ThingsBusiness Processes

Education Processes

Industry-specific business processes and workflows for education

Index

Process	ID
Develop District Vision and Strategy	1.0
Develop, Deliver, and Assess Curriculum, Assessment, and Instruction	2.0
Design and Deliver Student Support Services	3.0
Design and Manage Operations	4.0
Manage Student and Stakeholder Relationship and Engagement	5.0
Develop and Manage Human Capital	6.0
Manage Information Technology (IT)	7.0
Manage Financial Resources	8.0
Acquire, Construct, and Manage Facilities	9.0
Manage Enterprise Risk, Compliance, and Continuity of Operations (Resiliency)	10.0
Manage External Relationships	11.0
Develop and Manage District Capabilities	12.0

Develop District Vision and Strategy

Define the district context and long-term vision

Assess the external environment

Analyze and evaluate competition (surrounding districts, private and charter schools, virtual schools, etc..)
Identify economic trends (tax base, revenue, state/federal funding and grants)
Identify political and regulatory issues
Assess new technology innovations (instructional, administrative, and operational)
Analyze demographics
Identify social and cultural changes
Identify ecological concerns
Identify intellectual property concerns
Evaluate IP acquisition options

Survey stakeholders and determine customer needs and requirements

Conduct qualitative/quantitative assessments
Capture student and stakeholder needs
Assess student and stakeholder needs

Conduct internal analysis of educational programs, support, and operation services

Analyze organizational characteristics
Analyze internal operations
Create baselines for current processes
Analyze systems and technology
Analyze financial health
Identify (district) core competencies

Establish strategic vision

Define the strategic vision
Align stakeholders around strategic vision
Communicate strategic vision to stakeholders

Develop district strategy

Develop overall mission statement

Define current business
Formulate mission
Communicate mission

Define and evaluate strategic options to achieve the objectives

Define strategic options
Select partnerships and relationships to support the extended enterprise
Assess and analyze impact of each option
Identify implications for key operating model business elements that require change
Identify implications for key technology aspects
Develop sustainability strategy
Develop shared services strategy
Develop lean/continuous improvement strategy

Select long-term district strategy

Coordinate and align functional and process strategies

Create organizational design

Evaluate breadth and depth of district organizational structure
Evaluate operations and instructional staffing needs
Assess organizational implication of staffing

Develop and set district goals

Identify organizational goals
Establish baseline metrics
Seek Board of Trustee approval of strategy and strategic plan
Communicate and share strategic plan with all staff
Train employees on strategic plan and alignment with department and campus plans
Post Strategic Plan to website

Formulate department and campus strategies

Analyze department and campus strategies to district

Execute and measure strategic initiatives

Develop strategic initiatives

Evaluate strategic initiatives

Select strategic initiatives

Establish high-level performance measures

Develop district scorecards to monitor and report performance
Align department and campus performance measures to district level measures

Develop and maintain business models

Develop business models

Assemble business model information
Secure appropriate approvals
Identify integration points with existing models
Adopt the business model

Maintain business models

Establish business model maintenance parameters
Accept business model feedback parameters
Prioritize and manage incoming feedback
Update existing models

Establish business model governance

Develop, Deliver, and Assess Curriculum, Assessment, and Instruction

Develop curriculum

Define/Design curriculum development procedures

Align with federal/state/local standards

Align with content standards developed by national organizations
Align to assessment performance standards
Ensure horizontal and vertical curriculum alignment
Identify and review best practice research

Provide for key customer and stakeholder input

Develop scope/sequence/timeline

Develop instructional calendars/pacing guides/local assessments

Select instructional resources

Develop instructional materials plan
Form cross-functional team including curriculum and instruction, technology, procurement office
Create overall plan
Collaborate with suppliers and contractors
Identify critical materials and supplier capacity
Coordinate implementation plan

Pilot the curriculum

Evaluate effectiveness of curriculum
Revise curriculum based on feedback and local assessments

Implement curriculum

Monitor integrity of curriculum implementation

Design effective instructional programs

Use diagnostics to determine readiness to learn

Use formative assessment to inform ongoing instruction
Determine students’ readiness to learn

Identify best practices based on data

Document and share best practices

Establish best-practice instructional strategies

Engage students in the instructional process

Develop an implementation plan

Determine expectation for lesson design

Determine district expectations
Determine campus expectations
Determine level and rigor of instruction expectations

Provide differentiated instruction based on individual student needs

Identify enrichment needs
Identify acceleration needs
Identify technology for program needs

Align after school and summer program curriculum

Design instructional programs to accelerate learning for students below grade level standards

Plan for remedial instruction
Manage the classroom for differentiated instructional strategies
Provide academic coaches to support classroom instruction for students

Assess student achievement

Plan district assessment program

Assess current assessment program
Determine goal of the assessment program in school or system improvement
Identify mandatory testing by local, district, state, and federal agencies
Identify diagnostic, formative, and any voluntary assessment for program
Determine target populations of current assessments
Analyze current frequency and scheduling of assessments
Identify gaps in the assessment program; check for alignment
Design assessment program
Determine learning (skills) to be assessed
Determine performance standards for target populations
Select most appropriate format
Select vendor-developed assessment or develop the assessment

Develop formative assessment tools

Determine the scope of content and skills to be addressed
Determine assessment method for each objective (multiple choice, open-ended, essay, performance, portfolio, etc..)
Determine appropriate delivery format (paper/pencil, online, oral administration, etc..)
Develop blueprint for test development, including number and format of items or tasks for each objective or strand
Develop test item specifications (number of distracters, level of vocabulary, level of thinking or mental processing, performance required)
Develop rubrics that outline requirements for successful response and scoring criteria for performance tasks and open-ended items
Develop items or tasks (locally or contractor)
Review items for content/ adherence to blueprint and item specifications by peer review
Develop key or refine rubrics as necessary
Review items for sensitivity and bias
Pilot items or tasks
Review and pilot completed assessment
Revise as needed

