Atlanta Public Schools Project Management

Framework

Proposed to the Atlanta Board of Education to Complete AdvancED/SACS

“Required Actions”

January 24, 2011

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Strategic Intent

District Goals

Achieve excellence in instruction and education

delivery

Achieve excellence in facilities and the learning

environment

Achieve excellence in business operations

AdvancED/SACS Attain and Maintain

Accreditation

Evidence of adherence to the AdvancED/SACS

standards and accreditation policies,

Engagement in a process of continuous improvement,

and

Demonstration of quality assurance through internal

and external review.

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APS Framework for AdvancED/SACS “Required Actions”

Develop Timeline

Develop Communication

Strategy

Plan and Approve Budget

Execute Action Plans Monitor Progress

Report Progress to Applicable Stakeholders

Documentation & Evidence

Submit Required Action Closure

Report

GETTING STARTED PLAN DO CHECK ACT REPEAT

CYCLE

Translate Strategy into Action Plans

Assign Project Manager

Conduct “As Is” vs. “To Be” Gap

Analysis for Each Required Action

Develop Strategies to Address the

Gaps

Map Action Plans to Ensure Alignment

and Optimize Resources

Adjust Actions as Needed

Lessons Learned/Next Steps

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Project Action PlansThe framework includes the creation of Project Action Plans to address each of the six “Required Actions” The Project Actions Plans serve to:

– Translate strategy into tasks to be executed and measured

– Guide the work

– Help to communicate to internal and external stakeholders

– Promote transparency and accountability

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Project Action PlansEach Project Action Plan contains: Goals and objectives for each of the “Required Actions” Key tasks necessary to attain the goals for each of the

“Required Actions” Persons involved Risks and dependencies Timeline for milestones and completion of the “Required

Actions” Estimate of the resources needed and how they would be

obtained What “success” looks like for each of the “Required Actions” Ways to monitor, measure successes and make

improvements as needed over time

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AdvancED/SACS Institution Progress ReportREQUIRED ACTION 1: <Insert the required action from the Special Review Team report.>

Progress Status: Please indicate the progress the institution has made toward addressing this required action.

Completed - All necessary and appropriate actions have been taken and evaluated. The institution has documented evidence that supports fulfillment of the required action.In Progress - The institution is currently engaged in actions and processes but has yet to fully implement steps necessary to address and/or complete the required action.Have Not Addressed - The institution has not taken any action at this time.

Response and Evidence: Provide detail to support the status descriptor noted above. The response should include: 1) the actions taken to address the required action; 2) the evidence supporting those actions; 3) the institution’s next steps with regard to the required action; 4) and any results of those actions.

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APS Suggested “Required Action” Rubric

0 1 2 3 4Not Addressed Stalled In Progress Completed Exceeded

Institution has not taken any action at this time No attempt at

implementation No

documentation that progress has been made toward achieving this “Required Action”

Few attempts have been made to implement the strategies There has been

a failure to communicate problems to accomplish the work

Insufficient documentation to substantiate achievement

Institution is currently engaged in actions and processes but has yet to fully implement steps necessary to address and/or complete the “Required Actions”

All necessary and appropriate actions have been taken and evaluated The institution

has documented evidence that supports fulfillment of the “Required Action”

Exceptional documentation and execution beyond the established Project Action Plans

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Plan & Analyze PhaseInitial Considerations

Key Questions / Reflection

Discovery/Gap Analysis

Strategy

Action Plans

Complete “Required Actions”

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•Develop and implement a long term plan to communicate with and engage stakeholders in the work of the district to achieve the Board’s mission for educating the students of Atlanta Public Schools (APS). The plan should focus on efforts that will regain stakeholders’ trust and confidence in the governance and leadership of Atlanta Public Schools.

Required Action 1

Required Action 1

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Required Action 1

•Has the Board refreshed and updated the communication and engagement strategies developed during the Panasonic Professional Development workshops?

