Planning, Implementation, and Progress Database (PIP) and Budget Entry System (BEST)

Planning, Implementation, and Progress Database (PIP) and Budget Entry System (BEST) Planning, Implementation, and Progress Database (PIP) Units document their planning activities in the Planning, Implementation and Progress (PIP) database. In the PIP, the unit describes its purpose, college and unit planning processes, external events that affect the unit, and internal and external stakeholder/customer needs. In addition this big picture plan for the fiscal year, the unit should develop one or more Planning Outcome(s) that will be a primary focus and will be assessed during the coming year (or years). [The planning system allows for planning outcomes that will require more than a single fiscal year to implement and assess.] As noted above, the outcomes should reflect planned changes and/or additions to the normal operating functions and outputs that are designed to improve the efficiency, economy, effectiveness and/or service of the planning unit to the college. Planning Outcomes Assessment Fundamentals 1. All units of the college (instructional, student support, and administrative) will set planning outcomes annually. Planning outcomes that span a time period of more than one year should be broken down into year-long phases. There is a place in PIP to indicate that the outcome continues in coming years. 2. Planning outcomes indicate what the unit plans to implement/accomplish, the methods/strategies and associated costs if applicable. 3. All planning outcomes will be documented in the PIP database. PLANNING, IMPLEMENTATION AND PROGRESS (PIP) DATABASE USER MANUAL General Information Access the planning, implementation and progress database from the Planning System Interface. You can download the Planning System on the REAP Planning web page. Once you have downloaded the Planning System and saved it to your computer, you will not need to download it anymore. It will automatically update itself whenever you open it. Double click on the Planning Icon from your download destination. Note: If you have never used Microsoft Access databases on campus previously or have recently updated your version of Microsoft Access, you may need to set your Macro settings prior to using the system. For more information, refer to the help document. To enter planning information, click on the Planning, Implementation and Progress (PIP) button. Revised 4/2017 Page 1

After you click on PIP, the page will look like this: You will need to select the correct planning year before entering the outcome. If you are closing out the last planning year (2016-2017) click on the View/Update 2016-2017 Plan button. If you are entering planning outcomes for the new planning year, click on the Enter/Update 2017-2018 Plan button. (NOTE: If you want to copy an outcome from the prior planning year, you will need to do that from the prior year, not the current year.) The next screen looks like this: Revised 4/2017 Page 2

Select the appropriate Planning Unit and Program/Office from the drop down menus. Once you have selected the appropriate planning unit and Program/Office, click on Enter/Edit 2016-2017 Plan. The next screen, pictured below, shows the selected Planning Unit, Program/Office and has tabs that say, 1. Unit Purpose, 2.College Planning Process, 3.Unit Planning Process, 4. External Events, and 5.Needs of Stakeholders. The text that was entered for the previous planning period will appear in the tabs on the entry level to the database. Click on each tab, review the information and update it as necessary in relationship to the Revised 4/2017 Page 3

consolidation of planning units into larger units and on any changes in processes involved in unit planning processes, external events and needs of stakeholders. (NOTE: Information on the College Planning Process tab is input for you by REAP and cannot be changed.) Click on the Enter Outcomes button in the upper right corner to enter an outcome. This screen will appear: The Program/Office that was selected to enter into PIP will automatically be selected at the top of the Planning Outcome page. If you need to reassign the Planning Outcome to a different Program/Office, use this drop down. Select outcome type from the drop down menu. There are two types: New initiative or Continuing initiative. Continuing initiatives should be selected if the initiative was approved in a prior planning cycle and is ongoing into the current planning cycle. Type in the position title(s) of the person(s) ultimately responsible for monitoring and assessment of the planning outcome. Type the new planning outcome into the outcome text box. Revised 4/2017 Page 4

NOTE: If you would like to carry over one or more outcomes from another planning cycle, you need to open PIP for that planning cycle, select the outcome you wish to copy, and click on Copy Outcome to 2017-2018 button in the upper right hand corner of the outcome page. " " Below the outcome text box is a series of tabs. You will need to click on each tab to enter required information. Revised 4/2017 Page 5

Tabs About The About tab contains all of the information that was input at the narrative level of PIP about your unit. It is a convenience feature for reference and/or for ease of editing without having to return to the other level of PIP. Revised 4/2017 Page 6

Justification When you click on the justification tab the page will look like this: Select the college strategic goal that your planning outcome relates to from the drop down menu. Enter the name of any organization that requires this outcome for certification or accreditation purposes, if applicable. In the Justification text box describe why your unit selected this planning outcome. Be sure to provide any data that support the selection of the outcome. When you have completed inputting the justification, click on the Strategies, Timeframe and Budget tab. Revised 4/2017 Page 7

