QMR Meeting

Minutes

December 11, 2018

In attendance:

Dr. Joanna Anderson Dr. Brent Bates Linda Church

James Cunningham Rachel Dawson Dr. Joe Gilgour

Mark Haverly Brad Henderson Dr. Rhonda Hutton-Gann

Mark Kelchner Darci McFail, Facilitator Garry Sorrell

Mary Treuner Toni Walter

Notetaker: Lisa Oesterle

Quality Council Members: Thecla Gibson, Joel Sovanski

Notes Discussion Item:

The Quality System

AQIP is going away; Continuous Quality Improvement is not.

Core Component 5D of the Criteria for Accreditation is about CQI

The Quality System fulfills requirements of just one core component, 5D

But, if effectively implemented . . . projects within the Quality System focus on all Criteria for Accreditation (ideally through well-chosen KPI’s, they should tie in with accreditation)

Action Required:

Person(s) Responsible:

Deadline:

Communication Plan:

Discussion Item:

Recommended Changes to

QMR

1. Begin with KPI analysis – Meeting or not meeting? a. What current projects align with the KPI, and are they meeting

goals? b. What changes need to be made for improvement? c. How are these tied to the criterion for accreditation? Refresh 3

times a year on the 5 criterion. 2. Other Projects – Do they warrant their resources? If they don’t tie to

accreditation, are they unnecessary and warrant the time spent? Is assessment tied to this? The projects will allow us to be more thoughtful and integrative. We have had great projects in the past, but they haven’t been tied to accreditation.

3. Budget Update – variance in budget and actual funds available. Difficult to allocate if we don’t know the needs. We have not taken that into consideration as a part of QMR.

4. Action Determinations – Prioritizing, allocating resources, problems solving.

5. Accountability – ELT or BOT? Meeting more regularly with ELT and keep BOT looped into projects.

6. Focus in on accreditation tied into QMR. (Added by Dr. Anderson) Mark’s office will need to check on time and HR.

Action Required:

Person(s) Responsible:

Deadline:

Communication Plan:

Discussion Item: 1. Train QC members to be project advisors on project management

2

Recommended Changes to

Quality Council

a. Project experience? b. Time accommodations or stipends for extra workload?

i. Would need to help members free up time to be able to work on projects.

ii. Another option, hire facilitators and project managers; however, it would still require the resources of the various people or offices.

iii. Current facilitators are members of ELT. iv. An issue could be that even if we give people release time,

the rest of their job does not go away. v. The amount of time spent depends on the experience of the

advisor and the complexity of the project. vi. Maybe part of training advisors is to train others and change

the culture to be able to identify when your time will be impacted.

vii. It can be career development as well, and if a person is interested in moving into leadership positions, this would be a great opportunity.

2. Authorized as “gate keepers” as well as facilitators a. Prior to QMR, approval or rejection of proposed projects (rubric

determined by ELT?) b. Evaluate project progress, recommend actions (i.e., revoking)

i. Compare impact vs. resources ii. Is it a ‘Just Do It’ project?

iii. QC would give preliminary approval; then QMR. c. Appeal process – ELT would be final decision-making body.

3. Update Project Charter – reinforce connection to (these are currently in charter, but almost as an afterthought): a. Accreditation/KPI’s b. Indicators of success c. Timeline and resources

Action Required:

Person(s) Responsible:

Deadline:

Communication Plan:

Discussion Item:

Other Recommendations

Design standard reporting tool for project managers to report to ELT Sponsor and Quality council

Create an evaluation tool for completed projects, with the goals of capturing the repeating what works well and (vice versa)

Train ELT on project sponsorship

Seek ways to better communicate/advertise the quality system to increase understanding and utilization of the system and to increase nominations for Champions of Quality.

Action Required:

Person(s) Responsible:

Deadline:

Communication Plan:

Discussion Item:

Leveraging Resources

Fiscal Resources – At each QMR, examine variances between projected budget and actual revenue and expenditures to date, by fund

Human Resources – Mark Haverly o Sometimes Mark does not know that one of his team members has

been allocated. He suggested that this could be avoided by setting up a Smartsheet so that each individual is a unique entry in the Smartsheet. This would require that each project have their own

3 Smartsheet. He would want to identify how many hours a week they are committed to this project and what the percentage for the week is. This pulls from duration and dates of project. Base operations to track routine parts of the job. This would be an excellent tool, but would require a lot of training. This tool could be used to decide how much time allocation/resources you have to dedicate to a project. Integrate this with IT and IR where time would be considered when taking on a new project.

Action Required:

Person(s) Responsible:

Deadline:

Communication Plan:

Project List Prioritization:

Projects to be completed

by this month

COMPLETED Projects

Develop and implement process for determining courses that are eligible for fin aid

Migrate employee email to office 365

Compiling accreditation evidence for the quality highlights report

Federal compliance review (in U: drive in AQIP)

Review and revise budget development process, including requests for both recurring and non-recurring expenditures. The strategic plan priorities to budget. (There might be another phase.)

