PCIP Manual

Appendix A:  Planning & Continuous Improvement Process Annual Timeline

The Planning & Continuous Improvement Process will occur on the following approximate timeline:

August 1:  Office of Strategy, Planning & Effectiveness completes SCSU’s annual work plan report and shares it with the campus community.

August 1:  President, management team, and Strategic Planning Committee hold their Annual Planning Retreat to review progress on the Strategic Action Plan, update strategic objectives and initiatives based on new opportunities or threats, amend current fiscal year annual work plan as necessary, and develop a template and guidelines for the next fiscal year’s annual work plan and budget development.

August 15: Based on the planning retreat, the Office of Strategy, Planning & Effectiveness updates SCSU’s current fiscal year Annual Work Plan, drafts the next fiscal year Annual Work Plan template, and prepares the data reports for use by units/departments.

Prior to Convocation Week: The Updated Annual Work Plan (AWP) and a draft of the next fiscal year’s Annual Work Plan (AWP+1) template, planning data, and institutional performance report is distributed to Deans/Vice Presidents to share with departments and offices for discussion during Convocation Week.

Sept. 1: Begin implementation of AWP.

Sept. 1 – Oct. 1: VPs and Deans hold their annual meeting with individual units to review the previous year’s work plan report, the current year’s work plan, and to discuss issues, potential future initiatives and any reprioritization and resource reallocation that will be necessary. This meeting will be in preparation for the drafting of the unit’s next fiscal year work plan and budget plan. New initiatives requiring new funding must complete the New Initiative Funding process (Steps 1-7).

Oct. 15: Units electronically submit a proposal of their next fiscal year work plan and budget plan, including any reprioritization and reallocation that will be necessary. It must align with the University’s annual work plan. It should then be sent to their Dean/Vice President for review, approval and inclusion in the division’s work plan along with the draft proposed budget plan.

Nov. 15: Deans/Vice Presidents complete their review of unit work plans and submit their Division Work Plan to the President and the Provost. The Division Work Plans should include a draft of their proposed budget plan that is based on the budget planning guidelines and anticipated revenue and expense for the division. It also must align with the division work plan. Instances of resource reallocation and any requests for new institutional funding should be clearly delineated in the budget plan. Process and documentation for new institutional funding requests should be completed as described in the “New Initiative Development” process through Step 7.

Dec. 15: The President and Provost meet with each Vice President/Dean to discuss the draft annual work plan and the proposed budget plan. The President and Provost evaluate alignment of the division work plans with the University’s Strategic Action Plan, the reasonableness of the proposed budget plan (revenue and expense targets, reallocation plan, and new institutional funding requests) and provide feedback and suggestions for revision and further development. 

Jan. 5: VPs and Deans integrate feedback from the President and Provost and submit revised work and budget plans.

Jan. 15: The management team meets in retreat to develop the University’s annual work plan and draft a budget plan for the next fiscal year based on strategic objective implementation plans and division plans. They review new initiatives requiring new institutional funding

Feb. 1: The SCSU Annual Work Plan is posted to an internal web site for community review and comment. The Strategic Planning Committee provides formal review and comment. Initiatives to be considered for institutional funding will complete Step 8 of the “New Initiative Development Process.”

March 15: SCSU Annual Work Plan for the next fiscal year is completed, recognizing changes may still occur based on the planning requirements of the Office of the Chancellor. A draft budget plan for next fiscal year is developed and published (with assumptions and estimations of unknown variables).

April 1: Initiatives completing Step 8 of the “New Initiative Development Process” will be reviewed and prioritized for funding (if funding is available).

June 1:  Year-end progress reports on unit work plans for the current fiscal year are submitted electronically to the Dean/Vice President.

July 1: Year-end progress reports for colleges/units are submitted to the President.