Texas Regional Ad Astra Summit Benchmarking, Metrics, Comparative Metrics Getting the most out of your resources 7/09/12 Presented by: Jeff Lowry Vice President of Client Success

Texas Regional Ad Astra Summit Why is this Important Attainment Goals Require Increased Enrollments Access Initiatives Require Increased and Diversified Enrollments o Remedial Courses Create Extra Capacity Challenges Limited Budgets to Support Growth Perception that Capacity is Static (Cant Expand without Budget Increases) Benchmarking metrics allows for a more cohesive approach to successful change management

Texas Regional Ad Astra Summit Roadblocks Complexity o Space Management practices historically focus on overall utilization v. Capacity Management o Program capacity management requires detailed analysis of changing curriculum and student needs Culture o Resistance to change, especially if the need to change cant be demonstrated (roll forward schedules) o Decentralized, autonomous decision-making entities (academic departments) o Existing reporting and analysis is usually focused on compliance v. strategic resource management

Texas Regional Ad Astra Summit Many Believe Their Institution Is Efficient and at Full Capacity The Perception – Were Full Hard to Find Classrooms When Instructors Need Them Students Unable to Get Into the Courses They Need to Graduate on Time No Available Space to Launch New Programs Classes Are Overcrowded Dormitories at Capacity The Most Popular Majors Turn Students Away

Texas Regional Ad Astra Summit National Data Shows Significant Excess Capacity The Reality – Inefficiency and Underutilized Capacity Source: Education Advisory Board interviews and analysis; Ad Astra Information Systems Average classroom utilization is 42% Four-year public average is 44% Four-year private average is 42% Two-year average is 41% Classrooms are only 60% full when in use Sections enroll only 72% of max enrollment Four-year public only 72% of max enrollment Four-year private only 70% of max enrollment Two-year only 73% of max enrollment Underutilized Rooms Underutilized Instructor Resources Wasted Credits Students repeating the same course two or more times Students taking more credits than necessary for a degree Only 26% of sections are % full

Texas Regional Ad Astra Summit The Problem Is Not Lack of Capacity but Specific Bottlenecks Bottlenecks Limit Efficiency and Capacity Typical Bottlenecks Specific Size Classrooms Tech-Enabled Classrooms Primetime Classrooms Gatekeeper Courses A bottleneck is defined as any room, time period, or section at greater than 80% utilization Degree Requirements

Texas Regional Ad Astra Summit Enrollment Ratio by Course Often a Single Course Limits Enrollment for an Entire Program Section Bottlenecks Set Capacity Section Enrollments for Program X 100% Section Capacity …But a single course is oversubscribed, potentially creating a bottleneck…. ….While other courses are well below capacity Overall the program appears to have capacity to grow….

Texas Regional Ad Astra Summit Strategy, policy and software configuration must match institutional goals and mission and be based on data. Applying Metrics

Texas Regional Ad Astra Summit Common Approach READY – FIRE - AIM Data Driven Decision Making Recommended Approach READY – AIM - FIRE

Texas Regional Ad Astra Summit Key Focus Areas Capacity: Analyze and address capacity bottlenecks without compromising quality. Efficiency: Align academic space, courses and faculty to best serve students and the institution. Student Success: Improve students access to required courses to enable on- time completion.

Texas Regional Ad Astra Summit Metrics and Management Systems Gather readily available schedule and facilities data from SIS and/or scheduling systems Synthesize data into a common format to facilitate peer institution comparisons Benchmark current effectiveness o Student Completion Velocity (proactive graduation rate) o Required course Addition Candidates (courses wherein need exceeds seats offered) o Required course Time Change Candidates (courses wherein seats should be offered at different times) Make targeted, high-impact changes and track progress Data-Driven Academic Scheduling Policy to Enforce Minimum levels of Department Efficiency/Effectiveness

Texas Regional Ad Astra Summit Assessing the Opportunities Relieve Tuition Pressure Removing Unneeded Offerings/Reduce Adjunct Instructional Costs Energy/Janitorial/Security Savings Deferred Construction/Renovation Expenses

Texas Regional Ad Astra Summit What is a Strategic Checkup? Analysis of Historical Schedules Report on Effectiveness of Existing Scheduling Practices o Space Management o Course Offering Management Framework for Better, More Strategic Scheduling On-Site Presentation of Findings/Recommendations Policy Management and Enforcement Infrastructure

Texas Regional Ad Astra Summit Course Offering Dashboards

Texas Regional Ad Astra Summit Capacity Dashboards

Texas Regional Ad Astra Summit Why is this type of analysis important? Space Utilization is a Measurement, not a Strategy for Improved Efficiency Better Allocation of Prime Rooms at Prime Times is a Strategy for Improved Efficiency Course Offering Management is rarely Practiced or Measured at an Institutional level Analysis of Student Demand for Courses is a Strategy for Improved Course Offering Effectiveness and Financial Sustainability

Texas Regional Ad Astra Summit Demonstrating the Opportunities Application(s) Strategic Scheduling Checkup Platinum as a Service Reports/Study Dashboards Repeatable Processes with Reporting

Texas Regional Ad Astra Summit Benchmarking, Metrics, Comparative Metrics Contact Information Jeff Lowry, Vice President of Client Success Office:

Texas Regional Ad Astra Summit