Double Dream Hands

Accommodation time for testing

Shared Leadership Action Project - Phase 1

Action Required:

Person(s) Responsible:

Deadline:

Communication Plan:

Project List Prioritization:

Projects to be completed

by June 2019

Projects to be completed by June 2019

SFCC 50th Anniversary Celebration

Expand/Improve New Employee Orientation

Year Two Clinton nursing expansion

Comprehensive Quality Review (HLC on-site accreditation visit)

Develop program viability index and include process for discontinuing and starting programs.

Web Conferencing Across SFCC Sites (Zoom)

General Education Committee

Implement Canvas LMS

Implement Mobile App

Degree Planner What will we do differently for the next 6 months to ensure project completion?

Change the process

Give monthly report to sponsors

Post project sponsors for each project

Get groups to use the system

QC will make the determination on projects as to whether they are “Just Do It”. “Just Do Its” don’t need project charter.

Update projects with reporting out to ELT, which will be a form of gatekeeping. Do these on ELT days when all members are there.

Assemble a tracking tool.

Action Required:

Person(s) Responsible:

4

Deadline:

Communication Plan:

Project List Prioritization:

Projects to be completed

by December 2019

Projects to be completed by December 2019

Website Accessibility and PDF Files

Google Cloud Applications Technology Exploration

Shared Leadership - Phase 2

Improve efficiency and effectiveness of student communications by pushing more messages, using CRM and other techniques

Faculty Evaluation Revision

Increase mill levy and/or expand tax district

Action Required:

Person(s) Responsible:

Deadline:

Communication Plan:

Project List Prioritization:

Projects to be completed

by June 2020

Projects to be completed by June 2020

Seek NACEP accreditation

Action Required:

Person(s) Responsible:

Deadline:

Communication Plan:

Project List Prioritization:

Projects converted to “Just

Do It” projects

“Just Do It” projects

MySTAR Portal Upgrade: Phase One (Technical)

Health Science Curriculum Framework Project (DESE grant)

ECD Certificate Plan

AA retention project

AG Peer to Peer Mentor Program

Anatomy of a failure

Project Completion - Technical Students

Students left behind

Action Required:

Person(s) Responsible:

Deadline:

Communication Plan:

Discussion Item:

New Project Charters

Coming Initiatives

Pathways implementation

Should grants be implemented into Quality Management system?

Action Required:

Person(s) Responsible:

Deadline:

Communication Plan:

Other Issues Add to ELT agenda discussion regarding report card data.

Add standing item to ELT agenda every month to report out on projects. Could create an A3 for report out to keep them brief. Possibly some of them can be reported on by the project lead.

Darci would like to change project charter for QMR based on decisions made in today’s meeting. Should complete in a year.

Quality Management Review

December 11, 2018

Quality Management Review12/11/18 2:00-5:00

1. Review and discuss recommended changes to the Quality System

a. Quality Management Reviewb. Quality Councilc. Financial and Human Resources

2. Prioritize current and new projects

The Quality SystemAQIP is going away, Continuous Quality Improvement is not

Core Component 5D of the Criteria for Accreditation is about CQI

The Quality System fulfills requirements of just one core component, 5D

BUT, if effectively implemented…..

Projects within the Quality System focus on all Criteria for Accreditation (ideally through well-chosen KPI’s)

Recommended changes to QMR1. Begin with KPI analysis – Meeting or not meeting?

What current projects align with the KPI, and are they meeting goals?What changes need to be made for improvement?

2. Other projects – Do they warrant their resources?

3. Budget Update – variance in budget and actual funds available

4. Action determinations – Prioritizing, allocating resources, problem solving

5. Accountability – ELT and BOT

Recommended changes to Quality Council1. Train QC members to be project advisors Project experience? Time accommodations or stipends?

2. Authorized as “gate keepers” as well as facilitators Prior to QMR, approval or rejection of proposed projects (rubric?) Evaluate project progress, recommend actions (i.e. revoking) Appeal process

3. Update Project Charter – reinforce connection to: Accreditation/KPI’s indicators of success timeline and resources

Other recommendations1. Design standard reporting tool for project managers to report to

ELT Sponsor and Quality Council

2. Create an evaluation tool for completed projects, with the goal of capturing and repeating what works well (and vice versa)

3. Train ELT on project sponsorship

4. Seek ways to better communicate/advertise the quality system to increase understanding and utilization of the system and to increase nominations for Champions of Quality

Leveraging ResourcesFiscal Resources – At each QMR, examine variances between projected budget and actual revenue and expenditures to date, by fund

Human Resources – Mark Haverly

Break

Project List Prioritization

Projects to be completed by this month10 projects due to be completed this month

0 reported as complete

We are not meeting project timelines.

What is causing this failure?

Projects to be completed by June, 20198 projects due to be completed by end of academic/fiscal year1 reported as complete

10 projects held over17 to complete in 6 months

What will we do differently for the next 6 months to ensure project completion?

Projects to be completed by December, 2019

11 long-term projects1 completed

10 remain

New Project Charters

3

Prioritize current and new projects