Transcript Introducing HEI

Copyright Harold Horton –Director, HEI 2003. This work is the
intellectual property of the author. Permission is granted for
this material to be shared for non-commercial, educational
purposes, provided that this copyright statement appears on
the reproduced materials and notice is given that the copying
is by permission of the author. To disseminate otherwise or to
republish requires written permission from the author.
Ohio’s Higher Education Information (HEI)
System
http:www.regents.state.oh.us/hei
Ohio Board of Regents
Harold Horton, HEI Director
Ohio Board of Regents
30 E. Broad Street
Columbus, OH 43215
[email protected]
614-644-5796
Overview of State
Higher Education in Ohio
Board of Regents is a coordinating body,
not a governing body
79 campuses operated by 38 state
supported (two & four year) institutions
Over 550,000 students enrolled in over
120,000 courses taught by 50,000 faculty
Overview of State
Higher Education in Ohio
100 million square feet of space
Over $5 billion annual campus operating
budget
$2.5 billion in state operating and capital
subsidy provided annually via complex
formulas
Building and Implementing
HEI
Three-year development process (19951998)
Re-engineering of 25 yr old mainframe
reporting system
Collaborative process (campus officials,
regents, regents staff, General Assembly,
Governor)
Implemented Winter 1998
State provided $8 million total over 4 years
HEI Summary of Features
 Unit Record system
 Web based system
 Comprehensive database
 Minimum requirements
 State of the art technology
 Relational database
 Analytic database
 Sophisticated security
 Cutting edge data extensions
NATIONAL MODEL for SHEEO
National Data Warehouse Model
Hosted visitors from:
Oklahoma, Pennsylvania, Kentucky,
Mississippi, Kansas, West Virginia
Inquiries from: New Mexico, Utah,
Alabama, Arizona, Idaho, North Ca
Welcome partnerships with other states
Comprehensive relational database
Core data areas for public institutions:
Enrollment
Faculty/staff
Facilities
Finance
Financial aid (Partially complete)
Academic programs
Capital planning (Summer 2003)
Comprehensive relational database
Enrollment data area
STUDENTS
•SSN, Race, Sex, DOB
•State, ZIP
•First Time Enrolled
•Institutions enrolled
•Academic intention
•Rank-UNG,GRAD,PSOP
•Major
•GPA
•Accumulative Credits Earned
•Credit hours transferred
•Degrees/Certificates Earned
Comprehensive relational database
Enrollment data area
COURSES
•Course Inventory
•Section, credit hours
•Level (UG, GRD)
•Remediation
•CIP code
•Award of Credit
STUDENTS
Go to top of page
Comprehensive relational database
Faculty/Staff data area
INSTRUCTORS
COURSES
•SSN, Race, Sex, DOB
•Appointment status
•Tenure status
•Salary
•Funding unit (or dept)
•Highest degree
•Sections taught (workload)
STUDENTS
Go to top of page
Comprehensive relational database
Facilities data area
BLDGS &ROOMS
INSTRUCTORS
•Complete Inventory
of space
•Physical and functional
•condition
•Square Footage
•Class meeting times
•Capacity & Utilization
COURSES
Go to top of page
STUDENTS
Comprehensive relational database
Finance data area
BLDGS &ROOMS
SPENDING
•Campus Budgets
•Financial Stmt
•Revenues
•Expenditures
INSTRUCTORS
COURSES
STUDENTS
Go to top of page
Comprehensive relational database
Financial aid data area (State Grants and
Scholarships—SGS) Partially complete
Student State Aid
•Certification of awards
•Payments
•Refunds
•OAS (high schools)
•OIG (March 2003)
•FAFSA
STUDENTS
Comprehensive relational database
Academic Programs
Program
STUDENT
DEGREE
•Inventory of Programs
•CIP Code
•Degree Level and Name
•Concentration
•Expected Time and Credits
•Program Status
Comprehensive relational database
Capital Planning (Summer 2003)
Capital Projects
BLDGS &ROOMS
•Project Description
•Project Costs
•Building Identifier
•Capital Funds
Comprehensive relational database
Data areas for independent, proprietary,
non-Ohio institutions:
Financial aid
Student Demographic data
Degrees and Certificates Earned
Web-based System
Accessible from anywhere
Available 24/7/365
Minimum Requirements for access
PC and Web browser (IE or Netscape)
Account/Passwd from campus liaison for restricted
access
Fast and accurate
Interactive and user-friendly
Complete system documentation on web
Web-based System
2. Data edited and
cleansed of errors then
loaded
1. Transmit Data
Colleges
& Universities
WWW
HEI
3. Queries and
Reports
Available
Key Decision Makers
Analytical Capabilities
 Administers complex formulas
$2.5 billion in state operating and capital subsidy
provided annually
Resource Analysis
Facilities Utilization
 Responsive to frequent data requests by
legislature, campuses, media, public
Several web-based reports
Over 15 general purpose customizable & accessible webbased queries
HEI Analysts have direct access
Enrollment and Financial Aid audit administration
Analytical Capabilities
 OBR web-based publications and reports produced
via HEI
Governor’s Performance Report
(http://www.regents.state.oh.us/perfrpt/2002index.html)
Student Inventory Data (SID) and Basic Data
Series (BDS)
(http://hei.regents.state.oh.us/cgi-pub/site_map?name=bds_sid&jsflag=yes)
Freshman Remediation Report
(http://hei.regents.state.oh.us/cgi-pub/site_map?name=rem_rep&jsflag=yes)
Cutting edge data extensions
and partnerships
Performance Report
Data Extensions
● Independent, Proprietary, and Non-Ohio
institutions
 Student demographics and degrees/certificates earned
● American College Testing Inc (ACT)
Data on high school experience (GPA, curriculum)
● Federal Student Financial Aid (FAFSA)
Data on family income, indebtedness, parental
education, marital status
● Wage and Salary Information from Ohio Dept
of Jobs and Family Services (ODJFS)
Employment and Wages While Enrolled, Employment
and Wages for Stopouts, In State Employment and
Wages After Graduation
Performance Report
Data Extensions
Pre-Collegiate Data
Collegiate Data
Student
Family
Disability
Parent’s education
High School
GPA
Academic core?
Grades
# years English
# years math
# years science
Extra-curricular
High School type
Poverty, SES
•Financial Aid & Family
Income
Graduate
•Loan indebtedness
•Loan indebtedness
•Parent’s education
•In-State Employ
College
•Salary
•Enrollment,
•Employer Type
•Retention,
•Further College
•Transfers, Mobility
•Courses, GPA
Student
•Employment
Back to HEI Home
Post Collegiate
Data
Analytical Capabilities-Data Exchanges
and Partnerships
 IPEDS file download
 Perkins Reporting for State of Ohio $
 ODJFS (WIA Reporting for State of Ohio) $
 Ohio Tech Prep Program $
 Ohio College Access Network (OCAN) $
 Ohio Learning Network (OLN) $
 Course Applicability System (CAS) $
 Ky. Council on Post Secondary Education $
$ = Compensated for services rendered
* = Planned
HEI State of the Art Technology
HEI State of the Art Technology
Web Presence
Query screens dynamically generated from the
database in real time
Submission/Query authorizations granted by
liaisons in real time
Security
Firewalls
File Encryption
HEI State of the Art Technology
Multiple Environments
Development
Relational Database (edit/load)
Data Warehouse (reporting)
Pilot
Practice
Production
Relational Database (edit/load)
Data Warehouse (reporting)
HEI State of the Art Technology
Multiple Programming Languages
COBOL/SQL - Edit and Load Programs
PERL/SQL - Web Interface
Java Script/SQL - Web Queries
HEI State of the Art Technology
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.
Hardware/Products
Sybase Adaptive Server Enterprise (ASE)
Sybase Adaptive Server IQ
Sybase Replication Server
Where we are today
HEI Operations in 2003
Data Exchanges &
Partnerships
Public Campuses
Performance Report
Data Extensions
Submit data
CORE HEI DATA INPUT AREAS:
•Enrollment (students, courses, degrees)
•Faculty/staff (demographics, workload)
•Facilities (building and room utilization)
•Finance (budgets and spending)
•Academic Programs
•Financial Aid (State Grant and Scholarships)
Independent,
Proprietary,
Non-Ohio Campus
High Schools
Generate data &
information
DATA OUTPUTS
•Subsidy
•Performance Report
•OBR Publications
•Customized Queries
•Enrollment Audits
•Financial Aid Audits
External
agencies
HEI Operations - General
● Over 4,000 users serviced and supported (public,
independent, proprietary, non-ohio campuses, and high
school guidance counselors)
● Over 50 term and annual files submissions
● Over 25,000 edit and load file processes annually
● More than 1,500 tables containing 100 million rows of
data
● Over 500 queries run per month by campus users
● Annual User’s Conference and statewide training
sessions