Resource Utilisation and Compliance

• Learner numbers/funding vs Targets• Attendance• Retention, Achievement, Success

– In year retention ; 3 year trends– ‘big chase’ identifying missing achievements and potential success rates

based on % conversions

• Enrolments• Applications• OTLA• Finance

Dashboards at Bolton College

• Staff Utilisation• Room Utilisation• Compliance

Outline

• What we wanted to achieve

• How we designed and developed the dashboards

• Outcome of that process – How the dashboards look

• What the impact has been

Staff Utilisation Dashboard

• Provide information to support curriculum managers in the usage and monitoring of staff timetabled hours

• Feed in long term sickness information from HR to keep the expected contact hours of staff realistic

• Inform senior management of latest position especially in regard to requests for additional agency staffing

• Identify volume of teaching remission and who is receiving it and why

Staff Utilisation = percentage utilisation of permanent teaching staff as

timetabled vs expected contact hours

Room Utilisation Dashboard

Room Utilisation = % Frequency of use (timetabled hours)

x % Occupancy (learners timetabled vs capacity)

• How well are curriculum areas managing the usage of rooms

• Enable management to identify underutilised areas of the College

• Inform decision making

• Monitor compliance with directives. ie staggered lunchtimes and increasing twilight sessions

Compliance Dashboard

• Compliance reports form part of termly Performance Review process

• Identifies non-compliance issues relating to data- Registers not marked, courses not fully timetabled, untimely withdrawals,

pending learners

• Identifies areas of risk to funding - Learners on registers not enrolled, curriculum plan vs timetables,

Learners enrolled and not on a register, learners with 5 or more absences

• Encourage areas to resolve these issues and improve the picture on a more timely basis

• Provide a dashboard to be used within Performance Review meetings

Data Design Considerations

We created a Data Warehouse. Why?

• Vast amounts of data in MIS system can be summarised in data warehouse

• Easily produce trend information using snapshots

• Improve performance through pre-summarising and pre-calculating data

• Centralised updating of information. Once the warehouse is changed all the Dynistics charts change automatically

• Existing college reports can also use the data warehouse , improving consistency between the dashboard and day to day reporting

Staff Utilisation - Design Considerations

• Due to time/resource limitations we used existing data sources instead of designing new ones

• Drill through from overall College picture through to an individual staff member

• RAG rating to give an instant picture

• Ordering from best to worst to help areas benchmark themselves

• Read best practice articles around dashboard design

• Populating information boxes rather than displaying all criteria, to de-clutter charts

Implementation - Staff Utilisation

Implementation - Staff Utilisation – Link to Details

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Room Utilisation - Design Considerations

• Entirely new reporting area - started from scratch

• We wanted to know :

– Utilisation to date and also the full year, and compare between years

– By day of the week, time of day and time of year (terms etc)

– By site, building and department

– By room type (specialist e.g. workshops and classroom)

• Layered dashboards. One dashboard drilling through to another

• Keep the second level dashboard to a similar look and feel but swap some items in that may be more meaningful at the departmental level

• Use filters to cut down the time period (To Date and Full Year)

• Use a range of RAG rating “shades”, not just red green and amber and more subtle colours for other chart series

• Due to complexity, use tables instead of charts but use pivots where possible

• Consistency - use beige background colour to indicate charts that drill through to other dashboards

Implementation - Room Utilisation

Implementation - Room Utilisation - Pop up by Site

Implementation - Room Utilisation by Dept

Implementation - Room Utilisation by Dept

Compliance - Design Considerations

• Content already decided – 8 reports used in Performance Reviews

• Initial idea for layout came from the idea of a single line of ‘blobs’

• Identify if issues exist on all 8 reports without running them individually

• Multi-layered dashboards to give appropriate level of information

• Maintain simplicity and uniformity

• Drill to the cause of the problem

• Show the needle (not the haystack)

• To make the this a useful and supportive tool

Compliance KPIs

Compliance – Link from chart to existing report

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Utilisation DashboardsWhat Impact?

• More data challenges

• Staff Utilisation– Identifies under-utilisation of staff – highlights problems/saves money

– Latest information always available within a few clicks

– Over-utilisation may identify problems with timetabling – knock on effects

– Used by HR in staffing footprint meetings with areas

• Room Utilisation– Launched on Tuesday

– Already provided evidence as to why an area is having 2 rooms re-allocated elsewhere

– Help curriculum and senior managers visualise the delivery patterns of their curriculum

– Inform decisions on opening hours

– Inform future directives and timetabling policy

Compliance Dashboard What Impact?

• What gets measured is what gets done

• Initially hated….. now seen by some as useful

• Data is used more and more for monitoring

• Used by curriculum and support staff

• More data challenges than any other dashboard

• Data issues resolved earlier – improved data quality - Less risk to funding