Brian ClarkData AnalystData Management and Analysis(614) 644-6859bclark@regents.state.oh.us

HEI New User Training -- Ohio Board of Regents

HEI Analyst TeamDr. Darrell Glenn

Director, Data Management and AnalysisBrian Clark

Data AnalystJimmy Wermuth

Data AnalystMelissa Sponseller

Part-time Analyst

Other Data Management and Analysis StaffBill Wagner – Data and Information RequestsAndy Lechler – Subsidy and Resource AnalysisZach Waymer – Institutional Audits

Ohio’s Higher Education Information (HEI) System

Ohio’s state-of-the-art, web-enabled Higher Education Information System (implemented WI 1998)

A comprehensive data warehouse that contains higher education information on EnrollmentsStudent DemographicsFinancial AidFacultyFacilitiesFinancesAcademic ProgramsCapital PlanningNon-Credit

The HEI System

Administer complex formulas State operating and capital subsidyResource AnalysisFacilities Utilization

Responsive to frequent ad-hoc data requests from legislature, campuses, media, public

Produce several web-based reports and publications

Houses over 15 general purpose customizable & accessible web-based queries

How is HEI Used?

Colleges & Universities

HEIWWW

Key Decision Makers

3. Queries and Reports Available

1. Transmit Data

2. Data edited, cleansed of errors, then loaded

Web-based System

SSN’s in HEI converted to unique OBRID and stored in secure table with limited access

HEI account and password required to access areas of the database which is granted by signing HEI data access and dissemination policyUnrestricted and Restricted Outputs/QueriesSubmission/Query authorizations granted at user

level by campus liaisonsWeb Server uses encryptionState firewallsDirect Access by OBR staff ONLY

Security and Privacy Practices

Minimum Requirements for accessPC and Web browser (Internet Explorer

recommended)Data Reporter access requirements

Account from LiaisonSoftware to convert files to ASCII text (flat file)

Web-based System

Questions?

Exploration of the HEI web pages

Core Data Areas

Core Data Areas: Enrollment

COURSES

STUDENTS •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)•Award of Academic Credit•Attempt of Academic Credit

Public Institutions

COURSES

•SSN, OBRID•Demographics•Appointment Status•Work Category•Tenure Status•Salary•Funding Unit•Highest Degree Earned•Sections Taught (workload)•Degrees/Certificates Earned

Public Institutions

INSTRUCTORS

STUDENTS

Core Data Areas: Faculty/Staff

COURSES

•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

Public Institutions

INSTRUCTORS

STUDENTS

BLDGS &ROOMS

Core Data Areas: Facilities

Core Data Areas: Financial

COURSES

Public Institutions

INSTRUCTORS

STUDENTS

BLDGS &ROOMS

SPENDING

•Campus Budgets•Financial Statements•Revenues•Expenditures

Public Institutions

STUDENTS

•Inventory of Programs•CIP Code (Subject Code)•Degree Level and Name•Concentration•Expected Time and Credit Hours•Program Status

PROGRAM

DEGREE/CERTIFICATE AWARDED

Core Data Areas: Academic Programs

Outcomes ReportingDistribution of State Share of Instruction

(SSI)Resource AnalysisBasic Data Series ReportsStudent Inventory DataDistribution of Financial AidCapacity Reports and UtilizationBasic Renovations DistributionAged-Space Calculation

Uses of the Data

File DependenciesEnrollment Data Area

http://regents.ohio.gov/hei/datasubdoc/enrollment/enrollment_depall.php

Facility Data Areahttp://regents.ohio.gov/hei/datasubdoc/facilities/facilities_d

ep.html

Faculty/Staff Data Areahttp://regents.ohio.gov/hei/datasubdoc/faculty/faculty_dep.

html

Financial Data Areahttp://regents.ohio.gov/hei/datasubdoc/financial/financial_d

ep.html

Questions?

Submitting Data to HEI

Via the Data Input Site Create a text file per the Data Submissions

Document Guidelines Use the Data Fields section of the Data

Submissions Document to appropriately format the data file

Submit file to HEI via the Data Input Site Data are submitted by file name, year and term The Data Input Site also stores all your previously

submitted files Archived Data Input Site

How do I submit data to HEI?

Three Data Types Alphabetic

Campus Code (OHSU) Alphanumeric

Section ID (CHEM10) Case and Blank sensitive

Numeric Contact Hours (0010)

Number of Characters Column Position Justification (when appropriate)

Data Formatting Conventions

Data Submission Document Layout:Field Names Field Attributes and Procedures Data FormatCampus Enter a campus code from

Institution/Campus Codes.Alphabetic  4 characters  Columns 1-4

Student Identifier Enter the federally assigned Social Security Number (SSN) whenever possible. If the SSN is unavailable, enter another identifier which uniquely relates to this student.  Student identifiers for minors are to be assigned by the campus.

