{"version":"1.0.0","segments":[{"startTime":0.3,"endTime":4.96,"body":"You are listening to for the record, a registrar podcast sponsored by Acro."},{"startTime":4.989,"endTime":8.779,"body":"I'm Tracy Reese Associate Registrar for student Services"},{"startTime":8.789,"endTime":12.159,"body":"and Information Services at the University of Pennsylvania."},{"startTime":12.399,"endTime":16.629,"body":"I'm Nick Job University registrar at Seton Hill University in Greensburg,"},{"startTime":16.639,"endTime":17.36,"body":"Pennsylvania."},{"startTime":17.719,"endTime":18.549,"body":"I'm Amber Salla"},{"startTime":18.79,"endTime":21.76,"body":"Deputy registrar and director of the office of the"},{"startTime":21.77,"endTime":24.84,"body":"registrar at the University of Minnesota Twin Cities."},{"startTime":25.09,"endTime":25.729,"body":"-- I'm"},{"startTime":25.09,"endTime":25.729,"body":"-- Melissa"},{"startTime":25.84,"endTime":29.479,"body":"Thoman registrar services coordinator, University of Iowa."},{"startTime":29.93,"endTime":32.389,"body":"And this is the production calendar."},{"startTime":39.0,"endTime":41.45,"body":"Hello, welcome to for the record."},{"startTime":41.459,"endTime":42.189,"body":"I'm your host,"},{"startTime":42.2,"endTime":46.34,"body":"Doug mckenna University Registrar at George Mason University in Fairfax,"},{"startTime":46.349,"endTime":47.0,"body":"Virginia."},{"startTime":48.409,"endTime":50.709,"body":"The Great Carl Sagan is quoted as saying,"},{"startTime":50.72,"endTime":53.889,"body":"if you wish to make an apple pie from scratch,"},{"startTime":54.08,"endTime":56.43,"body":"you must first invent the universe"},{"startTime":56.68,"endTime":58.43,"body":"as registrars. A lot of what we do."},{"startTime":58.439,"endTime":60.439,"body":"Maybe most of what we do requires a"},{"startTime":60.45,"endTime":64.16,"body":"complex set of actions performed in specific sequence"},{"startTime":64.379,"endTime":67.139,"body":"and in co ordination with other offices or other systems"},{"startTime":67.15,"endTime":70.15,"body":"set up in order to achieve the desired outcome."},{"startTime":70.709,"endTime":73.33,"body":"Registration doesn't just happen first."},{"startTime":73.339,"endTime":76.41,"body":"You have to go through academic schedule development and classroom scheduling,"},{"startTime":76.419,"endTime":79.849,"body":"publish the schedule of classes inactivate students no longer attending,"},{"startTime":79.86,"endTime":83.26,"body":"assign registration priorities and communicate about all the"},{"startTime":83.269,"endTime":85.819,"body":"things with all sorts of different constituents."},{"startTime":86.01,"endTime":91.55,"body":"We do a lot. It can get overwhelming and sometimes important things can get missed."},{"startTime":92.029,"endTime":94.11,"body":"We're going to talk today about ways you"},{"startTime":94.12,"endTime":97.25,"body":"and your team can avoid missing important things,"},{"startTime":97.349,"endTime":99.809,"body":"provide better communication across the office,"},{"startTime":99.819,"endTime":103.639,"body":"save your staff time and improve the overall service you're"},{"startTime":103.65,"endTime":107.889,"body":"providing to the institution by using a very simple tool,"},{"startTime":108.279,"endTime":109.61,"body":"the production calendar."},{"startTime":109.83,"endTime":114.47,"body":"We're very fortunate to be joined by our distinguished panel of guests today."},{"startTime":114.559,"endTime":119.54,"body":"So let's talk to them. Tracy Nick Amber Alyssa, welcome to the podcast."},{"startTime":119.819,"endTime":120.809,"body":"Good to be here, Doug"},{"startTime":121.699,"endTime":121.79,"body":"Doug Doug,"},{"startTime":122.48,"endTime":125.01,"body":"thank you for agreeing to be guests."},{"startTime":125.019,"endTime":128.229,"body":"Each of you comes at this topic from a slightly different vantage point,"},{"startTime":128.24,"endTime":129.369,"body":"which is gonna be great."},{"startTime":129.57,"endTime":133.169,"body":"So let's start off with you introducing yourselves, just your name,"},{"startTime":133.22,"endTime":135.889,"body":"your title institution and where it's located,"},{"startTime":135.97,"endTime":139.179,"body":"how many students go there and then also about how"},{"startTime":139.19,"endTime":142.21,"body":"many people work in the office where you work."},{"startTime":142.22,"endTime":143.69,"body":"Tracy kick us off."},{"startTime":144.08,"endTime":144.82,"body":"Hi."},{"startTime":145.009,"endTime":147.009,"body":"Yeah. So my name is Tracy Rees"},{"startTime":147.11,"endTime":150.669,"body":"and I am the associate registrar for student systems and"},{"startTime":150.679,"endTime":155.66,"body":"information services at the University of Pennsylvania located in Philadelphia."},{"startTime":155.83,"endTime":160.52,"body":"We are comprised of four undergraduate schools and 12 graduate and professional"},{"startTime":160.529,"endTime":165.179,"body":"schools and have a total student population of just over 28,000."},{"startTime":165.729,"endTime":170.46,"body":"In the registrar's office. We have about 18 staff members"},{"startTime":171.0,"endTime":171.449,"body":"right on."},{"startTime":171.57,"endTime":174.32,"body":"And formerly Tracy, where did you work?"},{"startTime":174.789,"endTime":177.08,"body":"I worked with you, Doug George Mason."},{"startTime":177.479,"endTime":177.49,"body":"I"},{"startTime":177.74,"endTime":178.289,"body":"miss you."},{"startTime":179.289,"endTime":181.119,"body":"I miss you too. It's great to have you back."},{"startTime":181.559,"endTime":182.289,"body":"Nick."},{"startTime":182.399,"endTime":186.63,"body":"Hi, I'm Nick. I'm the university registrar at Seton Hill University."},{"startTime":186.639,"endTime":189.0,"body":"Not to be confused with Seton Hall. University."},{"startTime":189.3,"endTime":192.22,"body":"Seaton Hill is located in Greensburg, Pennsylvania."},{"startTime":192.229,"endTime":194.44,"body":"It's about 35 miles east of Pittsburgh."},{"startTime":194.589,"endTime":198.88,"body":"We have five schools a little over 80 undergraduate programs."},{"startTime":198.889,"endTime":200.86,"body":"We have some graduate programs as well."},{"startTime":200.869,"endTime":205.419,"body":"We're very excited to have just graduated our first class of doctoral students"},{"startTime":205.429,"endTime":208.544,"body":"in the DPT program just a about a week and a half ago."},{"startTime":208.554,"endTime":212.554,"body":"So that's really exciting enrollment here is about 1900"},{"startTime":212.565,"endTime":215.145,"body":"in the registrar's office here at Seton Hill."},{"startTime":215.154,"endTime":218.675,"body":"-- There are currently 2.5 of us."},{"startTime":215.154,"endTime":218.675,"body":"-- Big time."},{"startTime":218.684,"endTime":222.345,"body":"That's going to be a different approach to the production calendar"},{"startTime":222.494,"endTime":225.445,"body":"-- than a larger team and"},{"startTime":222.494,"endTime":225.445,"body":"-- staff. Yes,"},{"startTime":226.164,"endTime":227.414,"body":"-- Amber,"},{"startTime":226.164,"endTime":227.414,"body":"-- thanks Doug."},{"startTime":227.649,"endTime":228.82,"body":"Hi, I'm Amber"},{"startTime":229.07,"endTime":229.21,"body":"Salati."},{"startTime":229.22,"endTime":232.589,"body":"I'm the Deputy Registrar and director of the Office of"},{"startTime":232.6,"endTime":236.11,"body":"the Registrar at the University of Minnesota Twin Cities campus."},{"startTime":236.369,"endTime":238.649,"body":"We're the State's land grant institution and"},{"startTime":238.66,"endTime":243.289,"body":"we serve undergraduate graduate and professional career students"},{"startTime":243.5,"endTime":246.369,"body":"within the University of Minnesota System."},{"startTime":246.38,"endTime":250.55,"body":"We have five campuses located in Crookston, Duluth,"},{"startTime":250.559,"endTime":254.139,"body":"Morris Rochester and the Twin Cities, which is where I'm located."},{"startTime":254.529,"endTime":260.01,"body":"The office of the registrar is housed in our larger umbrella organization,"},{"startTime":260.019,"endTime":261.82,"body":"academic support resources"},{"startTime":262.04,"endTime":265.609,"body":"and that also houses our Office of Student Finance"},{"startTime":265.739,"endTime":267.47,"body":"Office of Classroom management."},{"startTime":267.66,"endTime":269.609,"body":"One stop student services,"},{"startTime":269.619,"endTime":274.75,"body":"a dedicated team of it professionals that support our er P peoplesoft"},{"startTime":274.92,"endTime":279.119,"body":"and Office of uh operations and strategic initiatives"},{"startTime":279.5,"endTime":281.309,"body":"within academic support"},{"startTime":281.41,"endTime":281.98,"body":"resources."},{"startTime":281.989,"endTime":286.589,"body":"We have a little over 200 staff within the office of the Registrar directly."},{"startTime":286.6,"endTime":295.19,"body":"We have about 33 staff are total population for students is about 52,000."},{"startTime":295.2,"endTime":300.35,"body":"So we do have a relatively large and robust student body that we are"},{"startTime":300.589,"endTime":303.48,"body":"supporting within the office of the Registrar."},{"startTime":303.67,"endTime":308.119,"body":"We have teams that support our degree, audit services transfer value"},{"startTime":308.64,"endTime":313.869,"body":"system, data quality, ad hoc reporting, non credit registration,"},{"startTime":313.88,"endTime":317.269,"body":"athletic certification, residency, reciprocity"},{"startTime":317.429,"endTime":318.97,"body":"records and enrollment."},{"startTime":318.98,"endTime":321.109,"body":"And then within my role in particular,"},{"startTime":321.119,"endTime":324.619,"body":"I serve as the campus registrar for the Twin Cities campus"},{"startTime":324.929,"endTime":327.619,"body":"and also serve as the student records,"},{"startTime":327.63,"endTime":332.92,"body":"data custodian and policy contact for a number of institutional policies."},{"startTime":333.119,"endTime":335.109,"body":"-- Right"},{"startTime":333.119,"endTime":335.109,"body":"-- on. That's a big operation."},{"startTime":335.41,"endTime":336.39,"body":"Alyssa. What about you?"},{"startTime":336.739,"endTime":341.2,"body":"I'm the registrar services coordinator at the University of Iowa,"},{"startTime":341.209,"endTime":343.279,"body":"located in Iowa City."},{"startTime":343.29,"endTime":347.929,"body":"Uh We are one of the top public research institutions in the nation"},{"startTime":348.23,"endTime":349.809,"body":"and we offer a world"},{"startTime":349.95,"endTime":356.0,"body":"class education in over 200 areas of study to more than 31,000 students."},{"startTime":356.38,"endTime":360.399,"body":"We operate on a semester based academic calendar which helps us structure"},{"startTime":360.41,"endTime":364.519,"body":"a diverse academic journey uh of our students in my role,"},{"startTime":364.744,"endTime":366.725,"body":"particular I work on our student"},{"startTime":366.734,"endTime":370.334,"body":"records and systems team overseeing great administration"},{"startTime":370.725,"endTime":373.445,"body":"and our academic standing"},{"startTime":373.565,"endTime":375.454,"body":"and GPA calculations."