Title: EDUCAUSE 2003 Ohios Higher Education Information HEI System http:www.regents.state.oh.ushei Ohio Boa
1EDUCAUSE 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
2Overview 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
3Overview 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
4Building 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
5HEI 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
6National 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
7Web-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
8Web-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
9Comprehensive relational database
- Core data areas for public institutions
- Enrollment
- Faculty/staff
- Facilities
- Finance
- Financial aid (Partially complete)
- Academic programs
- Capital planning (Summer 2003)
10Comprehensive relational database
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
11Comprehensive relational database
- Course Inventory
- Section, credit hours
- Level (UG, GRD)
- Remediation
- CIP code
- Award of Credit
COURSES
STUDENTS
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12Comprehensive relational database
- SSN, Race, Sex, DOB
- Appointment status
- Tenure status
- Salary
- Funding unit (or dept)
- Highest degree
- Sections taught (workload)
INSTRUCTORS
COURSES
STUDENTS
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13Comprehensive relational database
BLDGS ROOMS
- Complete Inventory
- of space
- Physical and functional
- condition
- Square Footage
- Class meeting times
- Capacity Utilization
INSTRUCTORS
COURSES
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STUDENTS
14Comprehensive relational database
BLDGS ROOMS
INSTRUCTORS
SPENDING
- Campus Budgets
- Financial Stmt
- Revenues
- Expenditures
COURSES
STUDENTS
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15Comprehensive 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
16Comprehensive relational database
- Inventory of Programs
- CIP Code
- Degree Level and Name
- Concentration
- Expected Time and Credits
- Program Status
Program
STUDENT DEGREE
17Comprehensive relational database
- Capital Planning (Summer 2003)
- Project Description
- Project Costs
- Building Identifier
- Capital Funds
Capital Projects
BLDGS ROOMS
18Comprehensive relational database
- Data areas for independent, proprietary, non-Ohio
institutions
- Financial aid
- Student Demographic data
- Degrees and Certificates Earned
19Analytical 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
20Analytical 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
)
21Analytical 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
22Analytical Capabilities
- OBR web-based publications and reports produced
via HEI
- Subsidy FTE Report
- Resource Analysis
- Success Challenge
- Budget Data Reports
- Classroom Utilization Report
23Cutting edge data extensions and partnerships
24Performance 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
26Analytical 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
27HEI State of the Art Technology
28HEI 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
29HEI 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)
30HEI State of the Art Technology
- Multiple Programming Languages
- COBOL/SQL - Edit and Load Programs
- PERL/SQL - Web Interface
- Java Script/SQL - Web Queries
31HEI 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
32Where 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
34HEI 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
35Demonstration of HEI Capabilities File
Submission ProcessQueries and Reports