Planning and Budgeting Forum Mission Achievement Planning September 22, 2014 Denver, Colorado
Gordon Jensen Introduction Metropolitan Community College (MCC): One of six community colleges in Nebraska Service area includes Dodge, Douglas, Sarpy and Washington counties (only 4 of 93 counties in Nebraska, but 40% of the population) Eleven member Board that is publicly elected Three campus locations and multiple centers Administrative offices are located on the Fort Omaha Campus in Omaha 11,012 full-time equivalent students
MCC: Budgeted Expenditures By Fund Thousands ($) FYE 15 General 97,987 Capital Improvement 32,040 Hazard/Handicapped 165 Auxiliary 10,000 Federal 45,000 Total Expenditures 185,192
MCC: Budgeted General Fund Revenue Thousands ($) FYE 15 % Property Tax 41,421 44.4 State Aid 25,214 27.0 Tuition & Fees 25,800 27.6 Other 860.9 Total Revenue 93,295 100.0
Introduction: MCC Institutional Accreditation MCC is regionally accredited by the Higher Learning Commission of the North Central Association In May 2013, MCC's institutional accreditation was reaffirmed by the Higher Learning Commission through FY 2022-23 HLC s final report said, The College should be commended for its systematic approach to institutional planning and resource utilization.
Reason for this Session Since the HLC liked what MCC is doing with planning and budget, perhaps others would benefit by knowing a bit more about MCC s approach The focus of this presentation is to demonstrate a fairly simple, yet comprehensive way to encourage mission achievement throughout your organization
Session Objectives 1. Encourage constant focus on the mission 2. Overcome the limits of strategic planning 3. Ensure planning and budget live together at all levels of the organization
MAP Philosophy 1. Encourage constant focus on the mission We use the term mission achievement plan because everything we do or plan should advance mission achievement If you label something in a way that describes what it should be, you might just help it actually be what it should be Acronym is MAP, so instructive in that sense also Mission vs. Vision
MAP Philosophy 2. Overcome the limits of strategic planning Strategic vs. Operational The Mission Achievement Plan tries to include everything we do to achieve the mission Compression vs. Organic It s meant to be a living process that connects all processes and staff Top Down vs. Bottom Up Both are necessary
MAP Philosophy 3. Ensure planning and budget live together at all levels of the organization Budget is a part of everyone s MAP Plans, including budget, are just plans Should facilitate new must have needs Budget approval doesn t mean actual approval Transparency All staff can see all Cost Center and Area MAPs The easiest way to integrate planning and budget is to not separate them
MAP Philosophy So what are the desired MAP outcomes?
Desired MAP Outcomes Accurately determines and communicates the College s mission, responsibilities, and desired outcomes addresses and balances the needs and expectations of all key stakeholders and students responsibly considers resource availability, reliability and possibilities accounts for regulatory, legal and ethical requirements accounts for risks associated with our operations Establishes core requirements and core values, which facilitate mission achievement by guiding our character
Desired MAP Outcomes Energizes and effectively taps the collective thinking and information resources available to the College provides continuous opportunities for the Board of Governors, students, faculty, staff and other key stakeholders to contribute thoughts and collaborate on plans and processes, balanced with keeping the planning process effective, efficient, and able to respond quickly continuously captures and considers current, emerging and future needs and improvement ideas effectively captures and analyzes applicable information to develop actionable data for planning
Desired MAP Outcomes Drives and aligns work activity and resource use, maximizing mission achievement is an essential part of each work process and each person s job, ensuring an appropriate focus on and appreciation for core processes and projects tracks achievement continuously, providing specific performance/progress establishes performance/progress expectations to ensure an appropriate level of accountability and measurement of College, Division, Area, Cost Center and personal accomplishments provides effective priority and plan status communication at all times
Desired MAP Outcomes ensures the College is flexible and responsive to evolving opportunities, challenges and requirements requires aggressive, yet realistic continuous improvement in processes and results products are timely and of high integrity support management/budget/operational needs, Board consideration/approval, and regulatory/legal compliance
Desired MAP Outcomes products and related processes effectively connect suppliers and users appropriately minimizes the time and cost of plan preparation and maintenance maintains appropriate records
Session Objectives Review 1. Encourage constant focus on the mission 2. Overcome the limits of strategic planning 3. Ensure planning and budget live together at all levels of the organization
Current MAP Process So what has MCC implemented?