Administer formative assessments

Provide necessary training
Distribute the tests or assessment materials
Assess students using appropriate formative assessment procedures
Monitor compliance with assessment procedures
Monitor provision of appropriate accommodations for students
Collect data on formative assemssmentparticipation and possible irregularities and report
Receive test materials from schools if stored and/or scored centrally
Package and transmit materials to contractor, as appropriate

Administer summative assessments

Provide necessary training to school-based staff
Distribute materials
Assess students using appropriate summative assessment procedures
Collect data on summative assessment participation and possible irregularities and report
Receive and inventory test materials from schools
Package and transmit materials per contractor instructions

Score and compile assessment data

Plan for scoring of assessment
Train key staff in scoring the assessment
Score summative assessments

Analyze and evaluate results

Identify and explore anomalies
Disaggregate the data at the district, school, or classroom level as appropriate (e.g., grade levels, departments, subject areas, and subgroups [socio-economic status, ethnicity])
Analyze for gaps and strengths in student achievement
Check alignment of instruction with test content
Identify trends (e.g., longitudinal, cohort)
Identify over/under-achieving schools, programs, grade levels, teachers, etc..
Determine gaps between actual student achievement and achievement targets or expectations
Feed data/results to appropriate decision makers
Provide feedback to state and federal testing agencies or test publishers on quality issues and needed improvements

Provide training on analyzing and using data

Provide training on data analysis at the district, school, and classroom levels
Provide data utilization training to district, school, and classroom levels

Report assessment results to students, stakeholders, and district leadership

Identify a data management system to archive and retrieve data
Identify audiences
Determine information needs of each audience
Determine products to meet audiences’ needs
Determine format and content and specifications for each product
Develop timelines aligned with deadlines and audience requirements
Produce each reporting product
Publish each reporting product
Present findings
Gather feedback on the usefulness of the reports

Evaluate programs

Determine programs to be evaluated

Determine (and develop instruments where necessary) the data to be collected, including perception and background surveys, student performance data, observation checklists, comparable schools’ data, etc..
Gather the data
Analyze the collected data
Evaluate the program/determine program recommendations

Design and Deliver Student Support Services

Identify requirements for support services

Interpret rules and regulations

Conduct a district needs assessment for support services

Provide clear process for identifying student needs for support service

Develop referral committee guidelines

Identify gaps in services

Collaborate between services

Establish entrance and exit criteria for student support services

Establish referral criteria

Establish acceptance criteria

Establish exit criteria

Develop intervention programs

Identify the Least Restrictive Environment (LRE) for special education students

Evaluate support programs and services

Train educators to observe student response to intervention, support programs, and services

Monitor student progress resulting from intervention

Evaluate effectiveness of services to meet students’ needs

Identify/Maintain community partnership opportunities to support mentoring, tutoring, academic enrichment, etc..

Coordinate direct services of classroom volunteers

Determine the capacity and expertise of community partners to deliver services
Provide a connecting/marketing mechanism between community provider (before, after, and during school) and individual student/ family needs
Connect individual needs to best available services
Provide support (staff development) for instructional aides

Design and implement parent engagement programs

Plan and evaluate student and stakeholder engagement in educational programs and services

Establish family engagement policies and procedures
Develop communication venues for key educational programs and services
Assess satisfaction/engagement of students and stakeholders
Analyze satisfaction/engagement data
Use data to improve satisfaction/ engagement

Provide parent education

Identify parent education needs and services
Implement parent education programs/services
Evaluate effectiveness of parent education programs/services
Revise and improve parent education programs and services

Coordinate and collaborate with parent/ teacher organizations

Design and implement counseling services

Develop academic planning and counseling services

Identify student needs and requirements to complete graduation requirements
Develop graduation plans
Monitor completion of graduation plans
Provide intervention to students who are not on track to complete graduation plans
Develop career counseling and pathways for post-graduation
Communicate college and career opportunities
Provide on-site and web-based information
Develop K–12 strategies to communicate college and career opportunities

Develop counseling programs

Align guidance services to support instruction

Identify barriers to student academic achievement

Provide homeless services

Provide migrant services

Utilize case management process to streamline and avoid duplication of services to individual student

Manage outsourced services (e.g., child psychologist)

Identify and communicate web-based support programs

Design and align extra-curricular services such as interscholastic athletics, clubs, other enrichment opportunities

Design and implement alternative education and interventions

Create alternative academic and discipline schools or programs

Provide early intervention for at-risk students

Develop student attendance policies and procedures

Develop student attendance tracking methods
Monitor student attendance
Develop interventions and diversion programs for student truancy
Identify performance measures for student attendance and truancy
Report performance measures for student attendance and truancy

Develop student behavior management policies and procedures

Develop district discipline management plan
Identify levels of student discipline management
Identify appropriate consequences to discipline infractions
Track student discipline infractions
Develop discipline performance measures
Analyze discipline data
Revise discipline management plan, policies, or procedures

Design and implement student health services

Establish nursing services

Develop pregnancy services

Identify student needs
Provide teen parenting programs

Develop health and wellness strategies

Develop diabetes identification and counseling services
Develop vision and hearing screening

Design and Manage Operations

Plan for and manage student enrollment

Manage student enrollment

Conduct demographic analysis
Develop long-range demographic forecast
Develop short- and long-term enrollment projections
Monitor accuracy of enrollment projections

