Description
Sent by Bruce Cutler, Nov 27, 2007
The Shared Governance Council recommended and the President approved some significant changes to the Financial Planning Model Process. First, the process has been renamed the “Program Improvement and Development Process.” This name change clearly delineates the difference between this process that addresses changes to programs and services or the development of new programs and services, as opposed to the “Program Maintenance Process” that addresses the maintenance of current programs and services.
Changes to this process include:
- There is now an abbreviated one-page form for you to complete that provides an overview of each of your proposed projects. (Please see the first attachment.) The intent of this form, which is due to your manager as explained in the timeline below, is to:
- Determine if in fact each project is appropriately classified as a Program Improvement or Development Process. This may help departments avoid pursuing one means of review and funding when the project should be considered for another means of review and funding. This has been a major criticism of our previous process.
- Determine at the outset which projects are VTEA eligible. This will hopefully avoid the situation where departments are expected to pursue two different review processes – the SGC review process and the Occupational Education Committee Review process, with each review process requiring different forms. Now, if a project is deemed eligible for VTEA at the outset and the department agrees to pursue VTEA funding, the department will complete VTEA forms only and the Occupational Education Committee will review the project for funding consideration. The project will not flow through the SGC. This new process conforms to other categorical funds (such as DSP&S, EOP&S and Title V) where funding recommendations are made by the appropriate personnel within that categorical area.
- Provide your manager with the opportunity to assist you in developing your formal request for submission to the SGC in February.
- The formal Program Improvement and Development Form to be submitted to the SGC (see second attachment) has been shortened to two questions, one addressing the scope of the project and one addressing the budget. The due date for this form is included in the timeline below.
- The Program Improvement and Development Process will be a one-stage process. The SGC will review your formal requests and make a recommendation to the President. The President will then pursue any additional information he may need to make a decision regarding funding of projects.
- While your Program Improvement and Development Process project requests must be included in either your Program Review and Planning Document from Fall 06 or in your Fall 07 Program Update, you will have until February 20, 2008, to include these projects in your Fall 07 Program Update document.
The following is the timeline for your proposals for this year:
Wednesday, December 19
This is the first deadline to submit to your manager your abbreviated
Program Improvement and Development Process Form 07-08.doc. While this is not a mandatory deadline, it is to your benefit to submit your project forms by this date so that your manager can plan to address your requests at a President’s Cabinet meeting in late January. Additionally, completing this abbreviated form now will allow you the opportunity to ensure that your current Program Review and Planning Document or Program Update includes these positions in your plan. Also, if you submit your abbreviated forms by this date, you will not have to address these requests again until next February.
Monday, January 28
This is the second deadline for you to submit to your manager your abbreviated
Program Improvement and Development Process Form 07-08.doc. The President’s Cabinet will then review these projects at a meeting on Wednesday, January 30
th, which may result in helpful recommendations to you to strengthen your formal proposals which are then due the following month.
[2008 01-15] As a reminder, Program Maintenance Projects for Instructional and Student Services programs include those requests that incur one-time expenditures to maintain your programs. These expenditures may include computers, software, etc. These requests should not include ongoing augmentations to current Operating budgets; those should be separately communicated to your manager. Additionally, please note that those requests that improve your program or propose new programs should be held for the Program Improvement and Development Process which will be communicated again in a few weeks.
On Wednesday, January 30th, the President’s Cabinet will meet to discuss all the Program Maintenance Forms and determine which requests will be funded for 2008-2009. At that time, you may be asked to clarify your request prior to funding being released, but our plan is to have the managers handle any administrative issues so that you are spared that process.
Additionally, the newly revised Program Maintenance Proposal process allows for the following:
- The President will present the President’s Cabinet’s funding decisions to the Shared Governance Council for informational purposes.
- If the President’s Cabinet does not approve any proposal for funding, that department may separately submit their request to the Shared Governance Council for that committee to consider and make a separate recommendation to the President.
- It is understood that during the fiscal year, emergency program maintenance needs arise. When they do, you can use the attached form anytime during the next year to make these special requests.
Also attached you will find: Program Maintenance Instructional & Student Services Definition – which outlines which departments can use this Program Maintenance Process. There will be a separate form for administrative departments. Program Maintenance Criteria – which provides you with the criteria the President’s Cabinet will use for determining which projects should be funded.
Wednesday, February 20
This is the
final date to submit your
formal Program Improvement and Development Form for SGC 07-08.doc to the Business Office. The form must be approved by your manager and your request must be documented in your Program Review and Planning Document or Planning Update. You have until this date to submit your Program Update to your manager documenting program needs. Please note that submitting the abbreviated form of this request to your manager by January 28 was not a requirement in order to submit your formal request on this date.
Attached you will also find:
I will send a reminder of this time schedule and forms mid January and on Thursday, January 31 after the President’s Cabinet meeting indicated above.
Please contact me if you have any questions.
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