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The document assesses the effectiveness of the online project management system GoPlan used by CWU Publicity Center. It outlines the learning objectives, target groups, data collection methods, timeline and provisions for administering assessments of GoPlan. The goal is to improve student engagement, develop job skills and provide real-world experience through use of the online system. Effectiveness will be measured through student questionnaires, logs, interviews and analyzing task completion rates and data manipulation in GoPlan.
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- 1. Assessing the effectiveness of the online project management system, GoPlan, currently utilized by the CWU Publicity Center Mindy Holliday EDHE 518 Central Washington University
- 2. Introduction & Purpose • CWU Publicity Center • On Campus Ad Agency • 12 – 15 student staff • Online project management system, GoPlan • 2014-2015 academic year: 330 projects • Accountability • Need more student engagement with GoPlan ("Publicity Center", 2016) ("Project Management and Collaboration Suite - Goplan", 2016) (Liu, 2011, p. 2)
- 3. CWU Publicity Center ("CWU Hype - Timeline | Facebook", 2014)
- 4. Publicity Request Form ("Publicity Center | Forms & Rates", n.d.)
- 5. (GoPlan. Retrieved 18 July 2016, from https://assets2.goplanapp.com/images/home/dash.png?1389567503) GoPlan
- 6. Program & Department Goals • CWU Goals • emotional, personal, and professional growth of students • to enhance the opportunities of its students • Publicity Center Goals • providing real world experience to student employees • professional mentoring and portfolio development • GoPlan Program Goals • time management • record keeping skills • Increase communication ("About CWU | Mission", 2016) ("Publicity Center", 2016)
- 7. Student Learning Outcomes & Objectives • Cognitive/Knowledge Learning Objective: • Provide professional development, 1 training per quarter • Affective Learning Objective: • Post-training discussion • 1 key positive attribute of Goplan • Psychomotor Learning Objective: • 2 event tasks • Psychomotor Program Service Outcome: • Critique 90% of their tasks in Goplan • Affective Program Service Outcome: • Daily email • Cognitive/Knowledge Program Service Outcome: • Manipulate Goplan data
- 8. Target Group and/or Population • Cognitive/Knowledge Learning Objective: • Provide professional development, 1 training per quarter Publicity Center student staff • Affective Learning Objective: • Post-training discussion • 1 key positive attribute of Goplan Publicity Center professional & student staff • Psychomotor Learning Objective: • 2 event tasks Publicity Center student staff • Psychomotor Program Service Outcome: • Critique 90% of their tasks in Goplan Publicity Center student staff • Affective Program Service Outcome: • Daily email Publicity Center student staff • Cognitive/Knowledge Program Service Outcome: • Manipulate Goplan data Publicity Center professional staff
- 9. Methods of Data Collection • Cognitive/Knowledge Learning Objective: • Provide professional development, 1 training per quarter • Publicity Center student staff • Journal (direct) • Affective Learning Objective: • Post-training discussion • 1 key positive attribute of Goplan • Publicity Center professional & student staff • Students: Semi-Structured Group Interview (indirect) • Professionals: Participant as Observer (indirect) • Psychomotor Learning Objective: • 2 event tasks • Publicity Center student staff • Performance-Based Assessment, Event Tasks (direct) • Psychomotor Program Service Outcome: • Critique 90% of their tasks in Goplan • Publicity Center student staff • Self-Observation (indirect) • Questionnaire utilizing open ended questions (indirect) • Affective Program Service Outcome: • Daily email • Publicity Center student staff • Student Log (direct) • Cognitive/Knowledge Program Service Outcome: • Manipulate Goplan data • Publicity Center professional staff • Presentations (direct) • Unstructured Group Interview (indirect)
- 10. Timeline • Journal (direct) • Directly after each training session • Students: Semi-Structured Group Interview (indirect) & Professionals: Participant as Observer (indirect) • Directly after each training • Performance-Based Assessment, Event Tasks (direct) • Manage 2 tasks for every project • Self-Observation (indirect) & Questionnaire (indirect) • Students complete 1 questionnaire during the last week of each academic quarter • Student Log (direct) • Students to update student log daily • Publicity Center student staff will copy their manager on daily emails to clients • Presentations (direct) • Professional staff to attend at least 1 presentation every 6 months • Unstructured Group Interview (indirect) • Professional staff to meet every academic quarter • Publicity Center administrative support secretary to take notes