Manage student admissions and placement

Develop policies and procedures for admissions and placements
Identify support technologies for admission and placement
Monitor effectiveness of admissions
Develop performance measures for admissions and placements
Solicit feedback from students and stakeholders
Improve admission and placement procedures

Develop district school year calendar

Engage stakeholders (community, parents, staff, teachers, etc.)
Develop calendar options
Present calendar to board for approval

Procure materials and services

Provide sourcing governance and perform category management

Develop procurement plan
Clarify purchasing requirements
Establish materials management contingency plans
Match needs to supply capabilities
Analyze district’s purchasing history
Seek opportunities to improve efficiency and value
Collaborate with suppliers to identify sourcing opportunities

Develop sourcing and category management strategies

Select suppliers and develop/maintain contracts

Identify suppliers (create request for bids list)
Certify and validate suppliers (receive and accept bids; create a bids list)
Approve bids
Manage contracts

Order materials and services

Process/Review requisitions
Approve requisitions
Monitor vendor quotes
Create/Distribute purchase orders
Expedite orders and satisfy inquiries
Reconcile purchase orders
Research/Resolve exceptions

Manage suppliers

Monitor/Manage supplier information
Prepare/Analyze spending and vendor performance
Support inventory processes
Monitor quality of product delivered

Manage logistics and warehousing

Define logistics strategy

Translate district requirements into logistics requirements
Design logistics network
Communicate outsourcing needs
Develop and maintain delivery service policy
Optimize distribution to schools’ schedules and costs
Define key performance measures

Plan and manage inbound material flow

Plan receipt of deliveries
Manage receivables flow
Monitor receivables delivery performance
Manage flow of returned products

Operate warehousing

Track inventory deployment
Receive, inspect, and store receivables
Track inventory availability
Pick, pack, and ship materials delivery
Track inventory accuracy
Track third-party logistics storage and shipping performance

Operate delivery of materials

Plan, transport, and deliver materials to schools
Track delivery performance
Manage delivery fleet
Process and audit work orders, requisitions, and documents

Manage returns; manage reverse logistics

Authorize and process returns
Perform reverse logistics
Perform salvage activities
Manage and process warranty claims
Manage repair/refurbishment and return to customer/inventory

Manage transportation of students

Design routes and schedules

Build and maintain address and GIS (Geographic Information System) data
Build and maintain student residence files
Optimize routes and loads
Evaluate cost effectiveness of transportation services
Identify effectiveness/ efficiency measures
Develop transportation performance reports

Plan and deliver special routes and services to support instructional needs

Schedule events
Assign resources
Coordination with curriculum and instructional plans

Manage vehicle acquisition, maintenance, and replacement

Inventory vehicles, maintenance logs
Build requirements for vehicles, solicit bids, order

Manage food services

Certify individual student eligibility for meals

Comply with federal and state regulations

Develop meal plans following nutritional guidelines

Procure foods

Deliver meals

Coordinate and collaborate with other departments (e.g., maintenance, safety, custodial, etc.)

Provide library and media services

Develop collection plan and acquisition budget

Identify automated library service technology

Identify digital media services

Collaborate with educational staff to develop instructional support procedures and materials

Manage Student and Stakeholder Relationship and Engagement

Develop student and stakeholder listening strategies

Determine market requirements for educational programs and services

Identify educational and program services needs and requirements of students and stakeholders
Determine student and stakeholder support requirements
Establish communication mechanisms for student and stakeholders to obtain educational and support services
Develop innovation strategies to meet and exceed student and stakeholder expectations of educational programs and support services

Develop voice of the customer strategies

Identify students and stakeholder segmentation
Identify listening mechanisms for former, existing, and potential students and stakeholders (parents, community)
Gather voice of the customer (VOC ) data (focus groups, surveys, etc.)
Disaggregate and analyze VOC data
Analyze feedback of customer needs and requirements

Define customer service policies and procedures

Identify district customer service standards
Communicate district customer service standards
Conduct training on district customer service standards
Identify customer service performance measures

Plan and manage student and stakeholder relationship and engagement strategies

Plan and manage student and stakeholder relationship and engagement

Identify student and stakeholder engagement strategies
Monitor quality of student and stakeholder engagement strategies
Evaluate quality of student and stakeholder engagement strategies
Develop strategies to acquire and retain students and stakeholders

Manage stakeholder requests/inquiries

Receive customer information/ open records requests/inquiries
Route customer information/open records requests/inquiries
Respond to customer information/ open records requests/inquiries

Manage student and stakeholder complaints

Receive student and stakeholder complaints
Route student and stakeholder complaints
Resolve student and stakeholder complaints
Respond to student and stakeholder complaints
Collect, track, and analyze complaint data

Measure and evaluate student and stakeholder service strategies

Measure customer satisfaction

Gather and solicit students and stakeholder feedback on educational and support services
Analyze educational and support services satisfaction data and identify improvement and innovation opportunities
Report student and stakeholder feedback on educational and support services

Measure stakeholder satisfaction with complaint handling and resolution

Solicit stakeholder feedback on complaint handling and resolution
Analyze stakeholder complaint data and identify improvement opportunities

Manage district communications

Develop communication strategies

Formulate communication plan
Identify key messages
Identify target audiences
Identify measurable objectives
Develop strategies and tactics to support objectives

Develop district brand

Define unique district brand message
Embed brand in communications
Measure and reassess branding activities against district strategy and vision

Develop social media strategy
Define social media performance measures
Monitor and respond to social media activity
Execute social media campaigns
Evaluate social media performance measures

