This document summarizes a presentation given at the North Central Association-HLC Conference in Chicago about Indiana State University's strategic planning process and the use of TaskStream software. It describes how ISU wrote work plans aligned with their strategic plan goals, populated those plans into TaskStream, reviewed and audited progress, and published documentation. Key steps included defining events and deliverables, writing tactical plans, populating and reviewing TaskStream, and holding a stakeholder conference to report on progress. The presentation highlighted how managing the work through TaskStream created transparency and allowed measurement against metrics to track the university's success.
1. Making Your Strategic Plan Work:
A Case Analysis of Indiana State
University
North Central Association- HLC Conference
Chicago, IL
April 9 – 12, 2011
Karl E. Burgher, Ph.D., P.E.
Special Assistant to the President for Strategic Planning
Webster Thompson
President
3. Event Management
Define the Events and Deliverables – Where do we want to be When?
Step 1. We wrote a Work Plan and TaskStream Population Manual
( 25 pages or so … an Excellent Read )
Step 2. Team to Write Work-Plans (Tactical/Operational Plans) that
align with the Strategic Plan and Metrics …
Step 3. We then use those work plans to populate TaskStream
Step 4. Review (Internal) and Audit (External) the “Work”
Step 5. Published all Documentation – Work Plans & Status
Step 6. April 27th Stakeholders Conference (March 31 – 2011)
The Primary Deliverable/Event is the Stakeholders Conference ! ?
4. The TaskStream Manual…
Work Plan Development, TaskStream Structure, and Timelines
1.0 Introduction/Purpose
This document provides a template for effectively and
efficiently utilizing TaskStream as part of the strategic plan
implementation. Specifically, it outlines a procedure for
developing Initiative and Action work plans; for TaskStream
data population, utilization and documentation; for quarterly
reporting (including schedules); and for annual reporting,
presentation, and conferencing. Its purpose is to allow for
consistent across-campus deliverable execution and
presentation of initiative (and other) work.
5. Important Realization
A comprehensive strategic plan is not about what is
happening in addition to everything else at the University,
It is “What Is” Happening !
6. Active Start Management
Help teams focus – have sessions …
Help folks write their work plans – do not just wait
Multiple touches – over-communicate – friend-raising
Dollars help tremendously – allocate $$ !
Must know where you are going (Metrics Again) … speak to this often
Always speak to the endpoint(s) – us humans need to see the end …
Population of TaskStream is one vehicle to get to an endpoint
Do what you say you are going to do !!
Celebrate along the way – Micro-Deliverables/Micro-Celebrations - Food
7. How did we realize success? Step 3
Strategic Transitioning Managing Celebrating
Planning to Working the Work Success
8. Managing the Work
& TaskStream Workflow Management & Reporting
A Strategic Plan has now been turned into a “Work Plan(s)”.
That Work Plan must include budgets, schedules, benchmarks,
measures, assessment plans, audit reports,
and then is re-worked if necessary.
Initiative Success is Good …
Benchmark Metric (ISU) Success … Mandatory
11. Typical Work Plan – All Need Work Plans!
1. Introduction/Background – What?
2. Proposal/Purpose/Justification – Why?
3. Work Plan – Action Steps – Process – How?
4. Reporting and Deliverable Schedule – When?
5. Budget – How Much?
6. Stakeholders and Management Plan – Who?
7. Outcome Assessment (Metric Based) – How Well?
The process of writing about work – also makes
for better work.
16. How did we realize success? Step 4
Strategic Transitioning Managing Celebrating
Planning to Working the Work Success
Time to Celebrate! Conference Party
17. In Summary - Work Perspective
300+ Actions (separable work plans) created in a hosted solution
Executive Summaries of Goal Reviews and External Audits
All Budgets and Conference Power Points at hand
Supplemental documentation
Each with FY ’10 work status and FY ’11 first quarter status
7 books – Published Work Plans for all Initiatives/Actions & Tasks
We created a definable, transparent process for writing about
work, doing work, tracking work, measuring work, reviewing
work, externally auditing work, and publishing the results of the
work uniformly – using common project management
terms and processes with robust metrics.
18. Success Snapshot – Again
Enrollment up 1000 students to 11,500 - Freshman Class by 30%
Contract and Grant Awards are up 20%
Regional and National Awards to faculty and staff are up
Community Engagement – Terre Haute Community of the Year
Enhanced Infrastructure Work – 10 Constructions Projects
Alumni Participation and Capital Campaign - $85,000,000
$3,000,000 allocated to Strategic Plan to date - up to $10,000,000 by ’14
$5,000,000 reallocated for Programs of Distinction FY 11 ($25 M Total)
Extensive Co-Curricular Record (transcript) project underway
One Stop Shop Opened – Sycamore Express
It is simple. It is complex (management challenge)
Know your work – Do your work – Adjust – Be successful
19. More University Progress …
Parents and Family Initiative, New Web Site, New Programs
Alumni in Indy Initiative
Student Success – Map-Works, Early Alerts Systems, and Assessment
Opportunity Hire Project – Minority Recruitment
Freshman Faculty Program – 10 work plans …
Day Care Feasibility (finally – 10 yrs)
Numerous New Degree Programs, BS, MS, & PhD
Distance Ed – New Dean of Continuing Ed … Foundational Studies Update
Capital Campaign – Coming to a close … to then open another …
Alumni Center – New Downtown Book Store – Alumni/Foundation Offices
Riverscape Development – 93 miles, 2000 acres, + Environmental Center
Master Facilities Plan
The Planning and the Working …. Works.
TaskStream helped us know where we were all the time.
20. ?
Football:
From: 1~30 – 3 yrs
To: 7-5 – 2nd place
Knowing where you
are going with robust
metric development
helps all move
forward.
Karl.Burgher@indstate.edu - 812-237-8449
TaskStream - info@taskstream.com