UCOP BROWN BAG SEMINARS May 12 & 15, 2009
Institutional Research Unit Consolidation Presented by: Director Kathleen Dettman
Who Are We? Newly Consolidated Institutional Research Unit
IR Mission
The Institutional Research Unit will support the President and the university community by providing data and analysis that informs decision-making via: Timely, accurate, and relevant institutional research, analysis, and reporting, Appropriate data stewardship, External monitoring for impact assessment and forecasting, and Leadership on best practices in institutional data management and analysis.
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K. Dettman - University California Office of the President
Primary Areas of Responsibility
The Institutional Research unit will achieve the mission through the execution of the following functional activities (refinements in purple): Research, Analysis and Reporting
• Problem assessment, design, and implementation of routine and non-routine analysis and reporting Complex analyses including surveys, modeling, projections, and forecasting New and non-routine data collection Maintenance of a report repository and public access Feedback and support to optimize data stewardship and systemization Trusted source for timely interpretation of data in support of decision-making Coordination and synthesis of cross-divisional reporting and analysis
Data Stewardship
• Assessment of data and reporting needs • Specification of routine data to be collected and maintained • Data quality assessment and feedback to data providers • Functional requirements for data structures and systems • Design, testing, and certification of standard reports • Documentation, user support, and access for IR Unit data warehouse
• • • • • •
External Monitoring
Monitoring of external reporting requirements, data standards, and policy issues Collection and evaluation of information from external sources such as government, data sharing consortia, and other institutions Environmental scanning to facilitate proactive analysis
K. Dettman - University California Office of the President
Leadership in IR Policy & Practice
Leadership on institutional data and analysis policy and practice Frequent and comprehensive consultation with OP, campus, and external clients and data providers Quality assurance
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Where are we in the Process?
UCOP CHANGE ROADMAP INSTITUTIONAL RESEARCH UNIT
Strategic Phases
1. Mission
2. Strategic Analysis
3. Strategic Goals
4. High Level Design
5. Transition Analysis
Winter 2007/2008
Vision/Values/Culture
Implementation Phases
6. Detail Design
7. Staffing
8. Start Up/Transition
9. Assessment/Refinement
Spring 2008
Winter 2008/09
Spring 2009
FUTURE
For all phases
Communications
Human Resources (HR), Project Management (PM), Space (S), Budget (B)
Vision/Values/Culture
Vision/Values/Culture
K. Dettman - University California Office of the President
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UCOP Restructuring: How it fits together
EXTERNAL RELATIONS COMMUNICATIONS HEALTH SCIENCES ACADEMIC PERSONNEL EDUCATIONAL PARTNERSHIPS ACADEMIC PLANNING PROGRAMS & COORDINATION ACADEMIC AFFAIRS ANR BUSINESS OPERATIONS HR&B
STATE GOVERNMENTAL RELATIONS ADVOCACY / ALUMNI AFFAIRS
RESEARCH & GRAD STUDIES STUDENT SERVICES
SYSTEMWIDE BUDGET & FACILITIES (Merger) TECH DESK IT
STRATEGIC RESOURCE COORDINATION TEAM
BUDGET OFFICE BUSINESS RESOURCE CENTER (BRC) CHANGE AND PROJECT MANAGEMENT INSTITUTIONAL RESEARCH
K. Dettman - University California Office of the President
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ISSUES MANAGEMENT POLICY ANALYSIS & COORDINATION (IMPAC)
IR Unit Implementation Started with a Strategic Plan..
IR Staff have engaged in a variety of activities to get the unit up and running
Conduct Client Requirements Assessment Define Ad-Hoc Report Process Define IR Roles & Responsibilities; Success Factors & Cultural Norms Define Process for Conducting Data Quality Assessment Develop and Implement Decision Support System Reporting Standards Web Presence Define Data Stewardship Develop Communication Strategy Conduct Annual Planning Process 6
K. Dettman - University California Office of the President
Staff Identified Critical Success Factors
Key factors that will contribute to the IR Unit’s success include: Infrastructure, systems, and tools Transition planning Involvement and open participation of UCOP functional units Active support of leadership at the highest level Expectations management Cross-functional, collaborative prioritization, and planning Decision rights and authority clarification for IR Unit
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K. Dettman - University California Office of the President
Factors for IR Unit to be Viewed as Successful by Others:
Key factors that influence others’ perception of the IR Unit’s success include: Timely, accurate, and appropriate response Proactive service provision Clear messaging of services provided Self-service to allow customers to do analysis and appropriate level Be inclusive One-stop service provision Demonstrate content and analysis expertise
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K. Dettman - University California Office of the President
Staff Adopted Cultural Norms IR staff defined ten cultural norms to serve as guiding principles for the IR Unit, describing the “way we do things around here”.