Design and develop publications

Define publications objectives and strategy
Define target audiences
Identify publication performance measures
Develop publications
Evaluate publication performance measures

Develop and manage media campaigns

Define media objectives
Develop marketing messages
Define target audience
Engage media provider
Develop and execute media campaign(s)
Assess media campaign performance

Develop and manage district websites

Gather information on website design

Create plan for website development

Design websites

Develop websites

Test and launch websites

Maintain websites

Evaluate websites

Develop and Manage Human Capital

Develop and manage human resources (HR) planning, policies, and strategies

Develop human resources strategy

Identify strategic HR needs
Define HR and business function roles and accountability
Determine HR costs
Establish HR measures
Communicate HR strategies
Develop strategy for HR systems/ technologies/tools
Manage employer branding

Develop and implement human resources plans

Gather skill requirements according to district strategy and educational and operational needs
Plan employee resourcing requirements per department and campus
Develop compensation plan
Develop succession plan
Develop employee diversity plan
Develop other HR programs
Develop HR policies
Administer HR policies
Plan employee benefits
Develop work force strategy models

Monitor and update plans

Monitor HR performance measures
Analyze contribution to district goals and objectives
Communicate plans and provide updates to board of education/ trustees
Determine value added from HR function
Review and revise HR plans

Recruit/Source and Screen/Select employees

Create and develop employee requisitions/ vacancy posting

Align staffing plan to work force plan and district strategies/ resource needs
Develop and open job requisition
Develop job description
Post requisition
Manage internal/external job posting Web sites
Change/Update requisition
Notify hiring manager
Manage requisition date

Recruit/Source candidates

Determine recruitment methods
Perform recruiting activities/ events
Evaluate recruitment effectiveness

Screen/Select candidates

Identify and deploy candidate selection tools
Interview candidates
Test candidates
Select and reject candidates

Manage pre-placement verification

Complete candidate background information
Conduct pre-employment screening
Recommend/Not recommend candidate

Manage new hire/rehire

Draw up and make offer
Negotiate offer
Hire candidate

Track candidates

Create applicant record
Manage/Track applicant data
Archive and retain records of non-hires

Manage substitute teaching staff

Identify substitute qualifications and requirements
Develop substitute hiring methods
Identify and deploy substitute scheduling and tracking tools
Monitor substitute use and effectiveness

Manage employee on boarding, development, and training

Manage employee orientation and assignment

Create/Maintain employee on-boarding program
Introduce new employees to managers
Introduce workplace
Evaluate the effectiveness of employee on-boarding program

Manage employee performance

Define performance objectives
Review, appraise, and manage employee performance
Evaluate and review performance program

Manage employee development

Define employee development guidelines
Develop employee career plans
Manage employee skill and competency development

Develop and train employees

Align employee, school, and district development needs
Align learning programs with competencies
Establish training needs by analysis of required and available skills
Develop, conduct, and manage employee and/or management training programs
Reinforce training and development
Provide coaching, mentoring, peer sharing
Manage examinations and certifications
Liaise with external certification authorities
Administer certification tests
Appraise experience qualifications
Administer certificate issue and maintenance

Manage employee relations

Manage health and safety

Manage labor relations

Manage collective bargaining process

Manage labor management partnerships

Manage employee grievances

Reward and retain employees

Develop and manage reward, recognition, and incentive programs

Develop salary/compensation structure and plan
Develop benefits, reward, and incentive plan
Perform competitive analysis of benefit, rewards, and incentives
Identify compensation requirements based on financial benefits and HR policies
Administer compensation, rewards, and incentives to employees
Reward and motivate employees

Develop and manage employee engagement and satisfaction

Determine key elements that affect workforce engagement
Differentiate engagement elements for different workforce groups and segments
Determine workforce engagement and satisfaction assessment methods
Administer assessments
Establish engagement and satisfaction performance measures
Analyze and report engagement and satisfaction results

Manage and administer benefits

Deliver employee benefits program
Administer benefit enrollment
Process claims
Perform benefit reconciliation

Manage employee assistance and retention

Deliver programs to support work/ life balance for employees
Develop family support systems
Review retention and engagement indicators
Review compensation plan

Administer payroll

Redeploy and retire employees

Manage promotion and demotion process

Manage separation

Manage retirement

Manage leave of absence, sabbatical

Develop and implement employee reduction in force policies and regulations

Manage deployment of personnel

Relocate employees and manage assignments

Manage former employees

Manage employee relocation process

Manage employee information

Manage reporting processes

Manage employee inquiry process

Manage and maintain employee data

Manage human resource information systems (HRIS)

Develop and manage employee metrics

Develop and manage time and attendance systems

Manage/Collect employee suggestions and perform employee research

Manage employee communication

Develop employee communication plan

Conduct employee engagement surveys

Deliver employee communications

Manage Information Technology (IT)

Develop and manage IT customer relationships

Understand IT customer needs

Understand IT customer communities
Assess IT customer operational capabilities

Identify IT customer transformation needs

Understand business requirements for IT capabilities
Understand IT landscape
Develop IT visioning
Outline IT service expectations

Plan and communicate IT services

Manage IT customer expectations
Define future IT services
Determine IT performance indicators
Create IT marketing messages
Create IT service marketing plan

Provide IT transformation guidance

Develop IT transformation plans
Collect IT customer requirements
Analyze IT customer requirements
Identify and prioritize IT opportunities
Facilitate solution design activities
Prioritize IT outcomes
Develop business cases
Support business case
Develop transformation roadmap

Develop and manage IT service levels

Understand IT service requirements
Forecast IT service demand
Maintain IT services catalog
Define service level agreement
Maintain IT customer contracts
Negotiate and establish service level agreements
Develop and maintain improvement processes

