Apples to Apples


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  • how many lower division undergraduate classes are taught by tenured/tenure-track faculty? compared across colleges compared across time compared across departments drill down to job code levels
  • Apples to Apples

    1. 1. Apples to… Oranges? Challenges and Successes in Delivering Strategic Management Information to Academic Leaders Presented by Kristi D. Fisher The University of Texas at Austin
    2. 2. How Would You Answer? <ul><li>What percentage of lower division undergraduate classes have been taught by tenured or tenure-track faculty members in each department in each college over the past five years? </li></ul><ul><li>What are the 4-, 5-, and 6-year graduation rates for each major in the College of Natural Sciences over the past five years? </li></ul>
    3. 3. Data-Rich But Information-Starved? <ul><li>Reliable transactional systems; weak reporting </li></ul><ul><li>Programmers required to extract and format information </li></ul><ul><li>Process to retrieve information can be time-intensive </li></ul><ul><li>Coded data requires interpretation </li></ul>
    4. 4. Multiple Versions of the Truth <ul><li>Definition of tenure </li></ul><ul><li>Organizational hierarchy </li></ul><ul><li>Discrepancies between data definitions, naming conventions, and business logic: </li></ul><ul><ul><ul><li>across information systems </li></ul></ul></ul><ul><ul><ul><li>between processing units </li></ul></ul></ul><ul><ul><ul><li>across colleges </li></ul></ul></ul><ul><ul><ul><li>… like comparing apples to oranges </li></ul></ul></ul>
    5. 5. Our Answer… <ul><li>Project IQ </li></ul>
    6. 6. % Lower Division Classes by Tenure Status
    7. 7. % Lower Division Classes by Tenure Status
    8. 8. % Lower Division Classes by Instructor Rank
    9. 9. Graduation Rates by Major
    10. 10. Overview <ul><li>Project IQ: Approach and Structure </li></ul><ul><li>Critical Success Factors </li></ul><ul><li>Challenges </li></ul><ul><li>ROI / Benefits </li></ul><ul><li>Demo </li></ul>
    11. 11. The University of Texas at Austin… <ul><li>17 Colleges/Schools </li></ul><ul><li>$2 Billion Budget </li></ul><ul><li>$476 million in Research </li></ul><ul><li>20,000 Faculty/Staff </li></ul><ul><li>50,000+ Students </li></ul><ul><li>13,000+ degrees awarded annually </li></ul>
    12. 12. Project Information Quest <ul><li>Project IQ is an enterprise-wide business intelligence initiative </li></ul><ul><li>that provides accurate and flexible analytical tools and management information </li></ul><ul><li>to support University leaders in making data-driven decisions . </li></ul>
    13. 13. Project IQ <ul><li>Gives University leaders the information they need in the way they want it … </li></ul><ul><ul><li>Tools for reporting and analysis </li></ul></ul><ul><ul><li>Quick extraction of data without custom programming </li></ul></ul><ul><ul><li>Systematically updated data </li></ul></ul><ul><ul><li>Flexible formatting of data </li></ul></ul><ul><ul><li>Appropriate security </li></ul></ul>
    14. 14. Project Scope Research Info Faculty & PBIS info Student Info Financial Info Alumni/Donor Info Facilities Human Resources Info
    15. 15. Project Structure <ul><li>Oversight </li></ul><ul><ul><li>Executive Sponsors </li></ul></ul><ul><ul><li>Steering Committee </li></ul></ul><ul><ul><li>Subcommittees of deans </li></ul></ul><ul><ul><li>Project Sponsors </li></ul></ul><ul><ul><li>Steward Committee </li></ul></ul><ul><ul><li>Project Charter </li></ul></ul><ul><li>Technical Team </li></ul><ul><ul><li>Central Core Team (13) </li></ul></ul><ul><ul><li>Steward IT Teams </li></ul></ul><ul><ul><li>Steward Business Analysts </li></ul></ul><ul><li>Funding </li></ul><ul><ul><li>Centrally Funded </li></ul></ul><ul><ul><ul><li>Budget Council </li></ul></ul></ul><ul><ul><ul><li>VP Financial Affairs </li></ul></ul></ul><ul><ul><li>Enterprise-Licensed </li></ul></ul>
    16. 16. UT’s B.I. Environment <ul><li>Transactional Systems: ADABAS/Natural </li></ul><ul><li>ETL tools: IBM Data Stage; Treehouse tRelational / DPS </li></ul><ul><li>RDBMS : Oracle 9i/10g, SQL-Server </li></ul><ul><li>O/S : Sun Solaris RAC, IBM Z/OS, Windows 2003 </li></ul><ul><li>BI tools: Cognos Powerplay 7.4, Impromptu 7.4, Cognos 8.2/8.3 (new) </li></ul><ul><li>Named User Accounts: 1,250 </li></ul>
    17. 17. How IQ Works
