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CAL POLY POMONASTRATEGIC PLANNING MEETING #1GROUP MEMORYJanuary 11, 2018PURPOSE: Learn by Doing using the Strategic Doing Approach to work collaborativelyto create the Vision and Strategic Plan for the College of Engineering at Cal PolyPomonaDESIRED OUTCOMES: Understand the Strategic Planning and Strategic Doing Model Draft the ‘Framing Question’ and the initial draft Vision Be prepared for the homework on data collection around the ‘Current Situation’AGENDAJanuary 11 9:30 – 1 p.m.Agenda review and meeting setup.Participants: Dean, Associate Dean, Department Chairs,Communication TeamFacilitators: Kathy Hagler & Kathy OppRULE 1: Createand m aintain asafe space fordeep, focusedconversation .1. Welcome & Icebreaker2. Meeting management toolsa. Ground Rules, Issue Bin, Action Plan3. Strategic Planning & Organizations of Character ModelsReviewed the purpose and processes used to develop an effective strategic plan, aswell as, the role Strategic Planning plays in the overall design of an Organization ofCharacter (just one slice).WHERE WE AREHEADEDCURRENTSITUATION:‘WHERE WEARE’Page 1
CAL POLY POMONASTRATEGIC PLANNING MEETING #1GROUP MEMORYJanuary 11, 2018Strategic Doing Explained: Strategic Doing is aprocess which enables Work Team members to formcollaborations quickly, guide them toward measurableoutcomes, and make adjustments along the way.4. Strategic Planning Steering Committee Rolea. WHY: Provide guidance and leadership for CoE collaborative thinking tocreate ‘future path for CoE’ and achieve our Vision.b. WHAT: Identify Strategic Projects that will ‘have a positive impact onstudents AND will enhance the capabilities and reputation of the institutionand college’c. HOW: Learn by Doing using a planning and implementation Approach.5. Create the Framing Question(New Draft: See Additional Comments from Strategic Planning membersin Appendix)RULE 2: Fram e aconversationaround anappreciativequestion.Page 2
CAL POLY POMONASTRATEGIC PLANNING MEETING #1GROUP MEMORYJanuary 11, 2018THE COLLEGE OF ENGINEERING HASCLARITY OF PURPOSE!Excellence in teachingCreative in applied researchWell recognizedBountiful opportunities for professionaldevelopment of faculty and staffFacultyAdmin.Staff andSupportEntitiesStudents6. Understanding the ‘Current Situation’:Work completed by committee membersa. The Keep-Stop-Start Affinity Exercise is designed to bring clarity tostakeholders around what adds value to the organization. What should weabsolutely not lose that defines us, that we should Keep Doing; what doesnot add value and, therefore we should Stop Doing; finally, what would addsignificant value if we were to Start Doing. (See Keep, Stop, Start resultschart in Appendix)ACTION PLANNING WORK COMPLETED BYDEAN RENCIS AND RON ON JANUARY 11 AND 12Page 3
CAL POLY POMONASTRATEGIC PLANNING MEETING #1GROUP MEMORYJanuary 11, 20187. THE ‘CURRENT SITUATION ANALYSIS TOOLS’NOTE: Data Collection from Student’s related to culture assessment willoccur in the Fall Semester 2018a. KEEP, STOP, START (Qualitative data to be obtained from Dept. Chairs,Faculty, Staff, IAC’s, Donors, and Community Colleges)Definition:Team Alchemy is the state of high performance teamwork that combinesoutstanding results, synergistic relationships, and deep fulfillment from workingand learning together. Use Keep, Stop, Start to identify key learnings in theorganization.How Administered to Faculty:In Department Faculty Meetings (Kathy on Zoom)How Administered to Staff:At staff meetings scheduled in February (Kathy on Zoom)How to Administer to IAC: by electronic surveySTAKEHOLDER GROUPS: Faculty, Staff, Students, IAC, CommunityColleges, Donors, University Admin.b. VALUE PROPOSITION CANVASAfter Stakeholder canvas is completed by Department Chairs, each Stakeholdergroup will verify and recommend changes to their Value Proposition; Qualitativedata to be obtained from Dept. Chairs, Faculty, Staff, IAC’s.Definition: Organizational Canvas and Value Proposition Canvas mapshow the CPP-CoE determines, creates and delivers value important totheir key external stakeholders and team members.How Administered: At Dean’s Retreat on January 25 by these teams:Teams for creating Value Proposition Canvas at Jan 25 Dean’s RetreatTEAM PAIRINGSIndustry—Ali and RaviFaculty—Massoud, Zudong, HalimaPage 4
