rapid financial results & lasting cultural change

Rapid Financial Results & Lasting Cultural Change

MSSU Revenue History

Critical Number: Operating Cash Cash used to pay our bills (e.g., payroll, utilities, etc.) Cash that is not tied to a particular use (unlike financial aid, restricted gifts, most construction) The household analogy The household analogy : Your checking and savings accounts. Most organizations (and households) maintain a certain level of operating cash in reserve (savings).

Know & Teach the Rules Business Education and Transparency High Involvement Planning The Critical Number Educate (Think) Follow the Action & Keep Score Keep Score - Scoreboards Follow the Action - Huddles Forward Forecasting Empower (Act) Provide a Stake in the Outcome Rewards & Recognition MiniGames Ownership Engage (Feel) Critical Number

Critical Number Why is the Critical Number important? Provides a Focus around whats most important and critical to the success of the university Rallies everyone around a Common Goal Educates area teams on their connection

Right Driver The Right Driver Critical NumberDirectly influences the Critical Number Line-of-sightReveals Cause-and-effect through Line-of-sight Shows each area how they can make a difference

Cause Effect Driver Critical Number Minigames

MiniGames Short-term improvement efforts designed to: o affect a change o correct a weakness, or o pursue an opportunity scoreboard Stake in the OutcomeTheres a team goal, a scoreboard and a reward for winning ( Stake in the Outcome ) Critical Number

Focus Period Plateau Period New Normal The MiniGame Effect Rapid Results, Lasting Change Retention Satisfaction - Performance

Stake in the Outcome A Stake in the Outcome rewards & recognitionTeam rewards & recognition drive growth by providing opportunities for every area team. MiniGamesMiniGames give all employees a way to set short term goals and choose their own rewards

Scoreboards winningTell whether you are winning Communication Educational AccountabilityAre a Communication Tool, an Educational Tool, and an Accountability Tool Are only as good as the communication and the performance improvement created around them.

S.C.O.R.E. A scorecard should be: S imple - Easily viewed & understood - at a glance (3 second rule) C enter court - Accessible for all to see you have to see it to believe it Team created, team owned, team scored O wner scored - Team created, team owned, team scored R ight measures - Critical Numbers & the Right Drivers forward looking R eal time Frequently updated & forward looking E ngaging Relevant, meaningful & maybe a little FUN!

Fishing for Clients

Tetris Wall

Employee Scorecard Students served Student satisfaction score Workgroup Scorecard Work orders complete Overtime hours Line-of-Sight Department Scorecard Students served Satisfaction Supplies Financial Statements State appropriation Tuition and fees Salary and benefits Operating Cash University Scoreboard MiniGames Cascading Scorecards and the Huddle Rhythm

GGOE Huddles rhythm of communicationRepresent a rhythm of communication where everyone is kept informed, involved & engaged in the progress of The Game. Purpose:Purpose: Evaluate minigame conditions; Check the score; Plan the next play; Get fired up!

Huddle Essentials Begin with the right Scoreboard frequentswifton timeKeep them frequent, swift and on time Encourage learning and teaching Call for personal commits to improve performance Begin with the right leadership Be forward looking Forecast:Be forward looking Forecast:

Why Forecast? No one likes surprises You cant change the past; you can influence the future It encourages employees to think about cause & effecthow they can influence the numbers rather than passively looking at results It makes us smarter about the university. Your forecast accuracy is an indication of how well you understand your numbers It creates a sense of urgencyencouraging people to act and take responsibility for improving results

Current Minigames at MSSU Next are presentations by the following individuals regarding minigames in their areas: Sheri Beeler Assessment Advisory Committee Sheri Beeler Assessment Advisory Committee Scott Snell Distance Learning Scott Snell Distance Learning Maryann Mitts Kinesiology Maryann Mitts Kinesiology Followed by: Jeff Gibson University Scorecard update Jeff Gibson University Scorecard update

Perpetual Work in Progress: Minigame to Improve Department Assessment Plan Reviews Sheri Beeler Professor of Kinesiology Assessment Advisory Committee

Goals 1.Touch base with all dept. heads regarding feedback on their dept. assessment plan by 3/13/15 (confirm department heads reviewed the committee feedback, offer assistance, and a sit- down meeting). 2.If a department head has not reviewed the feedback, ask them to review it by 3/27/15. 3.Meet with all departments who request a meeting by 4/2/15. Benefits: Departments will start working on assessment now instead of waiting for the October 2016 deadline. Departments will improve their rubric scores.

Players All academic departments Assessment committee Time Frame March and April Theme and Scoreboard Report progress to Elke. She will put the progress in a graph and share the progress. Reward Refreshments during a committee meeting Fruit Brownies Lemonade

Distance Learning Workgroup Minigames Scott Snell Director of Distance Learning

MiniGames are played to Affect a change Drive results through improved performance Focus on number that represents weakness or opportunity Reinforce business education Goal setting Mutual responsibility Performance management Build teamwork Shared, common goal Unite as team to reach the goal Shared rewards Develop a winning attitude Winners recognized Results rewarded

Identify weakness/opportunity Blackboard Helpdesk Activity Log Distance Testing RegisterBlast Software Implementation Online Advising SmarThinking Tutoring Usage Instructional Design Faculty Blackboard/Online Instruction Training Multimedia Production Use of Facilities

