Transcript Program Review Utilizing CAS Principles with Lean Six

Program Review Utilizing CAS
Principles with Lean Six Sigma Tools
Jo Campbell
Bowling Green State University
American College Personnel Association Annual Convention
April 1, 2014
Outline
•
•
•
•
Introduction and background of presenter
Overview of CAS principles and program review
What is Lean Six Sigma (LSS)? What are LSS tools?
Case studies using LSS tools as applied through program review
via small groups
• Tying together planning, LSS tools, resource allocation, CAS
principles, and assessment
• Roundtable: How does this apply at your institution? How have
you made assessment part of your culture? How have you
established and sustained program review and other ongoing
assessment efforts?
• Questions and answers
Learning Outcomes
By attending, participants will be able to:
• identify the constructs of lean six sigma tools, CAS principles, and
program review
• learn how to apply lean six sigma tools with CAS principles in
program review
• elicit ideas from colleagues at other institutions to explore how
they have established and sustained program review and other
ongoing assessment efforts
Standards Included in the 8th Edition are:
1.Academic Advising Programs
2.Adult Learner Programs and Services
3.Alcohol, Tobacco, and Other Drug Programs
4.Assessment Services
5.Auxiliary Services Functional Areas
6.Campus Activities Programs
7.Campus Information and Visitor Services*
8.Campus Police and Security Programs*
9.Campus Religious and Spiritual Programs
10.Career Services*
11.Clinical Health Services
12.College Honor Societies
13.College Unions
14.Commuter and Off-Campus Living Programs
15.Conference and Event Programs*
16.Counseling Services*
17.Dining Services Programs
18.Disability Resources and Services
19.Education Abroad Programs
20.Fraternity and Sorority Advising Programs
21.Graduate and Professional Student Programs and Services
22.Health Promotion Services
Copyright © 2013 CAS
23.Housing and Residential Life Programs
24.International Student Programs and Services
25.Internship Programs
26.Learning Assistance Programs
27.Lesbian, Gay, Bisexual, and Transgender Programs and
Services*
28.Masters-Level Student Affairs Professional Preparation
Programs
29.Multicultural Student Programs and Services
30.Orientation Programs
31.Parent and Family Programs*
32.Recreational Sports Programs
33.Registrar Programs and Services
34.Service-Learning Programs
35.Sexual Assault and Relational Violence Programs*
36.Student Conduct Programs
37.Student Leadership Programs
38.Transfer Student Programs and Services*
39.TRIO and Other Educational Opportunity Programs
40.Undergraduate Admissions Programs and Services*
41.Undergraduate Research Programs
42.Veterans and Military Programs and Services*
43.Women Student Programs and Services
* - New or Revised since 2009 Edition
CAS Framework for Program Review
Contextual Statement
Self-Assessment
Twelve Components of Standards and Guidelines
Mission
Diversity, Equity, and Access
Program
Institutional and External Relations
Organization and Leadership
Financial Resources
Human Resources
Technology
Ethics
Facilities and Equipment
Law, Policy, and Governance
Assessment and Evaluation
Criterion Measure Rating Scale
Does Not Apply—Unable to Rate—Does Not Meet—
Partly Meets—Meets—Exceeds—Exemplary
ND 0 1 2 3 4 5
Copyright © 2013 CAS
STEPS IN PROGRAM REVIEW
• Make standards’ (CAS in this case) materials available to all appropriate staff
• Ask people in the unit to rate the twelve components of the standards
Use artifacts and website links
• Combine or average scores for a larger unit
• Internal review committee—compile and develop action plan
• External review committee—submit report including recommendations for
improvements
• Unit directors communicate findings with staff and incorporate action plan and
recommendations into annual report, goals, and/or strategic plan
What Is Lean Six Sigma?
A decision-making strategy for problem solving and process improvement
using tools that provide a structure to add value and reduce waste
Lean is reducing waste through
continuous incremental improvement
and involvement of people resulting in
delivering value to your customer
± 3 standard deviations
σ
hemenparekh.wordpress.com
thelsssa.org
Sponsor LSS Projects
Train others on LSS
Lead LSS Projects
Use LSS tools
Awareness of LSS
LSS Organization Structure
1. How does using
LSS help in your
assessment efforts?
