DII Financial Dashboard Indicators Tool User s Guide

Transcription

1 DII Financial Dashboard Indicators Tool User s Guide Welcome to the Division II Financial Dashboard Indicators Tool. This tool will provide Division II chancellors and presidents access to accurate, timely and relevant Division II athletics department financial information. Your institution will be able to use this tool to: 1. Compare the annual financial picture of your athletics program versus a set of group comparators (benchmark groupings of Division II institutions), including: All of the DII conferences; up to eight customized peer groups of DII schools; Football sponsorship designation schools; Public/Private schools; and schools falling into one of four levels of Actual Athletics Expenditures. 2. Highlight the trends for your institution s revenue and expenses over the most recent five years for each of the 16 indicators (metrics). These indicators are derived primarily from the data supplied to the NCAA every January 15 in the NCAA Financial Reporting System. 3. Provide an early warning system to your key administrators to indicate emerging issues in your athletics program. 4. Foster a dialog between university administrators and athletics. 5. Review your data submissions to the NCAA and several gender equity ratios for the most recent five years. 6. Conduct What If analysis on net revenues as revenues and expenses are adjusted from the most recent data submission. 6/8/2010 Page 1

2 Additional Password Protection When you first click your dashboard link (which will be distributed via e mail*), you will encounter a screen prompting you to either: Decide Later subsequent access to the dashboard link will display this same screen until you either create a password or decide not to add an additional password. Create Password this will take you to a screen allowing you to establish the password and record your e mail address (so others trying to access the dashboard can request the password from you via sending you an e mail request). No Password Required this will set a flag in the system bypassing this password screen on subsequent attempts to use the dashboard link. *If you delete or misplace your e mail from the NCAA, which contains your institution s dashboard link, please contact Scott Seymour at the NCAA office at 317/ or via e mail at d2ncaadashboard@ncaa.org for assistance. 6/8/2010 Page 2

3 Once you move past the password screen, you will see the Initializing... dialog box appear while it loads the dashboard components (Flash Player 9 or higher is a requirement to have loaded on your PC to use the tool). This will open in a new browser window and usually lasts less than 15 seconds. 6/8/2010 Page 3

4 Then, as the system loads your data into the tool, you will see this Loading Data...Please wait dialog box displayed. This usually displays for 30 seconds remember, we are loading five years of data for not only your school, but also for all of the Group Comparators you can compare your school against. 6/8/2010 Page 4

5 Welcome Page Navigation Menu Click the blue buttons to view various pages of the tool. 2. Print Button Enables you to print a hard copy of the current page. 3. Introduction Video Background video by Dr. Jerry Farley, chair of the Division II Financial Dashboard project team. 4. Various Help Icons White hover over question marks pop up a temporary text box, Blue question marks must be clicked on to toggle on/off help text boxes, and Blue video icons play narrated video guides. 5. Overall How To Video Narrated video guide walking through the basics of the entire tool. 6. General Guide Overall description of the tool and each page within it. 6/8/2010 Page 5

6 Presidential View Group Comparators Various groupings of Division II schools that the indicator values for your institution are compared against. These include: 1) Conferences; 2 4) Customized Peer Groups (appearing in Group Comparators 2 through 4); 5) Football Sponsorship; 6) Public/Private Distinction; and 7) Actual Athletics Expenditures. 2. Institution Defaults This White? hover over shows the default Conference, Football Sponsorship, Public/Private Distinction, and Actual Athletic Expenditure level for your school. These default values are the default selections in the corresponding Group Comparators (and are listed at the top of those drop down lists). 3. View Selectors Checking these boxes controls which Group Comparators display in the data table and graph. By default, the Single Year View shows the first 4 group comparators and the Annual Trends View shows just the Conference. 4. Presidential Indicators a pre determined list of the most important indicators for the Presidents to view. 6/8/2010 Page 6

7 Presidential View cont d Indicator Definition The definition and formula for the selected indicator. The formula references the Financial Reporting System s Revenue and Expense category numbers. 6. Peer Selection Tool Buttons These buttons open the Peer Selection Tool allowing you to set up customized peer groups and then load that data into the dashboard tool [Note you will see the same Loading Data...Please wait dialog box when you click on the 2 nd button]. 7. Year Selector Select any of the last 5 years of data captured to display in the Single Year View (defaults to display the most current year). 8. Single Year/Annual Trends View toggle Switches between a more detailed singleyear view (with 25 th, 50 th, and 75 th percentile values of the 7 Group Comparators displayed along with your institution s values for a single year ) or a 5 year trending view showing just the 50 th percentile values of the 7 Group Comparators displayed along with your institution s values. 6/8/2010 Page 7

8 Peer Selection Tool/Welcome This is a separate tool accessed from the Presidential View page that allows you to establish up to eight customized peer groups of DII schools to use as a group comparator. You must have a minimum of 5 schools and 3 unique schools in each peer group (to protect the anonymity of each school). The 25 th, 50 th, and 75 th percentile values of the entire peer group are used in the dashboard tool. 1. Menu/Welcome This shows a summary of the 8 customized peer groups you have set up in the Peer Selection page. 2. Check Boxes Determines which Peer Group you want to display in the dashboard tool (up to 3 at a time). 3. Peer Name Name given to the Peer Group (in the Peer Selection page). This will be displayed in the dashboard tool when the Peer Group data is loaded. 4. Count Displays the count of schools included in the Peer Group. 6/8/2010 Page 8