The Why Gamify Hurdle

Create a MiniGame worksheet

Blackboard Helpdesk Activity Log

Distance Testing RegisterBlast

Instructional Design Faculty Training

Online Advising SmarThinking

Multimedia Facilities Use

MiniGame Overview OfficePurposeCommitmentRewardCost Online AdvisingIncrease student utilization of online tutoring From 12 students to 200 students by April 30 @ 67-twinkle lights @ 134-hanging paper lanterns @ 200-desk or floor lamps for office $10.00 $60.00 $125.00 Multimedia Production Increase faculty use of multimedia productions for instructional purposes (videos for Blackboard) From 0 to 10 by April 30 Hot/Cold Water Dispenser $120.00 Instructional DesignIncrease faculty use of retention tools in Blackboard (pass faculty through training) From 21 to 30 by April 30 Keurig brewing system for office $80.00

MiniGame Overview OfficePurposeCommitmentRewardCost BlackboardAcquire complete log of Blackboard Helpdesk activity From 0 to 300 logs by April 30 Bookstore gift cards $90.00 Distance TestingTransition to RegisterBlast software for testing reservations From 0 to 236 by April 30 Lunch during finals $100.00 Game Board Supplies $69.22 Total Cost $654.22

Lessons Learned Future Improvements Improve record keeping and organization Meet more often to discuss progress Align meetings with huddle rhythm More carefully consider staggered rewards Departmental game instead of office games? Align with critical number of operating cash

Lessons Learned Positive Outcomes Quantifiable improvements for each office Improvement over business as usual Opportunities were obviously seized Data Blackboard Help desk Student SmarThinking usage Teamwork Instructional Design/Multimedia Production/Faculty Online Advising/Distance Testing Online Advising/Faculty

Pause for Pink Minigame to Improve Advising and Student Retention Maryann Mitts Assistant Professor of Kinesiology

NAME THE GAME (Improvement Objective=Improve Retention) P. A. U. S. E. For P I N K

SET THE GOAL X to Y by When Hold 2-5 minute P.A.U.S.E.S with 80% of our Kinesiology Students (177 of 221) Time: 30 days (February 23, 2015-March 27 th, 2015) Note: Excluding Spring Break (March 16 th -20 th )

P. A. U. S. E. Preparation Attendance Understanding Support Effort

ESTIMATE THE BENEFIT (the potential financial/operational impact/return) Critical Number (Operating Cash) is indirectly influenced by Retention Numbers (Tuition Dollars) Pilot Program to be used for FALL to FALL Retention Assessment

LOOKING AT THE NUMBERS Current Retention Rate (KINE) = 65% (130 of @200 students) Goal- Increase retention rate by 10% = 75% (150 of @200 students) Increase of 20 students x 12 credit hours=240 credit hours 120 credit hours x in-state @$175 = ($2,100) $21,000 120 credit hours x out-state @$355 = (4,260) $42,260 Total = Increase @ $63,260

ESTIMATE THE BENEFIT By measuring student behavior and academic performance earlier, we will be able to: Identify our at risk students early, Apply intervention strategies in a timely manner and with follow up, and Determine what possible impact P.A.U.S.E. for Pink could have on future student success and retention if implemented across campus

IDENTIFY THE PLAYERS (Those that can impact the goal)

DETERMINE THE TIME FRAME (Long Enough to Change Behavior) 30 DAYS Shortest amount of time to develop a habit or change a behavior Beginning Date: Two weeks prior to submission of mid-term grades (early intervention) Temporary behavior change becomes an implemented permanent process in department

CREATE A THEME AND BUILD A SCOREBOARD PINK- based on the color of our advisee retention sheet (already in use) P.A.U.S.E Lion Paws P.A.U.S.E Push Pause (5 minute stop - advisee and advisor to evaluate academic progress) Paws were colored in PINK (the closer we are to our goal, the bigger the paw)

Forecasting Scoreboard

Weekly Huddles - Weekly Forecasting Monday mornings around scoreboard

Totals recorded immediately by highlighting the name of the advisee immediately after the P.A.U.S.E

Weekly totals were recorded Fridays at 3pm

DECIDE ON THE REWARD ( Low on $, High on Fun !) STUDENTS 20% - Kinesiology P.A.U.S.E. for Pink Pens 40% - Pink Streak in Faculty Hair (2 Days) 60% - Pink Plunge MSSU Pool/Mass Advising 80%- Spring Fling Hotdogs and Smores

PINK PENPINK HAIR / HEAD

DECIDE ON THE REWARD ( Low on $, High on FUN!) FACULTY/STAFF 20% - Afternoon Wallyball Game 40% -Faculty/Staff Lunch (P.Y.O.B) 60%- MSSU Baseball Game 80%-Cosmetic Touch Up (Office Suite)

University Scoreboard Update Jeff Gibson Director Budget & Operations You can view a draft of the top-level University Scoreboard on the GGOE website here.here

Workgroup Huddle Work orders complete Overtime hours Information flow Department Huddle Students served Satisfaction Supplies Financial Statements State appropriation Tuition and fees Salary and benefits Operating Cash University Council University Council Huddle MiniGames University Huddle Rhythm

What Can You Do? You are the pioneers; the Dancing Guys Continue to learn about GGOE Be the pioneer in your area Attend University Council huddles www.mssu.edu/ggoe

If you have any questions on this presentation or GGOE in general, you can either email [email protected] or if it is a general question that you believe others may have as well, please post in the GGOE Discussion Board here. [email protected]

rapid financial results & lasting cultural change

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