2. Isn’t this just
adding more work
to an overloaded
plate?
DMAIC
Define
Measure
Analyze
Improve
expertrating.com
Control
Develop the capacity to build a template
for program review to be completed in
Compliance Assist software using the
principles of the Council for the
Advancement of Standards (CAS).
Installation and training is complete for
Compliance Assist and program review
timeline is finalized for all units in
rotation.
Use one unit in student affairs to go
through all the steps of program review,
apply the data in Compliance Assist, and
develop a prototype other units can
adapt.
CAS principles are adopted by all units
as aspirational goals to achieve as
documented in program review.
As program review reveals gaps in
programs or services, a continuous
feedback loop works to change offerings
and delivery of programs and services to
better meet the customer needs.
5/29 to 616-13
6/17 to
6/30/13
7/1 to
7/14/13
7/15 to
7/31/13
8/1 to
8/15/13
5 Ws
edrawsoft.com
2.1.0 PDCA (Plan Do Check Act)
Status / Legend
Behind
= Behind
OK
Complete
Updated By: Jo Campbell
Date Last Modified/Updated
= OK
7/14/2013
Team Leader: Jo Campbell
= Completed
Tool/Phase Being Completed: 24
Project Title: Program Review
Schedule Task Timing
Status
Initiative
Date
Opened
Original
ITS
6/3/2013
6/14/2013
6/14/2013
Campus
Labs
5/29/2013
6/30/2013
6/20/2013 6/20/2013
Unit
directors
5/1/2013
6/30/2013
6/14/2013
Responsibility
Task
Complete
Complete
Software Compliance Assist is installed on
installation Campus Labs platform
Compliance Staff doing program review first are
Assist training trained on Compliance Assist software
Program
Complete Review
timeline set
Template
OK
drafted
OK
OK
Five-year rotation for program review for
all student affairs units is established
Create step-by-step guide to do program
Jo Campbell 5/1/2013
review
Every department reviews CAS
CAS principlesprinciples and agrees to use them in
Unit
7/15/2013
adopted
program review and day-to-day
directors
operations
Program
Data from program review assessment is
Unit
Review results used to improve programs and services
8/1/2013
directors
used
for customers
Target
7/14/2013
7/31/2013
8/15/2013
Modified
7/23/2013
Close
Date
3.2 Workplace Audit
AUDIT
# OF YES:
ELEMENTS
SORT: (ORGANIZATION) Distinguish between what is needed and not needed
Compliance Assist (CA) is added to Campus Labs platform
10/25 = 40%
YES
NO
x
Most up to date CAS principles are available to staff in all units
x
Annual reports are separate and distinct from program review
x
The three units starting with program review send staff for CA training
x
Staff initiating program review have web access to Campus Labs
x
SET IN ORDER: (ORDERLINESS) A place for everything and everything in its place
CA training webinars are clearly marked and available for staff use
x
CAS principles are organized by unit in Blackboard
x
CAS self-assessments are available to unit directors
x
Program review has a standardized rotation for each unit every five years
x
Assessment Committee members serve as trainers in their own units
x
SHINE: (CLEANLINESS) Cleaning and looking for ways to keep it clean and organized
Blackboard site with CAS principles is organized alphabetically
x
CA training webinars are available 24/7 via the Campus Labs website
x
CA training is offered several times with facilitation by the Assessment Committee
Program review calendar is published with unit rotations
External reviewers are sought for the initial three units doing program review
x
x
x
STANDARDIZE: (ADHERENCE) Maintain and monitor the first three categories
Tracking of which staff have completed CA training is established
x
CAS self-assessments are completed for three units completing program review
x
Step-by-step template for program review is drafted
x
One unit completes program review steps
x
Program review template is approved for use across the division
x
SUSTAIN: (SELF-DISCIPLINE) Stick to the rules
Each unit knows their place in the program review rotation
x
Program review template is utilized as the baseline for each unit's assessment
x
CA training continues to be available each year as new units begin program review
x
Action plan from program review is used as a feedback loop to improve services
x
Delivery of programs and services continues to improve over time using review data
x
3.50 Benchmarking
Benchmarking provides suggestions and recommendations that could improve the effectiveness for
production. A continuous process of measurement of products, services and work processes, against
those recognized as leaders. Specific examples provided here were in the form of photography as the
media, to demonstrate ways to improve for a metal stamping operation.
