Collect, Analyze And Disseminate Institutional Data And Relevant Information In An Accurate, Timely And Understandable Manner
Since September 2013, Institutional Effectiveness has continued to improve the construction of datasets within the department database by increasing the consistency of data capture. Additionally, IE staff have contributed to improving the processes of data entry university-wide through increased participation in campus decision making and implementation of practices associated with student data that flows into the Banner system. The department participates in weekly meetings with Information Technology, Registrar, Admissions and other function user staff. The process to reconcile reports submitted to THECB has included full reconciliation of headcount to semester credit hour. This practice has not been in place at SHSU prior to 2013, but it has significantly improved the quality of the reports.
The Office of Institutional Effectiveness issued a customer satisfaction survey at the conclusion of the fall 2013 semester to those individuals who had requested and received data from IE from August 2013 through January 2014.
Similarly, a satisfaction survey will be issued in July 2014 to those individuals who submitted a request for data
Objective
Develop And Maintain Outcome Indicators
Develop and Maintain Outcome Indicators - Develop and maintain a core of outcome indicators at multiple institutional levels.
KPI
Data Definitions - Create Operational Document Identifying Key Data Definitions.
Data Definitions - Create operational document identifying key data definitions.
Result
Data Cookbook
It was determined that the institution owns a software license for a product that will allow IE to facilitate the development and documentation of Cognos report and Banner term definitions, Data Cookbook. As a result, the operational document evolved into an online database. IE staff has been working on the framework in Data Cookbook to facilitate the ability for faculty and staff to pull common Cognos reports. It includes descriptions of Banner term definitions as well as an inventory and explanation of Cognos reports. Users will be able to search for the report they want and then Data Cookbook will provide a link to that report in Cognos.
Action
Data Cookbook
The launch of Data Cookbook is scheduled. IE will work to remain diligent in maintaining the integrity of Data Cookbook as well as teach new users its functions.
Objective
Develop New And Enhance Existing Cognos Reports To Provide A Comprehensive Overview Of Critical Activities Of The University.
Develop new and enhance existing Cognos reports to provide a comprehensive overview of critical activities of the university.
KPI
Cognos Reports
Create three new Cognos reports for use by university personnel.
Result
Cognos Reports
Cognos reports that were created and are in use by university personnel are: Undergrad GPA by Gender, The TSUS Census Day Report and The CDS report. There are two additional reports that are in process. One is set to go live in the fall while the other is still in the editing phases and launch of that report is unsure at this time.
Action
Cognos Reports
IE will continue to develop Cognos with Data Cookbook. It is anticipated that there will be some need for new Cognos reports but that will be on a very limited basis.
Goal
Contribute Materially In The University-wide Process For Continuous Improvement By Assisting Administrative Units In The Evaluation Of Operations
The Office of Institutional Effectiveness has collaborated with the Office of Academic Planning and Assessment in developing Administrative Program Review procedures. It is anticipated the initial administrative program review will occur in the spring of 2014.
Objective
Develop Administrative Program Review Processes And Procedures
Design, develop and test processes, procedures and forms for the implementation of institutional Administrative Program Review.
KPI
Administrative Program Review Processes
Implement Administrative Program Review Process – Pilot APR on at least one administrative unit in Enrollment Management.
Result
Administative Program Review Moves Forward
A schedule to move forward with reviewing additional Enrollment Management departments is in development and will be implemented in Fall 2014. It is anticipated that as many as 5 or more deparments will undergo the Administrative Program Review in the coming year.
Action
First Administrative Review Process
The first Administrative Program Review began in April 2014 with the Registrar's Office. The review is expected to take 3-6 months. The Registrar has reported that they have found it very helpful in several areas of their office already. A schedule for additional departments is being developed and will move forward upon completion and reflection of the Registrar's Office.
Objective
Satisfactory Review Of Administrative Program Review
Administrative Program Review will receive a positive evaluation by the department undergoing the review.
KPI
The APR Process Will Receive A Rating Of 2 Or Higher On The Evaluation Rubric Completed By The Administrative Department Under Review.