Manage IT customer relationships

Establish relationship management mechanisms
Understand IT customer strategy
Understand IT customer environment
Communicate IT capabilities
Manage IT requirements

Analyze service performance

Assess SLA compliance
Triage SLA compliance issues
Collect feedback about IT products and services
Synthesize and distribute IT performance information

Develop and manage IT business strategy

Define business technology and governance strategy

Build and maintain IT strategic intelligence
Monitor and map current and emerging technologies
Define and communicate digital transformation strategy
Develop IT strategic alignment
Articulate IT alignment principles
Maintain IT strategic alignment

Manage IT portfolio strategy

Establish and validate IT value criteria
Determine IT portfolio investment balance
Evaluate proposed IT investment projects
Prioritize IT projects
Align IT resources to strategic priorities
Align IT portfolio to business objectives

Define and maintain enterprise architecture

Create and publish enterprise architecture principles
Establish and operate enterprise architecture governance
Research technologies to innovate IT services and solutions
Provide input to definition and prioritization of IT projects

Define IT service management strategy

Establish IT service management strategy and goals
Identify IT service operating and process requirements
Define IT service catalog
Establish IT service management framework
Define and implement IT service management
Define and deploy support service management process tools and methods
Monitor and report IT performance

Control IT management system

Determine IT performance measures
Define IT control points and assurance procedures governance model
Monitor and analyze overall IT performance
Monitor and analyze IT financial performance
Monitor and analyze IT value and benefits
Optimize IT resource allocation
Manage IT projects and services interdependencies
Report IT service and project performance
Select, deploy, and operate IT performance analytics tools

Manage IT value portfolio

Assess performance against IT service and project value criteria
Quantify value of IT service and project portfolio investments
Communicate business technology value contribution
Determine and implement IT portfolio adjustments

Define and manage technology innovation

Establish selection criteria for research initiatives
Analyze emerging technology concepts
Identify technology concepts and capabilities
Execute IT research projects
Evaluate IT research project outcomes
Identify and promote viable concepts
Develop and plan IT investment projects

Develop and manage IT resilience and risk

Develop IT compliance, risk, and security strategy

Determine and evaluate IT regulatory and audit requirements
Understand business unit risk tolerance
Establish IT risk tolerance
Establish risk ownership
Establish and maintain risk management roles
Establish compliance objectives
Identify systems to support compliance
Identify and evaluate IT risk
Evaluate IT-related risks resiliency
Create IT risk mitigation strategies and approaches

Develop IT resilience strategy

Determine IT delivery resiliency
Determine critical IT risks
Prioritize IT risks
Establish mitigation approaches for IT risks

Control IT risk, compliance, and security

Evaluate enterprise regulatory and compliance obligations
Analyze IT security threat impact
Create and maintain IT compliance requirements
Create and maintain IT security policies, standards, and procedures
Develop and deploy risk management training
Establish risk reporting capabilities and responsibilities
Establish communication standards
Conduct IT risk and threat assessments
Monitor and manage IT activity risk
Identify, supervise and monitor IT risk mitigation measures

Plan and manage IT continuity

Evaluate IT continuity
Identify IT continuity gaps
Manage IT business continuity

Develop and manage IT security, privacy, and data protection

Assess IT regulatory and confidentiality requirements and policies
Create IT security, privacy, and data protection risk governance
Define IT data security and privacy policies, standards, and procedures
Review and monitor physical and logical IT data security measures
Review and monitor application security controls
Review and monitor IT physical environment security controls
Monitor/analyze network intrusion detection data and resolve threats

Conduct and analyze IT compliance assessments

Conduct projects to enhance IT compliance and remediate risk
Conduct IT compliance control auditing of internal and external services
Perform IT compliance reporting
Identify and escalate IT compliance issues and remediation requirements
Support external audits and reports

Develop and execute IT resilience and continuity operations

Conduct IT resilience improvement projects
Develop, document, and maintain IT business continuity planning
Implement and enforce change control procedures
Execute recurring IT service provider business continuity
Provide IT resilience training
Execute recurring IT business operations continuity

Manage IT user identity and authorization

Support integration of identity and authorization policies
Manage IT user directory
Manage IT user authorization
Manage IT user authentication mechanisms
Audit IT user identity and authorization systems
Respond to IT information security and network breaches
Conduct penetration testing
Audit integration of user identity and authorization systems

Manage information

Define business information and analytics strategy

Establish data, information, and analytic objectives
Establish data, information, and analytic governance
Access IT data/analytic capabilities

Define and maintain business information architecture

Determine enterprise business information requirements
Define enterprise data models
Identify and understand external data sources
Establish data ownership and stewardship responsibilities
Maintain and evolve enterprise data and information architecture

Define and execute business information lifecycle planning and control

Define and maintain enterprise information policies, standards, and procedures
Implement and execute data administration responsibilities

Manage business information content

Monitor and control business information
Maintain business information feeds and repositories
Perform internal usage audits
Implement and administer business information access

Develop and manage services/solutions

Develop service/solution and integration strategy

Determine IT service/solution development
Define IT service/solution development processes/standards
Identify, deploy, and support development methodologies and tools
Establish service component criteria
Understand and select reusable service components
Maintain service component portfolio
Establish development standards exception governance

Manage service/solution lifecycle planning

Monitor and track emerging technology capabilities
Identify IT services/solutions
Determine IT service/solution approach
Define IT solution lifecycle
Develop IT service/solution "sunset" plans

