EDUCAUSE 2003 Ohios Higher Education Information HEI System http:www.regents.state.oh.ushei Ohio Boa

1
EDUCAUSE 2003Ohios Higher Education
Information (HEI) Systemhttpwww.regents.state.oh
.us/hei Ohio Board of RegentsHarold Horton,
HEI DirectorOhio Board of Regents30 E. Broad
StreetColumbus, OH 43215hhorton_at_regents.state.oh
.us614-644-5796
2
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
  

3
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
  

4
Building and Implementing HEI

• Three-year development process (1995-1998)
• 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

5
HEI Summary of FeaturesNATIONAL MODEL!

• 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

6
National Data Warehouse Model

• Hosted visitors from
• Oklahoma, Pennsylvania, Kentucky, Mississippi,
  Kentucky, Kansas, West Virginia
  
• Inquiries from New Mexico, Utah, Alabama,
  Arizona, Idaho, North Ca
  
• HEI software can be made available

7
Web-based System

2. Data edited and cleansed of errors then
loaded

WWW
1. Transmit Data
Colleges Universities
HEI
3. Queries and Reports Available
Key Decision Makers
8
Web-based System

• Accessible from anywhere
• Available 24/7/365
• Minimum Requirements for access
• PC and Web browser (IE or Netscape)
• Fast and accurate
• Interactive and user-friendly
• Complete system documentation on web

9
Comprehensive relational database

• Core data areas for public institutions
• Enrollment
• Faculty/staff
• Facilities
• Finance
• Financial aid (Partially complete)
• Academic programs
• Capital planning (Summer 2003)

10
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

11
Comprehensive relational database

• Enrollment data area

• Course Inventory
• Section, credit hours
• Level (UG, GRD)
• Remediation
• CIP code
• Award of Credit

COURSES
STUDENTS
Go to top of page
12
Comprehensive relational database

• Faculty/Staff data area

• SSN, Race, Sex, DOB
• Appointment status
• Tenure status
• Salary
• Funding unit (or dept)
• Highest degree
• Sections taught (workload)

INSTRUCTORS
COURSES
STUDENTS
Go to top of page
13
Comprehensive relational database

• Facilities data area

BLDGS ROOMS

• Complete Inventory
• of space
• Physical and functional
• condition
• Square Footage
• Class meeting times
• Capacity Utilization

INSTRUCTORS
COURSES
Go to top of page
STUDENTS
14
Comprehensive relational database

• Finance data area

BLDGS ROOMS
INSTRUCTORS
SPENDING

• Campus Budgets
• Financial Stmt
• Revenues
• Expenditures

COURSES
STUDENTS
Go to top of page
15
Comprehensive relational database

• Financial aid data area (State Grants and
  ScholarshipsSGS) Partially complete

• Certification of awards
• Payments
• Refunds
• OAS (high schools)
• OIG (March 2003)
• FAFSA

Student State Aid
STUDENTS
16
Comprehensive relational database

• Academic Programs

• Inventory of Programs
• CIP Code
• Degree Level and Name
• Concentration
• Expected Time and Credits
• Program Status

Program
STUDENT DEGREE
17
Comprehensive relational database

• Capital Planning (Summer 2003)

• Project Description
• Project Costs
• Building Identifier
• Capital Funds

Capital Projects
BLDGS ROOMS
18
Comprehensive relational database

• Data areas for independent, proprietary, non-Ohio
  institutions
  
• Financial aid
• Student Demographic data
• Degrees and Certificates Earned

19
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
  
• Over 15 general purpose customizable accessible
  web-based queries
  

20
Analytical Capabilities

• OBR web-based publications and reports produced
  via HEI
  
• Governors 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?n
  amebds_sidjsflagyes)
  
• Freshman Remediation Report (http//hei.regents.st
  ate.oh.us/cgi-pub/site_map?namerem_repjsflagyes
  )
  

21
Analytical Capabilities

• Enrollment and Financial Aid Audit software
  designed in-house (Visual Basic)
  
• Interfaces with HEI for automated extraction of
  scientific data samples
  
• Flags potential errors
• Tracks auditor evaluation and comments
• Computer generated error reports
• Interfaces with web
• Administer over 12 enrollment audits per year and
  30 financial aid audits per year
  

22
Analytical Capabilities

• OBR web-based publications and reports produced
  via HEI
  
• Subsidy FTE Report
• Resource Analysis
• Success Challenge
• Budget Data Reports
• Classroom Utilization Report

23
Cutting edge data extensions and partnerships

24
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
  

25
Performance Report Data Extensions
Collegiate Data
Post Collegiate Data
Pre-Collegiate Data
Student Disability Parents education High
School GPA Academic core? Grades years Engli
sh years math years science Extra-curricula
r High School type Poverty, SES
Back to HEI Home

• Family
• Financial Aid Family Income
• Loan indebtedness
• Parents education
• College
• Enrollment,
• Retention,
• Transfers, Mobility
• Courses, GPA
• Student
• Employment

• Graduate
• Loan indebtedness
• In-State Employ
• Salary
• Employer Type
• Further College

26
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

27
HEI State of the Art Technology
28
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

29
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)

30
HEI State of the Art Technology

• Multiple Programming Languages
• COBOL/SQL - Edit and Load Programs
• PERL/SQL - Web Interface
• Java Script/SQL - Web Queries

31
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

32
Where we are todayHEI Operations in 2003
Public Campuses
Performance Report Data Extensions
Data Exchanges Partnerships
Submit data
Independent, Proprietary, Non-Ohio Campus

• 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)

High Schools
Generate data information

• DATA OUTPUTS
• Subsidy
• Performance Report
• OBR Publications
• Customized Queries
• Enrollment Audits
• Financial Aid Audits

External agencies
33
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 Users Conference and statewide training
  sessions
  

34
HEI Operations Financial Aid

• Over 200,000 students served
• Through the distribution of over 250 million in
  the Ohio Instructional Grant program
  
• Over 90,000 students served
• Through the distribution of more than 46 million
  in the 12th Grade Proficiency Awards program
  
• Over 9,000 students served
• Through the distribution of more than 8 million
  in the Ohio Academic Scholarships program
  

35
Demonstration of HEI Capabilities File
Submission ProcessQueries and Reports