Succession Planning in the Midst of the Madness
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Transcript of Succession Planning in the Midst of the Madness
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Succession Planning in the Midst of the Madness
WHO HAPPENS
NEXT?
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Your Presenters
Cindy Butler• Retired Director of Student
Financial Services• Metropolitan Community
College of Kansas City• 33,000 students• MASFAP President 1997
Melinda Wood• Retired Director of
Financial Aid• Truman State University• 6,000 students• MASFAP President 2001
Thelma Louise
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“The Two-Weeks Notice Boogie”
You’re at your desk in the midst of the madness. You look up and he’s peeking around the doorway.
“Can I talk with you for a few minutes?”
“Sure,” you say. He closes the door, sits
down and sighs.
And so it goes…
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When someone leaves…
• Staff gap• Lost knowledge• Temporary reassignment of
duties• Hiring process (if approved)• Is the new person right?• Training• Team fit (skills & personality)
bye
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It’s expensive to replace people
NASFAA’s Student Aid Transcript:
• 200% + of executive level employee’s salary
• 70% of non-executive level employee’s salary
Spent in recruiting, retraining and loss of productivity
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Succession Planning Benefits• Lets you identify and develop internal people
with the potential to fill key positions (building bench strength)
• Ensures leadership and management as well as technical skills
• Lets you adapt your staffing model• Gives you a chance to maintain and retain a
functional, complete, diverse, reasonably happy team
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Strategic• envision the perfect staff• think several steps ahead of whoever/whatever’s going on right now,
and plan accordingly
Intentional• take the steps necessary and get people on board to make the plan
materialize
Timely• have a plan ready when an opening appears or resources become
available
Succession Planning is
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Yeah, but you two are retired…– We lasted 55+ years in financial aid– We got awards– We developed our own replacements– We made it out alive
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Here’s what I did
• Worked at Truman for 33 years, 22 as FAD• Small ‘inbred’ staff• 4 months from approval to retirement• Rehiring process was slow due to succession
of internal staff• Current structure was not planned
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Here’s what I did
• Left Avila College after 20 years for Metropolitan Community Colleges in 2001
• MCC was 4 separate colleges (with a 5th on the way) that had just– Combined under one OPE code– Implemented PeopleSoft– Decided to create a new district financial aid
director position (FA Officer of Record)
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What I walked into in 2001 President
Longview President, Blue River
Dean of Students Longview
Dean of Students Penn Valley
Dean of Students Blue River
Dean of Students Maple Woods
Longview Fin Aid Office
Penn Valley Fin Aid Office
Blue River Fin Aid Office
Maple Woods Fin Aid Office
President Penn Valley
President Maple Woods
3 PeopleSoft Consultants
President Longview
President, Blue River
Dean of Students Longview
Dean of Students Penn Valley
Dean of Students Blue River
Dean of Students Maple Woods
District Director of Financial Aid
Longview Fin Aid Office
Penn Valley Fin Aid Office
Blue River Fin Aid Office
Maple Woods Fin Aid Office
President Penn Valley
President Maple Woods
District FA Processor
3 PeopleSoft Consultants
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Vice Chancellor Enr & Admin Svcs
Dean of Students Penn Valley
Dean of Students Longview
Dean of Students Blue River
Dean of Students Maple Woods
Dean of Students Business/Tech
Director of Stud Financial Services
PV Fin Aid Office Business Office
LV Fin Aid Office Business Office
BR Fin Aid Office Business Office
MW Fin Aid Office Business Office
BTC Fin Aid Office Business Office
PeopleSoft FA System Manager
FA Processing Supervisor
FA Processing Specialist
PS FA Module Leader
Delinquent Accounts Mgr
Accounting Manager
PeopleSoft SF System Manager
Default Prevention Coord
Student Fiscal Aid Manager
FA Processing Specialist
Loan Processing Specialist
Student Fiscal Aid Advisor
Accounting Specialist
Vet Processing Specialist
Loan Preparation Specialist
PS SF Module Leader
Collections Specialist
Collections Specialist
Accounting Specialist
Compliance & Training Coord
President Penn Valley
President Longview
President Blue River
President Maple Woods
President Business/Tech
PT Verification Specialist
PT Collections Specialist
PT Collections Specialist
Vice Chancellor Enr & Admin Svcs
Dean of Students Penn Valley
Dean of Students Longview
Dean of Students Blue River