    18. 18. Development Process <ul><ul><ul><ul><li>Determine Requirements </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Identify Data Sources </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Define Business Rules </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Load Data </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Validate and Cleanse </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Develop Cubes and Reports </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Validate and Cleanse </li></ul></ul></ul></ul><ul><ul><ul><ul><li>User (and Steward) Acceptance Testing </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Develop Training Curriculum </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Communicate to Campus </li></ul></ul></ul></ul>
    19. 19. Project Phases <ul><li>Phase I: </li></ul><ul><ul><li>Financials </li></ul></ul><ul><ul><li>Human Resources </li></ul></ul><ul><ul><li>Fee Billing </li></ul></ul><ul><li>Phase II </li></ul><ul><ul><li>Academic and Student-related Information </li></ul></ul>
    20. 20. Phase II – IQ/PBIS Academic Subject Areas <ul><li>Course Enrollment / Planning </li></ul><ul><li>Teaching Assignments </li></ul><ul><li>Faculty Workload </li></ul><ul><li>Faculty Demographics </li></ul><ul><li>Student Demographics </li></ul><ul><li>Instructional Cost / Budgeting </li></ul><ul><li>Course Completions / Output / Evaluations </li></ul><ul><li>Progress to Degree / Degrees Awarded </li></ul><ul><li>Facilities Utilization / Planning </li></ul><ul><li>Admissions / Advising </li></ul>
    21. 21. Why is Academic Data Different? <ul><li>Rules are “softer” – more exceptions </li></ul><ul><li>Data relationships are more complex </li></ul><ul><li>No inherent hierarchy as with standard accounting practices </li></ul><ul><li>Target users/audience are not business people – they are faculty </li></ul>
    22. 22. Project Approach <ul><li>Collaboration is critical </li></ul><ul><li>Business/academic drivers, not IT </li></ul><ul><li>Grassroots approach </li></ul><ul><ul><li>Focus on business questions that the colleges (i.e. Deans) want answered for decision-support </li></ul></ul>
    23. 23. Project Approach <ul><li>One-on-one interviews with leaders </li></ul><ul><li>Inventory the business questions </li></ul><ul><li>Clarify, refine, and categorize business questions </li></ul><ul><li>Prioritize deliverables </li></ul><ul><li>Detailed analysis for each deliverable ( circle diagram sessions ) </li></ul>
    24. 24. Project Approach <ul><li>Translate information requirements into cubes or reports </li></ul><ul><li>Document all business rules applied </li></ul><ul><li>Develop and deliver training </li></ul><ul><li>Communicate successes to campus </li></ul>
    25. 25. IQ/PBIS <ul><li>Information to Support the Performance Based Instruction System and … </li></ul><ul><ul><ul><ul><ul><li>Course and Instruction Planning </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Enrollment Management </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Bi-Annual Compacts </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Accountability Systems </li></ul></ul></ul></ul></ul>
    26. 26. IQ/PBIS Business Questions <ul><li>What percent of our undergraduate courses are taught by professional faculty? By senior lecturers, visiting or clinical faculty, lecturers and specialists? </li></ul><ul><li>How many TA’s are needed? How are they being used? How many faculty do I have in each department that need TA support? </li></ul><ul><li>What programs does course “GOV 310&quot; draw students from? What majors is this course serving? </li></ul><ul><li>How can we best utilize the space we have to offer enough classes? What percent of seats were taken for each course? Were room sizes commiserate with enrollment? </li></ul>
    27. 27. IQ/PBIS Business Questions (cont.) <ul><li>How do we effectively evaluate classes? Is there some correlation between evaluation results and class size, the use of technology, faculty rank, etc…? </li></ul><ul><li>What are our 4-year graduation rates? How do they change if we exclude special classes of students (such as those in 5-year programs)? </li></ul><ul><li>How can we best manage enrollment? What is the impact of readmissions? SCH in excess of requirements? Admissions under CAP? </li></ul><ul><li>What is our student/faculty ratio by student level? </li></ul><ul><li>etc… </li></ul>
    28. 28. IQ/PBIS Subject Areas <ul><li>Course Enrollment / Planning </li></ul><ul><li>Teaching Assignments </li></ul><ul><li>Faculty Workload </li></ul><ul><li>Faculty Demographics </li></ul><ul><li>Student Demographics </li></ul><ul><li>Instructional Cost / Budgeting </li></ul><ul><li>Course Completions / Output / Evaluations </li></ul><ul><li>Progress to Degree / Degrees Awarded </li></ul><ul><li>Facilities Utilization / Planning </li></ul><ul><li>Admissions / Advising </li></ul>
