Strategic Planning Retreat II Minutes September 21, 2012 Los Angeles Southwest College Meeting attended by: Absent from meeting: Guests: Date: Time: Location: Minutes submitted by: Johnel Barron, Lynn Bebelle, Stephanie Brasley, LaShawn Brinson, Danny Brown, Elmer Bugg, Alistaire Callender, Kimberly Carpenter, Darren Cifarelli, Joni Collins, Jack E. Daniels III, Paul De la Cerda, Felicia Dueñas, Ali El Krim, Vibha Gupta, La Vonne Hamilton, James Hicks, Tamura Howard, Patrick Jefferson, Angela Jenks, Philip Jones-Thomas, Erica Mayorga, Kimberly McBride, Henry Porter, Angelica Ramirez, Jerome Robertson, Marian Ruane, Leon Scott-Wells, Sabrena Turner-Odom, Glen Yoshida, Sandra Lee, Randy Craig, Liwa Corpuz, Joan Lang Richard Ty, Ferris Trimble None September 21, 2012 9:00 am-12:15pm (Meeting began at 9:03am) CDC 228 Ivee Baquir-Streator Agenda Topics Topic #1: Run through of the Agenda and Recap of survey from the first SPC Retreat Topic #2: Strategic Planning at LASC Duration/ Responsible/ Deadline Duration: 7 minutes Duration: 1 hour and 5 minutes Discussion Process  Dr. Howard provided information about strategic planning in general and the strategic planning process at LASC. Conclusions  For today’s meeting, participants need to focus on three main challenges: information flow into the strategic planning process, communication and transparency, and resource prioritization and maximization Action Items  N/A Strategic Planning Retreat II Minutes, 10/2/12 1 Topic #3: Break-Out Groups Identifying Planning Process Issues and Improvement Strategies. Duration: 1 hour and 57 minutes Discussion Process  Participants broke out in 5 groups  Each group developed solutions to the 3 issues: 1. How to get more information to the process? 2. How to increase communication and transparency about strategic planning with students, community, faculty, and staff? 3. How do we enhance the linkage between planning and resource allocation and how do we maximize the resources that we have?  Each group presented their solutions to the above challenges and a large group discussion took place Conclusions – Group Reports (see attached group worksheets)  Group1 o Issue 1 - To drive decision to all levels, the mission statement needs to be seen and visible. o Issue 2 - Keep material readable and simple - Surveys need percentages - Mission statement should be on the marquee - Promo video of LASC o Issue 3 - Hyperlink to resource requests - Provide follow-up to resource requests  Group2 o Issue 1 - Flow chart that includes both internal and external information - Plan driven / position driven o Issue 2 - Use technology and social networking technology - Brown bag meetings.  Group 3 o Issue 1 - Standardize how we collect information and data - Collect data at the same time whenever possible – we are currently over-surveyed - Consolidate committees o Issue 2 - Mandated staff development - Develop visual ways to get the message out - videos, Strategic Planning Retreat II Minutes, 10/2/12 2   webinars, etc. - Have everything available and easy to look at - Have a data warehouse on the website for easy access o Issue 3 - More transparency: include rubric on how decisions are made Group 4 o Issue 2 - Use of more technology, including LASC iPhone application. Group 5 o Issues 1 - Ed Master Plan should be primary focus - Use more demographics like what is happening to the neighborhood - Improving Ed Master Plan o Issue 2 - Internally having town halls - Use town halls to educate people what is on the Ed Master Plan - Get out to community - Need to get people to talk to community, reach out to neighborhood groups - Continued education like Flex day activities and Staff Development activities Conclusions – Large Group Discussion  There are too many committees on campus. We need to consolidate the 30 existing committees, identify where duplication and synergy exist  Need to consider turning meetings into working meetings  We need to develop ways to get people to participate and get involved  Mission statement should be on all face of website. Action Items  Prioritize group solutions and develop action plans at November SPC meeting  Stay on track with annual planning process timeline – October SPC meeting will focus on ICOP assessment Next meeting October 4, 2012 Time: 11:00am – 12:30pm Place: SSEC 309 SPC Meeting adjourned at 12:07pm (Draft of the minutes submitted by Ivee Baquir-Streator on 10/2/12) Strategic Planning Retreat II Minutes, 10/2/12 3 Group Work Sheet September 21, 2012 Group #1 Members’ Names: Henry Porter – Community Member Ali El Krim – ASO Sandra Lee – Faculty Joni Collins – Staff Marian Ruane - Faculty Issue Flow of Information into Strategic Plan Communication and Transparency Demographics Faculty Staff Administrator Student Community Member # 2 1 0 1 1 Solutions 1. Example #1 best example of process since it starts w/ mission statement. Notes President or VP can send out a daily “Word of the Day” to keep SPC goals in mind 2. Impact of SPC should drive decisions at all levels 3. SPC goals and Information needs to be repeated continuously and constantly. Mission statement should pop up on school website and be on all LASC material, every office and classroom. 1. Keep material readable/simple. Directory of acronyms needs to be included in all communication 2. Include actual % when referring to Run LASC Mission Statement on marquee baseline 3. Committee meetings are to be based on goals of SPC Resource Prioritization and 1. Hyperlinks to be included on website to Maximization show flow from resource requests. 