Strategic Planning Template Workshop for Chairs and Directors

Bill Balzer and Bill KnightSeptember 2010

BGSU’s strategic plan, including a Vision, Mission, Core Values, Learning Outcomes, Goals, and Strategies, was developed by representative, information-informed group in 2008-09. Also that year, departments and schools were asked to create compacts that aggregated to the college level.

Colleges were asked to transition their compacts to five-year, rolling strategic plans that followed the Charting Our Future format in 2009-10.

Departments and schools are asked to transition to the Charting Our Future format in 2010-11.

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University

Academic Affairs Division & Colleges Administrative Divisions

Departments / Schools Departments

Programs Centers Institutes Others Programs Others

LEVEL 1

LEVEL 2

LEVEL 3

LEVEL 4

Implemented 2009-2010

Implemented 2010-2011

Implementation Schedule:Unit-Level Strategic Plans

Implementation Planned for 2011-2012

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Vision Vision

Core Values

Mission & Goals Mission Mission

Strategies Strategies Strategies

Actions Actions Actions

Measures Measures Measures

LEVEL 1 LEVEL 2 LEVEL 3 & 4

ExternalAgencies

Vision

Optional

The planning template includes all of the key elements of the University level plan except the Core Values, which remain at the University level. Elements created at a lower level must support those at the higher level; elements which are additive (instead of replacing) are shown.

Elements of Planning Template

Additive element. Include all items at the higher level and add additional as needed.

Integration of Planning, Budget Requests, Assessment, Enrollment Planning and Accreditation/Program Review

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Task for Departments/SchoolsUsing the strategic planning template, information provided by IR, results of previous planning, accreditation/program reviews, assessment results, last year’s approved college-level strategic plan, collegial dialogue, and other resources and approaches as appropriate, complete the cover sheet, summary of planned actions (5-year time frame), notes on planned actions, scorecard of key measures, glossary of key measures, and index of appendices by Fall 2010 final exam week, unless an earlier deadline is in place in your college. 6

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Cover Page

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Header BlockThis block contains core information in a common format that can be quickly and easily compared among submission. Throughout this template, the [College / Division Name] placeholder should be replaced by the actual name of the academic unit completing the plan, e.g. Department of Sociology.

VisionWhere appropriate, the academic unit may identify and report a Vision that is complimentary to the Vision identified by the University and College. A Vision is a statement of what you aspire to and how you want to be viewed by others.

MissionEach academic unit will identify and report a Mission that is complimentary to the Mission identified by the University and College. Mission defines purpose: what you do, for whom and to what end.

StrategiesEach academic unit has the option to identify additional Strategies that complement the seven University strategies and/or any strategies identified by the College. Because Strategies provide the framework for all additional planning efforts, the head of the academic unit will seek approval from the Dean prior to adding a Strategy and completing additional development work.

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Summary of Planned Actions

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ActionsEach academic unit will identify Actions (initiatives, projects and tasks) that will be completed to advance the Strategies and meet Measure targets.

Note: The template includes lines for ten actions. Additional lines (and Summary of Planned Actions) pages should be added when needed.

Connecting PointsThe Related Strategies and Key Measures columns are intended to connect each Action to other important planning element and pages within the document. - Strategies (Use number, 1-7+) - Key Measures (Use “Ref” field)

Action Plan ElementsThese three columns are intended to capture high-level aspects of the plan for each Action, including: resources, timing and responsible party. It is expected that the responsible party will maintain a more detailed action plan that is not submitted as part of this process.

FeedbackThis column is intended to concisely reflect how much support management has for each action proposed. This column is blank when a plan is submitted and completed after it has been reviewed and considered through the budget development process.

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Notes on Planned Actions

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NotesAlthough the tabular format of the “Summary of Planned Actions” page is intended to provide sufficient information for most Actions, this page is included to add needed flexibility.

Actions that require additional detail will be listed on this page with needed narrative description. Only actions that required additional detail should be included; there is no expectation that all Actions will be included on this page.

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Scorecard of Key Measures

Defining BodyThe Scorecard is broken down into sections based on the entity that is defining the measure. Measures are defined by the following entities:

• The University System of Ohio (USO)

• University Leadership• Accrediting Organizations• Individual Divisions / Colleges• Departments & Programs

A Measure is considered defined by an entity when that entity identifies the description, method of measurement or data source, requires tracking or sets a standard for results.

Measures shown on a unit’s Scorecard will be calculated for that unit’s population only.