},{"startTime":375.565,"endTime":380.625,"body":"I also am involved with our system access for our homegrown student"},{"startTime":380.635,"endTime":386.135,"body":"-- information system called Maui as the data steward for academic"},{"startTime":380.635,"endTime":386.135,"body":"-- records."},{"startTime":386.144,"endTime":387.864,"body":"Fantastic. Thanks for being here"},{"startTime":388.035,"endTime":392.644,"body":"and thank you. All we have a lot to talk about. So let's jump in Tracy."},{"startTime":392.94,"endTime":395.359,"body":"What is a production calendar?"},{"startTime":395.88,"endTime":397.359,"body":"Sure. Sure."},{"startTime":397.5,"endTime":400.209,"body":"So production calendar is really an artifact"},{"startTime":400.42,"endTime":404.549,"body":"that is used to support the events that take place"},{"startTime":404.899,"endTime":406.279,"body":"on the academic calendar."},{"startTime":406.39,"endTime":411.079,"body":"So your academic calendar supports your university on a term by term basis."},{"startTime":411.089,"endTime":413.51,"body":"But the the the production calendar is really"},{"startTime":413.519,"endTime":416.04,"body":"the task and events that are associated with really"},{"startTime":416.049,"endTime":418.82,"body":"making that work happen behind the scenes to"},{"startTime":418.829,"endTime":421.779,"body":"ensure that everything is successful for both your students"},{"startTime":421.929,"endTime":423.049,"body":"and your faculty."},{"startTime":423.279,"endTime":423.82,"body":"Awesome."},{"startTime":424.429,"endTime":429.649,"body":"I gave a presentation on this topic at the Acro conference and I used"},{"startTime":430.1,"endTime":431.82,"body":"Tetris as a metaphor."},{"startTime":432.049,"endTime":436.2,"body":"I feel like most people know about Tetris and understand how the game is played."},{"startTime":436.26,"endTime":439.579,"body":"If you think about Tetris and how to play the blocks coming at,"},{"startTime":439.589,"endTime":443.75,"body":"you are like your work tasks and the different jobs that you have to perform."},{"startTime":444.179,"endTime":448.25,"body":"And a production calendar is like a way to plan for those blocks in advance."},{"startTime":448.26,"endTime":449.959,"body":"So you can see the path"},{"startTime":450.279,"endTime":451.45,"body":"that's laid out ahead,"},{"startTime":451.589,"endTime":453.059,"body":"you know, which blocks are coming"},{"startTime":453.35,"endTime":456.7,"body":"and the production calendar is the tool that helps you fit them"},{"startTime":456.709,"endTime":460.0,"body":"into all the right places at the right time so that things don't"},{"startTime":460.119,"endTime":462.809,"body":"become jumbled up and turned into a traffic jam."},{"startTime":463.29,"endTime":464.17,"body":"I know I love it."},{"startTime":464.51,"endTime":468.94,"body":"Amber, if you had to describe a production calendar in an elevator to someone,"},{"startTime":469.14,"endTime":473.589,"body":"-- I"},{"startTime":469.14,"endTime":473.589,"body":"-- would describe our production calendar is a bit of the central nervous system"},{"startTime":473.6,"endTime":477.959,"body":"of all of where all of those pieces are coming together is similar to what"},{"startTime":478.25,"endTime":483.16,"body":"uh Nick was sharing of the the pieces that are keeping"},{"startTime":483.17,"endTime":486.39,"body":"us on track with the work that needs to be done."},{"startTime":486.399,"endTime":490.269,"body":"The place where we are documenting the recurring events,"},{"startTime":490.44,"endTime":492.049,"body":"the dependent events,"},{"startTime":492.059,"endTime":498.519,"body":"we use our production calendar primarily for our scheduled batch jobs."},{"startTime":498.529,"endTime":498.739,"body":"Our"},{"startTime":498.839,"endTime":499.07,"body":"product"},{"startTime":499.524,"endTime":505.695,"body":"is that are running as things on schedule and a place for"},{"startTime":505.704,"endTime":509.255,"body":"individuals to be made aware of the events that are taking place,"},{"startTime":509.265,"endTime":511.404,"body":"who is responsible the timing"},{"startTime":511.505,"endTime":514.974,"body":"and any dependencies associated with those events?"},{"startTime":515.224,"endTime":518.354,"body":"Alyssa, how would you describe a production calendar"},{"startTime":518.554,"endTime":519.933,"body":"to someone in an elevator?"},{"startTime":520.28,"endTime":525.739,"body":"A production calendar is a shared document that various teams can contribute to."},{"startTime":525.75,"endTime":528.799,"body":"We all manage our own timelines deadlines"},{"startTime":528.989,"endTime":532.26,"body":"but they all sync together in our operational rhythm."},{"startTime":532.4,"endTime":536.07,"body":"So we come together as a larger group to discuss the impact our"},{"startTime":536.08,"endTime":541.809,"body":"deadlines have on each other and to um maintain transparency across the office"},{"startTime":542.01,"endTime":544.76,"body":"and keep us on track. As Amber said,"},{"startTime":545.01,"endTime":547.729,"body":"-- I"},{"startTime":545.01,"endTime":547.729,"body":"-- I think the shared document aspect of this is so"},{"startTime":548.219,"endTime":551.289,"body":"because one of the things that a production calendar"},{"startTime":551.46,"endTime":554.01,"body":"can and should do is sort of surface"},{"startTime":554.28,"endTime":559.059,"body":"the work that's being done across teams and across the office so that"},{"startTime":559.169,"endTime":562.929,"body":"people don't get stepped on with one thing because they"},{"startTime":562.94,"endTime":566.849,"body":"didn't know that another team was doing a particular thing"},{"startTime":567.09,"endTime":569.989,"body":"before we dive into sort of more details about what"},{"startTime":570.0,"endTime":573.96,"body":"is in or what you include in your production calendar"},{"startTime":574.14,"endTime":579.229,"body":"and then we'll tell some stories about how our production calendars came to be."},{"startTime":579.58,"endTime":582.039,"body":"What is the relationship between the"},{"startTime":582.049,"endTime":585.2,"body":"production calendar with the academic calendar?"},{"startTime":585.549,"endTime":590.19,"body":"So, Tracy, I think you hit on this a little bit with your introduction of"},{"startTime":590.419,"endTime":593.989,"body":"the the academic calendar being the the way in which"},{"startTime":594.0,"endTime":599.07,"body":"the university kind of rhythm is flowing throughout the academic year"},{"startTime":599.21,"endTime":602.94,"body":"and the production calendar being that place that is"},{"startTime":603.51,"endTime":609.2,"body":"identifying and defining the particular tasks, events, processes, jobs,"},{"startTime":609.21,"endTime":610.01,"body":"what have you"},{"startTime":610.15,"endTime":613.489,"body":"that are being keyed off of those specific"},{"startTime":613.5,"endTime":616.369,"body":"things that are happening throughout that academic year?"},{"startTime":616.729,"endTime":618.369,"body":"Yeah, I absolutely agree."},{"startTime":618.38,"endTime":621.169,"body":"I think that having a refined production calor"},{"startTime":621.179,"endTime":624.489,"body":"really helps ensure that your academic calendar goes off"},{"startTime":624.619,"endTime":626.369,"body":"with success each term."},{"startTime":626.64,"endTime":626.859,"body":"Yeah."},{"startTime":626.869,"endTime":630.07,"body":"Part of my presentation at Acro was giving some people"},{"startTime":630.08,"endTime":633.719,"body":"tips and tricks for developing their very first production calendar."},{"startTime":634.349,"endTime":635.01,"body":"And"},{"startTime":635.14,"endTime":637.869,"body":"the advice that I gave was start with your academic"},{"startTime":637.88,"endTime":640.59,"body":"calendar because you don't want to re invent the wheel,"},{"startTime":640.599,"endTime":642.13,"body":"the dates are already out there."},{"startTime":642.14,"endTime":645.57,"body":"You have everything kind of in sequential order already. So"},{"startTime":645.7,"endTime":648.849,"body":"the academic calendar really should be the starting point"},{"startTime":648.979,"endTime":651.409,"body":"when you think about putting a production calendar together."},{"startTime":651.559,"endTime":651.609,"body":"Yeah,"},{"startTime":651.619,"endTime":658.059,"body":"and so much of our work is cyclical and so you get a template of here's the calendar,"},{"startTime":658.07,"endTime":659.28,"body":"here's the flow."},{"startTime":659.489,"endTime":664.909,"body":"And I like in a production calendar to the academic calendar in this way where"},{"startTime":665.07,"endTime":669.27,"body":"you know that Thanksgiving is coming up and maybe on your academic calendar,"},{"startTime":669.28,"endTime":674.659,"body":"you've got the break noted as Thanksgiving Day and maybe you get the Friday off."},{"startTime":674.669,"endTime":675.349,"body":"If you're lucky"},{"startTime":675.669,"endTime":678.049,"body":"on a production calendar,"},{"startTime":678.349,"endTime":683.599,"body":"you would track back to see how many people are coming for Thanksgiving dinner."},{"startTime":683.869,"endTime":687.63,"body":"You would track back to see how big of a turkey you need to purchase."},{"startTime":687.64,"endTime":690.4,"body":"And then if you get it on sale a month"},{"startTime":690.409,"endTime":693.33,"body":"before you're probably storing that turkey in the freezer."},{"startTime":693.34,"endTime":698.01,"body":"But then you have to know how far in advance to take the turkey out of the freezer"},{"startTime":698.403,"endTime":701.442,"body":"in order to have it thawed in order to cook it"},{"startTime":701.593,"endTime":707.163,"body":"so that you can serve it at Thanksgiving. And so the production calendar in my brain"},{"startTime":707.362,"endTime":710.713,"body":"are all of those steps about related to the turkey"},{"startTime":710.862,"endTime":714.603,"body":"before the dinner service actually happens."},{"startTime":714.783,"endTime":717.043,"body":"And so like here's the date when you have to take the"},{"startTime":717.052,"endTime":720.533,"body":"turkey from the freezer to the refrigerator because it's X number of pounds"},{"startTime":720.705,"endTime":724.036,"body":"and it takes a wide number of days to thought or I don't know,"},{"startTime":724.046,"endTime":726.476,"body":"there's a Butterball hotline call that,"},{"startTime":726.676,"endTime":729.565,"body":"but that's how I think of the production calendar."},{"startTime":729.575,"endTime":735.755,"body":"So all of the little stuff that has to happen before the thing can happen."},{"startTime":735.815,"endTime":739.416,"body":"And so let's talk about experiences with production calendars and Nick,"},{"startTime":739.426,"endTime":740.536,"body":"I'm going to go to you because"},{"startTime":740.645,"endTime":742.995,"body":"first I went to your presentation, it was great"},{"startTime":743.299,"endTime":745.719,"body":"and you told a fun story about"},{"startTime":745.88,"endTime":747.77,"body":"being handed a list."},{"startTime":747.969,"endTime":751.27,"body":"And like that was your first experience of a production calendar."