Develop and manage service/solution architecture

Assess IT application and infrastructure architecture constraints
Assess business constraints on IT service/solution
Determine IT component integration requirements
Identify opportunities for IT component reuse
Promote adoption of existing service/solution architecture
Develop and maintain service/solution architectures
Assess IT service/solution architecture conformance
Manage architectural exceptions

Execute IT service/solution creation and testing

Execute IT service/solution development lifecycle
Assess and validate IT service/solution requirements
Create service/solution design
Build and test IT service/solution components
Integrate IT components and services
Execute IT service/solution validation
Bundle service/solution deployment packaging
Manage service/solution process exceptions

Perform service/solution maintenance and testing

Execute IT service/solution maintenance lifecycle
Assess IT remediation
Modify service/solution design
Perform IT service/solution remediation
Manage service/solution operations
Prepare fixed/enhanced service/solution packaging

Deploy services/solutions

Develop and manage service/solution deployment strategy

Assess IT deployment business impact
Establish IT deployment policies
Define and create deployment procedure workflow
Define IT change/release standards
Assign deployment approval responsibilities
Analyze deployments outcomes

Plan service and solution implementation

Assess IT deployment risk
Define implementation schedule and roll-out sequence
Determine implementation requirements
Plan and align user testing and resources
Develop IT training
Create implementation communications
Manage IT roll-back procedures

Manage change deployment control

Asses IT change/release impact
Confirm change/release compliance
Assess IT change/release risk
Consolidate IT change
Create and communicate deployment schedule
Approve change/release deployment
Document IT change/release outcome

Implement technology solutions

Confirm hardware/software operational status
Confirm operational availability
Execute internal IT implementation plan
Confirm implementation completion
Implement software change/release
Perform post-installation testing
Distribute software components network-wide
Verify change/release implementation success
Execute roll-back plan

Perform service and solution rollout

Conduct IT training
Prepare and distribute service/solution communications
Support organizational changes
Execute rollout plans
Provide rollout support
Manage rollout support capabilities
Monitor and record rollout issues

Create and manage support services/solutions

Define and establish service delivery strategy

Assess business objectives and IT service delivery
Define IT service delivery portfolio
Create and maintain IT service delivery model
Determine IT service delivery locations and activities
Define IT service delivery sourcing strategy

Define and develop service support strategy

Assess business objectives and IT service support delivery
Define IT service support portfolio
Create and maintain IT support model
Develop IT support service sourcing strategy
Establish support service framework
Provide service support tools and technology

Plan and manage service delivery control

Plan operational activities for IT service delivery
Schedule service delivery resources
Maintain/optimize batch job schedule
Schedule change/release windows
Schedule/optimize backup and archive activities
Balance operational workloads across available infrastructure components
Determine specific problem support procedures

Develop and manage infrastructure resource planning

Develop IT service delivery strategy
Assess IT infrastructure business objectives
Determine ongoing IT infrastructure capabilities
Plan IT infrastructure change
Plan and budget IT license usage volumes

Define service support planning

Understand IT support demand patterns
Determine required support resource levels, responsibilities, and capabilities
Maintain service support knowledge repository
Maintain service support learning
Communicate service support needs
Define IT escalation mechanisms
Manage IT service support resources
Coordinate with external support providers
Triage IT service delivery incidents
Monitor IT service support performance

Develop and manage service delivery operations

Operate and monitor online systems
Run and monitor batch job schedule
Manage service delivery workloads
Manage infrastructure performance and capacity
Respond to unplanned operational issues
Produce and distribute output media
Monitor IT infrastructure security
Manage IT infrastructure/data recovery

Manage infrastructure resource administration

Manage infrastructure configuration
Perform infrastructure component maintenance
Install/configure/upgrade infrastructure components
Maintain IT asset records
Administer IT licenses/user agreements
Provide IT infrastructure service and capabilities

Operate IT user support

Triage IT issues/requests
Provide IT resolution capabilities
Manage IT user requests
Escalate IT requests
Resolve IT issues/requests
Execute IT continuity and recovery action

Manage Financial Resources

Perform planning and management accounting

Perform planning/budgeting/forecasting

Develop and maintain budget policies and procedures
Prepare periodic budgets and plans
Prepare periodic forecasts

Perform cost accounting and control

Perform inventory accounting

Perform cost management

Determine key cost drivers
Measure cost drivers
Determine critical activities
Manage asset resource deployment and utilization

Evaluate and manage financial performance

Evaluate program and services effectiveness
Evaluate new programs and services
Perform life cycle costing
Optimize match of programs and services to student needs
Track performance of new program and services strategies
Prepare activity-based performance measures
Manage continuous cost improvement

Perform revenue accounting

Process taxpayer accounts

Establish collection policies
Assess and bill new properties
Review existing properties
Produce assessment/collection reports

Invoice customer

Maintain property/taxpayer master files
Generate taxpayer billing data
Transmit billing data to taxpayers
Post receivable entries
Resolve customer assessment inquiries 18

Process accounts receivable (AR)

Establish AR policies
Receive/Deposit payments
Apply cash remittances
Prepare AR reports
Post AR activity to the general ledger

Manage and process collections

Establish policies for delinquent accounts
Analyze delinquent account balances
Correspond/Negotiate with delinquent accounts
Discuss account resolution with internal parties
Process adjustments/write-off balances

Manage and process adjustments/ deductions

Establish policies/procedures for adjustments
Analyze adjustments
Correspond/Negotiate with taxpayer
Discuss resolution with internal parties
Prepare assessment adjustments
Process related entries

Perform general accounting and reporting

Manage policies and procedures

Negotiate service level agreements
Establish accounting policies
Set up and enforce approval limits
Establish common financial systems

