Resource Allocation Overview
Integrated Planning by nature is a cyclical process, which culminates in each year’s new tentative budget. The Annual Update and Program/Unit Review processes provide individual programs or departments the opportunity to perform self-evaluation for the purposes of developing goals and strategies for improvement. This ensures that PCC is in a constant state of improvement and movement toward being the best possible institution for educating and developing its students. The common goal for the college is student success and completion, through achieving a certificate, degree, or transfer to a four-year institution. Because of this, it is critical that all programs or departments focus on how they contribute to creating and sustaining an environment that is conducive to optimal student wellbeing and success.
The launch of each year’s Integrated Planning Process is an annual Planning Retreat made up of BRAC, IEC, and P&P. The retreat will set the tone for the year in regards to budget expectations and overall focus for the college. From there, the Annual Update Process will begin. Program Review elements are integrated into the Annual Update, which consists of an Evaluation and an Action Plan. The Evaluation serves as an abbreviated version of Program Review in order to examine and interpret data and determine effectiveness and areas of improvement. This is a process of “looking back” on the accomplishments and challenges each program or department has experienced in the past year. The second part of the Annual Update is an Action Plan to be completed in light of the Evaluation. This is a “look forward” for strategically identifying priorities for programmatic innovation and ensuring the essential needs of each program are incorporated into the campus-wide budget development process.
As the Integrated Planning Process is an all-school endeavor, key governance committees oversee various components. The Planning and Priorities Committee (P&P) oversees the Annual Update portion of the Integrated Planning Process.
Comprehensive Program Reviews are conducted on multi-year cycles (CTE Certificates every two years, Degrees/Transfer Majors every six years, and Units every four years) and feature a more robust and detailed process of self-evaluation and assessment. Comprehensive Program Review shares a common structure with the Evaluation elements of the Annual Update and uses the same data sets provided by the OIE. Primary to comprehensive Program Review is that authors to develop Recommendations for Improvement that will then be addressed and tracked each year in the Annual Updates. The Program Review Process is overseen by the Institutional Effectiveness Committee (IEC) and Program Reviews are reviewed by the IEC, which in-turn, provides feedback to the authors and reports its college-wide recommendations and observations to the Academic Senate and College Council.
Once Annual Updates are completed, a process of analysis and prioritization begins, which will tightly focus the mission-critical areas of need that have been identified for budget augmentation consideration. Identified resource requests are compiled into a comprehensive Prioritization Master List by the OIE and distributed to deans and unit managers. The managers conduct an initial level of prioritization based on a common rubric. When the first level of prioritization is complete, managers will share the items moving forward in the process with their constituents and provide an opportunity for feedback from the authors and contributors to the Annual Updates. Deans and managers will send their prioritized lists to their respective Vice Presidents or administrators for the next phase of prioritization. Resource experts such as Human Resources, Facilities, and Information Technology Services (ITS) will be consulted at this time to ensure accuracy. Other categorical funding sources such as Instructional Equipment, Equity Funding, and Capital Outlay Funding (Fund 41) will be considered and evaluated for appropriate items.
Final prioritization will be completed by the Budget Resource Allocation Committee (BRAC) and a rubric will be used to determine what resource allocation requests will be included into a Budget Request Master List, which will be evaluated at an annual Budget Retreat comprised of BRAC, IEC, and P&P members. The membership of these three committees ensure representation by all governance groups on campus and provide focused expert leadership. The result of the Budget Retreat will be the production of a ranked list of items that will be funded if state funding is augmented or if appropriate external funding (grants/ categorical funding) is awarded.
Per institutional policy, Faculty hiring requests, while documented within the Annual Update process, follow the established Faculty hiring procedures.
As with the respective relationships between P&P and the Annual Update process and the IEC and the Program Review process, BRAC is the overseeing committee for the process of Budget Development at PCC. The end result of the process will be the formation of each following fiscal year’s tentative budget, which will then be vetted by the President and College Council before it is sent to the Board of Trustees for final approval.