},{"startTime":751.28,"endTime":752.4,"body":"So, tell us more about that."},{"startTime":752.409,"endTime":755.559,"body":"What was that first go around of like, oh,"},{"startTime":755.57,"endTime":758.95,"body":"this is a thing that I probably need to be putting together."},{"startTime":759.21,"endTime":759.979,"body":"Yeah, thanks Doug."},{"startTime":760.104,"endTime":765.955,"body":"So my first foray into registrar work, I was hired to be the registrar at a,"},{"startTime":765.965,"endTime":768.645,"body":"a very small seminary in Ohio."},{"startTime":768.895,"endTime":771.984,"body":"And I took over for somebody who had been in the role"},{"startTime":771.994,"endTime":776.784,"body":"for decades and did not document very much distrusted the computer."},{"startTime":777.099,"endTime":779.76,"body":"And so the institution"},{"startTime":780.099,"endTime":783.599,"body":"hired me in to kind of rebuild the office from the ground up."},{"startTime":783.609,"endTime":787.359,"body":"So it was very much a a learn as I go experience for me."},{"startTime":787.5,"endTime":790.969,"body":"And fortunately, I had a lot of support within the institution,"},{"startTime":790.979,"endTime":794.309,"body":"people who had been there a long time and kind of helped me figure it out as I went."},{"startTime":794.729,"endTime":799.7,"body":"But at the end of that first cycle through the whole academic calendar, you know,"},{"startTime":799.71,"endTime":801.44,"body":"after I'd been there for about a year,"},{"startTime":801.78,"endTime":806.359,"body":"my dean came to me and said, now we've gone through all of this at least once."},{"startTime":806.369,"endTime":808.09,"body":"Some of the things we've gone through a couple of"},{"startTime":808.099,"endTime":810.88,"body":"times like registration or scheduling those kinds of things."},{"startTime":811.239,"endTime":814.9,"body":"But for the most part, everything has been gone through at least once."},{"startTime":814.969,"endTime":816.539,"body":"Let's write everything down"},{"startTime":816.739,"endTime":820.02,"body":"and think back over the past year, take all your notes,"},{"startTime":820.169,"endTime":824.719,"body":"write everything down so that we can be prepared for the upcoming year."},{"startTime":824.729,"endTime":826.859,"body":"What do we need to be thinking ahead to so we"},{"startTime":826.869,"endTime":830.229,"body":"can plan effectively and make sure that all the steps that"},{"startTime":830.39,"endTime":833.859,"body":"need to be carried out in the proper order are done correctly."},{"startTime":834.049,"endTime":836.969,"body":"So that was my first experience with a production calendar."},{"startTime":836.979,"endTime":838.859,"body":"I didn't know it was called that at the time."},{"startTime":839.109,"endTime":844.059,"body":"It was just our 12 month list of tasks and responsibilities I think was"},{"startTime":844.26,"endTime":848.729,"body":"the, the basically more or less the name of the file that, that we built based on that."},{"startTime":848.739,"endTime":849.14,"body":"So"},{"startTime":849.39,"endTime":853.169,"body":"yeah, the 12 month calendar or 12 month list or something like that."},{"startTime":853.179,"endTime":854.869,"body":"It was, it was designed to be,"},{"startTime":854.96,"endTime":858.26,"body":"this is everything that my office does over the course of"},{"startTime":858.27,"endTime":860.89,"body":"-- a year and it's"},{"startTime":858.27,"endTime":860.89,"body":"-- grown a bit since then and expanded."},{"startTime":860.9,"endTime":864.52,"body":"How has that process worked? What does that look like?"},{"startTime":864.869,"endTime":865.809,"body":"Yeah, quite a bit."},{"startTime":865.82,"endTime":870.33,"body":"So I've, I've now moved on to a couple of different institutions since that. But"},{"startTime":870.94,"endTime":875.26,"body":"there's this terminology in the project management space and I'll,"},{"startTime":875.27,"endTime":877.0,"body":"I'll refer to that a little bit because I'm"},{"startTime":877.01,"endTime":879.44,"body":"currently working on my MB A in project management."},{"startTime":879.659,"endTime":882.13,"body":"So there's some terminology in the project management"},{"startTime":882.14,"endTime":885.84,"body":"space that would call this process progressive elaboration."},{"startTime":886.21,"endTime":891.469,"body":"So you go through the process repeatedly and each time you go through it, you"},{"startTime":891.76,"endTime":894.929,"body":"clarify things, you make adjustments, little tweaks,"},{"startTime":894.94,"endTime":897.4,"body":"you add explanations or notes or"},{"startTime":897.619,"endTime":900.989,"body":"maybe this isn't in the right spot. It really should go over here."},{"startTime":901.27,"endTime":906.729,"body":"So over time, the more you go through this process, the clearer and more consistent,"},{"startTime":906.739,"endTime":909.169,"body":"the production calendar should be so that when you use it again,"},{"startTime":909.179,"endTime":911.25,"body":"next time it's better when you use it again."},{"startTime":911.26,"endTime":913.08,"body":"The next time after that, it's better still."},{"startTime":913.09,"endTime":915.63,"body":"And so you keep making improvements and enhancements"},{"startTime":915.82,"endTime":918.849,"body":"to build the best production calendar that you can for the,"},{"startTime":918.859,"endTime":920.57,"body":"the situation in which you find yourself,"},{"startTime":921.01,"endTime":923.25,"body":"Tracy, when you were at Mason,"},{"startTime":923.26,"endTime":928.09,"body":"I asked you to put together a production calendar for the office"},{"startTime":928.559,"endTime":929.19,"body":"and"},{"startTime":929.38,"endTime":932.929,"body":"we didn't have any budget to purchase a tool or anything."},{"startTime":932.94,"endTime":935.88,"body":"So tell me a little bit about the process that you used"},{"startTime":936.08,"endTime":940.989,"body":"to explore sort of tools that we had on hand and how you went about"},{"startTime":941.25,"endTime":942.299,"body":"constructing"},{"startTime":942.4,"endTime":943.849,"body":"the production calendar at Mason."},{"startTime":944.03,"endTime":945.27,"body":"-- Sure."},{"startTime":944.03,"endTime":945.27,"body":"-- Sure."},{"startTime":945.419,"endTime":945.869,"body":"So,"},{"startTime":946.02,"endTime":946.419,"body":"right."},{"startTime":946.539,"endTime":948.289,"body":"So there was no budget. But"},{"startTime":948.429,"endTime":951.539,"body":"at that point in time after COVID,"},{"startTime":951.679,"endTime":956.119,"body":"um the our, at the time had had gotten quite familiar with using teams"},{"startTime":956.229,"endTime":958.299,"body":"to collaborate. And so"},{"startTime":958.5,"endTime":962.51,"body":"I investigated using sharepoint that we already had available to us."},{"startTime":962.52,"endTime":963.669,"body":"That was no cost"},{"startTime":963.809,"endTime":965.13,"body":"to convert,"},{"startTime":965.14,"endTime":970.609,"body":"what was a Excel over to a sharepoint calendar that we were"},{"startTime":970.619,"endTime":974.4,"body":"able to share across all of the teams in the office."},{"startTime":974.64,"endTime":977.89,"body":"And it was quite fun because Nick, you touched on,"},{"startTime":977.9,"endTime":982.25,"body":"I'm gonna mess up the term that you use, but I would call what you were describing"},{"startTime":982.479,"endTime":985.09,"body":"continuous improvement where we,"},{"startTime":985.309,"endTime":988.03,"body":"we started with something we crafted,"},{"startTime":988.039,"endTime":991.14,"body":"we drafted the calendar and then we created a"},{"startTime":991.15,"endTime":994.599,"body":"template where everyone could add in their events."},{"startTime":994.75,"endTime":998.78,"body":"But the key for us in getting everyone to buy into."},{"startTime":998.789,"endTime":1001.14,"body":"This was really starting small, right?"},{"startTime":1001.239,"endTime":1005.19,"body":"I think there can be a bit of uneasiness when you,"},{"startTime":1005.2,"endTime":1009.19,"body":"when you're introducing another new thing to a team who might already be building,"},{"startTime":1009.27,"endTime":1011.03,"body":"you know, working on several projects."},{"startTime":1011.099,"endTime":1015.849,"body":"So for us at Mason, when we were rolling that out to the team,"},{"startTime":1015.859,"endTime":1018.71,"body":"it was really critical for us to just start with what we had"},{"startTime":1019.08,"endTime":1023.679,"body":"and then we built on it over time and that ended up working out pretty well."},{"startTime":1023.69,"endTime":1026.069,"body":"I think we built on it over time where we"},{"startTime":1026.079,"endTime":1031.65,"body":"ended up adding tags for different events or different processes or"},{"startTime":1031.88,"endTime":1034.969,"body":"communications that were scheduled and"},{"startTime":1035.18,"endTime":1035.92,"body":"clearly"},{"startTime":1036.43,"endTime":1036.92,"body":"and color."},{"startTime":1037.31,"endTime":1038.26,"body":"The color coding,"},{"startTime":1038.31,"endTime":1042.04,"body":"we were able to identify both primary and backups for"},{"startTime":1042.05,"endTime":1046.02,"body":"each event which was critical to continuity of operations."},{"startTime":1046.03,"endTime":1050.239,"body":"The color coding I always laugh about because when we were rolling that out,"},{"startTime":1050.359,"endTime":1053.619,"body":"there were only a certain number of colors we could share"},{"startTime":1053.8,"endTime":1057.699,"body":"and someone ended up with brown and I don't think they were happy, but"},{"startTime":1057.81,"endTime":1061.26,"body":"I'm hoping that the color list has expanded since then."},{"startTime":1061.829,"endTime":1063.01,"body":"So great."},{"startTime":1063.319,"endTime":1067.089,"body":"And that is one thing we'll talk about your experiences at U Penn too. But"},{"startTime":1067.26,"endTime":1071.219,"body":"for the production calendar in the registrar's office at Mason,"},{"startTime":1071.229,"endTime":1073.199,"body":"it has really expanded"},{"startTime":1073.5,"endTime":1076.79,"body":"and there's a form and you identify as Tracy said,"},{"startTime":1076.8,"endTime":1080.069,"body":"the people who are associated with it, the teams that are associated with it."},{"startTime":1080.26,"endTime":1083.9,"body":"And then we're going to talk about documentation in a couple of minutes as well."},{"startTime":1084.0,"endTime":1089.05,"body":"And how we link the production calendar to the documentation for the task. So"},{"startTime":1089.209,"endTime":1091.28,"body":"we'll talk through some of those things"},{"startTime":1091.53,"endTime":1092.64,"body":"Amber Alyssa."},{"startTime":1092.65,"endTime":1095.65,"body":"Do you want to talk about the impetus for"},{"startTime":1095.66,"endTime":1099.64,"body":"or the origin story of your production calendars?"},{"startTime":1100.109,"endTime":1105.449,"body":"I don't know that I know the full origin story of our production calendar though."},{"startTime":1105.459,"endTime":1108.349,"body":"I do wish we had some color coding because I think that would"},{"startTime":1108.359,"endTime":1113.069,"body":"be very helpful with a number of things that we are maintaining."