November 10, 2010

Administrative Program Review at

Boston College

1. Introduction of the Administrative Program Review (APR)

2. High-level review of the program and its processes

3. Discussion of how Facilities organizations can use APR for assessment and planning activities

Today’s Objectives

What is Administrative Program Review?

For the University:APR is a developmental process of on-going reviews that involve systematic assessment, planning, andimprovement across administrative units at BostonCollege.

For Departments:APR is a set of activities designed to help managers and employees examine their department’s currentoperations, make adjustments and establish plansfor continuous improvements.

Status of APR Activities to Date

» Started in 2006: Year 4 of a 7-Year Cycle» 21 departments out of 47 departments» 6 – 8 reviews /year during steady-state» Functional areas:

Athletics Human Resources

Auxiliary Services Information Technology

EVP Area Student Affairs

Facilities Services University Advancement

Financial VP Area

APR Activities and Projected Timeline

Preparation & Kick-Off

Self-StudyExternal Review

Implementation&

Follow-UpAction Plan

April – May June – February

February - April

April - June

June

APR Teams and Deliverables

External Reviewers

Department Team

Self-Study Report

External Reviewers’

Report

Self-Study Team

Action Plan

APR Activities and Projected Timeline

Preparation & Kick-Off

Self-StudyExternal Review

Implementation&

Follow-UpAction Plan

April – May June – February

February - April

April - June

June

TradesGrounds

Mail Services

Housekeeping

APR Organizational Structure

Executive Sponsorship

EVP & VPs

Institutional Research, Planning and Assessment

APR DirectorLogistical Support

Data SupportDepartments Under Review

Internal Team MembersDepartment Managers

Self-Study TeamDepartment Members

External Team MembersOutside Area Experts

1. Introduction of the Administrative Program Review (APR)

2. High-level review of the program and its processes

3. Discussion of how Facilities organizations can use APR for assessment and planning activities

Today’s Objectives

External Reviewer Perspective

“Participating as an external reviewer was an excellent educational opportunity. It was like participating in a 3 day case study”

External Reviewer Benefits

» Learn a great deal about another Facilities Organization

» Learn a great deal from BC review team and the other external reviewers

» Excellent networking opportunity

» Provides a new perspective for your own organization

» The experience is refreshing

Facilities Services Perspective

» Top-to-Bottom look at programs and operations

» Examining mission, scope and services

» Face-time with VP and EVP

» Access to peer institutions and experts

» Feedback from customers and constituencies

» Connections to University mission and plans

» Using data to justify plans and changes

» Getting staff involved in improving service

Facilities Services Results and Outcomes» Creating a transportation department

» Reorganizing staff, schedules & patterns

» Installing new software technology

» Adjusting space to meet customer needs

» Establishing a single point-of-contact

» Implementing standardized inspection program

» Expanding single-stream recycling

» Developing a training program

» Redirecting package delivery from ResHalls

Summary of Key Strengths » Executive sponsorship

» Developmental approach

» Managed by the departments

» Mix of internal and external expertise

» Alignment with university mission

» Pro-active planning and continuous improvement

» Mechanism for tracking on-going progress

» Management and employee development

Thanks for Attending this Session!

Facilities Services Department

Office of Administrative Program Review

Boston College140 Commonwealth Avenue

Chestnut Hill, MA 02467 www.bc.edu