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Ohio’s Higher Education Information (HEI) System 2003 SHEEO Chief Information Officers Meeting Hyatt on Capital Square,

Ohio’s Higher Education Information (HEI) System 2003 SHEEO Chief Information Officers Meeting Hyatt on Capital Square, Columbus, Ohio February 6-7, 2003 Overview of State Higher Education in Ohio

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Ohio’s Higher Education Information (HEI) System 2003 SHEEO Chief Information Officers Meeting Hyatt on Capital Square,

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  1. Ohio’s Higher Education Information (HEI) System2003 SHEEO Chief Information Officers MeetingHyatt on Capital Square, Columbus, OhioFebruary 6-7, 2003

  2. Overview 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

  3. Overview 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

  4. Building 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

  5. Overview of HEI features • Comprehensive relational database • Analytic capabilities • Web based system • State of the art technology and architecture • Cutting edge data extensions

  6. Comprehensive relational database • Core data areas for public institutions: • Enrollment • Faculty/staff • Facilities • Finance • Financial aid (Partially complete) • Academic programs (Summer 2002) • Capital planning (Summer 2003)

  7. Comprehensive relational database • Enrollment data area 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

  8. Comprehensive relational database • Enrollment data area • Course Inventory • Section, credit hours • Level (UG, GRD) • Remediation • CIP code • Award of Credit COURSES STUDENTS Go to top of page

  9. Comprehensive relational database • Faculty/Staff data area • SSN, Race, Sex, DOB • Appointment status • Tenure status • Salary • Funding unit (or dept) • Highest degree • Sections taught (workload) INSTRUCTORS COURSES STUDENTS Go to top of page

  10. Comprehensive relational database • Facilities data area BLDGS &ROOMS • Complete Inventory • of space • Physical and functional • condition • Square Footage • Class meeting times • Capacity & Utilization INSTRUCTORS COURSES Go to top of page STUDENTS

  11. Comprehensive relational database • Finance data area BLDGS &ROOMS SPENDING INSTRUCTORS • Campus Budgets • Financial Stmt • Revenues • Expenditures COURSES STUDENTS Go to top of page

  12. Comprehensive relational database • Financial aid data area (State Grants and Scholarships—SGS) Partially complete Student State Aid • Certification of awards • Payments • Refunds • OAS (high schools) • OIG (March 2003) • FAFSA STUDENTS

  13. Comprehensive relational database • Academic Programs (Summer 2002) • Inventory of Programs • CIP Code • Degree Level and Name • Concentration • Expected Time and Credits • Program Status Program STUDENT DEGREE

  14. Comprehensive relational database • Capital Planning (Summer 2003) • Project Description • Project Costs • Building Identifier • Capital Funds Capital Projects BLDGS &ROOMS

  15. Comprehensive relational database • Data areas for independent, proprietary, non-Ohio institutions: • Financial aid • Student Demographic data • Degrees and Certificates Earned

  16. Analytical 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

  17. Analytical Capabilities • OBR web-based publications and reports • Governor’s Performance Report • Student Inventory Data (SID) • Basic Data Series (BDS) • Freshman Remediation Report • Subsidy FTE Report • Resource Analysis • Success Challenge • Budget Data Reports • Classroom Utilization Report

  18. Analytical 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) $ • Performance Report Extensions (ACT, ODJFS, etc.) • Course Applicability System (CAS) $ • STARS Program • Research Challenge $ = Compensated for services rendered * = Planned

  19. Analytical 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

  20. Web-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

  21. Web-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

  22. Where we are todayHEI Operations in 2003 Data Exchanges & Partnerships Public Campuses Performance Report Data Extensions 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

  23. 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 2,500 tables containing 50 million rows of data • Over 500 queries run per month by campus users • Annual User’s Conference and statewide training sessions

  24. HEI 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

  25. HEI Operations - General • HEI operating budget $1.3 million • 1 Director • 2 Asst Directors/Analysts • 4 Analysts • 3 Auditors and Data Administrators • 1 Lead Programmer • 6.5 Programmers • 1.5 DBA/SA • 1 Admin Asst

  26. HEI Operations – Financial Aid • SGS operating budget $1.2 million • 1 Asst Dir • 5 Program Administrators • 2 Admin Asst

  27. HEI State of the Art Technology

  28. HEI State of the Art Technology • Statistics • Production environment consists of more than 500 tables containing 100 million rows of data • Reporting environment consists of more than 1500 tables

  29. HEI 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

  30. HEI 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)

  31. HEI State of the Art Technology • Multiple Programming Languages • COBOL/SQL - Edit and Load Programs • PERL/SQL - Web Interface • Java Script/SQL - Web Queries

  32. HEI 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

  33. Cutting edge data extensions

  34. Cutting edge data extensions • 1. SGS Data: • OIG Historic Data: link to OIG Historic Data description • OIG Rate tables: link to OIG Rate tables description • EFC data: link to EFC data description • EFC Rate table: link to EFC rate table • Part Time OIG Data: link to Part Time OIG Data description • Choice Data: link to Choice Data description • PELL EFC Rate tables: link to PELL EFC Rate tables description • 2. FAFSA Data: link to FAFSA data description • 3. ACT Data: link to ACT data description • 4. College Board Data: link to College Board data description • 5. Ohio Department of Education data • District Data: link to District Data description • Teacher Certification Data: link to Teacher Certification data description • 6. ODJFS Data (jobs): link to ODJFS data description • 7. Common Core Data (CCD): link to CCD data descriptions • 8. Faculty Surveys • 9. IPEDS Data: link to IPEDS data descriptions • 10. Census 2000: link to Census 2000

  35. Demonstration of HEI Capabilities:File Submission ProcessQueries and Reports

  36. Contacts • Eric Burke, Lead Programmer, HEI • eburke@regents.state.oh.us • Harold Horton, Director HEI • hhorton@regents.state.oh.us • Jay Johnson, Assistant Director, HEI • jjohnson@regents.state.oh.us • Andy Lechler, Senior Analyst,OBR • alechler@regents.state.oh.us • Stephanie McCann, Assistant Director, HEI • smccann@regents.state.oh.us • Rich Petrick, Vice Chancellor • rpetrick@regents.state.oh.us • Guy Thibodeau, HEI DBA and Director Systems Operations • thibodea@regents.state.oh.us

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