Using a Dashboard to Improve Classroom Utilization. Academic Support Resources

Transcription

1 Using a Dashboard to Improve Classroom Utilization Academic Support Resources AACRAO March 26, 2008

2 TODAY S PRESENTATION Provide an overview of the University of Minnesota and Academic Support Resources (ASR) Unit Introduce ASR s concept and metrics based approach for creating the classroom utilization dashboard Provide a student services approach to a dashboard Share steps for creating your own metrics and dashboard 2

3 UNIVERSITY OF MINNESOTA Five campus system with over 66,000 students 3

4 TWIN CITIES CAMPUS Located in the heart of Minneapolis - St Paul Metropolitan area Largest of the five campuses Made up of 17 colleges and professional schools Offers 161 Bachelor degrees; 28 Master s degrees; 114 Doctoral degrees and 5 Professional degrees Enrollment for Fall 2007 was 50,833 4

5 ACADEMIC SUPPORT RESOURCES President Senior VP Academic Affairs & Provost Vice Provost Undergraduate Education Academic Support Resources (ASR) One Stop Student Services Office of Student Finance Office of the Registrar Office of Classroom Management 5

6 UNIVERSITY OF MINNESOTA CLASSROOMS Aerial overview of the east bank of the twin cities campus, Minneapolis by the Regents of the University of Minnesota. Photo credit: Tom Foley, U of M Images Library 6

7 OFFICE OF CLASSROOM MANAGEMENT (OCM) Mission: To directly support high quality teaching and learning by faculty and students in University classrooms Be the primary point of contact, and single point of responsibility and accountability for ALL Twin Cities general purpose classroom issues The Classroom One Stop 7

8 OCM ORGANIZATIONAL UNITS Scheduling Classroom Support Classroom Facilities Coordination Classroom Planning Classroom Technical Services (CTS) Course Data Base Class Schedule & Course Guide Scheduling & utilization of central classrooms Event scheduling 8 Classroom & Faculty support; problem response Lifecycle cost development & coordination Classroom database Classroom Website Hotline Classroom physical environment Classroom facilities ops, readiness and maintenance Condition assessment and documentation FF&E standards &management Classroom capital planning New construction & Renovation Project delivery Classroom construction standards Room design & coordination Future inventory rqmts &plans Classroom technology environment Technology standards, design, installation, service and maintenance Internal Service Organization (ISO) business unit External sales

9 FUNDAMENTAL BASIS OF OCM METHODOLOGY Establish standards Establish metrics to measure performance Provide transparent information and reporting to constituents Deliver improvement and results Communicate with university community LEVERAGE AND INTEGRATE OCM s UNIQUE 360 DEGREE PERSPECTIVE OF ALL CLASSROOM ISSUES 9

10 KEY CLASSROOM METRICS Classroom Readiness Inspection Program Facilities Condition Assessment (FCA) - Buliding and classroom level OCM internal performance reports - Hotline, CAMS and FM service request data & trends Classroom Physical Environment Survey Classroom Utilization Dashboards & reports Faculty classroom needs data (course scheduling input) 10

11 11 OCM BALANCED SCORECARD

12 OCM & CLASSROOM PLANNING OCM has unique perspective on classroom teaching & learning - Planning, Facilities Coordination, Faculty Support, Scheduling & Utilization, and Technology OCM collaboration with departments, colleges, administrators and faculty is an important part of the planning process This allows OCM to provide specialized classroomspecific expertise and added value to other university units 12

13 METRICS BASED CLASSROOM PLANNING Project type; New, Rehab, Renewal (Scope) Existing classroom inventory (Quantity) Facilities condition audits (Quality) Identified classroom features (Requirements) - Students, Faculty, Staff Course scheduling needs (Utilization) Classroom standards (Performance) 13

14 COURSE SCHEDULING REQUIREMENTS AND UTILIZATION Electronic Course Authorization System (ECAS) Academic departments submit course information with title, description, credits and prerequisites Electronic Course Scheduling (ECS) Academic departments submit room request, define meeting patterns and technology needs Resource 25 scheduling software Schedule 25 Batch scheduler that makes room assignments Align resources with needs through utilization reports 14