- 11. Provisions for Administration • Journal (direct) • Publicity Center professional staff • Students: Semi-Structured Group Interview (indirect) & Professionals: Participant as Observer (indirect) • Publicity Center professional staff • Performance-Based Assessment, Event Tasks (direct) • Publicity Center administrative support secretary • Self-Observation (indirect) & Questionnaire (indirect) • Publicity Center professional staff & Publicity Center administrative support secretary • Student Log (direct) • Publicity Center professional staff • Presentations (direct) & Unstructured Group Interview (indirect) • Publicity Center professional staff
- 12. Institution’s Level of Performance Expected • Yearly review of online management programs • Need for one-on-one support or training • Support the professional growth of student staff • Semi-structured group interviews • Event task assignments • Real-world experience • Utilize data collected • Student staff skill development • Communication • Professional development
- 13. Type of Assessment • Questionnaire - Indirect
- 16. References About CWU | Mission. (2016). Central Washington University. Retrieved 6 July 2016, from http://www.cwu.edu/about/mission Banta, T. & Palomba, C. (2015). Assessment Essentials: Planning, Implementing, and Improving Assessment in Higher Education (2nd ed.). San Francisco: Jossey-Bass. CWU Hype - Timeline | Facebook. (2014). Facebook.com. Retrieved 18 July 2016, from https://www.facebook.com/cwu.hype/photos/a.603831842963035.1073741825.60383177962 9708/871485909530959/?type=3&theater GoPlan. Retrieved 18 July 2016, from https://assets2.goplanapp.com/images/home/dash.png?1389567503 Liu, O. (2011). Outcomes Assessment in Higher Education: Challenges and Future Research in the Context of Voluntary System of Accountability. Educational Measurement: Issues And Practice, 30(3), 2-9. http://dx.doi.org/10.1111/j.1745-3992.2011.00206.x Project Management and Collaboration Suite - Goplan. (2016). Goplanapp.com. Retrieved 5 July 2016, from http://goplanapp.com/ Publicity Center. (2016). Central Washington University. Retrieved 5 July 2016, from http://www.cwu.edu/publicity/ Publicity Center | Forms & Rates. Cwu.edu. Retrieved 18 July 2016, from http://www.cwu.edu/publicity/forms-rates
Editor's Notes
- Hello Everyone, this is my presentation on my assessment plan for EDHE 518, which is to assess the effectiveness of the online project manamement system, GoPlan, currently utilized by the CWU Publicity Center, which is within the department of Campus Life, under the umbrella of the department of Student Success
- Introduction: The CWU Publicity Center, located in the Student Union and Recreation Center, is the on-campus advertising agency that promotes student events and programs. Four professional staff, and anywhere between 12 – 15 student staff, provide design, marketing, and writing services to create awareness about campus events and resources. The Publicity Center also offers student employees real world experience by providing hands on skill development, portfolio pieces, and professional mentoring ("Publicity Center", 2016). My title while working at the CWU Publicity Center was the Marketing & Sales Supervisor, and I managed the public and media relations, advertising sales, and social media for our client’s events and programs. I managed 4 – 5 student staff throughout the academic year. All CWU Publicity Center staff are encouraged to utilize an online project management system called Goplan. This system allows staff to enter a new project once the office is hired by a client. Each project is organized in the system by event or program name. For example, if the Publicity Center is working on promoting homecoming, the project name would be “CWU Homecoming.” This allows anyone working on the homecoming campaign to go into that project easily and add, edit, or comment on tasks, as well post updates about the event. In addition, even if a staff member or student employee isn’t working on a specific project, they are able to utilize Goplan to go into that project to look at up to date information to answer questions or give a client status updates on specific tasks. “Goplan lets you keep track of your projects and collaborate with your colleagues securely through an intuitive user interface” ("Project Management and Collaboration Suite - Goplan", 2016). During the 2014-2015 academic year, the Publicity Center managed roughly 330 projects, all from clients with different funding sources, such as self-support, state-funds, and student fees, which is primarily the Services and Activities fee. Each of these areas have different pricing structures for Publicity Center services, which is based on their funding source. The Publicity Center has every client complete a Publicity Request Form, which allows them to check the services they are requesting, as well as add budget account numbers and complete management signature lines. Once this form is completed, the project is entered into Goplan. All student and professional staff are to utilize the online project management system regularly until the project is completed, at which time it is closed out in Goplan and the final paperwork is sent to Accounting for billing. My position was responsible for entering the projects into GoPlan on a regular basis, and was also one of the administrators for the program. Purpose: “As vast investments and resources are being poured into public higher education, accountability