Dean of Students Maple Woods
Dean of Students Business/Tech
Director of Stud Financial Services
PV Fin Aid Office Business Office
LV Fin Aid Office Business Office
BR Fin Aid Office Business Office
MW Fin Aid Office Business Office
BTC Fin Aid Office Business Office
President Penn Valley
President Longview
President Blue River
President Maple Woods
President Business/Tech
What I left for 2012 and Beyond
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Here’s how I did it
• Intensive process review • Combined 4 departments to cross train
staff and gain efficiencies• Constantly watched for talent• Developed rationales for additional staff
positions• Presented arguments they couldn’t refuse• Started over
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Student Financial Services and Campus Enrollment Services 2013
Title Number Location Title Range
Position Status Reports To Direct Reports Function
Function Status Primary Responsibilities
1 DistrictDirector of Student Financial Services Admin existing
VC Student Dev & Adm Services
MetroSoft System Managers Supervision existing
Hire, train, manage, supervise, develop, provide leadership for Student Financial Services team
Accounting Managers System integrity existing Plan, develop, implement, maintain systemsStudent Fiscal Aid Manager Compliance existing
Assure compliance of operation with federal, state and institutional regulations, policies and procedures
Program Coordinator--Default Prevention
Coordinate the work of district and campus financial aid staff to maintain compliant systems, policies and procedures that are standardized across the district
Audit existing Serve as lead contact for Single AuditLeadership and Collaboration existing Chair and serve on committees, groups and task forces
Work collaboratively with appropriate personnel
Report existing Research and provide data to officers
Knowledge Base existing Serve as College expert on student financial aid and payment issues and trends
2 DistrictProgram Coordinator--Default Prevention 8E existing
Director Student Financial Services
Financial Aid Processing Specialist
Challenge Cohort Default Rate existing Investigate and challenge USDE Cohort Default Rate for MCCProgram Coordination existing Serve as the district lead in coordinating of the Direct Loan program
Chair loan group
Breakdown of Each Position (Current & Proposed) with Major Functions/Responsibilities
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Proposed Student Financial Services Position Actions by 2013
Location Name Current TitleCurrent Range
Proposed Status
Proposed Action Proposed Outcome
New Range
Current Salaries
Current Benefits
Net New Salary
Net New Benefits
ProjectedRetire Date Notes
District Cindy ButlerDirector of Student Financial Services Admin no change $$$$$ $$$$$ 9/30/2011
District Dena NorrisProgram Coordinator--Default 8E no change $$$$$ $$$$$
does not include $25,000 grant funding
(actual $$$$$$$)
District Carla MacMillan MS System Manager FA 9E no change $$$$$ $$$$$District Lindsey Jones Module Leader FA 7E no change $$$$$ $$$$$
District newcreate new position
Financial Aid Processing Supervisor 7E $$$$$ $$$$$
District Vacant Processing Specialist 6 no change $$$$$ $$$$$ District Sabrina Osborn Processing Specialist 6 no change $$$$$ $$$$$ District Tara Dettmer Processing Specialist 6 no change $$$$$ $$$$$ District Matt Vandenburg Student Services Tech 4 no change $$$$$ $$$$$
District newcreate new position
Trainer--Student Financial Services 7E $$$$$ $$$$$
District Jane LogueStudent Fiscal Aid Manager 8E no change 8E $$$$$ $$$$$ 6/30/2013
District Susan JoplinStudent Aid Fiscal Specialist 6 no change $$$$$ $$$$$
temporarily a range 4 trainee position until
1/12
District Jason Samayoa Accounting Specialist 5 no change $$$$$ $$$$$District Kathy Mercer MS System Manager SF 9E no change $$$$$ $$$$$District Cindy Ingram Module Leader SF 7E no change $$$$$ $$$$$
District Sherry Muirhead Accounting Manager--SF 9E change change title and range
replace with Student Account Coordinator 7E $$$$$ $$$$$ $$$$$ $$$$$
District Brenda WagnerAccounting Manager--Collections 9E no change $$$$$ $$$$$
District Dianna CarpenterAccount Collections Specialist 6 no change $$$$$ $$$$$
District Sandy SextonStudent Services Specialist 5 change re-title
Accounting Specialist 5 $$$$$ $$$$$
TOTAL $101,744 total new
funds required
Proposed Student Financial Services Position Actions by 2013
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Financial Aid Process Review
Report
June 30, 2007
What else we need to make it happen:• Trainer dedicated to Student Financial
Services• FA Processing Supervisor• Veterans Processing Specialist• 2 Collections Specialist• Loan Preparation Specialist
Presentation to MCC Officers
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Succession Planning Resources
• U.S. Office of Personnel Management Course http://www.opm.gov/hr/employ/index.htm
• Society for Human Resource Management• Corporate Leadership Council’s Succession
Planning Homepage