},{"startTime":1113.26,"endTime":1115.15,"body":"I mentioned in my intro that we have"},{"startTime":1115.16,"endTime":1118.849,"body":"five campuses within the University of Minnesota system."},{"startTime":1119.06,"endTime":1123.77,"body":"And our it unit within an academic support resources,"},{"startTime":1123.78,"endTime":1126.25,"body":"manages our production calendar"},{"startTime":1126.449,"endTime":1128.05,"body":"and they manage that for all five"},{"startTime":1128.155,"endTime":1128.984,"body":"campuses."},{"startTime":1129.214,"endTime":1135.055,"body":"So we have five different academic calendars that we're managing because"},{"startTime":1135.064,"endTime":1137.954,"body":"all of our campuses are on a different academic calendar."},{"startTime":1138.255,"endTime":1142.185,"body":"The various undergraduate graduate professional"},{"startTime":1142.194,"endTime":1144.824,"body":"schools are on different calendars."},{"startTime":1144.834,"endTime":1146.505,"body":"So I'm not all because of course they are"},{"startTime":1146.935,"endTime":1148.535,"body":"because we're unique."},{"startTime":1148.704,"endTime":1149.994,"body":"Um So everyone,"},{"startTime":1150.005,"endTime":1155.974,"body":"everyone has a different start and times that I would say that having,"},{"startTime":1156.199,"endTime":1160.54,"body":"having some color coding would be beneficial in, in that space."},{"startTime":1160.739,"endTime":1164.77,"body":"But the production calendar itself is we're a Google school."},{"startTime":1164.78,"endTime":1167.109,"body":"So we manage it through Google calendar."},{"startTime":1167.27,"endTime":1170.42,"body":"And it's been a really effective tool to be able"},{"startTime":1170.43,"endTime":1175.339,"body":"to really get a lot of information into one place."},{"startTime":1175.39,"endTime":1178.369,"body":"We have our public facing calendars,"},{"startTime":1178.38,"endTime":1184.099,"body":"our academic calendar primarily that we are feeding to our one stop site through an A"},{"startTime":1184.525,"endTime":1184.814,"body":"I"},{"startTime":1184.925,"endTime":1187.704,"body":"and then we have other dates and deadlines that we manage."},{"startTime":1187.714,"endTime":1193.545,"body":"Some that are, are driven by dates that are in our term session tables in Peoplesoft,"},{"startTime":1193.625,"endTime":1197.015,"body":"some that are more arbitrary dates that were like"},{"startTime":1197.324,"endTime":1199.994,"body":"the end of the term. Is this the grading deadline?"},{"startTime":1200.005,"endTime":1203.704,"body":"Is this two weeks from that deadline is, you know, an event."},{"startTime":1203.925,"endTime":1204.625,"body":"So"},{"startTime":1204.755,"endTime":1207.885,"body":"having a number of different calendars that are being managed,"},{"startTime":1207.895,"endTime":1212.185,"body":"that production calendar is really critical to making sure that we"},{"startTime":1212.29,"endTime":1214.439,"body":"have the necessary transparency"},{"startTime":1214.64,"endTime":1219.069,"body":"that we are managing uh multiple campuses, multiple careers"},{"startTime":1219.199,"endTime":1220.949,"body":"and the various"},{"startTime":1221.069,"endTime":1224.8,"body":"tasks of processes that are associated with that."},{"startTime":1224.959,"endTime":1228.06,"body":"I believe though I cannot say with certainty"},{"startTime":1228.16,"endTime":1231.589,"body":"that the prior to being in Google calendar,"},{"startTime":1231.599,"endTime":1235.91,"body":"some of this was managed through the prior calendar system that"},{"startTime":1235.92,"endTime":1239.619,"body":"we had before Google and before that in the spreadsheet."},{"startTime":1239.63,"endTime":1240.189,"body":"And I think there's"},{"startTime":1240.334,"endTime":1240.594,"body":"that,"},{"startTime":1240.604,"endTime":1242.824,"body":"that's still being kind of maintained in a spreadsheet"},{"startTime":1242.834,"endTime":1245.994,"body":"before it makes its way into a Google calendar."},{"startTime":1246.234,"endTime":1248.594,"body":"But the other piece with that for us is we have"},{"startTime":1248.604,"endTime":1253.185,"body":"one person who is managing that calendar and it is an"},{"startTime":1253.364,"endTime":1255.954,"body":"overwhelming amount of work."},{"startTime":1256.084,"endTime":1259.474,"body":"But the Brenda shout out to Brenda,"},{"startTime":1259.484,"endTime":1263.015,"body":"she does an amazing job with our production calendar"},{"startTime":1263.125,"endTime":1265.755,"body":"-- and keeping everybody on on"},{"startTime":1263.125,"endTime":1265.755,"body":"-- task."},{"startTime":1266.084,"endTime":1268.055,"body":"Nice work, Brenda. She's the best,"},{"startTime":1270.199,"endTime":1271.42,"body":"Alyssa. What about you?"},{"startTime":1271.849,"endTime":1273.489,"body":"-- So,"},{"startTime":1271.849,"endTime":1273.489,"body":"-- at the University of Iowa,"},{"startTime":1273.5,"endTime":1278.89,"body":"our calendar is within our si S Maui and it was custom built for us."},{"startTime":1278.9,"endTime":1280.589,"body":"So we are very fortunate."},{"startTime":1280.859,"endTime":1284.459,"body":"It replicates year by year based on calculations that we've given."},{"startTime":1284.469,"endTime":1287.43,"body":"Now that varies based on board of regents, start"},{"startTime":1287.56,"endTime":1289.16,"body":"and dates, that sort of thing."},{"startTime":1289.609,"endTime":1290.819,"body":"But because we have,"},{"startTime":1290.829,"endTime":1293.569,"body":"we're very similar to Minnesota in that we have a lot"},{"startTime":1293.579,"endTime":1296.935,"body":"of different teams in our office that manage different processes."},{"startTime":1296.944,"endTime":1297.395,"body":"So"},{"startTime":1297.905,"endTime":1302.925,"body":"what our calendar does is allow us to tag by office,"},{"startTime":1303.165,"endTime":1304.435,"body":"then team"},{"startTime":1304.604,"endTime":1307.114,"body":"and then we have our individuals, they're not tagged in there,"},{"startTime":1307.125,"endTime":1309.474,"body":"but they know what pieces they manage."},{"startTime":1309.484,"endTime":1310.074,"body":"Additionally,"},{"startTime":1310.084,"endTime":1314.175,"body":"we have separate calendars for our professional colleges because"},{"startTime":1314.185,"endTime":1317.994,"body":"their dates don't always align with our standard population."},{"startTime":1318.064,"endTime":1320.314,"body":"But the way we manage this is we, we"},{"startTime":1320.489,"endTime":1322.199,"body":"after replication happens,"},{"startTime":1322.209,"endTime":1328.079,"body":"we jump into our calendar and we all have our own manual calculations and we verify"},{"startTime":1328.089,"endTime":1332.29,"body":"that they are correct and we mark it as reviewed and if everything looks great,"},{"startTime":1332.3,"endTime":1334.05,"body":"it's pushed out to the public eye."},{"startTime":1334.109,"endTime":1336.989,"body":"If it's meant to be seen by the public, if not,"},{"startTime":1337.0,"endTime":1341.0,"body":"if it's a batch process and something that runs behind the scenes,"},{"startTime":1341.01,"endTime":1345.449,"body":"it's just internal within our si S, it's not shared with everyone, but we"},{"startTime":1345.564,"endTime":1347.385,"body":"all can see that it's been reviewed,"},{"startTime":1347.395,"endTime":1352.505,"body":"looked over um and have confidence that it aligns with all of our other processes."},{"startTime":1352.755,"endTime":1353.185,"body":"Right on."},{"startTime":1353.265,"endTime":1354.984,"body":"I want to go back to something that you just said"},{"startTime":1354.994,"endTime":1358.984,"body":"about the calculations and say a little bit more about that because"},{"startTime":1359.175,"endTime":1363.344,"body":"one of the things that I want to stress in production calendar"},{"startTime":1363.464,"endTime":1370.574,"body":"and making them useful is not tying things to specific dates on the calendar, but"},{"startTime":1371.255,"endTime":1374.224,"body":"the production, the academic calendar floats."},{"startTime":1374.53,"endTime":1378.67,"body":"And so you want to make sure that your production calendar is responsive."},{"startTime":1378.68,"endTime":1384.589,"body":"So maybe talk a little bit more about what do you mean by calculations are done?"},{"startTime":1385.52,"endTime":1387.14,"body":"That's a great question."},{"startTime":1387.569,"endTime":1388.75,"body":"Within our manual."},{"startTime":1388.76,"endTime":1393.849,"body":"We have everything outlined by day, one of the semester or session."},{"startTime":1393.859,"endTime":1395.89,"body":"Day two, day, three, day four. So"},{"startTime":1396.15,"endTime":1396.16,"body":"I"},{"startTime":1396.38,"endTime":1399.06,"body":"it's all mapped out. We know exactly"},{"startTime":1399.27,"endTime":1401.069,"body":"what day falls where."},{"startTime":1401.079,"endTime":1403.05,"body":"So I might say I manage grades,"},{"startTime":1403.06,"endTime":1405.55,"body":"I might say uh grades are due within three"},{"startTime":1405.614,"endTime":1408.935,"body":"business days from the last day of final exams."},{"startTime":1409.135,"endTime":1410.875,"body":"So based on the calendar,"},{"startTime":1410.885,"endTime":1413.435,"body":"I can look at the final exam date that's calculated"},{"startTime":1413.444,"endTime":1417.515,"body":"by my friend Caroline Jens who manages our exams."},{"startTime":1417.525,"endTime":1418.974,"body":"I know she's looked at it"},{"startTime":1419.155,"endTime":1423.545,"body":"and I can jump right in and say, ok, based on what this is listed,"},{"startTime":1423.91,"endTime":1428.29,"body":"I know confidently that our grades are going to be due on this date."},{"startTime":1428.3,"endTime":1432.109,"body":"And I can make that calculation based on the rules within our manual."},{"startTime":1432.15,"endTime":1438.15,"body":"So it is flexible but also provides that consistency that's needed as time moves"},{"startTime":1438.16,"endTime":1441.329,"body":"on because we do have changes that come down from the board of Regents"},{"startTime":1441.619,"endTime":1446.209,"body":"-- as"},{"startTime":1441.619,"endTime":1446.209,"body":"-- much as I can stress not to tie things to a specific date."},{"startTime":1446.479,"endTime":1450.719,"body":"But in fact, to use the methodology that you are using Alyssa"},{"startTime":1450.989,"endTime":1453.849,"body":"to say it's X number of days in relation"},{"startTime":1453.859,"endTime":1456.729,"body":"to this other event that happens in the semester."},{"startTime":1456.829,"endTime":1461.199,"body":"It makes it more reusable, extensible, flexible, et cetera."},{"startTime":1461.579,"endTime":1461.959,"body":"Tracy."},{"startTime":1461.969,"endTime":1467.31,"body":"Before we move on, from beginnings with production calendars,"},{"startTime":1467.319,"endTime":1468.959,"body":"I want to give you an opportunity to talk"},{"startTime":1468.969,"endTime":1472.28,"body":"about anything that's happening in the production calendar space"},{"startTime":1472.619,"endTime":1473.4,"body":"at U Penn."