Sam%20Houston%20State%20University's%20IR%20Office%20Organization%20System

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Sam Houston State University'sIR Office
Organization System
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The Issues

• IR offices are inundated with requests by phone,
  email, web system...etc
• Requests take time, correspondence, and data (not
  always on hand)
• Paper copies can get lost, inadvertently file
  13d, or my personal favorite well it was here
  the other day.

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A Solution

• A system to
• track all requests
• keep track of all correspondence
• keep track of variables and data files
• let the customer stay informed
• A system that does it alland more!!!

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Why was it developed?

• To increase our efficiency
• To keep track of all written materials
• To track our Office progress over time
• To have stats available on our requests
• To keep our customers informed about their
  requests

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How a Request Becomes Information
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The Request

• A Request is received
• Email
• Phone
• Fax
• Web System
• Magically Appears

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The Phone Call

• A phone call is made to the customer
• At this time we ask and answer questions about
• The process
• Other information needed
• Any Clarifications that our staff will need

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A Request is Born

• After the phone call
• The request is entered into our system
• It is assigned a number (IRD-Year-Request)
• It is linked to a folder with the number
• All information for this request will be stored
  here
• Excel Sheets, Correspondence, SPSS syntax,
  datasetsetc

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A Request is Born (ctd)

• The request is automatically uploaded to our web
  site
• Customers can check their status on the web
• This has cut down on the phone calls we get,
  which also allows us to be more efficient
• Serves as a progress indicator

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A Request is Born (ctd)

• Throughout the process the folder on our common
  drive is populated
• When similar requests from year to year come in
  we check past years folders
• Many times we can use the same syntax, simply
  changing the years (or updating the spreadsheet)
  to produce the results

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Request Completion

• After slaving over a hot computer the request is
  completed
• A memo is sent along with the spreadsheet
• The status is updated to Returned
• It is automatically removed from the reporting
  schedule

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The System

• Elements
• Current Data Requests
• Previous Data Requests
• Log Files
• Syntax Library
• Variable Definitions
• Status Update

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Current Data Requests

• All data requests which have not been completed
• Allows easy access to all requests which are
  received, on hold, or in progress
• A link to the common area folder is generated
• New Requests can be entered here
• Action Updates

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Previous Data Requests

• Requests from previous years
• Searchable
• Past requests can be used to verify s
• Syntax can be reused efficiently
• No more reinventing the wheel

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Log Files

• Accountability
• Log file is printed out as a report with
  pertinent information
• We use them at our Monday meetings to keep on
  track
• Gives a good idea at each time during the year
  what we have accomplished

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Syntax Library

• Organization
• Syntax is stored in one folder, or across
  requests
• A description is added so they can be used for
  other related projects
• SPSS, SAS, Perl,etc

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Variable Definitions

• Many Files, MANY VARIABLES
• Searchable database of all variables
• Form display
• File the variable is located in
• Description of variable
• Valid values
• Helps others to do data validation

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Status Update

• Request Progress Indicator
• Allows customers to see their status
• Reduces amount of calls relating to request
  timeline

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Limitations

• IR office must have Microsoft Access
• Set-up time of the system
• Updating of numbers at year end
• This is a constantly evolving work in progress

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Future Versions

• Completely Web Based
• Eliminates the need for using Access
• More efficient storage of information
• Web browser access, possibilities for customer to
  download files, and be more involved

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Our Results

• Our office put this into operation in 2003
• During the next year we saw upwards of 50
  increase in requests
• This system has helped us to stay organized

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Demo From Start to Finish

• Data Request is Received
• It is assigned a number
• A phone call is made
• Work on request begins
• Request is returned
• Folder is checked for completion
• Start Demo

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Questions and Comments

• Brian Cordeau
• Sam Houston State University
• Office of Institutional Research
• 936.294.3989
• brianc_at_shsu.edu