    29. 29. IQ/PBIS Circle Diagram
    30. 30. IQ/PBIS Translate to Cube
    31. 31. IQ/PBIS Business Rules <ul><li>Example of Business Rules (give handout) </li></ul>
    32. 32. IQ/PBIS Training Materials
    33. 33. Training Activities <ul><li>DW 310 * – Intro. to Academic Info. (Course Enrollments) </li></ul><ul><li>DW 320 – Teaching Activities and Faculty Workload </li></ul><ul><li>DW325 – Faculty Demographics </li></ul><ul><li>DW 330 – Student Demographics </li></ul><ul><li>DW335** – FTIC (First Time in College) Graduation & Retention Rate </li></ul><ul><li>From November 1, 2005 to September 1, 2008: </li></ul><ul><li>Approx. 230 people have attended DW 310 </li></ul><ul><li>Approx. 550 enrollment seats for all PBIS courses </li></ul><ul><li>100+ formal classes taught plus approx. 40 one-on-one sessions </li></ul><ul><li>* DW 310 is a prerequisite for all other IQ / PBIS courses </li></ul><ul><li> **DW 330 is an additional prerequisite for DW335 </li></ul>
    34. 34. Business Dean - Question #1
    35. 35. Answer: Seats Taken by Major
    36. 36. Question #2
    37. 37. Answer: Trend for ACC 311
    38. 38. Question #3
    39. 39. Answer: % Taught by TN/TT
    40. 40. Answer: % Taught by TN/TT
    41. 41. Analyze a Specific Class
    42. 42. Class Profile Report
    43. 43. Outcomes
    44. 44. 12 th Day Teaching Activities
    45. 45. Teaching Activities Detail Report
    46. 46. Instructional Summary
    47. 47. Critical Success Factors <ul><li>Involve executive leaders </li></ul><ul><ul><li>Under-promise, over-deliver </li></ul></ul><ul><ul><li>Provide accurate, complete data </li></ul></ul><ul><ul><li>Actively listen, establish trust </li></ul></ul><ul><ul><li>Deliver </li></ul></ul>
    48. 48. Methods of Engaging Campus Leaders <ul><li>Incorporate project into established academic performance initiatives (Provost’s Office and Information Management): </li></ul><ul><ul><ul><li>Performance Based Instruction System </li></ul></ul></ul><ul><ul><ul><li>“ Compacts” (Performance Based Budgeting) </li></ul></ul></ul><ul><ul><ul><li>Faculty Workload Policy Review </li></ul></ul></ul><ul><ul><ul><li>Accountability Systems </li></ul></ul></ul><ul><ul><ul><li>SACS Accreditation </li></ul></ul></ul>
    49. 49. Methods of Engaging Campus Leaders <ul><li>Meet with appropriate deans groups </li></ul><ul><ul><li>Academic Affairs Deans </li></ul></ul><ul><ul><li>Student Affairs Deans </li></ul></ul><ul><ul><li>University Business Officers </li></ul></ul><ul><li>Meet with University Leadership Council (President, Provost, VP’s, Deans) </li></ul>
    50. 50. Methods of Engaging Campus Leaders <ul><li>Form volunteer subcommittees </li></ul><ul><ul><li>self-select or hand-picked (Assoc or Asst. Deans) </li></ul></ul><ul><ul><li>meet periodically (e.g. every 2 weeks) </li></ul></ul><ul><ul><li>determine scope, priority </li></ul></ul><ul><ul><li>define business cases to tackle </li></ul></ul><ul><ul><li>clarify business definitions </li></ul></ul><ul><ul><li>assist in beta testing reports, cubes, and training </li></ul></ul><ul><ul><li>represent the project to colleges and campus </li></ul></ul>
    51. 51. Methods of Engaging Campus Leaders <ul><li>Offer on-site and/or individualized training </li></ul><ul><li>Offer college information sessions </li></ul><ul><li>Establish dean’s office contacts </li></ul><ul><li>Provide “Frequently Needed ANSWERS” </li></ul>
    52. 52. Frequently Needed ANSWERS
    53. 53. Challenges <ul><li>Dual majors and joint degrees </li></ul><ul><li>cross-listed class sections </li></ul><ul><li>Grade inflation factor/index </li></ul><ul><li>“ My” faculty? </li></ul><ul><li>Joint appointments… </li></ul><ul><li>Research award amounts vs. expenditures </li></ul><ul><li>Management data vs. THECB definitions </li></ul><ul><li>Momentum and PERSONNEL RESOURCES </li></ul>
    54. 54. Customer Testimonials Marilyn Kameen - Senior Associate Dean, College of Education “This is a wonderful tool for analyzing longitudinal data by individual department and faculty.” Neal Armstrong - Vice Provost, Executive Vice President & Provost “ IQ gives us incredible insight into the University’s academic operations.” Arthur McDonald – Coordinator & Director of the HUB program, Financial Affairs “A quick turn-around was needed and I was able to produce the report in a matter of minutes (with IQ).”