15 U of M INTERNALLY DEVELOPED SCHEDULING REPORTS USED OCM Utilization Dashboard Electronic Course Scheduling (ECS) Reports - Peak vs NonPeak - NonStandard Times - Cancelled Classes - Projected vs Actual Enrollment Classroom Management Trends - Class Sections - Utilization and Scheduling 15

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17 SCHEDULING EFFECTIVENESS The big picture of demand, including room capacity requirements, organization sponsorship, and recurrence patterns Measure compliance with scheduling meeting pattern/day distribution guidelines Assess demand across the day & week 17

18 THE UNIVERSITY OF MINNESOTA DIFFERENCE In most institutions, this information, if it is even available, is compartmentalized in academic units, FM, IT, Planning, Registrar, Space Management and several Helpdesk offices The OCM concept integrates and leverages all of these diverse information elements on a daily basis 18

19 THE FINAL ANSWER There is no silver bullet program that will deliver the correct final answer in classroom building planning However, the use of quantitative and qualitative metrics from all spheres of the classroom environment, and the successful integration of that data will arm decision makers with the best and most complete information upon which to base these complex decisions 19

20 ONE STOP BALANCED SCORECARD Financial Perspective How well do we use resources? Customer Perspective How well do we support customers? Making a positive difference in students lives Internal Process Perspective How productive & efficient are we? Innovation & Learning Perspective Can we sustain excellence over time? 20

21 ONE STOP SERVICE QUALITY MEASURES Point of Service Comment Cards Bi-annual Customer Survey Quantity/quality of compliments Web usability testing One Stop website comments link Bi-annual Student Veteran Survey 21

22 ONE STOP ORGANIZATIONAL PRODUCTIVITY MEASURES Wait time in phone queue Wait time for walk-in customers Turn around time for inquiries Transaction speed and volume Timeliness and accuracy of fax and mail requests Number of transaction per staff 22

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24 Four Steps to Creating a Dashboard with Excel and Dashboard Design Software 1) Determine key performance indicators (KPIs) or metrics. 2) Develop a streamlined process for data collection and accurate metric calculation. 3) Create a summary of metrics in Excel. 4) Create a dashboard that links to Excel summary with dashboard design software. 24

25 1) Determine KPIs or metrics. It is clear the source of the problem or necessary actions when the metric goes up, down, flat or off-target People in the organization recognize what the metric means The data can be acquired with modest effort from a source that people trust How the metric is generated is shared and easy to understand Graphic by Juice Analytics, Inc. ( 25

26 2) Develop a streamlined process for data collection and metric calculation. Data Sources Metric Calculation The details will vary according to individual circumstances, but the goal should be a streamlined automated process. 26

27 3) Create a summary of metrics in Excel. An Excel workbook is used as the basis for the dashboard, requiring intermediatelevel Excel knowledge. 27

28 4) Create a dashboard that links to Excel summary with dashboard design software. Excel Summary of Metrics Link metrics in Excel to dashboard charts and other visual components of the dashboard software. Dashboard Design Software Dashboard 28

29 Dashboard Design Software Several software packages aiding in dashboard design exist. These packages have a wide-range of complexity and require a wide-range of programming experience and investment. Design processes will vary with software packages. Bona Vista Systems ( Cognos ( SAS/GRAPH ( Crystal Xcelsius ( Currently used by Office of Classroom Management and One Stop Student Services Several helpful dashboard design resources exist

30 Start up Tips OCM/One Stop dashboards have been developed with Crystal Xcelsius. These are good places to start. 30 Trial software is available here Examples of dashboard metrics and displays are found here Xcelsius requires a intermediate-level knowledge of Excel. Examples of Excel workbooks linked to Xcelsius dashboards can also be found here Note: This does not constitute an endorsement of any software package or company. This presentation is for INTERNAL information and training purposes only.

31 COMMENTS AND FEEDBACK Mary Koskan Director One Stop Student Services University of Minnesota (612) ; Website: 31