},{"startTime":1474.469,"endTime":1476.359,"body":"I only asked you about the mason stuff"},{"startTime":1482.109,"endTime":1482.439,"body":"universe"},{"startTime":1483.0,"endTime":1484.56,"body":"at University of Pennsylvania."},{"startTime":1484.569,"endTime":1488.869,"body":"We actually use smart cheat for our production calendar and it's"},{"startTime":1489.03,"endTime":1490.689,"body":"quite neat because"},{"startTime":1490.88,"endTime":1496.42,"body":"right now the production calendar is comprised of all of the units within SRFS."},{"startTime":1496.43,"endTime":1497.089,"body":"So that's"},{"startTime":1497.29,"endTime":1501.67,"body":"the registrar's office, Financial Aid and also the university bursar."},{"startTime":1502.03,"endTime":1502.729,"body":"So"},{"startTime":1502.949,"endTime":1504.29,"body":"an even great"},{"startTime":1504.4,"endTime":1507.54,"body":"picture of what's happening and even"},{"startTime":1507.55,"endTime":1511.119,"body":"larger opportunity to collaborate across teams"},{"startTime":1511.349,"endTime":1516.119,"body":"to really see those like you were saying the bump up against other things,"},{"startTime":1516.229,"endTime":1518.319,"body":"that sort of thing. Our calendar"},{"startTime":1518.56,"endTime":1522.17,"body":"is is through smartsheet and we have the event and we have"},{"startTime":1522.18,"endTime":1525.739,"body":"the functional unit that is responsible for carrying out that event,"},{"startTime":1525.959,"endTime":1530.099,"body":"primary contact dates, such documentation."},{"startTime":1530.109,"endTime":1533.599,"body":"We also have some indicators that are really helpful."},{"startTime":1533.609,"endTime":1534.56,"body":"One,"},{"startTime":1534.589,"endTime":1538.619,"body":"we have an indicator for public or private and"},{"startTime":1538.63,"endTime":1542.449,"body":"that's really more for various views that we share within"},{"startTime":1542.609,"endTime":1545.53,"body":"the university, which is also helpful to share out"},{"startTime":1545.9,"endTime":1550.849,"body":"our catalog and curriculum team and scheduling team use subsets of the calendar to"},{"startTime":1550.859,"endTime":1553.77,"body":"help guide things like the scheduling cycle"},{"startTime":1553.78,"endTime":1557.53,"body":"or the uh the catalog publication cycle."},{"startTime":1557.579,"endTime":1561.839,"body":"Another indicator that we're using is a compliance indicator."},{"startTime":1561.849,"endTime":1563.8,"body":"So we can filter on all of the"},{"startTime":1564.319,"endTime":1568.569,"body":"compliancy type aspects that we're working on throughout the semester,"},{"startTime":1568.579,"endTime":1571.42,"body":"things like va 8515 reporting,"},{"startTime":1571.66,"endTime":1574.859,"body":"enrollment reporting submission schedules, things like that."},{"startTime":1574.869,"endTime":1578.54,"body":"So we can keep a pulse on all of those things. In addition"},{"startTime":1578.91,"endTime":1580.459,"body":"to the compliance indicator,"},{"startTime":1580.469,"endTime":1585.88,"body":"we are also rolling out um fostering that sense of continuous improvement."},{"startTime":1585.89,"endTime":1587.219,"body":"We're rolling out"},{"startTime":1587.5,"endTime":1589.729,"body":"uh with support from pennant operations,"},{"startTime":1589.739,"endTime":1592.959,"body":"which is another subset of the University of Pennsylvania"},{"startTime":1592.969,"endTime":1595.89,"body":"that really supports SRFS in all of our work."},{"startTime":1595.989,"endTime":1599.88,"body":"We're rolling out a form that will be triggered based on"},{"startTime":1599.89,"endTime":1604.219,"body":"the academic calendar to really sign off that something has been completed"},{"startTime":1604.5,"endTime":1605.79,"body":"and when it was completed,"},{"startTime":1605.8,"endTime":1609.849,"body":"so that we can go back when we're doing our weekly review and see,"},{"startTime":1609.859,"endTime":1611.959,"body":"do we need to tweak these dates in the future?"},{"startTime":1611.969,"endTime":1615.439,"body":"-- So lots of exciting work happening in that space."},{"startTime":1611.969,"endTime":1615.439,"body":"-- That's awesome."},{"startTime":1615.859,"endTime":1621.4,"body":"Nick. What kinds of things do you put on your production calendar? And then"},{"startTime":1621.599,"endTime":1626.16,"body":"what elements of those events do you include?"},{"startTime":1626.17,"endTime":1630.719,"body":"And are you currently tying things to existing documentation?"},{"startTime":1631.14,"endTime":1632.319,"body":"-- Yeah,"},{"startTime":1631.14,"endTime":1632.319,"body":"-- great question."},{"startTime":1632.56,"endTime":1636.14,"body":"I imagine that our production calendar at a very small institution"},{"startTime":1636.15,"endTime":1639.28,"body":"probably looks a lot different from one of a large institution,"},{"startTime":1639.29,"endTime":1641.54,"body":"but a lot of the building blocks are, are similar."},{"startTime":1642.209,"endTime":1647.15,"body":"So currently our production calendar operates in Excel."},{"startTime":1647.16,"endTime":1648.78,"body":"We're a Google school as well."},{"startTime":1648.79,"endTime":1652.859,"body":"So I've actually moved all of our Excel spreadsheets into a Google sheet"},{"startTime":1653.13,"endTime":1655.699,"body":"so that changes can be made and those changes"},{"startTime":1655.709,"endTime":1658.51,"body":"are reflected for everybody's version of it simultaneously."},{"startTime":1658.52,"endTime":1662.109,"body":"Rather than referring back to an old copy and wondering is this current or not?"},{"startTime":1662.38,"endTime":1667.739,"body":"So within that sheet, I'll just take a look at the particular area for registration,"},{"startTime":1667.75,"endTime":1668.479,"body":"for example."},{"startTime":1668.489,"endTime":1670.78,"body":"So this most recent registration cycle,"},{"startTime":1670.829,"endTime":1672.689,"body":"there's something in here that says send"},{"startTime":1672.699,"endTime":1674.76,"body":"letters to students who have a financial hold"},{"startTime":1675.13,"endTime":1678.55,"body":"to indicate you can't register. Registration starts soon."},{"startTime":1678.56,"endTime":1680.829,"body":"You need to resolve this hole before you can register."},{"startTime":1680.989,"endTime":1686.189,"body":"There's a line item for send email regarding advising and registration to faculty."},{"startTime":1686.199,"endTime":1689.709,"body":"There's one for creating and populating the"},{"startTime":1689.719,"endTime":1692.709,"body":"web groups for registration cohorts in freshman,"},{"startTime":1692.719,"endTime":1693.829,"body":"sophomore, junior senior,"},{"startTime":1694.119,"endTime":1697.095,"body":"there's one for posting this schedules of classes"},{"startTime":1697.105,"endTime":1699.385,"body":"on the website and the student portal."},{"startTime":1699.725,"endTime":1699.796,"body":"So those"},{"startTime":1700.406,"endTime":1700.546,"body":"kind of"},{"startTime":1701.056,"endTime":1701.426,"body":"go ahead."},{"startTime":1701.686,"endTime":1704.286,"body":"Are you when you have the line item there to"},{"startTime":1704.296,"endTime":1707.826,"body":"send the message to students about the financial hold?"},{"startTime":1708.186,"endTime":1711.985,"body":"Do you have a link to the text of the message or is"},{"startTime":1711.995,"endTime":1716.336,"body":"there a reference to the message that sent before so that you're not rec"},{"startTime":1716.602,"endTime":1718.281,"body":"creating the message every time?"},{"startTime":1718.291,"endTime":1723.932,"body":"-- Is that part of what your production calendar is and does?"},{"startTime":1718.291,"endTime":1723.932,"body":"-- Yeah, absolutely."},{"startTime":1723.942,"endTime":1727.251,"body":"So going, I was going down the rows and then if I go across the columns,"},{"startTime":1727.261,"endTime":1730.281,"body":"I can see when each of these tasks needs to be done."},{"startTime":1730.291,"endTime":1732.541,"body":"So like this one's beginning of March,"},{"startTime":1732.712,"endTime":1736.352,"body":"uh this one's after the midterm grades are due, this one's before spring break,"},{"startTime":1736.362,"endTime":1737.222,"body":"those kinds of things"},{"startTime":1737.56,"endTime":1742.319,"body":"and then further out in another column for each item there are notes that indicate"},{"startTime":1742.329,"endTime":1747.219,"body":"here's where this file is saved or here's where this process lives in the system"},{"startTime":1747.349,"endTime":1749.699,"body":"or here's a link to the documentation that,"},{"startTime":1749.709,"endTime":1752.859,"body":"that we've written to carry out this specific process."},{"startTime":1752.869,"endTime":1753.819,"body":"Fantastic."},{"startTime":1754.17,"endTime":1754.739,"body":"Thank you."},{"startTime":1754.849,"endTime":1757.119,"body":"Everybody's made reference to items that"},{"startTime":1757.13,"endTime":1760.02,"body":"they include on their production calendar."},{"startTime":1760.5,"endTime":1764.41,"body":"How do you decide what goes on the production calendar"},{"startTime":1764.609,"endTime":1766.3,"body":"and what doesn't?"},{"startTime":1766.579,"endTime":1769.479,"body":"And who decides at your institutions?"},{"startTime":1769.9,"endTime":1775.78,"body":"The space where we're at currently as far as what is included is a remnant of"},{"startTime":1775.93,"endTime":1780.01,"body":"what has been included from past times to current"},{"startTime":1780.209,"endTime":1786.64,"body":"and maybe not, not so much of that analysis of what should be included on there."},{"startTime":1786.65,"endTime":1788.209,"body":"So we, we have"},{"startTime":1788.439,"endTime":1792.989,"body":"kind of four different categories of things"},{"startTime":1793.109,"endTime":1796.204,"body":"that go on the production calendar. Is it a process?"},{"startTime":1796.454,"endTime":1798.135,"body":"Is it a scheduled job?"},{"startTime":1798.395,"endTime":1802.314,"body":"Is it a notification or a reminder to a subset of individuals to"},{"startTime":1802.324,"endTime":1806.055,"body":"let them know something is going to be kicked off or an event?"},{"startTime":1806.114,"endTime":1809.805,"body":"So a process being, for example,"},{"startTime":1810.244,"endTime":1814.454,"body":"our auto enroll from the waitlist is going to be starting"},{"startTime":1814.564,"endTime":1817.824,"body":"or a scheduled job like we're running the dean's list,"},{"startTime":1817.834,"endTime":1819.535,"body":"we're running academic standing,"},{"startTime":1819.9,"endTime":1825.64,"body":"an event could be marking the start or the end of a term or a session."},{"startTime":1826.13,"endTime":1833.52,"body":"And within those items, we generally designate the campus that it's"},{"startTime":1833.67,"endTime":1839.16,"body":"identified for. So TC for the Twin Cities campus DL for Duluth campus and so on."},{"startTime":1839.17,"endTime":1841.439,"body":"So we, when you're looking at the,"},{"startTime":1841.449,"endTime":1843.64,"body":"the Google calendar and all of the events and"},{"startTime":1843.65,"endTime":1846.119,"body":"things that are queued up for that particular day,"},{"startTime":1846.339,"endTime":1851.28,"body":"you can kind of associate what some of the items are and what they're related to."