    55. 55. ROI: College of Engineering “ I was able to put together the financial part of our college’s 6 year accreditation survey in 1 ½ days with our Cognos cube, as opposed to several months the last accreditation cycle. And I was able to give our dean a special report that he needed on the spot (in 15 minutes) just the other day.” Cindy Brown, Assistant Dean, College of Engineering
    56. 56. ROI: More Time for Decisions Data Gathering Analyze & Interpret Consider Options Consider Options Information Gathering Analyze BEFORE AFTER
    57. 57. ROI: New Enterprise Metrics / Grade Inflation
    58. 58. Other Academic ROI <ul><li>Also created cubes and reports to assist executive officers with: </li></ul><ul><ul><li>SACS - Faculty Credentialing </li></ul></ul><ul><ul><li>Legislative Inquiries into Faculty Workload </li></ul></ul><ul><ul><li>Formula Funding Analysis </li></ul></ul><ul><ul><li>NSF/NRC Survey </li></ul></ul><ul><ul><li>Task Force on Enrollment Strategy </li></ul></ul><ul><ul><li>Tenure Track Progression </li></ul></ul><ul><ul><li>Gender Equity Task Force </li></ul></ul><ul><ul><li>Affordability Initiatives </li></ul></ul>
    59. 59. Other Benefits <ul><li>Apples to Apples – </li></ul><ul><li>“ Single Version of the Truth” </li></ul><ul><ul><li>Common definitions (headcount, tenure, grade inflation) </li></ul></ul><ul><ul><li>Process streamlining and coordination </li></ul></ul><ul><ul><li>Improved data quality (source system and warehouse) </li></ul></ul><ul><ul><ul><li>person identifier updates cross-walked between OIR,HR, faculty and student databases </li></ul></ul></ul><ul><ul><ul><li>common definition of graduate “discipline” between units </li></ul></ul></ul><ul><ul><ul><li>Identification of authoritative source systems for key data elements when they are redundantly occurring across systems </li></ul></ul></ul>
    60. 60. <ul><li>DEMO </li></ul>
    61. 61. <ul><li>SCREEN SHOTS </li></ul>
    62. 62. Project IQ / PBIS Demo #1 – Majors in Classes
    63. 63. All Seats Taken by Majors
    64. 64. Filter on Your College, Department, or Course ID Filter on College or Dept.
    65. 65. Answer for Communication
    66. 66. Project IQ / PBIS Demo #2 – Sections Offered
    67. 67. Change Measure
    68. 68. Drill Down on Communication Click on college
    69. 69. Drill Down on Advertising Click on department Then click on subject area
    70. 70. Select ADV 344K Select course
    71. 71. Select “Line Graph” Chart Button
    72. 72. Trend for ADV 344K
    73. 73. Project IQ / PBIS Demo #3 – Faculty Workload
    74. 74. Teaching Load Credits by Category
    75. 75. Average TLC’s Per FTE
    76. 76. Individual Teaching Activities
    77. 77. Reports – Teaching Activities
    78. 78. Reports – Class Profile
    79. 79. Questions? Kristi Fisher (512) 471-3833 [email_address]