Charting the Future FY 2016 Work Plan Gantt Charts February, 2016
1 Overview The Gantt charts will be reviewed and updated on a quarterly basis Significant changes to tasks or milestones that affect progress will be reflected and communicated in the quarterly reports The Gantt charts will be available on the CTF blog http://chartingthefuturemnscu.com
Initiatives sorted by functional area 1 of 2 2 Academic and Student Affairs 1.1.1 Improve curriculum alignment 1.1.2 Strengthen academic advising 1.1.3 Developa metric on satisfaction and the efficacy of advising 1.1.4 Review and revise policies (where appropriate) to mitigate unintended consequences and remove unnecessary barriers 1.1.5 Identify partnership opportunities for technology tools to support retention and completion 1.1.6 Deploy online resources for prospective and current students, including transfer information for use in planning, registration, and advising 1.2.1 Developa strategy for quality online education 1.2.2 Ensure all students have access to technology 1.2.3 Increase opportunities for exploration of emerging technologies and professional development for students, faculty, and staff 1.3.4 Professional development to increase faculty and staff intercultural and global competency and increase understanding and use of culturally relevant pedagogy 2.1.1 Confirm and endorse the value proposition for our colleges and universities to provide comprehensive workplace solutions for employers 2.2.2 Advance strategies and capacity for competency certification and credit for prior learning at all colleges and universities 3.1.2 Develop a comprehensive strategy to increase awareness and development of e-textbooks and open educational resources (OERs) BOLD indicates initiatives that colleges and universities are primarily responsible for implementing Italics indicate initiatives that colleges and universities may elect to participate in as pilot projects
Initiatives sorted by functional area 2 of 2 3 Diversity and Equity 1.3.1 Develop campus diversity plans, integrated into each college/university overall Student Success plan 1.3.2 Diversity mapping and assessment of diversity and equity 1.3.3 Efforts to improve the recruitment and retention of diverse faculty and staff 1.3.4 Professional development to increase faculty and staff intercultural and global competency and increase understanding and use of culturally relevant pedagogy (also included in Academic and Student Affairs) Finance and Facilities 3.1.1 Ensure affordability for all students (scholarship campaign and financial literacy) 3.2.1 Redesign the current (internal) financial model to incent and reward collaboration, Strategic Framework commitments, and Charting the Future recommendations Human Resources 1.3.3 Efforts to improve the recruitment and retention of diverse faculty and staff (also included in Diversity and Equity) 3.2.2 New systemwide human resources transactional service delivery model Information Technology Services 3.2.3 Align student and employee identification practices to increase access and communication for students, faculty, and staff across MnSCU 3.2.4 Replace or re-engineer ISRS (Integrated Statewide Record System) BOLD indicates initiatives that colleges and universities are primarily responsible for implementing Italics indicate initiatives that colleges and universities may elect to participate in as pilot projects
Academic and Student Affairs 4
Initiative 1.1.1 Improve curriculum alignment (transfer pathways) 1 of 3 Lead: Transfer Pathways Teams (ASA*) 5 ASA to convene Transfer Pathways Coordination Team (TPCT) ASA to convene First four Oct 6 Transfer Pathway Teams (TPT) Dec 11 Report to the Legislature Due Mar 15 2015 Jul Aug Sep Oct Nov Dec 2016 Feb Mar Apr May 2016 ASA to develop Transfer Pathway Team training materials Team to develop communication and consultation plan Team to develop framework and guidelines for Transfer Pathway Team work Team to identify additional 20-25 pathways to be developed Transfer Pathway teams to develop four initial transfer pathways Jul - Aug Team to develop on-going process for articulation agreements, marketing pathways, advisor training, supporting technology NOTE: Full implementation of the four initial transfer pathways - Fall 2017 Oct - Nov Oct - Nov Jan - May Jan - May Dec - May
Initiative 1.1.1 Improve curriculum alignment (academic planning and collaboration) 2 of 3 Lead: All internal stakeholders facilitated by ASA and Academic Affairs Council 6 ASA sends out call for workgroup members Nov 1 ASA convenes workgroup Jan 15 CAO winter meeting Workgroup submits priorities and project plan May 1 2015 Nov Dec Jan Feb Mar 2016 Workgroup discusses and researches potential priorities Workgroup identifies emerging priorities from conversations with related systemwide groups Workgroup finalizes priorities and develops project plan Jan - Mar Feb - Mar Mar - Apr NOTE: Launch identified projects Fall 2016
Initiative 1.1.1 Improve curriculum alignment (resources to support collaboration and transfer) 3 of 3 Lead: Academic and Student Affairs 7 Ongoing maintenance for development of collaborative resources determined Apr 30 ASA fall leadership conference CAO winter meeting Initial transfer website launches Jun 1 2015 Jul Sep Nov 2016 Mar May Jul Sep 2016 ASA to conduct research with campus groups and faculty groups on collaboration resource needs Jul - Nov Identify and curate initial available resources for collaboration Oct - Dec Design web resources to store collaboration resources Nov - Jan Work with campus groups to establish online collaboration communities Continue to gather, refine, and publish collaboration resources Feb - May Jan - May **Design of new transfer website Sep - Jun **Transfer website development **Piloting testing of transfer website Feb - Oct Apr - Oct **This work will continue in stages through FY17.
