Annual Planning Cycle

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1 Annual Planning Cycle

2 Index 1. The Annual Planning Cycle Annual Planning Cycle Annual Mnitring and Evaluatin Reprts (AMERs) (Cycle 1) and Overview AMER (Cycle 1) Three-year Crprate Plan and Divisinal/Departmental Strategic Plans Annual Divisinal/Departmental Business and Imprvement Plans (BIPs) and Budgets Mnitring: BIP Prgress Reprts Staff Appraisals and Develpment Annual Mnitring and Evaluatin Reprts (AMERs) (Cycle 2) and Overview AMER (Cycle 2) Review: Annual Divisinal/Departmental BIPs and Budget Annual Planning Cycle Mnitring: BIP Prgress Reprts Annual Planning Cycle Page 1

3 Dcument Versin Cntrl Dcument Versin Cmmittee Cmmittee Actin Date Curse Cmmittee QAEC SMLT Academic Cmmittee Bard f Directrs Date in frce Annual Planning Cycle Page 2

4 Mnitring 1. The Annual Planning Cycle The fllwing diagram illustrates the different cmpnents which make up ur Annual Planning Cycle: Missin, Visin and Values Crprate Plan (3 years) (strategic planning dcument) Divisinal/Departmental Strategic Plans (3 years) Cnsultatin Divisinal/Departmental Business and Imprvement Plans (Annual) (strategy implementatin and imprvement plans) Annual Mnitring and Evaluatin Reprts [Overview Reprt] Crprate and Divisinal/Departmental Budgets (Annual) Staff Appraisals and Develpment (Annual) Annual Planning Cycle Page 3

5 Our Annual Planning Cycle cmprises: Strategic develpment THROUGH the develpment f: (i) ur Crprate Plan; and (ii) Divisinal/Departmental Strategic Plans; which are INFORMED BY: (i) ur missin, visin and values and Overview Annual Mnitring and Evaluatin Reprt (AMER) (fr the Crprate Plan); and (ii) ur Crprate Plan and Overview AMER (fr the Divisinal/Departmental Strategic Plans); and which have a DURATION f three years, and are subject t review and amendment n an annual basis. Identificatin f areas f gd practice which can be built upn and strengthened and peratinal activities which can be enhanced and imprved THROUGH the develpment f the Overview Annual Mnitring and Evaluatin Reprt (AMER) (Cycle 1); which is INFORMED BY the individual AMERs (Cycle 1) which are cmpleted fr each curse; and which COVERS THE RELEVANT PERIOD up t 31 January (Cycle 1). [NOTE: Cycle 2 cvers the relevant perid up t 30 September and infrms a Mid- Year Review (see belw)] Implementatin f: (i) Divisinal/Departmental Strategic Plans; (ii) actin plans t build upn and strengthen areas f gd practice; and (iii) actin plans t enhance and imprve peratinal activities THROUGH the develpment f: (i) Annual Divisinal/Departmental Business and Imprvement Plans (BIPs); (ii) Annual Crprate and Divisinal/Departmental Budgets (t ensure the necessary financial resurces are prvided fr successful implementatin f the Annual Divisinal/Departmental BIPs); and (iii) Annual Staff Appraisals and Develpment (where staff are set individual targets and any staff develpment needs are identified, t ensure successful implementatin f the Annual Divisinal/Departmental BIPs); which are INFORMED BY: (i) Divisinal/Departmental Strategic Plans and Overview AMER (fr the Annual Divisinal/Departmental BIPs); and (ii) Annual Divisinal/Departmental BIPs (fr the Annual Crprate and Divisinal/Departmental Budgets, and the Annual Staff Appraisals and Develpment); and which have a DURATION f ne year (1 August t 31 July). Mid-Year Review t ensure implementatin f any supplementary actin plans THROUGH a review and amendment f each Annual Divisinal/Departmental BIP; which is INFORMED BY the Overview AMER (Cycle 2); and which has a DURATION f the remainder f the year (1 August t 31 July). Annual Planning Cycle Page 4

