Workgroup / Coordinating Workgroup / Coordinating Conference Chairs & Conference Chairs & Statewide Program Statewide Program Directors MeetingDirectors Meeting

September 26, 2006September 26, 2006

Holiday Inn, SacramentoHoliday Inn, Sacramento

Plan for the DayPlan for the Day

Review Resource Allocation ProcessReview Resource Allocation Process Discuss Roles of Workgroups / CCs and Discuss Roles of Workgroups / CCs and

SPs in the ProcessSPs in the Process Small Group DiscussionsSmall Group Discussions Review Workgroup PurposeReview Workgroup Purpose Discuss Administrative Issues related to Discuss Administrative Issues related to

workgroups and statewide programsworkgroups and statewide programs Review the Statewide Program 5 year Review the Statewide Program 5 year

review processreview process

Desired OutcomesDesired Outcomes Understand the ANR Resource Allocation Understand the ANR Resource Allocation

ProcessProcess Understand role of workgroups / CCs / SPs in Understand role of workgroups / CCs / SPs in

resource allocation process and identify next resource allocation process and identify next stepssteps

Clarify administrative issues including funding Clarify administrative issues including funding and expendituresand expenditures

Identify elements of good workgroup annual Identify elements of good workgroup annual reportsreports

Understand the statewide program 5 year review Understand the statewide program 5 year review processprocess

ANR Resource Allocation ProcessANR Resource Allocation Process

Rick StandifordRick StandifordAssociate VP - ANRAssociate VP - ANR

Desired OutcomesDesired Outcomes

Understanding of the ANR resource Understanding of the ANR resource allocation processallocation process

Understanding of the roles of ANR Understanding of the roles of ANR members, units, administrators in the members, units, administrators in the resource allocation processresource allocation process

Understanding of ANR funding sourcesUnderstanding of ANR funding sources

UC ANR Systemwide Permanent UC ANR Systemwide Permanent BudgetBudget

Sales, Services, Endowments

7%

County Support15%

Federal Formula Funds18%

State General Funds60%

Federal SupportFederal Support ResearchResearch

Hatch Formula FundsHatch Formula Funds McIntire-Stennis Formula FundsMcIntire-Stennis Formula Funds Animal Health & DiseaseAnimal Health & Disease National Research InitiativeNational Research Initiative

Cooperative ExtensionCooperative Extension Smith-Lever 3b & cSmith-Lever 3b & c Smith-Lever 3(d)Smith-Lever 3(d) OtherOther

Framework for ANR Resource Framework for ANR Resource AllocationAllocation

The ANR resource allocation process is The ANR resource allocation process is designed to designed to support high priority issuessupport high priority issues encourage collaboration and teamwork to encourage collaboration and teamwork to

address those issues, address those issues, maintain essential activitiesmaintain essential activities build upon existing preeminence in the build upon existing preeminence in the

Division Division

ANR Resource Allocation ANR Resource Allocation PrinciplesPrinciples

The resource allocation process should The resource allocation process should Be open and participatory with input from all Be open and participatory with input from all

ANR stakeholders ANR stakeholders Be transparent to all stakeholdersBe transparent to all stakeholders Include statewide perspective: local, regional, Include statewide perspective: local, regional,

or broader are assessed from a statewide or broader are assessed from a statewide perspective perspective

Development of ProposalsDevelopment of Proposals

ANR counties, departments, other units develop ANR counties, departments, other units develop budget proposalsbudget proposals

Regional Directors, Program Leaders, Associate Regional Directors, Program Leaders, Associate Deans, other administrators submit consolidated Deans, other administrators submit consolidated prioritized proposals to Asst VPprioritized proposals to Asst VP

Program Council reviews proposals and makes Program Council reviews proposals and makes recommendations to Associate VPrecommendations to Associate VP

Associate VP, Asst VP make final Associate VP, Asst VP make final recommendations to VPrecommendations to VP

Development of ProposalsDevelopment of Proposals

Position proposals should be shared early and often with all ANR Position proposals should be shared early and often with all ANR partnerspartners

The process should be ongoing, open and inclusive and encourage The process should be ongoing, open and inclusive and encourage input from all levelsinput from all levels

ANR statewide issues and perspectives should be considered ANR statewide issues and perspectives should be considered throughout this processthroughout this process

Accessing campus planning information to link specialist needs is Accessing campus planning information to link specialist needs is critical.critical.

