Administrative Department Review

1. Administrative Department Review Christopher Sindt Eduardo Salaz Staff Council February 10, 2016

2. Overview and Context • WASC • Institutional Effectiveness Committee • Initial reviews 2012

3. ADR – Intended Outcomes • improved performance • enhanced quality of service • better coordination with other departments • improved budget planning • optimal allocation of resources

4. ADR Process • Administered by the Institutional Effectiveness Committee • 5 year cycle • Includes vice president/provost, department head, all staff in the department • Review by Administrative Department Review Board

5. Elements in the Process • Self-study • Institutional research project • External review • Administrative review board analysis • Action plan

6. Strategic Plan Goal 6: Ensure Financial Stability • E. Conduct and implement workforce planning and efficiency analysis to optimize quality, apply disciplined cost management, demonstrate efficiency in the context of dynamic market forces and strategic priorities, and implement rigorous performance management programs aimed at ongoing, sustainable people performance and productivity.

7. Staff Council BriefingHR Administrative Department Review February 9, 2016 Eduardo Salaz, Associate Vice President / Chief Human Resources Officer February 9, 2016 Saint Mary’s College “Confidential”

8. Staff CouncilBriefing Objectives Provide Staff Council members with a brief overview of the HR Administrative Program Review process and key learning • Identify some early assumptions • Identify process taken to initiate and complete the review • Identify key learnings • Identify next steps Success for today will be to provide staff council members with HR’s journey through the HR APR process 8 February 9, 2016 Saint Mary’s College “Confidential”

9. Early Assumptions • The unknown • Never been through this process • Was unsure how or where to begin • Starting reviewing a few best practice templates • Met with the Registrar (Julia Odom) • Met with my supervisor • Reviewed instructions from Program Review office • Decided to draft a one page roadmap February 9, 2016 Saint Mary’s College “Confidential”

10. FY14-15 HR Administrative Department Review Roadmap for Saint Mary’s College Meet with Institutional Research (Completed) Design HR Program Review survey (In progress) Design audit and fact finding process (In Progress) Conduct and schedule peer review con calls (In Progress) Prepare final Program Review report (TBD) • Complete assessment of survey, HR audit and peer review con call data • Prepare preliminary report outlining strengths / areas for development and recommendations • Review draft report with VP for Finance and CFO • Finalize report and share finding with HR staff and client leaders • (AVP HR, HR Directors, VP Finance) • Conduct initial assessment of Program Review requirements with IR • Discuss program review roadmap and best practice templates • Gain agreement on roles and responsibilities between HR and IR departments • Discuss and agree on timelines, due dates and key deliverables • (AVP HR and Director / Assistant Director of IR)) • Meet with HR Directors to identify survey questions • Ensure survey questions are useful to overall PR goals • Send survey questions to IR for review and formatting • Ensure confidentiality and anonymity • (AVP HR, HR Directors and IR) • Contract with two peer institution HR leaders to conduct the audit • Share survey results and list of audit questions (months in advance of visit) • Identify internal client leaders for auditors to interview • Arrange for on-site interview day • Meet with auditors to review findings and key themes • (AVP HR and HR Directors) • Contract with HR peer institution leaders to meet on several conference calls to review key HR programs • Discuss areas of strengths and areas for development • Assess peer review data and add content to final PR report • Share data with peer institutions • (AVP HR and Peer HR leaders) February 9, 2016 Saint Mary’s College “Confidential”

11. Key Learning • Was not a daunting as I imagined • Opportunity to assess what is working well and what key challenges remain • Important to do your homework and leverage the wheel makers • Put campus feedback in perspective (don’t take it too personally) • Highlight your key accomplishments in the summary report • Ensure your staff has an opportunity to provide input and share the feedback • Include Key Performance Indicators (KPI’s) as a way to measure progress • Ensure future goals align with the College’s strategic plan February 9, 2016 Saint Mary’s College “Confidential”

12. IS Opportunity to assess the department’s strengths and weaknesses. Opportunity to formulate an action plan for improvement. An opportunity to align your resources, goals and objectives to the College’s strategic plan. An opportunity to provide your staff with a realistic assessment of how well you are doing from a client perspective. A more disciplined, consistent approach and methodology to assess overall department progress. IS NOT A process to uncover individual or team performance issues A process used to eliminate positions based on performance A process designed to blame or ridicule functional teams Designed or intended to be used as a way to conduct a 360-degree review on the department leader Administrative Department Review 6 February 9, 2016