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2 Learning from the Inside and the Outside: Administrative Unit ReviewsSarah L. Collie – University of Virginia Maury Cotter – University of Wisconsin-Madison Carol Mullaney – University of Notre Dame Sarah Network for Change and Continuous Innovation POWER 60s Professional Development Session March 30, 2017
3 Administrative Unit Review The Notre Dame and University of Virginia ExperienceWhy? What is the purpose? What is the structure? How is it applied? What has been the outcome? Sarah NCCI 3/30/2017
4 Notre Dame AUR Program https://ospir. ndElements Internal Assessment: Self- study; Internal Interviews; Desired Objectives External Resource Review: Peer Advisor Visit and Report Action Planning: Review of Report; Development of Short and Long-Term Plans What They Are Focused on slate of services Informative to unit’s long- term strategy Unit-driven, assisted by OSPIR What They Are Not Audit Organizational review Focused solely on expense reduction Carol NCCI 3/30/2017
5 University of Notre DameAURs began in Spring 2012 Managed and conducted by our Office of Strategic Planning and Institutional Research (OSPIR) To date, 26 reviews have been completed or are in process Carol NCCI 3/30/2017
6 ND: Units Completing AURsCarol NCCI 3/30/2017
7 Some of the External Reviewers To-Date (Notre Dame)Carol NCCI 3/30/2017
8 University of Virginia Administrative Unit ReviewDeveloped as continuous improvement tool, managed by Organizational Excellence in partnership with unit Modeled after UVA Academic Program Review, Accreditation Reviews, and other institution’s AUR Intended to complement other data sources (e.g. recent benchmarking study, customer feedback,…) Pilot in 2015 with Procurement Services Sarah NCCI 3/30/2017
9 University of Virginia Administrative Unit Review https://organizationalexcellence.virginia.edu/initiatives Elements Unit self-study and supplemental information On-site visit by an external committee Assessment report with recommendations Guide provided to internal unit and external committee Purpose Foster administrative excellence; Assess a unit’s quality, efficiency, and effectiveness of services; Consider the impact of current and emerging issues Promote mission-centric constructive change Sarah NCCI 3/30/2017
10 Coordinator, Reviewer, RevieweeThree Perspectives Coordinator, Reviewer, Reviewee Sarah NCCI 3/30/2017
11 Coordinator PerspectiveAUR – Fall 2015 Sarah NCCI 3/30/2017
12 Coordinator Role Support Execution Follow Through PrepareGain sponsorship Identify/recruit ext. committee members Self-study framework Help assemble supporting material Identify stakeholders for interviews (~40) and set expectations Create schedule Appoint a leader of the ext. committee Prep call with ext. committee Ext. committee introduction and orientation On-site logistics for interview sessions Debrief about draft report and allow time for ext committee to begin draft during site visit Review draft report and monitor completion Facilitate review of recommendations and subsequent action plan Ensure findings shared with stakeholders Monitor progress Sarah NCCI 3/30/2017
13 Helpful Hints Diverse external committee member perspectives:Oversight Executive Role Unit Director/Procurement Expertise Quality External Functional Experience Limit the length of the unit self-study; encourage use of charts, graphs, web links Preview unit self-study to help shape Stakeholders represent balanced, diverse views Allow external committee to “see & observe” the unit’s operational space Preview final report for clarity Sarah NCCI 3/30/2017
14 Challenges and SurprisesLevel of stakeholder engagement and appreciation Thank you for doing this. No one has ever asked what I thought about their services. -Stakeholder after being interviewed Skepticism about value and output Identification and recruitment of external committee members Logistics and scheduling Sarah NCCI 3/30/2017
15 Enablers for Success Follow-up Buy-inComposition and quality of review committee One review member serve as a leader of the committee Open communication – pre, during, post A neutral party coordinator with institutional view Follow-up Sarah NCCI 3/30/2017
16 Questions about the Coordinator perspective?(submit via the Chat function) Sarah NCCI 3/30/2017
17 External Committee Reviewer PerspectiveMaury NCCI 3/30/2017
18 External Committee ReviewerPreparing Ahead: Understand purpose of the review. What is expected of the review committee? Your role? Read background materials/data provided Study the org chart Draft interview questions Block writing time Maury NCCI 3/30/2017 18
19 The Review: On Site Use Design Provided – Seek to Understand:Institution’s needs. Client’s needs. Unit’s perspective. PROBE Challenge. Ask for data. RESPECT What can be improved? What should be preserved/leveraged? Examples of recommendations Maury NCCI 3/30/2017
20 Recommendations and ReportOn site: Team lead: coordinate decisions on recommendations. Outline report. Writing assignments Post Visit: Produce draft within 10 days Invite corrections Walk through by phone Maury NCCI 3/30/2017
21 Reflections from a ReviewerGood design and coordination by the institution Data and facts – emotion and opinion – all relevant Not just what’s wrong. Leverage the good! Respect for all! Team include: Experts in content Organizing, Writing External perspective Time commitment Reviewers learn too! Maury NCCI 3/30/2017
22 Questions about the External Reviewer perspective?(submit via the Chat function) Maury NCCI 3/30/2017
23 Reviewed Unit PerspectiveNotre Dame’s Office of Continuous Improvement AUR – Fall 2013 Carol NCCI 3/30/2017
24 Role and Responsibilities: Unit Undergoing ReviewLead the team in preparing for the review Recommend external reviewers and internal constituents to be interviewed Prepare a succinct yet thorough document to accurately present the office’s services, strengths, weaknesses, challenges, opportunities Take in all of the recommendations Develop subsequent plans and act on them! Carol NCCI 3/30/2017
25 Enabler for Success #1: Thoughtful Selection of External ReviewersVaried Perspectives Institution Type Programs Outside of Higher Education Individuals with Solid Content Knowledge and Experience Credibility Carol NCCI 3/30/2017
26 Enabler for Success #2: Clear Articulation of Desired ObjectivesThoughtful planning and a clear articulation of: Challenges our program was facing Areas of strength and weakness Specificity around what we wanted to learn from the review Carol NCCI 3/30/2017
27 Enabler for Success #3: Be Open and Honest-- Initial Reaction of our Team to the Prospect of Undergoing a Review Carol NCCI 3/30/2017
28 Enabler for Success #3: Be Open and HonestIt can feel like you are airing dirty laundry! To obtain valuable, candid feedback, you need to present your current situation openly and honestly Carol NCCI 3/30/2017
29 Questions about the Reviewed Unit perspective?(submit via the Chat function) Carol NCCI 3/30/2017
30 Contact Us: Sarah L. Collie, Associate VP for Organizational Excellence University of Virginia (434) Maury Cotter, Director of Quality Improvement University of Wisconsin-Madison (608) Carol Carol Mullaney, Director of Continuous Improvement University of Notre Dame (574) NCCI 3/30/2017
31 Upcoming Power 60 WebinarsCritical Inputs for Building Operational Excellence Infrastructure April 14 Transforming the Student Experience – Tools and Techniques That Matter April 18 From Lemons to Culture Change: Moving from a SACS Monitoring Report to a Culture of Continuous Improvement April 26 Coaching Leadership: A Necessary Skill for Leading Change in Today's Higher Education Institutions May 16 Six Emerging Trends in Higher Education Marketing May 23 Using Balanced Scorecards, Lean and Liberating Structures to Accelerate Strategic Planning and Implementation June 14 Save the Dates: Annual Conference July 27-29 Minneapolis, MN