Target LevelThis is the Measure result that is targeted for achievement over the planning period. Actual results will be reported annually.

Connecting PointsThe Related Strategies and Actions columns are intended to connect each Measures to other important planning element and pages within the document. Note: in cases where the Measures is meeting the Target, there may not be a connection to any Action.

Trend DataUnderstanding a Measure’s history can provide useful context to set targets and note progress. A five-year trend is recommended, but not required.

BenchmarkWhen appropriate, units can use the Benchmark column to reference a relevant comparator that is being use to rationalize target setting. If a benchmark is used, it should be

described on theGlossary of Key Measures page.

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Glossary of Key Measures

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Measure IndexThis reference code will be very important in plan consolidation, especially post-technology implementation. Each Key Measure requiring consolidation (i.e. USO, University, Division / College) can will have a unique code across all templates.

For example, the USO Measure for post secondary enrollment would be coded USO 01. A university defined retention Measure could be coded BG 01, while a Measure for faculty to student ratio could be BG 02.

Title & DescriptionThe title is a consistent label that will be used for the Measure throughout reporting. The description is a definition of the Measure.

For the first USO Measure the title is “Total post-secondary enrollment” and the description is “All students enrolled in associate, bachelor’s, graduate, and professional degree programs.”

Method of MeasurementThe method of measurement describes how the Measure will be calculated and/or presented. In the case of “Total post-secondary enrollment”, it is total number of students.

Source of DataThe source of data describes the individual, office or system which is responsible for providing the data for the define Measures.

Case Study: P&UP

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The Department of Parapsychology and Unexplained Phenomena (College of Arts and Sciences) is considering its current situation and possible future trends as is completes its strategic planning template. An analysis of strengths, weaknesses, opportunities, and threats, accreditation review, and assessment results has led to the following document being produced (handout).

Important Points To Remember

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This is a rolling, five year plan; your planned actions should cover 2011/12 through 2015/16 this year. You will be asked to update this for 2012/13 through 2016/17 next fall.Programs, centers, institutes, etc. will be asked to complete this template beginning next year.The heart of the template is the Summary of Planned Actions. They should be prioritized.

Important Points To Remember

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Your resource requirement information comprises your budget request to your college for next year.You should tie your planned actions to BGSU and college priorities and accreditation/program review and assessment results.Resources on campus (Finance and Administration, Capital Planning, OSPR, IR) are available to help you estimate people, dollars, space, etc.

Important Points To Remember

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It is important to identify everyone who will be responsible/accountable for follow-through.Once your college dean receives approval of the College’s Strategic Plan (some or most of prioritized actions endorsed by provost), he/she can endorse some subset of your academic unit’s prioritized actions – you are only responsible for this endorsed set for which resources are available.

More About Measures

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Measures need to be SMART (specific, measurable, achievable, realistic, and timely).Measures can be qualitative as well as quantitative (e.g., a new center is created)You are free to add locally-developed measures if they do not exist at the University or college levels.You will probably add to (and maybe change) your measures over time.

Resources

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On or about October 1, the Office of Institutional Research will supply:

A profile of majors (by gender, race/ethnicity, age, class level, state residency, and major) by dept./schoolA profile of minors (by gender, race/ethnicity, age, class level, state residency, and minor) by dept./schoolCounts of graduates by program by dept./schoolStudent retention rates by dept./school

Resources

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On or about October 1, the Office of Institutional Research will supply:

A profile of full-time faculty members (by gender, race/ethnicity, rank, and tenure status) by dept./schoolA profile of graduate assistants (by gender, race/ethnicity, and job title) by dept./schoolA profile of staff members (by gender, race/ethnicity, full-time/part-time status, job title, and employee class [administrative or classified]) by dept./schoolInstructional productivity and cost information (summary and details) by dept./school

Resources

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Other resources that you might want to use:

Your analysis of strengths, weaknesses, opportunities, and threats (SWOT) (see example from Musical Arts)Your college’s strategic plan template from last yearAccreditation/program review reportsAssessment reportsBudget reportsLocal and OSPR information about research/creative activities

Integration of Planning, Budget Requests, Assessment, Enrollment Planning and Accreditation/Program Review

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Questions (and Answers!)

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It would be really helpful if someone in the audience would volunteer his/her questions and ideas for his/her area’s strategic plan; let’s all learn from each other.

Where To Go For Help

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Bill Knight, 2-7791 or wknight@bgsu.eduelectronic copies of the template are available on the IR web site: www.bgsu.edu/offices/ir (under Latest Information Available)your dean or associate dean