Compliance Assist - PRISM. PRISM Planning User s Manual

Transcription

1 Compliance Assist - PRISM PRISM Planning User s Manual 1

2 User s Manual This manual serves as a guide to assist users in the JSU Planning process for the Department/Unit Operational Plans, Student Learning Outcomes and Program Review Recommendations. The manual is designed to take the user step by step through the Planning process in Compliance Assist. The deadline for PRISM Planning for the Academic Year is December 15, If you need additional training or would like to schedule a workshop for assistance in developing goals, objectives or learning outcomes, please contact Kim Presson at 8142 or kpresson@jsu.edu 2

3 Table Of Contents What is PRISM/Compliance Assist? 4 PRISM/Compliance Assist and SACSCOC 5 About PRISM/Compliance Assist Planning 9 Logging in to Compliance Assist 11 Running Reports 14 Evaluate Information 19 Update Information 20 Complete an Item That Will No Longer Be Tracked 27 Budget Requests 29 Add a New Goal, Objective or SLO 35 Populate the Responsible Role Field 42 Relate Unit Goals to University Goals 47 Relate Unit Objectives to Unit Goals 52 3

4 What is PRISM/Compliance Assist? PRISM/Compliance Assist is Jacksonville State University s system for documenting operational goals, objectives and student learning outcomes that support the overall mission of the institution. PRISM/Compliance Assist provides a facility to report on departmental progress towards meeting those goals while providing evidence that JSU is committed to continuous improvement and meeting the requirements designated by SACSCOC. 4

5 PRISM/Compliance Assist and SACSCOC Jacksonville State University is regionally accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). PRISM Planning and Reporting is part of JSU s Comprehensive System of Continuous Improvement which supports SACSCOC Core Requirement 2.5 and Comprehensive Standard relating to Institutional Effectiveness. 5

6 Compliance Assist - PRISM Reporting JSU s Comprehensive System of Continuous Improvement 6

7 PRISM/Compliance Assist and SACSCOC SACSCOC Core Requirement 2.5: The institution engages in ongoing, integrated, and institution-wide research-based planning and evaluation processes that (1) incorporate a systematic review of institutional mission, goals, and outcomes; (2) result in continuing improvement in institutional quality; and (3) demonstrate the institution is effectively accomplishing its mission. 7

8 PRISM/Compliance Assist and SACSCOC SACSCOC Comprehensive Standard 3.3.1: The institution identifies expected outcomes, assesses the extent to which it achieves these outcomes, and provides evidence of improvement based on analysis of the results in each of the following areas: educational programs, to include student learning outcomes administrative support services academic and student support services research within its mission, if appropriate community/public service within its mission, if appropriate 8

9 About PRISM/Compliance Assist Planning The Reporting and Planning processes are meant to be a collaborative activity within each unit. Units are encouraged to utilize small teams of individuals who work as a group in an effort to support continuous improvement within the unit by developing and reporting on goals, objectives and learning outcomes and reporting on Program Review recommendations. The Office of Institutional Effectiveness is available to meet with these groups to discuss continuous improvement and host a workshop to assist in the development of goals, objectives and learning outcomes. Goals, objectives, student learning outcomes and Program Review recommendations are continually tracked until it is determined that they have been accomplished or are no longer relevant. 9

10 About PRISM/Compliance Assist Planning During the PLANNING period, units should evaluate current Goals, Objectives, Student Learning Outcomes and Program Review Recommendations. After all items are evaluated, one of several things should occur with each item: Any item that will continue to be tracked and reported on during the fiscal year being planned should be marked Ongoing, making sure the End Date is extended to 9/30/16 if necessary to reflect the end of the current Strategic Plan period. Any item that will no longer be tracked and reported on during the fiscal year being planned should be marked Complete and the End Date changed to reflect the end of the fiscal year it was last tracked and reported. Please DO NOT DELETE ANY OF THE ITEMS THAT YOU ARE NO LONGER TRACKING/REPORTING. Even though you no longer track items, these items remain in the archive so that they show work towards continuous improvement to SACSCOC. Please mark them Complete. If your data suggests you need to change your Method of Measurement, (what you are doing to reach your goal), you can change this during the Planning phase. 10

11 1. Logging In 11

12 Click on PRISM 3. Enter user name and password. 4. Select Planning link. 12

13 Click More >> link for additional information regarding documentation/user guide and the planning schedule/due dates. 13

14 2. Running Reports The easiest way to see your current goals, objectives, student learning outcomes and program review recommendations is to run the reports. This will allow you to see all of the Goals with their related Objectives together and your SLOs and PR Recommendations grouped together. You can run three reports: Unit Mission, Goals and Objectives Student Learning Outcomes Program Review Recommendations The instructions on the following page will show you the steps in running the reports. An example of a report is on the following page. 14

