Minutes 05/14/1996

An executive session convened at 5:30 p.m., pursuant to A.R.S. §38-431.02, notice having been duly given.

A special meeting and a work study/strategic conversation session of the Maricopa County Community College District Governing Board was scheduled to be held at 6:30 p.m. at the District Support Services Center, 2411 West 14th Street, Tempe, Arizona, pursuant to A.R.S. §38-431.02, notice having been duly given.

PRESENT GOVERNING BOARD
Donald R. Campbell, President, Nancy Stein, Secretary, Ed Contreras, Member, Linda B. Rosenthal, Member, Roy C. Amrein, Member

ADMINISTRATION
Paul A. Elsner, Nancy Alfredo G. de los Santos Jr., Rufus Glasper, Ron Bleed, Janice Bradshaw, Raul Cardenas, Larry Christiansen, John Cordova, Art Decabooter, Stan Grossman, Homero Lopez, J. Marie Pepicello, Phil Randolph, Linda Thor, Tessa Martinez-Pollack, Arnette Ward

ABSENT
STATE BOARD
Jim Ullman

CALL TO ORDER
The meeting was called to order at 5:30 p.m. by President Don Campbell.

EXECUTIVE SESSION
President Campbell called for a motion convening an executive session, notice having been previously given.

MOTION 8535
Linda Rosenthal moved that an executive session be convened. Motion carried 5-0.

The meeting recessed at 5:31 p.m.

The special meeting reconvened at 6:35 p.m.

(I-A-1) CRAFTS POLICIES 1996-97
Dr. Waechter requested that this item be pulled from the agenda.

(I-A-2) MAINTENANCE AND OPERATIONS POLICIES 1996-97
Dr. Waechter recommended that the Governing Board approve changes as submitted which reflect the results of the meet and confer process.

MOTION 8536
Linda Rosenthal moved that the Governing Board approve the changes to the Maintenance and Operations Policies for 1996-97 as presented. Motion carried 5-0.

(I-A-3) PROFESSIONAL STAFF ASSOCIATION POLICIES 1996-97
Dr. Waechter recommended that the Governing Board approve changes as submitted which reflect the results of the collaborative policy development process. Scott Kozak, President of the Professional Staff Association, came forward and introduced Gerry Bradshaw, incoming PSA President. Mr. Kozak explained that meet and confer has been replaced with a new process called collaberative policy development, which worked more effectively. Mr. Kozak noted that there was only one dissenting vote when taking the PSA agreement to membership for ratification. He thanked Dr. Waechter, Linda Thor and Marie Pepicello for their help and support when going through the collaberative process.

MOTION 8537 Roy Amrein moved that the Governing Board approved changes to the Professional Staff Association Policies for 1996-97 as presented. Motion carried 5-0.

ADJOURNMENT
The Special Meeting adjourned at 6:45 p.m.

(II-A) STRATEGIC ISSUES ASSOCIATED WITH THE APOLLO PROJECT - The outcome for this conversation was to address issues surrounding the implementation of the several Apollo Project sub-systems during the coming year. Ron Bleed welcomed the group and read the ground rules. He then went over the agenda for the evening. and gave an overview of the information included in the background paper. Mr. Bleed introduced Fred Stahl, Dean of Instruction at Paradise Valley Community College and one of the Tri-Chairs for the LCS Steering Team Fred Stahl gave an overview of what LCS is trying to accomplish and a brief personal testimony to his outlook on the Apollo project, indicating that he has progressed from being a skeptic to making a decision to be part of the solution, not the problem. Dr. Stahl recognized the other two Tri-Chairs for LCS, Spencer Johnson and Ryan Carstens along with the 23 other members on the team. He presented a thirteen month timeline chart, a quarterly timeline chart, and a monthly calendar that the LCS team uses to keep track of where they are going and where they note benchmarks. Dr. Stahl stated that he believes LCS will be a success, that the success will be due to personal decisions made and that everyone is needed. The rationale is to integrate into current practices and culture to 1) empower students, 2) give students the best array of services, and 3) provide students a learning environment to become life long learners. The District's faculty and staff will be using the Apollo component systems toward those ends. Mr. Bleed then introduced Bobby Sample, who designed the game to be used in the small group exercises for the evening. The group was divided into teams and each team took a turn on a life-size "monopoly-style" game board. When landing on a space, the team received an implementation issue to take back to their table to"solve" by identifying issues and concerns pertaining to it. When done, the team again took a turn on the game board and received another implementation issue to brainstorm.

