STRATEGIC PLANNING SYSTEM. User Manual for Submission of Priorities, Objectives, and Strategies

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1 STRATEGIC PLANNING SYSTEM User Manual for Submission of Priorities, Objectives, and Strategies Presented by the Office of Institutional Effectiveness April 2014

2 Overview The strategic planning effort is facilitated by the Office of Planning & Assessment, ensuring college wide participation in institutional effectiveness and accreditation compliance measures. The department s mission is to track and measure College goals attainment by working with administrators, staff, faculty and student groups within programs and departments to ensure institutional advancement as outlined by SACS in Core Requirement 2.5 and Comprehensive Standard The following four current College goals were established in February 2012: 1. Improve Academic Performance 2. Make Students Ready for the Job Market 3. Improve Students' Collegiate Experience 4. Improve College's Financial Position Some goals will have distinct due dates while others will be ongoing from year-toyear. The system has the functionality to roll over on-going goals and they will not have to be recreated each year. Each semester the system will be opened for reporting and you will be asked to record the status of your departmental goals. During this time, you will have the opportunity to report accomplishments and provide justification for any goals that may need an extended deadline or cancellation due to changing circumstances. We are here to support you; visit us on the Web at and click Faculty & Staff at the top of the page and then select Institutional Effectiveness. THE OFFICE OF INSTITUTIONAL EFFECTIVENESS 1

3 Strategic Planning System Instructions Start by going to the EFSC Website: Click on the Faculty & Staff tab in the black bar at the top of the page Click on the Web-Based Applications link Scroll down until you see Strategic Planning and click on it The Strategic Planning login window will appear (direct link - You will be prompted to enter your B-Number and PIN number to access the main page Main Page Main Menu To begin inputting Priorities and Objectives, click on Add a Priority and Objective Click on Help to access the Strategic Planning System User Manual THE OFFICE OF INSTITUTIONAL EFFECTIVENESS 1

4 On the Add a Priority and Objective page, select ONE College Goal Enter the Priority your top level administrator has determined for the year Enter your Departmental Objective Use the Lookup Name link to find the appropriate supervisor, budget manager, or department chair that will approve your submission. o Clicking this link will open the Lookup pop-up window where you can search for the individual. Enter the individual s name and click Search more than one name may appear Click Select next to the correct name The individual s information (B Number, First Name, Last Name) automatically populate in the applicable fields Click on Save & Continue THE OFFICE OF INSTITUTIONAL EFFECTIVENESS 2

5 The following summary page will appear with links to Edit This Goal and to Add Strategies for This Goal. Click on Edit This Objective if you would like to edit your objective. The system will return you to the previous screen where you can make appropriate changes. Click on Delete This Objective if you would like to delete your objective. Be sure this is what you want to do as you will not be able to undo the deletion. Click on Add Strategies for This Objective if you are ready to enter your strategies for your particular objective. You will be directed to the page below with four sections to complete. THE OFFICE OF INSTITUTIONAL EFFECTIVENESS 3

6 Strategies should begin with an ACTION verb (see Appendix A) Performance Measures should include a number or percentage (%) Choose your completion date and indicate if the strategy is ongoing into the next fiscal year. Strategies describe the steps you need to take to meet the objective. o All statements should begin with ONE action verb that describes the action you will take to accomplish your objective (see Appendix A). Putting the statements in this format ensures that they are measureable and observable for accomplishment tracking. THE OFFICE OF INSTITUTIONAL EFFECTIVENESS 4

7 Eastern Florida State College has various internal and external accountability measures that we are tasked with documenting and working toward achieving. In an effort to better document the work we are doing across the college to meet these measures, the Strategic Planning System for fiscal year allows us to track our progress and link our work to the measures. When adding a strategy you will be able to select which accountability measures your strategy is working towards or contributing to achieving. You are not required to select any of the measures; you are encouraged to do so in an effort to be proactive. A screenshot of this section of the Add a Strategy page below shows the options for selection. The next section of the Add a Strategy page allows you to indicate whether other departments are needed to achieve the strategy and supply justification. THE OFFICE OF INSTITUTIONAL EFFECTIVENESS 5

8 The final section of the Add a Strategy page allows you to indicate the estimated costs associated with your strategy and the type of budget request. Any strategy that has a cost associated with it and a Yes response to the questions that follow the cost will require you to provide responses to the four budget questions that follow. See below screenshot. Include a cost (use numeric values) Click this link to open a window that shows a chart with additional costs to be added to the base salary for requesting additional faculty or staff. If you have estimates from a vendor you can attach them here. These four budget questions replace the budget expenditure form and must be answered if you selected Yes to any of the previous questions. When you have completed the fields of the Add a Strategy page click Save. THE OFFICE OF INSTITUTIONAL EFFECTIVENESS 6

9 After saving your strategy in the system you will see a summary page presenting the priority, objective, and strategies you entered. If you have additional strategies for the same objective click Add Strategies for this Objective to do so. If a strategy requires support from more than one department, you may add an additional department by clicking Add Needed Department. A pop up window will appear (see screenshot below). Complete the appropriate fields and click submit. When you are done adding strategies to a specific objective click the button Submit This Objective to send it to the next level of the approval chain for review and consideration. THE OFFICE OF INSTITUTIONAL EFFECTIVENESS 7

10 Appendix A: Bloom s Taxonomy Action Verb List THE OFFICE OF INSTITUTIONAL EFFECTIVENESS 8