Panel Discussion of Reporting Needs and Solutions

Jackie AndrewsMichael Dillon

Peter PartellTom Wright

Presented to AIRPO Winter WorkshopAlbany, NYJanuary 2006

Questions the panelists were asked to consider:Questions the panelists were asked to consider:

What is the role of IR in determining reporting needs for a campus?

Does IR help figure out data structures?Who determines what information gets

reported on your campus?How do you “get data out to people?”How is your institution solving these

issues?

The Role of an IR Office(at least according to us)

Michael DillonPeter Partell

Binghamton University

Presented to AIRPO Winter WorkshopAlbany, NYJanuary 2006

Set upSet up

We believe that the value of an IR office comes from its ability to analyze policy to help campuses make better decisions (of course, we do very little of this!)

Binghamton’s IR office is trying to automate report production and minimize the time we spend checking for data errors

We aim to increase the time we spend analyzing campus policy and recommending change

OutlineOutline

The slides that follow present various forms—”stages of development”—for an IR office

We will then discuss how, at Binghamton, we are trying to change IR’s business to reflect our view of IR’s appropriate role

Model OneModel One

Just the Facts Just the Facts

FactsFacts

QuestionsQuestions

AnswersAnswersAnalystsAnalysts

++

++

+++How many?

Model TwoModel Two

Just the Facts, with cleaning Just the Facts, with cleaning

FactsFacts

QuestionsQuestions

AnswersAnswersAnalystsAnalysts

++

++

+++

Error Error ChecksChecks

How many?

Model ThreeModel Three

The Database SolutionThe Database Solution

FactsFacts

QuestionsQuestions

DatabaseDatabaseAnalystsAnalysts

+++++

Error Error ChecksChecks

How

many?

Model FourModel Four

The Lazy AnalystThe Lazy Analyst

FactsFacts

QuestionsQuestions

DatabaseDatabaseAnalystsAnalysts

+++++

Error Error ChecksChecks

How

many?

Model FiveModel Five

The Consultant AnalystThe Consultant Analyst

FactsFacts

QuestionsQuestions

DatabaseDatabaseAnalystsAnalysts

+++++

Error Error ChecksChecks

- --

++

How

many? Why?

Reporting Tools at BinghamtonReporting Tools at Binghamton(How we try to dispense with the “How many?” questions)(How we try to dispense with the “How many?” questions)

Project Database (http://airpo.binghamton.edu/conference/jan2004/Project_Management.pdf)

– Information requests logged in Access db– OIRP discusses requests at weekly “Projects” mtg.– Newly requested info may be added to our

“canned” reports– Periodic review to look for redundant requests and

timing of information needs

Reporting Tools at Binghamton Reporting Tools at Binghamton (continued)(continued)

(How we try to dispense with the “How many?” questions)(How we try to dispense with the “How many?” questions)

OIRP’s Website – – SAS to HTML reports and downloadable .XLS– Information broken down as many ways as (almost)

can be imagined– Continually modified to include newly requested info– Many requests now answered, “that info is on our

website…here’s the link.”– Users can download data to create percentages, ratios,

charts, etc. without OIRP’s involvement

Reporting Tools at Binghamton Reporting Tools at Binghamton (continued)(continued)

(How we try to dispense with the “How many?” questions)(How we try to dispense with the “How many?” questions)

Dynamic Query System– Interactive website created with SAS/IntrNet– Users define their own query parameters to

create customized reports– We update the background data only– Queries automatically generate HTML, .XLS,

and .PDF versions of the report– We track the information requested by each

user (access is by userid and pw)

Reporting Tools at Binghamton Reporting Tools at Binghamton (continued)(continued)

(How we try to dispense with the “How many?” questions)(How we try to dispense with the “How many?” questions)

Reporting database– Steering committee comprised of IR,

Computing Services, and Registrar’s Office All 3 offices field data requests Issues of content, access, usability

– Series of data marts using “star schema” data structures, allowing YTD comparisons

IR consults with Computing Services in creation of data structures

Reporting Tools at Binghamton Reporting Tools at Binghamton (continued)(continued)

(How we try to dispense with the “How many?” questions)(How we try to dispense with the “How many?” questions)

Reporting database (continued)

– Use Hyperion Performance Suite (formerly BRIO)

– No official/frozen data yet Transaction data—nightly updates Replicate production reports, but with self-service

– We’ve been able to use the project to raise the visibility of data integrity!

The Role of an IR Office(at least according to me)

Tom Wright

Columbia-Greene Community College

Presented to AIRPO Winter WorkshopAlbany, NYJanuary 2006

Columbia-Greene Columbia-Greene Community CollegeCommunity College

Office of Institutional Research & Grants

Responsibilities

- External Reporting

- Support for College Planning & Decision Making

- Grant Writing

- Grants Administration

Role of IR Man (or Woman)Role of IR Man (or Woman) Collector of Data

– Always looking for external sources SUNY IR & SED (ORIS) Other Govt. - State Data Center, DOE, DOL Research Institutions, Associations, Foundations

Definer of Data– Create and document (ex., on-line data dictionary)– Consistency (sing from the same hymn sheet)

Distributor of Data– IR Office as Data Center (Vetting – see consistency)– Data Warehousing– Internal vs. external– Accounting vs. PR– Benchmarking (MSA Standard 7)– Decision Impelling (drive planning)

Defender of Data– Blowback (who’s ox did you gore?)