in higher education has received unprecedented attention from the public” (Liu, 2011, p. 2). With this increased need, and considering the CWU Publicity Center receives funding from the Services and Activities fee that students pay, it is even more critical to evaluate the efficiency of their work environment. After working at the Publicity Center for nearly 8 years, it is obvious that the office has the opportunity to utilize Goplan, which is an important tool that gives individuals the ability to communicate on a project, to check the status of the various tasks within the project, and more. However, in order for Goplan to be useful, it is important that everyone continuously uses the system. From personal experience, on average, only half of the student and professional staff utilize Goplan on a regular basis. Therefore, the portion of the project that these individuals are working on are not updated in the system, resulting in missing information that isn’t available for further assessment and evaluation. It is necessary to examine the effectiveness of this program to provide recommendations to encourage further engagement. Strengths and weakness need to be evaluated from both student and professional staff. It is also important to assess the value of this online project management system because the data taken from Goplan is used for yearly reports, budget requests, and updates to administration. Furthermore, it is important to have ongoing meetings and evaluation of this assessment plan as there may be different online project management systems that are more effective, ever-changing marketing tools utilized by the Publicity Center that may impact needs, and a constant rotation of student employees that will be utilizing Goplan.
- Here is the last staff photo that was taken before I left last summer. Here is also a screen shot of their website. The CWU Publicity Center has worked hard to brand their department under the name of CWU Hype, the place to get all your information about events and programs happening on campus. That’s me!
- When a client is interested in utilizing the Publicity Center services, they go to the Publicity Center website. Under forms and rates you will come to this page. This is where you can download the Publicity Request Form, which is an Excel document and looks like this. By filling out this form, clients are able to enter in the different marketing services requested and it will autofill the price. This allows the client the ability to change their needs based on any budget constraints. Once the form is finished, the client is to sign it and give it to the Publicity Center administrative assistant by hand delivery, fax, or email. Then the administrative assistant will enter it into GoPlan.
- Here is a screen shot of what the GoPlan program looks like. You will see on this user dashboard, in the area highlighted in yellow, are their event tasks. The drop down menu at the top is a master list of all the projects entered into the system. This allows any user to go into a project to look at the status of tasks, send notifications of any detail changes, comment on progress, and at a glance look at all aspects of the project. There are many features, and one that is used regularly is the calendar function. This allows users to see when the event is, when each task is due, and if a task is overdue by utilizing different colors. As you can see, this tool can be incredibly effective, however, it needs to be constantly utilized in order to be successful. That is why it is imperative for this assessment plan to look at how effective the program is and where there are areas of improvement.
- This assessment connects to two of the CWU Goals located in its mission statement: 1. CWU Goal: Qualified faculty and staff create a community that encourages and supports the emotional, personal, and professional growth of students from a variety of backgrounds ("About CWU | Mission", 2016). 2. CWU Goal: The university community values teaching as the vehicle to inspire intellectual depth and breadth, to encourage lifelong learning, and to enhance the opportunities of its students ("About CWU | Mission", 2016). From there, as a department the CWU Publicity Center, identified its goal through its mission statement as well. 3. Publicity Center Department Goal: The Publicity Center offers a full slate of services to promote campus events, programs and departments while providing real world experience to student employees through hands on skill development, professional mentoring and portfolio development ("Publicity Center", 2016). By utilizing the information from these institution and department goals, the Publicity Center staff looks to the GoPlan program to help achieve the following goals: 4. Goplan Program Goal: CWU Publicity Center student employees learn time management, accountability, and record keeping skills through professional development. 5. Goplan Program Goal: Increase intra and inter-office communication to positively engage, and develop relationships with staff and clients. 6. Goplan Program Goal: Cumulate project data to be utilized for reports, assessment, budget requests, and update to administrators.
