Successfully Aligning Resources With PlanningLeague of Innovation ConferenceMarch 10, 2013

Greg Nelson Vice President of Administrative Services

Tammeil GilkersonVice President of Academic Affairs

San José City College• Founded in 1921

• 10th Oldest Community College in California

• Accredited by the ACCJC/WASC

• Approximately 10k Students

San José City College

Accreditation Requirements• Implement a Mission-Based Strategic

Plan With Quantifiable Goals and Measures of Student Achievement

• Implement a Regular Cycle of Review, Including Information and Data to Update Plans on a Regular Basis

• Evaluate Progress Towards Strategic Plan Goals Using Results of Evaluation for Improvement

A 2010 Retrospective

• No Identifiable Goals or Benchmarks• No Formal Process for Allocating Dollars• No Consistent Program Reviews• No Formalized Process

Building the Foundation• Formalized Strategic Plan and Process• Established College Goals• Linked Key Performance Indicators to

Benchmarks• Instituted Program Review Process• Established Resources Allocation

Process

San José City CollegeIntegrated Planning Process

SJCC Strategic Plan

Master Facilities Plan Technology Plan Student Success

Plans

College Goals

• Promote Student Success• Expand Partnerships • Enhance Employee

Development• Foster Cultural

Competence• Increase Campus Safety

Key Performance IndicatorsCollege Strategic Goal #1: Promote Student Success

Key Performance Indicator:

1A: Increase the persistence rate of first-time students each year

1B: Increase the successful course completion rate of both full-time and part-time students each year1C: Increase the successful course completion rate in basic skills courses each year1D: Increase the improvement rate of students in basic skills

Source: 2012 and 2013 ARCC Reports; District research reports

Linking Goals to Programs

SJCC Strategic Plan

Master Facilities Plan Technology Plan

Dept/Service Program Review

Program Review Committee

Student Success Plans

Establish Quality Program Reviews

Year One: Annual

Program Review

Year Two: Annual

Program Review

Year Three: Annual

Program Review

Year Four: Comprehensiv

e Program Review

Establish Faculty Hiring Priorities

SJCC Strategic Plan

Master Facilities Plan Technology Plan

Dept/Service Program Review

Identify Resource Needs Dept/Service

Academic Senate Recommendations

for Faculty

Program Review Committee

Student Success Plans

Determine Hiring Recommendations

• Academic Senate Reviews Requests

• Program Review Required

• Prioritized Recommendations Submitted to President

• President Reviews Rationale and Establishes Positions to be Hired

Hiring: Lessons Learned

• Professional Alliances Skewed Voting Process

• Academic Senate Needed More Data• More Time For Review• Empower Program Review Committee

to Review and Rate Scoring Rubrics • Institute Parallel Review for Division

Deans

Historical Discretionary Dollars

• Budgets Rolled From Year to Year• No Input From Budget Managers• No Accountability• No Knowledge of Actual Program Costs

• Needed to Establish Process For Full Allocation Methodology

Pilot Process - Operating Funds

• One Time Funds • Limited to Mainly Equipment • Required a Validated Program

Review to Receive Funding• Program Review Had to Align With

Requests

Operating: Lessons Learned

• Not Enough Information to Make Quality Decisions

• Difficulty Reaching Proposers For Clarification

• Request Were Not Tied to Program Review

Operating DecisionsSJCC Strategic

Plan

Master Facilities Plan Technology Plan

Dept/Service Program Review

Identify Resource Needs Dept/Service

Budget HearingsFinance Committee Recommendations

Prioritization by Vice Presidents

Academic Senate Recommendations

for Faculty

Program Review Committee

Student Success Plans

Strengthen Overall Process

• Collect Trend Data• Enhance and Expand Program Review Data• 3 Years of Historical Expenses• Create Presentation Process• Harden the Line Between Planning and

Program Review

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Zero Based Budget Process• First allocation process of this nature in

college history• Ability for Programs to Ask for

Adequate Funding• Achieved Buy-in from all constituency

groups

Zero Based Budget Process• Required Budget Managers to Defend

Budget Requests to College Finance Committee

• Finance Committee = 3 Administrators, 3 Students, 3 Classified, 3 Faculty

• No Program Review = No Dollars Allocated

• Made Programs Defend Need to Keep Historical Budget

Budget Hearings

• Finance Committee Reviewed Data a Week Prior

• Academic Managers: 30-45 Minutes • Non-Academic Managers: 15-30

Minutes• Subject Matter Experts • Detailed Questions From Finance

Committee • Completed 12-14 Hearings in 9 Hours

Budget Hearing Recommendations

• Finance Committee Met Subsequently to Deliberate

• Presidential Priorities Reviewed

• Deliberations Debated Budget and Line Items

• Revenue Available Not Revealed Until End of Deliberations

SJCC Strategic Plan

Master Facilities Plan Technology Plan

Dept/Service Program Review

Identify Resource Needs Dept/Service

Budget HearingsFinance Committee Recommendations

Alignment With Finance, Facilities, Technology Plans

College Planning Council Recommendations

Prioritization by Vice Presidents

Academic Senate Recommendations

for Faculty

Program Review Committee

Student Success Plans

President Approval/Allocation

Award Letters and Appeals

• Every Manager Received Award Letters • President Attends CPC to Explain Major

Changes to Allocations if Any• CPC Relays Information• Managers Have Opportunity to Appeal

if Appropriate

Survey of New Process• The process used for 2012–13, including the budget

hearings, was improved as compared to previous – 98% Agreed or Strongly Agreed

• I found the 2012–13 resource allocation process open and transparent.

- 91% Agreed or Strongly Agreed • The integrated planning process of using program

reviews for resource allocations helped in preparing the annual budget requests for the Finance Committee. – 91% Agreed or Strongly Agreed

• The budget hearing process should be the standard used for all annual budget allocations within the college. – 82% Agreed or Strongly Agreed

Zero Based: Lessons Learned

• Create a Scoring Rubric • Allocate More Time to Academic Divisions • Consider Using Process for Non-

Instructional Hiring• Provide Finance Committee More Training

to Understand Data More Efficiently• Make Unfunded Priority List for New

Dollars

Integrated Planning & Resource Allocation Handbook

• http://www.sjcc.edu/data/files/gallery/ContentGallery/SJCC_Strategic_Planning_And_Resource_Allocation_Handbook_2012.pdf

It Really Works!!!