15 Report Example 15

16 Running Reports: 1. Click on Reports Tab 2. Click on Department Tab 3. Click on the name of your Department/Unit 4. Click on Generate beside the report you would like to run (i.e. Unit Mission, Goals and Objectives, Student Learning Outcomes or Program Review Recommendations) 16

17 Running Reports: 1. Click on Type of Report drop down menu to choose what format you want the report generated in. 2. The dates showing are defaulted to the current Strategic Planning period. If you only want to run a report on only the current fiscal year, change the dates here. 3. Click Clear so the system won t send you a notification that your report is ready. 4. Click on Generate Report. 17

18 Running Reports: 1. When report is ready to download, you will get a Download message under actions. It will show as Refresh until it is ready to download. 2. Click Download to download your report. You will then be able to print it. 18

19 After the reports have been run, evaluate all items to determine the status of each item. During the planning phase: o Determine if the item will continue to be tracked o o o o 3. Evaluate Information Determine if the item will no longer be tracked If an Objective, SLO or PR Recommendation will continue to be tracked, decide if changes need to be made to the Method of Measurement based on your data. Do you need to add new Goals, Objectives or SLOs? Do you need to submit a Budget Justification and Budget Request for any item? 19

20 4. Update Current Information Once the status of each item is determined, you can update any information in the system or add new information into the system. The following pages will show the steps on updating current information 20

21 Click My Dashboard to begin making changes to current items or add new items. 21

22 1. Click Operational Plans to edit Goals and Objectives 2. Click Assessment Plans to edit SLOs 3. Click Program Review Recommendations to edit those 4. Once you choose which area you want to work in, Click Edit Filter and select All so you can view all items that are currently Ongoing. 22

23 To edit a Mission, Goal or Objective, SLO or Program Review Recommendation, click the Name link and then once it is open, click on the Edit tab. 23

24 Continuing a Goal 1. If a Goal will continue to be tracked and reported on make sure the End Date is 9/30/2016, which is the end of the current Strategic Planning period. 2. Also, make sure the Status is marked as Ongoing. 3. Click Save & Close 24

25 Editing a Method of Measurement in an Objective, SLO or PR Recommendation: New Narrative Here 1. After opening the objective, SLO or PR Recommendation, click on the Edit tab in the upper right hand side of the box. 2. Click on the Edit button under the Method of Measurement heading. 3. When the narrative box opens, leave a blank space between the current narrative and the fiscal year of the narrative change. 4. Below the year, type the new narrative for the Method of Measurement 5. When finished click Update CONTINUED ON NEXT PAGE 25

26 Editing a Method of Measurement in an Objective, SLO or PR Recommendation: 1. After clicking Update in the Method of Measurement narrative box, you will return to the edit mode of the Objective, SLO or PR Rec. 2. Scroll to the bottom of the Edit box. 3. Make sure the end date is 9/30/2016 and the status is Ongoing 4. Click Save and Close 26

27 5. Complete an Item If you determine that an Objective, SLO or Program Review Recommendation is complete, do not delete the item. The following pages will show the steps on completing current information so that it stays in the Planning archives. 27

28 Completing an Objective, SLO or Program Review Recommendation: 1. If an Objective, SLO or PR Recommendation will no longer be tracked and reported on, update the Results and Use of Results and note in the narrative of the Use of Results why it is being completed. 2. After updating, scroll to the bottom of the Edit box and change the End Date to the end of the current fiscal year. 3. Also, make sure the Status is marked as Completed. 4. Click Save and Close 28

29 6. Budget Requests Budget requests are tied to your Department or Unit Objectives. The following pages will show the steps on how to perform budget requests. 29

30 Budget Request 1. Open an Objective by clicking on the name of the Objective the Budget Request will be tied to. 2. Click on the Edit tab in the upper right of the box. 3. Scroll to the bottom of the edit box. 4. Click on Edit under Budget Justification 30

31 Budget Request Justification 1. Type in the justification for the budget request in the narrative box and click Update. 31

32 Budget Request 1. After clicking Update in the Budget Request Justification box, you will be returned to the Edit box of your Objective. 2. Click on Add New Budget Request. 32

33 New Budget Request 1. Type in the Description of the Budget Request. 2. Type in the Amount 3. Select upcoming Fiscal Year. 4. Select PRISM Budget Request in the drop down menu for the Budget Account 5. Click on Save. 33

34 Budget Request 1. After clicking Save in the Add New Budget Request box, you will be returned to the Edit box of your Objective. 2. The budget request will be listed here. 3. Click Save and Close. 34

35 7. Add a New Goal, Objective or SLO The following pages will show the steps for adding new goals, objectives and SLOs. 35