Strategies, Timeframe, Budget This screen allows you to indicate the anticipated time frame for completing this outcome. If you anticipate that the outcome will require more than one year to complete, check the box beside Outcome will require more than one-year to complete and write in the expected number of years that you anticipate it will take to complete. In the current year box, type in 1 if it is the first year of working on this outcome. (In future years, you indicate which year out of the total number of years the outcome is in.) Type in the target date for for completion of the outcome (including assessment). Leave the completion date blank until you have actually completed the assessment of the outcome. The remainder of this tab is for input of each of the steps along the way to completion of this outcome, the associated start date, end dates and cost, if any, for each step. You should spend some time thinking through methodically what it will take to achieve this outcome. Each major step should be listed. Remember to include any professional development/training for those involved with the outcome, as applicable. Select the cost type from the drop down menu that appears when you click in that box. As you enter costs and the associated cost type, the Totals at the bottom of the page will adjust accordingly. Select the source of funds from the drop down menu that appears when you click in that box. NOTE: Information provided within this tab will feed into the Budget Entry System (BEST). Please be sure to provide cost information if applicable. Revised 4/2017 Page 8

Resources, Professional Development On this tab, click the box beside any other resources/departments on campus that will need to be involved with this outcome. You may check as many that apply. Make certain that you have spoken with someone from the relevant department(s) that your outcome will impact. In the Comments section summarize your communication with them. (NOTE: This is not the area in which to indicate collaboration with another unit on an outcome. That should be documented on the Collaboration tab.) In the Professional Development section, indicate what type of professional development will be required and the source(s) that will deliver it. The Costs (if any) Listed in Strategies? is merely a check box to remind you to put the costs for any professional development on the Strategies tab. Revised 4/2017 Page 9

Collaboration When multiple departments are working together on a single outcome, this must be documented on the collaboration tab. Notes relating to the collaboration can be entered at any time. Linking the outcomes must be done after all parties have entered their related outcome. The college strongly urges units to actively seek ways to collaborate with other units since collaboration often results in both efficiency and economy. It is also one of the functions of the Planning Committee to review outcomes to check for similarity of resource requirements and, if identified, recommend the units discuss collaboration. To link an outcome from the Collaboration tab, go to the Related Outcomes table and click on an open field in the (Partner) Outcome. Using the dropdown, scroll through and find the partner and their outcome. Once selected, the partner s notes will appear if they ve entered them. If the partner has not entered any notes, you may paste your own outcome notes in to the box. Be careful with this feature as you are changing what appears on your partner s outcome. If more than two outcomes are involved in the partnership, you can tag the additional partners by repeating the process in a new blank row. Each partner involved in the collaboration will need to repeat this process on their own learning outcome. Revised 4/2017 Page 10

Assessment/Use of Results When entering planning outcomes, this tab is used to indicate what level of performance you are hoping to achieve on this outcome. For each planning outcome, type in the goal you hope to achieve in the Performance Goal box. You may have more than one Performance Goal for a single outcome. In addition to setting the goal for performance, you will need to enter the metric for how you will measure whether or not that goal is achieved. This may be a specific tool that you will use or simply an indicator of how you will know whether the goal has been accomplished and to what extent. You should select the appropriate status from the drop down menu (Accomplished, Partially Accomplished, In Progress, Deferred, Eliminated). These statuses can be updated throughout the planning cycle, as applicable. Near the end of the planning cycle, you will come back to this screen to enter the Completion Date, results of your measurement and indicate how you will use the results you have obtained. Results data may be used as justification for future planning outcomes or for continuing the current outcome for another planning year. The following questions are offered to assist the process: 1) How will you use the assessment results to improve the effectiveness or your planning unit? 2) Will you make changes? 3) Is there a need to continue the objective? Using results to make changes closes the loop and provides for continuous improvement. Revised 4/2017 Page 11

Review and Follow Up This tab is to be used by the Planning Committee and Division Heads and/or their designees as applicable. They will verify that the planning outcome is consistent with the college s strategic plan, is justified, and measurable. You will be able to refer back to this tab at the appropriate time in the planning cycle to check on your Division Head s review of your Planning outcome(s). Revised 4/2017 Page 12

