CATEGORY FIVE: INTRODUCTION
In this category for Knowledge Management and Resource Stewardship, the College has predominantly systematic and aligned processes. The College has used both its strategic planning process as well as AQIP projects to better align repeatable processes focused on planning, budgeting, and operations. These initiatives allow multiple constituencies of the campus to make data-informed decisions. These initiatives have strengthened the campus culture of continuous quality improvement with reliable, consistent, and timely data metrics. This has been accomplished with the use of tools such as:
- Strategic Enrollment Team (SET) Dashboard
- Enterprise Data Warehouse (EDW)
- Monthly Budget Updates
- JCCC Pulse and Scorecard
- Annual Academic Program Review Datasets
- Key Performance Indicators (KPIs)
- Kansas Board of Regents Performance Agreement
- Focused Cabinet Meetings on Improvement Strategies
SUBCATEGORY ONE: KNOWLEDGE MANAGEMENT
Selecting, organizing, analyzing, and sharing data and performance information to support planning, process improvement, and decision-making
The College uses a four-step process to support planning, process improvement, and decision-making. The first step involves the collection and storage of data to meet the needs of the College. This includes identifying necessary workflows and data elements, where those elements will be stored, ownership of the data elements, and access to the data. The College owns multiple enterprise data systems where centralized storage of data occurs. The College works toward storing more information centrally, which increases the ability for proper access across campus.
The second step is the retrieval and conversion of the data into information. This is where data elements are retrieved from either the centralized or decentralized data systems and transformed into reports and information. The report creator works through a series of questions with the requester to identify the necessary data to inform the decision process.
The third step of the process is determining the tool or method to use in distributing the information to the appropriate end users. This method will depend on the type of information being shared: summative or formative. Summative information includes information that is more aggregated in nature to provide a general view of the issue or research question. The JCCC Pulse and Scorecard are two examples of summative information. JCCC Pulse is generated monthly and distributed to the Cabinet and other leaders across campus through email. It is also available through the College's SharePoint site for all faculty and staff. This snapshot of data gives an in-process perspective of metrics important for informing decisions. Like the Pulse, the Scorecard gives the status of key metrics the College has determined are important in informing decsions.
The final step is the analysis of information and decision-making activities. While initial analysis occurs with the generation of the information, more in-depth analysis occurs on the appropriate stakeholder level. This occurs during meetings and day-to-day operations of the institution. The appropriate external and internal trends and benchmarks are evaluated to provide context to the information and help inform the decision-making process creating knowledge for the College.
Determining data, information, and performance results that units and departments need to plan and manage effectively
Along with specific programmatic reporting that is provided as part of Program Review on campus, units have access to multiple data streams in support of decision-making. These include:
- Monthly Budget Reports: Distributed by the Finance Office, each report includes current expenditures and commitments against the actual budget.
- Daily/Weekly Enrollment Reports: Updates on student enrollment.
- Student Satisfaction Results (Ruffalo Noel Levitz Survey): Provided both holistically to the Cabinet and senior administrators and disaggregated to departments most impacted by discrete survey items.
Making data, information, and performance results readily and reliably available to the units and departments that depend upon this information for operational effectiveness, planning, and improvements
Currently, the Office of Institutional Effectiveness, Planning and Research has the primary responsibility of distributing data reports across the campus. This is accomplished on a set schedule within the office with agreed upon data sets depending on the identified needs of the constituent. Academic units receive yearly updates as part of the Program Review processes. Budgeting data is provided on a monthly basis by the Office of Financial Services. The full implementation of the data warehouse will provide greater distribution and timeliness of reporting to departments and units across the campus.
Ensuring the timeliness, accuracy, reliability, and security of the institution's knowledge management system(s) and related processes
An Enterprise Data Warehouse serves as the College’s central repository for data analysis. Enrollment management data was the focus of the initial EDW implementation, which consisted of validating 400 data elements. With the EDW serving as the foundation, a “student navigator” module was introduced in December 2015 to support the Student Pathways initiative.