Alphanumeric  9 characters Columns 5-13 Left justify

Institution Assigned Identifier Switch

Enter Y if the student identifier is not a federally assigned Social Security Number. Enter N if the student identifier is the SSN assigned by the federal government. 

Alphabetic  1 character  Column 14

Campus Student Identifier Institution Assigned Identifier Switch

Alphabetic, 4 characters  Columns 1-4

Alphanumeric, 9 characters, Columns 5-13, Left justify

Alphabetic1 character Column 14

Text Document Layout:

Placed at the beginning of every submission to the data input site

Identifies Who, What, When, and How many Submission, year, and term must match the

data input site drop-down selections

File Header Record

OHSUNC2008NA000010

1. OHSU = Institution2. NC = Type of File3. 2008 = Year4. NA = Term5. 000010 = Number of records

Example of File Header

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!

Pre-submission Checklist

Questions?

Data Input Site

1. Your Contact Information

2. Your Institution

3. Your Data Area. If you have access to more than one data area, make the appropriate selection from the Data area drop down box.

4. Menu of resourceful links.

1

2

3

4

Return to the Data Input Site Select Data Area Find Submission by its HEI assigned file

name Click View Click Primary Edit Results Click Summary Edit Results, if available

To Look at Primary and Summary Edits

Review Primary and Summary Edits Consult Data Submissions Document Consult Edit and Load Specs using error

or warning number Compare to last year’s submission Speak to your IT department or whoever

prepared submission Contact HEI Analyst Make changes and resubmit. Please remember: File submissions

with either Primary or Summary Edit errors cannot load into the HEI database.

Suggestions for resolving Errors and Warnings

1. Reference code from the Edit and Load Specifications.

2. Sum of each type of error or warning

3. Description of why the error or warning occurred

4. Sum of all errors or warnings

5. Information directing you to the record line where the error occurred

6. Additional information detailing the cause of the error or warning

7. The data that caused the error or the warning

4

4

1

5

2

7

1

1

3

2

6

3

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 information contained in the file

After a file is successfully loaded into the HEI database, the data reporter receives load confirmation via e-mail

What Happens Next?

Questions?

Queries 101

Restricted Require user name and password to access.

Access privileges granted by HEI Liaison. Two types:

Queries generally available to institutions.Queries available to higher education programs (e.g.

TRIO, Tech Prep, etc.)

Unrestricted Open to the public.

Types of Queries

Questions?

Query Exercises

Which institution had the largest amounts of gross square feet and replacement value for owned structures that were physically and functional obsolete in 2007?

Physical Structure Summary Query

In 2007, how many institutions had owned buildings constructed between 1960 and 1990 that contained the name “Rhodes” somewhere in the physical structure name? Will you get different results depending on

how you capitalize ‘RHODES”?

Physical Structure Detail Query

Which institution had the highest number of classrooms that were used for instruction and had a network connection in 2007?

Area Inventory Query

What is the distribution by rank of students enrolled in business (52**** subject code) related courses at the baccalaureate course level at the University of Toledo for autumn term 2007?

Course Enrollment (CN) Query

a.) You are making a presentation on the role of women at State supported higher education institutions. As a starting point for your research, you want to know the number of women in each work category in Autumn of Fiscal Year 2007 compared to males.

 b. You want a sense of the diversity (with regard to gender and race) of employees at Cleveland State by work category (Executive, Administrative and Managerial as well as Faculty and Instruction, Research and Public Service) and appointment status (full-time 11 or 12 month).

All Employee (AM) Query

a.) How many students majored in Chemistry during the autumn term of 2007? What schools did they attend?

b. The Director of Admissions wants to compare the number of 18 to 20 year old freshmen at your community college to all other community colleges based on race and sex. Use autumn 2007 for the term (remember they were 18 to 20 during autumn 2007).

Student Enrollment (SN) Query

How many baccalaureate and associate degrees were earned in engineering for Fiscal Year 2007? Display by campus type and sex.

Degree/Certificate (DC) Query

At the community college sector (by individual campus) what is the cost per FTE ( for the new taxonomy) at the STEM1 subsidy model?

Resource Analysis

TRIO Statewide Total Query

For the Upward Bound TRIO program at Columbus State Community College how many course enrollments were there at any Ohio institution during Fiscal Year 2008 for students that were both First Generation and Low Income?