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• Learner numbers/funding vs Targets• Attendance• Retention, Achievement, Success
– In year retention ; 3 year trends– ‘big chase’ identifying missing achievements and potential success rates
based on % conversions
• Enrolments• Applications• OTLA• Finance
Dashboards at Bolton College
• Staff Utilisation• Room Utilisation• Compliance
Outline
• What we wanted to achieve
• How we designed and developed the dashboards
• Outcome of that process – How the dashboards look
• What the impact has been
Staff Utilisation Dashboard
• Provide information to support curriculum managers in the usage and monitoring of staff timetabled hours
• Feed in long term sickness information from HR to keep the expected contact hours of staff realistic
• Inform senior management of latest position especially in regard to requests for additional agency staffing
• Identify volume of teaching remission and who is receiving it and why
Staff Utilisation = percentage utilisation of permanent teaching staff as
timetabled vs expected contact hours
Room Utilisation Dashboard
Room Utilisation = % Frequency of use (timetabled hours)
x % Occupancy (learners timetabled vs capacity)
• How well are curriculum areas managing the usage of rooms
• Enable management to identify underutilised areas of the College
• Inform decision making
• Monitor compliance with directives. ie staggered lunchtimes and increasing twilight sessions
Compliance Dashboard
• Compliance reports form part of termly Performance Review process
• Identifies non-compliance issues relating to data- Registers not marked, courses not fully timetabled, untimely withdrawals,
pending learners
• Identifies areas of risk to funding - Learners on registers not enrolled, curriculum plan vs timetables,
Learners enrolled and not on a register, learners with 5 or more absences
• Encourage areas to resolve these issues and improve the picture on a more timely basis
• Provide a dashboard to be used within Performance Review meetings
Data Design Considerations
We created a Data Warehouse. Why?
• Vast amounts of data in MIS system can be summarised in data warehouse
• Easily produce trend information using snapshots
• Improve performance through pre-summarising and pre-calculating data
• Centralised updating of information. Once the warehouse is changed all the Dynistics charts change automatically
• Existing college reports can also use the data warehouse , improving consistency between the dashboard and day to day reporting
Staff Utilisation - Design Considerations
• Due to time/resource limitations we used existing data sources instead of designing new ones
• Drill through from overall College picture through to an individual staff member
• RAG rating to give an instant picture
• Ordering from best to worst to help areas benchmark themselves
• Read best practice articles around dashboard design
• Populating information boxes rather than displaying all criteria, to de-clutter charts
Room Utilisation - Design Considerations
• Entirely new reporting area - started from scratch
• We wanted to know :
– Utilisation to date and also the full year, and compare between years
– By day of the week, time of day and time of year (terms etc)
– By site, building and department
– By room type (specialist e.g. workshops and classroom)
• Layered dashboards. One dashboard drilling through to another
• Keep the second level dashboard to a similar look and feel but swap some items in that may be more meaningful at the departmental level
• Use filters to cut down the time period (To Date and Full Year)
• Use a range of RAG rating “shades”, not just red green and amber and more subtle colours for other chart series
• Due to complexity, use tables instead of charts but use pivots where possible
• Consistency - use beige background colour to indicate charts that drill through to other dashboards
Compliance - Design Considerations
• Content already decided – 8 reports used in Performance Reviews
• Initial idea for layout came from the idea of a single line of ‘blobs’
• Identify if issues exist on all 8 reports without running them individually
• Multi-layered dashboards to give appropriate level of information
• Maintain simplicity and uniformity
• Drill to the cause of the problem
• Show the needle (not the haystack)
• To make the this a useful and supportive tool
Utilisation DashboardsWhat Impact?
• More data challenges
• Staff Utilisation– Identifies under-utilisation of staff – highlights problems/saves money
– Latest information always available within a few clicks
– Over-utilisation may identify problems with timetabling – knock on effects
– Used by HR in staffing footprint meetings with areas
• Room Utilisation– Launched on Tuesday
– Already provided evidence as to why an area is having 2 rooms re-allocated elsewhere
– Help curriculum and senior managers visualise the delivery patterns of their curriculum
– Inform decisions on opening hours
– Inform future directives and timetabling policy
Compliance Dashboard What Impact?
• What gets measured is what gets done
• Initially hated….. now seen by some as useful
• Data is used more and more for monitoring
• Used by curriculum and support staff
• More data challenges than any other dashboard
• Data issues resolved earlier – improved data quality - Less risk to funding