Institutional Effectiveness Audit

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Institutional Effectiveness Audit

• IEC Data Compilation Team
• Feb 25, 2003

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Participants
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Global Questions

• The answers to these questions SHOULD shape the
  college councils response to the budget crisis. 
  page 3
• 1)     How does this department, program, or
  service contribute to or support the improvement
  of teaching and learning?
•  
• 2)     What aspects of this department, program,
  or service represent primary, secondary or
  tertiary mission activities?
•  
• 3)     What procedural or structural concerns or
  inefficiencies were identified?
•  
• 4)     What potential cost savings were
  identified?
•  
• 5)     What changes need to be made to ensure
  efficiency and to save money?
• 6)     How does the department, program, or
  service fit into the fabric of the college?
•  
• 7)     How would students be affected if this
  department, program, or service were reduced or
  eliminated?
•  
• 8) How does this department, program, or service
  contribute positively to the organizational ethos
  and morale of the college?

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IEC Audit Methodology Flowchart page 4
College Council Mission Review
Coding Of Patterns Themes
Charge to IEC
Compilation
Validation
Descriptive Inferential
Individual Units

• Outcomes
• Educational Priorities Drive
• Fundamental Changes
• Savings Reductions
• Increased Efficiency
• Effectiveness

Presidents Decisions
Units Submit Data
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Problem Statement

• Needed - a multi-million dollar budget reduction
  plan
• Wanted - a data driven budgetary decision making
  process
• Focus - on the missions of BC and the
• California Community Colleges
• -Primary, secondary, tertiary mission
  functions
• Charged - IEC is directed to perform a
  college-wide audit to generate data upon which to
  base budget reduction decisions

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Methodology Pages 6-8

• 22 facilitators
• 53 facilitated audits
• 73 reports submitted
• Qualitative Data Analysis Techniques
• Data Matrix and Reports
• Summary Recommendations

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(No Transcript)
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Additional Themes

• Facilitators identified additional themes not
  written in the reports
• Units did not express some opinions on the survey
  because they were not specifically asked
• Problems were identified with MO (in the
  custodial area, grounds, responses to work
  requests)
• Concern was expressed that the LSC should cut
  back and be more service oriented
• Elimination of the fleet (Cars and insurance for
  administrators and employees)
• A desire to fix broken systems before cutting
  employees

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Campus-wide Systemic Concerns
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Cost Savings page 11
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Laundry List of Savings
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Summary Recommendations

• 1. Begin Round 2 financial audit for individual
  units to identify
• Fundamental changes
• Actual dollars to be cut/saved
• Areas where existing resources can be eliminated,
  reduced, or reallocated.
• 2. Fast track improvements involving Business
  Services on campus and at the LSC.
• 3. Address the need for reallocation of
  resources.
• 4. Consolidate services across campus/LSC/sister
  colleges for immediate action in cost reduction.

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Summary Recommendations continued

• 5. Complete implementation of KH recommendations,
  with special emphasis on LSC reorganization to
  reduce administrative overhead.
• 6. Modify or suspend programs that should be 100
  self-supporting or Foundation funded.
• 7. Review priority registration process and fully
  implement a new enrollment management system by
  Fall 2003.
• 8. Integrate student learning, student support,
  and administrative services.
• 9. Streamline department curriculum to meet
  mission critical needs as identified in audit
  process.

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Summary Recommendations continued

• 10. Re-evaluate the continuation of low
  enrollment and low retention classes/course
  offerings.
• 11. Seek sources for additional funding.
• 12. Purchase cost saving technology where
  possible.
• 13. Fast track the development of a three-year
  global education plan for the college.

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Addenda to the Report

• Report on unit contributions to improving
  teaching learning departmental ethos
• Answers to global questions 1 8 summary report
• Information on Savings
• Report O is the compilation of the reduction
  ideas from all 73 reports
• Additional Information on the Units
• Report P is a compilation of all the additional
  materials the departments wanted people to know

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Outcomes of the Process

• We have developed a campus-wide curriculum and
  service database.
• We have baseline information about BC upon which
  to develop educational priorities.
• Communication within and between units has
  increased.
• Written mission statements have made it possible
  for every unit to focus their unique activities
  and budget.
• Each unit has a checklist of all the functions it
  performs or courses offered to make discrete
  decisions.
• Participation has empowered each unit in making
  decision driven by educational priorities.