CAL POLY POMONASTRATEGIC PLANNING MEETING #1GROUP MEMORYJanuary 11, 2018Staff—Carrie and ChrisStudents – Angela and KamranHow To Verify with Stakeholder Group:In Department Faculty Meeting (Kathy on Zoom); all staff meeting focus group;IAC using electronic survey.STAKEHOLDER GROUPS: Faculty, Staff, Students, IAC, Community Colleges,Donors, University Admin.Value Proposition Map University Admin. (example)c. ORGANIZATION CULTURE INVENTORY (OCI, Current and Ideal),ORGANIZATION EFFECTIVENESS INVENTORY (OEI)Quantitative Survey to be administered by a mix of paper/pencil and electronic toFaculty, Staff, IAC’s (Kathy on Zoom)Definition:How Administered for Department Chairs:At Dean’s Retreat on January 25 by paper/pencil survey in meeting (Kathy onZoom)How Administered for Faculty:In Department Faculty Meeting, paper and pencil (Kathy on Zoom)How Administered for Staff:Page 5
CAL POLY POMONASTRATEGIC PLANNING MEETING #1GROUP MEMORYJanuary 11, 2018At full staff meeting; paper and pencil (Kathy on Zoom)How Administered for IAC: Electronic SurveySTAKEHOLDER GROUPS: Faculty, Staff, Students, IACd. ENVIRONMENTAL SCANQualitative data to be obtainedfrom Dept. Chairs, Faculty, Staff,IAC’s, Donors, and CommunityColleges.Definition:How Administered:For Department Chairs, it will besent as Homework.STAKEHOLDER GROUPS:Faculty, Staff, Students, IAC, Community Colleges, Donors, University Admin.e. FOCUS GROUPS: Groups of Faculty, Staff, Students, IAC Members maybe asked to be part of additional focus groups to answer the followingquestions: What does success look like for the CoE (key indicators).Based on your relationship with the students, describe the behaviorsthat are working and the behaviors not working.What do you most need from: Faculty, Staff, Students, Admin?What is the preferred vehicle and frequency for communication withand about CoE activities?Validate and prioritize the value proposition canvas for your group.Page 6
CAL POLY POMONASTRATEGIC PLANNING MEETING #1GROUP MEMORYJanuary 11, 20188. Action Plan & Project MessagingActivity/Message1.Send Ravi his typed framing question forediting2.Send all typed questions with collectedcomments and purpose examples3.Chairs provide all input back to Dean prior toretreat4. Administer OCI to Dean’s Council andAdmin. Ask Chairs about faculty meeting dates5.Ask Norma names and counts for advisoryboards; send to Kathys6.Order 150 paper/pencils OCI/OCI/Ideal7. Provost “Focus Group” meeting to reviewthe Value Proposition map that Dean and Rondrafted8.Coordinate faculty focus groups (for KSS, VP,Culture) for each on Zoom2/15DeanK2Dean, Ron, RaviChairs, K29.Set up IAC, Alumni, Donor, CommunityCollege surveys for KSS VP and Culture (IAConly)10.Provide list for Alumni11.Provide list for IAC and DLG12.Prepare an electronic letter for Dean aboutsurvey that will go out in #913. Environmental scan sent to Strategic PlanCom.14. Review faculty CanvasK215.Review Staff VP Canvas16.Review all VP Canvas17. OCI Schedule and administer staffmeetings in March18.Coordinate 3 Focus Groups for Staff andTech and communicateFeb andMarchDiscuss atthe Retreaton 1/25CarrieCarrieChairs, Alicia2/20K2 and Dean1/17Strategic Plan ComStrategic Plan ComStrategic Plan ComAdmin and K22/9 at DeansCouncil2/22/23/7DeanChelseaMac2/15One groupofficePage 7
CAL POLY POMONASTRATEGIC PLANNING MEETING #1GROUP MEMORYActivity/MessageJanuary 11, 201819.Determine Best Way to Collect Student dataon KSS and VP (Ideas: do in Labs in Fall)20. Discuss best way to collect student culturedata21. Create Wordles from KSS22. Discuss (with Chairs) OCI process forAdvisory Councils –on line or global /16One groupofficeOne grouptechnicalRetreat2/15Fall2/159. Check-Out, Action Planning and Follow-upPage 8
CAL POLY POMONASTRATEGIC PLANNING MEETING #1GROUP MEMORYJanuary 11, 2018Appendix ADean SupportLunch with the DeanChoose the appropriate facultyUse instructors with industryexperience who may not have aPhDHire more tenure-track faculty withindustrial experienceLearn by doing teaching/learningfacultyProvide measurable criteria forfaculty successKEEPRecruiting StudentsAttract & retain diverse studentpopulationLabs/SpacesSupport labs to allow continuousimprovementContinuous ImprovementActivitiesHall of FameProvide support for conferencetravelActive student competitionsMaintain small class size for lectureand labsLab upgradesProjectsLearn by doing with well-equippedlabsKeep investing and modernizingour labsLearn by doing even though harderafter semester conversion due to #of lab classes reduced because ofunit cuts.Support graduate programsLearn by doing (hands onexperience)SymposiumSymposium day & showcase eventsAdvising workshops BUT make itmandatory for all tenure-trackfaculty (at least 3 sessions to makesure they completely understandadvising procedures and doadvising in a right way)Applied research, such as SeniorprojectsStudy abroadProject based learningImpactionSolid foundation of fundamentalsSupport departments to offer morecourses in order to boost graduationratesSupport MEP program to help closethe achievement gap for certainstudentsSupport student participation inhigh profile projects such as RoseParade Float and nationalcompetitionsNational competitionsPage 9