Perform general accounting

Maintain chart of accounts
Process journal entries
Process allocations
Process period-end adjustments (e.g., accruals and currency conversions, etc.)
Post and reconcile interagency transactions
Reconcile general ledger accounts
Perform consolidations and process eliminations
Prepare trial balance
Prepare and post management adjustments

Perform fixed asset accounting (facilities)

Establish fixed asset policies and procedures
Maintain fixed asset master data files
Process and record fixed asset additions and retires
Process and record fixed asset adjustments, enhancements, revaluations, and transfers
Process and record fixed asset maintenance and repair expenses
Calculate and record depreciation expense
Reconcile fixed asset ledger
Track fixed assets including physical inventory
Provide fixed asset data to support tax, statutory, and regulatory reporting

Perform financial reporting

Prepare departmental financial statements
Prepare consolidated financial statements
Perform departmental reporting/ review management reports
Perform consolidated reporting/ review of cost management reports
Prepare statements for board
Produce quarterly/annual filings and public reports
Produce regulatory reports

Manage fixed assets budgets

Perform capital planning and project approval

Develop capital investment policies and procedures
Develop and approve capital expenditure plans and budgets
Review and approve capital projects and fixed asset acquisitions
Perform justification for bond/ project approval

Perform capital project accounting

Create project account codes
Record project-related transactions
Monitor and track capital projects and budget spending
Close/Capitalize projects
Measure variance in budgeted and actual expenditure on completed capital projects

Process payroll

Report time

Establish policies and procedures
Collect and record employee time information
Analyze and report paid and unpaid leave
Monitor regular overtime and other hours
Analyze and report employee utilization

Manage pay

Enter employee time into payroll system
Maintain and administer employee earnings information
Maintain and administer applicable deductions
Monitor changes in tax status of employees
Process and distribute payments
Process and distribute manual checks
Process end-of-period adjustments
Respond to employee payroll inquiries

Process payroll taxes

Calculate and pay applicable payroll taxes
Produce and distribute employee annual tax statements
File regulatory payroll tax forms

Process accounts payable and expense reimbursements

Process accounts payable (AP)

Verify AP pay file with purchase order vendor master file
Maintain/Manage electronic commerce
Audit invoices and key data into AP system
Approve payments
Process financial accruals and reversals
Process payable taxes
Research/Resolve payable exceptions
Process payments
Respond to AP inquiries
Retain records
Adjust accounting records

Process expense reimbursements

Establish and communicate expense reimbursement policies and approval limits
Capture and report relevant tax data
Approve reimbursements and advances
Process reimbursements and advances
Manage personal accounts

Manage treasury operations

Manage treasury policies and procedures

Establish scope and governance of treasury operations
Establish and publish treasury policies
Develop treasury procedures
Monitor treasury procedures
Audit treasury procedures
Revise treasury procedures
Develop and confirm internal controls for treasury
Define system security requirements

Manage cash

Manage and reconcile cash positions
Manage cash equivalents
Process and oversee electronic fund transfers (EFTs)
Develop cash flow forecasts
Manage cash flows
Produce cash management accounting transactions and reports
Manage and oversee banking relationships
Analyze, negotiate, resolve, and confirm bank fees

Manage debt and investment

Manage financial intermediary relationships
Manage liquidity
Manage issuer exposure
Process and oversee debt and investment transactions
Produce debt and investment accounting transaction reports
Process and oversee interest rate transactions

Monitor and execute risk

Manage interest-rate risk
Manage exposure risk
Monitor credit

Manage internal controls

Establish internal controls, policies, and procedures

Establish board audit committee
Define and communicate code of ethics
Assign roles and responsibility for internal controls
Define business process objectives and risks
Define entity/unit risk tolerances

Operate controls and monitor compliance with internal controls policies and procedures

Design and implement control activities
Monitor control effectiveness
Remediate control deficiencies
Create compliance function
Operate compliance function
Implement and maintain controls-related enabling technologies and tools

Report on internal controls compliance

Report to external auditors
Report to regulators, share-/debt-holders, securities exchanges, etc.
Report to third parties (e.g., board)
Report to internal management

Manage grants

Develop grant application and management procedures

Collaborate across educational and operation functions to determine funding needs

Identify qualified grants

Submit grant proposal

Establish grant budget

Monitor grant requirements

Evaluate grant effectiveness

Manage taxes

Develop tax strategy and plan

Develop foreign, national, state, and local tax strategy
Consolidate and optimize total tax plan
Maintain tax master data

Process taxes

Perform tax planning/strategy
Prepare tax returns
Prepare foreign taxes
Calculate deferred taxes
Account for taxes
Monitor tax compliance
Address tax inquiries

Acquire, Construct, and Manage Facilities

Design and construct/acquire capital assets

Develop capital improvement plan and long-term vision

Confirm alignment of property requirements with district strategy
Appraise the external environment
Make build-or-buy decision
Select property

Develop, construct, and modify sites

Plan facility

Design facility
Analyze budget
Conduct bid and contract selection for facility construction
Manage construction or modification to building

Provide facilities

Acquire facilities and furnishings
Change fit/form/function of facilities and furnishings

Plan maintenance work

Develop a work order process

Collect data on work order cycle time and flow
Monitor performance against industry standards

Perform routine maintenance

Perform corrective maintenance

Overhaul or replace equipment

Manage facilities operations

Relocate people
Relocate materials, supplies, and furnishings

Obtain and install assets and equipment

Develop ongoing maintenance policies

Analyze assets, and predict maintenance requirements
Develop approach to integrate preventive maintenance into production schedule