Program Leaders will work to develop programmatic plans for specific Program Leaders will work to develop programmatic plans for specific program areas to help guide local and regional discussionsprogram areas to help guide local and regional discussions

The process should link statewide ANR program priorities to county The process should link statewide ANR program priorities to county priorities and funding support structures.priorities and funding support structures.

Program Council RoleProgram Council Role Broad inputBroad input Non parochialNon parochial Statewide integrative perspectiveStatewide integrative perspective Promote the continuumPromote the continuum

County—CampusCounty—Campus Research—OutreachResearch—Outreach AES—ExtensionAES—Extension

Look for emerging needsLook for emerging needs Celebrate transparencyCelebrate transparency

Proposal Evaluation CriteriaProposal Evaluation CriteriaThe proposal The proposal Is consistent with ANR Strategic Directions and Is consistent with ANR Strategic Directions and

Core IssuesCore Issues

Has likelihood of making a significant impact.Has likelihood of making a significant impact.

Builds on the strength of ANR.Builds on the strength of ANR.

Develops ANR’s capability to address high priority Develops ANR’s capability to address high priority programmatic areas or critical programmatic goals programmatic areas or critical programmatic goals in emerging areas.in emerging areas.

Strengthens the research-extension continuumStrengthens the research-extension continuum

Demonstrates input from stakeholdersDemonstrates input from stakeholders

FY 2007-2008 CE Advisor PositionsFY 2007-2008 CE Advisor PositionsSept 12Sept 12 Program Leaders (PLs)/Regional Directors (RDs) Program Leaders (PLs)/Regional Directors (RDs)

begin sharing lists of proposed advisor positionsbegin sharing lists of proposed advisor positions

Sept 26Sept 26 Wkgrp/statewide program directors meeting. PLs Wkgrp/statewide program directors meeting. PLs discuss role/mechanisms for program planningdiscuss role/mechanisms for program planning

Oct 15Oct 15 PLs/RDs receive input on positions from ANR PLs/RDs receive input on positions from ANR membersmembers

Nov 7Nov 7 PLs/RDs coordinate position listsPLs/RDs coordinate position lists

Jan 15 Jan 15 Unit budget proposals submitted to Asst VPUnit budget proposals submitted to Asst VP

Feb 6Feb 6 Program Council (PC) budget presentationsProgram Council (PC) budget presentations

Feb-MarchFeb-March PC rates positions/budget requestsPC rates positions/budget requests

April 10April 10 PC makes recommendations to Assoc VPPC makes recommendations to Assoc VP

JuneJune Final budget decisions by AVP, VP, pending final Final budget decisions by AVP, VP, pending final budget approval budget approval

Next StepsNext Steps

How can workgroups, coordinating How can workgroups, coordinating conferences and statewide conferences and statewide programs be involved?programs be involved?

ANR Resource Allocation ProcessANR Resource Allocation Process

Tim PaineTim PainePL- Ag Policy and Pest PL- Ag Policy and Pest

ManagementManagement

Next StepsNext Steps

How can workgroups, coordinating How can workgroups, coordinating conferences and statewide conferences and statewide programs be involved?programs be involved?

Desired OutcomesDesired Outcomes

Understand Workgroup /Coordinating Understand Workgroup /Coordinating Conferences and Statewide Programs Conferences and Statewide Programs roles in the resource allocation processroles in the resource allocation process

Understand process of engagement in Understand process of engagement in resource allocation processresource allocation process

Understand process of feedback on Understand process of feedback on resource allocation issuesresource allocation issues

Engagement: Development of Engagement: Development of ProposalsProposals

ANR counties, departments, other units ANR counties, departments, other units develop budget proposalsdevelop budget proposals

Regional Directors, Program Leaders, Associate Regional Directors, Program Leaders, Associate Deans, other administrators submit consolidated Deans, other administrators submit consolidated prioritized proposals to Asst VPprioritized proposals to Asst VP

Program Council reviews proposals and makes Program Council reviews proposals and makes recommendations to Associate VPrecommendations to Associate VP

Associate VP, Asst VP make final Associate VP, Asst VP make final recommendations to VPrecommendations to VP