Initiative 1.1.2 Strengthen academic advising Lead: Colleges/universities (ASA and Student Affairs Council*) 8 Student Affairs/Diversity and Equity conference ASA spring leadership conference Academic Advising work group is convened Jan 21 Colleges/universities complete Student Success plans Share report with Leadership Council Jun 1 ASA calls for academic advising work group members Nov 1 Report submitted to Vice Chancellor May 1 ASA fall leadership conference Student Affairs/Diversity and Equity conference 2015 Oct Dec 2016 Apr Jun Aug Oct Dec 2017 Apr 2017 Campus based advising workgroups convene Oct - Jun Work group compiles inventory of campus-based best practices Jan - Feb Work group determines gaps, issues, and best practices Feb - Mar Work group develops recommendations Apr Identify resource requirements Jul - Oct Begin to develop and deploy training and professional development created by faculty and staff Nov - Apr
Initiative 1.1.3 Develop a metric on satisfaction and the efficacy of advising 9 Lead: ASA Institutional Research in collaboration with college/university research directors Initial discussion with campus institutional research directors Jan 25 New metric included in future institutional performance metric reports Jun 1 2016 Jan Feb Mar Apr May Jun 2016 ASA and campus institutional researchers define metric Metric defined and tested through appropriate consultation channels by ASA Jan - Mar Mar - May
Initiative 1.1.4 Review and revise policies (where appropriate ) to mitigate unintended consequences and remove unnecessary barriers Lead: ASA Policy Council in consultation with Finance 10 Begin review of 2.9 by ASA Policy Council Sep 24 Call for comments and concerns on 5.12 by Finance division Mar 1 2015 Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2016 Review Board Policy 2.9 Financial Aid Satisfactory Academic Progress (SAP) Sep - Jan Review Board Policy 5.12 Tuition and Fee Dates, Refunds, Withdrawals and Waivers Mar - Jun
Initiative 1.1.5 Identify partnership opportunities for technology tools to support retention and completion Lead: ASA in collaboration with colleges/universities 11 Call for subcommittee members Nov 1 Subcomittee convenes Jan 20 Student Affairs/Diversity and Equity conference Report shared with vice chancellors May 1 2015 Nov Dec 2016 Feb Mar Apr May 2016 Inventory existing college/university resources and services used Feb - Mar Identify gaps and best approaches Identify resource requirements Mar - Apr Mar - Apr Develop recommendations Apr - May
Initiative 1.1.6 Deploy online resources for prospective and current students, including transfer information for use in planning, registration, and advising Lead: Colleges/universities (ASA*) 12 CAO winter meeting Student Affairs/Diversity and Equity conference Campuses launch evaluations Mar 1 2015 Nov 2016 Mar May Jul Sep Nov 2016 ASA to lead initial discussions with colleges/ universities to determine assistance needed Nov - Dec Develop campus evaluation approach and tool Feb - Mar Colleges/universities complete evaluation Mar - Jun Review evaluations and determine next steps Jun - Dec
Initiative 1.2.1 Develop a strategy for quality online education Lead: Leadership Council planning group in coordination with ASA Coordinating Commission 13 Identify Leadership Council leads Feb 8 Consultation w/ Coordinating Commission Apr Initial feedback review by Leadership Council Oct 10 CAO winter meeting Initial Leadership Council conversation Apr 4 ASA spring leadership conference Concept review by Leadership Council Jul 11 ASA fall leadership conference Adoption of strategy by Leadership Council Dec 5 2016 Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2016 ASA to conduct environmental scan College/university conversations with students, faculty, and staff Develop initial concepts Feb - Mar1 Feb - Mar Mar - Apr Refine concepts Apr - Jul Consultation and feedback Jul - Oct Finalize recommendations Nov - Nov
Initiative 1.2.2 Ensure all students have access to technology Lead: Colleges/universities (ASA Technology Council*) 14 Launch campus evaluations Mar 1 Finance division to convene technology fee discussion Jun 1 2015 Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct 2016 Initial discussions with colleges/ universities to determine need Nov - Dec Develop evaluation approach and tool Jan - Feb Colleges/universities conduct evaluation Mar - Jun Review and determine next steps Jun - Oct
Initiative 1.2.3 Increase opportunities for exploration of emerging technologies and professional development for students, faculty, and staff 15 Lead: ASA Technology Council Shark Tank pitches Apr 14 Innovation funds awarded May 2 CATT evaluation May 6 Begin offering Faculty Inquiry Groups Jun 6 2015 Oct Dec Feb Apr Jun Aug Oct Dec Feb Apr 2017 Convene and engage Campus Academic Technology Teams (CATTs) Develop and convene Faculty Inquiry Groups Oct - Jun Dec - Jun Support campus innovations through Shark Tank initiative Dec - Apr
