| Objective | Responsible Person | Target Date for Achievement | Action Steps | Measure of Progress |
|---|
| 1 | Streamline and expedite processes by making greater use of digital forms, signatures, and workflows. | Status |
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| colour | Blue |
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| title | In progress |
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| | | - C. Standardize student forms and revise processes as applicable
- D. Convert all other PDF forms to digital forms
- E. Remove unnecessary forms
- F. Develop training, including job aids, timelines, and checklists, and launch training program
- G. Develop and implement a communication plan to share updated forms and processes
| A. Digital Evaluations Forms converted B. Student Services reviewed, standardized, and converted to Digital Forms; unnecessary forms deleted C. Successful training program launched; 110 of users trained. | View file |
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| name | attendees-414978711497.pdf |
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D. Communication plan implemented through emails, websites, JIRA, job aids, etc. |
| 2 | Develop and implement District procedures or modify existing ones to reflect the use of digital forms and other mechanisms that have improved efficiency. | | Fall 2022 | - A. Review District procedures and business practices
- B. Identify barriers and develop and implement a plan to streamline processes, increase efficiency, and remove hurdles to improve completion and student outcomes
- C. Develop and implement a plan to transition to streamline digital forms
- D. Revise documentation to reflect new processes (websites, business manuals)
- E. Develop a comprehensive communication plan to advise students, faculty, staff and administrators of the changes
- F. Establish training documentation and disseminate it to all constituents
| A. Review completed B. Process streamlining plan implemented; improved and updated streamlined digital District procedures and processes; unnecessary steps eliminated C. Transition plan implemented; transition completed D. Revised documentation E. Communication plan implemented F. Documentation disseminated |
| 3 | Identify and implement more efficient ways of operation and/or hire a PeopleSoft expert to aid users in more nimbly using the system. | Status |
|---|
| colour | Blue |
|---|
| title | in progress |
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| | Fall 2022-Spring 2023
(Pending receipt of grant) | - A. Hire external consulting firm to conduct a thorough PeopleSoft fit gap analysis
- B. Consulting firm conducts a thorough fit gap analysis
- C. Review recommendations from fit gap analysis; develop a plan for implementation of approved recommendations
- D. Revise business practices and operations
- E. Develop and implement a comprehensive communication plan
- F. Establish training documentation and identify professional development opportunities
| A. Consulting firm hired B. Analysis completed; recommended strategies identified C. Plan to implement recommendations (timelines and outcomes) formulated D. Recommendations implemented; new/revised business practices and operations in PeopleSoft. E. Communication Plan implemented to include webinars and written communication F. Training documentation and list of professional development activities disseminated G. # users trained |
| 4 | Evaluate and update forms and processes used by the College of Continuing Education for transcript evaluation. | | Spring 2023 | - A. Review forms and processes used by the College of Continuing Education for Transcript Evaluation and identify gaps
- B. Create a list of key stakeholders involved in the transcript evaluation processes
- C. Revise/Develop forms, procedures and business practices to streamline transcript evaluation for Continuing Education Students
- D. Develop and implement a comprehensive communication plan
- E. Establish and implement a training program
| A. Review completed; gaps identified B. List of key stakeholders created C. Forms developed and approved ; new/revised processes implemented D. Communication plan implemented through emails, websites, JIRA, job aids, etc. E. Successful training program launched: # of users trained |
| 5 | Develop and implement a routine review process of business practices to ensure continuous use of streamlined/intuitive electronic processes to reduce mechanical steps. | Status |
|---|
| colour | Blue |
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| title | In Progress |
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| | Continuous—Annual | - A. Implement an annual comprehensive assessment to evaluate the efficacy of business practices and policies
- B. Update processes as necessary to eliminate paper processes
- C. Communicate new business practices as necessary
- D. Develop and disseminate training documentation
| A. Assessment process implemented to evaluate business practices B. Electronic systems and processes implemented as needed C. Communications delivered as needed via emails, websites, etc. D. Training documentation disseminated; # of users trained |
| 6 | Document infrastructural barriers to student success and completion, and develop and implement a plan for resolving those issues. | Status |
|---|
| colour | Blue |
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| title | In progress |
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|
| Vice Chancellor Educational Services Student Services Supervisor Business Systems Analysts
| Fall 2022 and Spring 2023 | - A. Review current policies
- B. Identify and map out potential infrastructural barriers to student success and completion
