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A - Optimize district support for critical district-wide processes that impact student success and completion. Specifically, SDCCD is seeking peer consultation and support in improving its infrastructure for catalog revision and transcript processing.
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Objective | Responsible Person | Target Date for Achievement | Action Steps | Measure of Progress | |
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| 1 | Streamline and expedite processes by making greater use of digital forms, signatures, and workflows.
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| A. 12 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.
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| 2 |
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| Fall 2022
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| 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
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| 3 |
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| Fall 2022-Spring 2023 |
| 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 |
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| Spring 2023 |
| 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
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| 5 |
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| Continuous—Annual |
| 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
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| 6 |
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| Fall 2022 and Spring 2023 |
| 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 |
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| Spring 2023 |
| 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)
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| Fall 2022 |
| 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
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| 9 |
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| Spring 2023 |
| 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 |
| Vice Chancellor Educational Services | Launch Spring 2023 |
| 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 |
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Status and Evidence |
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Objective 2 - Develop and implement District procedures or modify existing ones to reflect the use of digital forms and other mechanisms that have improved efficiency.
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Student Services Council
Meeting | Outcomes | Action Items |
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Academic Advising Meeting Notes
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Mark Leenhouts - Academic Advising Consultant (Estimated start date: January 2023)
Conduct an initial review of the current academic structure and the issues that staff see with this structure. This will include conversations with the evaluation staff responsible for directly maintaining this configuration, but also include others who may be impacted by any changes (such as institutional research and reporting, for example).
Develop a list of recommended changes and identify any expected impacts for your review and discussion
Work with the client to develop a plan for implementing these changes and assist with managing the implementation activities.
Provide additional assistance as needed in other areas as agreed upon by both the client and consultant.
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Objective 4: Evaluate and Update Forms for Continuing Education for Transcript Evaluation
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The document is a comprehensive report on the Transcript Evaluation Process Analysis conducted by the Strata Information Group (SIG) for the San Diego Community College District (SDCCD) as part of its strategic plan. The report, authored by Judson Matthews, Senior Process Consultant at SIG, details the analysis carried out through a series of Business Process Analysis (BPA) workshops aimed at improving the student and SDCCD staff experience in the transcript evaluation process. Here's a summary of the key components of the report broken down by approach, observations, recommendations for potential projects, opportunities, and obstacles.
Approach:
The focus was on enhancing the journey of students and staff from initial inquiry to evaluation.
The workshops included reviewing process analysis principles, mapping existing processes, identifying obstacles, and opportunities for improvement, and developing ideal processes to align with SDCCD’s objectives
Key findings from the evaluation revealed a notable number of students submit their applications in person. Challenges such as limited access to counselors, disjointed procedures, and a heavy dependence on paper-based forms were identified. To address these issues and streamline the process, goals were set to enhance the experiences of students, improve communications and efficiency, integrate technological tools, and encourage cooperation and understanding throughout the district. Initiatives aimed at meeting these goals include implementing quick-win strategies such as training for Outreach Ambassadors, reorganizing counselor responsibilities, enhancing the functionality of online portals, and bettering the communication between students and counselors. Areas identified for further improvement involve enhancing the student portal's messaging capabilities, minimizing redundant processes, improving access to records, standardizing procedures, and forming partnerships with community organizations. Challenges to these improvements include a lack of transparency for students, difficulty accessing campus-specific counselors, problems with physical storage, inconsistent versions of forms, and varying policies on document retention and archiving.
The report underscores the necessity of a comprehensive approach that melds technological advancements with redefined processes to foster significant enhancements. It points out the critical role of cooperation across different organizational levels, the establishment of uniform practices, and the importance of improved communication channels to simplify the process of transcript evaluation, thereby elevating the experience of both students and staff.
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Objective 5 - Develop and implement a routine review process of business practices to ensure continuous use of streamlined/intuitive electronic processes to reduce mechanical steps.
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