Transcript HEI New User Training

HEI New User Training
Spring 2013
Data Management and Analysis Staff
Stephanie McCann
Director
614-387-1466
[email protected]
William Wagner
Assistant Director
614-387-0682
[email protected]
Penelope Parmer
Analyst
614-752-9539
[email protected]
Adam Schiming
Analyst
614-466-6675
[email protected]
Melissa Sponseller
Analyst
614-644-6855
[email protected]
Andy Lechler
Consultant
614-728-1924
[email protected]
For questions about your login information,
contact Adam!
The Higher Education Information
(HEI) System
 Implemented January
1998
 Web-enabled data
warehouse containing
information from Ohio’s
Public and Private
Colleges and Universities
 Contains information about
 Academic Programs
 Enrollments and Student
Demographics
 Finances
 Facilities
 Faculty and Staff
 Financial Aid
 Capital Planning
 Distance Learning
How is HEI Used?
 Data reporters submit files to the data warehouse
containing information from his/her campus
 Statewide data is complied and used to
 Administer complex formulas, e.g. State Operating and
Capital Subsidies, Resource Analysis, and Facilities Utilization
 Respond to frequent ad-hoc data requests from the
legislature, campuses, media, public
 Produce static web-based reports and publications
 Produce customizable & accessible web-based queries
Visual HEI
Ohio Board of
Regents
1. Colleges and
Universities
Transmit Data
2. Data edited, cleansed of errors,
then loaded to the HEI Database
WWW
Colleges & Universities
3. Queries and Reports
Available
Key Decision Makers
Security and Privacy Practices
 Two types of campus users
 Liaisons
 Appointed by the president of the institution
 Grant access to file submissions and can submit files
 Grant access to restricted queries and academic calendar
 Data Reporters
 Submit files
 Access queries
 Download previously submitted data
 All users of HEI (campus and OBR) are required to sign and
submit HEI data access and dissemination policy
Security and Privacy Practices
 Much of the HEI homepage is open to the public
 File descriptions, editing information, aggregate reports
 Authorized users have account and password
required to access secure areas of the database
 SSNs in HEI are converted to unique OBRIDs and
stored in secure table with limited access
 Website protected by encrypted server and state
firewalls
 Direct Access to data by OBR staff ONLY
Exploration of the HEI website
Core Data Areas and Data Usage
Core Data Areas
 Data is reported for and by Ohio’s Public Colleges and
Universities (The University System of Ohio)
 These core areas are





Enrollment
Faculty and Staff
Facilities
Financial
Academic Programs
Enrollment
Students
Courses
•
•
•
•
•
•
•
•
•
SSN, OBRID
Demographics
First Time Enrolled in College
Academic Intention
Rank
Major (Academic Program)
Grade Point Average
Alternative Credit Hours
Degrees/Certificates Earned
•
•
•
•
•
•
•
•
Courses Offered
Sections Offered
Credit Hours
Course Level
Remediation
CIP Code (subject code)
Attempt of Academic Credit
Course Outcome
Faculty and Staff
Students
Courses
Instructors
•
•
•
•
•
•
•
•
•
•
SSN, OBRID
Demographics
Appointment Status
Work Category
Tenure Status
Salary
Funding Unit
Highest Degree Earned
Sections Taught (workload)
Degrees/Certificates Earned
Facilities
Students
Courses
Instructors
Buildings & Rooms
•
•
•
•
•
•
•
•
•
•
•
Space Inventory
Physical Condition
Functional Condition
Square Footage
Area Type and Function
Codes
Class Meeting Times
Capacity and Utilization
Replacement Value
Ownership Status
Year of Construction
Year of Acquisition
Financial
Students
SPENDING
Courses
Instructors
Buildings & Rooms
•
•
•
•
Campus Budgets
Financial Statements
Revenues
Expenditure
Academic Programs
Program
Students
•
•
•
•
•
Inventory of Programs
CIP Code (Subject Code)
Degree Level and Name
Concentration
Expected Time and Credit
Hours
• Program Status
Uses of the Data







