charting the future fy 2016 work plan gantt charts ... · pdf filefy 2016 work plan . gantt...

Charting the FutureFY 2016 Work Plan

Gantt Charts

February, 2016

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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 bloghttp://chartingthefuturemnscu.com

Overview

http://chartingthefuturemnscu.com/

BOLD indicates initiatives that colleges and universities are primarily responsible for implementingItalics indicate initiatives that colleges and universities may elect to participate in as pilot projects

Academic and Student Affairs

1.1.1 Improve curriculum alignment

1.1.2 Strengthen academic advising

1.1.3 Develop a 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 Develop a 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 ofculturally 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)

2Initiatives sorted by functional area – 1 of 2

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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 implementingItalics indicate initiatives that colleges and universities may elect to participate in as pilot projects

Initiatives sorted by functional area – 2 of 2

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Academic and Student Affairs

5Initiative 1.1.1 Improve curriculum alignment (transfer pathways) – 1 of 3

Lead: Transfer Pathways Teams (ASA*)

2015 2016Jul Aug Sep Oct Nov Dec 2016 Feb Mar Apr May

ASA to convene Transfer Pathways Coordination Team (TPCT)Oct 6

ASA to convene First four Transfer Pathway Teams (TPT)Dec 11 Report to the Legislature Due

Mar 15

Jul - Aug

ASA to develop Transfer Pathway Team training materials

Oct - NovTeam to develop communication and consultation plan

Oct - NovTeam to develop framework and guidelines for Transfer Pathway Team work

Jan - MayTeam to identify additional 20-25 pathways to be developed

Jan - MayTransfer Pathway teams to develop four initial transfer pathways

Dec - MayTeam 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

*Divisions or systemwide groups that will provide support and coordination for the work. Key systemwide meetings that provide opportunities for additional stakeholder engagement are noted along the top of the timeline. This is not an exhaustive list, there are many additional opportunities for discussion on campuses. Dates are subject to change. Gantt charts will be updated quarterly.

6Initiative 1.1.1 Improve curriculum alignment (academic planning and collaboration) – 2 of 3

Lead: All internal stakeholders facilitated by ASA and Academic Affairs Council

2015 2016Nov Dec Jan Feb Mar

ASA sends out call for workgroup membersNov 1

ASA convenes workgroupJan 15

CAO winter meeting

Workgroup submits priorities and project planMay 1

Jan - MarWorkgroup discusses and researches potential priorities

Feb - Mar

Workgroup identifies emerging priorities from conversations with related systemwide groups

Mar - AprWorkgroup finalizes priorities and develops project plan

NOTE: Launch identified projects – Fall 2016


7Initiative 1.1.1 Improve curriculum alignment (resources to support collaboration and transfer) – 3 of 3

Lead: Academic and Student Affairs

2015 2016Jul Sep Nov 2016 Mar May Jul Sep

ASA fall leadership conference CAO winter meeting

Ongoing maintenance for development of collaborative resources determinedApr 30

Initial transfer website launchesJun 1

Jul - Nov

ASA to conduct research with campus groups and faculty groups on collaboration resource needs

Oct - Dec Identify and curate initial available resources for collaboration

Nov - JanDesign web resources to store collaboration resources

Feb - May Work with campus groups to establish online collaboration communities

Jan - May Continue to gather, refine, and publish collaboration resources

Sep - Jun **Design of new transfer website

Feb - Oct**Transfer website development

Apr - Oct**Piloting testing of transfer website

*Divisions or systemwide groups that will provide support and coordination for the work. Key systemwide meetings that provide opportunities for additional stakeholder engagement are noted along the top of the timeline. This is not an exhaustive list, there are many additional opportunities for discussion on campuses. Dates are subject to change. Gantt charts will be updated quarterly.**This work will continue in stages through FY17.

8Initiative 1.1.2 Strengthen academic advising

Lead: Colleges/universities (ASA and Student Affairs Council*)


2015 2017Oct Dec 2016 Apr Jun Aug Oct Dec 2017 Apr

ASA calls for academic advising work group membersNov 1

Academic Advising work group is convenedJan 21

Student Affairs/Diversity and Equity conference

ASA spring leadership conference

Colleges/universities complete Student Success plansShare report with Leadership CouncilJun 1

ASA fall leadership conferenceStudent Affairs/Diversity and Equity conference

Report submitted to Vice ChancellorMay 1

Oct - Jun

Campus based advising workgroups convene

Jan - FebWork group compiles inventory of campus-based best practices

Feb - Mar Work group determines gaps, issues, and best practices

Apr Work group develops recommendations

Jul - OctIdentify resource requirements

Nov - AprBegin to develop and deploy training and professional development created by faculty and staff

9Initiative 1.1.3 Develop a metric on satisfaction and the efficacy of advising

Lead: ASA Institutional Research in collaboration with college/university research directors

2016 2016Jan Feb Mar Apr May Jun

Initial discussion with campus institutional research directorsJan 25

New metric included in future institutional performance metric reportsJun 1

Jan - Mar ASA and campus institutional researchers define metric

Mar - May Metric defined and tested through appropriate consultation channels by ASA


