Overview of GCCPlanning, a Strategic Plan Goal Management Tool, used for identifying, tracking, and reporting goal efforts supporting GCC's Strategic Plan

This article reviews GCCPlanning, a Strategic Plan Goal Management Tool, used for identifying, tracking, and reporting goal efforts supporting GCC's Strategic Plan.

Summary

Brief review of GCCPlanning, a Strategic Plan Goal Management Tool, used for identifying, tracking, and reporting goal efforts supporting GCC's strategic plan.

Before You Start

GCCPlanning is a Strategic Plan Goal Management Tool, used for identifying, tracking, and reporting goal efforts supporting GCC's Strategic Plan.

NOTE: Everyone can access the GCCPlanning site to see and generate reports. But, unless a user has credentials, they cannot make any changes, enter goals, or access any documents uploaded into the system.

If you plan to enter or edit a goal, to get started, ensure that you have the following:

1. A valid GCCPlanning userid and password (credentials): This is typically assigned to employees at Genesee Community College designated by their Division Leader and Manager to enter and maintain GCCPlanning goals.

2. Access to a computer that is connected to the Internet.

3. Once you have received your GCCPlanning credentials, these steps will help you log in.

Steps 

GCCPlanning Overview

The GCCPlanning tool is used for identifying and tracking unit-level Plan of Achievement (POA) and cross-functional Collaborative goals mapped to GCC’s Strategic Plan Priorities and Objectives.

Who is involved?

1. Data Entry:
   1. Plan of Achievement (POA) Goals
      1. Division Leaders decide which units will have Plan of Achievement (POA) Goals that support the Strategic Plan and appoint Unit Leaders to create and maintain unit-level POAs.
         1. The individual who creates the POA in GCCPlanning is considered the POA Owner and only they have edit access to that POA.
            1. As needed, GCCPlanning administrators can change this access accordingly.
         2. Each POA must map to at least one Strategic Priority (SP) and Core Objective (CO) that it supports.
         3. Upon submission of unit-level POA goals, the Division Leader will review/approve them.
   2. Collaborative Goals
      1. Administrative Assessment Committee members oversee cross-functional Collaborative Goals that support the Strategic Plan.
         1. Anyone can edit these goals and all edits are tracked within the tool to show who made edits and when.
      2. When deemed appropriate, cross functional Collaborative Action Response Teams (CARTs) are organized through the Administrative Assessment Committee and designed to respond quickly to key College issues.
2. Data Review:
   1. Everyone at the college interested in activities taking place related to the strategic plan.
   2. Division Leaders oversee the unit-level POAs and their progress reporting.
3. Support of the tool:
   1. There is a GCCPlanning Committee comprised of:
      1. Scott Wessel (ITS Applications & Integrations - WordPress Developer, tool design/functionality)
      2. Tom Kinsey (IRP - tool design/functionality)
      3. Tracy Merritt (IRP - tool design/functionality)
      4. Adhoc member Patti Furness (Operations - tool design/functionality)
      5. Email: gccplanning@genesee.edu

What is it?

1. A WordPress website administered, maintained, and managed by GCC.
2. A tool that houses GCC’s Strategic Plan reporting efforts:
   1. Strategic Priorities (SPs)
   2. Core Objectives (COs) associated with each SP
   3. Unit-level Plan of Achievement (POA) Goals which are added each year
   4. Unit level tri-annual reporting on those POA Goals
   5. Annual Summary Statements on those POA Goals for use by the President’s Office for their Strategic Plan “Year in Review” report submitted to SUNY.
      1. These summaries can be submitted as soon as the POA Goal is complete.
   6. Coming soon: Key Performance Indicators (KPIs) that tie to the COs

Where is it?

1. WordPress site: https://gccplanning.com/
2. You can also find a link to the tool from myGCC, navigate to the Institutional Effectiveness top-level tab and from there click on the Planning sub tab.
3. Coming soon: move to single sign-on access from myGCC

When did it start?