Following are implementation issues given to the teams and their responses: Learning Organization Any Learning organization profoundly affects individuals within it as organizational learning results in changes. While the organization is learning, it is also expected that each individual within the organization is independently learning and applying new knowledge to the functioning of the organization. Describe and rank the responsibilities of the individual and the organization to assure they both continue to learn.

Team Response Individual - Stay Informed - Participation - Acceptance that change is a part of learning - Commitment to learning - Freedom to try new things

Organization - Inform - Encourage participation - Freedom of employee to solve problem - Resources to fix problems

Team Response - Risk taking valued professional development

Team Response - Empowering employees with the responsibility to stay current

New and Changing Facilities A major portion of the bond funds are for physical construction of new or remodeled facilities. Meanwhile, our information technologies, and many of our support functions, processes, and physical work flows are changing. Describe and rank the issues and concerns related to the implementation of new processes, functions, and information technologies concurrent with development of major construction projects.

1. Budgets, staffing, and training

2. Design the facilities with new system in mind - build with new paradigm in mind.

3. Explore linkages with other educational institutions and businesses - for seamless transfer of you name it.

Shared Students The processes and applications that make up the Learner Centered System (LCS) assume the learner will be able to register for classes at any Maricopa institution from any single point of contact. (Also fee payment, etc.) Describe and rank the issues an concerns related to the implementation of processes and policies to enable this level of service.

1. Turf issues

2. Computer/hardware/software

3. State audits

4. College rules

5. Security

6. Fiscal rules

7. Uniform procedure

8. Financial Aid

Job Skills Development Changing roles and responsibilities bring the need for new skills development. Describe and rank the issues and concerns related to the need for skills development for many employees as a result of new process implementation.

- Need for new decision-making skills - Complacency regarding current skills - More collaboration - Time management skills - What is really needed for new skill sets?

Software Release Management Most of our new applications will be provided to us by outside vendors, such as Oracle and Buzzeo. They release new versions of their applications according to their own internal schedules. Describe and rank the issues and concerns related to the timing of new software versions/upgrades.

- Ability of site to support - Coordinate implementation

Innovation and change take time for people to accept. Describe and rank the issues and concerns regarding support for people impacted by change.

- Takes time - will I have enough time - Real fear - leaving work to implement change - Changes take assurance that your other work gets done - Motivation - Facilitation

Process Training The Learner Centered System (LCS) will utilize new and different processes to streamline our service to the learner. Describe and rank the issues and concerns related to the implementation of LCS processes, from the perspective of college employees.

- Training - OJT/PRE - Computer equipment - Uncertainty - Time for implementation - Support - Intensity - pressure of timeliness - Fear of change - Losing your support system - Loss of control/security - Fear that it may not work - Fear of failure - People want to better serve students - Potential for innovation - Visionaries/designers vs. engineers - Variety of tools - More control of time/freedom

Job Descriptions and classification structures provide a sense of comfort and identification, but are also sometimes viewed as impeding the ability for individuals or the organization to grow and change. Describe and rank the issues and concerns regarding possible changes to job descriptions or classifications

. 1. Current job descriptions are too "vertical"

2. How will job descriptions align with Hay?

3. Will jobs bear relationship to whole system?

Desktop Hardware Upgrades A Request for Proposal (RFP) has been released that will lead to the provision of internet/new systems, compliant computers (windows or Mac) on the desks of all employees who desire one. Describe and rank the issues and concerns related to the implementation of new desk computers. Response - Lack of training - Employees that are technology deficient - How they will be able to "do their job" while going through training - What platforms will be available - Where does the money come from - Short life span - How long will this hardware be "current?" - Back-fill of support/employee while others are in training Response