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2015 2016Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Begin review of 2.9 by ASA Policy CouncilSep 24

Call for comments and concerns on 5.12 by Finance divisionMar 1

Sep - Jan

Review Board Policy 2.9 Financial Aid Satisfactory Academic Progress (SAP)

Mar - JunReview Board Policy 5.12 Tuition and Fee Dates, Refunds, Withdrawals and Waivers

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


11Initiative 1.1.5 Identify partnership opportunities for technology tools to support retention and completion

Lead: ASA in collaboration with colleges/universities

2015 2016Nov Dec 2016 Feb Mar Apr May

Call for subcommittee membersNov 1

Subcomittee convenesJan 20


Report shared with vice chancellorsMay 1

Feb - Mar Inventory existing college/university resources and services used

Mar - AprIdentify gaps and best approaches

Mar - Apr Identify resource requirements

Apr - MayDevelop recommendations


12Initiative 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*)

2015 2016Nov 2016 Mar May Jul Sep Nov

CAO winter meeting


Campuses launch evaluationsMar 1

Nov - Dec

ASA to lead initial discussions with colleges/ universities to determine assistance needed

Feb - Mar Develop campus evaluation approach and tool

Mar - Jun Colleges/universities complete evaluation

Jun - Dec Review evaluations and determine next steps


13Initiative 1.2.1 Develop a strategy for quality online education

Lead: Leadership Council planning group in coordination with ASA Coordinating Commission

2016 2016Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Identify Leadership Council leadsFeb 8

Consultation w/ Coordinating CommissionApr

CAO winter meeting

Initial Leadership Council conversationApr 4

ASA spring leadership conference

Concept review by Leadership CouncilJul 11

Initial feedback review by Leadership CouncilOct 10

ASA fall leadership conference

Adoption of strategy by Leadership CouncilDec 5

Feb - Mar1

ASA to conduct environmental scan

Feb - Mar

College/university conversations with students, faculty, and staff

Mar - AprDevelop initial concepts

Apr - Jul Refine concepts

Jul - Oct Consultation and feedback

Nov - Nov Finalize recommendations


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2015 2016Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct

Finance division to convene technology fee discussionJun 1

Launch campus evaluationsMar 1

Nov - Dec

Initial discussions with colleges/ universities to determine need

Jan - Feb Develop evaluation approach and tool

Mar - Jun Colleges/universities conduct evaluation

Jun - Oct Review and determine next steps

Initiative 1.2.2 Ensure all students have access to technology

Lead: Colleges/universities (ASA Technology Council*)


15Initiative 1.2.3 Increase opportunities for exploration of emerging technologies and professional development for students, faculty, and staff

Lead: ASA Technology Council

2015 2017Oct Dec Feb Apr Jun Aug Oct Dec Feb Apr

Shark Tank pitchesApr 14

Innovation funds awardedMay 2

CATT evaluationMay 6

Begin offering Faculty Inquiry GroupsJun 6

Oct - Jun

Convene and engage Campus Academic Technology Teams (CATTs)

Dec - Jun Develop and convene Faculty Inquiry Groups

Dec - Apr Support campus innovations through Shark Tank initiative


16Initiative 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

2016 2016Feb Mar Apr May Jun Jul

HR spring conference ASA spring leadership conference

Share recommendations with Leadership CouncilJul 11

Feb - Mar

Inventory colleges/ universities and system resources and programs

Mar - Apr Determine gaps and best approaches

Apr - Jun Identify resources requirements and potential funding streams

Apr - JunDevelop recommendations


17Initiative 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

2015 2016Sep Oct Nov Dec 2016 Feb Mar Apr May Jun Jul

CECT fall administrators meeting

Initial discussion with Leadership CouncilJan

CECT winter administrators meeting

Service delivery & business models tested with business stakeholdersApr

Leadership Council reviews business model(s)Mar

CECT spring administrators meeting

Implementation beginsJul

Sep - Dec

Confirm the draft business canvas developed by implementation team

Dec - Jan Develop alternative service delivery models for CWS

Feb - Mar Design business model(s).

Mar - Jun Develop process and budget for implementation

Apr - Jun Implementation planning


18Initiative 2.2.2 Advance strategies and capacity for competency certification and credit for prior learning at all colleges and universities

Lead: College/university pilots (ASA*)

2015 2016Oct Dec 2016 Apr Jun Aug Oct

Workgroup identified to develop toolkit trainingNov

CPL Liaison Team convenedJan

Group 1 pilots identifiedFeb

CAO winter meeting

Regional CPL MeetingFeb

ASA leadership spring conference

Report on pilot progress to Leadership CouncilOct 3

Oct - DecCampus discussions with faculty and staff

Apr - JulInitial training developed on CC/CPL toolkit

Feb - Sep Develop business practices to support CPL in colleges/universities

Mar - Sep**Group 1 pilots conducted

Aug - SepCompile pilot 1 progress report

Jan - Sep **Convene Liaison Team for CPL


**Group 1 pilots will continue beyond FY16 and will include 3 pilots through FY18.

19Initiative 3.1.2 Develop a comprehensive strategy to increase awareness and development of e-textbooks and open educational resources

