How Does Your Data Work For You:

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1 How Does Your Data Work For You: Do you find yourself wondering what data your colleagues are reporting and how those calculations are determined? Join this interactive session designed to discuss occupancy rates, gross versus net revenue and administrative fees as part of your operations. This session will share processes used at Johns Hopkins University and at UNC Wilmington as well as engage participants to share ideas and methodology used in their own institutional reporting. Learning Objectives: - Discover what information colleagues report and how they calculate their findings - Explore new options that may enhance your current practices, as well as possible new criteria to include in reporting - Convey the information back to the institution in a meaningful way for future use Presenters: Kerby Nelson and Amélie Brogden

2 University of North Carolina Wilmington The University of North Carolina Wilmington, the state s coastal university, is dedicated to learning through the integration of teaching and mentoring with research and service. Our powerful academic experience stimulates creative inquiry, critical thinking, thoughtful expression and responsible citizenship in an array of high-quality programs at the baccalaureate and master s levels, and in our doctoral programs in marine biology and educational leadership. Substantial research activity, combined with our hallmark teaching excellence and moderate size, advances distinctive student involvement in faculty scholarship. We are committed to diversity and inclusion, affordable access, global perspectives, and enriching the quality of life through scholarly community engagement in such areas as health, education, the economy, the environment, marine and coastal issues, and the arts.

3 Organizational Summary of Conferences Events & Reservations Division of Student Affairs Strategic Plan Strategic Plan Student Affairs Compact Student Fee Funded Six units Conferences Events & Reservations Receipt Funded Campus Spaces Summer Housing

4 Foundations Student Affairs Goals UNCW Mission Campus Life Strategic Plan Conferences Events & Reservations Annual Report

5 Planning and Development of Objectives for Strategic Plan Departmental Objectives Assessment Implementation Methods Collaboration Key Performance Indicators

6 Strategic Plan to Annual Report Translating objectives and goals Connecting the dots Identifying trends Planning for the future

7 Quantitative Data Usage & Utilization Departments & Administration Student Organizations External Groups Technical Support Equipment Usage Catering After building hours Revenue & Expenses Gross Revenue Net revenue In Kind Services Loss of Potential Revenue Administrative Fees Expenses Staffing Housing Parking Catering Economic Impact Total attendance of university events who attend athletic events, cultural performances/exhibitions, educational events, and entertainment events (speakers, performers, etc.). Identify whether number is based on an actual count or estimate. Report the event type Public service & community engagement

8 Quantitative & Qualitative Data Assessment Customer Satisfaction Key Performance indicator projections Student employee satisfaction Future Strengths Weakness Opportunities Threats Purchases Updated depreciation schedules Staff Highlights Attendance & presentations at conferences Teaching of academic courses Committee work Volunteering

9 The Final Product

10 JOHNS HOPKINS UNIVERSITY Private University east coast 7,100 enrollment, 2,800 beds Conference Services Division of Student Affairs Auxiliary

11 Summer Conference Annual Reporting What is being reported? Who is it reported to? Why is it important?

12 Annual Report Summary/highlights Challenges/issues Recommendations

13 Data Comparison Over 3-Year Period NUMBER OF GROUPS: NEW GROUPS: RETURNING GROUPS: UNIVERSITY AFFILIATED: NON UNIVERSITY GROUPS: ACTUAL PARTICIPANTS: 5,137 5,085 5,386 ACTUAL BEDNIGHTS: 54,568 56,074 55,340 NUMBER OF NIGHTS: INCREASE OVER/DECREASE FROM PREVIOUS SUMMER: BEDNIGHTS: GROUPS: PARTICIPANTS: OCCUPANCY: CANCELLATIONS: 70 (5/27-08/05) 7% Increase No Change 8.6% Increase 7.7% Increase 6 Groups 563 Participants 2,662 Bed nights 70 (5/26-08/04) 2.75% increase 9.3% decrease 1% decrease 26% increase 4 Groups 165 Participants 598 Bed nights 70 (05/25-08/03) 1.3% decrease 8% increase 6% increase 13% decrease 3 Groups 203 participants 328 bed nights COORDINATOR EVALUATIONS: PARTICIPANTS SURVEYS: 156 Received 67 Received 320 Received

14 Annual Report % of Occupancy May 25, August 4, 2014 # of Conference Beds Bed Nights Available Bed Nights Used % of Occupancy Building Building A ,721 3,150 1,315 3,150 23% 100% Building B 90-5,040-1,315 26% NA AMR I ,312 12,524 5,933 7,019 52% 56% AMR II ,584-9,127 0% 44% Wolman Hall ,410 23,814 15,808 7,390 62% 31% McCoy Hall ,680 32,488 17,651 16,368 48% 50% Charles Commons ,310 24,800 12,610 13,128 42% 53% TOTAL 1,714 1, , ,318 54,632 56,182 53% 46%

15 Annual Report Cancellations Attrition Rate # of cancellations, bed night loss Bed nights in August, actual bed nights

16 Annual Report Evaluation Results Participants - adults Coordinators Google Analytics

17 Meeting & Event Usage

18 Housing Room Cost Analysis Executive Summary Average room cost/person/night Average room income Profit margin 13.16% Comparison from previous year University groups 55% of net income Non university groups 45% of net income

19 Housing Room Cost Analysis Assumptions/expenses Administrative Costs Preparation and Cleaning of Space Security Costs Linen Cleaning Utility Costs Repair & Replacement Costs (R&R) Maintenance Service Costs

20 Operations by Residence Hall Summer 2013: ROOM ANALYSIS - OPERATIONS COST BY RESIDENCE HALL Location AMR I & II AMR II off-line AMR III - A&B Charles Comm McCoy Wolman Total Spaces Administrative Costs $XX $XX $XX $XX $XX Preparation and Cleaning $xx $xx $xx $xx $xx Security Costs $xx $xx $xx $xx $xx Linen Contractual and Labor Costs $xx $xx $xx $xx $xx Utilities - Elec, Gas & Water $xx $xx $xx $xx $xx ($total cost / 365) / spaces ($total cost / 365) / spaces ($total cost / 365) / spaces ($total cost / 365) / spaces ($total cost / 365) / spaces Maintenance Service Costs $xx $xx $xx $xx $xx Repair and Replace (R & R) Costs $xx $xx $xx $xx $xx ($total cost / 365) / spaces ($total cost / 365) / spaces ($total cost / 365) / spaces ($total cost / 365) / spaces ($total cost / 365) / spaces TOTAL Cost per Bednite $xx $xx $xx $xx $xx Location AMR I & II AMR II off-line AMR III - A&B Charles Comm McCoy Wolman #2015bigide

21 Room Profit Analysis ROOM PROFIT ANALYSIS Average Room Cost Three Year History Location AMR I & II - AMR II off-line $xx $xx $xx $xx AMR III - A&B $xx $xx $xx $xx Charles Commons $xx $xx $xx $xx McCoy $xx $xx $xx $xx Wolman $xx $xx $xx $xx Overall Average Cost $0.00 $0.00 $0.00 $0.00 TOTAL INCOME: $xx $xx $xx $xx TOTAL BEDNITES: 56,074 54,571 50,926 51,621 Income Realized per Bed night $xx $xx $xx $xx Average Profit per Bed night $xx $xx $xx $xx % Income per Bed night $xx $xx $xx $xx

22 Dining Services Cost Analysis INCOME Summer 2013: Dining Services Cost Analysis Three Year History INCOME 2013 Revenues $xx $xx $xx $xx Bon Appetit Invoices (COSTS) $xx $xx $xx $xx Profit / (Loss) $0 $xx $xx $xx EXPENSES EXPENSES Staff / Administrative $xx $xx $xx $xx Fresh Food Café: Utilities Space Charge ($total cost / 365 x 73 days) $xx $xx $xx $xx Fresh Food Cafe: Repair & Replace (R&R) ($total cost / 365 x 73 days) Nolans: Utilities ($total cost / 365 x 73 days) Nolans: Repair & Replace (R&R) ($total cost / 365 x 73 days) Other Misc. Direct Expenses (30% of Staff / Admin Costs) $xx $xx $xx $xx $xx $xx $xx $xx $xx $xx $xx $xx $xx $xx $xx $xx Total Expenses $0 $0 $0 $0 TOTAL PROFIT / (LOSS) $0 $xx $xx $xx % Profit / (Loss) $0 $xx $xx $xx

23 Comprehensive Net Profit Analysis % of profit by group Total Net Revenue oup2013.xlsx

24 Administrative Fees Summer Conferences Percentage of Invoice Meetings & Events Based on Group Flat Fee

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