Engagement: Development of Engagement: Development of ProposalsProposals

Other units now expanded to include Other units now expanded to include Workgroups and Statewide ProgramsWorkgroups and Statewide Programs

Asking these units to evaluate the needs Asking these units to evaluate the needs of the program area of the program area

Assess critical and emerging issuesAssess critical and emerging issues Assess geographic gaps Assess geographic gaps Determine prioritiesDetermine priorities Coordinate with Program Leaders Coordinate with Program Leaders

Proposal Evaluation CriteriaProposal Evaluation CriteriaThe proposal The proposal Is consistent with ANR Strategic Directions and Is consistent with ANR Strategic Directions and

Core IssuesCore Issues

Has likelihood of making a significant impact.Has likelihood of making a significant impact.

Builds on the strength of ANR.Builds on the strength of ANR.

Develops ANR’s capability to address high priority Develops ANR’s capability to address high priority programmatic areas or critical programmatic goals programmatic areas or critical programmatic goals in emerging areas.in emerging areas.

Strengthens the research-extension continuumStrengthens the research-extension continuum

Demonstrates input from stakeholdersDemonstrates input from stakeholders

Coordination and Evaluation of Coordination and Evaluation of ProposalsProposals

Program Leaders share lists of proposed positions with Program Leaders share lists of proposed positions with Workgroups and Statewide Programs, Regional Workgroups and Statewide Programs, Regional Directors, and County Directors Directors, and County Directors

Development of integrated plans for specific program Development of integrated plans for specific program areas to help guide local and regional discussionsareas to help guide local and regional discussions

Determine areas of common concern among groups – Determine areas of common concern among groups – geographic and programgeographic and program

Evaluation of new opportunities and emerging issuesEvaluation of new opportunities and emerging issues Determine prioritiesDetermine priorities

Coordination and Evaluation of Coordination and Evaluation of Proposals Proposals

ANR counties, departments, other units develop ANR counties, departments, other units develop budget proposalsbudget proposals

Regional Directors, Program Leaders, Associate Regional Directors, Program Leaders, Associate Deans, other administrators submit consolidated Deans, other administrators submit consolidated prioritized proposals to Asst VPprioritized proposals to Asst VP

Program Council reviews proposals and makes Program Council reviews proposals and makes recommendations to Associate VPrecommendations to Associate VP

Associate VP, Asst VP make final Associate VP, Asst VP make final recommendations to VPrecommendations to VP

Feedback to Workgroups and Feedback to Workgroups and Statewide ProgramsStatewide Programs

Program Leaders provide feedback to Workgroups and Program Leaders provide feedback to Workgroups and Statewide Programs on outcome of the budget cycle Statewide Programs on outcome of the budget cycle process – positions to be filledprocess – positions to be filled

Feedback includes information on prioritization at the Feedback includes information on prioritization at the level of Program Councillevel of Program Council

Rolling process that occurs each year – priorities are Rolling process that occurs each year – priorities are determined annually but there can be a legacy effectdetermined annually but there can be a legacy effect

Workgroups and Statewide Programs need to maintain Workgroups and Statewide Programs need to maintain ongoing communication and process for identifying new ongoing communication and process for identifying new opportunities, emerging issues, and developing opportunities, emerging issues, and developing prioritized position proposalsprioritized position proposals

Feedback to Workgroups and Feedback to Workgroups and Statewide ProgramsStatewide Programs

New process may mean change in meeting cycle, New process may mean change in meeting cycle, number of meetings, and annual budget requests – number of meetings, and annual budget requests – coordinate between the budget timelines and the coordinate between the budget timelines and the conventional Workgroup meeting timesconventional Workgroup meeting times

New process may mean a change in organizational New process may mean a change in organizational structure within Workgroups – development of structure within Workgroups – development of subcommittees and methods of feedback and subcommittees and methods of feedback and information exchange within Workgroupinformation exchange within Workgroup

Continuing Conferences and may provide venues for Continuing Conferences and may provide venues for communication among Workgroups and Statewide communication among Workgroups and Statewide Programs and opportunities for programmatic Programs and opportunities for programmatic prioritization prioritization

Engagement and Feedback: Engagement and Feedback: Workgroups and Statewide Workgroups and Statewide

ProgramsPrograms

Your turnYour turn General topicsGeneral topics Program area discussionsProgram area discussions