9 Peer Selection Tool/Peer Selection Menu/Peer Selection Allows you to filter/select your peer groups or view the schools included in saved peer groups. 2. Filters Include: Conference, Sponsored Sports count, Public/Private distinction, Actual Athletics Expense levels, Football sponsorship, Hockey sponsorship (including DI hockey), Enrollment, Student Athlete count, Equivalencies, Total Cost of Attendance (In & Out of State). Some of which must be toggled by a check box to activate. 3. Filtered Institutions The list of schools matching the filter criteria used in #2. Column headings can be clicked to change sort order. 4. Check Box Click to move the school between the filtered list and selected institutions list. 5. Name/Save Once the Selected Institutions list includes the schools you desire (and meet the 5 school minimum and 3 unique school requirements), you can name and save your peer group. [Note certain reserved group comparator values cannot be used e.g. Public or Private. ] 6/8/2010 Page 9

10 Variance Variance Indicators This short list of indicators are ones for which the institution s values are either below the 25 th percentile or above the 75 th percentile value for the default conference or any of the 3 custom peer groups that are displayed in the tool. [Note every time you load new custom peer data into the tool from the Presidential View page, variance indicators are re evaluated.] 2. Up/Down Icons Indicate whether your school s value for an indicator falls below the 25 th percentile or above the 75 th percentile for each of the 7 Group Comparators. 6/8/2010 Page 10

11 My View Open Indicator List to Modify button Opens the Modify List dialog box to select the indicators you want to display in the My View page. These can be double clicked, dragged/dropped, or highlighted and then use the right arrow button to move from the master list on the left to the selected list on the right. 2. Close without Updating List button Click this if you don t want to change the content of the My View page based on recent changes made in the Modify List dialog box. 3. Update List and Close button Click this to save the recent changes you have made in the Modify List dialog box. 4. Save My List Allows you to save your My View choices on your PC (to a registry setting) so that you can load them into the dashboard on subsequent uses of the tool without having to re establish them. 6/8/2010 Page 11

12 All Indicators 1 1. All Indicators All 16 of the indicators are included on the All Indicators page. 6/8/2010 Page 12

13 Submitted Data/Revenue and Expenses Radio Button Options Changes the display between Revenue and Expenses, Institution Financials, Capital, Debt, and Reserve, and Gender Equity. 2. Year Selector Select any of the last 5 years of data captured to display for the Revenues and Expenses pie charts (defaults to display the most current year). 3. Category Selector All of the revenue and expense categories are available. 4. Category Definition Can be toggled on/off by blue question mark to the left. 5. Table View Toggles between annual trend graph and data table. 6. Annual Trend graph Trending graph of the category selected in #3. 7. Rate of Change Year to year rate of change of the category selected in #3. 8. Revenues Pie chart of all revenues for the year selected in #2. 9. Expenses Pie chart of all expenses for the year selected in #2. 6/8/2010 Page 13

14 Submitted Data/Institution Financials Generated/Allocated Revenue Definition Can be toggled by the white? hover over. 2. Data Table Institution Revenue, Athletic Total Revenue, Athletic Allocated Revenue, Athletic Generated Revenue, Institution Expenses, and Athletic Total Expenses are included. 3. Revenue Comparison Graph of the Rate of Change for the four revenue items. 4. Expenses Comparison Graph of the Rate of Change for the two expense items. 6/8/2010 Page 14

15 Submitted Data/Capital, Debt, and Reserve Capital, Debt, and Reserve Financially related questions from the Capital Expenditure Survey of the Financial Reporting System. 2. Table View Toggles between annual trend graph and data table. 3. Annual Trend graph Trending graph of the item selected in #1. 4. Rate of Change Year to year rate of change of the item selected in #1. 6/8/2010 Page 15

16 Submitted Data/Gender Equity Gender Equity Data Each grey/white banded grouping is graphed for the current year (all values shown are percentages). 2. Note on WRR and MRR amounts For athletic student aid comparisons, these were excluded because they are intended to be used for non athlete athletic student aid amounts (e.g. managers, trainers) in the Financial Reporting System. 6/8/2010 Page 16

17 What If Revenue Categories Broken down into Allocated and Revenue groupings. 2. Expense Categories Broken down into groupings used in the expense related indicators. 3. Slider Allows you to adjust the value up/down by sliding left/right. 4. Percentage Change Changes the value by a certain percentage (use for negative changes). Hit <Enter> key after entering values. 5. Reset resets the value to the value found since last change was made. 6. Multi category Percentage Change changes all the values in a category by a certain percentage. 7. Category Totals Totals for the various revenue and expense categories. 8. Save/Load/Delete Allows you to save/load/delete various scenarios created. Works like the Save My List button on the My View page. 6/8/2010 Page 17

18 Help Menu Includes Indicator Descriptions, Revenue and Expense Categories, View How To Videos, FAQs, Percentile Definition, Contact Us (includes a button to launch an e mail to the account dedicated to supporting the Division II Dashboard Tool: d2ncaadashboard@ncaa.org ), Dashboard Data Content (allows you to download the indicator data and the submitted data in Excel format for further analysis), and Coming Soon items on the horizon. 2. Detail Specific content related to the Menu item selected. 6/8/2010 Page 18