1. The Data-Savvy Department Head December 3, 7, 10 2007

2. Presented by Carol Livingstone Associate Provost and Director, Management Information 333-3551 livngstn@uiuc.edu

3. To better manage your unit To know what others know about you To respond to inquiries To avoid reinventing the wheel Why be data-savvy?

4. Learn what data is on the Management Information web site Understand the value of the data for the management of your unit Practice retrieving the data Our Goals for Today

5. http://www.dmi.uiuc.edu Set a bookmark today:

6. Departments & Executive Officers Department codes (old and new) Department addresses & phones Executive officers Staff directories Department URLs

7. Departments & Executive Officers Example/Demo 1 Find your own unit and its org code Move the staff directory for your department into Excel

8. Student Enrollment Reports “Official 10-day” enrollments Final Statistical Abstract: campus totals, use for general information about campus. Enrollments by college, dept, program: degree, major, concentration, class, gender, race, citizenship, residency

9. Student Enrollment Reports Trends in time by program Survey responses Grant proposals: institutional characteristics Typical uses

10. Teaching Information Course Information System Frozen, historical 10-day data plus “in- process” current year data Section Instructor List Current year 10-day data, still in process Consolidated Class Rosters Updated daily

11. Course Information System All courses, sections, instructors, IUs since 1987 Helpful FAQ explaining course processing & accounting. Many ways of viewing the data Course history is tracked despite changes in rubric or number.

12. Course Information System Summarize IUs generated by each faculty member paid by your unit for 2006-07 Example/Demo 2

13. Course Information System Faculty Teaching History For P&T documentation For annual evaluations

14. Course Information System Find all courses taught by your favorite faculty member. Look at the P&T format and the table format. Example/Demo 3

15. Course Information System Get a summary of all offerings of NRES 293 (or other course) since 1987. Example/Demo 4

16. Course Information System - Courses not offered on campus in the past six fall & spring terms - Courses failing to “make” in the average of the last two offerings: 10 students for 100-300 level 6 students for 400, 600, 700 level No limit for graduate courses (500 level) Example/Demo 5: Six-Ten Report

17. Section Instructor List System Current year-in-progress section data: Enrollments IUs Instructors Contact hours Class rosters (schedule maintainers) Cross-list assignment is done here

18. Debunking a big urban myth Myth Myth: How a student registers for a crosslisted course section determines who gets credit for offering the course. Truth: Truth: Your department determines who gets credit for the section regardless of how the student registers

19. Two Course Accounting Systems 1. Credit for offering a course Entered into SIL by dept Must be a crosslisting dept Used for external reporting Some internal reporting: (class size, who is teaching….)

20. Two Course Accounting Systems Credit for paying for a course Entered in Activity Reporting System (ARS) Must be a dept paying the instructor (If courtesy - no pay - we use the offering dept) Used for internal reporting (budget allocation, $ per IU, IU per FTE)

21. Consolidated Class rosters Current data, updated daily From Summer 2005 Crosslisted sections are combined Student details, e.g. email, program Withdrawn students remain on list, in red 2 versions: instructor and dept staff

22. Campus Profile Budgets & expenditures FTE and headcount staff Student enrollment, qualifications, retention, graduation rates Course enrollments & IUs much, much more! Ten years of data summarized by department, college, and campus:

23. Campus Profile – What’s New Strategic Profiles % Underrepresented by employee group % Women & minority students % Sections under 20 & over 50 Senior survey results* Graduation & retention rates* Deferred maintenance* % Undergraduates on aid* Major awards* * By college only

24. Campus Profile Campus Profile Types of Reports Available Standard Profile One unit HTML format Most commonly used items

25. Campus Profile Types of Reports Available Strategic Profile One unit HTML format Metrics to measure progress towards campus or college goals

26. Campus Profile Types of Reports Available Custom Reports -- You select: Units Items Column order Format: HTML or Excel

27. Campus Profile Retrieve a standard Campus Profile for the campus. Retrieve a Strategic Profile for the College of ACES (or your choice of colleges) Example/Demo 6

28. Campus Profile Create a custom report of all items for the College of ACES. Look at all the drilldowns! Example/Demo 7

29. Campus Profile Graph the six-year graduation rates for undergraduate colleges (line 4620) Example/Demo 8

30. Campus Profile Find out what the Provost will be discussing with your dean during the budget meetings: pull a Strategic Profile for your college. Example/Demo 9

31. Campus Profile Find the departments with: Highest # terms to degree for PhDs (4760) Highest & lowest Federal G&C exp (2573) Highest # of honors sections (6660) Example/Demo 10 (time permitting)

32. Proposal Data System All proposals submitted from FY96 By Department By Agency/Sponsor By Investigator Report may be summarized by department or by agency.

33. Proposal Data System You are negotiating with the Arthur P. Sloan Foundation for a grant. Is it likely you will get any ICR? Example/Demo 11

34. Proposal Data System Example/Demo 12 It’s time to think about raises for next year. Find all grant proposals written by a faculty member in your department.

35. Tuition, Waiver, Appointments What tuition is being charged to your students and what kind of waivers do they have? How much will you need to pay another dept for the tuition for the grad asst you’ve hired?

36. Activity Reporting System Mandated by Federal and state reporting requirements Activities and cost sharing percents are entered by your staff Useful data: current & obligated pay; appts and teaching assignments; salary & appt history to 1988 Authorized users can change the paying dept for an instructor’s course

37. Peer salary study Compares your faculty salaries with selected peer depts at other institutions. This year, we will be asking deans to update their peer departments to use public peers only.

38. Faculty Salary Equity Study Faculty salaries as a function of : discipline rank years from degree first rank at UIUC time to tenure gender race administrative post Which factors contribute significantly?

39. Faculty Salary Equity Study Two issues: 1. Campus-wide, do gender and race affect salary significantly? 2. What salary is predicted for each individual and how does it compare to the actual salary?

40. Course/section Anomaly Report Normal: instructor is paid on state funds from the unit offering the course. Anomaly: anything else! Anomaly reports are available in Course Information System, you will be asked to look at them twice during the year.

41. Databases outside of DMI Decision Support data warehouse Standard reports: Eddie Business Objects: drag & drop create reports ODBC connections to EDW Planning & Budgeting IPEDS: enrollments, degrees, faculty Campus databook: Retention, new student characteristics

43. Course Information System Look at the Course/Section Anomaly report for Entomology for 2005 (in the college of Liberal Arts & Sciences) What does each report mean? Bonus Example/Demo 11