Be easy to do business with Be open to new ideas Anticipate change and adapt Be sensitive to context and audience Build productive relationships Participate fully and openly as part of the team Deliver quality results Communicate effectively Share information Be inclusive, proactive, and go the extra mile
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K. Dettman - University California Office of the President
What do we do? Major Subject Areas
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K. Dettman - University California Office of the President
What do we Do? Integrate information and Analysis:
Samples of integrated analytical projects: Impact of American Recovery Act funding on student fees Differential fees for Non-resident students Creative Budget Solutions IPEDS Race and Ethnicity reporting Faculty FTE reporting across external agencies
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K. Dettman - University California Office of the President
Who are we? Key Contacts – Content Managers
Kathleen Dettman (Kathleen.Dettman@ucop.edu)
IR Policy & Practice
Charles Drucker (Charles.Drucker@ucop.edu)
Private Support Research Contracts & Grants Extramural Funding & Sponsorship Faculty and Industry Research Profiles
Sam Agronow (Samuel.Agronow@ucop.edu)
Undergraduate Admissions & Enrollment Academic Preparation Enrollment Eligibility Student Success Data
Shelley Dommer (Shelley.Dommer@ucop.edu)
Staff Personnel/Staff Compensation Staff Programs Workforce Profile Academic Advancement Diversity UC Employee Benefits
Chris Furgiuela (Chris.Furgiuela@ucop.edu)
Graduate Admissions & Enrollment Registration Data Faculty Instructional Activity Financial Aid Inventories Financial Aid Annual Reports
Rosemary Chengson
(Rosemary.Chengson@ucop.edu) Systemwide Budget Investments Facilities Academic Personnel/Faculty Compensation Faculty Hiring/Startup Cost of Attendance Student Fees
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K. Dettman - University California Office of the President
Transforming how work is done – next steps
There is an understanding that the IR unit will over time, with implementation of improved infrastructure and more efficient processes, alter the amount of time devoted to each service offering.
External Monitoring Leadership
External Monitoring
Data Stewardship
Data Stewardship Research, Analysis & Reporting
Leadership
Research, Analysis & Reporting
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K. Dettman - University California Office of the President
Critical Strategic Element – Decisions Support System?
The fully developed system will provide: – Integrated data repository – Data validation and transformation – Standard and ad hoc reports – Highly interactive query and comparative data capabilities – Visualization (maps, graphs, tracking tools) – Data security appropriate to use – A high degree of self-service for constituents (via the internet) customized for their specific information needs. – Cost effective alternatives to individualized solutions for each OP unit
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K. Dettman - University California Office of the President
The Future Vision for Data Integration and Access
CONCEPTUAL DESIGN OF PROPOSED UCOP DECISION SUPPORT SYSTEM
From Campuses
CFR Financial CFS Financial FJE Journals ITF Transfers CAF Profile ULO Overrides BUD Budget TCS Titles STF Staffing CPS/FCP Personnel SLIS Senior Leaders Student CSS Student UG Admissions
CA Data Exchange US Address Data
On-Line Query & Reports Web Portal StatFinder Desktop Reporting tools (SAS, BrioQuery, etc.) Business Intelligence
From UCOP Applications
External Data Sets
UCOP Data Repository
Financial Budget & Staffing Compensation Payroll/Personnel Instructional Workload Student Support
Longitudinal Studies
Nat Stu Clearinghouse
Admissions Instructional Activity Room Utilization
Financial Aid
EFA Facilities/Assets DPR Depreciation CGX Contracts/Grants CGO Contract/Grant Patent Tracking System Faculty Profiles
US Patent Tracking
04/21/2009
Equipment, Facilities & Assets Contracts & Grants
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K. Dettman - University California Office of the President
Will Use a Component Based Approach
Start with Basic Payroll Personnel Data and Add other Key Elements Build core data once and then reutilize
PHASE 1: Payroll/Personnel
PHASE 2: Admissions/Enrollment/Financial Support
UCSC Planning and Budget: Data Management
K. Dettman - University California Office of the President
K. Register 10/03/08
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Timeline and Phasing
IEDW Project ( Phases 1 & 2) Summary Timeline
9/1/ 2009 Phase2 ( Admissions Enrollment, Financial Aid , ) Initiation 8/1/ 2010 Phase2 ( Admissions ) Rollout 9/17/ 2010 Phase2 ( Enrollment ) Rollout 10/30/ 2010 Phase2 ( Financial Aid ) Rollout
5/1/ 2009 Phase 1 ( Payroll Personnel) / Initiation
11/1/ 2009 Phase 1 Roll Out
8/1/ 2009 5/1/ 2009
11/1/ 2009
2/1/ 2010
5/1/ 2010
8/1/ 2010 10/30/ 2010
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K. Dettman - University California Office of the President
What’s next? Communication - Develop Web Site With ….
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K. Dettman - University California Office of the President
Institutional Research Services
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K. Dettman - University California Office of the President
Long Term Goal – Single place for getting Information about UC
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K. Dettman - University California Office of the President
Institutional Research
Questions?
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K. Dettman - University California Office of the President