Workgroup/Coordinating Conferences Workgroup/Coordinating Conferences Overview & PurposeOverview & Purpose

Maxwell NortonMaxwell NortonPL – Ag ProductivityPL – Ag Productivity

Central purpose is to collaboratively plan Central purpose is to collaboratively plan and coordinate research and extension and coordinate research and extension activitiesactivities

Needs assessmentNeeds assessment Communication and networkingCommunication and networking Plan major publicationsPlan major publications Plan collective research – especially multi-site Plan collective research – especially multi-site

projectsprojects Plan outreach extension programmingPlan outreach extension programming Evaluation and reporting of program resultsEvaluation and reporting of program results In-service trainingIn-service training Develop grant proposals (esp. Core grants)Develop grant proposals (esp. Core grants) Long-term staffing needsLong-term staffing needs

Accomplishing ANR’s high priority Accomplishing ANR’s high priority research and extension goals through research and extension goals through collaborative grassroots leadership.collaborative grassroots leadership.

Bring together AES and CE personnel Bring together AES and CE personnel along with non-ANR partners such as ARS along with non-ANR partners such as ARS scientists.scientists.

WG may be formed when an issue or WG may be formed when an issue or program opportunity calls for ANR program opportunity calls for ANR members and other stakeholders to come members and other stakeholders to come together and collaborate on an ongoing together and collaborate on an ongoing basis.basis.

WG should make every effort to include WG should make every effort to include the full continuum of CE advisors, CE the full continuum of CE advisors, CE specialists and AES scientists.specialists and AES scientists.

ANR non-academic staff may be involved ANR non-academic staff may be involved in WG as appropriate to their role.in WG as appropriate to their role.

WG can include non-ANR scientists and WG can include non-ANR scientists and clientele (eg: commodity board research clientele (eg: commodity board research directors).directors).

Face-to-face meetingsFace-to-face meetings TeleconferencingTeleconferencing Video or web-conferencingVideo or web-conferencing E-mail list serves.E-mail list serves. ANR collaborative tools sitesANR collaborative tools sites

No prescribed internal structure.No prescribed internal structure. AES scientists, CE advisors, CE AES scientists, CE advisors, CE

specialists, and other ANR academics specialists, and other ANR academics may serve as chairs.may serve as chairs.

If co-chairs, one needs to be identified as If co-chairs, one needs to be identified as the primary contact.the primary contact.

Chairs are responsible for communication Chairs are responsible for communication and liaison between and among the and liaison between and among the workgroup and the Program Leaders.workgroup and the Program Leaders.

Chairs ensure workgroup funds are Chairs ensure workgroup funds are expended in accordance with their expended in accordance with their approved budget and financial policiesapproved budget and financial policies

Workgroup funding decisions are based on the Workgroup funding decisions are based on the importance of the issues or problems to be importance of the issues or problems to be addressed, the merit of the proposed strategies addressed, the merit of the proposed strategies and success.and success.

Proposals undergo comprehensive peer review.Proposals undergo comprehensive peer review. Program Leaders present recommendations for Program Leaders present recommendations for

workgroup ratification and funding to the workgroup ratification and funding to the Program Council.Program Council.

WG may have sub-committeesWG may have sub-committees Informal interest groups Informal interest groups WG may involve other states or the WG WG may involve other states or the WG

may be a member of a larger interstate may be a member of a larger interstate WG.WG.

Coordinating conferences (CC) typically Coordinating conferences (CC) typically coordinate the activities of a number of coordinate the activities of a number of closely related workgroups (e.g., PECC) or closely related workgroups (e.g., PECC) or serve as a forum for sharing information in serve as a forum for sharing information in one of the Division’s major subject matter one of the Division’s major subject matter areas (e.g., NRCC).areas (e.g., NRCC).

Overall PurposesOverall Purposes Foster communication and collaboration across Foster communication and collaboration across

traditional inter-campus, interdisciplinary and inter-traditional inter-campus, interdisciplinary and inter-departmental boundaries.departmental boundaries.

More visible and active focal point for research and More visible and active focal point for research and outreach activities.outreach activities.

Facilitate the formation and activities of appropriate Facilitate the formation and activities of appropriate workgroups addressing targeted areas.workgroups addressing targeted areas.

