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?)
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
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
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
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