SHEEO Conference 2001 Overview of Ohios Higher Education Information HEI System Harold Horton, Direc

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SHEEO Conference 2001 Overview of Ohios
Higher Education Information (HEI) SystemHarold
Horton, Director of HEI, Ohio Board of
Regentshhorton_at_regents.state.oh.us
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Building and Implementing HEI

• Three-year development process
• Planning begun 1995
• Scrap 25yr old mainframe reporting system
• Complete re-engineering of reporting system
• Implemented Winter 1998
• State provided 8 million total over 4 years
• Campus subsidy 3 million
• HEI operations 5 million

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Building and Implementing HEI

• Collaborative process
• The Governor and the General Assembly
• Campus leaders
• Campus Information systems staff throughout the
  state
• The HEI Staff
• The HEI Advisory Committee

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HEI Summary of Features

• Unit Record
• Comprehensive database
• Web based system
• Minimum requirements
• State of the art technology
• Relational database
• Analytic database
• Sophisticated security
• Cutting edge data exchanges and interfaces

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SHEEO Exchange Program

• Hosted visitors from
• Oklahoma
• Pennsylvania
• Kentucky
• Mississippi
• Kentucky
• Kansas

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Comprehensive data warehouse

• Revolves around data areas
• Enrollment (students, courses, degrees)
• Eaculty/staff (demographics, workload)
• Facilities (building and room utilization)
• Finance (campus budgets)
• Financial aid (SGS programs)

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Relational Database
STUDENT
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Relational Database
STUDENT
COURSES
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Relational Database
STUDENT
COURSES
INSTRUCTORS
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Relational Database
STUDENT
COURSES
INSTRUCTORS
ROOM BLDG
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Analytical Database

• Administers complex formulas
• 2.4 billion in state operating and capital
  subsidy provided annually
• Resource Analysis
• Facilities Utilization
• Query capability for campus users
• Responsive to frequent data requests by
  legislature, campuses, and media
• OBR publications and Governors Performance Report

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Minimum Requirements for Access

• Personal Computer with Netscape Navigator 4.0
• HEI Account and Password from HEI Liaison
• Software to convert files into ASCII text format

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Powerful and Web-based

• Web-based (system documentation, inputs, and
  outputs)
• Accessible from anywhere
• Available 24/7/365
• Powerful Fast and accurate
• Interactive and user-friendly

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Powerful and web-based
Httpwww.regents.state.oh.us/hei
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System documentation on the web

• All critical user documentation for each file is
  available on the web

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System documentation on the web
HEI File Layout
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Web-based HEI work flow

1. Transmit Data
WWW
Public Colleges Universities
HEI
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Web-based HEI work flow

WWW
Public Colleges Universities
HEI
2. Data Edited and Reports Generated
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Web-based HEI work flow
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Web-based HEI work flow
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Web-based HEI work flow
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Web-based HEI work flow

WWW
Public Colleges Universities
HEI
3. Data Verified and Loaded
Zero Errors!
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Web-based HEI work flow

WWW
Public Colleges Universities
HEI
4. Queries and Reports Available
Key Decision Makers
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HEI Queries
Over 5000 queries run in 2000, average of over
484 per month
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HEI Queries
HTML OUTPUT
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HEI Queries
EXCEL OUTPUT
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HEI Queries
EXCEL CHART
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HEI Reports
PDF OUTPUT
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HEI Reports
EXCEL OUTPUT
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Sophisticated security

• User Level Security
• Submission/Query authorizations granted by
  liaisons in real time
• Web Server uses SSL and encryption
• State firewalls
• Unrestricted and Restricted Outputs/Queries
• Direct Access by OBR staff

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State of the art Architecture

• Multiple Programming Languages
• COBOL/SQL - Edit and Load Programs
• PERL/SQL - Web Interface
• Java Script/SQL - Web Queries
• Sybase Database
• More than 500 tables containing 33 million rows
  of data
• UNIX Operating System
• Sun Solaris Servers

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Audit Interface

• Interfaces with interactive audit software built
  in house
• Enrollment and Financial Aid Audits
• Audit web page

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Data Exchanges

• IPEDS
• Employment and Salary data via Ohio Dept of Jobs
  and Family Services (ODJFS)
• High school data via American College Testing
  Program (ACT)
• Workforce Development (WIA/Perkins Act)
• FAFSA
• Private College data via State Grants and
  Scholarship Office

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Future

• Academic program area
• Capital project planning
• Tech Prep
• TRIO programs
• More student demographic data from colleges and
  universities in HEI
• Presentations at AIR 2001 Conference
• SHEEO Collaborations