Simplifying high school pre-enrollment by 99 steps

SEM process mappingOver the past several weeks, the TCC community has provided insight and feedback regarding our pre-enrollment process. It became clear that one of the first steps in SEM should be to develop a clearer understanding of our current processes and then strategically develop a vision for the future.

So last week, TCC provided process mapping training to 22 college employees, who represented a cross-section of the college and included members of the faculty, executive staff and functional experts.  This group of individuals will serve as the college’s “SEM Train-the-Trainer Process Mapping Team” and will be responsible for continuing to help engage the college community and guide the SEM process.

The process mapping training was conducted over two days at TCC’s Regional Workforce Solutions Center on Feb. 18 and 19.  At the conclusion, the team had completed a map of current pre-enrollment processes for high school students and also developed a future state process map that TCC should be able to implement over the next six to 12 months.

The team identified 178 steps in the current process, along with 24 decisions and 45 handoffs. The future state? Only 79 steps, 14 decisions and 19 handoffs.

Moving forward over the next several weeks, the SEM Train-the-Trainer Process Mapping Team will engage additional college faculty and staff in developing current state and future state maps for employers, the military, and the greater Hampton Roads community as they relate to the pre-enrollment process. These groups will report their progress on April 17 and their updates will be available on this blog.

Please check out the work that has already been completed by the SEM Train-the-Trainer Process Mapping Team and share your thoughts with us. Documents are being hosted on the Office of Institutional Effectiveness planning page.

10 thoughts on “Simplifying high school pre-enrollment by 99 steps

  1. This is exciting news!

    Process mapping is one of the key elements in initiating an organizational efficiency change!

    As IBM discovered in the 90’s with their Project Management and IT Project Management consulting teams (that now make up a majority of their business model); if the organization views the current “As Is… process” and maps the possible “To Be…process” then quite literally the transformation to get there will be more seamless. The stakeholders and customers must have “buy in” and understand that (quite literally) their job description and work tasks will change with the new transformation.

    Good stuff!

    Ray Tranchant
    ATC

    • Thanks for the post, Ray. It’s encouraging to hear how a company like IBM has embraced process mapping to improve organizational effectiveness and efficiency. We have much to learn at TCC and have a taken an important first step. Daniel

  2. Simplifying by reducing the steps, decisions and handoffs is a great start to be more encouraging to the prospective students.

    However, I think a personal touch helps the prospective students think they are individually important enough to be rendered personal attention:
    1) to help them create and establish their academic goals in line with their vocational goals, and
    2) to help them determine a steam-lined and sufficient course load to ensure them that the completion of the course load will enable them
    a) to effectively progress to the next academic/ practical level (4 year university, technical school, other professional school, or b) move out into the working world in which they will be assured of employment pertinent to their level of education and training.

  3. Sounds like a great initiative. I teach process mapping to my students and find that it is a great tool for identifying waste. Anything with 178 steps is way to complicated, and to be honest with you 79 steps with 14 decisions and 19 handoffs is still to complicated. I have mapped some complicated processes in my business career, but anything over 20, with a few decisions and less than 3 or 4 handoffs is more than enough.

    • Jay, thanks for the comment. It’s great to hear about your experience with process mapping (and quite motivating!) Even after the hard work of implementing our future state for high school enrollment, there will be opportunities for refinement. Hopefully, reducing steps and decisions becomes ingrained in our organizational culture. James

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