Provide leadership for addressing crosscutting Provide leadership for addressing crosscutting issues.issues.

Meetings of the CCs are also an Meetings of the CCs are also an opportunity for meetings of workgroups opportunity for meetings of workgroups and provide an opportunity for and provide an opportunity for development of extension, research or development of extension, research or outreach programs that involve the outreach programs that involve the members of multiple workgroups.members of multiple workgroups.

The four ANR Program Leaders are The four ANR Program Leaders are responsible for promoting understanding, responsible for promoting understanding, interest and involvement in ANR WG and interest and involvement in ANR WG and CC.CC.

Administrative IssuesAdministrative Issues

Karen VarcoeKaren Varcoe

PL – Human ResourcesPL – Human Resources

Administrative IssuesAdministrative Issues

Central Administrative SupportCentral Administrative Support Budget/ExpendituresBudget/Expenditures

FundingFunding Allowable ExpendituresAllowable Expenditures

Joni Rippee and Chris CaseyJoni Rippee and Chris Casey

Workgroup ReportsWorkgroup Reports

Used to:Used to: Evaluate WGs for funding and re-ratificationEvaluate WGs for funding and re-ratification Provide up-to-date information Provide up-to-date information

• Activities, projects, researchActivities, projects, research• MembershipMembership• Use in UC DeliversUse in UC Delivers

Provide data for reportsProvide data for reports

Workgroup Reports, cont.Workgroup Reports, cont.

Reports need to be concise…Reports need to be concise…

The Science, Technology, and Environmental Literacy The Science, Technology, and Environmental Literacy (STEL) workgroup continues to address the need of (STEL) workgroup continues to address the need of increasing scientific literacy among youth and adult increasing scientific literacy among youth and adult populations through collaboration and special populations through collaboration and special projects. The workgroup has two ANR workgroup projects. The workgroup has two ANR workgroup funded projects and non-funded UC projects as well. funded projects and non-funded UC projects as well. All projects have collaborative partnerships with UC All projects have collaborative partnerships with UC academics, faculty and/or other professionals and academics, faculty and/or other professionals and agencies.agencies.

Workgroup Reports, cont.Workgroup Reports, cont.

Identify accomplishmentsIdentify accomplishments Grants receivedGrants received Papers written and accepted in journalsPapers written and accepted in journals PresentationsPresentations Websites developedWebsites developed Conferences heldConferences held ……

Workgroup Reports, cont.Workgroup Reports, cont.

Outcomes and Impacts:Outcomes and Impacts: How do you know that you are succeeding?How do you know that you are succeeding? How is success being measuredHow is success being measured

• Short-term--# or % or participants gaining Short-term--# or % or participants gaining knowledgeknowledge

• Medium-term--# of persons adopting a practiceMedium-term--# of persons adopting a practice• Long-term--% decrease in contaminants or % Long-term--% decrease in contaminants or %

increase in vegetable consumptionincrease in vegetable consumption Tell us about your evaluation effortsTell us about your evaluation efforts

ExamplesExamples

““The new intervention showed promising The new intervention showed promising results by significantly reducing results by significantly reducing biomechanical risk factors. However, biomechanical risk factors. However, productivity results are not as promising.”productivity results are not as promising.”

““Young people have to perceive adults in Young people have to perceive adults in the community value youth; it is not the community value youth; it is not enough for the adults to say they value enough for the adults to say they value youth. The youth have to believe it.”youth. The youth have to believe it.”

ExamplesExamples

““Evaluations from…showed that overall 61% of Evaluations from…showed that overall 61% of participants gained new knowledge. Ninety-eight participants gained new knowledge. Ninety-eight percent of those who did not gain new knowledge percent of those who did not gain new knowledge reported that it was because they had a high level of reported that it was because they had a high level of knowledge prior to attending.”knowledge prior to attending.”