1. Who gets the first set of PC's?

2. Replacement

3. Support and training

4. Leveraging old PC's

5. Staffing "technical

6. Network infrastructure

7. Timing

8. Requisition "fill out paperwork

Software Training New computers will bring with them new software including administrative systems such as Oracle Government Financials (OGF), Learner Centered System (LCS), internet tools, and productivity tools such as word processors, spreadsheets, and presentation tools. In many cases, this software will look different and provide much more information. Describe and rank the issues and concerns related to training for new software. Team Response - Presentation tools will be important - who offers this training? Why not use faculty more in the training? (Release time dollars) Turn into a plus and a professional development - Best follow up is one-on-one - Need training manuals - customized on-line help systems - Will the web-helpers contribute? Team Response Availability of software Ability to create scenarios User friendly manuals and information Technical support How will training take place? Time commitment for training Just in time training Is it easily upgraded? Training currency Who will pay for training?

Team Response 1. Training issues practice 2. Learning curve 3. Fiscal Year considerations Academic Calendars Peak work times cost 4. Morale issues 5. Resistance 6. Parallel systems or totally new

Team Response - If we get new software, will it work on the hardware? - If customized, there is a lag time between release and installation - Releases to meet calendars, cycles that are impacted by releases - Customization at local level may be impacted (lost) with new release - What is centralized on behalf of ten colleges vs. done ten times - Avoid having new release undo something that was fixed

Employee groups are a significant component of our organization. Describe and rank the issues and concerns regarding the employee groups' role in shaping the organization. Team Response - Participation - Interest - Reason group formed - Understand mission/vision - Trust - Understand their roles

Network Wiring Closets High speed networks will be installed to support effective teaching and learning. These networks use fiber-optics between the buildings, but require dedicated, special space (accessible, climate controlled, secure) within each building for hardware and connections. In many cases, this space (approximately 1% of the floor space per floor) will need to be designated from space currently used for something else. Describe and rank the issues and concerns related to the acquisition of space for the creation of new wiring closets.

Team Response 1. Space requirement will be 2. Space use now 3. Storage space already at premium 4. Box on roof 5. Box in ceiling 6. 1 box 2 bldg.

Technical Staff In order to support the workings of the new system, new technical staff will be needed and existing staff will need to develop new skills. Meanwhile, other organizations are going through the same process, resulting in a competitive job market for technical staff. Describe and rank the issues and concerns related to the selection, development and retention of technical staff.

Team Response 1. Money to pay them 2. What resources are available 3. District-wide? Campus-wide?

Team Response - Desired skills sets - Compensation - Continuing education - Fear (a lot) - Initially overwhelmed - How do we know who to hire to keep up with the rapid change of industry knowledge?

Following the game activity, the large group came together. Dr. Waechter informed the group that Dr. Pollack, President, Glendale Community College, and Dr. Pepicello, President, Phoenix College, had offered their two campuses for initial implementation of the Learner-Centered System (LCS) in April, 1997. Dr. Pollack and Dr. Pepicello then asked two questions to the large group for their input.

1) What key advice can you offer for Glendale Community College and Phoenix College as they go forward? - Take (game) exercise to colleges - Understanding and communication - Start training in increments - Invite Fred Stahl to visit faculty - Provide understanding of LCS to others - Recognize and reward risk takers

2) A baseline issue is lack of meaningful information or an abundance of misinformation. How do we correct for this? - Be proactive with accurate information - Communication is interactive, not just written - Go to leadership of groups for personal touch - Simplify project - Focus groups for what is known - Get rid of jargon/abstract language Plus Very creative Interactive Fun Different Tables Good introduction Needed altar call Fred's presentation Choir here

Delta
Shorter introduction, Choice of finals week for this topic, No dictionary for Fred's presentation

ADJOURNMENT
The meeting adjourned at 8:15 p.m.