PRISM User s Manual 1
User s Manual This manual serves as a guide to assist users in Unit Operational Plans, Learning Outcomes and Program Review Recommendations. The manual is designed to take the user step by step in using Compliance Assist for planning and reporting. The deadline for PRISM Reporting is October 15 th for the previous Academic Year. The deadline for PRISM Planning is December 15 th for the upcoming Academic Year. If you need additional training or would like to schedule a workshop for assistance in developing goals, objectives or learning outcomes, please contact Kim Presson at 8142 or kpresson@jsu.edu 2
Table Of Contents What is PRISM/Compliance Assist 4 PRISM/Compliance Assist and SACSCOC 5 About Operational Planning and Reporting 9 Logging in to Compliance Assist 14 Creating a new Goal/Objective/or SLO 17 Populating the Responsible Role Field 24 Relating Unit Goals to University Goals 28 Relating Unit Objectives to Unit Goals 33 Budget Requests 38 Running Reports 44 Editing Current Information 50 Adding Supporting Documentation or URLs 54 Troubleshooting 61 Need Additional Help? 62 3
What is PRISM/Compliance Assist? PRISM/Compliance Assist is Jacksonville State University s system for documenting operational goals, objectives and student learning outcomes that support the overall mission of the institution. PRISM/Compliance Assist provides a facility to report on departmental progress towards meeting those goals while providing evidence that JSU is committed to continuous improvement and meeting the requirements designated by SACSCOC. 4
PRISM/Compliance Assist and SACSCOC Jacksonville State University is regionally accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). PRISM Planning and Reporting is part of JSU s Comprehensive System of Continuous Improvement which supports SACSCOC Core Requirement 2.5 and Comprehensive Standard 3.3.1.1-5 relating to Institutional Effectiveness. 5
JSU s Comprehensive System of Continuous Improvement 6
PRISM/Compliance Assist and SACSCOC SACSCOC Core Requirement 2.5: Institutional Effectiveness The institution engages in ongoing, integrated, and institution-wide research-based planning and evaluation processes that (1) incorporate a systematic review of institutional mission, goals and outcomes; (2) result in continuing improvement in institutional quality; and (3) demonstrate the institution is effectively accomplishing its mission. 7
PRISM/Compliance Assist and SACSCOC SACSCOC Comprehensive Standard 3.3.1: The institution identifies expected outcomes, assesses the extent to which it achieves these outcomes, and provides evidence of improvement based on analysis of the results in each of the following areas: 3.3.1.1 educational programs, to include student learning outcomes 3.3.1.2 administrative support services 3.3.1.3 academic and student support services 3.3.1.4 research within its mission, if appropriate 3.3.1.5 community/public service within its mission, if appropriate 8
About Operational Planning and Reporting The Reporting and Planning processes are meant to be a collaborative activity within each unit. Units are encouraged to utilize small teams of individuals who work as a group in an effort to support continuous improvement within the unit by developing and reporting on goals, objectives and learning outcomes and reporting on Program Review recommendations. The Office of Institutional Effectiveness is available to meet with these groups to discuss continuous improvement and host a workshop to assist in the development of goals, objectives and learning outcomes. Goals, objectives, student learning outcomes and Program Review recommendations are continually tracked until it is determined that they have been accomplished or are no longer relevant. 9
Planning Period v. Reporting Period During the REPORTING period, units should update both the Results and Use of Results sections for the unit Objectives, Student Learning Outcomes, and Program Review Recommendations. During the PLANNING period, units should evaluate current Goals, Objectives, Learning Outcomes and Program Review Recommendations. 10
About PRISM/Compliance Assist Reporting In the Results section, report the data you collected for each item showing a trend. In the Use of Results section, discuss what decisions you are making with the data you entered into the Results section. Discuss one of the following: Why you will need to change the Method of Measurement in the future Why you will continue to measure and track what you are currently measuring or tracking Discuss the decisions you are making regarding the data you collected Please DO NOT DELETE ANY OF THE ITEMS THAT YOU ARE NO LONGER TRACKING/REPORTING. Even though you no longer track items, these items remain in the archive so that they show work towards continuous improvement to SACSCOC. Please mark them Complete during the next Planning phase in December. If your data suggests you need to change your Method of Measurement, (what you are doing to reach your goal), you can change this during the Planning phase in December. All you need to do at this point in the cycle is report results and use of results 11
