Action Project

Institution:

Edison State Community College

 

Submitted:

2006-12-04

Contact:

Jane Salisbury

Email:

salisbury@edisonohio.edu

Telephone:

937-778-7926

Timeline:

Planned project kickoff date: 12-01-2006
Target completion date: 09-01-2007
Actual completion date: --

A. Give this Action Project a short title in 10 words or fewer:

Designing a Process for Building, Maintaining, and Prioritizing Collaborative Relationships.

 

B. Describe this Action Project's goal in 100 words or fewer:

In response to a Feedback Report OFI, Edison will develop a process for building and maintaining collaborative relationships that can be repeated throughout the college. Data sources for prioritization of relationships for the benefit of the college and its stakeholders will be researched. While collaborative relationships are in existence throughout the college, most are the result of individual efforts and might be lost when personnel changes occur. The result of this Action Project will provide a standardized approach to relationship development and therby contribute to organizational learning.

C. Identify the single AQIP Category which the Action Project will most affect or impact:

Primary Category: Building Collaborative Relationships

D. Describe briefly your institution's reasons for taking on this Action Project now -- why the project and its goals are high among your current priorities: Help

The Action Project is being established because of OFIs registered by the Portfolio review team. Common throughout our Feedback Report were comments reflecting a lack of recognized processes that could be continued in the event of a change of personnel. Realizing that this is, in fact, correct, we are attempting to define and make visible transparent processes that will contribute to our continuous quality improvement efforts.

E. List the organizational areas - -institutional departments, programs, divisions, or units -- most affected by or involved in this Action Project:Help

All areas of the college will be impacted by this project and its results.

F. Name and describe briefly the key organizational process(es) that you expect this Action Project to change or improve:Help

Areas of immediate concern are those reported in Figure 9.1 of our Systems Portfolio. These areas include all relationships in areas of educational support/opportunity, regional and community interaction, accrediting and licensing requirements, the State of Ohio compliance, national organizations for organizational benchmarking, our Edison Foundation and donor base, and vendors that provide goods and services. Additional areas may be identified as the project develops.

G. Explain the rationale for the length of time planned for this Action Project (from kickoff to target completion):     Help

Our designed timeline supports our ability to meet as an Action Project Team, to research the design process and the process for prioritizing collabaortive relationships, and recommending new processes for a fall 2007 deployment.

H. Describe how you plan to monitor how successfully your efforts on this Action Project are progressing:     Help

When a method for establishing priorities for relationship building is completed, it will include methods for determining success. The criteria used will vary depending on the type of relationship. Some areas might involves dollars donated, transfer succeses, internship possibilites, etc. At this point we are unable to define that more specifically.

I. Describe the overall "outcome" measures or indicators that will tell you whether this Action Project has been a success or failure in achieving its goals:    Help

Our desired outcome is a step-by-step process that defines who, what, how, when, and why some relationships are sought and/or maintained and others are not.

J. Other information (e.g., publicity, sponsor or champion, etc.):    Help

The Action Project Team driving this project is a sub-set of our recent Strategy Forum Team. HAving been through the various exercises of the Forum, team members are aware of the importance of the project and the potential impact it has for Edison's continuing growth and success.

K. Project Leader and contact person:    Help

Contact Name:

Jane J. Salisbury, Dean, Instutionasl Effectiveness

Email:

salisbury@edisonohio.edu

Phone:

937-778-7926   Ext.

 

 

Annual Update: 2007-09-05

A. Describe the past year's accomplishments and the current status of this Action Project.

In response to a Feedback Report OFI, Edison deployed a cross-functional team of five to review processes used for building collaborative relationships and to recommend changes that would provide a standardized approach to relationship building. Two full-team meetings were held and numerous sessions involving smaller task-oriented groups allowed for the development of a draft process that took into consideration the seven different key collaborative relationship groups identified in our Portfolio, Figure 9-1. After the draft had been reviewed by the Action Project team it was forwarded to seven faculty and staff members for their review and suggested edits. Each of those selected had recurring opportunities for relationship building such as working with Service Learning or clinical sites, accreditation/licensing agencies, Foundation donors or supply vendors. A final process was completed and defined steps to be taken in four different categories: identification of potential partnership; engagement of a potential partner; determination of rules of engagement; and sustainability building. The process is designed to give direction and to provide questions that should cause one to consider issues and actions related to a partnership, new or continuing. It is general in nature but does not rely on a given individual to establish or maintain the process.

Review (09-06-07):

Edison has made reasonable progress toward completion of their Project over the past year by using cross-functional teams to examine processes and systems related to identification of key internal collaborative relationships and to standardize systems. It will enhance Edison’s Systems Portfolio when describing this Project to include a description of the process(s) used, e.g., process mapping, flowcharting, SWOT, SIPOC, etc. in developing the initial draft and finalized process. Include a detailed description and/or illustration of the final process itself and how it contributes to Edison accomplishing its mission.

B. Describe how the institution involved people in work on this Action Project.

Five individuals were on the Action Project team, 2 administrators, 2 faculty, and one professional/technical employee. Numerous discussions regarding the newly defined process occurred with employee stakeholders, in Dean’s Council, and with the seven employees asked to review the process draft. That group was made up of one faculty member, three classified staff, the bookstore manager, the head of maintenance and facilities, and the controller. Likewise, meeting minutes were posted to our Daily Update and to the CQI web page. The finalized process was incorporated into a manual that includes mechanisms for stakeholder input and partnership development materials.

Review (09-06-07):

Edison’s inclusion of administration, faculty and staff is commendable as is sharing the meeting minutes to their Daily Update and CQI web page. Emphasize and describe the mechanisms incorporated in the process for including input from students and other stakeholders and partnership development.

C. Describe your planned next steps for this Action Project.

Edison will continue this process through 2008 in order to test the process. We are working with numerous community health-based organizations and with the public school system to offer to the college and the community at large various educational programs. For instance, in September there will be the community blood drive, in October depression screening, in November the “Heart of Service” fair with more than 20 community agencies, etc. We are working with the area Cancer Care Center for screening and support services and with the public school in support of their health education curriculum. Other program possibilities include self-defense training, exercise and walking programs, and sexually transmitted disease testing. Each of the areas confirmed or considered involves one or more community partners working through the college to provide services to college and community stakeholders.

Review (09-06-07):

Testing and evaluating the process as it applies to the community health-based organizations and public school projects Edison has planned for 2008 will serve as a solid foundation for future improvements. An evaluation of the process from the user’s perspective might provide additional insight for the team’s consideration and will close the feedback loop. Include any processes for reviewing and updating the process itself – how is the process improved? how will you know when the process is working? when it isn’t?

D. Describe any "effective practice(s)" that resulted from your work on this Action Project.

None at this point.

Review (09-06-07):

Share the successes of your experience in developing the process. Describe what was insightful in the process you used to create the process.

E. What challenges, if any, are you still facing in regards to this Action Project?

Increased workload for our college nurse, our nursing faculty, and those working in support of these activities will have to be monitored. We hope to include students in many of these activities as providers of service, not just recipients. We see student involvement as a plus for student learning and community understanding.

Review (09-06-07):

Student and other stakeholder involvement is, as Edison has identified, an essential component in the design, evaluation, and continuous improvement of the process. Increased workload is a valid concern. Streamlining the processes will eventually pay dividends on the upfront investment of time and resources. Keep up the good work!

F. If you would like to discuss the possibility of AQIP providing you help to stimulate progress on this action project, explain your need(s) here and tell us who to contact and when?

N/A

Review (09-06-07):