Tech Prep New User Orientation April 6, 2006 Vonetta Woods HEI Analyst, Ohio Board of Regents

Ohio’s Higher Education Information (HEI) System

HEI is… Ohio’s state-of-the-art, web-enabled Higher Education Information SystemOhio’s state-of-the-art, web-enabled Higher Education Information System A comprehensive data warehouse that contains higher education information onA comprehensive data warehouse that contains higher education information on –Enrollments –Student demographics –Financial aid –Faculty –Facilities –Finances –Academic programs –Capital planning –Non-credit instruction (in pilot)

How is HEI Used? Administer complex formulas Administer complex formulas $2.559 billion in state operating and capital subsidy provided annually $2.559 billion in state operating and capital subsidy provided annually Resource Analysis Resource Analysis Facilities Utilization Facilities Utilization Respond to frequent ad-hoc data requests from legislature, campuses, media, public Respond to frequent ad-hoc data requests from legislature, campuses, media, public Produce web-based reports and publications Produce web-based reports and publications House over 15 general purpose customizable & accessible web-based queries House over 15 general purpose customizable & accessible web-based queries

Building and Implementing HEI Planning begun 1995Planning begun 1995 Three-year development processThree-year development process –Impetus: General Assembly’s dissatisfaction with the difficulty students had in transferring credits between campuses –Articulation and Transfer Council: Need to track students through their academic careers –Also: Improve ability to model and calculate formulas for allocation of subsidy and estimate the effects Implemented Winter 1998Implemented Winter 1998

Building and Implementing HEI State provided $8 million total over 4 yearsState provided $8 million total over 4 years –Campus subsidy = $3 million Did not cover campus costs (Campuses had to use other resources to fund this effort)Did not cover campus costs (Campuses had to use other resources to fund this effort) –HEI operations = $5 million HEI implementation processHEI implementation process –Hundreds of contributors, including Information systems staff throughout the stateInformation systems staff throughout the state Campus leadersCampus leaders The HEI StaffThe HEI Staff The HEI Advisory CommitteeThe HEI Advisory Committee The Governor and the General AssemblyThe Governor and the General Assembly

Colleges & Universities HEI Web-based System WWW Key Decision Makers 3. Queries and Reports Available 1. Transmit Data 2. Data edited, cleansed of errors, then loaded

Web-based System Minimum Requirements for accessMinimum Requirements for access PC and Web browser (IE or Netscape)PC and Web browser (IE or Netscape) Data Reporter access requirementsData Reporter access requirements Account from LiaisonAccount from Liaison Software to convert files to ASCII textSoftware to convert files to ASCII text User-friendly interface to definitions and documentation of the data warehouseUser-friendly interface to definitions and documentation of the data warehouse

HEI Extensions and Outputs HEI 4 Year Public Universities 2 Yr Community Colleges 2 Yr Public Tech Colleges 2 Yr Regional Campuses High Schools (State Scholarship purposes) Independent, Proprietary, Non-Ohio (Limited Enrollment data- primarily Financial Aid purposes) Ohio College Access Network ACT/SAT FAFSA TRIO/Tech Prep Ohio Dept of Ed Ohio Dept of Labor IPEDS Census National Student Clearinghouse Subsidy and State Performance Reporting Regents Web Queries, Publications, Census Reports, Ad hoc reports Federal Reporting (WIA, Perkins, IPEDS, Tech Prep, TRIO (TBA) Student Tracking

HEI Output URLs OBR web-based publications and reports produced via HEI OBR web-based publications and reports produced via HEI –Governor’s Performance Report –Student Inventory Data (SID) and Basic Data Set (BDS) pub/site_map?name=bds_sid&jsflag=yes pub/site_map?name=bds_sid&jsflag=yes pub/site_map?name=bds_sid&jsflag=yes pub/site_map?name=bds_sid&jsflag=yes –Freshman Remediation Report pub/site_map?name=rem_rep&jsflag=yes pub/site_map?name=rem_rep&jsflag=yes pub/site_map?name=rem_rep&jsflag=yes pub/site_map?name=rem_rep&jsflag=yes OBR web-based public queries OBR web-based public queries –

Security and Privacy Safeguards SSNs in HEI converted to unique OBR identifier and stored in secure table with limited accessSSNs in HEI converted to unique OBR identifier and stored in secure table with limited access HEI account and password required to access Restricted areas of the database by signing HEI data access and dissemination policyHEI account and password required to access Restricted areas of the database by signing HEI data access and dissemination policy –Unrestricted and Restricted Outputs/Queries –Submission/Query authorizations granted at user level by campus liaisons Web Server uses encryptionWeb Server uses encryption State firewallsState firewalls Direct Access by OBR staff ONLYDirect Access by OBR staff ONLY