36 1. Click Operational Plans to add new Goal or Objective 2. Click Assessment Plans to add new SLOs 3. Click Edit Filter to and select All so you can view all items that are currently Ongoing. 36

37 Adding a New Goal or Objective: 1. Click + New Item 2. Select the entry type 37

38 Add a New Goal: 1. Goal Number Enter the word Goal 2. Enter the Goal Statement Example if you want to number them you can put 1. Insert Goal Statement 3. Start Date is the new Planning Fiscal Year ( ) 4. End Date (9/30/2016) the end of the current Strategic Planning period. 5. Responsible Role - See page Status - Ongoing 7. Click Save & Close See Page 47 to Relate the Goal to a University Goal 38

39 Adding a New Objective: 1. Objective Number Enter the word Objective 2. Enter Objective Statement This will a brief statement of the Objective you are aiming to achieve. 3. Method of Measurement This is a description of how you intend to achieve the Objective. 4. Results Leave Blank - you won t do this until you update your information during the Reporting Period. 5. Use of Results Leave Blank - you won t do this until you update your information during the Reporting Period. 6. Start Date Beginning of upcoming Fiscal Year 7. End Date 9/30/XX (end of current Strategic Planning period) 8. Responsible Role See Page 35 on how to populate the Responsible Role field. 9. Status Ongoing 10. Budget Request Justification You only fill out this area if you want to request funding to achieve this goal. See Page 22 if you need to enter a Budget Request. 11. Click Save & Close See Page 52 to Relate the Unit Objective to a Unit Goal 39

40 To create Student Learning Outcome, follow the same procedure for Goals and Objectives but create them under Assessment Plans To add a Student Learning Outcome, click + New Item, then select the entry type. Student Learning Outcomes are broken out by the outcome characteristics (i.e. Undergraduate, Graduate, Administrative, etc. 40

41 1. Number Enter SLO 2. Discipline Enter the name of the discipline if the SLO is for an academic unit. 3. Student Learning Outcome Enter a brief statement on what the outcome is. 4. Method of Measurement This will be a description of how you plan to achieve the outcome. 5. Results Leave Blank - you won t do this until you update your information during the Reporting Period. 6. Use of Results Leave Blank - you won t do this until you update your information during the Reporting Period. 7. Start Date 10/1/XX Beginning of Fiscal Year the SLO will go into effect. 8. End Date 9/30/XX End of the current Strategic Planning period. 9. Responsible Role See Page 35 on how to populate the Responsible Role field. 10. Click Save & Close 41

42 8. Populating the Responsible Role Field The following pages will show the steps on populating the field in all Mission Statements, Goals, Objectives, SLOs and Program Review Recommendations. 42

43 Responsible Role: 1. Open the item in which you want to populate the Responsible Role field 2. Click on the Edit tab in the upper right side of the Edit box and scroll down. 3. Click on Manage in the Person Responsible box. 43

44 Responsible Role: 1. In the User Name search field, type the last name of the User and it will populate the name. 2. Click Search 3. Select check box(es) to assign Person/Role responsible 4. Select Add, then select Selected 44

45 Responsible Role: 1. Click the box(es) next to the person s name. 2. Click on Add Roles 45

46 Responsible Role: 1. You will be taken back to the Edit screen. 2. The person s name will show in the box. 3. Click on Save and Close 46

47 9. Relating Unit Goals to University Goals The following pages will show the steps on relating your new Unit Goals to the University Goals. 47

48 1. Open your new Goal 2. Click on the Related Tab in the upper right. 48

49 1. Click on +Add under Items This Unit Goal Supports. 49

50 1. Click on JSU so you can see the University Goals. 2. Scroll down until you see the Compass icons. 3. Click on the box next to the University Goal or Goals that the Unit Goal supports. 4. Click on Add. 50

51 1. The University Goal will then show up in the Related field. 2. Click on Close which will save and close the document. 51

52 10. Relating Unit Objectives to Unit Goals The following pages will show the steps on relating your new Unit Objective to the Unit Goals. 52

53 1. Open your new Objective. 2. Click on the Related Tab in the upper right. 53

54 1. Click on +Add under Items This Unit Objective Supports. 54

55 1. Make sure your Department/Unit name is shaded in gray so you can see the Unit Goals. 2. Scroll down until you see the Goal icons. 3. Click on the box next to the Unit Goal or Goals that the Unit Objective supports. 4. Click on Add. 55

56 1. The Unit Goal will then show up in the Related field. 2. Click on Close which will save and close the document. 56

57 About PRISM/Compliance Assist Planning If you have any questions or would like one on one or group training or to schedule a workshop to assistance with goals, objectives, or learning outcomes, please contact: Kim Presson Coordinator of Institutional Effectiveness Extension 8142 kpresson@jsu.edu 57