ACTION PROJECT 3: Measuring Effectiveness through an Integrated Data System
Describe this Action Project's goal in 100 words or fewer:
Our goal is to build a high quality data mining infrastructure. We will begin by assessing what data we are currently able to generate, determining why we collect that data, and review how it is used. We'll then determine if additional data should be collected. We'll also determine what tools are needed to make our data accessible and identify and train a number of "Power Users" to regularly access data and appropriately use it.
Identify the single AQIP Category which the Action Project will most affect or impact:
Primary Category: Measuring Effectiveness
Describe briefly your institution's reasons for taking on this Action Project now -- why the project and its goals are high among your current priorities:
Difficulty in accessing data in Colleague is negatively impacting the efficiency of operations. Writing programs for all task requests is time-consuming and labor intensive. An integrated, accessible system of data generation/retrieval will allow for comparison with other similar institutions, providing dashboard indicators and benchmarking that will be routinely used in determining our effectiveness in a variety of areas of operation, both academic and non-academic.
List the organizational areas - -institutional departments, programs, divisions, or units -- most affected by or involved in this Action Project:
This Project will impact all areas of the College, both academic and operational. Areas most affected will be: Information Technology (IT), Management Information Systems (MIS), Institutional Research (IR), Academic Divisions, and Distance Learning. All regular users of data stored in our Colleague system will realize enhanced capabilities of extracting and utilizing that data.
Name and describe briefly the key organizational process(es) that you expect this Action Project to change or improve:
Institutional research, departmental research, institutional technology, information systems, academic program reviews, and distance learning will be the most affected processes. Students and staff will realize the benefits of an integrated system in their access to Colleague through a single sign-on mechanism. Departmental and academic use of a report generator will allow for consistent, comparable data to be monitored and retrieved. Use of this data will identify areas of weakness and of strength.
Explain the rationale for the length of time planned for this Action Project (from kickoff to target completion):
Having researched a variety of options for our use in gathering and accessing data, the Technology Team provides the basis from which this Project begins. Once systems of generating reports and single sign-on are selected, implementation will likely take several months. Budget and staffing requirements will be determined. "Power Users" will be identified and trained to generate reports. The departments of MIS, IT, and Distance Learning will be integral in the process, and may realize some change in organizational structure. The Project will continue beyond purchase and installation of systems, to ensure availability and use by appropriate staff.
All institutional departments will likely be involved in the Project in some manner. At the outset, we will define what our needs are. We'll look at existing systems, identify shortcomings, and learn how to make the most of our Colleague system.
Describe how you plan to monitor how successfully your efforts on this Action Project are progressing:
A core team will lead this Project and monitor the progress. Representation on the core team will come from IT, IR, MIS, Distance Learning, Workforce Development, and Academics. Sub-teams will include a Technology Team, a Team to Identify and Assess Data Needs, and an Academic Needs Team. A member of each sub-team will sit on the core team. A timetable will be established and a method of communication will be determined to regularly inform the Executive Committee, the AQIP Planning Team, the Board of Trustees, and all faculty and staff of the progress throughout the Project.
Describe the overall "outcome" measures or indicators that will tell you whether this Action Project has been a success or failure in achieving its goals:
Ability to generate as many reports as possible from an integrated MIS system will lead to all units being able to find and utilize reports to suit their needs. Making much data readily accessible to Power Users will lead to their ability to retrieve and generate reports on their own. Easier access and generation of reports by Power Users will lead to improving operational efficiencies.
Project outcomes will be measured in the following ways:
(1) A satisfaction survey will be used at the start of the project to determine if our existing systems of measuring effectiveness are meeting the needs of the institution. A 30% increase in satisfaction, evidenced by a similar survey used at the completion of the project, is anticipated.
(2) There are currently four employees permitted to extract and manipulate data from our MIS. By the end of this project we expect that number to be at least ten.
(3) At the start and at the end of the project an inventory of existing software and hardware will be taken. An increase in both is anticipated.
