 |
| Source: https://unsplash.com/photos/L78RstAZuTY |
Summary: Root Cause Analysis, a proven problem-solving
approach, helps leaders identify and tackle the sources of low-performing
programs. Highlighting the importance of assembling a competent team, this
overview presents a roadmap through the RCA process, from initiation and data
collection to root cause identification and remediation planning. It emphasizes
the necessity of informed decision-making in program renewal, suspension, or
termination, ensuring learners receive high-quality, relevant education. For
educational leaders, root Cause Analysis stands as a pivotal risk-management
tool for maintaining institutional excellence.
Educational leaders must embrace a variety of methods to optimize their
institutions and ensure learners are receiving a high-quality education. One
area of high importance regarding this strategy is the need to effectively
address low-performing academic programs. The principles and values surrounding
approaches to low-performing programs vary on a broad spectrum. The impact of
these values resonates throughout the organization, educational leaders, faculty,
staff, learners, employers, and other stakeholders.
Leaders need to make decisions based on the growing competition between
educational institutions and internal competition for resources among programs.
Allowing low-performing programs to function without intervention is not an
option. Using a Root Cause Analysis has proven to be an effective approach for
mitigating low-performing programs. Root Cause Analysis is a framework for
institutions to identify and address the underlying issues contributing to
subpar performance in their programs. This process moves beyond basic problem
solving and inspires direct action on significant, persistent issues that put
programs and the institution at risk.
Root Cause Analysis is initiated by a diverse team of stakeholders. The
selection is informed by each stakeholder's potential contributions based on
their role, expertise, or insight. Assembling the right team is key for a
successful review as they engage in a deep analysis of the program's
performance data to identify deficiencies. Choosing the right team is also
importance because the scope of the analysis potentially leads to program
renewal, suspension, or termination.
Leaders need a detailed roadmap for conducting an effective Root Cause Analysis
to that will result in sustainable programs. East stage of Root Cause Analysis
from Initiation, Data Collection & Review, Root Cause Identification, and
Remediation Plan - reveals how this systematic method safeguards the quality of
education. This systematized approach also bolsters the institution's
commitment to continuous improvement and adaptability.
 |
| Source: https://unsplash.com/photos/OCzvgBqCJKY |
Initiation
The process begins with identifying the specific Key Performance Indicators(KPIs) the program failed to meet. The objective for the team is clearly
defined: to identify underlying issues, develop remediation strategies, and
make informed decisions about the program's future. A timeline with clear
milestones is established, and a communication plan is created to ensure all
relevant stakeholders remain informed and engaged throughout the process.
Data Collection and ReviewThe planning stage involves extensive data collection
and review. The team gathers qualitative and quantitative data related to the
program's performance. Data visualization techniques facilitate the
understanding of information and the identification of trends or patterns. The
review process can potentially reveal unknown insights, leading to a
preliminary hypothesis about the program's performance issues.
Root Cause Identification
As we transition into the execution stage, an appropriate Root Cause Analysis
technique is chosen, reflecting the complexity and scope of the identified
problems. Some examples include Pareto Charts, Failure Mode and Effect Analysis
(FMEA), 5 Whys, Ishikawa Diagram, Faulty Tree Analysis, DMAIC Template, and
Scatter Diagrams. The data is analyzed systematically, and the potential causes
are validated.
Remediation Plan
The final stage of the process involves developing a detailed remediation plan.
The team identifies actions required to meet the goals, assesses the resources
needed, and sets timelines for implementation. Regular monitoring and
evaluation mechanisms are put in place to ensure transparency and informed
decision-making during the remediation process.
Program Renewal
In the process of Program Renewal, institutions must critically assess whether
their under-performing programs should be renewed, suspended, or terminated.
This assessment involves an in-depth review of the program's strengths, weaknesses,
alignment with institutional goals, and long-term viability. There must also be
an assessment regarding the feasibility of implementing the proposed
remediation plans.
After deciding to renew a program, the remediation plan is put into action, ensuring
adequate resources are allocated and strategies are implemented effectively.
The program's progress is continuously monitored, allowing for adjustments to
meet the desired outcomes. Communication plays a crucial role throughout this process, with all
stakeholders kept informed of decisions, rationales, and updates on the
program's reinstatement.
Efforts are also made to rebuild the program's reputation and attract new learners. It is also essential to demonstrate improvements and successes since its reinstatement. Once the program shows signs of sustainability, the focus transitions to regularly monitoring and refining the program to ensure ongoing success and relevance.
 |
| Source: https://unsplash.com/photos/fM0XW9YpwCU |
Program Suspension
When a Root Cause Analysis identifies serious or repeated issues in an educational program, the suspension process is initiated. This involves halting new student admissions and informing stakeholders about the suspension and its implications. A vital component of program suspension is the development of a robust plan to assist currently enrolled learners. This includes providing alternative course options, facilitating potential program transfers, and making necessary academic or financial accommodations. The suspension phase also involves reallocation of resources, and a monitoring process to assess the impact of the suspension on the institution, learners, and faculty.
A review timeline for the suspended program is established, and
transparent communication with stakeholders is maintained throughout the process. During suspension, an in-depth investigation of the program takes place.
This stage may involve using an external consultant, conducting further data
analysis, and bench-marking against similar programs at other institutions.
Assessment of market demand, industry trends, and potential opportunities for
collaboration are explored to inform future decisions about the program's
reinstatement or termination.
The findings and recommendations from this in-depth investigation are
documented. This information will serve as the basis for future decision-making
and provide a clear record of the process. The results of program suspension
directly inform decisions regarding program renewal or termination.
 |
| Source: https://unsplash.com/photos/NbPJ8HM-w8c |
Program Termination
When a program is terminated, a comprehensive plan is developed. This outlines the necessary steps to conclude the program, including support for enrolled learners, faculty transition plans, and reallocation of resources. A precise timeline and action plan are developed to address every aspect of program closure. Communication of the termination decision to stakeholders, including learners, faculty, administration, and external partners, is executed with clarity and transparency.
A plan is put into action to support currently enrolled learners. This will
provide them with the resources necessary to successfully transition to another
suitable program. In tandem, a faculty transition plan is developed to reassign
faculty members to other roles within the institution or provide support for external
opportunities. Resources previously dedicated to the program are identified and reallocated to
other areas that align with the institution's strategic priorities. Archiving
and documentation of all relevant program materials, records, and data is conducted
in line with institutional policies and legal requirements.
Post-termination, a review is conducted to analyze factors that led to the
program's termination, with the aim of extracting information that can be
applied to other programs within the institution. The lessons learned from this
system provides vital data to inform strategy regarding the selection of new programs, program development, and KPI changes.
Final Thoughts
The
Root Cause Analysis is a critical risk-management tool for evaluating
low-performing academic programs. It helps uncover underlying factors
contributing to poor program performance. This system also produces
targeted remediation strategies, and demonstrates commitment to
high-quality, relevant, and effective academic programs. With this
approach, leaders can make clear and informed decisions about program
renewal, suspension, or termination.