Copyright Harold Horton –Director, HEI 2003. This work is the intellectual property of the author. Permission is granted for this material to be shared

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 DirectorOhio Board of Regents

30 E. Broad StreetColumbus, OH 43215

[email protected]

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 Ohio100 million square feet of spaceOver $5 billion annual campus operating

budget$2.5 billion in state operating and capital

subsidy provided annually via complex formulas

Building and Implementing HEIThree-year development process (1995-

1998)Re-engineering of 25 yr old mainframe

reporting systemCollaborative process (campus officials,

regents, regents staff, General Assembly, Governor)

Implemented Winter 1998State 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 VirginiaInquiries 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)


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


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

COURSES

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STUDENTS

Comprehensive relational databaseFaculty/Staff data area

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

INSTRUCTORS

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STUDENTS

COURSES

Comprehensive relational databaseFacilities data area

INSTRUCTORS

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STUDENTS

COURSES

BLDGS &ROOMS •Complete Inventoryof space•Physical and functional•condition•Square Footage•Class meeting times•Capacity & Utilization

Comprehensive relational databaseFinance data area

INSTRUCTORS

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STUDENTS

COURSES

BLDGS &ROOMS

•Campus Budgets•Financial Stmt•Revenues•Expenditures

SPENDING

Comprehensive relational databaseFinancial aid data area (State Grants and

Scholarships—SGS) Partially complete

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

•FAFSA

Student State Aid

STUDENTS


Academic Programs

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

Program

STUDENT DEGREE


Capital Planning (Summer 2003)

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

Capital Projects

BLDGS &ROOMS


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

Colleges & Universities

HEI

Web-based System

WWW

Key Decision Makers

3. Queries and Reports Available

1. Transmit Data

2. Data edited and cleansed of errors then loaded

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 web-

based 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

StudentDisabilityParent’s education

High SchoolGPAAcademic core?Grades# years English# years math# years scienceExtra-curricular

High School type Poverty, SES

Back to HEI Home

Performance Report Data Extensions

Graduate

•Loan indebtedness

•In-State Employ

•Salary

•Employer Type

•Further College

Family

•Financial Aid & Family Income

•Loan indebtedness

•Parent’s education

College

•Enrollment,

•Retention,

•Transfers, Mobility

•Courses, GPA

Student

•Employment

Collegiate Data Post Collegiate Data

Pre-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


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


Multiple Environments Development

Relational Database (edit/load) Data Warehouse (reporting)

Pilot Practice Production

Relational Database (edit/load) Data Warehouse (reporting)


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


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

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)

Public Campuses

External agencies

Submit data

Generate data & information

Performance ReportData Extensions

Data Exchanges & Partnerships

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

Independent, Proprietary,

Non-Ohio Campus

High Schools

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

Documents

Copyright Harold Horton –Director, HEI 2003. This work is the intellectual property of the author. Permission is granted for this material to be shared