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University Program Inventory Training
October 2009
Purpose of Program Inventory
• Provide a list accessible by KBOR institutions, staff and constituents of academic programs offered at each public institution
• Provide an easier method of maintenance of academic programs via web-based system– Maintain history of programs
• Provide quicker and more convenient method for tracking new academic programs through the approval process
Program Definitions
• “Program” means an academic plan of 16 or more credit hours that is approved by the appropriate governing board
• Leads to an award – A degree or a career/technical certificate
KSPSD
Program Inventory
PALA
PALA-Program Code-Award Level-Award
(UI) SSN/Student ID
Student-level database
Program/course-level database
KHEDS (Kansas Higher Education Data System)
KSPSD
Program Inventory
PALA-Program Code-Award Level-Award
# SSN/Student IDStudent-level database
Program/course-level database
Program/Course-basedReporting
Student-BasedReporting
KHEDS (Kansas Higher Education Data System)
PALA
Program Inventory Changes
1. CIP codes not submitted with new programs; KBOR staff, in consultation with institutions, enter CIP code
Program Inventory CAUTION!
• For each Program in PI, a unique P A L A (Program Code, Award Level, and Award) must exist– This PALA is how students are matched in KSPSD;
KBOR is now working with, and will continue to work with, institutions to ensure that multiple PALAs don’t exist
• For example:– Program Code: MATH 101– Award Level: CERTA– Award: CERT
Logging In
• Go to the upper left and double click on Login
Logging In• Enter your User ID and Password• If you have forgotten your User ID or Password, click
on Forgot User ID/Password• If you need to add a New Account, click on that link
Choosing Program Inventory• Go to the upper left drop down menu titled
Projects and hover your mouse over it– When the choices appear, move your mouse
down to Program Inventory and click on it
Click on the Program/Course Inventory tab
Logging Into Program Inventory
• Click on Institution Program Inventory Maintenance
Adding A New Program
To Add a New Program, click on the Apply New Program link in the blue menu
Adding A New Program
Enter data in the fields marked above with stars (and asterisks); Comments and an Explanatory Code can be added if needed
Adding A New Program
When you are satisfied with the data input, click Save; when you are ready to have your new Program reviewed, click Submit
The Approval Process
To see where your New Program is in the Approval Process, click on Institution Program Inventory Maintenance; on the Search screen, click on Pending
The Approval Process
Double click on the Program you wish to view
The Approval Process
The Approval Process will appear beneath the data fields you previously entered; the red sections show where in the process your Program is
How To Modify a Program• You will first need to search for the Program
you are wanting to modify
You can search in Pending, Active or Phased-Out and/or by CIP Code, Program Code or Program Description
Modifying a Program
• After finding the Program, double click on the Program to Modify
Modifying a Program• To make modifications to this Program, click on
the Apply Modify Program button at the top
Modifying a Program
• You can make modifications to Program Code, Description, Award, Number of Hours and provide Comments on your changes
• You cannot modify the Award Level
Modifying a Program• After making a modification, a red flag will
appear next to the modification made• You can view what the previous information
was by hovering your mouse over the red flag
Modifying a Program
• After making your modification, you need to Save and Submit your modification
Modifying a Program• Once submitted, this modification will go into
the approval process• The progress of the approval can be viewed by
searching for this program in the Pending list
Modifying a Program• A red checkmark means that a Program has
been submitted for approval • A yellow triangle means that it only has been
saved, not submitted
Program Approval Process
• To view where your program is in the Approval Process, in the Program Search section, click on Pending and double click on the Program
After searching for the Pending Program and clicking on it, the Approval Process will appear beneath the data fields you have entered
Approval Process
• The red highlighted section shows what step the process is currently on
• Dates show when sections were approved
Linkage of PI to Program Review
• Linkage of PI data to Program Review data– Colleges
• Department –Program• Changes in Program Inventory data impact
Program Review • New Programs• Program Changes – Moves• Changes in College / Department structure
Linkage of PI to Program Review
Linkage of PI to Program Review
Linkage of PI to Program Review
Program
Department
College/School
Building blocks of Program/Dept/College
Linkage of PI to Program Review
Linkage of PI to Program Review
Linkage of PI to Program Review
• Changes in Program Inventory data impact Program Review
• Be vigilant and careful when working with Program inventory
• Work with KBOR Academic Affairs to update/revise any linkages/structures by:• Programs• Departments• Colleges/schools
Enhancements to the PI System
• Incorporating Student Counts to PI page at a program level
• Institutional Summary Report on a Report Tab• View older “snapshot data”• Available by end of the semester
2009-2010 Student Data
Enrolled xxCompleted xxEmployed xxAvg. Salary $$
Institutional Reports (probably a new tab)
List of reports still being defined … please send ideas!
1.Track Status of all Pending Programs2.Listing of active Programs3.Listing of Phase-out Programs4.Listing of Inactive Programs5.System summary reports of active and Pending programs6.Others?? Provide feedback to IRHelp
Questions?
Thank You!
• If you have questions or comments about the training materials or any other training related questions, please send questions to:
