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Strategic Management of Academic Activities: Program Portfolios. Todd L. Chmielewski, OIPR Gerald W. McLaughlin, OIPR Julie C. Casey, Academic Affairs. 2002 HEDS Winter Conference - San Antonio, TX. Need to Manage Information at DePaul. Comprehensive Strategic Plan

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slide1

Strategic Management of Academic Activities:

Program Portfolios

Todd L. Chmielewski, OIPR

Gerald W. McLaughlin, OIPR

Julie C. Casey, Academic Affairs

2002 HEDS Winter Conference - San Antonio, TX

slide2

Need to Manage Information at DePaul

  • Comprehensive Strategic Plan
  • Academic Program Review (APR)
  • General education Program
  • Teaching, Learning, & Assessment (TLA)
  • Office of Academic Advising
  • PeopleSoft
slide3

History of Portfolios

  • Banta & Associates (student & faculty achievements)
  • The Urban Universities Portfolio Project

Challenge:

Design a portfolio for individual programs

that is both rigorous and flexible

slide4

Definition of Program Portfolio

  • Describes program to internal and external constituents
  • Provides summary overviews of program
  • Explains goals
  • Includes:
  • Quantitative and qualitative facts
  • How the program accomplishes its goals
  • Results/outcomes produced by the program

From Casey & McLaughlin, 2000

slide5

Previous Approaches

  • Balanced Scorecard
  • Boyer’s Scholarships
  • MSU’s Outreach Programs
slide6

Balanced Scorecard

(Kaplan & Norton, 1992)

slide7

Limitations of Scorecard

  • Business model concerned with profitability
  • Used to reorganize measures
  • Focused on internal management

Scorecard is not flexible enough for our needs

slide8

Program Portfolio Requirements

1. Rigorous in Methodology

2. Flexible in implementation

3. Fitted to education/NCA

From Chmielewski, Casey, and McLaughlin, 2001

slide10

Program Overview

  • Mission of Program
  • Goals
  • Who the “customers” are
  • History of Program
  • Overview of what the program does
slide11

Operations and Activities

  • Faculty/Staff
  • Location
  • Facilities
  • Equipment
  • How program achieves its goals
slide12

Organizational Capacity and Growth

  • Strengths
  • Building Capacity
  • Growth
  • Development
  • Learning Organization
slide13

Outcomes and Effectiveness

  • Outcomes
  • Customer Service
  • Coverage
  • Measurement/Assessment
slide14

Impact/Value Added

  • Contribution
  • Impact
  • Solvency
slide15

Project Milestones/Status

  • Data in the Review Process
  • Portfolio as a self-study template
  • Portfolio in an Academic College
  • Portfolio in Operational Units
  • Web-based Portfolio
slide16

Project Milestones/Status

Use of data in the Review Process

  • Starting point for discussions
  • Supplement with “homegrown” databases
  • Comparison with College and University trends
  • TLA/Program Quality Education Indexes
    • Learning Goals
    • Satisfaction
    • Engagement
    • Enrollment
slide17

Project Milestones/Status

Centers and Institutes Template

Program Overview

Intro – Content – Programs – Goals

Operations and Activities

Programs – Staff – Administration- Participants

Outcomes

Programs – Staff - Participants

Organizational Capacity

Programs – Staff – Accountability - Relation to Mission

Reflection/Contribution

Interpretation - MOA

slide18

Project Milestones/Status

Use of portfolio in Academic College

  • School for New Learning
  • 1 year timeframe
  • Research Assistant/OIPR staff
  • Deans/Directors
  • Agenda
slide19

Project Milestones/Status

Use of portfolio in Operational Units

  • Facilities Operations
  • Student Affairs
    • Strategic Planning Process
slide20

Issues

  • Data Availability and Quality
  • Reluctance to share data
  • Persistence of NCA/Leadership
  • Reactions of Decision/Reward Process
  • Long-term incorporation into culture
slide21

Challenges

  • Separate People from the Issues
  • Develop real needs versus wants in technology and resources
  • Decouple processes and continue to become more anticipatory and strategic vs. reactive and historical
  • Provide easy to use web interface (standardized vs. custom)
slide22

Summary

Program Portfolio is a Learning Process

People Learn Best If:

They are actively engaged.

See the usefulness and impact of what they are doing.

They are provided with a visual schematic

slide24

Copies of previous papers available at:

http://oipr.depaul.edu/open/general/presentations.asp