Annual Update: 2008-09-11
Describe the past year's accomplishments and the current status of this Action Project.
(1) The Committee surveyed faculty and staff to determine their level of satisfaction in our technology and data. Sixty-five percent of respondents indicated their needs were being met at the time we initiated this project. (2) We completed an extensive data security audit to determine how we can better protect the college's image and the sensitive information we collect and retain. (3) The college has purchased a Report Generator tool that will be utilized later this year, allowing multiple users of data to retrieve and utilize that data without the aid of our programmers. (4) The college has contracted with a vendor to facilitate the transition to a Single Sign-On for our students and staff. (5) The college is currently in search of a Chief Information Officer, who will lead the effort to coordinate the departments of Management Information System (MIS), Institutional Technology (IT), and Distance Learning (DL). (6) The college has recently filled two programmer vacancies in MIS. (7) The Executive Committee is developing a list of desired dashboard indicators for use in measuring the institution's effectiveness relative to the college's expectations and comparison to like institutions.
Describe how the institution involved people in work on this Action Project.
(1) All faculty and staff were allowed the opportunity to rate their level of satisfaction with our technology and data, and their access to them. (2) MIS, IT, and DL staff were heavily involved in the recent data security audit. Others were involved as well, including regular users of our data and those responsible for the security of our facilities. (3) Key users of data participated in demonstrations of a variety of report generators, offering valuable input in the process of acquisition. (4) The Single Sign-On Committee, consisting of key representatives from MIS, IT, DL, and faculty, worked diligently to find the right consultant to facilitate the transition, and continues to meet weekly to ensure successful completion in a timely manner. (5) The college Institutional Research (IR) Specialist is working with the Executive Committee to develop an appropriate list of dashboard indicators.
Describe your planned next steps for this Action Project.
(1) The transition to Single Sign-On is scheduled for completion mid-December 2008. (2) The final report of the data security audit will be thoroughly reviewed, prioritizing the recommendations for improvement. An awareness campaign will be conducted to help implement the recommendations. (3) A group of 5 to 10 key regular users of college data will be trained in the use of report generator. (4) A Chief Information Officer, a new position for the college, will likely be secured by mid-October 2008.
(4) The Executive Committee will complete the list of desired dashboard indicators and forward to the Project Committee. The Committee will determine how to best gather data, utilize that data, and publish the indicators. (5) Faculty and staff will be re-surveyed as to the level of their satisfaction of technology and data at the end of our project. The Committee anticipates a 30% increase in satisfaction from the survey at the beginning of the project.
Describe any "effective practice(s)" that resulted from your work on this Action Project.
The concerted efforts of three distinct departments - MIS, IT, and DL - working toward the implementation of a single sign-on system is noteworthy. The group crossed territorial boundaries to discover what is best for our students and staff. The participation of key users of data in the selection of the report generator was effective in that it helped to determine what product is right for us, and it initiated a level of enthusiasm among those who will use the product. The Institutional Research Specialist, working with the Executive Committee, is considering our reporting requirements from other agencies when developing the dashboard indicators, thereby avoiding the collection of data that isn't most appropriate for our use.
What challenges, if any, are you still facing in regards to this Action Project?
Our programmers are new to the college, and will need extensive training in our systems and programs. Sufficient funds to implement all of the recommendations from the data security audit are not available, and so prioritization and delayed completion will be necessary. Encouraging and training the appropriate users of the report generator will be delayed until after the conversion to single sign-on, long after the enthusiasm in the product was created. Creating the "right" list of dashboard indicators will be critical so as to not allow the impression that we're merely doing this to keep our staff busy.
If you would like to discuss the possibility of AQIP providing you help to stimulate progress on this action project, explain your need(s) here and tell us who to contact and when?
It would be of value to know what dashboard indicators other institutions are utilizing, and how they are effectively using those indicators. Contact Rick Peoples, (740) 374-8716, rpeoples@wscc.edu
