benchmarking, metrics, comparative metrics getting the most out of your resources 7/09/12
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Texas Regional Ad Astra SummitBenchmarking, Metrics,
Comparative Metrics
Getting the most out of your resources7/09/12Presented by:
Jeff LowryVice President of Client Success
Texas Regional Ad Astra Summit
Why is this Important• Attainment Goals Require Increased Enrollments• Access Initiatives Require Increased and
Diversified Enrollmentso Remedial Courses Create Extra Capacity Challenges
• Limited Budgets to Support Growth• Perception that Capacity is Static (Can’t Expand
without Budget Increases)• Benchmarking metrics allows for a more
cohesive approach to successful change management
Texas Regional Ad Astra Summit
Roadblocks• Complexity
o Space Management practices historically focus on overall utilization v. Capacity Management™
o Program capacity management requires detailed analysis of changing curriculum and student needs
• Cultureo Resistance to change, especially if the need to change can’t be
demonstrated (roll forward schedules)o Decentralized, autonomous decision-making entities (academic
departments)
o Existing reporting and analysis is usually focused on compliance v. strategic resource management
Texas Regional Ad Astra Summit
Many Believe Their Institution Is Efficient and at Full CapacityThe Perception – “We’re Full”
• Hard to Find Classrooms When Instructors Need Them
• Students Unable to Get Into the Courses They Need to Graduate on Time• No Available Space to Launch New
Programs
• Classes Are Overcrowded
• Dormitories at Capacity
• The Most Popular Majors Turn Students Away
Texas Regional Ad Astra Summit
National Data Shows Significant Excess Capacity
The Reality – Inefficiency and Underutilized Capacity
Source: Education Advisory Board interviews and analysis; Ad Astra Information Systems
Average classroom utilization is 42% Four-year public average is 44% Four-year private average is 42% Two-year average is 41%
Classrooms are only 60% full when in use
Sections enroll only 72% of max enrollment Four-year public only 72% of max enrollment Four-year private only 70% of max enrollment Two-year only 73% of max enrollment
Underutilized Rooms
Underutilized Instructor Resources
Wasted Credits
Students repeating the same course two or more timesStudents taking more credits than necessary for a degree
Only 26% of sections are 80-100% full
Texas Regional Ad Astra Summit
The Problem Is Not Lack of Capacity but Specific Bottlenecks
Bottlenecks Limit Efficiency and Capacity
Typical Bottlenecks
Specific Size Classrooms
Tech-Enabled Classrooms
Primetime Classrooms
Gatekeeper Courses
A bottleneck is defined as any room, time period, or section at greater than 80% utilization
Degree Requirements
Texas Regional Ad Astra Summit
Enrollment Ratio by Course
Total X210 X300 X333 X341 X390 X412 X698
80%
138%
46%40%
83%75%
67%
50%
Often a Single Course Limits Enrollment for an Entire ProgramSection Bottlenecks Set Capacity
Section Enrollments for Program X
100% Section Capacity
…But a single course is oversubscribed, potentially creating a bottleneck….
….While other courses are well below capacity
Overall the program appears to have capacity to grow….
Texas Regional Ad Astra Summit
Strategy, policy and software configuration must match institutional goals and mission and be
based on data.
Applying Metrics
Texas Regional Ad Astra Summit
Common ApproachREADY – FIRE - AIM
Data Driven Decision Making
Recommended Approach
READY – AIM - FIRE
Texas Regional Ad Astra Summit
Key Focus Areas
Capacity: Analyze and address capacity bottlenecks
without compromising quality.
Efficiency: Align academic space, courses and faculty to
best serve students and the
institution.
Student Success:
Improve students’ access to
required courses to enable on-time
completion.
Texas Regional Ad Astra SummitMetrics and Management
Systems• Gather readily available schedule and facilities data from SIS
and/or scheduling systems
• Synthesize data into a common format to facilitate peer institution comparisons
• Benchmark current effectivenesso Student Completion Velocity (proactive graduation rate)o Required course “Addition Candidates” (courses wherein need
exceeds seats offered)o Required course “Time Change Candidates” (courses wherein seats
should be offered at different times)
• Make targeted, high-impact changes and track progress
• Data-Driven Academic Scheduling Policy to Enforce Minimum
levels of Department Efficiency/Effectiveness
Texas Regional Ad Astra Summit
Assessing the Opportunities
• Relieve Tuition Pressure• Removing Unneeded Offerings/Reduce Adjunct
Instructional Costs• Energy/Janitorial/Security Savings• Deferred Construction/Renovation Expenses
Texas Regional Ad Astra Summit
What is a Strategic Checkup?• Analysis of Historical Schedules• Report on Effectiveness of Existing Scheduling
Practiceso Space Managemento Course Offering Management
• Framework for Better, More Strategic Scheduling
• On-Site Presentation of Findings/Recommendations
• Policy Management and Enforcement Infrastructure
Texas Regional Ad Astra Summit
Course Offering Dashboards
0%20%40%60%80%
100%
Enrollment Uti-lization
Astra UMeanGoal
20%
22%
24%
26%
Balanced Course Ratio
Astra UMeanGoal
0%
5%
10%
15%
20%
25%
Addition Candidates
Astra UMeanGoal
0%5%
10%15%20%25%
Reduction Can-didates
Astra U MeanGoal Linear
(Goal)
Texas Regional Ad Astra Summit
Capacity Dashboards
30%
35%
40%
45%
50%
55%
Space Utilization
Astra UMeanGoal
40%
45%
50%
55%
60%
Prime Ratio
Astra UMeanGoal
2011
2012
2013
2014
2015
2016
2017
2018
2019
2020
18,000 20,000 22,000 24,000 26,000
Enrollment CapacityEnrollmentExisting CapacityEnrollment RatioOptimize RoomsMeeting PatternsPrime Ratio
Texas Regional Ad Astra Summit
Why is this type of analysis
important?• Space Utilization is a Measurement, not a
Strategy for Improved Efficiency
• Better Allocation of Prime Rooms at Prime Times is a Strategy for Improved Efficiency
• Course Offering Management is rarely Practiced or Measured at an Institutional level
• Analysis of Student Demand for Courses is a Strategy for Improved Course Offering Effectiveness and Financial Sustainability
Texas Regional Ad Astra Summit
Demonstrating the Opportunities
• Application(s)• Strategic Scheduling Checkup• Platinum as a Service Reports/Study• Dashboards• Repeatable Processes with Reporting
Texas Regional Ad Astra Summit
Benchmarking, Metrics, Comparative Metrics
Contact InformationJeff Lowry, Vice President of Client Success
Office: 913-652-4144 Email: jlowry@aais.com
Twitter: @AstraJeffwww.aais.com
Texas Regional Ad Astra Summit
Texas Regional Ad Astra Summit
Texas Regional Ad Astra Summit
Texas Regional Ad Astra Summit
Texas Regional Ad Astra Summit
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