University Program Inventory Training October 2009

Purpose of Program Inventory Provide a list accessible by KBOR institutions, staff and constituents of academic programs offered at each public institution Provide an easier method of maintenance of academic programs via web-based system – Maintain history of programs Provide quicker and more convenient method for tracking new academic programs through the approval process

Program Definitions “Program” means an academic plan of 16 or more credit hours that is approved by the appropriate governing board Leads to an award – A degree or a career/technical certificate

KSPSD Program Inventory PALA -Program Code -Award Level -Award (UI) SSN/Student ID Student-level database Program/course-level database KHEDS (Kansas Higher Education Data System)

KSPSD Program Inventory PALA -Program Code -Award Level -Award # SSN/Student ID Student-level database Program/course-level database Program/Course-based Reporting Student-Based Reporting KHEDS (Kansas Higher Education Data System) PALA

Program Inventory Changes 1.CIP codes not submitted with new programs; KBOR staff, in consultation with institutions, enter CIP code

Program Inventory CAUTION! For each Program in PI, a unique P A L A (Program Code, Award Level, and Award) must exist – This PALA is how students are matched in KSPSD; KBOR is now working with, and will continue to work with, institutions to ensure that multiple PALAs don’t exist For example: – Program Code: MATH 101 – Award Level: CERTA – Award: CERT

Logging In Go to the upper left and double click on Login

Logging In Enter your User ID and Password If you have forgotten your User ID or Password, click on Forgot User ID/Password If you need to add a New Account, click on that link

Choosing Program Inventory Go to the upper left drop down menu titled Projects and hover your mouse over it – When the choices appear, move your mouse down to Program Inventory and click on it

Click on the Program/Course Inventory tab

Logging Into Program Inventory Click on Institution Program Inventory MaintenanceInstitution Program Inventory Maintenance

Adding A New Program To Add a New Program, click on the Apply New Program link in the blue menu

Adding A New Program Enter data in the fields marked above with stars (and asterisks); Comments and an Explanatory Code can be added if needed

Adding A New Program When you are satisfied with the data input, click Save; when you are ready to have your new Program reviewed, click Submit

The Approval Process To see where your New Program is in the Approval Process, click on Institution Program Inventory Maintenance; on the Search screen, click on Pending

The Approval Process Double click on the Program you wish to view

The Approval Process The Approval Process will appear beneath the data fields you previously entered; the red sections show where in the process your Program is

How To Modify a Program You will first need to search for the Program you are wanting to modify You can search in Pending, Active or Phased-Out and/or by CIP Code, Program Code or Program Description

Modifying a Program After finding the Program, double click on the Program to Modify

Modifying a Program To make modifications to this Program, click on the Apply Modify Program button at the top

Modifying a Program You can make modifications to Program Code, Description, Award, Number of Hours and provide Comments on your changes You cannot modify the Award Level

Modifying a Program After making a modification, a red flag will appear next to the modification made You can view what the previous information was by hovering your mouse over the red flag

Modifying a Program After making your modification, you need to Save and Submit your modification

Modifying a Program Once submitted, this modification will go into the approval process The progress of the approval can be viewed by searching for this program in the Pending list

Modifying a Program A red checkmark means that a Program has been submitted for approval A yellow triangle means that it only has been saved, not submitted

Program Approval Process To view where your program is in the Approval Process, in the Program Search section, click on Pending and double click on the Program

After searching for the Pending Program and clicking on it, the Approval Process will appear beneath the data fields you have entered

Approval Process The red highlighted section shows what step the process is currently on Dates show when sections were approved

Linkage of PI to Program Review Linkage of PI data to Program Review data – Colleges Department – Program Changes in Program Inventory data impact Program Review New Programs Program Changes – Moves Changes in College / Department structure

Linkage of PI to Program Review

Program Department College/School Building blocks of Program/Dept/College

Linkage of PI to Program Review

Changes in Program Inventory data impact Program Review Be vigilant and careful when working with Program inventory Work with KBOR Academic Affairs to update/revise any linkages/structures by: Programs Departments Colleges/schools

Enhancements to the PI System Incorporating Student Counts to PI page at a program level Institutional Summary Report on a Report Tab View older “snapshot data” Available by end of the semester

Student Data Enrolled xx Completed xx Employed xx Avg. Salary $$

Institutional Reports (probably a new tab) List of reports still being defined … please send ideas! 1.Track Status of all Pending Programs 2.Listing of active Programs 3.Listing of Phase-out Programs 4.Listing of Inactive Programs 5.System summary reports of active and Pending programs 6.Others?? Provide feedback to IRHelp

Questions?

Thank You! If you have questions or comments about the training materials or any other training related questions, please send questions to: