AAR Requests /Modifications

AAR I - Laptops Loan2Own
Approved - November 2023

AAR 2 - Training, Payroll Adjustments, Broadband Expansion, Conferences etc.
Approved - February 2024

Reporting 2024 1st Quarter

Key Milestones Achieved in the Past Six Months

Over the past six months, Phoenix College and South Mountain Community College have made significant progress in enhancing digital access and technological resources through a series of initiatives funded by a grant program. These efforts are aimed at improving educational outcomes and bridging the digital divide for students and staff.

1. Pool of Mobile Hotspots:
   To provide wireless internet access to students and staff, Phoenix College has partnered with Kajeet, a service provider offering prepaid plans for hotspot distribution. The initial phase involves ordering around 75 hotspots for both Phoenix College and South Mountain Community College, planned for the second quarter of 2024. This initiative is crucial for ensuring reliable internet access and bridging the digital divide. Additionally, five high-capacity Verizon hotspots have been designated for training activities across both campuses, further enhancing connectivity for educational purposes.

2. Co-Working Space:
   Planning is underway for two new co-working spaces equipped with five workstations and two-room PODS for hybrid-flex teaching. These spaces are designed to offer expanded hours beyond traditional schedules and will be secured with on-site campus safety personnel. Additional facilities will include meeting rooms, computer hardware, and printing capabilities. A location at Phoenix College has been identified, with installation scheduled for the third quarter of 2024, pending SHPO and THPO clearances. These spaces will provide students and faculty with flexible, secure environments for collaboration and learning.

3. Campus Data Center Assessment:
   The initiative aimed at reviewing and maintaining the college's data center resources is currently on hold pending SHPO and THPO clearances. This assessment is critical for ensuring the reliability and efficiency of the college's digital infrastructure.

4. Campus Wireless Broadband Upgrades:
   This project focuses on enhancing wireless broadband across campuses to ensure reliable internet access for students and faculty. With the anticipated depletion of the Affordable Connectivity Program (ACP) funding by April 2024, the deployment of 75 hotspots at Phoenix College and South Mountain Community College is planned to mitigate this impact. Additionally, large-capacity hotspots are being introduced to facilitate consistent internet access for remote education, ensuring that all students have the connectivity they need.

5. Flex Learning for Information Technology Courses:
   Potential collaboration with Maricopa Corporate College is being explored to offer flexible learning options for IT courses and develop resources to support multiple learning channels. This initiative aims to provide students with the flexibility to learn in various formats, accommodating different learning styles and schedules.

6. English Second Language (ESL) Laptops:
   A total of 500 laptops have been purchased and distribution has started to ESL students, streamlining the distribution process to ensure compliance with grant requirements. The next phase involves conducting a survey to evaluate the project's impact on students. This initiative is designed to enhance the learning experience for ESL students by providing them with the necessary technological tools.

7. Information Technology Curriculum Resource Development:
   Efforts to develop IT curriculum resources for upper-division courses have been aligned with Quality Matters (QM) standards. Faculty training across three QM courses, with stipends for completion, ensures the quality of educational offerings. Internal and external QM assessments of existing courses are planned, with stipends ranging from $1000 to $2000 per credit for necessary revisions. A summer plan to update five to eight 300 and 400-level courses is scheduled for summer 2024, alongside residential faculty training on QM standards in April 2024. These efforts are aimed at maintaining high educational standards and enhancing the quality of the IT curriculum.

8. Digital Divide and Broadband Awareness/Interns and Technicians:
   This project promotes digital literacy and awareness by creating a computer lab using mobile computing platforms and the Close2Home initiative for remote students. A mobile computing lab with 24 MacBook Pros, 24 Dell Precision Workstations, and 24 3D printers has been ordered and installed. The recruitment of part-time staff, though delayed, is expected to begin in the second quarter of 2024, with each worker being bilingual to better serve the diverse student population. This initiative is crucial for providing students with access to advanced technological resources and support.

9. Twelve Credit - Certificate in Emerging Wireless Technologies:
   A new certificate program focused on emerging wireless technologies is progressing through the district curriculum development process. The program includes four courses designed to create pathways from certificates to bachelor's programs, covering topics such as cloud computing, cybersecurity, and digital literacy. Course materials are being developed to meet QM standards, ensuring high-quality delivery across various channels. This program aims to equip students with cutting-edge skills in wireless technologies.

10. AARII (Award Action Revision II):
    Approval by the National Institute of Standards and Technology (NIST) has enabled Phoenix College to advance specific initiatives, including significant investments in technology and faculty development. AARII allocates $500,000 for course development and faculty training, particularly through QM programs. This revision supports various initiatives, such as grants for course development aligned with QM standards, establishing co-working spaces, distributing laptops to students, and deploying broadband resources. The Guadalupe Center at South Mountain Community College will benefit from the distribution of approximately 50-75 hotspots, supporting internet access for students in underserved communities. The approval of AARII also enhances the Technology Access Grant (TAG) program, helping students access essential digital resources and supporting their educational progress. The Grants Accounting team at Phoenix College is managing the implementation, budget tracking, and project completion in accordance with the approved plans.

Barriers and Challenges Encountered

Several barriers and challenges have been encountered while achieving project milestones:

1. SHPO and THPO Clearances: The planning and installation of key projects such as the 24x7 Co-Working Spaces, Campus Data Center Assessment, and Campus Broadband Upgrades have been delayed pending clearances from SHPO and THPO. These delays have impacted the timeline for these critical infrastructure enhancements.

2. Depletion of ACP Funding: The anticipated depletion of ACP funding by April 2024 poses a challenge for ensuring consistent internet access, especially for remote education. This has necessitated the planned deployment of 75 hotspots to mitigate the impact.

3. Recruitment Delays: The recruitment of part-time staff for the Digital Divide and Broadband Awareness program has taken longer than anticipated, affecting the timeline for program implementation. Efforts to expedite the recruitment process are underway.

4. Faculty Agreement Challenges: Navigating the faculty agreement and compensation models has posed challenges in terms of payment mechanisms and the depth of consultation required. The timing of the year and early delays in the project have had a cascading effect, slowing the college and district curriculum development process.

Issues Anticipated in the Next Reporting Period

Several issues are anticipated that may impact planned progress against project milestones:

1. Continued Clearance Requirements:
   Ongoing clearance requirements from SHPO and THPO are likely to cause delays in the installation of facilities and assessments. To address this, the college plans to apply for a no-cost extension for 12 months to achieve the project outcomes, including developing course materials over two summers.

2. Depletion of ACP Funding:
   The anticipated depletion of ACP funding by April 2024 may further strain resources needed for consistent internet access, particularly for remote education.

3. Curriculum Development Alignment:
   Challenges may arise in managing the alignment of curriculum development with existing agreements across faculty and organizational levels. Continuous efforts are being made to align goals and maintain steady progress across all initiatives.

Notable Successes Achieved

Despite the challenges, notable successes have been achieved in the project so far:

1.  AARII Approval: The approval of AARII has allowed for significant investments in technology and faculty development, accelerating progress across various initiatives, including the Guadalupe Center.

2. Laptop Distribution to ESL Students: The purchase and initial deployment of 500 laptops to ESL students have streamlined their access to necessary digital resources, supporting their educational progress.

3. Curriculum Resource Development: Processes established for curriculum resources have successfully aligned with QM standards and the College Quality Initiative, ensuring consistent standards for upper-division courses.

4. Mobile Computing and Computer Science Lab: The installation of a mobile computing and computer science lab with 24 MacBook Pros, 24 Dell Precision Workstations, and 24 3D printers provides valuable resources for the Digital Divide and Broadband Awareness program.

Significant Project Milestones Planned for the Next Reporting Period

Key milestones planned for completion during the next reporting period include:

1. Hotspot Deployment: Ordering and deploying 75 hotspots across Phoenix College and South Mountain Community College.

2. Co-Working Space Installation: Installing an expanded Co-Working Space at Phoenix College, pending clearances, to expand access to hybrid-flex teaching and digital resources.

3. Course Updates: Updating 5-8 upper-division courses in line with QM and College Quality Initiative (QI) standards, scheduled for summer 2024.

4. Recruitment of Part-Time Staff: Recruiting bilingual part-time staff to support the Digital Divide and Broadband Awareness program and the TAG program at the Guadalupe Center.

5. No-Cost Extension Application: Write a no-cost extension for the CMC project to accommodate delays and ensure the completion of all planned initiatives.

6. Broadband Upgrades: Commencing broadband upgrades assuming necessary clearances are obtained.

Best Practices

As Phoenix College navigates the complexities of implementing its grant-funded initiatives, several best practices and lessons learned have emerged as critical to the project's success. These insights highlight the importance of strategic engagement, flexibility in project management, targeted recruitment, faculty alignment, streamlined distribution, and cross-functional collaboration.

1. Strategic Engagement with Clearance Authorities: One of the most significant lessons learned has been the necessity of direct engagement with clearance authorities, such as the State Historic Preservation Office (SHPO) and the Tribal Historic Preservation Office (THPO). Early in the project, delays in obtaining the required clearances stalled the installation of crucial infrastructure, such as the 24x7 Co-Working Spaces and Campus Data Center Assessment. By prioritizing direct communication and building relationships with these authorities, the project team has been able to expedite the clearance process, allowing for smoother implementation of project milestones. This proactive approach ensures that potential bottlenecks are addressed promptly, keeping the project on track.

2. Flexible Project Management: Flexibility has proven essential in managing the project's various components, particularly in response to unforeseen challenges. The depletion of the Affordable Connectivity Program (ACP) funding, for instance, threatened to disrupt consistent internet access for students. The project's ability to adapt quickly, by planning the deployment of 75 hotspots to mitigate this impact, demonstrated the value of a flexible approach. Moreover, writing and securing approval for an extensive Award Action Revision (AAR) allowed the project to realign its strategies and resources effectively. This adaptability has been crucial in maintaining progress and ensuring the project's objectives are met despite evolving circumstances.

3. Targeted Recruitment: The recruitment of bilingual part-time staff for the Digital Divide and Broadband Awareness program has been a valuable strategy. This approach ensures that the program can effectively reach and support underserved communities, enhancing digital literacy initiatives. While the recruitment process took longer than anticipated, the decision to prioritize bilingual staff has paid off, ensuring that the program is inclusive and accessible. This targeted recruitment not only supports the immediate goals of the program but also builds a diverse and capable team for future initiatives.

4. Faculty Training and Alignment: Aligning faculty efforts with Quality Matters (QM) and College Quality Initiative (QI) standards has been critical for curriculum development. Offering stipends for faculty to complete QM courses and incentivizing internal and external assessments has helped ensure that new and revised courses meet high educational standards. Detailed planning and faculty engagement have facilitated the integration of these standards into the curriculum, enhancing the quality of education provided. This alignment ensures that the project’s academic components are robust and aligned with institutional goals, supporting long-term educational improvements.

5. Streamlined Distribution and Evaluation: The streamlined distribution of 500 laptops to ESL students has been a highlight of the project. Ensuring compliance with grant requirements, the distribution process involved close collaboration with counseling and IT staff, which was essential for its success. This coordination provided valuable insights into the effectiveness of the initiative, helping to refine the process for future distributions. Engaging these stakeholders ensured that the laptops were distributed efficiently and that the program's impact could be accurately assessed, leading to better-informed decisions moving forward.

6. Cross-Functional Collaboration: Successful project implementation has hinged on effective collaboration across multiple levels of the organization. Coordinating efforts between faculty, administration, and the Grants Accounting team has been key to maintaining progress, particularly in developing and revising curriculum resources. This cross-functional collaboration has ensured that all aspects of the project are aligned with existing agreements and institutional policies. Managing the diverse components of the project required balancing competing priorities for time, staff, and resources, demonstrating the need for efficient governance structures and project management strategies.

7. Time and Shared Governance:

Effective collaboration and shared governance have been both essential and time-consuming. Managing multiple project components, each effectively its own project, required a careful balance of local priorities and resources. Aligning goals and maintaining steady progress across all initiatives highlighted the importance of efficient governance structures and project management strategies. This approach ensured that despite the challenges, the project remained focused on its objectives and continued to make significant strides toward achieving its goals.