PBI Summit(Planning and Budget Integration Model)

August 27, 2010

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Competition and Cooperation• As separate colleges, we compete.• As a district, we try to work together.

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Competition and Cooperation• Is competing for budget dollars a zero-sum game,

where one player’s gain is another’s loss?

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Competition and Cooperation• If that’s true, there’s no reason to cooperate.

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Competition and Cooperation• It’s not a zero-sum game.

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Competition and Cooperation• Some decisions must be made district-wide.• District-wide cooperation allows successful

strategies that aren’t possible in a purely competitive environment.

• Everyone benefits.

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Competition and Cooperation• District-wide cooperation helps students.• About 20% or 6,100 Peralta students per semester

take classes at more than one college, so cooperation among colleges is important.

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Competition and Cooperation• How do you create a district-wide planning

environment in which there can be cooperation without fear of being taken advantage of?

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PBIM• Establish a representative, transparent structure

with appropriate authority to facilitate district-wide decision-making: PBIM

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What is PBIM?• Committee structure that streamlines and clarifies

collaborative planning and decision-making. • Has official status, includes faculty, staff,

administration. • Fulfills Strategic Plan vision of coordination and

collaboration leading to decision making at the district level.

• Is a work in progress.

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Background• Implemented in August 2009 based on

recommendation of Chancellor’s Working Group to improve effectiveness of district-wide advisory committees.

• CWG represented Colleges, Academic Senates, PFT, Classified Senates, Local 1021 and administrators.

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Goals• Integrate planning and budgeting across colleges

and district offices.• Utilize expertise of the colleges to focus on key

concerns. • Support a culture of collaboration. • Provide transparent process of recommendations

leading to decision-making.

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PBIM Agenda Items• College projects that have district-wide impact. • District Service Center projects that have college

impact.

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How Does An Item Get on the Agenda?• Colleges request it.• Committee members identify it.• District Service Centers suggest it.

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What Doesn’t happen in PBIM?• College-specific projects.• District Service Center projects that are part of

district scope or that don’t impact colleges.

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Lines of Authority• In general, decision-making should be at college

level whenever possible. • Occasionally, things are decided by the Chancellor.• PBIM has authority to advise, coordinate, and

facilitate planning and budgeting.

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Accreditation• PBIM answers the Accreditation recommendation

that the colleges and district establish a coordinated planning and budgeting system that delineates functional responsibilities and provides a clear process for decision-making.

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Committee Structure

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Subject-Matter Committees• Seek collaborative solutions. • Provide feedback to colleges.• Ensure consistency between college requests and

existing projects. • Emphasize program reviews and unit plans for

planning and decision-making.• Use Institutional Research tools to make data-

based decisions (BI tool, Web sites, CRI).

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Data Tools – BI Dashboards• BI tool. Dashboards with data updated daily from

PeopleSoft. • If you don’t have an account, there is now a

generic faculty account that you can access from an on-campus, wired connection:

• http://pbiweb/analytics/saw.dll?Dashboard • Username: facultyBI• Password: bidata2010

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Data Tools –Web Sites• IR Web site contains enrollment data, cohort

tracking data, Fact Books, external databases, and much more!

• http://eperalta.org/wp/indev • Or go to Peralta home page, click on Service

Centers, click on Institutional Research.

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PBI Web Site• The PBI Web Site provides the latest information

on PBI activities.• http://eperalta.org/wp/pbi • Or go to Peralta home page, click on Service

Centers, click on Peralta Planning and Budget Integration Model.

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Data Tools – Course Ranking Index• The CRI formula combines 6 factors that measure

the value of a course into a single measure that can be used to rank courses by importance.

• The factors: FTES, Productivity, indicators for Basic Skills, Transfer, CTE, and Degree.

• The CRI is on a spreadsheet with data for all Peralta courses for F09-S10.

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Data Tools – Course Ranking Index

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Planning and Budgeting Council (PBC)• Make recommendations to Chancellor and get

response before Chancellor takes action. • Recommend educational and resource priorities to

Chancellor. • Help find solutions for unresolved issues between

colleges and district offices or among the colleges.

