management information: key to strategic planning senior leadership retreat presented by carol...
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Management Information:Management Information:Key to Strategic PlanningKey to Strategic Planning
Senior Leadership RetreatSenior Leadership Retreatpresented by presented by
Carol Livingstone Carol Livingstone Division of Management InformationDivision of Management Information
www.dmi.illinois.eduwww.dmi.illinois.edulivngstn@[email protected]
333-3551333-3551
With standard web & paper With standard web & paper reportsreports
With custom reportsWith custom reports
With advice on where to find With advice on where to find and and how to use how to use management datamanagement data
How can Management How can Management Information help you?Information help you?
To better manage your unitTo better manage your unit
To know what others know To know what others know about youabout you
To respond to inquiriesTo respond to inquiries
To avoid reinventing the To avoid reinventing the wheelwheel
Why be data-savvy?Why be data-savvy?
““The new source of power The new source of power is not more money into the is not more money into the hands of the few, but more hands of the few, but more information into the hands information into the hands of many.”of many.”
--- John Naisbitt --- John Naisbitt
dmi.illinois.edudmi.illinois.edu
Set a bookmark today:Set a bookmark today:
http://http://www.dmi.illinois.eduwww.dmi.illinois.edu
UIUC Campus ProfileUIUC Campus Profile
Budgets & Budgets & expendituresexpenditures
FTE and headcount FTE and headcount staffstaff
Student enrollmentStudent enrollment
Course enrollments Course enrollments & IUs& IUs
much, much more!much, much more!
Ten years of data summarized Ten years of data summarized by by
department, college, and department, college, and campus:campus:
UIUC Campus Profile -- UIUC Campus Profile -- UsesUses
Compare your unit to Compare your unit to similar similar
units on campus units on campus
Look at your unit over Look at your unit over timetime
UIUC Campus ProfileUIUC Campus Profile Types of Profiles Available Types of Profiles Available
Standard : Standard : 357 items357 items
StrategicStrategic
54 Campus-wide metrics54 Campus-wide metrics
Unit-specific metricsUnit-specific metrics
Graphs & DashboardGraphs & Dashboard
Custom: Custom: 631 items631 items
ten years
•Item numbers are links to Item numbers are links to glossaryglossary•Some data items are Some data items are “drilldowns”“drilldowns”
Campus Profile Campus Profile DrilldownsDrilldownsAny data item that appears to be a link Any data item that appears to be a link
is drillableis drillable
FTE: get staff lists with FTE: get staff lists with appointment infoappointment info
Expenditures: see details by fund Expenditures: see details by fund and accountand account
Students/degrees: counts by Students/degrees: counts by student program, breakouts by student program, breakouts by gender, race/ethnic, residencygender, race/ethnic, residency
IUs: breakout by section and IUs: breakout by section and instructorinstructor
Custom ProfileCustom Profile
Strategic ProfilesStrategic Profiles1.1. Campus-wide set of metrics Campus-wide set of metrics
organized by campus goalsorganized by campus goals
2.2. College-specific goals, metrics College-specific goals, metrics
for each goal, and 3-yr & 5-yr for each goal, and 3-yr & 5-yr
targets for each metrictargets for each metric
3.3. Graphs now available for most Graphs now available for most
metricsmetrics
Metrics that are the Metrics that are the same for all units. same for all units. Include:Include:
• StudentsStudents• FacultyFaculty• ProgramsPrograms
Selected items are Selected items are graphed and allow graphed and allow comparisons between comparisons between unitsunits
Strategic Profiles – Strategic Profiles – Campus-Wide MetricsCampus-Wide Metrics
Strategic Profile: Campus-Wide Strategic Profile: Campus-Wide MetricsMetrics
• Organized by college goalsOrganized by college goals
• 3 & 5 yr targets set by the 3 & 5 yr targets set by the unitunit
• Primarily college and Primarily college and major unit only, can be major unit only, can be extended to deptsextended to depts
Strategic Profile – Unit-Specific Strategic Profile – Unit-Specific MetricsMetrics
Strategic Profile – Unit-Specific Strategic Profile – Unit-Specific MetricsMetrics
Strategic Profile:Three Graph Types
Dashboard – one per Dashboard – one per goalgoal
Selected Selected unitunit
Selected Selected comparatorcomparator
Campus-Wide Charts
Unit-specific Charts
Course Information SystemCourse Information System
Sections, IUs, Instructors by Sections, IUs, Instructors by
“Offering” department “Offering” department
“Paying” department “Paying” department
“Controlling” department“Controlling” department Data back to Fall, 1987Data back to Fall, 1987 Deals correctly with Deals correctly with
renumberings, crosslistings, renumberings, crosslistings,
new subject namesnew subject names
Course Information Course Information System Example ReportsSystem Example Reports All courses one yearAll courses one year
All years for one courseAll years for one course
Selected courses and selected Selected courses and selected termsterms
All courses, all years for one All courses, all years for one faculty memberfaculty member
Six – Ten reports Six – Ten reports
Anomaly reportsAnomaly reports
Other Information Other Information Resources for Managing Resources for Managing
thetheInstructional MissionInstructional Mission
““Official” 10-day Official” 10-day enrollmentsenrollments
Student Enrollment Student Enrollment ReportsReports
Consolidated class rostersConsolidated class rosters
Section Instructor List/ Section Instructor List/ dept rostersdept rosters
Information Resources for Information Resources for Managing your Students & Managing your Students &
Tuition RevenueTuition RevenueTuition, Waiver, and Tuition, Waiver, and
Appointments SystemAppointments SystemTuition charges and waivers for Tuition charges and waivers for
undergrads & grad students undergrads & grad students
enrolled in your unit by term. enrolled in your unit by term.