Lead: Faculty pilots (ASA*)

2015 2016Oct Nov Dec Jan Feb Mar Apr May Jun

Faculty training round 1Dec 4

Campus pilot recipients notifiedJan

Faculty training round 2Feb 3

Faculty training round 3Mar 16

Oct - Jun

Provide support to 7-10 college/ university pilots

Nov - May Continue faculty training and review in partnership with the U of M


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Diversity and Equity

Initiative 1.3.1 Develop campus diversity plans, integrated into each college/university overall Student Success plan

Lead: Colleges/universities (Diversity*)

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2015 2017Jun Aug Oct Dec 2016 Apr Jun Aug Oct Dec

Systemwide Diversity Planning Workgroup formedJun 30

Chief Diversity Officers retreat

CDO meeting

College/university Diversity Planning Teams confirmedJan 29


CDO meeting Diversity Plans completedJun 1

Jul - Oct Develop diversity planning toolkit

Nov - DecCampuses form Diversity Planning Teams

Feb - FebTraining and orientation of Diversity Planning Team

Feb - Jun Ongoing communication with campus/community about diversity planning process

Mar - AprInstitutional needs assessment and analysis is conducted

Apr - May Develop draft college/university diversity plan

Jun - OctReview of existing diversity plans on file with the Office of Diversity and Equity

Nov - Dec Provide current college and university plans written feedback based on existing guidelines


Initiative 1.3.2 Diversity mapping and assessment of diversity and equity

Lead: College/university pilots (Diversity*)

2015 2016Jul Sep Nov Jan Mar May Jul Sep

Initial call for pilotsNov 16

CDO meeting

CDO meeting

Pilot evaluation completedJun 1

Jul - Apr Campus pilots conducted

Apr - May Analyze diversity mapping pilot data and develop recommendations

Jun - Sep Develop strategy for diversity assessment

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Finance and Facilities

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2016 2016Jan Feb Mar Apr May Jun Jul

Initial discussion with college/university development officersJan 11

Phase 2 scholarship campaign launchedJul 1

New scholarship campaign defined

Jan - Mar

Develop marketing materials and identify resources needed to support campaign

Mar - Jun

Initiative 3.1.1 Ensure affordability for all students (second phase scholarship campaign)

Lead: College/university development officers and presidents


NOTE: In addition, colleges and universities will continue to deploy financial literacy programs for students as well as family financial planning and education.

25Initiative 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

2015 2016Sep Nov 2016 Mar May Jul Sep

Convene technical advisory committee (TAC)

Board of Trustees consideration of design principlesNov 17

Complete initial design workMay 31

Board of Trust consideration financial modOct 31

Sep - Nov Design principles

Nov - MayRun scenarios, test, consult, and revise by technical advisory group

Mar - OctConsultation with internal stakeholders on emerging design


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Human Resources

27Initiative 1.3.3 Improve the recruitment and retention of diverse faculty and staff

Lead: Human Resources in collaboration with colleges/universities (Diversity and ASA*)

2015 2016Oct Nov Dec 2016 Feb Mar Apr May Jun

Diversity symposium with faculty union leadersApr 18

Search Advisory committee handbook/online training launchedJun 17

Oct 2015 - Jun 2016

Develop Search Advisory Committee handbook and online training

Oct 2015 - Dec 2015

Develop quarterly Leadership Council sessions for Spring 2016

Oct 2015 - Dec 2015Develop Intentional Recruitment and Retention (IRR) model

Jan 2016 - Jun 2016Consultation and feedback on IRR model (FY17 launch anticipated)


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

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2015 2017Jun Aug Oct Dec 2016 Apr Jun Aug Oct Dec

HR-TSM Leadership team kickoffJun 23

Pilot process mapping workgroupAug 6

Fall HR conference

Service model identifiedJan 15

Service center sites selectedMar 31

Spring HR meeting

Service model Phase 1 launched Dec 30

Sep 1 - Dec 31

Service model initial discussions & stakeholder engagement

Oct 5 - Aug 26Develop HR transactional work element best practices

Jan 18 - Dec 31Service delivery model design

Jan 18 - Dec 31Training & Development/Capacity building

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Information Technology Services

30Initiative 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

2014 20182014 2015 2016 2017 2018

Apr 2014 - Jan 2016Office 365 single tenancy Phase 1 -create capability

Feb 2016 - Feb 2018Office 365 single tenancy Phase 2 - Campus rollout

Nov 2015 – Jun 2016Eduroam Phase 1 - create capability

Jul 2016 - Jun 2017Eduroam Phase 2 - Campus rollout

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

2015 2016Sep Oct Nov Dec Jan Feb Mar

Needs/gap assessment report completeJan 29

Peer benchmarking and ERP comparison report completeJan 29

Business case finalizedMar 1

Sep - Oct

Conduct campus listening sessions and surveys

Jan - Jan Develop ERP needs/gap assessment report based on campus surveys

Jan - Jan Develop peer benchmarking and ERP comparison report

Jan - Feb Develop business case

Mar Communicate business case to Board of Trustees, Leadership Council and other stakeholders

NOTE: FY 2016 activity is focused on business case development.

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