About PRISM/Compliance Assist Planning During the PLANNING period, units should evaluate current Goals, Objectives, Student Learning Outcomes and Program Review Recommendations. After all items are evaluated, one of several things should occur with each item: Any item that will continue to be tracked and reported on during the fiscal year being planned should be marked Ongoing, making sure the End Date is extended to 9/30/24 if necessary to reflect the end of the current Strategic Plan period. Any item that will no longer be tracked and reported on during the fiscal year being planned should be marked Complete and the End Date changed to reflect the end of the fiscal year it was last tracked and reported i.e. 9/30/XX. Please DO NOT DELETE ANY OF THE ITEMS THAT YOU ARE NO LONGER TRACKING/REPORTING. Even though you no longer track items, these items remain in the archive so that they show work towards continuous improvement to SACSCOC. Please mark them Complete. If your data suggests you need to change your Method of Measurement, (what you are doing to reach your goal), edit your current Method of Measurement by adding the planning year (i.e. 2017/2018) and entering the new Method of Measurement under the old. Do not delete your old Method of Measurement. 12
Using Compliance Assist 13
1. www.jsu.edu/ie 2. Click on PRISM 3. Enter user name and password. 4. Select Planning link. 14
Click More >> link for additional information regarding documentation/user guide and the planning schedule/due dates. 15
Creating a New Goal, Objective or SLO The following pages will show the steps for adding new goals, objectives and SLOs. The steps include: Creating the goal/objective/slo (creating the shell) Selecting the responsible party Relating the unit goal to a university goal Relating the unit objective to a unit goal 16
1. Make sure the Institution tab is selected 2. Click Operational Plans to add new Goal or Objective 3. Click Assessment Plans to add new SLOs 4. Click Edit Filter to and select All so you can view all items that are currently Ongoing. 17
Adding a New Goal or Objective: 1. Click + New Item 2. Select the entry type 3. This is also where you add or update your Mission Statement 18
Add a New Goal: 1. Goal Number Enter the word Goal 2. Enter the Goal Statement Example if you want to number them you can put 1. Insert Goal Statement 3. Start Date is the upcoming Fiscal Year - change the last two digits 4. End Date (9/30/2021) the end of the current Strategic Planning period. 5. Responsible Role - See page 24 to populate the Responsible Role field. 6. Status - Ongoing 7. Click Save & Close See 28 to Relate the Goal to a University Goal 19
Adding a New Objective: 1. Objective Number Enter the word Objective 2. Enter Objective Statement This will a brief statement of the Objective you are aiming to achieve. 3. Method of Measurement This is a description of how you intend to achieve the Objective. 4. Results Leave Blank - you won t do this until you update your information during the Reporting Period. 5. Use of Results Leave Blank - you won t do this until you update your information during the Reporting Period. 6. Start Date Beginning of upcoming Fiscal Year 7. End Date 9/30/21 (end of current Strategic Planning period) 8. Responsible Role See Page 24 on how to populate the Responsible Role field. 9. Status Ongoing 10. Budget Request Justification You only fill out this area if you want to request funding to achieve this goal. See Page 38 if you need to enter a Budget Request. 11. Click Save & Close See Page 33 to Relate the Unit Objective to a Unit Goal 20
To create Student Learning Outcomes, follow the same procedure for Goals and Objectives but create them under Assessment Plans To add a Student Learning Outcome, click + New Item, then select the entry type. Student Learning Outcomes are broken out by the outcome characteristics (i.e. Undergraduate, Graduate, Administrative, etc. 21