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Planning and Budgeting Council (PBC)• Provide oversight for Strategic Plan. • Track recommendations.

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Planning and Budgeting Council (PBC)• Check consistency with strategic and educational

plans.• Recommend prioritization of plans across subject

areas and colleges.• Identify funding approaches.

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PBIM Operating Principles• District-wide perspective• Shared agreements for collaborative solutions• Consistent committee participation• Adherence to calendar• Ongoing two-way communication• Transparent, open process

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Committee Facilitation Teams• Chair, possibly Co-chair• Facilitator• Recorder• Note taker

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Chair• Ensures that committee delivers recommendations

for items it considers.• In coordination with SMT and Chair of PBC,

develops timeline to deliver recommendations. • Provides status reports to SMT. • Ensures task focus and achievement of milestones.• Provides input at meetings; observes and supports

Facilitator.

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Facilitator• Works with Chair on timeline of meetings and

activities to deliver recommendations.• Develops meeting agendas.• Moderates meetings to ensure participation and

task accomplishment .• Works with committee members to implement PBI

Operating Principles.

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Recorder• Keeps record of discussions on flip chart, wall

chart, or electronic equivalent, enabling group to track progress.

• Reviews summary notes to ensure that major agreements and decisions are well-documented.

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Note Taker• Documents key decisions, points of agreement and

follow-up steps. • Note taker can be the facilitator, recorder, a

committee member or someone else.

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Facilitation Teams 2010-2011

Planning and Budgeting Council Chair: Ronald Gerhard

Facilitator: Linda Sanford

Recorder: Joseph Bielanski

Note taker: Sui Song

District Technology Committee Chairs: Minh Lam / Mike Orkin

Facilitator: Rebecca Kenney

Recorder: Karolyn Van Putten

Note taker: ------

District Education Committee Chair: Debbie Budd

Facilitator: Inger Stark

Recorder: Tina Vasconcellos

Note taker: Pat Jameson

District Facilities Committee Chair: Sadiq Ikharo

Facilitator: Eric Gravenburg

Recorder: Kerry Compton

Note taker: Rosemary Vasquez

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College Presidents – 1 per committee • Deliver planning inputs from colleges early in

planning process (program reviews, unit plans, unit plan summaries).

• Ensure coordination with SMT.• Provide updates to college shared governance

bodies.

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Example: Smart Classrooms• After planning phase, each college finalizes Smart

Classroom plan, including requested equipment, projected costs, and infrastructure issues.

• College plans are sent to the PBI Technology Committee.

• Technology Committee reviews for feasibility and coordination among the colleges.

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Example: Smart Classrooms• Technology Committee hands off to Facilities and

Education Committees. • Facilities Committee reviews needs that are

facilities related, makes recommendations, and sends to the Education Committee and Planning and Budgeting Council.

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Example: Smart Classrooms• Education Committee considers training needs for

end users and district-wide consistency of educational aspects. Then forwards proposal to the Planning and Budgeting Council.

• Planning and Budget Council reviews budget and makes recommendation to Chancellor.

• Chancellor makes final decision and, if necessary, takes to the Board of Trustees for action.

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Example: Faculty Hiring • In fall semester, each college sets a prioritized list

of needed full-time faculty positions. • Colleges present request lists to Education

Committee and document method of prioritizing positions.

• Education Committee establishes criteria and prioritizes college lists into a single district prioritized list, which it then forwards to PBC.

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Example: Faculty Hiring • PBC reviews recommendations from Education

Committee. • Vice Chancellor of Finance, with assistance from

Vice Chancellor of Educational Services, provides PBC with funding information.

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Example: Faculty Hiring • PBC takes proposed list of faculty hiring, factors in

budget availability, and finalizes recommendation to the Chancellor for faculty hiring.

• Chancellor takes action on recommendations and directs Office of Human Resources to post positions for hire.

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Cooperation and Competition• With PBIM in place, the colleges are better able to

cooperate and compete simultaneously.

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Cooperation and Competition• A Wise Man …

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