- Based on the Institution, Department, and Program goals, the following student learning outcomes and objectives have been defined: 1. Cognitive/Knowledge Learning Objective: The Publicity Center will provide professional development for student employees through one training per quarter about Goplan to master the program. 2. Affective Learning Objective: The Publicity Center will lead a discussion with student staff after each training to identify feelings and attitudes about Goplan. Staff will be encouraged to summarize and express at least one key positive attribute of Goplan that has made an impact on their professional scope. 3. Psychomotor Learning Objective: Publicity Center student staff will name at least two tasks at the start of every project entered into Goplan that they will generate, analyze, and complete to enhance skill development. 4. Psychomotor Program Service Outcome: The Publicity Center student staff will successfully critique 90% of their tasks in Goplan each academic quarter. 5. Affective Program Service Outcome: Publicity Center staff respectively assigned to each project in Goplan will compose a daily email to the client describing project status, explaining any concerns or thoughts about the project, and encouraging feedback from the client about any feelings, attitudes or approaches of note. 6. Cognitive/Knowledge Program Service Outcome: CWU Publicity Center professional staff will learn to manipulate Goplan data to meet the needs of administrative staff by designing a template to outline data for each project in Goplan upon project completion.
- Now that we have our goals and outcomes, it is time to assign the target group and/or population.
- So, how are going to collect all of this data? In green I have listed the various methods of Data Collection for Assessment and the Type. I have also included whether it is direct or indirect for each learning outcome or objective.
- Lets move on to when and where the will Data be Collected and Analyzed Journal: Journal entry required directly after each training session (1 per academic quarter), in journals provided by Publicity Center Students: Semi-Structured Group Interview (indirect) & Professionals: Participant as Observer (indirect): Directly after each training (1 per academic quarter) Performance-Based Assessment, Event Tasks (direct): Each student will manage 2 tasks for every project they are assigned to in GoPlan. This includes creation, management, and completion of each task utilizing features within GoPlan. Self-Observation (indirect) & Questionnaire utilizing open ended questions (indirect): Each student to complete 1 questionnaire during the last week of each academic quarter to summarize their self-assessment of at least 90% of their completed event tasks in GoPlan Student Log (direct): Publicity Center student staff to update student log daily with a standard electronic template to record email details, such as client, project, date, etc. This template to be kept in their staff folder on the intra-office server. Publicity Center student staff will copy their manager on daily emails to clients. Presentations (direct): Publicity Center professional staff to attend at least 1 presentation every 6 months to learn reporting functions and techniques from GoPlan executives, via web or in person. Unstructured Group Interview (indirect): Publicity Center professional staff to meet for unstructured group interview every academic quarter discuss GoPlan reporting. Publicity Center administrative support secretary to take notes and email a copy to each professional staff person after every group interview.
- Now that we have a timeline, it is important to clearly identify the appropriate person to collect the data and analyze it. Journal: Publicity Center professional staff, each to be responsible for collecting journals for their respective student employees, to write a 1 page summary of all information for Publicity Center manager to combine analyze and disseminate to professional staff Students: Semi-Structured Group Interview (indirect) & Professionals: Participant as Observer (indirect): Publicity Center professional staff will lead semi-structured group interview, and will collect and document information in their respective journals to include in summary to Publicity Center manager, who will then combine and analyze to disseminate to professional staff Performance-Based Assessment, Event Tasks (direct): Publicity Center administrative support secretary will monitor student progress and supply their respective managers with updates mid-week and at the end of each week by utilizing a task status template for each project entered into GoPlan. Self-Observation (indirect) & Questionnaire utilizing open ended questions (indirect): Publicity Center professional staff will provide questionnaires to the students they manage respectively. Once completed questionnaires have been returned, professional staff will analyze data and disseminate to the Publicity Center manager to compile and share back out with professional team. Publicity Center administrative support secretary to provide print out to each student of their projects and event tasks for each academic quarter. Student Log (direct): Publicity Center professional staff will monitor electronic template for each of their respective student staff members at least every 2 days for updates and status. Presentations (direct) and Unstructured Group Interview (indirect): Publicity Center professional staff will gather information, pull reports, and provide data by utilizing GoPlan for yearly update to Publicity Center manager. Publicity Center manager will collect, analyze, and disseminate information to administrators.
