Paper number: 08/10 Date f meeting: Nvember 23 rd 2010 Authr: Millard, Strategic Planning Crdinatr Purpse: Apprval s Strategy fr UH Hil Strategic Planning Actin : SPC members are asked t: Nte the prpsed prcess fr dealing with and respnding t general (see sectin 4.2) Nte their respnsibilities regarding cmmunicatin thrughut the strategic planning prcess Apprve the cmmunicatins strategy 1. Intrductin Strategic plans fail fr all srts f reasns, but mst cmmnly prblems arise with issues t d with the prcess rather than the plan itself. Chief amngst these is cmmunicatins failure. Successful cmmunicatin requires attentin t each grup likely t be affected by the planning prcess and its utcmes. Stakehlders will want infrmatin abut what is ging n, when meetings will be held, what themes are emerging frm the planning prcess, and s n. If they dn t receive it, they may feel devalued and demralized and turn t the rumr-mill t get infrmatin. Fr internal stakehlders, being invlved in the prcess can cntribute greatly t emplyee s cmmitment t mutual gals and a sense f rganizatinal unity. Fr external stakehlders, like businesses, being invlved can help create advcacy fr the institutin. 2. Reasns t develp a strategy: Establish stakehlder awareness f strategic planning and the prcess we will fllw Encurage cllabratin and supprt transparency Encurage participatin/ and prmte campus/cmmunity buy-in and supprt Cmmunicate utcmes f the prcess t university stakehlders 1
3. Assumptins in develping the strategy: The strategy des nt address mechanisms fr full cnsultatin n aspects f the strategic plan these will be discussed and planned fr separately. The mechanisms suggested belw wuld thugh supprt cmmunicatin abut such. UH Hil has multiple stakehlders - brad stakehlder grups are utlined here. We have limited time and limited resurces it is imprtant that ur cmmunicatin activities and energies are fcused and specific. There will always be a risk f under- r ver-cmmunicating as such, the Cmmittee shuld peridically review the effectiveness f its cmmunicatin activities. Every member f the SPC has a cmmunicatins rle 4. Types f cmmunicatin mechanisms There are varius ways in which we can cmmunicate with UH Hil stakehlders abut strategic planning. Belw are sme suggestins fr an SPC cmmunicatins strategy: 4.1 General mechanisms t update n prgress and seek Strategic planning website must ensure that it is up-t-date and easy t fllw/lcate infrmatin Annuncements r press releases frm the UH Hil website General email address available fr peple t submit views/ uhhplan@hawaii.edu Strategic planning Blg (t be set up by the end f Nvember 2010) t bth reprt n prgress and encurage engagement/respnses frm stakehlders. 4.2 Stakehlder specific mechanisms t update n prgress See table frm page 4 belw. 4.3 t prcess and respnd t general The SPC encurages and welcmes frm stakehlders thrughut the planning prcess (this is in additin t specific that will be sught during cnsultatin phases). Cmmittee members will actively seek questins and cmments frm stakehlders particularly where SPC members are members f ther UH Hil cmmittees/bards (e.g. Hanakhi Cuncil, UHHSA, Faculty Cngress). The SPC will als likely receive general frm stakehlders thrugh uhhplan@hawaii.edu, r directly thrugh a cmmittee member (written r verbal). It is apprpriate therefre that the SPC develp a systematic way f dealing with and respnding t questins and cmments frm stakehlders t supprt transparency f prcess and ensure effective tw-way cmmunicatin. The fllwing prcess is prpsed: Members respnd immediately t questins/cmments frm stakehlders where pssible r refer the questin/cmment t the Strategic Planning Crdinatr, Millard. 2
will respnd t all questins/cmments received thrugh the general email address, cnsulting with SPC members where apprpriate. Members keep a nte f all questins/cmments received fr review at the next SPC meeting. The first agenda item fr all future SPC meetings will be set aside fr members t reprt n any questins/cmments they received frm stakehlders n the planning prcess. There is an FAQ sectin n the strategic planning website and this will be updated peridically with answers t cmmn/imprtant questins asked. 3
