We may also need to make the home page more inviting to encourage visits. We will be using these lessons to apply to the portal, which might be another venue to drive traffic to the site. Our accreditation sub-page is more popular than our main page. Consider putting fact book link on accreditation page. We should also remove explicit references to /index.html. Consider adding more links to grants and reports we support. SQL report usage SQL reports are primarily created by IT and have grown from 32 to 270 reports since PRO has created 17 of those. We have been exploring other tools including Tableau and PowerBI and have a good conception of what tool works best Page 4 of 8

5 for a given circumstance. We plan on developing at least two new SQL reports this spring. We also examined who were the biggest users and most popular reports. Unfortunately the report only goes back to the 2016 so longer term usage cannot be evaluated. In the last year, articulation and Admissions and Records are by far the heaviest users of SQL reports, which were created by IT. Reports created by PRO are less frequently on average totaling just 6.7% of total usage but there are two PRO created reports in the top ten for usage. New automated reporting tools include PowerBI and Tableau and we still have the SOFIA reporting tool. New metrics should include usage of all reports and count of data workshops and trainings provided. It proved challenging to conduct a content review on meeting minutes and be able to clearly identify use of data. An alternative measure is to review the increase in data reporting on particular topics as standing agenda items on key committees. For example, the Governing Board just requested a data presentation at each board meeting increasing the number of standing data presentations during an academic year by 3. Program planning data presentations are regular items for CIP and IC. Scorecard data are review annually by IEC, Equity, Faculty Senate, Student Senate, CPC, and the Board, which prior to last year were only reviewed by the board. Staff discussed the value of being both receptive to requests as well as being more proactive and intentional about providing data with interpretation assistance regularly to support decision making. Goal 2) Goal met by all staff. One staff requested being able to attend a conference or workshop. One possible conference was identified. Discussion of taking walking work breaks to ensure regular exercise to improve productivity. Four of seven staff reported engaging in at least one professional development activity that was of little value but fortunately consisted of no-fee webinars. All staff reported that the majority of professional development activities were of value. Next Steps (How will you address the needs and issues revealed by the assessment?) Add website improvements as item to staff meetings to improve navigation for users and drive non-trivial traffic. Seek more regular opportunities to provide relevant data to standing committees. Page 5 of 8

6 The two newer analysts will create at least one new SQL reporting services reports to serve both the professional development goal and expand the set of relevant reports to users. Seek opportunity for all staff to be able to attend at least one relevant conference by the end of next academic year. Timeline for Implementation (Make a timeline for how you will implement the next steps outlined above) Website improvements by end of summer 2017 with annual review. Propose recurring data presentations at key committees in spring New SQL reports created in spring Page 6 of 8

7 4. Multi-year Goals based upon AUO reflection Numbered Goals (list in priority order)* 1 Enable the college community to independently access and interpret data. Primary Effectiveness Link* SP2: Sustainable Programs and Services Actions (include year) Year 1: 2017 Action: Update website to improve navigation. Provide trainings. Request regular presentations for key committees. Status Level: In Progress Status Description: Trainings have occurred for selected student services personnel and instructional deans. Training for department chairs and additional student services personnel are planned. Year 2: 2018 Action: Review and improve reports and website navigation to incorporate portal activity. Evaluate and upgrade trainings to incorporate new reports. Status Level: Not Yet Started Year 3: 2019 Action: Conduct environmental scan for new reporting tools. Evaluate prior years efforts. Status Level: Not Yet Started Measure(s) PRO website traffic will increase 5% over the 2016 baseline. Increase the number of SQL and BI report usage by 10% over the 2016 baseline. At least half of key college committees (Institutional Effectiveness Committee, Student Equity and Success Committee, College Planning Council, Faculty Senate, Student Senate, and Governing Board) will have at least one annual standing data report. Numbered Goals (list in priority order)* 2 Support PRO personnel to maintain and increase technical skills. Primary Effectiveness Link* SP1: Professional Development Actions (include year) Year 1: 2017 Action: Each employee select one skill area for development and engage in related activity. Status Level: In Progress Year 2: 2018 Action: Continue with same skill area or begin develop of second skill area. Status Level: Not Yet Started Year 3: 2019 Action: Reinforce skills acquired in years one and two and select new skill focus area. Status Level: Not Yet Started Measure(s) Completion of at least one learning activity or project that demonstrates acquisition of new skill area or improvement of current skill area per year. Page 7 of 8

8 5. Requests For Goal(s) Please use the form at the link below to submit your resource requests: Request Notes $50,000 for research analyst $10,000 professional development $2,000 monitor/projector for conference room $3,000 software $1,000 supplies Page 8 of 8