Walking the Talk Progress 1. Institutional MAP 2. Cost Center and Area MAPs 3. College Suite (MCC s budget request system that feeds into the Area and Cost Center MAPs) 4. Presentation of Area MAPs to Senior Management 5. Presentation of all MAPs including Proposed Budget to the Board
1. Institutional MAP Available for public viewing at: http://www.mccneb.edu/strategicplan/ Or web search: Mission Achievement Plan First page includes: Mission Statement Core Requirements Primary Priorities Statement
1. Institutional MAP Core Requirements (key ingredients) Understand current, emerging and future needs and opportunities in our service area Champion access (reduce barriers) to relevant education and awareness that best addresses service area needs and opportunities Excel at assessment and effective academic delivery Proactively uncover and encourage community potential Seek quality outcomes through personal, social and economic enrichment Leverage all available resources to best serve the mission
1. Institutional MAP Executive Summary Helps ensure a comprehensive link between all processes by communicating high level institutional mission achievement plans within functional categories: 1. Helping Students Learn and Faculty Teach 2. Accomplishing Other Distinctive Objectives 3. Understanding Students and Other Stakeholders Needs 4. Valuing People 5. Leading and Communicating 6a.Supporting Organizational Operations 6b. Providing Physical Facilities and Infrastructure 7. Measuring Effectiveness 8. Planning Continuous Improvement 9. Building Collaborative Relationships
2. Cost Center MAP Cost Center s Mission Primary Functions Performed Relevance: Four-County Service Area or Internal Need for these Services External Opportunities and Challenges Internal Strengths and Weaknesses
2. Cost Center MAP Master Achievement Plan (not date sensitive; dream a little) Summarize what mission achievement looks like ( desired outcomes) Summarize expectations/stretches or specific initiatives that best advance this mission achievement Cost Center s guiding how to map Three-year Achievement Plan What desired progress is anticipated over the next three fiscal years, noting key action steps and resource needs FY 2014-15 Achievement Plan Given above plans, what desired progress is anticipated this year, noting specific action steps and resource needs
2. Cost Center MAP Staffing Effectiveness and Changes Proposed Given the importance of staffing to mission achievement and operational costs, note what is being done to improve staffing effectiveness Budget Request Executive Summary Briefly explain any significant variances in your budget request Summary of Resource Use and Request Grid shows amount requested or used for Personnel, Operating, Supplies, Travel, Equipment and Student Aid for request year, prior budget year and three years of actual
Measurements 2. Cost Center MAP Note results in each column as applicable for each key measurement that drives resource needs and/or helps facilitate outcome assessment Actual and anticipated accomplishments for FY 2013-14 General and trend data to support budget requests for FY 2014-15 Future budget needs for this cost center beyond FY 2014-15 See Appendix for further data. If applicable, show index
2. Area MAP This MAP serves as a summary of the Cost Center MAPs that it covers, making the review of mission achievement plans more manageable It naturally encourages each Area to prioritize what is most important among all its individual cost center plans and requests The Area MAP form includes most of the fields that are on the Cost Center MAP
3. Budget Request System Data base driven Called College Suite, it was developed with the help of a 3 rd party programmer over a decade ago Funding decisions are informed by the process of having the requestor indicate a priority selection for each budget request, usually must have, should have or nice to have Here s an example of the primary entry screen:
4. MAP Presentations to Leaders Those responsible for an Area MAP present their achievement plans and budget requests to senior leaders of MCC s organizational divisions Three sessions, each about half-a-day long Academic Student Services and Enrollment Other Happens in June This year s target was to complete by June 18 th Provides these key decision-makers a refreshed college-wide view of the thoughts of all areas The tougher decisions on which priorities to fund are often made at the end of June or beginning of July Provides the area management involved in each session the chance to better understand plans of others
5. MAP Presentation to the Board The Proposed Budget is given to the Board of Governors Material provided to them on the second Friday of July Available for public viewing at: http://www.mccneb.edu/budget/proposedbudget1415.asp Includes the Institutional MAP Board has access to the Area and Cost Center MAPs through a link on their SharePoint site Discuss plans and budget with the Board at their July meeting (usually the fourth Tuesday) or at a special meeting the prior week Note that budget is not adopted until the September Board meeting, as property valuations aren t provided by the counties until August 20 th and public hearings are required for changes in MCC s property tax request
MAP Process So what have been the challenges?
Some of the Challenges Day to day and to do list management Change/risk/work avoidance Doing, planning and outcome assessment balance What needs to stop If you designed your institution today, how would it look different from what it looks like now Varies from the traditional
MAP Process What still needs to be done?
And Miles to Go Many more dots need to be connected for MCC to achieve the MAP outcomes Determination of Service Area needs and opportunities too haphazard Still no systematic tracking of functions and related expectations No systematic encouragement and tracking of individual employee or other work group ideas More effectively tap our collective ability to think YTAI (Your Thoughts Are Important) And.
Session Objectives Review 1. Encourage constant focus on the mission 2. Overcome the limits of strategic planning 3. Ensure planning and budget live together at all levels of the organization
Session Objectives Discussion Considering the three objectives: What is your institution doing well What is it not doing well Any takeaways you d like to share Any other ideas you d like to share to further the spirit of this presentation??
Mission Achievement Thank you for all you do to make a positive difference in the lives of others!!