Creating a Learning Outcome 1. Number Enter SLO 2. Discipline Enter the name of the discipline if the SLO is for an academic unit. 3. Student Learning Outcome Enter a brief statement on what the outcome is. 4. Method of Measurement This will be a description of how you plan to achieve the outcome. 5. Results Leave Blank - you won t do this until you update your information during the Reporting Period. 6. Use of Results Leave Blank - you won t do this until you update your information during the Reporting Period. 7. Start Date 10/1/XX Beginning of Fiscal Year the SLO will go into effect. 8. End Date 9/30/21 End of the current Strategic Planning period. 9. Responsible Role See Page 24 on how to populate the Responsible Role field. 10. Click Save & Close 22
Populating the Responsible Role Field The following pages will show the steps on populating the Responsible Role field in all Mission Statements, Goals, Objectives, SLOs and Program Review Recommendations. Many units assign different goals/objectives/learning outcomes to different staff members. Sometimes they give them direct access to PRISM and sometimes they ask them to submit information and then enter it. If you would like to grant access to others on your team, please let me know and I will set up credentials to those staff members. 23
Responsible Role: 1. Open the item (mission statement, goal, objective, learning outcome) in which you want to populate the Responsible Role field 2. Click on the Edit tab in the upper right side of the Edit box and scroll down. 3. Click on Manage in the Person Responsible box. 24
Responsible Role: 1. In the User Name search field, type the last name of the User and it will populate the name. 2. Click Search 3. Select check box to assign Person/Role responsible 4. Select Add Roles drop down menu, then select Selected 5. Click the box next to their name in Selected Roles 6. Click Add Roles 25
Responsible Role: 1. You will be taken back to the Edit screen. 2. The person s name will show in the box. 3. Click on Save and Close 26
Relating Unit Goals to University Goals The following pages will show the steps on relating your new Unit Goals to the University Goals. 27
Planning 1. Open your new Goal 2. Click on the Related Tab in the upper right. Office of Institutional Effectiveness/PRISM Planning/2015 28
1. Click on +Add under Items This Unit Goal Supports. 29
1. Click on JSU in the Organizational Tree so you can see the University Goals. 2. Scroll down until you see the Compass icons. 3. Click on the box next to the University Goal that the Unit Goal supports. 4. Click Add. 30
1. The University Goal will then show up in the Related field. 2. Click on Close which will save and close the document. Office of Institutional Effectiveness/PRISM 31
Relating Unit Objectives to Unit Goals The following pages will show the steps on relating your new Unit Objective to the Unit Goals. 32
1. Open your new Objective. 2. Click on the Related Tab in the upper right. 33
1. Click on +Add under Items This Unit Objective Supports. 34
1. Make sure your Department/Unit name is shaded in gray so you can see the Unit Goals. 2. Scroll down until you see the Goal icons and click on the box next to the Unit Goal or Goals that the Unit Objective supports. 3. Click on Add. 35
1. The Unit Goal will then show up in the Related field. 2. Click on Close which will save and close the document. 36
Budget Requests Budget requests are tied to your Department or Unit Objectives. The following pages will show the steps on how to perform budget requests. 37
Budget Request 1. Open an Objective by clicking on the name of the Objective the Budget Request will be tied to. 2. Click on the Edit tab in the upper right of the box. 3. Scroll to the bottom of the edit box. 4. Click on Edit under Budget Justification 38
Budget Request Justification 1. Type in the justification for the budget request in the narrative box and click Update. 39
Budget Request 1. After clicking Update in the Budget Request Justification box, you will be returned to the Edit box of your Objective. 2. Click on Add New Budget Request. 40
New Budget Request 1. Type in the Description of the Budget Request. 2. Type in the Amount 3. Select upcoming Fiscal Year. 4. Select PRISM Budget Request in the drop down menu for the Budget Account 5. Click on Save. 41
Budget Request 1. After clicking Save in the Add New Budget Request box, you will be returned to the Edit box of your Objective. 2. The budget request will be listed here. 3. Click Save and Close. 42
Running Reports The easiest way to see your current goals, objectives, student learning outcomes and Program Review recommendations is to run the reports. This will allow you to see all of the Goals with their related Objectives together and your SLOs and PR Recommendations grouped together. You can run three reports: Unit Mission, Goals and Objectives Student Learning Outcomes Program Review Recommendations The instructions on the following page will show you the steps in running the reports. 43