Pre Data WarehousePre Data WarehouseStorage and Retrieval SystemStorage and Retrieval System

CGCC IE Report CardCGCC IE Report Card2005 Core Indicators

Goal 1 - Quality Education StandardMet/Exceeded Partially Met Not Met TBD

Indicator 1.1 - Student attainment of core academic skill proficiencies stated in the College catalog Standard 1.1.1 - Continuous Improvement in perceived progress (SUNY SOS) Standard 1.1.2 - 40% Minimum perceived progress (SUNY SOS) Standard 1.1.3 - Alumni perceived progress above SUNY average

Indicator 1.2 - Student attainment of articulated competencies in his/her major Standard 1.2.1 - SUNY CBA Initiative Standard 1.2.2 - SUNY Pass rates on licensing exams Standard 1.2.3 - Program Reviews include comprehensive assessment in the major

Indicator 1.3 - Student satisfaction with the teaching and learning environment (opinion surveys) Standard 1.3.1 - Rank above 66th Percentile (Top 10) Standard 1.3.2 - Continuous Improvement

Indicator 1.4 - Student satisfaction with academic support services (Library, ASC) Standard 1.4.1 - Rank above 66th Percentile (Top 10) - Library Standard 1.4.1 - Rank above SUNY Mean (ASC, Tutoring, PC access, Internet) Standard 1.4.1 - Rank above 66th Percentile (Top 10) - Academic Advising

Indicator 1.5 - Developmental Student success in subsequent, related course work Standard 1.5.1 - Grade Distribution Similar Standard 1.5.2 - CUM GPA Similar

Indicator 1:6 - Graduation rates comparable to or above other SUNY community colleges Standard 1.6.1 - CGCC in top 3 for 2,3, & 4yr rates Standard 1.6.1 - 3 yr Rate above IPEDS peers

Indicator 1.7 - Students placement in employment or continued education in a field related to their major Standard 1.7.1 - 75% of transfer students transfer successfully to 1st choice Standard 1.7.2 - VOC/TECH programs meet statewide placement standard

Indicator 1.8 - Transfer students’ success at senior institutions (SUNY Transfer Track, grad surveys) Standard 1.8.1 - 1 yr retention above SUNY avg Standard 1.8.2 - 80% of transfers earning bachelor's degree have CUM>2.49 Standard 1.8.3 - perceived preparation (80% indicate well prepared)

The secret of a good sermon (presentation) is to have a good beginning and a good ending; and to have the two as close together as possible.

- George Burns

The Role of an IR Office(at least according to me)

Jackie Andrews

SUNY Delhi

Presented to AIRPO Winter WorkshopAlbany, NYJanuary 2006

Reporting Needs & Solutions:Reporting Needs & Solutions:the SUNY Delhi versionthe SUNY Delhi version

SUNY Delhi Located in the beautiful

Catskill Mountains Fall 2005 student

population: 2,557 (SDF numbers, natch)

Residential, traditional age Baccalaureate degrees,

associate degrees & certificates

Dean, Information Systems Responsible for campus

computing, records & registration, institutional research

Defacto CIO .5 staff support Registrar is the former &

long-term DBA DBA work outsourced to

SICAS Center & ITEC

SUNY DelhiSUNY Delhi

What is a report?What is a report?(dictionary.com)(dictionary.com)

noun An account presented usually in

detail. A formal account of the

proceedings or transactions of a group.

Law. A published collection of authoritative accounts of court cases or of judicial decisions. Often used in the plural.

Common talk; rumor or gossip: According to report, they eloped.

Reputation; repute: a person of bad report.

An explosive noise: the report of a rifle.

verb To make or present an often official,

formal, or regular account of. To relate or tell about; present:

report one's findings. See Synonyms at describe.

To write or provide an account or summation of for publication or broadcast: report the news.

To submit or relate the results of considerations concerning: The committee reported the bill.

To carry back and repeat to another: reported the rumor of a strike.

To complain about or denounce: reported them to the principal.

What is a report in an IR context?What is a report in an IR context?

Transactional Results of students

doing something, e.g., how many students have registered so far?

Embedded in all offices of a college

Opportunity

Analytical Meaning Basis for doing

something

UsuallyUsually

We report data from our enterprise databaseIn my case, Banner

Although there are LOTS of data in LOTS of other places

Purposes of a Report Purposes of a Report

Supply information Answer questions Comply with

regulations, laws, etc. Buttress or refute

arguments

Plan for the future Enrollment planning Environmental

scanning Peer comparisons Performance

indicators

Demands for ReportingDemands for Reporting

External SED SUNY System Feds Accreditation at all

levels

Internal Faculty Staff Students

Data…ReportsData…Reports

Raw data Analyzed data Reported data

Raw data: building blocks, not the building

Information: raw data + analysis & presentation

Knowledge: information + experience & intelligence

Wisdom: a sometimes thing – when the stars are in alignment and the timing is right

Players in the Reporting Players in the Reporting GameGame

Suppliers: often, programmersGatherers: often, us, the IR folksConsumers: that is, our customers

The IR Circle at DelhiThe IR Circle at Delhi(meaning, I do it)(meaning, I do it)

Clearly inside: SED reporting SUNY system reporting IPEDS Program review Graduation & retention Some program accreditation,

e.g., Nursing SOS Some survey research Some qualitative research

Clearly outside: Enrollment planning VTEA – grad follow-up Student evaluations of faculty

Murky MiddleMurky Middle

Middle StatesMOU

College BoardAssessmentEnrollment

Survey research

ChallengesChallenges

Concentrating demand: concentrated demand can be measured

Use a Help Desk kind of software, i.e., WonderDesk

Keeping up with demandDeciding what to say ‘no’ toResisting interest in molding data to fit pre-

conceived notionsManaging customer expectations

Challenges Challenges (cont.)(cont.)

Need to keep data clean in BannerFocusing on customersBeing a force for positive changeFinancial restrictions

TrainingToolsHelp

IR is an institutional GOOD IR is an institutional GOOD

Data and the resulting reports are the foundation of positive change

What a deal!Plus, it’s fun