Initiative 1.3.4 Professional development to increase faculty and staff intercultural and global competency and increase understanding and use of culturally relevant pedagogy Lead: ASA Coordinating Committee and Diversity 16 HR spring conference ASA spring leadership conference Share recommendations with Leadership Council Jul 11 2016 Feb Mar Apr May Jun Jul 2016 Inventory colleges/ universities and system resources and programs Determine gaps and best approaches Feb - Mar Mar - Apr Identify resources requirements and potential funding streams Develop recommendations Apr - Jun Apr - Jun
Initiative 2.1.1 Confirm and endorse the value proposition for our colleges and universities to provide comprehensive workplace solutions for employers Lead: Leadership Council in collaboration with CECT Leadership Council 17 CECT fall administrators meeting Initial discussion with Leadership Council Jan Service delivery & business models tested with business stakeholders Apr CECT winter administrators meeting Leadership Council reviews business model(s) Mar CECT spring administrators meeting Implementation begins Jul 2015 Sep Oct Nov Dec 2016 Feb Mar Apr May Jun Jul 2016 Confirm the draft business canvas developed by implementation team Sep - Dec Develop alternative service delivery models for CWS Dec - Jan Design business model(s). Feb - Mar Develop process and budget for implementation Implementation planning Mar - Jun Apr - Jun
Initiative 2.2.2 Advance strategies and capacity for competency certification and credit for prior learning at all colleges and universities 18 Lead: College/university pilots (ASA*) CPL Liaison Team convened Jan Group 1 pilots identified Feb Regional CPL Meeting Feb Workgroup identified to develop toolkit training Nov CAO winter meeting ASA leadership spring conference Report on pilot progress to Leadership Council Oct 3 2015 Oct Dec 2016 Apr Jun Aug Oct 2016 Campus discussions with faculty and staff Oct - Dec Initial training developed on CC/CPL toolkit Apr - Jul Develop business practices to support CPL in colleges/universities **Group 1 pilots conducted Compile pilot 1 progress report **Convene Liaison Team for CPL Feb - Sep Mar - Sep Aug - Sep Jan - Sep **Group 1 pilots will continue beyond FY16 and will include 3 pilots through FY18.
Initiative 3.1.2 Develop a comprehensive strategy to increase awareness and development of e-textbooks and open educational resources Lead: Faculty pilots (ASA*) 19 Faculty training round 1 Dec 4 Faculty training round 2 Feb 3 Campus pilot recipients notified Jan Faculty training round 3 Mar 16 2015 Oct Nov Dec Jan Feb Mar Apr May Jun 2016 Provide support to 7-10 college/ university pilots Continue faculty training and review in partnership with the U of M Nov - May Oct - Jun
Diversity and Equity 20
Initiative 1.3.1 Develop campus diversity plans, integrated into each college/university overall Student Success plan Lead: Colleges/universities (Diversity*) 21 College/university Diversity Planning Teams confirmed Jan 29 Systemwide Diversity Planning Workgroup formed Jun 30 Chief Diversity Officers retreat CDO meeting CDO meeting Student Affairs/Diversity and Equity conference Diversity Plans completed Jun 1 2015 Jun Aug Oct Dec 2016 Apr Jun Aug Oct Dec 2017 Develop diversity planning toolkit Campuses form Diversity Planning Teams Training and orientation of Diversity Planning Team Ongoing communication with campus/community about diversity planning process Institutional needs assessment and analysis is conducted Develop draft college/university diversity plan Jul - Oct Nov - Dec Review of existing diversity plans on file with the Office of Diversity and Equity Provide current college and university plans written feedback based on existing guidelines Feb - Feb Mar - Apr Feb - Jun Apr - May Jun - Oct Nov - Dec
Initiative 1.3.2 Diversity mapping and assessment of diversity and equity Lead: College/university pilots (Diversity*) 22 Initial call for pilots Nov 16 CDO meeting CDO meeting Pilot evaluation completed Jun 1 2015 Jul Sep Nov Jan Mar May Jul Sep 2016 Campus pilots conducted Analyze diversity mapping pilot data and develop recommendations Jul - Apr Apr - May Develop strategy for diversity assessment Jun - Sep
Finance and Facilities 23
Initiative 3.1.1 Ensure affordability for all students (second phase scholarship campaign) Lead: College/university development officers and presidents 24 Initial discussion with college/university development officers Jan 11 Phase 2 scholarship campaign launched Jul 1 2016 Jan Feb Mar Apr May Jun Jul 2016 New scholarship campaign defined Develop marketing materials and identify resources needed to support campaign Jan - Mar Mar - Jun NOTE: In addition, colleges and universities will continue to deploy financial literacy programs for students as well as family financial planning and education.