2. All constituency representatives must be all be at the table and submit requests. In addition, representatives must follow-up and follow requests. 3. Group Work Sheet September 21, 2012 Group Members’ Names: Group 2 Johnel Barron, , Stephanie Brasley, Lashawn Brinson Vibha Gupta, Kimberly McBride, Angelica Ramirez (classified/ adjunct), and Leon Scott-Wells Issue Flow of Information into Strategic Plan 1. 2. 3. Communication and Transparency 1. Solutions Modified the Flow Chart to include internal and external clients at the Educational Master Plan Level. Identify and clearly articulate the composition of membership. Integrated position driven process with plan driven process Utilizing technology to facilitate and participate in electronic forums, meetings, and discussions such as social networking systems (CCConfer, ezText, and LMS). 2. Rotating Brown Bag Meetings 3. Training – staff development for staff, faculty Resource Prioritization and 1. Maximization 2. 3. Demographics Faculty Staff Administrator Student Community Member # 2 3 1 1 0 Notes - - Without addressing the impact of the campus culture, the issue of communication will remain as an overarching process. Minimize the saturation of resources. Shouldn’t limit our possibilities by a specific LMS system. Group Work Sheet September 21, 2012 Group Members’ Names: Danny Brown, Patrick Jefferson, Darren Cifarelli, Randy Craig, Angela Jenks, Erica Mayorga, Felicia Dueñas Issue Flow of Information into Strategic Plan 1. 2. 3. 4. 5. Communication and Transparency 1. 2. Solutions Standardized way to obtain information from different constituencies and what data to collect and collecting data at the same time Collect comment boxes (physical and online), use and promotion of social media – maximize Facebook and Twitter Regular town hall meetings for community to give feedback Provide information on strategic planning process during student orientation Consolidate committees (30 listed in functional map) and plans. Have one big meeting to discuss all topics Mandated staff development for all staff – face-to-face basic overview – 1 hour Student seminar, Q & A 3. Visuals, videos, “public information campaigns,” webinars 4. Simplify information – i.e., handbook 5. Data warehouse on website where OIR posts reports requested by various departments 6. Monthly highlights Resource Prioritization and 1. More transparency with resource prioritization, make evaluation rubric, Maximization rationale and decisions public and get response from budget committee and president regarding requests 2. College Council to identify priorities in strategic plan, which goals are top goals and make decisions transparent 3. Consolidate list of resources that are not funded Demographics Faculty Staff Administrator Student Community Member # 2 2 1 1 Notes Need someone to manage social media accounts – have English department manage (journalism)? People more invested in process if they can see benefit Group Work Sheet September 21, 2012 Group Members’ Names: Philip Jones-Thomas, Paul De La Cerda, Joan Lang, Jerome Robertson, Ty Richard, Alistaire Callender, La Vonne Hamilton Issue Flow of Information into Strategic Plan Solutions 1. 2. 3. Communication and Transparency 1. Improve website 2. Jumbo Tron 3. Faculty disseminate info to students during class time 4. Add an app for IPhones and Android so students can access LASCs website easily. Resource Prioritization and 1. Maximization 2. 3. Demographics Faculty Staff Administrator Student Community Member # 3 1 1 0 0 Notes The group spent a lot of time reviewing the Strategic Planning model and using Example 2 as a template to create a Strategic Planning Model which is easier for the group to understand. We felt that this is just a start and should also be inclusive of functions of personnel involved. The group will submit a copy of our work. This is a critical part to flow of information into the Strategic Plan. Group Work Sheet September 21, 2012 Group Members’ Names: Glenn Yoshida, Lynn Bebelle, Sabrena Turner-Odom, Kimberly Carpenter, Elmer Bugg, Tamura Howard, Liwa Corpuz Issue Flow of Information into Strategic Plan Solutions 1. Mission vision influenced ed master plan which spc uses to guide strategies and activities 2. Ed master plan process itself needs to improved so that primary data from internal and external sources are included. This ed master plan should then influence pr, nipr and other plans. 3. Communication and 1. Town halls in which we educate the ed master plan and get Transparency feed back from each division 2. Not only discuss our ed plan with campus but also with the community keeping in mind the neighborhood we serve 3. Continued education of the ed plan… making it a possible flex day acitivity Resource Prioritization and 1. Prioritization should be driven by ed master plan. So each Maximization request should tie into a goal in the ed plan 2. Ed master plan should be done in the spring. This should then guide pr and nipr which takes place in fall By the end of fall we should have a list of budget requests That are then prioritized using a rubir based on the ed master plan 3. Demographics Faculty Staff Administrator Student Community Member Notes # 3 2 2