CAL POLY POMONASTRATEGIC PLANNING MEETING #1GROUP MEMORYJanuary 11, 2018Outdated Current Hiring &Retention PracticesDrifting away from industry focusin faculty hiringHiring new faculty with no teaching& industry experience – bringsdown level of educational qualityFocusing only on fresh PhDs justout of school with no industryexperienceSTOPRetention, Tenure & Promotion(RTP)Should not reduce new faculty loadfor 2 yrs, one year is enough.Stop giving 4 less WTUs to the newfaculty/quarter for 2 years unlessthey provide 12 WTUs worth ofresearch project (completed) alongwith related docs at the end of eachacademic year.Stop (almost) automatic kind ofretention, tenure and promotion.Develop a meaningful procedurefor receiving any of them.Exceeding our ResourcesLimited resources for research &innovation, especially for juniorfacultyStop increasing the number ofstudents while having limitedresourcesStop growing, until we haveresources to support a larger # ofstudents.Stop project Lead-the-WayUnbounded growth will causequality to sufferPublic Relations – VisibleRecognitionSignificantly increase visibility ofCoE nationallyWebsite improvement reallyneeded!Public relations to increase ourvisibility and prestigeProfessional DevelopmentUpdate RTP criteria to bemeasurableOffer leadership training for facultyPractices & behaviors that don’tadvance the CoECurrent IDC unclear allocation.Reduce the level of non-educationalactivities & focus only oneducational related issues in orderto push the educational level ofstudents as high as possible.Stop redundanciesSpace allocationPolicies & practicesTeaching/coursesIT group practicesStop saying go slowStop living in the pastSTARTSpace for labs, faculty & studentcentered spacesStudy rooms for studentsBadly need more instructionalspaces for: labs, projects,classrooms, faculty office space.Best way is take over Bldg 13Suite of rooms for visitors (visitingprofessors)Faculty offices and lab spaceInternal Communication betweenFaculty & AdminSet up annual meeting betweenDean, Assc. Dean, chairs, andIndustry/business reps toUndergrad & Grad programsInitiate more effective ways to offerclasses using available resourcesRecruit more international studentsby developing joint undergraduateprograms with some internationaluniversities. Would increaseexposure of CoE internationally &generate income.Support graduate programsExpand graduate programsNew degree programs in materials,bioengineering, etc.Offer more flexible degreeprograms by collaborating withother collegesP a g e 10
CAL POLY POMONASTRATEGIC PLANNING MEETING #1GROUP MEMORYClusters of applied researchFaculty internship opportunitieswith local companies.Support proposal writingPartnerships with IndustryIncrease collaboration with localindustriesMore outreach to local communitiesCollaborative partnerships withlocal companies and citiesInternational collaborationJanuary 11, 2018STARTcollectively outline the steps thatcollege should take to satisfy theneeds & expectations ofindustry/businessSet up series of meetings betweenDean and his associates with thefaculty so faculty learn directlywhat Dean wants and what hisexpectations are of facultySet up series of town hall typemeetings (Q&A sessions) sostudents can ask questions andexpress their concerns – Dean,Assc. Dean and Chairs haveopportunity to answer and addresstheir goals and vision.Faculty compensation & numbersStart hiring some non-PhD tenuretrack faculty with industrialexperienceEndowed chair/professorPhD programBS/MS programFunded Senior projectEquipment upgrades andinvestment in new, innovativeexperimentsWe badly need more facultyWe need to pay the part-timelecturers higher payP a g e 11
CAL POLY POMONASTRATEGIC PLANNING MEETING #1GROUP MEMORYJanuary 11, 2018P a g e 12
CAL POLY POMONASTRATEGIC PLANNING MEETING #1GROUP MEMORYJanuary 11, 2018Appendix BP a g e 13
2. Meeting management tools a. Ground Rules, Issue Bin, Action Plan 3. Strategic Planning & Organizations of Character Models Reviewed the purpose and processes used to develop an effective strategic plan, as well as, the role Strategic Planning plays in the overall design of an Organization of Character (just one slice). WHERE WE ARE HEADED .