},{"startTime":1851.29,"endTime":1856.182,"body":"It does take some sleuthing if you have not used the production calendar before."},{"startTime":1856.363,"endTime":1858.583,"body":"Um, so that, that is one,"},{"startTime":1858.593,"endTime":1861.772,"body":"I guess tipper trick of know your audience and"},{"startTime":1861.782,"endTime":1863.963,"body":"who's going to be looking at that information."},{"startTime":1863.973,"endTime":1869.042,"body":"But within, within the item itself, there is a lot of that detail of what is this,"},{"startTime":1869.052,"endTime":1870.262,"body":"who is it for?"},{"startTime":1870.272,"endTime":1871.262,"body":"Who is the"},{"startTime":1871.542,"endTime":1876.843,"body":"contact if something is going bump in the night that you need to be reaching out to"},{"startTime":1877.003,"endTime":1880.495,"body":"and a lot of those kind of pertinent detail sales."},{"startTime":1880.755,"endTime":1881.475,"body":"So"},{"startTime":1881.586,"endTime":1887.485,"body":"that is, that's kind of the the inclusion of what we have on our production calendar."},{"startTime":1887.495,"endTime":1890.995,"body":"I think it could be more though. It's already a lot to look at."},{"startTime":1891.355,"endTime":1896.546,"body":"Yeah, I think one of the things that we struggled with as a team at Mason was"},{"startTime":1896.686,"endTime":1900.046,"body":"people immediately went 100% to the weeds"},{"startTime":1900.345,"endTime":1904.536,"body":"and some of that absolutely needs to go in the production calendar,"},{"startTime":1904.546,"endTime":1906.765,"body":"but not 100% of it."},{"startTime":1907.15,"endTime":1912.849,"body":"And so I guess I, I'm interested in finding that sweet spot where"},{"startTime":1913.25,"endTime":1915.569,"body":"you want to make sure that it's a meaningful"},{"startTime":1915.699,"endTime":1916.829,"body":"reminder,"},{"startTime":1917.01,"endTime":1920.15,"body":"but not an overwhelming amount of information."},{"startTime":1920.16,"endTime":1922.469,"body":"Nick, I think to a certain extent,"},{"startTime":1922.479,"endTime":1926.31,"body":"it depends on who the production calendar is really for."},{"startTime":1926.56,"endTime":1928.75,"body":"So I shared the example earlier that I"},{"startTime":1928.76,"endTime":1932.64,"body":"first built that 12 month list of responsibilities primarily"},{"startTime":1932.65,"endTime":1934.51,"body":"for myself and for my dean just to"},{"startTime":1934.52,"endTime":1936.92,"body":"keep ourselves accountable for this is what's coming,"},{"startTime":1936.93,"endTime":1939.479,"body":"here's what's next, here's what we need to be thinking about."},{"startTime":1939.79,"endTime":1944.729,"body":"So, in one sense, it was just kind of a reminder for myself as I approached,"},{"startTime":1944.739,"endTime":1947.989,"body":"sort of the end of my term at that particular institution."},{"startTime":1948.0,"endTime":1949.119,"body":"And I knew that I was going to be"},{"startTime":1949.13,"endTime":1951.92,"body":"moving on to something else that production calendar,"},{"startTime":1951.93,"endTime":1954.65,"body":"even though I didn't call it that at the time became much"},{"startTime":1954.66,"endTime":1958.05,"body":"more of a tool of educating the new person coming in."},{"startTime":1958.18,"endTime":1960.81,"body":"So this was about continuity of business process,"},{"startTime":1960.819,"endTime":1963.719,"body":"more than it was about just reminding myself what's coming."},{"startTime":1963.859,"endTime":1965.449,"body":"And so from that perspective,"},{"startTime":1965.459,"endTime":1967.819,"body":"the documentation behind the production calendar"},{"startTime":1967.829,"endTime":1969.209,"body":"became that much more important."},{"startTime":1969.516,"endTime":1972.546,"body":"And in fact, when I was preparing all my transition documents,"},{"startTime":1972.557,"endTime":1975.937,"body":"I used that production calendar as my starting point to determine."},{"startTime":1975.947,"endTime":1980.197,"body":"Here's all the documentation that I need to make sure is part of this manual or this"},{"startTime":1980.317,"endTime":1981.366,"body":"transition binder,"},{"startTime":1981.376,"endTime":1984.006,"body":"whatever I'm handing over to the next registrar to be able"},{"startTime":1984.016,"endTime":1986.427,"body":"to say this is what you need to be aware of."},{"startTime":1986.437,"endTime":1989.557,"body":"-- And here are all the steps to carry out everything that's in"},{"startTime":1986.437,"endTime":1989.557,"body":"-- here. I"},{"startTime":1989.737,"endTime":1991.587,"body":"I absolutely agree with you about it"},{"startTime":1991.597,"endTime":1994.156,"body":"serving as that documentation and really a reference"},{"startTime":1994.166,"endTime":1996.746,"body":"point for transitioning staff that may be"},{"startTime":1996.756,"endTime":1998.707,"body":"exiting or moving on to another opportunity,"},{"startTime":1998.933,"endTime":2003.443,"body":"but then also your new staff and really serving as an onboarding tool."},{"startTime":2003.764,"endTime":2007.624,"body":"But for us, I think we like to think about it in the context of"},{"startTime":2007.813,"endTime":2013.423,"body":"what would happen if this doesn't get done. Who doesn't impact? Is it one person?"},{"startTime":2013.453,"endTime":2017.833,"body":"Is it one school? Is it in an entire college?"},{"startTime":2017.864,"endTime":2022.024,"body":"Thinking about it through this, through that sort of lens of how impactful this is,"},{"startTime":2022.093,"endTime":2024.293,"body":"is really a great exercise for teams."},{"startTime":2024.303,"endTime":2028.043,"body":"Because I think as registrars, we often feel"},{"startTime":2028.281,"endTime":2030.09,"body":"little tunnel vision and what we're doing."},{"startTime":2030.1,"endTime":2033.61,"body":"And we, we get really focused on our specific task,"},{"startTime":2033.72,"endTime":2038.041,"body":"not necessarily realizing the impact it has on our students,"},{"startTime":2038.061,"endTime":2039.48,"body":"our faculty and our staff."},{"startTime":2039.49,"endTime":2042.6,"body":"And I think that thinking about it in that context and"},{"startTime":2042.61,"endTime":2045.89,"body":"going through that exercise with your teams can really help,"},{"startTime":2045.901,"endTime":2049.92,"body":"not only them understand how their, their work impacts others,"},{"startTime":2049.929,"endTime":2054.641,"body":"but really have a moment of like, wow, I, what I'm doing is important"},{"startTime":2054.821,"endTime":2057.659,"body":"and validate what they're doing for the institution."},{"startTime":2058.53,"endTime":2058.85,"body":"Alyssa,"},{"startTime":2059.159,"endTime":2062.37,"body":"I just want to talk a little bit about our regional organization."},{"startTime":2062.379,"endTime":2065.989,"body":"I know we're talking a lot about what we did at our institutions,"},{"startTime":2066.739,"endTime":2070.54,"body":"but I have the pleasure of putting together a production calendar for um"},{"startTime":2070.938,"endTime":2072.28,"body":"Maro the upper Midwest"},{"startTime":2072.418,"endTime":2072.909,"body":"Acro"},{"startTime":2073.379,"endTime":2079.54,"body":"and it was kind of an accident and it was because of the steps that Tracy talked about."},{"startTime":2079.55,"endTime":2083.27,"body":"We wanted to outline position descriptions for our leaders"},{"startTime":2083.629,"endTime":2088.08,"body":"and it all started with a survey. When are your busiest times of the year?"},{"startTime":2088.09,"endTime":2089.81,"body":"Uh What are your main task"},{"startTime":2090.3,"endTime":2092.168,"body":"or responsibilities."},{"startTime":2092.34,"endTime":2097.199,"body":"When do you try to get these jobs done? And it was all to be transparent"},{"startTime":2097.389,"endTime":2100.449,"body":"and let membership know what the responsibilities are."},{"startTime":2100.459,"endTime":2103.75,"body":"So they have more confidence, stepping into a leadership position"},{"startTime":2103.909,"endTime":2106.399,"body":"that maybe they didn't know a lot about before."},{"startTime":2106.669,"endTime":2109.909,"body":"So after gathering all of that information via surveys,"},{"startTime":2109.919,"endTime":2113.889,"body":"it was very easy to put it all together in individual descriptions"},{"startTime":2114.11,"endTime":2118.179,"body":"and task list for these committees that was then compiled and put together"},{"startTime":2118.189,"endTime":2120.689,"body":"for a larger production calendar that"},{"startTime":2120.699,"endTime":2123.29,"body":"supports the continuity of our organization,"},{"startTime":2123.3,"endTime":2124.449,"body":"but also supports"},{"startTime":2124.959,"endTime":2128.979,"body":"the president, the person who is leading all of this and orchestrating it"},{"startTime":2129.169,"endTime":2133.399,"body":"because that person might not have served in all these roles and understand"},{"startTime":2133.55,"endTime":2137.27,"body":"what the details are, the smaller sub tasks are."},{"startTime":2137.51,"endTime":2139.929,"body":"So it's been a really great process."},{"startTime":2139.939,"endTime":2144.26,"body":"And I think to what Nick said earlier, it's just continuous improvement."},{"startTime":2144.429,"endTime":2146.53,"body":"We started off, it's a living document."},{"startTime":2146.54,"endTime":2148.949,"body":"Everyone who serves in the chair role has"},{"startTime":2148.959,"endTime":2151.26,"body":"the opportunity to make adjustments and say,"},{"startTime":2151.27,"endTime":2151.77,"body":"you know,"},{"startTime":2152.09,"endTime":2156.969,"body":"I know this is listed as maybe we do this in the fall, but it seems really last minute,"},{"startTime":2156.979,"endTime":2158.87,"body":"let's push it up a bit more"},{"startTime":2159.02,"endTime":2160.55,"body":"and I think it will flow a lot better."},{"startTime":2160.56,"endTime":2163.55,"body":"So it's just that living document that everybody has gotten"},{"startTime":2163.56,"endTime":2167.439,"body":"together and collaborated on to make it super successful."},{"startTime":2167.62,"endTime":2168.239,"body":"I love that."},{"startTime":2168.25,"endTime":2172.12,"body":"And it's leveraging some of the strengths that registrars have"},{"startTime":2172.129,"endTime":2176.139,"body":"in particular in order to support our regional associations,"},{"startTime":2176.149,"endTime":2181.407,"body":"which in turn support registrars and the people who work in registrars offices."},{"startTime":2181.417,"endTime":2184.058,"body":"-- So I love that. Thank you for sharing that"},{"startTime":2181.417,"endTime":2184.058,"body":"-- Amber."},{"startTime":2184.068,"endTime":2189.137,"body":"I wanted to affirm what everyone's saying in that the"},{"startTime":2189.417,"endTime":2192.617,"body":"documentation of dependencies,"},{"startTime":2192.627,"endTime":2196.258,"body":"relational impacts all of that is so critical and"},{"startTime":2196.268,"endTime":2200.498,"body":"why a production calendar is so helpful and important."