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How to Close the Loop: Navigating the Strategic Planning Online (SPOL) System
How to: Close the Loop on Your Objectives/Intended Outcomes
Logon and Navigate to Objectives/Outcomes
- Using Internet Explorer, Logon to SPOL by entering your username and password.
- From the Main Menu page, select <Objectives/Outcomes> from the menu list and then select <View/Modify Objectives/Outcomes>. Another path is to simply click on <Objectives/Outcomes> located across the top of the Main Menu page on the shortcut navigation bar (lavender bar).
- At the “My Objectives/Outcomes” page, select the planning year by clicking on the arrow to the right of the planning year, located at the far right of the lavender bar, right under the <New Objective/Outcome> button. After the page refreshes, click on your planning unit to drill down to your objectives.
- Click on an objective/outcome to navigate to the “Objective/Outcome Data” page.
Document Your Results
- Review your objective/outcome at the top of the page.
- Scroll down to the tabs at the bottom of the page. Click on the <Procedures/Assessment Methods> tab to review what you planned to do to achieve your objective/outcome. Click on the <Criteria for Success> tab to review how you intended to measure success in accomplishing the procedures and your objective/outcome.
- Click on the <Results> tab.
- Click on the <New> button located to the far right on the <Results> header.
- Type a discreet statement of your results in the <Results> field.
- Click <Save>.
- Repeat steps 9-11 until you have entered all of your statements of results for your objective/outcome.
Document How You Will Use the Results for Continuous Improvement
- Click on the <Use of Results> tab.
- Click on the <New> button located to the far right on the <Use of Results> header.
- Type a discreet statement of how you intend to use or have used your results for continuous improvement in the <Use of Results> field.
- Click <Save>.
- Repeat steps 14-16 until you have entered all of your statements of how you will use your results for continuous improvement.
Indicate that You Have Closed the Loop
- Click on the <Approval Status> tab.
- Click on the <Closed the Loop> field (white space) to open the calendar.
- Click on today’s date on the calendar. A date should appear in the <Closed the Loop> field.
- Click <Save>.
Repeat for the Remaining Objectives
- Click on <Back to Search> to the far right of the page below the tabbed section to return to the “My Objectives/Outcomes” page.
- Click on the next objective to navigate to the “Objective/Outcomes Data” page.
- Begin again at step 6.
HOW TO: Enter New Objectives for the next planning year
Logon and Navigate to Objectives/Outcomes
- Logon to SPOL.
- Click on <Objectives/Outcomes> on the shortcut navigation bar at the top of the Main Menu page or click on <Objectives> in the menu and then click on <View/Modify Objectives/Outcomes >.
Enter and Classify the Objective/Outcome
- At the “My Objectives/Outcomes” page, click on the <New Objective/Outcome> button.
- Select your <Planning Unit> from the drop-down list.
- Type your objective in the <Objective/Outcome Description> field. Be sure to check your spelling as you enter information since SPOL does not have a spell check feature.
- Select the planning year from the drop down list if the year showing is not correct.
- Every objective/outcome should further a College Goal. In so doing, the objective/outcome furthers the College Mission. Select the appropriate <College Goal> your objective/outcome relates to from the drop-down list. To see the complete text of the CFCC College Goals, click on the yellow <More Info> icon to the immediate right of the field. You may click on either the name or the text of a College Goal to enter it in the field and close the window. Otherwise, click on the X in the upper right-hand corner of the window to close it.
- Select the appropriate <Objective/Outcome Type> from the drop-down list. Click the <More Info> icon to the immediate right of the field to see a description of the objective/outcome types.
- Click <Save>.
- After the page refreshes, scroll down to the tabbed section at the bottom of the page.
Enter the Detailed Procedures / Methods of Assessment Required to Accomplish the Objective/Outcome
- The <Procedures/Assessment Methods > tab will be selected. Click the <New> button to the far right of the Procedures/Assessment Methods header to enter procedures.
- If you wish to list your procedures/assessment methods in a specific order, enter a numeric value in the <Priority> field. This field is optional.
- Type a detailed description of your procedure or assessment method in the <Procedures/Assessment Methods> field.
- If you wish to establish a due date for the procedure/assessment method – optional and for your own use – click on the <Due> field to open the calendar.
- Use the drop-down lists at the top to select a different month or year. Click on a date to close the calendar and enter the date. Click on the X in the upper right-hand corner of the calendar window to close it without entering a date.
- Click <Save> on the procedure/assessment method page.
- To enter the remainder of your procedures/assessment methods, follow steps 11-16.
Document How You Will Measure Your Success in Accomplishing your Objective/Outcome
- Click on the <Criteria for Success> tab.
- Click on the <New> button to the far right of the Criteria for Success header.
- An objective/outcome must be measurable so you must describe the ways in which you will measure the achievement of your objective/outcome. You should enter more than one way to measure success. Measures should address the overall achievement of the objective/outcome while others could measure the success at accomplishing one or more of your procedures/assessment methods. Enter your criteria for measuring success in the <Criteria for Success> field.
- Click <Save>.
- To enter another criteria for measuring the success of your objective, repeat steps 18-21
Indicate the Other Planning Units Whose Resources Will Be Impacted by this Objective
- Very often you will need the assistance of another department to fully carry out your objective/outcome. It might be that several different departments will be called upon to help you with different tasks. In these instances, your objective/outcome is going to have an impact on the resources of another planning unit. You are asked to indicate which planning unit(s) your objective/outcome will impact so that the unit manager(s) can plan accordingly. Click on the <Units Impacted> tab.
- Click the <New> button to the far right of the Units Impacted header.
- Choose the <Planning Unit> whose resources will be affected by your objective/outcome.
- If some communication has taken place with the manager of the planning unit or other responsible party regarding your plans, enter the details in the <Discussed With> field.
- Click on the <Date> field to open the calendar to enter the date of the communication.
- Use the <Month> and <Year> drop-down lists as appropriate, then click on the calendar date to close the calendar and populate the <Date> field.
- Click <Save>.
- To enter additional planning units impacted by the objective/outcome, follow steps 23-29.
When you are finished entering your Objective/Outcome, Procedures/Methods of Assessment, Criteria for Success, and Units Impacted, do the following:
- Click on the <Approval Status> tab.
- You should discuss your objectives/outcomes with the members of your department if they play a role in achieving the objectives/outcomes. Click on the box labeled “Discussed with unit team members” to indicate that you have completed this step if this applies to your situation.
- Click the <Ready for Review> date to open the calendar.
- Click on today’s date to close the calendar and populate the field.
- Click <Save>.
To print a copy of your objective/outcome:
36. Click on the <Print> button located at the top of the Objective/Outcome Data page (beige area) between the <Save> button and the <New> button. This will take you to the Report Screen.
37. You may receive a message screen after completing the above step. If a message screen appears asking if you want to load Crystal Reports, select “yes”. This step has been approved by CFCC computer services. You cannot print reports from SPOL without Crystal Reports.
37. Click on the printer icon located across the top center of the report screen to print the report.
38. To close the report window, click on the “Close Report” button located in the upper right hand corner of the report screen.
To Logoff SPOL:
39. Click on the “Logoff” button located in the short cut navigation bar at the top of the screen, left hand corner (lavender bar).
40. Respond “Yes” or “OK” to message screens to logoff.