The APR process will receive a rating of 2 or higher on the evaluation rubric completed by the administrative department under review.
Result
APR To Undergo Review
APR will undergo its own review by the Registrar upon completion of the their review. The speculation is that APR will do very well as it has been very well received. A log of recommendations is being kept internally so that we can make our own improvements to the review process.
Action
APR To Maintain Satisfactory Rating
APR will maintain a satisfactory rating and with improvements to the process expects to excel beyond satisfactory.
Goal
Improve Office Of Institutional Effectiveness Capacity
Improve Office of Institutional Effectiveness work order management and fulfillment strategies so that measurable improvement in quantity and user satfisfaction occur.
Objective
Track And Evaluate User Satisfaction
Increase the overall satisfaction level by users with output.
KPI
Post Fulfillment Survey
Post Fulfillment Survey – Evaluate user satisfaction via survey.
Result
Post Fulfillment Survey Complete
Institutional Effectiveness issued an invitation via email to individuals who requested data through the IE work order process from Fall 2013 – Summer 2014. The results of the survey were compared to the results of the same survey issued for Fall 2011 – Summer 2012 and Fall 2012-Summer 2013. In terms of positive and negative changes by topic or question, the results are as follows: 1. Did you receive the information you requested? –slight improvement 2. Please indicate your level of satisfaction with the customer service received from the staff –significant improvement 3. Please indicate your level of satisfaction with the response time in starting your request-slight improvement 4. Please indicate your level of satisfaction with the time required to complete your request-slight improvement 5. Please indicate your level of satisfaction with the presentation style or format of the response-significant improvement 6. Please indicate your level of satisfaction with the usefulness of the response/data to your project/work-improvement 7. Please indicate your level of satisfaction with the clarity of Written Explanations-improvement 8. Please indicate your level of satisfaction with the clarity of the Oral Explanation-significant improvement 9. Please indicate your level of satisfaction with the thoroughness of Written Explanations-improvement 10. Please indicate your level of satisfaction with the thoroughness of Oral Explanation-improvement
Action
Consider Making Changes
IE is going to consider making some changes to the survey in order to provide additional feedback. One consideration is that if there is a negative rating, a comment will be required. If a client isn't happy, we want to know why and work to address that. After analyzing the work orders it was determined that the bulk of the workorders come in in February and October. IE is considering two surveys a year so that we can get to the bulk of users right after the peak times. We are hoping more clients will participate in the survey. Our goal is to continue to improve our levels of satisfaction.
Goal
Develop And Implement Programs To Increase Awareness Of Legislative Relations Program
The Office of IE has developed and distributed Legislative Priority documents to members of the Texas Legislature. In September 2014, additional information was prepared for legislators. Additionally, the office collaborated with the Division of Academic Affairs to develop the SHSU Austin Internship Program.
Objective
Place Qualified Students In Internships Located Within Legislative Offices In The Texas Capital, Where They Earn High Performance Ratings.
Place qualified students in internships located within legislative offices in the Texas Capital, where they earn high performance ratings.
KPI
Evaluations By Legislative Personnel Rate SHSU Interns At High Levels.
Evaluations by legislative personnel rate SHSU interns at high levels.
Result
Intern Evaluations
The students earned top-notch evaluations. Supervisors were asked to rank students from 1 to 5, with 5 being the highest. The results: • “How would you rate the student’s overall performance?”: Mean Score—5 • “How likely is it that you would accept another SHSU intern?”: Mean Score—4.6 • “What letter grade would you give the intern for their work?”: Typical Grade—A/A+ • On a more qualitative level, supervisors provided comments such as: o “a perfect fit for our office;” o “outstanding attitude…professional appearance…”; o “excellent addition to our staff” o “she has never let us down.”
Action
Group Size
Identify legislative offices who are interested in obtaining an SHSU intern and seek no more than 10 eligible students to participate. Due to the positive results from the initial program year, it has been determined that a small group of interns offers a higher chance for good matches and increases the time available to mentor the students.