- Review information about student employee level of mastery of GoPlan program, as well as any positive or negative attributes about GoPlan for yearly review of online management program to be utilized, at a rate of 100% after each training. Professional staff will be able to assess any need for one-on-one support or training for GoPlan usage by student staff. Professional staff to support the professional growth of student staff quarterly. Professional staff will conduct semi-structured group interviews at a rate of 1 per academic quarter, where each student will express 1 positive impact of GoPlan on their professional scope. To encourage intellectual conversations for student employees, as well as the importance of constructive feedback and continued education/learning, on an ongoing basis. Student staff to complete event task assignments at a rate as follows: not below 60% of the time at the start of the academic year, not below 75% of the time at mid-point in the academic year, and not below 90% of the time by the end of the academic year. Provide student staff with real-world experience in time-management, communication, and professional responsibility. To gain understanding of student staff GoPlan knowledge and skill set. Professional staff will utilize 100% of data collected through questionnaires for future evaluations, professional development, and other administrative decisions. To provide student staff with accountability and self-reflection skills. In addition, student staff will gain experience in record keeping skills. Publicity Center staff to increase level of communication and relationships with staff and clients. Success will be based on end of year Publicity Center feedback survey sent to all clients. Publicity Center professional staff will attend GoPlan presentations at a completion rate of 100%. Publicity Center professional staff to have the opportunity to increase professional development experience through trainings. Publicity Center professional staff will be able to successfully utilize the functions within GoPlan to easily and readily manipulate information for management.
- Here is an example of one of the types of assessments I outlined in this presentation. It is the questionnaire that each student will complete during the last week of each academic quarter to summarize their self-assessment of at least 90% of their completed event tasks in GoPlan. Here is a screen shot of the purpose of this assessment method, which I have already reviewed earlier in this presentation. A confidential student questionnaire was selected as this is a self-reflection and assessment on student staff performance each quarter. A likert scale was selected in order to effectively identify broad areas of concern, or trends, which might warrant further investigation and evaluation. Open-ended response questions were utilized in order to encourage dialogue with student staff to put their assessments, ideas, concerns, and comments in their own words. Like I have mentioned, each student is to complete one questionnaire during the last week of each academic quarter to summarize their self-assessment of at least 90% of their completed event tasks in GoPlan. Surveys will be available on the Monday of finals week, and are due 5 days later on that Friday by 5 p.m. The Publicity Center administrative assistant is to provide a print out to each student of their projects and completed event tasks for each academic quarter. The Publicity Center administrative assistant will also send an email reminder one week before the survey is to be completed every quarter. CWU professional staff expect all students to complete this questionnaire each quarter with thoughtful, information-rich, and substantial responses. One word, or one sentence, answers for the open ended questions will not be acceptable. The questionnaire template is located on the intra-office server, which is available on all computers located in the Publicity Center. Students will open the template, which is a Word document, complete the survey, and then save it to their respective staff folder on the server. Professional staff will utilize 100% of data collected through questionnaires for future evaluations, professional development, and other administrative decisions. It will also provide student staff with accountability and self-reflection skills, as well as experience in record keeping skills.
- Instructions for students: Complete the following survey by summarizing your self-assessment of at least 90% of your completed event tasks in GoPlan. The Publicity Center administrative assistant has provided you with a list of all the projects and event tasks you were assigned and created this past quarter in GoPlan. Once completed, please save this document in your staff folder on the server. Those that complete the survey with insightful and thoughtful feedback will receive a $10 gift card to the CWU Wildcat Shop. As you will see, the questionnaire has has12 likert scale questions
- As well as 7 open ended questions.