Initiative 3.2.1 Redesign the current financial (internal) financial model to incent and reward collaboration, Strategic Framework commitments, and Charting the Future recommendations Lead: Finance division in consultation with colleges/universities 25 Convene technical advisory committee (TAC) Board of Trust consideration financial mod Oct 31 Board of Trustees consideration of design principles Nov 17 Complete initial design work May 31 2015 Sep Nov 2016 Mar May Jul Sep 2016 Design principles Sep - Nov Run scenarios, test, consult, and revise by technical advisory group Nov - May Consultation with internal stakeholders on emerging design Mar - Oct
Human Resources 26
Initiative 1.3.3 Improve the recruitment and retention of diverse faculty and staff Lead: Human Resources in collaboration with colleges/universities (Diversity and ASA*) 27 Diversity symposium with faculty union leaders Apr 18 Search Advisory committee handbook/online training launched Jun 17 2015 Oct Nov Dec 2016 Feb Mar Apr May Jun 2016 Develop Search Advisory Committee handbook and online training Oct 2015 - Jun 2016 Develop quarterly Leadership Council sessions for Spring 2016 Oct 2015 - Dec 2015 Develop Intentional Recruitment and Retention (IRR) model Consultation and feedback on IRR model (FY17 launch anticipated) Oct 2015 - Dec 2015 Jan 2016 - Jun 2016
Initiative 3.2.2 Develop and implement new systemwide human resources transactional service delivery model Lead: Campus HR staff with support from vice chancellor for human resources with HR division 28 HR-TSM Leadership team kickoff Jun 23 Pilot process mapping workgroup Aug 6 Fall HR conference Service model identified Jan 15 Spring HR meeting Service center sites selected Mar 31 Service model Phase 1 launched Dec 30 2015 Jun Aug Oct Dec 2016 Apr Jun Aug Oct Dec 2017 Service model initial discussions & stakeholder engagement Develop HR transactional work element best practices Sep 1 - Dec 31 Oct 5 - Aug 26 Service delivery model design Training & Development/Capacity building Jan 18 - Dec 31 Jan 18 - Dec 31
Information Technology Services 29
Initiative 3.2.3 Align student and employee identification practices to increase access and communication for students, faculty, and staff across MnSCU Lead: ITS in consultation with colleges/universities 30 2014 2014 2015 2016 2017 2018 2018 Office 365 single tenancy Phase 1 - create capability Apr 2014 - Jan 2016 Office 365 single tenancy Phase 2 - Campus rollout Feb 2016 - Feb 2018 Eduroam Phase 1 - create capability Nov 2015 Jun 2016 Eduroam Phase 2 - Campus rollout Jul 2016 - Jun 2017 Definitions: Eduroam Global wifi roaming for education which will allow our students to seamlessly connect to campus wireless networks across our system and globally. Office 365 Single Tenancy A systemwide effort to bring MnSCU students into a single Office 365 instance so they may collaborate in a unified environment. The effort will also accommodate faculty and staff should campuses choose to participate in this manner. Benefits for students include a single email and file storage space even if they are attending multiple institutions and the ability to interact and collaborate with each other across the system in a way that previously was not possible.
Initiative 3.2.4 Replace or re-engineer ISRS (Integrated Statewide Record System) Lead: ITS in consultation with colleges/universities 31 Peer benchmarking and ERP comparison report complete Jan 29 Needs/gap assessment report complete Jan 29 Business case finalized Mar 1 2015 Sep Oct Nov Dec Jan Feb Mar 2016 Conduct campus listening Sep - Oct sessions and surveys Develop ERP needs/gap assessment report based on campus surveys Develop peer benchmarking and ERP comparison report Jan - Jan Jan - Jan Develop business case Jan - Feb Communicate business case to Board of Trustees, Leadership Council and other stakeholders Mar NOTE: FY 2016 activity is focused on business case development.