Strategic Planning Manual - Revising the SP

Then What Comes Next?
Closing the Loop
Making Revisions in TracDat
When to Revise in TracDat
Progress Report Instructions

  Then What Comes Next?

USE FINDINGS

in

FURTHER PLANNING

for

CONTINUOUS QUALITY IMPROVEMENT!

  Closing the Loop

The strategic planning cycle repeats itself. The results of one year's work in strategic planning indicate what the next year's plan should focus on. This is "closing the loop."

During the year, planning groups and reporting units should review the progress being made toward the strategic directions/objectives they developed during the last planning cycle. Reviewing progress is particularly important during the time in which new strategic directions/objectives are being developed, as they may require follow-up or readjustments of the time frames.

What considerations are involved in “closing the loop”?

• Incremental development means that outcomes from one year set the stage for developments in following years: "This is the result, so next year we will…"
• Some things intended may not have been fully accomplished and next year's plan will have to pick them up at whatever point they are at and move forward from there.
• Some expectations for performance may have been exceeded or completed more rapidly than anticipated. If so, the next plan should take that into consideration.
• New knowledge or priorities may suggest that some parts of the plan be set aside or de-emphasized and others developed instead.
• Achievement of objectives with high performance measures may suggest that intentions are largely met and barring unforeseen changes in circumstances need only be revisited every few years as a check on their continued high levels.

  Making Revisions in TracDat

• Setup, Department Setup

  • Tab 1: Information
  • Edit mission or vision wording
  • SAVE

GOAL Changes:

• Setup, Department Setup

  • Tab 2: Goals
  • Add new goal
• See TracDat Manual for instructions
• Edit wording of existing goal
• Click "Edit" on the goal to be edited
• Make changes
• SAVE
• Delete an existing goal
• Click "Delete" on the goal to be deleted

OBJECTIVE/STRATEGIC DIRECTION Changes:

• Plan & Document, Assessment Plan
  • Tab 1: Objectives
  • Add new objective
  • See TracDat Manual for instructions
  • Edit wording of existing objective
  • Program Objective Name: Select the objective of interest
  • Program Objective: Edit wording of objective
  • SAVE
  • Change status of objective
    • Status: If objective was completed in the last planning cycle, check the "completed" box
    • Status: If objective is currently inactive, but may be revisited during another planning cycle, check the "inactive" box
  • Delete an existing objective
  • Click "Delete" on the objective to be deleted

KEY PERFORMANCE INDICATOR Changes:

RESULT/OBSERVATION Changes:

• Plan & Document, Results/Observations
• Tab 1: Results/Observations
• Add new Resultr
• See TracDat Manual for instructions
• Edit wording of existing result
• Result/Observation Name: Select the result of interest
• Result/Observation: Edit wording of result
• SAVE
• Delete an existing result
  • Options:
  • There really should be no need to delete results.

Documenting Strategic Plan Revisions:

• Plan & Document, Assessment Plan
• Tab 1: Objectives
• Planning Process (a.k.a.: Assessment Plan Review Process)
• Type Strategic Plan Cycle Year and then describe the changes were made to the plan since the last cycle
• For example: 2003-04: 2 objectives were deleted; KPI for all objectives were revised.
  

  When to Revise in TracDat

TracDat should be updated on a continuous basis to reflect the most current strategic plan, assessment, and results information.

Current, up-to-date information should be entered into TracDat prior to reporting deadlines (i.e., submitting strategic plan and assessment reports) (See Master Calendar).

THOUGHT:

  Progress Report Instructions

The Institutional Effectiveness Progress Report (visit: www.oie.eku.edu) is an annual report that is to be completed by both planning groups and reporting units to demonstrate continuous progress and improvement.

The progress report includes three main components: a review of previous year's assessment results, a look at this year's planning priorities, and a forecast of next year's budget needs.

As part of that report, the "Assessment Impact Report", a report generated from TracDat, is submitted. The Assessment Impact Report provides documentation of planning and assessment activities for the planning group/reporting unit. Results of assessment and plan modifications are of particular interest.