6 2. Annual Planning Cycle The fllwing seven stages cmprise ur Annual Planning Cycle (see Sectin 3 fr the specific dates which apply t the Annual Planning Cycle -16): Develpment and apprval f Annual Mnitring and Evaluatin Reprts (AMERs) (Cycle 1) and Overview AMER (Cycle 1) Amendment and apprval f three-year Crprate Plan and three-year Divisinal/Departmental Strategic Plans Develpment and apprval f Annual Divisinal/Departmental Business and Imprvement Plans (BIPs) Develpment and apprval f Crprate and Divisinal/Departmental Budgets Cmpletin f Staff Appraisals and Develpment Develpment and apprval f AMERs (Cycle 2) and Overview AMER (Cycle 2) Review f BIPs and budget allcatins These seven stages are cnsidered further (the third and furth stages are cnsidered tgether). 2.1 Annual Mnitring and Evaluatin Reprts (AMERs) (Cycle 1) and Overview AMER (Cycle 1) The Annual Mnitring and Evaluatin Reprt (AMER) is the principal instrument fr the rutine mnitring f ur activities. The AMER prvides cmprehensive and reliable evidence n the quality and standards f ur academic prvisin, and n factrs that impact upn that prvisin. It prvides intelligence n current and pssible future develpments within a Curse Team s academic r prfessinal cmmunity and acrss the institutin. The AMER prcedure is a crucial cmpnent f the deliberative aspect f the quality system a system that is dependent n the mutual accuntability f, and pen exchanges between, managers, students and staff. A useful r cnclusive AMER is cmprehensive, frward-lking, actin-fcused, strategic and evaluative. The AMER prvides an early warning f issues and factrs that may affect either psitively r negatively the quality and standards f ur prvisin. The Actin Plan is an integral part f the AMER and it distinguishes between the actins required frm the Curse Team itself, and thse required frm ther parts f the institutin. The AMER identifies areas f gd practice which are wrthy f disseminatin thrughut the institutin. This disseminatin will take place thrugh Curse Leader meetings and within the Teaching and Learning Frum (which is cnvened by the Centre fr Excellence in Teaching and Learning (CETL)). The AMER is cmpleted fr each curse and chrt. Sme sectins f the AMER are cmpleted during the delivery f the curse, and, as much as pssible, the AMER is seen and used as a live dcument, capturing what is happening as it happens, in accrdance with ur Annual Planning Cycle. Each sectin within the AMER requires a reflectin n an area f curse perfrmance. Actin pints are identified within the sectins f the AMER, and crss referenced t the Actin Plan. We have tw primary start dates fr ur curses: September and January. We therefre publish tw sets f AMERs fr each curse, with tw crrespnding Overview AMERs. This is t ensure that a full set f annual data is cnsidered fr students irrespective f their start date. Annual Planning Cycle Page 5

7 The first set f AMERs (Cycle 1) are finalised and apprved by 31 March, and cver the relevant perid up t 31 January. Fr example, data fr the fllwing chrts will be cnsidered within the AMERs (Cycle 1) fr the relevant perid up t 31 January : January 2014 chrts Pstgraduate whle set f data cnsidered (because students will cmplete the academic year in December 2014) Undergraduate accelerated delivery n data cnsidered (because students will have cmpleted the academic year in July 2014 and will therefre have been cvered within the AMER (Cycle 2) fr the relevant perid up t 30 September 2014) September 2014 chrts Pstgraduate Term 1 data cnsidered (because September starters will have cmpleted ne term) Undergraduate Term 1 data cnsidered (because September starters will have cmpleted ne term) Once all the AMERs (Cycle 1) have been finalised and apprved, an Overview AMER (Cycle 1) is cmpiled which summarises the salient pints frm each AMER. The Actin Plans frm each AMER are cllated int an institutinal Actin Plan which is included within the Overview AMER (Cycle 1). The AMERs (Cycle 1) are apprved by the relevant Curse Cmmittee and the Quality Assurance and Enhancement Cmmittee (QAEC) by 31 March. They are als prvided t the Senir Management and Leadership Team (SMLT) and Academic Cmmittee fr infrmatin. The Overview AMER (Cycle 1) is apprved by QAEC by 31 March and is als prvided t SMLT and Academic Cmmittee fr infrmatin. 2.2 Three-year Crprate Plan and Divisinal/Departmental Strategic Plans Our Crprate Plan cvers a three-year perid and sets ut ur: Missin, Visin and Values Gals - i.e. ur crprate strategic aims which cmprise general statements f what we seek t achieve Objectives - i.e. an verview f hw we will achieve ur crprate-level gals Our Divisinal/Departmental Strategic Plans als cver a three-year perid. They set ut mre precise gals and bjectives which align with ur Crprate gals and bjectives. Althugh ur Crprate Plan and Divisinal/Departmental Strategic Plans cver a three-year perid, they are live dcuments. They are reviewed annually as part f the Annual Planning Cycle t ensure: they remain fit-fr-purpse; and we pr-actively and effectively respnd t the Overview AMER (Cycle 1). Any revisins made t the Crprate Plan are apprved by SMLT by 14 April. Any revisins made t the Divisinal/Departmental Strategic Plans are apprved by SMLT by 14 May. The Crprate Plan Annual Planning Cycle Page 6

8 and Academic Strategic Plan are als apprved by Academic Cmmittee by 14 July. Other Divisinal/Departmental Strategic Plans which have been revised are prvided t Academic Cmmittee fr infrmatin. 2.3 Annual Divisinal/Departmental Business and Imprvement Plans (BIPs) and Budgets The Overview AMER (Cycle 1) infrms the develpment f the Annual Divisinal/Departmental BIPs thrugh the evaluatin and, in particular, the institutinal Actin Plan which are included in the Overview AMER (Cycle 1). A Crprate Budget is set each year fr the financial year 1 August t 31 July. There is budgetary devlvement f specified expenditure at Divisinal/Departmental level t facilitate implementatin f Annual Divisinal/Departmental BIPs. Divisinal/Departmental Budgets are managed by the Heads f Divisin/Department. Annual Divisinal/Departmental BIPs (Draft 1) and Divisinal/Departmental Budgets (Draft 1) are prepared by each Head f Divisin/Department (with input frm all Divisinal/Departmental staff) by 30 April. Develpment f the BIPs is infrmed by: the three-year Crprate Plan; the relevant three-year Divisinal/Departmental Strategic Plan; and the evaluatin and, in particular, the institutinal Actin Plan which are included in the Overview AMER (Cycle 1). Our Senir Management and Leadership Team (SMLT) cnsiders each Annual Divisinal/Departmental BIP (Draft 1) by 14 May and suggests any necessary amendments. Revised Annual Divisinal/Departmental BIPs (Draft 2) and Annual Divisinal/Departmental Budgets (Draft 2) are prepared by 31 May. The Managing Directr and Finance Manager draft the Crprate Budget (Draft 1), which incrprates the Divisinal/Departmental Budgets (Draft 2) by 14 June. The Managing Directr and Finance Manager meet with each Head f Divisin/Department t agree the Divisinal/Departmental Budget (FINAL) by 21 June. The Annual Divisinal/Departmental BIP (Draft 2) may require amendment fllwing finalisatin f the Divisinal/Departmental Budget (FINAL). The Annual Divisinal/Departmental BIP (FINAL) is apprved by SMLT by 7 July. The Annual Academic BIP (FINAL v1) is subject t apprval by Academic Cmmittee by 14 July. Academic Cmmittee receives the ther Annual Divisinal/Departmental BIPs fr infrmatin. The Annual Academic BIP (FINAL v1) may require amendment, as required by Academic Cmmittee. The Annual Academic BIP (FINAL) is reprted t SMLT by 7 August. The Crprate Budget (FINAL), which incrprates the Divisinal/Departmental Budgets (FINAL), is apprved by the Bard f Directrs by 31 July Mnitring: BIP Prgress Reprts Each Head f Divisin/Department prepares a mnthly BIP Prgress Reprt which is discussed with the Managing Directr prir t the mnthly SMLT meeting. The BIP Prgress Reprt is frmally Annual Planning Cycle Page 7

9 presented at each SMLT fr mnitring purpses. The latest Academic BIP Prgress Reprt is prvided t Academic Cmmittee fr infrmatin. 2.4 Staff Appraisals and Develpment Our staff, cllectively and individually, are key t the successful implementatin f the Annual Divisinal/Departmental BIPs. All ur staff participate in an Annual Staff Appraisal and Develpment Scheme. Staff reflect n their perfrmance ver the current year, set targets fr the next year, and identify any staff develpment needs t enable them t achieve their targets. Individual targets align with the relevant Annual Divisinal/Departmental BIP. Peridic reviews are undertaken t discuss prgress and t identify any further staff develpment needs. Staff Appraisals and Develpment meetings start as sn as Divisinal/Departmental BIPs (FINAL) have been apprved, t be cncluded by 31 August. 2.5 Annual Mnitring and Evaluatin Reprts (AMERs) (Cycle 2) and Overview AMER (Cycle 2) The secnd set f AMERs (Cycle 2) are finalised and apprved by 30 Nvember, and cver the relevant perid up t 30 September. Fr example, data fr the fllwing chrts will be cnsidered within the AMERs (Cycle 2) fr the relevant perid up t 30 September : September 2014 chrts Pstgraduate whle set f data cnsidered (because students will cmplete the academic year in September ) Undergraduate whle set f data cnsidered (because students will cmplete the academic year in July ) January chrts Pstgraduate Term 1 data cnsidered (because January starters will have cmpleted ne term) Undergraduate accelerated delivery whle set f data cnsidered (because students will cmplete the academic year in August ) March/April chrts Undergraduate Term 1 data cnsidered (because March/April starters will have cmpleted ne term the full set f data wuld be cnsidered in the AMER (Cycle 1) cvering the relevant perid up t 31 January 2016) Once all the AMERs (Cycle 2) have been finalised and apprved, an Overview AMER (Cycle 2) is cmpiled which summarises the salient pints frm each AMER. The Actin Plans frm each AMER are cllated int an institutinal Actin Plan which is included within the Overview AMER (Cycle 2). The AMERs (Cycle 2) are apprved by the relevant Curse Cmmittee and the Quality Assurance and Enhancement Cmmittee (QAEC) by 30 Nvember. They are als prvided t SMLT and Academic Cmmittee fr infrmatin. The Overview AMER (Cycle 2) is apprved by QAEC by 30 Nvember and is als prvided t SMLT and Academic Cmmittee fr infrmatin. Annual Planning Cycle Page 8

10 2.6 Review: Annual Divisinal/Departmental BIPs and Budget Heads f Divisin/Department (with input frm all Divisinal/Departmental Staff) review the Annual Divisinal/Departmental BIP, this review being infrmed by: the three-year Crprate Plan; the relevant three-year Divisinal/Departmental Strategic Plan; and the evaluatin and, in particular, the institutinal Actin Plan which are included in the Overview AMER (Cycle 2). This review, and any amendment t the BIP, is cmpleted by mid-december. The amended Annual Divisinal/Departmental BIPs (FINAL) are cnsidered by SMLT the fllwing January. The Amended Annual Academic BIP (FINAL) will be further cnsidered by Academic Cmmittee. Any additinal expenditure required t implement the amended BIPs will be allcated during this review prcess. Annual Planning Cycle Page 9

11 3. Annual Planning Cycle -16 The Planning Cycle fr -16 is as fllws: Annual Planning Cycle -16 Dcument Prcedure Deadline AMER (Cycle 1) Overview AMER (Cycle 1) AMER (Cycle 1), cvering the relevant perid t 31 January, t be apprved by relevant Curse Cmmittee and QAEC, and prvided t SMLT and Academic Cmmittee fr infrmatin Overview AMER (Cycle 1) t be prepared by the Dean, apprved by QAEC, and prvided t SMLT and Academic Cmmittee fr infrmatin 27 Mar Crprate Plan -18 Crprate Plan -18 t be finalised and apprved by SMLT [and t be apprved by Academic Cmmittee in July ] 1 Apr Divisinal/Departmental Strategic Plan -18 Divisinal/Departmental BIP - 16 (Draft 1) Divisinal/Departmental Budget -16 (Draft 1) Divisinal/Departmental Strategic Plan -18 t be finalised and apprved by SMLT [Academic Strategic Plan -18 t be apprved by Academic Cmmittee in July ] Divisinal/Departmental BIP -16 (Draft 1) t be prepared by Head f Divisin/Department with input frm all Divisinal/Departmental staff. This BIP will be infrmed by: (i) the Crprate Plan; (ii) the Divisinal/Departmental Strategic Plan; and (iii) the evaluatin and, in particular, the institutinal Actin Plan which are included in the Overview AMER (Cycle 1) Divisinal/Departmental Budget -16 (Draft 1) t be prepared by Head f Divisin/Department, t include all expenditure required t implement the Divisinal/Departmental BIP 24 Apr Divisinal/Departmental BIP - 16 (Draft 1) Divisinal/Departmental BIP -16 (Draft 1) t be cnsidered by SMLT 6 May Divisinal/Departmental BIP - 16 (Draft 2) Divisinal/Departmental Budget -16 (Draft 2) Divisinal/Departmental BIP -16 (Draft 1) t be amended (if required by the SMLT) by Head f Divisin/Department with input frm all Divisinal/Departmental staff Divisinal/Departmental Budget -16 (Draft 1) t be amended by Head f Divisin/Department, t take int accunt any changes t expenditure required fr the implementatin f the Divisinal/Departmental BIP -16 (Draft 2) 15 May Annual Planning Cycle Page 10