General maneuvering through the database: To create additional Planning outcomes click the Add Record button. In this way, a program or service area may create as many Planning outcomes as are needed for the planning year. To toggle back and forth through Planning outcomes use the right and left arrows on the Outcomes screen beneath the Add Record button. To delete an entire Planning outcome click the Delete Record button. You will receive a warning Pop up window to confirm that you truly intend to delete the entire outcome record. If you do, simply click on yes in the pop up window and the record will be deleted. To check the spelling of your outcome entry click on the ABC button in the upper right of the outcome screen. To print a copy of your unit s planning report click on the Preview Report button in the top right of the window. The complete report will appear in a pop up window for your review. If you would like to print it out, simply click on Print document in the upper left of the preview screen. Revised 4/2017 Page 13

Writing Effective Planning Outcomes Planning outcomes, like student learning outcomes, need to be written using verbs that indicate actions that are observable and measurable. They should also be based on data, either direct or indirect, indicating that the outcome is warranted. Unlike student learning outcomes, planning outcomes focus on what the unit plans to do to improve/change/supplement, etc. its operations and processes during the upcoming planning cycle(s). It may be that student learning outcomes assessment provides evidence for and leads to the specific planning outcomes a unit selects, but this is not a requirement. Examples of planning outcomes are: REAP will decrease the response time in processing requests for data by 5%. Student Engagement and Transitions will increase their offerings of College Success sections by 5%. Human Resources will send a confirmation letter to all applicants for employment within one week of receiving the application. Revised 4/2017 Page 14

Budget Entry System (BEST) BEST can be found in the same application as PIP and SLO/GELO. To begin entering your units request, click on the BEST link. You have the option to review the previous year s information or go directly to the next year s budget worksheet. To begin entering information for the next budget year, click on the Enter/Update link followed by Enter/Edit Budget Forms. The first time you go in, select your unit from the drop down menu Budget Unit box at the top of the page. Revised 4/2017 Page 15

Budget Entry Form The Budget Entry form will open in the Budget Items view. Use this tab to budget items that are not classified as equipment or part of a PIP initiative. Budget items in this area are incremental in nature. If the prior year s allocations were suffcient for your unit s needs, you will not need to make any adjustments. If you need to have an allocation adjusted, enter a value to request an increase (or decrease) to the adjustment column (Allocation + Adjustment = Request). Do not enter total request amount into adjust column. Revised 4/2017 Page 16

Equipment Items that have more than one year of useful life should be budgeted as equipment. Examples include furniture, lab equipment, audio/visual eqipment, etc. Items that are consumable are not considered equipment. Examples include printer cartridges, lab supplies, paper, etc. If each piece of equipment costs less than $5,000, please select Non-Capitalized Eqpt from the drop down menu. If each piece of equipment costs $5,000 or more, please select Capitalized Eqpt from the drop down menu. Provide justification for each request within the Equipment Funds Notes textbox including the consequences if the request is not funded. Revised 4/2017 Page 17

PIP Initiatives Costs shown on this tab were approved and are based on what was entered on the Strategies, Timeframe, Budget tab in the PIP application. DO NOT duplicate these costs in any of the other Budget Categories. To make any changes to these costs, you MUST make the changes in PIP within the Strategies, Timeframe, Budget tab. Note: If you do not see any costs listed here, be sure your 5-digit unit budget code is set up in PIP (contact Bernice Campbell ext. 2805 for assistance). Revised 4/2017 Page 18

Directions for Division Heads The worksheets area of the Budget Entry System has been revised to reflect the new manner in which budgets are processed. In addition, a new sheet has been added to assist in assuring that all units have made entries into the system. Revised and new items are circled on screen shot below: Budget Entry Status: Shows all planning units for selected division and status of data entry for those units Budget Items Detail: Shows all requests for selected division for all planning units regardless of status (Key field: GLAccountsID) Equipment Request Detail: Shows only equipment requests entered into the system for selected division PIP Cost Items Approved for Planning: Shows PIP Cost Items for selected division (Key field: StrategyID) Note: These have all been designed to allow the export of data to Excel for processing. Some are keyed to allow import back into the data base. If changes are intended to be re-imported back into database at some point, the KEY FIELD must remain with the dataset. Budget Entry Status Worksheet Shows all planning units for selected division and status of data entry for those units. If there is a YES in the Plan Entered column, a user has gone into the system and entered a budget plan. Once a plan has been entered, the other columns can be used to discover when and who entered and last updated the plan. Revised 4/2017 Page 19

In the sample shown below, all units but one have begun data entry into the system. Unit 21071 has not had any data entry completed. Revised 4/2017 Page 20