““Our results highlight the need for further research Our results highlight the need for further research exploring the potential effect of parental experience on exploring the potential effect of parental experience on portion sizes and food intakes of children. Serving larger portion sizes and food intakes of children. Serving larger portions of food to children may be implicated in the portions of food to children may be implicated in the development of overweight among children. Future development of overweight among children. Future studies…”studies…”

Workgroup ReportsWorkgroup Reports

They should not be:They should not be: Individual reports of activitiesIndividual reports of activities Compilation of member’s individual researchCompilation of member’s individual research ……

Workgroup Process ReviewWorkgroup Process Review

Purpose:Purpose: To review and assess the productivity, To review and assess the productivity,

effectiveness and efficiency of workgroup effectiveness and efficiency of workgroup activities and impacts of the past 7 yearsactivities and impacts of the past 7 years

To determine the appropriateness of the To determine the appropriateness of the continuation of workgroups for the next 5 continuation of workgroups for the next 5 yearsyears

Process for ReviewProcess for Review

Associate VP will appoint committeeAssociate VP will appoint committee Data will be collected during winter, 2006-Data will be collected during winter, 2006-

20072007 Report to Program Council in Spring, 2007Report to Program Council in Spring, 2007 Recommendations made to Associate VP Recommendations made to Associate VP

and Vice-President ANRand Vice-President ANR

Review CriteriaReview Criteria

Have workgroups:Have workgroups:

Achieved objectives as outlined in the proposed Achieved objectives as outlined in the proposed framework for workgroups?framework for workgroups?

Engaged in outreach activities to transfer Engaged in outreach activities to transfer knowledge?knowledge?

Developed objectives and plans of action?Developed objectives and plans of action? Brought AES, CE and non-ANR partners?Brought AES, CE and non-ANR partners? And more…..And more…..

Statewide Program Statewide Program Review ProcessReview Process

Each Program reviewed every 5 yearsEach Program reviewed every 5 years

PurposePurpose Review and assess productivity, effectiveness Review and assess productivity, effectiveness

and efficiency of the program’s activities and and efficiency of the program’s activities and impacts over the previous 5 yearsimpacts over the previous 5 years

Determine the appropriateness of the Determine the appropriateness of the program’s strategic plan for the next 5 years program’s strategic plan for the next 5 years and its continuation as an ANR statewide and its continuation as an ANR statewide programprogram

Selected Review CriteriaSelected Review Criteria

Mission statement and strategic plan Mission statement and strategic plan relevant and responsive to ANR Critical relevant and responsive to ANR Critical Issue(s)Issue(s)

Serve as mechanism for integrating Serve as mechanism for integrating campus- and county-based effortscampus- and county-based efforts

Identification of impactsIdentification of impacts Generate an appropriate quantity and Generate an appropriate quantity and

quality of scientific, professional and quality of scientific, professional and general publicationsgeneral publications

Selected Review CriteriaSelected Review Criteria

Effectively leverage ANR fundingEffectively leverage ANR funding Clearly identified and appropriately broad Clearly identified and appropriately broad

clientele for its outputs and activitiesclientele for its outputs and activities Have effective mechanism for assessing Have effective mechanism for assessing

needs of clienteleneeds of clientele Engage in public outreach efforts toEngage in public outreach efforts to

transfer knowledge to clienteletransfer knowledge to clientele

Review ProcessReview Process

Program Director presents a 5 year review Program Director presents a 5 year review to Program Council (PC)to Program Council (PC)

PC assists in framing the overall review PC assists in framing the overall review process and questionsprocess and questions

Program Leader (PL) consults with AVP to Program Leader (PL) consults with AVP to develop the plan for the reviewdevelop the plan for the review

PL assembles and charges the review PL assembles and charges the review committeecommittee

Review ProcessReview Process Review committee makes recommendations to Review committee makes recommendations to

PLPL Statewide Program Director reviews report and Statewide Program Director reviews report and

prepares a response which is submitted to PLprepares a response which is submitted to PL Program Council reviews full committee report Program Council reviews full committee report

and Program Director responseand Program Director response PL presents the final report with PL presents the final report with

recommendations to PCrecommendations to PC PC makes recommendation to AVP regarding PC makes recommendation to AVP regarding

appropriateness of strategic plan and for appropriateness of strategic plan and for continuation of program.continuation of program.

AVP makes final decisionAVP makes final decision

Review ScheduleReview Schedule

2006-072006-07 4-H Youth Development (near completion)4-H Youth Development (near completion) IPMIPM Mosquito ResearchMosquito Research Genetic Resources ConservationGenetic Resources Conservation

2007 – 082007 – 08 Ag Issues CenterAg Issues Center SAREPSAREP Renewable Resources Extension ActRenewable Resources Extension Act California CommunitiesCalifornia Communities