Campus leadership Chancellr One-t-ne catch-up meeting with Chancellr Straney Frtnightly r as needed Outcmes frm all meetings Issues t clarify with Chancellr Seek advice/ Cuncil f VC s Written briefing fr VC s Frtnightly Bullet pint list f prgress/key f meetings Chancellr s Executive Cuncil (CEC) Presentatins/ verbal update Mnthly (freq f mtgs) Bullet pint list f prgress/key f meetings Marcia Gvernance/planning bdies Faculty cngress Written briefing Mnthly (freq f mtgs) Standing written reprt fr every cngress meeting Elizabeth Bullet pint list 4
UHHSA Written briefing Weekly (if ) (freq f mtgs) Standing written reprt fr every meeting Dee Tracey Bullet pint list Hanakahi Cuncil Written briefing Mnthly (freq f mtgs) Standing written reprt fr every meeting Gail Bullet pint list Lng Range Budget Planning Cmmittee (LRBPC) Presentatin/verbal update Frtnightly (freq f mtgs) Request agenda item fr each meeting t prvide Kaina Gail 5
a verbal update Marcia Written summary reprt as needed Bullet pint list Enrllment Management Implementatin Team (EMIT) Presentatin/verbal update Frtnightly (freq f mtgs) Request agenda item fr each meeting t prvide a verbal update Written summary reprt as needed Jim Kaina Dee Marcia Bullet pint list Other leadership cmmittees VC Academic Affairs Cuncil Presentatin/verbal update Every tw mnths (freq ) Request agenda item fr each meeting t prvide Marcia 6
a verbal update Written summary reprt as needed Bullet pint list Student Affairs Leadership Cmmittee Presentatin/verbal update? freq Request agenda item fr each meeting t prvide a verbal update Written summary reprt as needed Jim Kaina Gail Bullet pint list Divisin f Administrative Affairs Directrs Grup Presentatin/verbal update Mnthly (freq f meetings) Request agenda item fr each meeting t prvide a verbal update Harry Written summary 7
Faculty General Faculty/staff newsletter article Mnthly (freq f newsletter) reprt as needed Bullet pint list Summary f prgress and/r advertising Annunce/ hana emails When Update n key utcmes/advertise Cllege specific needs t be apprpriate fr each cllege and ensure that all faculty and all staff f the cllege are engaged. Ideas: Twn hall meetings Faculty senates Dean/divisin/department chair s mnthly meetings Mnthly (at least t back up/reiterate that issued in staff/faculty newsletter) Summary f prgress and/r advertising Member reps frm each cllege/divisin Errl Maria Mazen Karen Pila Kelly Jackie 8
Staff Students Faculty/staff newsletter article Mnthly (freq f newsletter) Summary f prgress and/r advertising Annunce/ hana emails When Update n key utcmes/advertise General student bdy Student newspaper article Every issue (frtnightly?) Summary f prgress/key Dee/Tracey t draft articles and run past and Kelly Flyers As and when Alumni General Alumni facebk As and when published plan (in crdinatin with Yu Yk Pearring, Marketing and Alumni Directr) Alumni enews (released every Friday) As and when published (in crdinatin with Yu Yk Pearring, Marketing 9
Alumni Bard f Directrs Cmmunity UH Hil Alumni Bard f Directrs Every 3 mnths (freq f mtgs) Hui Ka Ua Verbal update Frtnightly (freq f meetings) UH Hil Bster Club Directr f Athletics As and when UH Hil Advisry Bards (with cmmunity members) Knwn Advisry Bards: CBE AB Perfrming Arts AB Intercllegiate Athletics Advisry Bard (IAAC) t cntact the CEC t ask fr cntacts fr ther plan Bullet pint list f prgress/key f meetings Highlight key prgress Seek and Alumni Directr) (in crdinatin with Yu Yk Pearring, Marketing and Alumni Directr) Harry T be cmpleted T be cmpleted T be cmpleted T be cmpleted (in cnsultatin with Dexter Irwin) 10
AB s/ac s at UH Hil Businesses Schls (particularly High Schls as the feeder schls) The Chancellr during his regular meetings with grups like: The Chambers Rtary Club As and when Prgress updates /prmte published plan T be cmpleted T be cmpleted T be cmpleted T be cmpleted (fr wrking with the Chancellr) Residents Chancellr s newspaper article Press releases As and when published plan Legislature and lcal pliticians Chancellr and Directr f Media Relatins As and when Prgress updates published plan (fr wrking with the Chancellr and Directr f Media Relatins) 11