},{"startTime":2200.808,"endTime":2204.697,"body":"I know during the very early days of"},{"startTime":2204.708,"endTime":2208.937,"body":"the pandemic when we were changing our grading practices"},{"startTime":2209.696,"endTime":2212.565,"body":"and whatnot of having that production calendar"},{"startTime":2212.726,"endTime":2214.686,"body":"to look to, to know"},{"startTime":2214.815,"endTime":2217.325,"body":"if we're changing this one thing here,"},{"startTime":2217.335,"endTime":2222.355,"body":"what's going to be the chain of impact along the way towards the end of the term?"},{"startTime":2222.365,"endTime":2225.035,"body":"And what sort of documentation do we have so"},{"startTime":2225.045,"endTime":2228.045,"body":"that we can set ourselves up for success and"},{"startTime":2228.055,"endTime":2231.456,"body":"being able to make that one change and know"},{"startTime":2231.466,"endTime":2234.916,"body":"-- what those future impacts are going to be"},{"startTime":2231.466,"endTime":2234.916,"body":"-- co-signed."},{"startTime":2234.926,"endTime":2235.645,"body":"All of that."},{"startTime":2235.775,"endTime":2237.365,"body":"Let's talk about"},{"startTime":2237.535,"endTime":2242.434,"body":"what tips or tricks or recommendations do you have about"},{"startTime":2242.444,"endTime":2245.934,"body":"ways that you get your staff involved and engaged?"},{"startTime":2246.023,"endTime":2251.684,"body":"And then how do you make sure that your teams are using the production calendar?"},{"startTime":2251.694,"endTime":2254.114,"body":"Because it's one thing to have a production calendar,"},{"startTime":2254.204,"endTime":2257.704,"body":"but it's a totally different thing to use the production calendar."},{"startTime":2257.894,"endTime":2260.714,"body":"And so Nick, we're going to start with you"},{"startTime":2260.874,"endTime":2263.593,"body":"because you have the fewest people that need"},{"startTime":2263.724,"endTime":2264.753,"body":"coordinating,"},{"startTime":2264.894,"endTime":2271.412,"body":"but that doesn't make your task any less challenging. So if you have tips or tricks"},{"startTime":2271.572,"endTime":2273.501,"body":"and then how do you make sure that your"},{"startTime":2273.511,"endTime":2276.781,"body":"-- team is engaged and using the production"},{"startTime":2273.511,"endTime":2276.781,"body":"-- calendar."},{"startTime":2276.931,"endTime":2278.261,"body":"Yeah, you're absolutely right."},{"startTime":2278.271,"endTime":2279.612,"body":"I was just about to say, well,"},{"startTime":2279.622,"endTime":2282.031,"body":"it's probably easier for us because we're a smaller school."},{"startTime":2282.041,"endTime":2286.281,"body":"But no, it's really not. It's about the buy in, into the process."},{"startTime":2286.291,"endTime":2288.241,"body":"It's not about how many people or"},{"startTime":2288.451,"endTime":2291.602,"body":"how detailed or involved the production calendar is."},{"startTime":2291.612,"endTime":2294.941,"body":"It really is about the process and getting people on board with it."},{"startTime":2295.639,"endTime":2300.34,"body":"And I think one of the biggest and most helpful things that I've done so far is"},{"startTime":2300.35,"endTime":2302.719,"body":"as I said earlier to move this production"},{"startTime":2302.729,"endTime":2305.26,"body":"calendar that we have in our current institution from"},{"startTime":2305.409,"endTime":2307.54,"body":"Excel into Google sheets."},{"startTime":2307.55,"endTime":2311.459,"body":"So that any changes that get made are immediately reflected across"},{"startTime":2311.469,"endTime":2314.179,"body":"the the document for everybody to be able to see them."},{"startTime":2314.86,"endTime":2316.239,"body":"And then within that space,"},{"startTime":2316.25,"endTime":2319.479,"body":"we can also start linking to other things because now we're in"},{"startTime":2319.489,"endTime":2323.32,"body":"the cloud instead of being on a a locally saved file."},{"startTime":2323.899,"endTime":2329.62,"body":"And within Google cloud itself, I can start making documentation in Google Docs"},{"startTime":2329.77,"endTime":2333.08,"body":"or I can have a file saved in Google drive."},{"startTime":2333.26,"endTime":2335.31,"body":"And I can start linking all of those things"},{"startTime":2335.32,"endTime":2338.199,"body":"through hyperlinks within the cells in Google Sheets."},{"startTime":2338.54,"endTime":2344.25,"body":"And so that has reduced the barriers a lot for my staff so far to be able to,"},{"startTime":2344.27,"endTime":2346.399,"body":"to leverage this tool more effectively."},{"startTime":2346.729,"endTime":2347.919,"body":"It's still difficult."},{"startTime":2348.129,"endTime":2352.11,"body":"There's still the temptation to just respond to every fire"},{"startTime":2352.12,"endTime":2355.199,"body":"that comes in and because we're in a reactive state,"},{"startTime":2355.209,"endTime":2356.669,"body":"it feels like a lot of the time."},{"startTime":2356.879,"endTime":2361.199,"body":"-- That's, that's not unusual."},{"startTime":2356.879,"endTime":2361.199,"body":"-- Yeah, but the more we can"},{"startTime":2361.31,"endTime":2363.479,"body":"have that production calendar pulled up,"},{"startTime":2363.489,"endTime":2367.56,"body":"even if it's kind of off to the side on our desktop just having it there open"},{"startTime":2368.61,"endTime":2372.879,"body":"gets us thinking about this more regularly and more consistently and we can start"},{"startTime":2372.889,"endTime":2377.669,"body":"to start to get ourselves into a more proactive state instead of reactive."},{"startTime":2377.84,"endTime":2381.989,"body":"I agree with what Nick said, having everybody involved in the documentation,"},{"startTime":2382.0,"endTime":2383.989,"body":"making updates and sharing,"},{"startTime":2384.31,"endTime":2388.61,"body":"I really think part of the buy in is the shared accountability."},{"startTime":2388.739,"endTime":2394.879,"body":"So having it out there, everybody knows who owns which process or which deadline."},{"startTime":2395.55,"endTime":2397.969,"body":"But also if they're struggling,"},{"startTime":2397.979,"endTime":2401.52,"body":"maybe they're feeling more open or comfortable to say,"},{"startTime":2401.85,"endTime":2402.389,"body":"you know,"},{"startTime":2402.629,"endTime":2404.57,"body":"I think I want to make an adjustment to this,"},{"startTime":2404.58,"endTime":2407.57,"body":"but I'm not quite sure what are some of the other things going"},{"startTime":2407.58,"endTime":2410.929,"body":"on that I need to think about before I make this adjustment."},{"startTime":2411.08,"endTime":2413.189,"body":"That's a really interesting point."},{"startTime":2413.29,"endTime":2415.33,"body":"I like that a lot and I don't think"},{"startTime":2415.34,"endTime":2419.649,"body":"that's one that I've articulated explicitly to my teams."},{"startTime":2419.76,"endTime":2424.879,"body":"-- I, I like that a lot. So"},{"startTime":2419.76,"endTime":2424.879,"body":"-- I think that naturally comes in the process"},{"startTime":2425.129,"endTime":2429.05,"body":"and that's probably why it's harder to articulate because it just happens."},{"startTime":2429.06,"endTime":2433.08,"body":"I I think it maybe it's the culture of a production calendar."},{"startTime":2433.33,"endTime":2437.06,"body":"So I would just say the more buy in you get from people the"},{"startTime":2437.07,"endTime":2441.52,"body":"better and maybe just involving them from the beginning if you have the opportunity"},{"startTime":2441.83,"endTime":2443.639,"body":"is ideal. So,"},{"startTime":2444.429,"endTime":2446.729,"body":"so our production calendar"},{"startTime":2446.86,"endTime":2451.33,"body":"is primarily used by our it staff."},{"startTime":2451.59,"endTime":2455.889,"body":"There are individuals, you can add that Google calendar to uh you know,"},{"startTime":2455.899,"endTime":2457.389,"body":"your calendar views"},{"startTime":2457.58,"endTime":2461.25,"body":"and anyone can, well, I guess I shouldn't say anyone can get access to it."},{"startTime":2461.26,"endTime":2462.85,"body":"Those who have access can"},{"startTime":2462.959,"endTime":2466.1,"body":"access. But the calendar itself"},{"startTime":2466.27,"endTime":2467.669,"body":"is one that I would say is"},{"startTime":2467.679,"endTime":2472.11,"body":"not necessarily widely used across academic support resources"},{"startTime":2472.12,"endTime":2477.899,"body":"or within the office of the registrar outside of the individuals who need to know"},{"startTime":2478.06,"endTime":2481.419,"body":"and need to have access to that information."},{"startTime":2481.629,"endTime":2481.659,"body":"I"},{"startTime":2481.76,"endTime":2487.81,"body":"think it could be more widely used, but part of it is knowing the audience."},{"startTime":2487.82,"endTime":2492.06,"body":"And right now the way that the production calendar displays,"},{"startTime":2492.3,"endTime":2493.81,"body":"it's very technical."},{"startTime":2493.979,"endTime":2496.85,"body":"It has, you know, people soft job code names in them"},{"startTime":2497.199,"endTime":2501.77,"body":"that if you don't know what it means, you wouldn't necessarily be able to"},{"startTime":2501.909,"endTime":2504.62,"body":"infer directly what it is that you're looking at."},{"startTime":2504.909,"endTime":2506.77,"body":"-- So it's like a foreign language."},{"startTime":2504.909,"endTime":2506.77,"body":"-- It"},{"startTime":2507.03,"endTime":2507.25,"body":"is."},{"startTime":2507.6,"endTime":2511.836,"body":"And so there, there is part of that where I have mentioned before,"},{"startTime":2511.846,"endTime":2514.727,"body":"of having to kind of learn how to decipher what"},{"startTime":2514.737,"endTime":2517.366,"body":"it is that I'm looking for and looking at."},{"startTime":2517.566,"endTime":2519.497,"body":"So the getting,"},{"startTime":2519.507,"endTime":2525.687,"body":"getting buy in to the calendar would mean making some pretty big adjustments"},{"startTime":2525.886,"endTime":2530.836,"body":"to the way in which we are naming our calendar invites."},{"startTime":2530.846,"endTime":2534.356,"body":"The nomenclature is very it specific right now."},{"startTime":2534.727,"endTime":2536.836,"body":"Interesting, but that's working for you."},{"startTime":2537.283,"endTime":2537.543,"body":"Yeah,"},{"startTime":2537.553,"endTime":2541.704,"body":"I would say it's working for those individuals who need to"},{"startTime":2541.714,"endTime":2545.944,"body":"need to access the calendar for the very specific purpose of understanding"},{"startTime":2546.164,"endTime":2550.914,"body":"when is a job running, the events that we have on there for a term start and,"},{"startTime":2550.924,"endTime":2552.803,"body":"and we generally know those,"},{"startTime":2552.813,"endTime":2556.983,"body":"we have those published in our academic calendar that's on our one stop website."},{"startTime":2556.993,"endTime":2557.414,"body":"So"},{"startTime":2557.553,"endTime":2561.654,"body":"for me, it's, if I'm needing to look to see, ok,"},{"startTime":2561.664,"endTime":2563.823,"body":"when specifically are we running the dean's list?"