Overview of State Higher Education in Ohio

1. Design and Implementation of a Statewide Data WarehouseOhio’s Higher Education Information (HEI) System

2. Overview of State Higher Education in Ohio • Pluralistic • 4yr Univ, 2yr Comm Coll, 2yr Tech • Decentralized • Board of Regents is a coordinating body, not a governing body • Large • Over 550,000 students enrolled in over 120,000 courses taught by 50,000 faculty • 79 campuses operated by 38 state supported institutions 2

3. Overview of State Higher Education in Ohio • Large (continued) • 100 million square feet of space • Over $5 billion annual campus operating budget • Formula-based subsidy • $2.4 billion in state operating and capital subsidy provided annually via complex formulas 3

4. Building and Implementing HEI • Three-year development process • Planning begun 1995 • Scrap 25yr old antiquated mainframe reporting system • Complete re-engineering of reporting system • Implemented Winter 1998 • Ongoing enhancements 4

5. Building and Implementing HEI IMPETUS: • General Assembly’s dissatisfaction with difficulty students had in transferring credits between campuses • State Articulation and Transfer Council: Need to track students through their academic careers • State mandate to calculate subsidy based upon enrollments for all terms 5

6. Building and Implementing HEI • State provided $8 million total over 4 years • Campus subsidy = $3 million • HEI operations = $5 million • HEI portion created computer systems operations at the Regents that did not exist before • Campus HEI subsidy does not cover campus costs (Campuses had to use other resources to fund this effort) 6

7. Building and Implementing HEI • HEI implementation process • Hundreds of contributors, including • The Governor and the General Assembly • Campus leaders • Campus Information systems staff throughout the state • The HEI Staff • The HEI Advisory Committee 7

8. Building and Implementing HEI • HEI implementation process • Revolved around data areas • enrollment • faculty staff • facilities • finance • financial aid 8

9. Building and Implementing HEI • HEI implementation process per data area • 1. Internal Regents Consultation (1 mos.) • 2. Statewide Consultation (2 mos.) • 3. Pilot Group (5 mos.) • 4. Statewide Consultation (1 mos.) • 5. Practice Period (now 3 mos.) • 6. Production 12 months 9

10. HEI Summary • What made the collaboration work? • An incomplete list of factors • Consultative process throughout state • Fixed date (winter, 1998) system must begin • Expertise in state on electronic student information systems (campus and regents staff) • Desire of state to have HEI serve campus needs • Timing of national web development 10

11. Overview of the HEI System • HEI features and functionality • Powerful and Web-based (inputs, outputs, system documentation) • Fast and accurate • Interactive and user-friendly • Analytic (query capabilities) 11

12. Powerful and web-based Http:www.regents.state.oh.us/hei 12

13. Web-based file submission 1. Transmit Data:Students, Courses, Finances, Facilities, Faculty, Staff HEI Public Colleges & Universities 13

14. Web based File Editing Process in HEI 1. Transmit Data:Students, Courses, Finances, Facilities, Faculty, Staff HEI 2. Edit & Verify Data Public Colleges & Universities 14

15. Web based File Editing Process in HEI 15

16. Web based File Editing Process in HEI 16

17. Web based reports and query tools in HEI HEI 1. Transmit Data:Students, Courses, Finances, Facilities, Faculty, Staff State Policy Makers 2. Edit, Verify, & Load Data • 3. Reports & Inquiries: • Subsidy • Resource Analysis • Decision support Public Colleges & Universities 17 Campus Decision Makers

18. Demonstration of HEI Capabilities - Restricted Queries 18 • Query screens dynamically generated from the database in real time

19. Demonstration of HEI Capabilities - Restricted Queries 19

20. Demonstration of HEI Capabilities - Restricted Queries 20

21. Demonstration of HEI Capabilities - Restricted Queries 21

22. Web based reports and query tools in HEI 22

23. Demonstration of HEI Capabilities - Standard Reports 23

24. System documentation on the web Http:www.regents.state.oh.us/hei 24

25. All critical user documentation for each file is available on the web System documentation on the web 25

26. File documentation on the web HEI File Layout 26

27. All critical user documentation for each file is available on the web System documentation on the web 27

28. System documentation on the web 28

29. System documentation on the web 29

30. Overview of the HEI System • HEI features and functionality • State-of-the-art relational data warehouse • Sophisticated security (restricted and unrestricted levels of access) • Submission/Query authorizations granted by liaisons in real time • Unrestricted Outputs/Queries • Restricted Outputs/Queries • Direct Access 30

31. Overview of the HEI System • System Requirements: • HEI Account and Password from HEI Liaison • Personal Computer with Netscape Navigator 4.0+ • Software to convert files into ASCII text format 31

32. Overview of the HEI System • HEI features and functionality • State-of-the-art relational data warehouse • Sophisticated security (restricted and unrestricted levels of access) 32

33. Technical Issues of the HEI System • Multiple Environments • Development • Relational Database (edit/load) • Data Warehouse (reporting) • Pilot • Practice • Production • Relational Database (edit/load) • Data Warehouse (reporting) 33

34. Technical Issues of the HEI System • Multiple Programming Languages • COBOL/SQL - Edit and Load Programs • PERL/SQL - Web Interface • Java Script/SQL - Web Queries 34

35. Technical Issues of the HEI System • Data Base/Warehouse Interaction • Production data replicated into reporting environment in real time. Data changes in production appear in reporting environment within 1 - 2 minutes. • Products • Sybase Adaptive Server Enterprise (ASE) • Sybase Adaptive Server IQ • Sybase Replication Server 35

36. HEI: Future Applications and Connections • New Areas to Investigate • Academic program area • Capital project planning • Noncredit instruction • A more comprehensive system to understand student persistence and success 36

37. HEI: Future Applications and Connections • New Areas to Investigate • Include independent colleges and universities in HEI • Connect HEI to pre-college and post-college experiences and data • (ACT, K - 12, employment tracking) 37

38. HEI Operations • Over 50,000 edits and loads processed since Winter 1998 • More than 500 tables containing 33 million rows of data • Over 5000 queries run in 2000, average of over 484 per month • 24/7/365 system operation 38

39. HEI Operations • Data entry capability for users • Responsive to legislative and statewide mandates • Responsive to frequent data requests by legislature, campuses, and media 39

40. HEI Operations • Presentations at AIR 2000 Conference and SHEEO/IPEDS 2000 Conference • SHEEO visitations from KY, OK, MS, PA, KS 40

41. HEI 2001-2002 Projects ENHANCEMENTS • IPEDS Spring 2001 Collection • Enrollment, GRS, Finance • Query Improvements (6 months) • Improvement to Summary Edits (fall 2001) • Testing Netscape 6.0 and Microsoft Internet Explorer 41

42. HEI 2001-2002 Projects • DATA EXCHANGES • Ohio Dept of Jobs and Family Services (ODJFS) --employment and salary data • American College Testing Program (ACT)--high school data • AICUO Participation (Consultation March 29) • CAS--Preliminary Course Inventory File (TBA) 42

43. HEI 2001-2002 Projects • AUDITS • 12 campuses to be audited in 2001 • Create Audit Data Area • Enrollment audit forms, files • Financial Aid Audit Automation and Integration 43