Monday, 09/16/19    //     2:30pm - 4:00pm     //     Room 219 - Olympus 

Note Taker: Haley Johnson

Attending: James Elder, Anya Petersen-Frey, Rob White, Lynne Benett, Katina Sifantonakis, Lisa Fuller, Elliott Fraughton, Ben Leimbach, Merilee Andersen, Nate Friedman, Jodi Emery, Christoph Dressler, Mandy Self, Dolores Heaton

Action Items

Marketing Strategy Presentation - Ben

• Notes for the strategy presentation are here: 2019 Marketing Strategy Notes.

U Giving Day - Riley

• The 2020 U Giving Day is scheduled for Founder's Day in February. Giving day will last 1850 minutes, or approximately 30.83 hours. It will run from 9a on Founders day to 3p the next day. 
• The first campus-wide meeting will take place Monday September 23rd at 10am at the Alumni House. This is in line with the Giving Day committee's goal to start communication much earlier. A number of our marketing staff will be attending the meeting, and Riley is actually on the committee and represents CECE. However, if your program wants to participate in Giving Day and you're given the go ahead from leadership, we recommend that you send at least one person to the meeting to hear what's going on. 
  • The September meeting will cover communication, deadlines for applications, and the platform used for giving day itself. 
• Coming soon: In the October meeting, the U will get together and discuss compelling stories that the U wants to highlight. Marketing has talked about featuring PATHS, so we'll look at getting some publicity there. Chosen stories will have videos made with UMC (University Marketing & Communications). 

New Social Dashboards - Andrew

• Andrew had created new social dashboards that all CE staff can access through the Knowledge Base: Analytics Home. 
• Every week, Andrew publishes this information in the #social-media-reports channel on slack (as well as other helpful updates).
• These dashboards are always open to change, so let Andrew Stone know if there's something you'd like to see specifically.
• All the reports are pulling data live, so please be patient as they take a few moments to load.
• During Andrew's presentation, a number of people expressed interested in a longer training that allows for deeper exploration of the dashboards, so Andrew will look into scheduling an hour-long training session that's open to all CE staff.

The Digital Marketing Analytics Report

• The default view on this report will show data for the last 7 days. You can change the date range by clicking the date in the upper-right hand corner.
• The report is basically all Facebook data, but it includes Instagram because whenever we post ads to FB, we also post them to Instagram.  
• Information available on this report:
  • Reach - how many people you've reached. This is basically how many people have scrolled past it (regardless of whether or not they truly read it or just scrolled past it).
  • Impressions - # of times people have seen the ads. This number will be higher than reach because some people see the ad multiple times.
  • Age Demographics by Spend - breakdown of how much people have spent based on their age group
  • Gender Demographics by Spend - breakdown of how much people have spend based on their gender
• At the end of the report, you can also see money spent per ad.
• You can take this data and compare it against Riley's updates in the #social-media-reports slack channel to see if specific ads or posts have impacted these reach and impression numbers.

The Google Analytics Audience and Traffic Data for continue.utah.edu

• This data does not include any of the times that CE staff accesses our website via a work computer. All of our IP addresses are blocked from being recorded in google analytics so we don't muddle the data.
• This page is great for seeing what landing page people went to on our website based off what ad they clicked on.
  • We can then compare those clicks against registrations for further information. 
    • I.e. if we can see that 47 people clicked on the page for the Tai Chi class but only 2 registered, then we'd know there's something there that warrants looking into. 

Dean Position Update - Jodi

• Jodi met with the hiring committee for the new dean position for the first time on 8/30. 
• During that meeting, there was a bit of a different idea as to timeline. Marti was thinking that they'd be interviewing people as soon as November whereas Dan Reed thought it would be amazing if we had someone hired by summer. Jodi has since heard that they're hiring a search firm to help conduct the search and they feel March will be the soonest.
• The job description that was handed out still needed a lot of adjustments, so Jodi doesn't want to share a version that still requires significant changes. She's hoping to get the new version back soon and will share that with CE when she does.
• Originally, we were thinking the new position would be an AVP (Associate Vice President), but now it sounds like it will be a Dean position because there's a moratorium on hiring new AVP's. 
• The hiring committee does want to require a Ph.D or terminal degree for the Dean position. Jodi wants to ensure that successful CEOs who may not have a terminal degree are able to apply and be considered. This issue has not yet been resolved. 
• We will also experience a new org structure with this new Dean. They will not be reporting to Marti and we will no longer be under UGS. It seems like they will report directly to Dan Reed, though that may still change.
• Overall, Jodi considers this new position to be a really good opportunity for CE as an organization. She is committed to representing CE well and working towards getting us someone who has a great track record and can do a great job moving us forward. 
  • Jodi is involved in the interview process. 
  • Later on, they will host public meetings open to CE staff to attend. If you do attend, you'll be able to provide your feedback via an online survey. 

Finance Minute - Anya

2020 Budget Goals

• Anya shared the CE goals budgeted for 2020 with everyone according to what was entered into the management reports. Our first quarter will be ending on September 30th, so then we'll be able to get a good look at how we're doing so far.
• $1.757 million is expected for our net profit.
  • If we do purchase a new registration system, we're anticipating $1.682 million in shared costs, which makes our carry forward only about $100k.
  • If we don't purchase a new registration system, it would be about $1.432 million in shared costs.
• Credit card fees continue to grow with enrollments. We may want to think about that and consider options for mitigating that cost.
• We will begin forecasts and really digging into budgets in December. 
• IS&T and Finance & Operations are constantly working on visualizing financial data within Tableau.
  • Tableau is updated once a week, so there might be times that you are a couple thousand dollars off. It updates every Monday.
  • You can see the date the visualization was last updated in the upper right-hand corner.
  • We want Tableau to be useful to everyone, so please reach out to James Elder (Unlicensed) or Anya Petersen-Frey (Unlicensed) if there's something else you'd like to see. (Everyone has a different view that resonates and while we may not be able to accommodate everyone's preference, we'll do our best)
  • Elliott would like to see a breakdown of shared costs to help get a bigger picture view, so Anya is going to include that in the quarterly update meetings.

Zero-Based Funding

• The 1001 fund is geared towards zero-based funding, which is to say ending at a zero amount at the end of the fiscal year.
• One aspect of zero-based funding that isn't discussed as often is the idea of starting the year with no historical data.
  • This is a great exercise that Anya would like everyone to engage in.
  • If you had absolutely no historical data to inform your decision, what would you set your revenue and expense goals at?
    • We tend to rely a bit too heavily on our data and use that as a justification for keeping numbers the same over time. This exercise allows you to re-imagine things and see how you might be able to make positive changes in your program.

Working Groups - Jodi

• CE is going to begin forming and utilizing work groups for certain projects that involve collaboration across teams. These work groups will have specific deliverables they're responsible for and time frames to work within. 
• Our first work group is surrounding CECE Certificates and Nate has already created the charter and group for that. 
• We ask for management's support in having their staff of themselves participate in the working groups.

Bathroom Remodel - Anya

• Remodeling will being on the downstairs men's bathroom next Monday, 9/23.
  • According to the construction workers, there will be minimal interruption.
  • This remodel is to update the duct work so it is up to code. 
• We are still waiting on final bids for the larger bathroom remodel, which would include creating another stall and sink in the women's bathroom downstairs. 
  • When we do get those quotes, we're looking at scheduling this remodel during a significant downtime (like the holidays) since it will involve much larger disruption. 
  • We'll be paying for this with the money left in the contingency set aside for building funds.

New Hardware Checkout System - Rob

• CE now has a new hardware checkout system, Reftab, for reserving laptops, adapters, projects, etc. 
• Rob has created some very helpful videos explaining how to use the new system on the Hardware Checkout page. 
  • Staff who are interested in creating reservations for equipment need only watch the first video.
  • Subsequent videos are for checkout managers (like the RI team), who will be responsible for actually checking the items in and out. 
• On the Reftab page, you'll see that there are three locations:
  • CE-UUCE 540 Checkout - lists all inventory available at our location at 540 Arapeen Dr in Research Park. This is the only location that is currently populated and ready to be used.
  • CE-St. George Checkout - not currently ready, but will list all inventory available at our St. George location (1071 E. 100 So., Suite A100)
  • CE-Sandy Checkout - not currently ready, but will list all inventory available at our Sandy location (10011 Centennial Pkwy, Suite 100)
• Reservations require at least 4 hours' notice. If you have feedback on that time frame, let Robert White (Unlicensed) know. 
• Features
  • Pictures for all equipment, which should help with confusion about what kind of cord someone needs. 
  • Reftab will automatically send email reminders that your equipment is due back. 
  • Notes fields to include details about reserving a piece of equipment on behalf of someone else (i.e. CE staff member reserving an item for an instructor).
  • Can handle walk-ups if someone needs something and hasn't made a reservation ahead of time.