HEI Summary of Features Unit Record system (students, faculty) Unit Record system (students, faculty) Web based system Web based system Comprehensive database Comprehensive database Minimum requirements for use Minimum requirements for use State of the art technology State of the art technology Relational database Relational database Analytic database Analytic database Sophisticated security Sophisticated security

Getting Access to HEI

HEI Delegates Reporting Responsibilities to the campus itself. HEI Delegates Reporting Responsibilities to the campus itself. Someone on your campus has been designated as the “HEI Liaison”. Someone on your campus has been designated as the “HEI Liaison”. This person assigns all security privileges to data reporters at their campuses. This person assigns all security privileges to data reporters at their campuses. Let’s find out who your Liaison is. Let’s find out who your Liaison is. Getting Access to HEI

The Data Access Policy Before Talking to your Liaison, you will want to read the Data Access Policy in Detail. Before Talking to your Liaison, you will want to read the Data Access Policy in Detail.

The Data Access Policy  Your Username and Password will be your Digital Fingerprint

The Data Access Policy To Do:To Do: –Read and Fully understand the Data Access Policy –Contact OBR with any questions –Contact your Liaison to obtain a “Campus User Authorization Form”

Questions?

Exploration of the HEI home page

The Performance Report was initiated by the Governor to report on how Ohio’s institutions are performing. The Performance Report is the biggest user of the data submitted to HEI. The components of the Performance Report were created by consultation with institution representatives.

Information Technology

HEI Data Tag – Keep this with the data for audit purposes!

To expand a list, click on the “+” sign!

Questions?

Tech Prep

Tech Prep General Information

Data Submission Process

How do I submit data to HEI? Create a text file based on the Data Submission Document Guidelines Create a text file based on the Data Submission Document Guidelines Use the Data Input Site Use the Data Input Site – The Data Input Site (DIS) A secure method to upload your text files to the HEI database A secure method to upload your text files to the HEI database – Data are submitted by file name, year and term – The Data Input Site also stores all your previously submitted files

Creating A Text File

Pre-Submission Questionnaire File header record correct? File header record correct? Is the file formatted per the data submissions document? Is the file formatted per the data submissions document? Is the submission only plain text? Are all extra characters removed before last delete switch? Is the submission only plain text? Are all extra characters removed before last delete switch?

File header record correct?

File Header Record Placed at the beginning of every submission to the data input site. Placed at the beginning of every submission to the data input site. Contains your institution name, the file name, the year and term, and the number of records. Contains your institution name, the file name, the year and term, and the number of records. Submission, year, and term in the header must match the data input site drop-down selections. Submission, year, and term in the header must match the data input site drop-down selections.

Example of File Header BLTCTC2004NA BLTC = Institution 2. TC = Type of File = Year 4. NA = Term = Number of records

Is the file formatted per the data submissions document?

Is the submission only plain text? Are all extra characters removed before last delete switch?

Correctly formatted TC File!

All items completed on pre-submission checklist… File submission time!

Accessing the Data Input Site

Drop down will only show submissions with open edit windows.

Good! Edit statistics arrives shortly!

To Look at Primary and Summary Edits 1. Return to your Data Input Site 2. Authenticate 3. Select Data Area 4. Find Submission 5. Click View

Summary Edits will not run if there are Primary Edit errors!

Error code refers to edit and load specs. Summary text of edit and load specs. Points to where the error is in submission.

Points to where the error is in submission.

Points to where the error is in submission.

Suggestions for resolving Errors and Warnings 1. Review Primary and Summary Edits 2. Consult Data Submissions Document 3. Consult Edit and Load Specs using error or warning number 4. Compare to last year’s submission 5. Speak to your IT department or whoever prepared submission 6. Contact HEI Analyst 7. Make changes and resubmit. 8. Please remember: File submissions with either primary or summary edit errors cannot load.

Data Correction Reminders Delete any extra characters, blank or otherwise, after the last delete switch. Be sure data has not shifted after correction. BE SURE TO SAVE! Submit file again

Yeah! No Errors!

Think of this confirmation screen as your signature!

What happens next? 1. Load request sent to HEI Analyst 2. Analyst reviews 3. Approved submission loads overnight if received before 4:00pm 4. Files will not be loaded if submitted on state holidays and weekends 5. Data Reporter receives load confirmation …

Data Entry Portal Offered for select HEI file submissions only.

The links above give an explanation of the Data Entry Portal Process. A Data Entry Portal Tutorial is also available.

Some input values will be defined by your user privileges. If clearly inaccurate data is entered into a field, a message will inform the user of the problem. For example: If a user enters a student identifier containing alphabetic characters and then indicates in the “Institution Assigned Identifier Switch” by selecting “N” that the value is a Social Security Number, an error message will be returned.

Correcting Data Already Loaded to the Database

What happens next? Correct file per HEI Data Submission Guidelines Submit file with zero errors

Questions?

Tech Prep Restricted Queries

Questions?

Additional Contact Information Daniel Bower HEI Analyst, Ohio Board of Regents