},{"startTime":2563.833,"endTime":2565.063,"body":"Like I have a general understanding"},{"startTime":2565.341,"endTime":2568.581,"body":"of, you know, what's happening after grading deadlines and whatnot. But"},{"startTime":2568.74,"endTime":2571.611,"body":"um needing to know those specific dates and from"},{"startTime":2571.621,"endTime":2574.25,"body":"campus to campus when those processes are running,"},{"startTime":2574.361,"endTime":2578.49,"body":"I know what I'm looking for, but the anyone who is,"},{"startTime":2578.5,"endTime":2581.531,"body":"who is new to looking at that production calendar wouldn't"},{"startTime":2581.541,"endTime":2584.4,"body":"be able to necessarily pinpoint exactly what it is."},{"startTime":2584.65,"endTime":2588.97,"body":"They need to see without some pretty big adjustments to our naming conventions."},{"startTime":2589.061,"endTime":2589.611,"body":"Tracy,"},{"startTime":2589.621,"endTime":2592.371,"body":"how do you get your teams involved engaged and"},{"startTime":2592.381,"endTime":2595.077,"body":"make sure that they're using the production calendar?"},{"startTime":2595.087,"endTime":2595.818,"body":"Sure."},{"startTime":2595.968,"endTime":2601.518,"body":"So I would say, um try to eat the elephant one bite at a time."},{"startTime":2601.708,"endTime":2603.617,"body":"The work that we do is complex. It"},{"startTime":2603.837,"endTime":2607.667,"body":"can be quite overwhelming if you're looking at it all in one view."},{"startTime":2607.677,"endTime":2612.238,"body":"And like you were saying, it can be quite technical at sometimes as well."},{"startTime":2612.447,"endTime":2615.137,"body":"So I would say start with those high level,"},{"startTime":2615.157,"endTime":2617.827,"body":"high level events and then work your way down"},{"startTime":2618.087,"endTime":2622.864,"body":"and encourage your staff, whether it be assistant registrars or, you know,"},{"startTime":2622.875,"endTime":2626.774,"body":"maybe even all of your staff, encourage them and enable them"},{"startTime":2626.995,"endTime":2629.945,"body":"to enter their work on the production calendar."},{"startTime":2629.955,"endTime":2633.495,"body":"I find that that can be quite empowering for someone to say"},{"startTime":2633.504,"endTime":2637.364,"body":"this is what I'm doing and be able to speak to those,"},{"startTime":2637.375,"endTime":2639.685,"body":"to those events and to the work that they're doing."},{"startTime":2639.925,"endTime":2643.465,"body":"But also I think it's really important um if you're authoring"},{"startTime":2643.475,"endTime":2648.185,"body":"a production calendar to be able to embrace feedback and,"},{"startTime":2648.592,"endTime":2650.592,"body":"and really celebrate engagement."},{"startTime":2650.602,"endTime":2652.451,"body":"So if someone reaches out to you and they"},{"startTime":2652.461,"endTime":2654.481,"body":"say I'm really struggling with how to read this,"},{"startTime":2654.491,"endTime":2655.451,"body":"can you help me"},{"startTime":2655.652,"endTime":2660.572,"body":"make the time to do that? Because you're only going to improve the engagement and the"},{"startTime":2660.822,"endTime":2664.092,"body":"successful of your calendar and the work that you're"},{"startTime":2664.102,"endTime":2666.971,"body":"doing by making it more accessible to others."},{"startTime":2666.981,"endTime":2669.931,"body":"Um Some of us are more technical than others and that's wonderful."},{"startTime":2669.941,"endTime":2672.721,"body":"So share that with the staff and help"},{"startTime":2672.731,"endTime":2675.902,"body":"them engage with that production calendar even more,"},{"startTime":2676.162,"endTime":2676.291,"body":"right?"},{"startTime":2676.61,"endTime":2679.81,"body":"Especially for people who might be listening and thinking,"},{"startTime":2679.959,"endTime":2682.6,"body":"I don't have a production calendar. How do I even get started?"},{"startTime":2682.61,"endTime":2684.949,"body":"That was what my session at Acro was about. And"},{"startTime":2685.229,"endTime":2688.59,"body":"the first thing you can do is just define your contexts."},{"startTime":2688.6,"endTime":2690.28,"body":"Some other language around this might be like,"},{"startTime":2690.29,"endTime":2692.6,"body":"figure out what the buckets of work are."},{"startTime":2692.889,"endTime":2696.25,"body":"So you might have a bucket that's registration, you might have a bucket,"},{"startTime":2696.26,"endTime":2699.25,"body":"that's graduation, you might have one that's course scheduling."},{"startTime":2699.419,"endTime":2703.11,"body":"So start with that, just figure out the big picture things"},{"startTime":2703.459,"endTime":2706.1,"body":"and then start to add over time."},{"startTime":2706.11,"endTime":2710.28,"body":"What are the specific projects within each of those buckets, write those down."},{"startTime":2710.29,"endTime":2712.439,"body":"And then once you have the projects all written down,"},{"startTime":2712.449,"endTime":2714.439,"body":"then you can start writing down the,"},{"startTime":2714.449,"endTime":2718.719,"body":"the task list in order for each of those projects from start to finish."},{"startTime":2719.209,"endTime":2724.28,"body":"And would that be, uh, the one of the examples of progressive elaboration?"},{"startTime":2724.659,"endTime":2728.28,"body":"Yes, absolutely. Somebody at my session, I'm so glad they said this."},{"startTime":2728.58,"endTime":2733.439,"body":"You have to learn how to crawl before you can run a marathon. So start small,"},{"startTime":2733.55,"endTime":2737.6,"body":"but just get something started and then you can continue to build on it over time."},{"startTime":2737.949,"endTime":2738.6,"body":"Tracy"},{"startTime":2738.979,"endTime":2739.1,"body":"Nick,"},{"startTime":2739.239,"endTime":2742.52,"body":"that's what I was going to add to this. Really start with what you have."},{"startTime":2742.739,"endTime":2743.239,"body":"Um,"},{"startTime":2743.25,"endTime":2748.209,"body":"we've all been to conferences where we see fancy tools and some of us just"},{"startTime":2748.219,"endTime":2751.87,"body":"don't have the budget at our institution to be able to invest in those tools."},{"startTime":2751.879,"endTime":2754.199,"body":"So start with what you have. Maybe you have,"},{"startTime":2754.675,"endTime":2759.475,"body":"you know, a sharepoint calendar. You can, you can link into but also reach out."},{"startTime":2759.485,"endTime":2763.314,"body":"I think sometimes we think we don't have access to technology,"},{"startTime":2763.324,"endTime":2765.064,"body":"but we just need to ask."},{"startTime":2765.135,"endTime":2767.844,"body":"So reach out to your it service,"},{"startTime":2767.925,"endTime":2772.135,"body":"see what licenses they have available and see if you can connect into it,"},{"startTime":2772.145,"endTime":2775.094,"body":"even if it's just for a trial just to see if"},{"startTime":2775.104,"endTime":2778.104,"body":"it might be something that will work for your office."},{"startTime":2778.274,"endTime":2779.145,"body":"I think that's great."},{"startTime":2779.445,"endTime":2783.834,"body":"I do like the start small. I like to use what you have what's on hand."},{"startTime":2784.189,"endTime":2786.879,"body":"You don't need to go out and buy a brand"},{"startTime":2786.889,"endTime":2790.409,"body":"new shiny system to put a production calendar in place."},{"startTime":2790.479,"endTime":2793.58,"body":"But a production calendar is super critical in"},{"startTime":2793.59,"endTime":2797.28,"body":"whatever format you're able to put it into."},{"startTime":2797.29,"endTime":2798.25,"body":"At this point in time,"},{"startTime":2798.26,"endTime":2801.659,"body":"every cycle that you go through you should be reviewing what's on it?"},{"startTime":2801.669,"endTime":2803.939,"body":"Expanding, removing, adjusting,"},{"startTime":2804.139,"endTime":2807.07,"body":"as you said, it's progressive elaboration"},{"startTime":2807.35,"endTime":2809.36,"body":"and continuous improvement."},{"startTime":2810.51,"endTime":2814.629,"body":"Pithy answers for our closing question."},{"startTime":2814.659,"endTime":2818.489,"body":"What would your life be like without a production calendar?"},{"startTime":2818.5,"endTime":2821.01,"body":"-- Nick"},{"startTime":2818.5,"endTime":2821.01,"body":"-- chaotic, disorganized mess,"},{"startTime":2821.02,"endTime":2823.29,"body":"Tracy, serious chaos,"},{"startTime":2823.699,"endTime":2825.689,"body":"-- Amber,"},{"startTime":2823.699,"endTime":2825.689,"body":"-- uncontrolled chaos."},{"startTime":2827.909,"endTime":2830.77,"body":"-- Alyssa,"},{"startTime":2827.909,"endTime":2830.77,"body":"-- unpredictable and reactive,"},{"startTime":2830.909,"endTime":2832.729,"body":"unpredictable and reactive. I like it."},{"startTime":2833.459,"endTime":2835.959,"body":"So I thank you all for your time today."},{"startTime":2835.969,"endTime":2840.439,"body":"These tips tricks and information sharing about"},{"startTime":2840.57,"endTime":2842.55,"body":"your experiences with the production calendar."},{"startTime":2842.56,"endTime":2845.629,"body":"Recommendations for people on how to get the most"},{"startTime":2845.639,"endTime":2848.33,"body":"out of their production calendar is really valuable."},{"startTime":2848.449,"endTime":2850.52,"body":"And so thank you all for being here."},{"startTime":2851.01,"endTime":2851.11,"body":"Thank"},{"startTime":2851.27,"endTime":2851.29,"body":"you."},{"startTime":2853.37,"endTime":2853.889,"body":"Thank you Doug"},{"startTime":2856.149,"endTime":2861.409,"body":"having and using a production calendar can go a long way"},{"startTime":2861.419,"endTime":2865.35,"body":"to ensuring your team stays on top of all of the minutia"},{"startTime":2865.56,"endTime":2868.05,"body":"that we have to keep up with in a registrar's office."},{"startTime":2868.83,"endTime":2871.469,"body":"As our guests pointed out, it doesn't have to be fancy."},{"startTime":2871.479,"endTime":2873.639,"body":"It doesn't have to have a lot of whistles and bells,"},{"startTime":2873.85,"endTime":2875.59,"body":"but it has to be used."},{"startTime":2876.09,"endTime":2878.729,"body":"Anything you can do to encourage your team to"},{"startTime":2878.739,"endTime":2881.699,"body":"review the production calendar on a regular basis,"},{"startTime":2881.81,"endTime":2882.57,"body":"the better."},{"startTime":2883.01,"endTime":2886.979,"body":"Thank you again to Tracy Nick Amber and Alyssa for"},{"startTime":2886.989,"endTime":2890.439,"body":"sharing their insights and tips for how to get started."},{"startTime":2890.449,"endTime":2893.649,"body":"And how to improve your production calendars functionality."},{"startTime":2894.399,"endTime":2898.979,"body":"Thanks for listening, forward a link to this episode on to a friend or colleague,"},{"startTime":2898.989,"endTime":2902.54,"body":"especially one you think might benefit from having and using"},{"startTime":2902.739,"endTime":2906.3,"body":"a production calendar or improving the one they're already using."},{"startTime":2913.229,"endTime":2916.659,"body":"Until next time, stretch your legs, drink some more water,"},{"startTime":2916.669,"endTime":2920.479,"body":"maybe do a little silly dance in the kitchen while you're fixing a meal just for fun."},{"startTime":2921.11,"endTime":2922.129,"body":"I'm Doug mckenna"},{"startTime":2922.3,"endTime":2924.199,"body":"and this is for the record."}]}