- C. Develop strategies and a plan to resolve issues
- D. Review and modify District procedures and business practices to streamline processes and remove barriers to improve completion and student outcomes
- E. Develop and disseminate student onboarding job aids, timelines, and checklists
- F. Develop and implement a Communication plan to share modified procedures and business processes
- G. Establish and implement a training program
| A. Review completed B. Barriers identified C. Comprehensive plan developed to resolve barriers to student success and completion D. Procedures and business processes modified in accord with the plan E. Onboarding documentation disseminated F. Communication plan implemented through emails, websites, JIRA, job aids, etc. G. Successful training program launched: # of users trained |
| 7 | Provide professional development for all constituencies focused on improved student onboarding and how best to facilitate an excellent student experience | Status |
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| colour | Blue |
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| title | in progress |
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| Dean, Student Services Guided Pathways Committee Members Vice Presidents, Instructional Services Vice Presidents, Student Services
| Spring 2023 | - A. Research best practices for student onboarding
- B. Revise student onboarding practices
- C. Develop and implement key pathways of communication across the lifecycle of students (orientation, admissions, enrollment, graduation, alumni)
- D. Identify professional development opportunities for student onboarding
- E. Communicate changes to student onboarding practices and professional development opportunities
| A. Resource library of best practices completed B. Onboarding practices revised C. Communication pathways implemented D. Professional development documents/program designed and offered; # of faculty, staff, and administrators attending professional development opportunities E. Communications are implemented through emails, websites, JIRA, job aids, etc. |
| 8 | Research and adopt additional best practices for onboarding students (Caring Campus) | Status |
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| colour | Blue |
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| title | in progress |
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| Dean, Student Services Guided Pathways Committee Members Vice Presidents, Instructional Services Vice Presidents, Student Services
| Fall 2022 | - A. Research SDCCD colleges using Caring Campus or similar programs
- B. Hold caring campus orientation sessions
- C. Identify institutional Caring Campus commitments
- D. Publish and communicate institutional commitments
- E. Identify professional development opportunities
| A. List of SDCCD Colleges using Caring Campus B. Orientation sessions provided C. Documentation of Caring Campus commitments (websites) D. Commitments disseminated E. List of professional development opportunities disseminated; # of participants trained |
| 9 | Assess Board policy and business practices regarding the evaluation of all transcripts, even when a student is not using previously earned credits for their degree, and make changes as the findings warrant. | Status |
|---|
| colour | Blue |
|---|
| title | in progress |
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|
| | Spring 2023 | - A. Research best practices and regulations regarding transcript evaluation
- B. Review policies and business practices regarding evaluation of all transcripts; identify gaps with best practices and make recommendations for revision
- C. Revise policies and business practices
- D. Communicate new policies and business practices to all constituents
- E. Develop and disseminate training documentation
- F. Hold training sessions
| A. Research completed; repository of best practices and regulations established B. Review completed; gaps identified; recommendations issued C. Updated policies and business practices approved and implemented D. Communications implemented through emails, website, manuals, job aids E. Training documentation disseminated F. Training sessions offered; # constituents trained |
| 10 | Develop and implement a stronger communication model, allowing for participation of all in its creation | Vice Chancellor Educational Services | Launch Spring 2023 | - A. Develop and disseminate clear communication objectives
- B. Conduct a stakeholder/audience analysis to identify constituents, their relationship to the college(s), communication needs, best method(s) to reach target audiences
- C. Conduct a communication channels analysis to determine best method(s) to reach target audiences: website, email, text, portal, JIRA, flyers, videos, manuals, job aids, social media etc.
- D. Identify strategic partners (Curriculum Instructional Council, Student Services Council, Academic Senate, Chairs meetings, Associated Student Government, etc,), and establish protocols for each.
- E. Develop key messages, distribution lists; relevant timelines
- F. Develop resources and content
- G. Deliver ongoing communication to increase transparency of decisions, practices, and accomplishments
- H. Develop and implement feedback and improvement mechanisms
| A. Clear communication objectives disseminated B. Primary stakeholders; analysis of their needs and communication preferences completed C. Communication map of constituents and preferred communication methods completed. D. Protocols for strategic partners established E. Message templates, distribution lists, and timelines completed F. Resources and content developed G. Ongoing content delivery documented H. Feedback and improvement mechanism implemented |