1. October of 2020: The first Unit Leader drop-in sessions were held to review GCC’s new online system (WordPress site) and how to enter and manage their 2020-21 Plan of Achievement (POA) Goals and Tri Annual Updates.
2. Campus Labs goals from 2018-2020 were brought into GCCPlanning for archival reference.

Why is it used?

1. The process of identifying departmental/unit goals that are aligned with the College’s Vision, Mission, and Strategic Priorities is key to ensuring the college is working in a cohesive manner to achieve success. Tri-Annual reporting on the progress of these goals provides necessary evidence for compliance reporting.
2. The college long recognized the need for a Strategic Planning reporting tool. This is key for keeping ourselves focused and on-track as well as meeting Middle States expectations.
3. Previously, for the last self-study in 2017, Campus Labs was used. While certain aspects were appreciated, due to its complexities, limited reporting abilities, cost, etc. it was determined that a new tool was needed.
4. An in-house solution (WordPress site) was developed to better meet our needs.

How does it all come together?

1. GCC’s Knowledge Base article: Strategic Planning-How it comes together and terminology
2. GCC’s "Assessment Timeline" Infographic
   1. It is found on myGCC > Employee > Finance & Operations tab under section Budget Development and Strategic Planning. It was created and is maintained by Patti Furness (Assistant Director for Operations).
      1. Click for full-size image.
   2. Using the Assessment Timeline users can find due dates for submission of:
      1. Tri-Annual POA update/status reporting (end of November, February, and June)
      2. Draft POAs for the coming year (mid-June)
      3. POA year-end progress/summary report used by the President’s Office for the annual SUNY Strategic Plan Progress reporting (end of July)
      4. Entry of the coming year’s POA goals (end of July)
3. GCC's "What do FARs, POAs, and master plans have in common? " Infographic 
   1. It is found on myGCC > Employee > Community tab under the Administration section. It was created and is maintained by Patti Furness (Assistant Director for Operations).
      1. Note, from the myGCC page there are hyperlinked bubbles within this infographic.
      2. Click for full-size image.
      3. This infographic looks at the Administrative Assessment Process and its role as a systematic examination of our effectiveness in achieving our mission. Below is an overview of the parts of the process:
         • Strategic Plan/Core Objectives, done every 5 years, which include:
           • Student Input
           • DEIP (Diversity, Equity, Inclusion - Phase One of Action Plan)
           • AMP (Academic Master Plan)
           • FMP (Facilities Master Plan)
           • TMP (Technology Master Plan)
           • Community Input
           • Employee Input
           • SEM (Strategic Enrollment Management)
         • Functional Area Review (FAR), done every 6 years, which include:
           • External Review
           • SWOT Analysis
           • Internal Review
         • Plans of Achievement (POAs), done every year, which include:
           • Unit FAR Findings
           • Collaborative Goals
           • New Insights
         • Middle States (MSCHE) Accreditation, done every 8 years, which include:
           • Peer Review
           • Self-Assessment
4. GCCPlanning
   1. Unit leaders review the status of their POAs throughout the year and provide updates.
   2. Exception reports are generated to see if any POAs have not been updated or if any areas did not submit expected POAs.
      1. Not every unit is expected to submit POAs, this is determined by the area’s VP.
      2. GCCPlanning offers transparency where everyone can see activities taking place across the college. Insight into what is going on can spur conversations that may lead to improvements.

This training is complete. Thank you!

If you:

• Have any questions on or issues with GCCPlanning
• Need information on GCCPlanning goals you are not finding
• Are not understanding the GCCPlanning information you find
• Have any suggestions for instruction improvements

Please send an email with a description of your issue/question to GCCPlanning@genesee.edu and someone from the GCCPlanning Committee will get back to you.

Additional Resources

• See Accessing GCCPlanning

• For more information on GCC's Strategic Planning and Reporting efforts, from myGCC, navigate to the Institutional Effectiveness top-level tab and from there click on the Planning sub-tab.