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University Program Inventory Training

University Program Inventory Training. October 2009. Purpose of Program Inventory. Provide a list accessible by KBOR institutions, staff and constituents of academic programs offered at each public institution Provide an easier method of maintenance of academic programs via web-based system

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University Program Inventory Training

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  1. University Program Inventory Training October 2009

  2. Purpose of Program Inventory • Provide a list accessible by KBOR institutions, staff and constituents of academic programs offered at each public institution • Provide an easier method of maintenance of academic programs via web-based system • Maintain history of programs • Provide quicker and more convenient method for tracking new academic programs through the approval process

  3. Program Definitions • “Program” means an academic plan of 16 or more credit hours that is approved by the appropriate governing board • Leads to an award • A degree or a career/technical certificate

  4. KHEDS (Kansas Higher Education Data System) Program Inventory Student-level database Program/course-level database PALA PALA -Program Code -Award Level -Award KSPSD (UI) SSN/Student ID

  5. KHEDS (Kansas Higher Education Data System) Student-level database Program/course-level database Program Inventory PALA Program/Course-based Reporting PALA -Program Code -Award Level -Award KSPSD Student-Based Reporting # SSN/Student ID

  6. Program Inventory Changes • CIP codes not submitted with new programs; KBOR staff, in consultation with institutions, enter CIP code

  7. Program Inventory CAUTION! • For each Program in PI, a unique PALA (Program Code, Award Level, and Award) must exist • This PALA is how students are matched in KSPSD; KBOR is now working with, and will continue to work with, institutions to ensure that multiple PALAs don’t exist • For example: • Program Code: MATH 101 • Award Level: CERTA • Award: CERT

  8. Logging In • Go to the upper left and double click on Login

  9. Logging In • Enter your User ID and Password • If you have forgotten your User ID or Password, click on Forgot User ID/Password • If you need to add a New Account, click on that link

  10. Choosing Program Inventory • Go to the upper left drop down menu titled Projects and hover your mouse over it • When the choices appear, move your mouse down to Program Inventory and click on it

  11. Click on the Program/Course Inventory tab

  12. Logging Into Program Inventory • Click on Institution Program Inventory Maintenance

  13. Adding A New Program To Add a New Program, click on the Apply New Program link in the blue menu

  14. Adding A New Program Enter data in the fields marked above with stars (and asterisks); Comments and an Explanatory Code can be added if needed

  15. Adding A New Program When you are satisfied with the data input, click Save; when you are ready to have your new Program reviewed, click Submit

  16. The Approval Process To see where your New Program is in the Approval Process, click on Institution Program Inventory Maintenance; on the Search screen, click on Pending

  17. The Approval Process Double click on the Program you wish to view

  18. The Approval Process The Approval Process will appear beneath the data fields you previously entered; the red sections show where in the process your Program is

  19. How To Modify a Program • You will first need to search for the Program you are wanting to modify You can search in Pending, Active or Phased-Out and/or by CIP Code, Program Code or Program Description

  20. Modifying a Program • After finding the Program, double click on the Program to Modify

  21. Modifying a Program • To make modifications to this Program, click on the Apply Modify Program button at the top

  22. Modifying a Program • You can make modifications to Program Code, Description, Award, Number of Hours and provide Comments on your changes • You cannot modify the Award Level

  23. Modifying a Program • After making a modification, a red flag will appear next to the modification made • You can view what the previous information was by hovering your mouse over the red flag

  24. Modifying a Program • After making your modification, you need to Save and Submit your modification

  25. Modifying a Program • Once submitted, this modification will go into the approval process • The progress of the approval can be viewed by searching for this program in the Pending list

  26. Modifying a Program • A red checkmark means that a Program has been submitted for approval • A yellow triangle means that it only has been saved, not submitted

  27. Program Approval Process • To view where your program is in the Approval Process, in the Program Search section, click on Pending and double click on the Program

  28. After searching for the Pending Program and clicking on it, the Approval Process will appear beneath the data fields you have entered

  29. Approval Process • The red highlighted section shows what step the process is currently on • Dates show when sections were approved

  30. Linkage of PI to Program Review • Linkage of PI data to Program Review data • Colleges • Department • Program • Changes in Program Inventory data impact Program Review • New Programs • Program Changes – Moves • Changes in College / Department structure

  31. Linkage of PI to Program Review

  32. Linkage of PI to Program Review

  33. Linkage of PI to Program Review Building blocks of Program/Dept/College Program College/School Department

  34. Linkage of PI to Program Review

  35. Linkage of PI to Program Review

  36. Linkage of PI to Program Review • Changes in Program Inventory data impact Program Review • Be vigilant and careful when working with Program inventory • Work with KBOR Academic Affairs to update/revise any linkages/structures by: • Programs • Departments • Colleges/schools

  37. Enhancements to the PI System • Incorporating Student Counts to PI page at a program level • Institutional Summary Report on a Report Tab • View older “snapshot data” • Available by end of the semester

  38. 2009-2010 Student Data Enrolled xx Completed xx Employed xx Avg. Salary $$

  39. Institutional Reports (probably a new tab) • List of reports still being defined … please send ideas! • Track Status of all Pending Programs • Listing of active Programs • Listing of Phase-out Programs • Listing of Inactive Programs • System summary reports of active and Pending programs • Others?? Provide feedback to IRHelp

  40. Questions?

  41. Thank You! • If you have questions or comments about the training materials or any other training related questions, please send questions to: ashriver@ksbor.org

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