Higher Education Data Reports
Distribution of State Share of Instruction (SSI)
Resource Analysis
Distribution of Financial Aid
Capacity Reports and Utilization
Basic Renovations Distribution
Aged-Space Calculation
Timing of the Data
 How often is data submitted?
 Annually
 At the beginning or end of the term
 What is an edit window and how is it determined?
 An edit window is the time you have to submit the file to our
database for editing and loading
 Based on either due date or capture date
 For term enrollment files, 30 days after the capture date
 For faculty and facility files, December 1 – February 6
 For financial files, October 1 – February 3
 Can file extensions and request windows to be reopened
How do I know when to submit?
File Submission Schedule
Accessed from the
HEI homepage, it
provides the open
and closed dates for
your window based
on your academic
calendar.
Extensions are
reflected in the
closing dates.
Exploration of the HEI website
Preparing data for submission
How do I submit data to HEI?
 Via the Data Input Site
 Data are submitted in a fixed width text file
 Data are submitted by file name, year and term
 The Data Input Site stores all your previously
submitted files
 Separate data input site for each data area
 For enrollment files, once the end-of-term process has
been run, the files are moved to the archive data input
site
Census Date vs. Capture Date
 Census Date
 Designated point by when a student must be registered for a course
in order to be included in HEI submission
 For regularly scheduled courses, end of business on the 15th calendar
day of the academic term.
 For flexibly scheduled courses, end of business on the date closest to
completing 20 percent of the course section based on the official
start and end dates, regardless of the course section meeting
pattern.
 For flexibly scheduled courses meeting for less than seven
consecutive days, all students who enrolled by the last day of the
course, but not those who withdrew by the end of the course.
Census Date vs. Capture Date
 Capture date
 Point in time when the "snapshot" of institutional databases
is to be taken. Relevant data effective as of this date are to be
included in the HEI submission.
 Vary from a flexible date (30 days after end of term) to a set
date (November 1 of the calendar year)
Creating your text file
 Create a text file per the Data Submissions Document
guidelines
 Text file creation documents are on the HEI homepage
 Use the Data Fields section of the Data Submissions
Document to appropriately format the data file
 Depending on your institution, you may create the
text file yourself, or a programmer will create it for
you
Sample SE record and Data
Formatting Conventions
123456789NHGHF10012000YNNYNYNN98OH2543215300360201382012AUYN987654321
 In your text file, each record is one line
 Three Data Types
 Alphabetic
 Campus Code (OHSU)
 Alphanumeric
 Section ID (CHEM10)
 Case and Blank sensitive
 Numeric
 Contact Hours (0010)
More Data Formatting Conventions
 Number of Characters
 Each record must be a certain amount of characters long (e.g.
61 or 70 for the SE file). One way to test is to copy your record
into Word and do a “Word Count”
 Column Position
 Justification
 Most files require left justification and will cause matching
errors if your data are centered in each field
 Make sure there is not a “hard return” at the end of your
file or it will cause an error with the submission
What are Edit and Load
Specifications?
 E&L Specs are the code that we give to our
programmers to create programs to receive and input
your data into the HEI database
 Contains the list of Errors and Warnings
 Contains information to understand the errors
warnings
 Can be used by you to create programs to submit
your data to HEI
What are Verification Tables?
 Verification tables contain the lists of allowable
entries for a field or allowable combinations of fields
 IPEDS/ Institution codes are a good example
 They can change from year
 We make sure we have the accurate data for each year
 For example, the course level/student rank
 You probably won’t have a student with rank FR taking
D level courses
 Prevents errors in the data
The File Header Record
 Each text file that you
submit to HEI must have a
header that tells the
system who, what, when
and how many
 The header is the first
row at the top of your
text file containing all
your records
 Example
 OHSUSE2012AU000001