Screen View of Goals and Objectives Your screen will always show all Goals at the top and all Objectives underneath 44
Report Example 45
Running Reports: 1. Click on Reports Tab 2. Click on Department Tab 3. Click on the name of your Department/Unit 4. Click on Generate beside the report you would like to run (i.e. Unit Mission, Goals and Objectives, Student Learning Outcomes or Program Review Recommendations) 46
Running Reports: 1. Click on Type of Report drop down menu to choose what format you want the report generated in. 2. The dates showing are defaulted to the current Strategic Planning period. If you only want to run a report on only the current fiscal year, change the dates here. 3. Click Clear so the system won t send you a notification that your report is ready. 4. Click on Generate Report. 47
Running Reports: 1. When report is ready to download, you will get a Download message under actions. It will show as Refresh until it is ready to download. 2. Click Download to download your report. You will then be able to print it. 48
Editing Current Information During the Reporting period each year, you will update your Results and Use of Results. You also may update information any time during the year 49
1. Click Operational Plans to edit Goals and Objectives 2. Click Assessment Plans to edit SLOs 3. Click Program Review Recommendations to edit those 4. Once you choose which area you want to work in, Click Edit Filter and select the appropriate year so you can view all items that are currently Ongoing. 50
To edit a Mission, Goal or Objective, SLO or Program Review Recommendation, click the Name link and then once it is open, click on the Edit tab. 51
Entering Results and Use of Results in an Objective, SLO or PR Recommendation: 2014-2015 New Narrative Here 1. After opening the objective, SLO or PR Recommendation, click on the Edit tab in the upper right hand side of the box. 2. Click on the Edit button under the Results or Use of Results heading. 3. When the narrative box opens, leave a blank space between the current narrative and enter the fiscal year of the new narrative. 4. Below the year, type the new narrative for the Result or Use of Results 5. When finished click Update 52
Adding Supporting Documentation or URL There may be instances in which you would like to add a URL or supporting documentation to your results and use of results The instructions on the next few pages will walk you through that process. Please keep the following in mind: If you upload raw data or a report or any other information for support, SACSCOC requires that you provide an overview in the narrative. You cannot say See Attached in the narrative it must be explained 53
Adding a document (PDF) Click on the Edit tab at the top right hand side of the Page. Click on the Edit button in the item you wish to add documentation to. Click on Upload Files 54
Click on Select and choose the appropriate document for your computer. Although the system will take several types of documents, the most compatible documents will be in.pdf format. If you need assistance converting documents to.pdf, please contact Kim Presson at 8142 or kpresson@jsu.edu If your file has a name based on a certain naming convention, it is best to rename it here for ease of use if it is not very descriptive. Changing the name here will not change the file name on your computer, only for use in PRISM. 55
Adding a URL Highlight the word or words you would like to use as the link representation. Then click on the Hyperlink Manager 56
Copy and paste in or type in the URL This box shows the link text you highlighted Click OK 57
The hyperlink text shows as red Click Update 58
Here it shows as blue and is a working hyperlink that you can test. Click Save when you are finished. 59
Troubleshooting Problem: I entered a goal/objective/learning outcome, but I don t see it on my list Solution check and make sure your filter is set correctly Filter all to see all goals/objectives/learning outcomes Filter for the fiscal year to see all current goals/objectives/learning outcomes Problem: I entered a goal/objective, but I don t see it on the report I ran Solution make sure your goal is related to a University Goal make sure your objective is related to a goal I accidentally deleted information in a goal/objective/learning outcome, can you retrieve it Answer sometimes. Call or email me as soon as possible with all of the information 60
Need Additional Help? If you have any questions or would like one on one or group training or to schedule a workshop to assistance with goals, objectives or learning outcomes, please contact: Kim Presson Coordinator of Institutional Effectiveness Extension 8142 kpresson@jsu.edu 61