12 Draft Crprate Budget -16 (Draft 1) Managing Directr and Finance Manager t prepare Crprate Budget -16 (Draft 1), t incrprate Divisinal/Departmental Budgets -16 (Draft 2) 12 Jun Divisinal/Departmental Budget -16 (FINAL) Managing Directr and Finance Manager t meet with each Head f Divisin/Department t discuss Divisinal/Departmental Budget -16 (Draft 2) and finalise the Divisinal/Departmental Budget Jun Divisinal/Departmental BIP - 16 (FINAL) Divisinal/Departmental BIP -16 (Draft 2) t be amended (if required fllwing finalisatin f Divisinal/Departmental Budget -16 (FINAL)) by Head f Divisin/Department with input frm all Divisinal/Department staff 19 Jun Divisinal/Departmental BIP - 16 (FINAL) Divisinal/Departmental BIP -16 (FINAL) t be apprved by SMLT 1 Jul Crprate Plan -18 Academic Strategic Plan -18 Academic BIP -16 (FINAL v1) Divisinal/Departmental BIP - 16 (FINAL) Crprate Plan -18, Academic Strategic Plan -18 and Academic BIP -16 (FINAL v1) t be apprved by Academic Cmmittee (amendments may be required by Academic Cmmittee) All ther Divisinal/Departmental BIPs -16 (FINAL) t be received by Academic Cmmittee fr infrmatin nly 2 Jul Crprate Plan -18 Academic Strategic Plan -18 Academic BIP -16 (FINAL) Any amendments made t the Crprate Plan -18, Academic Strategic Plan -18 and Academic BIP -16 (FINAL v1), as required by Academic Cmmittee, t be reprted t SMLT 5 Aug Crprate Budget -16 (FINAL) Crprate Budget -16 (FINAL), which incrprates Divisinal/Departmental Budgets -16 (FINAL), t be apprved by the Bard f Directrs 24 Jul Staff Appraisals and Develpment -16 Staff Appraisals and Develpment -16 meetings t be cmpleted and reprts agreed 28 Aug AMER (Cycle 2) Overview AMER (Cycle 2) AMER (Cycle 2), cvering the perid t 30 September, t be apprved by relevant Curse Cmmittee and QAEC, and prvided t SMLT and Academic Cmmittee fr infrmatin Overview AMER (Cycle 2) t be prepared by the Dean, apprved by QAEC, and prvided t SMLT and Academic Cmmittee fr infrmatin 30 Nv Annual Planning Cycle Page 11

13 Review f Divisinal/Departmental BIP -16 (FINAL) Divisinal/Departmental BIP -16 (FINAL) t be reviewed by the Head f Divisin/Department with input frm all Divisinal/Departmental staff. This review will be infrmed by: (i) the Crprate Plan; (ii) the Divisinal/Departmental Strategic Plan; and (iii) the evaluatin and, in particular, the institutinal Actin Plan which are included in the Overview AMER (Cycle 2) 11 Dec Amended Divisinal/Departmental BIP -16 (FINAL) Any amendments made t the Divisinal/Departmental BIP -16 (FINAL) t be cnsidered and apprved by SMLT (Amended Academic BIP -16 (FINAL) will be further cnsidered by Academic Cmmittee) NOTE: any additinal expenditure required t implement the amended BIPs will be allcated during this review prcess. 6 Jan 2016 Table 1 Annual Planning Cycle Timeline Mnitring: BIP Prgress Reprts As stated at Sectin abve, each Head f Divisin/Department prepares a mnthly BIP Prgress Reprt which is discussed with the Managing Directr prir t the mnthly Senir Management and Leadership Team (SMLT) meeting. The BIP Prgress Reprt is frmally presented at each SMLT fr mnitring purpses. The latest Academic BIP Prgress Reprt is prvided t Academic Cmmittee fr infrmatin. Annual Planning Cycle Page 12

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