OHSU = Institution
SE = Type of File
2012 = Year
AU = Term
000001 = Number of
records, must be 6
character spaces
Pre-submission Checklist
 File header record correct?
 Is the file formatted per the Data Submissions
Document?
 Is the submission only plain text? Are all extra
characters removed before the delete switch?
 Is edit window open?
 If not, Extension Request!
 All items completed on pre-submission checklist… file
submission time!
Sample text File Ready to Submit
Header Record
No extra lines after data
Data Input Site
Submitting your text file
Here are other options available from
your DIS.
Drop down box will
only show
submissions with
open edit windows
and files that you
are allowed to
submit
Click “Browse” to select the file
saved on your local drive
Highlight your file and click Open
Click “Submit File” to submit the file
to the Data Input Site
Read the file submission prompt and
click “OK”
Successful Submission Notification
Email containing summary of the edit
results
Return to the Data Input Site to
review errors and warnings
Entire File allows the data reporter to view the entire data file submission.
Edit Statistics provide the time the edits began and ended, total number of records read, total
number of errors or warnings, and number of repeat submissions that occurred in the data file.
Tab Delimited Edit Results provide the primary edits results as tab delimited text
Primary Edit Results provide detailed information about the individual record errors and
warnings that occurred in the file.
Summary Edit Results provide summary information for all the records in this file and, on
occasion, those already in the database.
Quit returns the user to the Data Input Site homepage.
1
2
3
1. Reference code from the Edit
and Load Specifications.
2. Sum of each type of error or
warning
4
1
2
3. Description of why the error or
warning occurred
3
4. Sum of all errors or warnings
5. Information directing you to
the record line where the error
occurred
4
5
1
6
7
6. Additional information
detailing the cause of the
error or warning
7. The data that caused the error
or the warning
Errors and Warnings
 Error
 Major problem with the data and system will not allow it onto
the database
 Examples include using “N” instead of “M” for Male and 1076
as a birth year
 Warnings
 There is a question about the validity of the data given certain
parameters.
 Example is a 98 year old student taking courses at your school
 Primary errors and warnings are for individual rows of data
Summary Edits
 Summary edits include all the data, summarized, from this
file and, in some cases, data already in the system
 Some summary edits do include warnings
 Often include comparisons to the previous year
 This helps to ensure that data is comparable from year to year
 There may be a discrepancy that doesn’t trigger a warning
 e.g. your Freshman headcount changed by more than 20%
from last fall to this fall
Suggestions for resolving errors and
warnings
 Consult the Data Submissions Document to make sure using the
correct codes
 Review the E&L Specifications using error or warning number to
learn what each error and warning means
 Compare this file to last year’s submission
 Speak to your IT department or whoever prepared submission
 Contact HEI Analyst (we love to help!)
 All errors must be fixed before a data file is loaded
 Some warnings are acceptable
 An explanation for our records is often helpful
 We are required to analyze all the warning messages that are received
 Make any necessary changes, resubmit, rerun edits, review edits
Common Errors and Warnings
AC
Alternative Credit Hours are between 150
and 400
AI
Structural area is less than 5% or greater
than 35% for the OWNED Status structures
AI
Ratio of NASF to capacity is not 5 to 50
square feet
AP
Delete Switch is N and there is already a
matching Program Code in the system.
Record will be updated.
OC
Percentage of off-campus course sections
is greater than or equal to 10% of total
course sections at a campus
SE
There is already a record in the Student
Entrance table for this student, the input
record will be ignored
SE
Students too old or young
SR
Current revenues changed by 50% or more
from last year
CF
Restricted revenues do not equal
restricted expenditures
ST
Missing instructors that were in the CN file
CN
Student is in Student Enrollment table but
not in the Course Enrollment file and not a
med student: Student might be in XR file
TF
Duplicate Values have been submitted for
term, charge type and amount
Just a reminder where the E&L Specs
are located…
Once data accuracy is verified,
request load
Electronic Signature
Informational Prompt
What Happens Next?
 The file is submitted to the HEI Load Queue for approval by
an Ohio Board of Regents staff member
 After staff reviews the file, the file is approved for load or
the data reporter is contacted regarding the primary or
summary edits contained in the file
 After a file is successfully loaded into the HEI database, the
data reporter receives a load confirmation via e-mail
 Data files are guaranteed to be reviewed Monday through
Friday, 8:00 am – 4:00, excepting state holidays
Daytime loads
 Occasionally, we are able to load files during the day
 Data fixes over years/terms
 Deadlines approaching
 The load process “locks out” other files from being
edited, including those from yours and other
institutions
A summary of
the process…
Correcting Data Already Loaded
If you realize you
need to make
corrections or
delete records, no
fear!
Correcting Data Already Loaded
 Three Types
 One
 The record is updatable. Submit the new record with the same key
identifiers but the updated data and a delete switch of N. The old row
will be overwritten.
 Two
 Submit two records in the same file. The first will have all the old data
and a delete switch of Y. The second will have the updated data and a
delete switch of N.
 Three
 Submit the old record with a delete switch of Y in a file. It must be
deleted from the database. Then submit the new record in a file with
a delete switch of N.
Finalizing a term
 For enrollment files, once all the files are submitted,
the data reporter runs and end-of-term process
 Accessed through the restricted outputs link
 Data are summarized and reviewed for integrity
 These data are then available for restricted query output
to your own and other institutions
 End of term must be run for every term of a fiscal year
by September 15 of that year so subsidy calculations
can be made
Data Relationships and Uses
The importance of data integrity
How are HEI Data Related?
 There are two types of files- independent and
dependent
 Most enrollment and financial files follow a specific
chain of command
 For example, in order to submit a student’s course
records we first need to know their demographic
information and if they are enrolled for that term
 Each data area has a chart for reference
Enrollment File Information
 Student Entrance
 Only submitted once per student per admission area
 Interested in year and term of first enrollment, not the year
and term from the header
 Same student can be “resubmitted” and record is ignored
 Student Enrollment
 Submitted once per student per term
 Course Enrollment
 Submitted for each course taken by a student during the term
Enrollment File Information
 Alternative Credit
 Credit towards the student’s degree that was not awarded at
your institution
 Identifier Change
 Used to change a student from A to B, or back from B to A
 Once you change an identifier, be sure to use the new one or
you create a separate, unjoined record for one student!
 Degree Certificate
 Once per student per admission area for each degree
 Course Sections Taught
 Hybrid submission as it contains instructor information for each
course taught during a year/term
Faculty File Information
 Course Sections Taught
 A hybrid between enrollment and faculty
 Faculty Demographics
 Work and demographic information for faculty members
 All Employee
 Work and demographic information for all employees
 Identifier Change
 Used to change a faculty member from A to B, or back from B to A
 Once you change an identifier, be sure to use the new one!
 Faculty Funding
 A hybrid between faculty and finance
Facility File Information
 Physical Structures
 Contains a record for every building on your campus
 Area Inventory
 Contains information for the areas within the buildings
 Facilities Identifier Change
 Used to change a building’s identifier
 Course Section Schedule, Other Source of Funds, Other
Use of Rooms
 Submitted in odd numbered years
Financial File Information
 We hope to have a series of meetings to redesign the financial
file area within the next year
 FX
 Hybrid file as it contains one entry for each fiscal funding unit
within the institution that sponsors a course or pays an instructor
 FF
 Hybrid file as it provides salary information for faculty members
 All individuals, paid or unpaid, who are identified in the Course
Sections Taught (ST) file, must have a record in the Faculty and
Instructional Non-faculty Funding (FF) file.
Data and Reports
 Once data are loaded and
verified, we are able to
produce reports
 Topics include:




Headcount
Remediation
Financial Aid
Graduation Rates
https://www.ohiohighered.org/
data-reports
Data Queries
 Via the HEI home page,
there are unrestricted and
restricted (need HEI
account) customizable data
queries
 Data reporters can compare
yearly data at their own
institution and/or their data
to data at other USO
schools
SN Query
 The SN query allows you to look at student
enrollment and demographic from either
 Your own institution over multiple year/terms
 Any or all USO institutions for a specific year/term
 The query returns enrollment counts and, if
appropriate, head counts, broken down by any
combination of selected attributes from the SE and
SN files
Download your Institution’s Data
Ad-hoc Requests
 We get requests daily from state and national
government offices and organizations, both state and
national, IUC, OACC, USO institutions, and reporters
 These must be reviewed by OBR staff as to their
necessity and appropriateness
Other sources of HEI Data
 P-20 Data Warehouse
 OERC at OSU (http://oerc.osu.edu/ )
State Share of Instruction
(SSI)
State Share of Instruction
 Overall allocations determined by Governor &
Legislature
 Cost-Based Model
 Distributive or Rationing Formula
 Based on 3-year averages (starting FY14)
State Share of Instruction
 Main Components:








Enrollments
Course Completions
Degree Completions
At-Risk Add-ons
Success Points
Earmarks
Set-Asides
Stop-Loss
 Major Players:








CN File
DC File
SN File
CI File
SE File
FF File
FX File
End of Term processes
At-Risk Add-Ons
 Course Completions:
 Financially at-risk
 Academically at-risk
 Degree Completions:




Financially at-risk
Academically at-risk
Minority Status
Non-Traditional Students
(Age)
Note: At-Risk add-ons apply only to the University sectors
Community College Success Points
Success Points are Earned for Students Who:
1. Earn 15 college-level credits at this institution
2. Earn 30 college-level credits at this institution
3. Earn an Associate Degree at this institution
4. Complete first Developmental (DEV) Course*
5. Complete DEV math & enroll in college-level math*
6. Complete DEV English & enroll in college-level English*
7. Transfer to a USO University
*Institution only gets 2/3 of a point for this
Fiscal Year 2013 -2014
University Main Campuses
2013
2014
Course
Completions
(~58%)
Course
Completions
(28%)
Degrees
(20%)
Degrees
(50%)
Medical Set-Asides
(8.6%)
Medical Set-Asides
(8.6%)
Doctoral Set-Asides
(12.9%)
Doctoral Set-Asides
(12.9%)
Earmarks
(< 1%)
Earmarks
96% Stop-Loss
(< 1%)
NO Stop-Loss
Fiscal Year 2013 -2014
University Regional Campuses
2013
2014
Course
Completions
(89%)
Course
Completions
Degrees
(0%)
Degrees
(0%)
Earmarks
(11%)
Earmarks
No earmarks
96% Stop-Loss
(100%)
NO Stop-Loss
Fiscal Year 2013 -2014
Community Colleges
2013
2014
Enrollments
(90%)
Enrollments
(50%)
Success Points
(10%)
Success Points
(25%)
Course
Completions
(0%)
Course
Completions
(25%)
96% Stop-Loss
97% Stop-Loss
Thank you for coming!