Includes residency, tuition Includes residency, tuition
schedule, range for each student, schedule, range for each student,
plus all waiver-generating apptsplus all waiver-generating appts
Who’s Who at the UI:Who’s Who at the UI:Departments and Departments and Executive OfficersExecutive Officers
All depts in UrbanaAll depts in Urbana Unit heads & other Unit heads & other
contactscontacts Staff directoriesStaff directories URLs of each unitURLs of each unit
Information Resources for Information Resources for Managing the Research Managing the Research
MissionMissionProposal Data SystemProposal Data System
All proposals submitted for All proposals submitted for
grants/contracts grants/contracts
1996 to present. Searchable by:1996 to present. Searchable by: InvestigatorInvestigator Sponsor/agencySponsor/agency Dept or collegeDept or college Key word Key word
Additional Information Additional Information Resources for “Managing” Resources for “Managing”
Your FacultyYour Faculty
Course Information System: Course Information System:
Teaching historiesTeaching histories
Activity Reporting System: Activity Reporting System: Salary histories from FY89, Salary histories from FY89,
cost sharing commitmentscost sharing commitments
Other Information Other Information ResourcesResources
Available to UnitsAvailable to Units BannerBanner Decision Support:Decision Support: Eddie/Business ObjectsEddie/Business Objects
Standard reportsStandard reports Point & click report Point & click report
generationgeneration Enterprise Data Warehouse Enterprise Data Warehouse
(EDW)(EDW)
(for programmers)(for programmers)
A Note on Data QualityA Note on Data Quality
Garbage in Garbage in Garbage out Garbage out
The data we work with The data we work with
originates in the departments. originates in the departments.
Please make sure your staff Please make sure your staff
members know it’s important to members know it’s important to
take the time to enter data take the time to enter data
correctly. correctly.
A Note on Data SecurityA Note on Data Security
As EO, you are responsible for As EO, you are responsible for
the uses of data in your unit. the uses of data in your unit.
Make sure your staff know and Make sure your staff know and
obey the policies and laws on obey the policies and laws on
data privacy, especially with data privacy, especially with
student data (FERPA)student data (FERPA)
Towards a Towards a Data-driven Decision-Making Data-driven Decision-Making
CultureCulture
More and more, decisions on More and more, decisions on
campus are driven by data. Take campus are driven by data. Take
the time to understand the rich the time to understand the rich
sources of data you have sources of data you have
available and use them !!!available and use them !!!
Let Management Information Let Management Information HelpHelp
Call (333-3551) or email Call (333-3551) or email
([email protected]) ([email protected]) Navigation through our siteNavigation through our siteUnderstanding the dataUnderstanding the dataWhere to find dataWhere to find dataSpecial reports neededSpecial reports needed
Questions??
Questions??
Case #1 – as a group
You are the provost and You are the provost and are meeting with a dean are meeting with a dean about progress toward about progress toward strategic goals. strategic goals.
* What is your biggest * What is your biggest concern?concern?
* What other resources * What other resources would be helpful?would be helpful?
Case #2
You are the Dean of LAS. You are the Dean of LAS.
* Compare teaching loads in two * Compare teaching loads in two of your units.of your units.
* Compare salaries* Compare salaries
* What choices has each unit * What choices has each unit made in staffing courses?made in staffing courses?
* What other resources would be * What other resources would be helpful?helpful?
Case #3
You are the interim provost You are the interim provost and are considering budgets and are considering budgets for next yearfor next year
* Compare enrollments/staffing in * Compare enrollments/staffing in the two collegesthe two colleges
* What topics would you like to * What topics would you like to discuss with each dean?discuss with each dean?
* What college looks like a better * What college looks like a better investment for your funds?investment for your funds?
Case #4
You are the department head. You are the department head. One of your full professors One of your full professors complains that her salary is less complains that her salary is less than that of an associate than that of an associate professorprofessor
* * What do you notice about the What do you notice about the salary ranges for each rank in the salary ranges for each rank in the dept?dept?
* Why do so many dept salary * Why do so many dept salary structures look like this?structures look like this?
* What do you respond to the * What do you respond to the professor?professor?
Web Systems in Place
•UIUC Campus Profile •Activity Reporting System •Tuition Assessment/Waiver/Appt Reports •UIUC Departments & Executive Officers •Student Enrollment Reports •Course information system •Section Instructor List•Proposal Data System