•Are all board members in agreement with the communication and engagement strategies?

•Has a plan been created with specific steps consistent with the strategies?

•Is the plan design, scope and sequence appropriate for identified stakeholders?

•Is the plan being implemented with fidelity? •Is the board maximizing community support and resources?•Is there an evaluation plan built into the outreach campaign?

Key Questions

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Required Action 2

•Secure and actively use the services of a trained, impartial professional mediator who will work with the Board members to resolve communication, operational and personal issues impeding the effectiveness of the governing body.

Required Action 2

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Required Action 2

•Has the board identified criteria for selecting a mediator?

•What process will the board use to identify and select a mediator?

•What evidence will the Board use to demonstrate the effectiveness of the mediation process?

Key Questions

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Required Action 3

•Ensure that the actions and behavior of all board members are aligned with board policies, especially those related to ethics and chain of command, and AdvancED/SACS CASI Accreditation Standards and policies.

Required Action 3

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Required Action 3

•Has the Board reviewed all policies relating to their required behavior and actions, including ethics and chain of command and AdvancED/SACS CASI Accreditation standards and policies?

•Is the Board prepared to demonstrate one understanding and interpretation of Board policies?

•What evidence will the Board rely on to support meeting this required action?

Key Questions

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Required Action 4

•Review and refine policies to promote the processes that are needed to achieve the Board’s Mission in the education of the Atlanta Public School students. The board members shall provide evidence that they have refocused all of their energies on improving the teaching and learning processes for all their students.

Required Action 4

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Required Action 4

•How will the Board engage in policy governance to achieve goals focused on student-centered results?

Key Questions

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Required Action 5

•Develop and implement a process for selecting a superintendent that is transparent during all phases, engages public participation, and demonstrates integrity throughout the process. It is strongly suggested that the final selection of the superintendent should be determined by more than a simple majority vote of approval by the Board.

Required Action 5

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Required Action 5

•Has the Board identified and agreed upon a transparent process for selecting a Superintendent?

•How will the Board ensure the participation of all Board members in the search and selection process?

•Should the Board use a search firm, how does the Board find one, and what happens if the Board decides not to use a search firm?

•How does the Board plan to engage parents and other stakeholders?

•What is the timeline for selecting a Superintendent?

Key Questions

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Required Action 6

•Work directly with the State of Georgia to address the inconsistencies in the Atlanta Independent School System Charter so as to ensure alignment with system policies and governing Board actions.

Required Action 6

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Required Action 6

•Does the Board plan to secure the services of an educational policy expert to clarify and to help create a formalized process for policy development, adoption, and amendment and identify any inconsistencies with its charter?

•How will the Board work with the State to resolve inconsistencies, if any?

Key Questions

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JanuaryBoard

accepts and begins

response to AdvancED

report; Hire project

manager and

mediator

February Work plan set and work commences;

Communication Strategy

developed; Status update at

February Board meeting

MarchProject Action

Plans complete; Resources required to complete work secured; Formal presentation at

March Board meeting

AprilFormal

presentation at April Board meeting;

1st progress report is

submitted to AdvancED (by

April 29)

MayFormal

presentation at May Board

meeting; Review

feedback from

AdvancED

June-JulyFormal

presentation at June & July

Board meetings

AugustAll “Required

Actions” complete by August 31; 2nd progress

report submitted to AdvancED;

Formal presentation at August Board

meeting

SeptemberAdvancED monitoring

team site visit; Review

feedback from AdvancED;

Formal presentation at

September Board meeting

High-Level Proposed Timeline

(January 2011 – September 2011)

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Summary The APS Project Management Framework aligns with

the expectations of AdvancED/SACS to retain accreditation

APS has tools available to support the APS Project Management Framework that can help structure and complete the work, within the AdvancED/SACS timeframe, to retain accreditation and support student achievement

The APS Project Management Framework has built-in mechanisms to assist in reporting progress to AdvancED/SACS throughout the entire process

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Questions