College-wide credential attainment success measure: By 2016, increase first-time, full-time degree seeking graduation and certificate completion rate (within the 150% time frame) from 29% to 38%.
Individually and collectively through their daily work, all employees will develop and implement improvement goals aligned with the “Learner Success Agenda” to reach annual academic year measures. (July 1, 2012)
To create transparent sustainable organizational systems and structures to support strategic initiatives.
Develop and implement a recruitment, talent development, and succession model to proactively manage the College’s human capital that is strategically aligned with and supporting the initiatives.
Electronic Time and Attendance - Completed May 2012.
Performance Reviews - Completed September 2012.
Recruiting & Selection - The tactic team performed research of packaged software programs that could potentially meet the needs to make the recruiting and selection process more effective and efficient. Three packages were reviewed. The package by Ellucian was selected as the finalist due to system features and compatibility with existing Colleague system. A cross functional team reviewed the package and recommended that the package be moved on to Cabinet for review and approval to proceed. An agenda item was requested to discuss the package at Cabinet and the next steps to purchase and implementation.
Employee Training Records - The tactic team performed research of packaged software programs that could potentially meet the needs to make the employee training records process more effective and efficient. Three packages were reviewed. The package by Ellucian was selected as the finalist due to system features and compatibility with existing Colleague system. A cross functional team reviewed the package and recommended that the package be moved on to Cabinet for review and approval to proceed. An agenda item was requested to discuss the package at Cabinet and the next steps to purchase and implementation.
Leave Requests Reports - The electronic leave request system was implemented July 1, 2013. The product has performed as intended.
Electronic Time and Attendance - This portion of the tactic is complete as of May 2012.
Performance Reviews - HR as successfully completed the transition to electronic Performance Reviews for full-time employees effective September 1, 2012. This tactic is complete.
Recruiting & Selection - The Recruiting and Selection lean project was completd last year and is ready for implementation. A PARK has been submitted as of Janaury 2013.
Employee Training Records - A PARK has been submitted as of January 2013 to solicite IT resources as well as financial funding for this project.
Leave Requests Reports - A solution to electronically track salary employee leave requests is being submitted to Cabinet next week for consideration. If approved, we would hope to implement by July 1, 2013.
As per the August 2012 update, we are unable to move forward with any of our projects due to a lack of resource availability.
Listed below are updates on the five key work flows:
Electronic Time & Attendance –Projected completed June 30, 2012.
Performance Reviews – Have been moved to an electronic format as of July 2012. Project is complete.
Recruiting & Selection – HR has completed the Recruiting and Selection lean project and is ready to partner with IT. Project is on hold due to resource issue.
Employee Training Records – Project on hold due to resource issue.
Leave Requests/Reports – Project on hold due to resource issue
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Full Tactic Team:
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1.2Establish a recruitment, selection, and succession planning process.
We are currently evaluating what outcomes of this project Kirkwood can implement without excessive needs of IT's skills, abilities and time. The outcomes will be effective July 1, 2013. Outcomes may include, but not be limited to: updating of forms, learning and development sessions in regard to training, implementation of the part-time hiring process into the same process as full-time, communications regarding the changes and improvements, and improvements to the user friendliness of the hiring process.
The subcommittee leads conducted a report out to the management personnel supporting this project (Mike Roberts, Jim Choate), Friday, March 23. The report out went very well and the entire project, along with the recommendations made by the subcommittee leads, was accepted. For details of the recommendations, refer to the project's KIN site and the Action Register in particular.
In addition, a LSA Tactic Technical Discovery meeting was held Wednesday, March 14 with IT. At that meeting, we discussed the project, its status, and particularly needs/wants regarding IT resources. Jon Neff will present the outcome of all these type of meetings to the Cabinet Monday, April 9. The plan is to have an IT resources priority list by May 1. At that time, we will find out next steps and when we will proceed with implementing this project.
Our subcommittees continue to meet as necessary and all continue to tap into the knowledge of subject matter experts (SMEs) as appropriate. A reminder goes out the first of every month for the committees to continue to meet as need be and to update the Action Register regularly. The entire team is meeting on Monday, January 9th, to present the final outcomes of each subcommittee to one another. This will be the opportunity to discuss and work out any unknowns and to seek one last level of input for each subcommittee. The next step will be to once again meet as a large group but this time to "report out" to Mike Roberts and Jim Choate, and gain approval and support for our proposals. In the meantime I will work one-on-one with our IT contact (Mike Long) to develop the tech spec document for this project. That will be shared at the January 9 meeting. We are confident we are still on-track for roll-out spring of 2012.
The project was launched in May of '11 and is scheduled for completion in the spring of '12; depending on resources being available from Information Technologies. There are 11 sub committees actively engaged in the successful completion of what we refer to as: Lean Project: Hiring Process. The entire team got together for a meeting in October to touch base with one another, share updates, address questions, comments and concerns, and discuss any impact(s) of one sub committee with another. The succession planning process has been separated from this project and will be included in a future project.