Obtain and install equipment

Dispose of facilities and assets

Develop disposition strategy

Perform sale or trade

Perform abandonment

Manage facility housekeeping

Identify cleaning needs, standards, and requirements

Develop process cleaning guidelines

Evaluate cleaning effectiveness

Maintain grounds

Plan and develop maintenance schedules

Coordinate maintenance activities

Monitor quality of service

Manage Enterprise Risk, Compliance, and Continuity of Operations (Resiliency)

Manage enterprise risk

Establish the enterprise risk framework and policies

Determine risk tolerance for organization
Develop and maintain enterprise risk policies and procedures
Identify and implement enterprise risk management tools
Coordinate the sharing of risk knowledge across the organization
Prepare and report enterprise risk to executive management and board

Oversee and coordinate enterprise risk management activities

Identify enterprise level risks
Assess risks to determine which to mitigate
Develop risk mitigation and management strategy, and integrate with existing performance management processes
Verify risk mitigation plans are implemented
Monitor risks and risk mitigation action
Report on enterprise risk activities

Coordinate department/campus and functional risk management activities

Monitor that each department, campus, and function follows the enterprise risk management process
Monitor that each department, campus, and function follows the enterprise risk reporting process

Manage department, campus, and function risk

Identify risks
Assess risks using enterprise risk framework policies and procedures
Develop mitigation plans for risks
Assess adequacy of insurance coverage
Implement mitigation plans for risks
Monitor risks
Analyze risk activities and update plans
Report on risk activities

Manage compliance

Establish compliance framework and policies

Develop enterprise compliance policies and procedures
Implement enterprise compliance activities
Manage internal audits
Maintain controls-related technologies and tools

Manage regulatory compliance

Develop the regulatory compliance strategy
Identify applicable regulatory requirements
Monitor the regulatory environment for changing or emerging regulations
Assess current compliance position, and identify weaknesses or shortfalls
Monitor and test, on an ongoing and scheduled basis, regulatory compliance position and existing controls, defining controls that should be added, removed, or modified as required
Maintain relationships with regulators as appropriate

Manage continuity of operations

Develop and manage continuity of operations

Develop the continuity of operations strategy
Perform continuous district operations planning
Test continuous district operations
Maintain continuous district operations
Share knowledge of specific risks across other parts of the organization

Ensure compliance with regulations

Monitor compliance
Perform compliance audit
Comply with regulatory stakeholders’ requirements

Manage remediation efforts

Create remediation plans

Contact and confer with experts

Identify/Dedicate resources

Investigate legal aspects

Investigate damage cause

Amend or create policy

Plan and develop security program

Evaluate facility security vulnerabilities

Develop security program

Identify security equipment and funding source

Install and maintain security equipment

Monitor security equipment

Implement security policies and procedures

Test efficacy of security protocols

Monitor security compliance

Evaluate security protocols

Manage External Relationships

Build investor relationships

Plan, build, and manage relations with federal, state, and local funding entities

Plan, build, and manage financial analyst/ratings relations

Communicate with stakeholders

Manage government and other district relationships

Manage government relations

Manage relations with quasi-government bodies

Manage relations with associations, stakeholder, and education groups

Manage lobby activities

Manage relations with Board of Trustees/ Education

Report financial results

Address audit findings

Manage legal and ethical issues

Create ethics policies

Identify key measures or indicators of ethical behavior
Monitor ethical behavior across the organization
Identify a confidential method to report breaches in ethical behavior
Implement a confidential method to report breaches in ethical behavior

Manage district governance policies

Develop and perform preventative law programs

Ensure compliance

Plan and initiate compliance program
Execute compliance program

Manage outside counsel

Assess problem and determine work requirements
Engage/Retain outside counsel if necessary
Receive strategy/budget
Receive work product and manage/monitor case and work performed
Process pay for legal services
Track legal activity/performance

Protect intellectual property

Manage copyrights and patents
Maintain intellectual property rights and restrictions
Administer licensing terms
Administer options

Resolve grievances and litigations

Provide legal advice/counseling

Negotiate and document agreements/ contracts

Manage public relations program

Manage community relations

Manage media relations

Manage relations with association and education groups

Manage relations with vendors and suppliers

Promote political stability

Create news releases

Issue news releases

Develop and Manage District Capabilities

Manage educational programs, support services, and operational processes

Establish and maintain process management governance

Define and manage governance approach
Establish and maintain process tools and templates
Conduct process governance activities

Define and manage process frameworks

Establish and maintain process framework
Identify cross-functional processes

Define processes

Scope processes
Analyze processes
Map processes
Publish processes

Manage process performance

Provide process training
Support process implementation
Measure and report process performance

Improve processes

Identify and select improvement opportunities
Manage improvement projects
Perform continuous improvement activities

Manage district projects and programs

Manage educational, support services, and operational program strategy

Establish educational, support services, and operational program strategy
Define educational, support services, and operational program governance
Monitor and control educational, support services, and operational programs

Manage educational, support services, and operational programs

Establish program structure and approach
Manage program stakeholders and partners
Manage program implementation
Review and report program performance

Manage projects

Establish project scope
Identify project requirements and objectives
Identify project resource requirements
Assess culture and readiness for project management approach
Identify appropriate project management methodologies
Create project rationale and obtain funding
Develop project measures and indicators
Develop project plans
Define roles and resources
Identify specific IT requirements
Create training and communication plans
Design recognition and reward approaches
Design and plan launch of project
Deploy the project
Implement projects
Evaluate impact of project management (strategy and projects) on measures and outcomes
Report the status of project
Manage project scope
Promote and sustain activity and involvement
Realign and refresh project management strategy and approaches
Review and report project performance
Close projects