Program review using CAS principles
Talking with other universities using the CAS principles in assessing their student
affairs units utilizing Compliance Assist software with Campus Labs.
Assessment Committee conducts benchmarking survey with two universities
using CAS principles for program review with Compliance Assist software.
Jo Campbell
Chris Bullins
Steve Kampf
Benchmarking confirmed software choice,
use of CAS for program review, and having
external reviewers within BGSU.
3.11 Ongoing Process Control Plan (OPCP)
Phase
1
2
3
4
Process
steps
Assessment
Committee
Capacity
building
Committee
retreat
Compliance
Assist (CA)
software
installation
CA training
Program
review
rotation
timeline
approved
ITS
Characteristics
Methods
Evaluation
Reaction
Control
Product/Process Measurement
Plan
N
Specification/
Method
o Product
Process
Tolerances
Technique
Attendance Divisional
Replace
1 Training CampusLabs
Presence
sheet
requirement members
consultant & participation
Installed via
1 Software
web
Work order
Software on
In queue
Notify ITS
supervisor
computers
6 pilot study
staff
Unit
directors
Webbased
Online
Scheduled Audio check- Divisional
Notify
1
synchronous with consultant
in
requirement supervisor
from
program
training
CampusLabs
Calendar
1
set
Staff meeting
Agreement
among
directors
Calendar
Divisional
Notify
published requirement supervisor
4squareviews.com
Case Studies—choose one from each column and discuss
ways to accomplish the program review tasks with LSS tools.
43 CAS Standards
Apply Lean Six Sigma tools to
program review.
Assessment Services
DMAIC (define/measure/analyze/
improve/control)
CAS materials
available to staff
Campus Activities
5 Ws (who, when, where, why,
what)
Rate 12 elements of selfstudy
Housing & Res. Life
PDCA (plan, do, check, act)
Artifacts & web links
Student Conduct
Workplace Audit (sort, set in order
shine, standardize, sustain)
Internal review
Benchmarking
External review
Ongoing Process Control Plan
Use findings & recommendations
Career Services
TRIO
SIPOC (suppliers, inputs, process,
outputs, customers)
Mission
Vision
Values
Strategic
planning
CAS
Using CAS through the Lean Six Sigma
lens with the goals of continuous
improvement & accountability
Assessment &
evaluation
Connecting unit & division to
institutional purpose
principles
Resource
allocation
Lean Six Sigma
tools
Enables leaders to make
data-driven decisions
Roundtable Discussion
• How does this apply at your institution?
• How have you made assessment part of your
culture?
• How have you established and sustained program
review and other ongoing assessment efforts?
Questions?
Jo Campbell
[email protected]
REFERENCES
Balzer, W. K. (2010). Lean higher education: Increasing the value and performance of
university processes. New York, NY: CRC Press.
Council for the Advancement of Standards in Higher Education (2013). Mission statement.
Retrieved from http://www.cas.edu/
Council for the Advancement of Standards in Higher Education (2012). CAS professional
standards for higher education (8th ed.). Washington, DC: CAS.
Mullendore, R. H., & Wang, L. (1996). Tying resource allocation and TQM into planning. In W.
A. Bryan (Ed.), Total quality management: Applying its principles to student affairs:
New directions for student services (pp.45-56). San Francisco, CA: Jossey-Bass.
Ostroth, D. D. (1996). Comprehensive program review: Applying TQM principles. In W. A.
Bryan (Ed.), Total quality management: Applying its principles to student affairs:
New directions for student services (pp.57-69). San Francisco, CA: Jossey-Bass.
Sinn, J. W. (2006). Team building, leadership, communicating the project and change. Lean
Six Sigma Quality Transformation Toolkit (LSSQTT Tool #1), courseware content.
Retrieved from http://www.bgsu.edu/colleges/technology/faculty/sinn/TQTT.htm