The compensation project for full-time employees has been completed and will be presented to the college at or shortly after President Starcevich's state of the college presentation April 9, 2013. In addition, we hope to have the part-time and The Hotel compensation projects completed by the end of April as well.
The compensation project is on track an should be ready to launch by May of 2013.
The compensation committee will present our recommendations to Cabinet Monday, September 24, 2012. If everything goes well, we hope to present our findings to the college in May 2013.
The benefits survey was completed and distributed to Cabinet for review. Overall, Kirkwood's benefit package is extremely competitive with both the private and public sectors within our seven county service area. As for the review of the pay grades, we are pushing the completion date for this one out to October 2012. The reason for the delay is that we have hit a couple of areas within the pay grade system that need more in-depth research and consideration.
Based on the feedback that we received from our recent Intercultural Development Inventory (IDI) survey, Kirkwood is right in the middle of the Intercultural Development Continuum at the “Minimization” stage. Ideally, we would like to see ourselves, as an organization, move to the right on the continuum to reach the “Adaption” stage. At the “Adaption” stage, we would see employees who are capable of shifting cultural perspective easily and changing behavior in culturally appropriate and authentic ways. By shifting cultural perspectives and changing behavior in appropriate ways, we should be able to better understand as well as meet the needs of our diverse student and employee population. To accomplish this objective, we are looking to partner with Diversity Focus and Kirkwood’s Continued Education Division to offer employee training programs that will educate and develop these critical skills and behaviors within our employees. Our goal is to have these training modules available by the start of the 2013 Fall semester.
We have completed the IDI assessment project as of November 27th, 2012. The next step will be to review the data from this assessment with the Cultural Competency Committee and to develop an action plan to help drive diversity and inclusion at Kirkwood. Please stay tuned for more info.
In partnership with Helen Jameson and the University of Iowa, we will lauch a pilot program of the IDI assessment later this fall. We hope to have the assessments completed by December 1, 2013. In addition, we are still considering college wide diversity assessment. The objective of a college wide diversity assessment is to help provide feedback to Kirkwood regarding our understanding and acceptance of diverse individuals on our campuses.
A cross functional committee has meet with Helen Jameson from the University of Iowa to discuss the possibility of utilizing the Intercultural Development Inventory (IDI) assessment tool to help students, staff, and faculty understand their attitudes and perceptions when it comes to diversity. Based on the initial meeting with Ms. Jameson, we are considering doing a pilot program in the fall of 2012 with the IDI assessment tool. The second approach that is still being considered is a diversity assessment of the entire college in order to identify areas for opportunity and growth.One of the big obstacles to this approach is finding a quality assessment tool that is within the colleges financial means.
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Full Tactic Team:
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Objective #2: Utilize forecasting, planning, decision making and prioritization process to identify what we do well or can do better, what we should do and what we should not do with a focus on for long term sustainability.
2.1Design and implement Kirkwood's long range resource allocation model to inform strategic and operational decision making.
The implementation of Adaptive Planning for reporting of actuals is still not complete. Implementation has been delayed due to staff turnover and data conversion issues from the core Colleague system to Adaptive Planning. Kris Riley, Jen Christofferson and Abbie Ferguson have replaced Susan Roben, Mike Drennon and Jennifer Perkings, respectively on the team.
The team hopes to have Adaptive Planning up and functioning before November 1, 2013.
Six cabinet members, Kris Riley and Jen Christofferson attended a two-day conference on reporting, planning and budgeting in September 2013, designed specifically for higher education institutions. A long-term planning model was demonstrated that showed promise in meeting the needs of a Kirkwood tool that would provide insight in to long-range resource allocation and prioritization among the varied college functions. A cabinet goal will be reviewed in October 2013 that will help drive this initiative forward.
Implementation of Adaptive Planning is three weeks in, with five to six weeks more for completion. Adaptive Planning was originally chosen as a replacement for the college's reporting software, but has driver based modeling capabilities that will allow us to forecast the long-range scenarios we are looking for. Implementation of the modeling feature will come some time after the start of FY14.
The team charter was signed and approved by Jim Choate on 3/19/12. Preliminary research has been completed. Results have been compiled and were shared with the team on 4/2/12. Strategic planning discussion sessions have been setup with college budget officers. A portion of those meetings will be an overview of the tactic and how it relates to budgeting. We will also use this as an opportunity to gather feedback that may be helpful in designing Kirkwood’s model. A change to the 1/31/13 deadline has been proposed. The change is due to the timing of the college's annual budget process. Next meeting is scheduled for 4/30/12. We are currently designing the initial model framework.
Survey responses are still being collected from League schools. The same survey will be sent to other institutions in order to collect more information. The tactic team has met to discuss the project charter. Currently, the team is focusing on defining key concepts in order to develop a full understanding of the purpose for this model. A finalized charter should be complete by month-end. The next team meeting is scheduled for January 9, 2012. The team will go over a sample model and discussion on key drivers for the model will occur in the following meeting. We will be utilizing survey responses received to date for ideas.