Strategic Prioritization Process for Academic Programs and Administrative Services

Orientation Overview April 14, 2017

Decreasing state revenues Support strategic priorities Better use of resources Inform budget decisions Improve quality and outcomes Create contingency and reserve fund 2

Build on our strengths/reputation Identify opportunities to increase revenues/decrease expenses Address current budgets and reductions strategically Adequate operational funding 3

1. Provide advice, guidance, and oversight 2. Establish the necessary components 3. Develop a set of recommendations Secondary charge: to recommend components of the prioritization process that can be incorporated into our ongoing systematic review 4

Units of Analysis How will TF define academic program and administrative service ? Typical academic programs include Major Minor General studies Service Graduate/professional Certificate Institute Other 5

List of units to be analyzed for acad. programs & admin. services Metrics Criteria for acad. programs & admin. services Weights & formula Review process Rubric for analysis 6

Categories for ranking Actions associated with categories of ranking Timelines for completion of key actions Development of report templates Process for reaching consensus Appeal process 7

1. History, development, & expectations of the program 2. External demand for the program 3. Internal demand for the program 4. Quality of program inputs & processes 5. Quality of program outcomes 8

6. Size, scope, & productivity 7. Revenue & other resources generated by the program 8. Cost & other expenses associated with the program 9. Impact, justification, & overall essentiality 10.Opportunity analysis of the program 9

Expected Action Steps: Dates in _____ represent those which are negotiable based on Task Force recommendations. Dates in _____ represent those which need to be met as indicated. Target Date Accomplished Actions April 3. 2017 Members of APASP Task Force appointed by the President and provided charge APASP Task Force holds first meeting (a schedule of regular meetings is being developed and will be posted) APASP Task Force receives potential metrics for review and feedback April 6, 2017 April 14, 2017 April 2017?? APASP Task Force distributes potential metrics and units of analysis to University community for review and feedback Feedback from community and UM shared governance bodies review due to APASP Task Force APASP Task Force reviews and adopts metrics April 17, 2017?? April 21, 2017?? April 21, 2017?? APASP Task Force develops key operational definitions and shares them with University Community Institutional Research populates data sets associated with metrics and distributes to unit heads for review/feedback Feedback from unit heads due to IR April 24, 2017?? 10 May 1, 2017??

Actions Target Date Accomplished May 15 29, 2017?? APASP Task Force develops: Comprehensive list of all program and services to be reviewed Criteria by which assessment reports will be measured Weights and formulas to be used Categories of rankings and associated actions Clearly defined operational parameters (some of which will be subject to Regent level decisions made at the May Board meeting). (ASUM suggestion) Rubric to be used in review process for ranking by APASP Task Force Template for use by units to prepare narrative assessment reports Guidance for units to use in completing reports and or in reviewing of reports May 2017??? Clear budgetary guidance based on Legislative appropriations and potential adjustments from May 25 & 26 Board is developed/provided from the University Budget Committee (ASUM suggestion) 11

Actions Target Date Accomplished Early June 2017 Academic/administrative unit heads briefed on process/time line for completion etc. APASP Task Force representative briefs Forward 125 and/or Cabinet on process to be used Academic and administrative units prepare assessment reports for each program/unit identified using metrics, criteria templates and guidelines developed by APASP Task Force Preliminary recommendations developed by APASP Task Force Early June 2017 June 2017 August 2017 August (mid to late) 2017 APASP Task Force representatives presents final recommendations to President & President s Cabinet Recommendations presented by APASP Task Force/Cabinet to University community APASP Task Force works with units to develop specific plans to implement recommendations UM to present APASP Recommendations to OCHE/BOR via ARSA Meeting on campus Implementation of action plans/steps based on the individual prioritization recommendations begin August (late) 2017 Beginning in September 2017 October 26, 2017 November 2017 12

APASP Task Force provides guidance Deans work with chairs/faculty to conduct analysis of units Deans, chairs, & faculty prepare forms with summary Using rubric and criterion, assign numeric value Deans review summaries Deans rank programs Deans submit proposed program rankings APASP Task Force reviews recommendations and determines final rankings 13

APASP Task Force provides guidance Admin. unit leaders work with directors/staff to conduct analysis of units Admin. unit leaders, directors, staff prepare forms with summary Using rubric and criterion, assign numeric value Admin. unit leaders, directors, staff review summaries Admin. unit leaders rank programs/services Admin. unit leaders submit proposed program rankings APASP Task Force reviews recommendations and determines final rankings 14

University strategic plan Flat enrollment projections for FY18 and FY19 of 11,000 student FTE Budget reductions for FY18 and FY19 Faculty/student FTE ratio of 16.5:1 or higher Staff/faculty FTE ratio of 1.4:1 or higher Range of category rankings anchored by areas for growth/ strengthening and areas for discontinuation/reductions Strategic planning foundation Creating a communication process Designated time frame 15

Anchors Discontinue/ Moratorium Strengthen/ Expand Other Actions Associated with Rankings 16

Configuration of APASP Task Force into working groups Ex Officio support Task Assignments Communications strategies Other 17