1. Management Information: Key to Strategic Planning Senior Leadership Retreat presented by Carol Livingstone Division of Management Information

2. Plan for the session Overview of data & services available Short break
Large group discussion of Case #1
Breakout groups discuss Cases 2-4
Large group recap

3. How can Management Information help you?
With standard web & paper reports
With custom reports
With advice on where to find and how to use management data

4. Why be data-savvy? To better manage your unit
To know what others know about you
To respond to inquiries
To avoid reinventing the wheel

5. “The new source of power is not more money into the hands of the few, but more information into the hands of many.”
--- John Naisbitt

6. Set a bookmark today:
dmi.illinois.edu

7.
This is our main web site. It is organized with open-access resources on the left and
Restricted (password required) resources on the right.

8. Ten years of data summarized by department, college, and campus:
UIUC Campus Profile
Ten years of data summarized by
department, college, and campus:
Budgets & expenditures
FTE and headcount staff
Student enrollment
Course enrollments & IUs
much, much more!

9. UIUC Campus Profile -- Uses
Compare your unit to similar
units on campus
Look at your unit over time

10. Standard, Custom, & Strategic Profiles
There are three basic types of profiles, Standard Profile, Custom, and strategic.
Standard, Custom, & Strategic Profiles

11. UIUC Campus Profile Types of Reports Available
Standard: 365 standard items for one unit in HTML format
Custom:
select from 355 units
select from 585 items
select from 2 formats: HTML/Excel
select order for years

13. Item numbers are links to glossary Some data items are “drilldowns”
ten years
Item numbers are links to glossary/definitions
Notice that some of the numbers appear to be links?
Item numbers are links to glossary
Some data items are “drilldowns”

14. Campus Profile Drilldowns
Any data item that appears to be a link is drillable
FTE: get staff lists with appointment info
Expenditures: see details by fund and account
Students/degrees: counts by student program, breakouts by gender, race/ethnic, residency
IUs: breakout by section and instructor

16. Strategic Profiles Campus-wide set of metrics for campus goals
College-specific goals, metrics for each goal, and 3-yr & 5-yr targets for each metric
Graphs now available for most metrics
Copy in your packet - white

17. At the top are campus-wide indicators that are shown for every unit, and at the bottom of the page are indicators unique to each unit.
Graphs are available for all the unit-specific items and many of the standard items; we’ll be looking at some of those graphs later during our case studies

18. This is a sample of the goals and strategic measures for ACES.
Every department head should look at his/her college’s strategic profile.

19. Unit-specific indicators will show a 3 and 5 year target for each measure.

20. Selected unit Selected comparator
This is a sample of the strategic measures for ACES compared to those of FAA.
Note that there’s a dropdown for the comparison unit – you can compare two departments or colleges, or any unit can be compared to the campus total.
Selected unit
Selected comparator

21. Course Information System
Sections, IUs, Instructors by “Offering” department “Paying” department “Controlling” department
Data back to Fall, 1987
Deals correctly with renumberings, crosslistings, new subject names

22. Course Information System Example Reports
All courses one year
All years for one course
Selected courses and selected terms
All courses, all years for one faculty member
Six – Ten reports
Anomaly reports
Explain Six-Ten & Anomaly reports

23. Other Information Resources for Managing the Instructional Mission
Student Enrollment Reports
“Official” 10-day enrollments
Consolidated class rosters
Section Instructor List/ dept rosters

24. Information Resources for Managing your Students & Tuition Revenue
Tuition, Waiver, and Appointments System
Tuition charges and waivers for undergrads & grad students enrolled in your unit by term. Includes residency, tuition schedule, range for each student, plus all waiver-generating appts

25. Who’s Who at the UI: Departments and Executive Officers
All depts in Urbana
Unit heads & other contacts
Staff directories
URLs of each unit
I use this page at least 10 times a day. The “other contacts” now includes people such as business managers, HR directors, course scheduler, EEO officers, etc.

26. Information Resources for Managing the Research Mission
Proposal Data System
All proposals submitted for grants/contracts
1996 to present. Searchable by:
Investigator
Sponsor/agency
Dept or college
Key word
You’ll see some examples in one of the cases.

27. Additional Information Resources for “Managing” Your Faculty
Course Information System: Teaching histories
Activity Reporting System:
Salary histories from FY89,
cost sharing commitments
There’s an example of a salary history in one of your cases.

28. Other Information Resources Available to Units
Banner
Decision Support:
Eddie/Business Objects
Standard reports
Point & click report generation
Enterprise Data Warehouse (EDW)
(for programmers)

29. Garbage in  Garbage out
A Note on Data Quality
Garbage in  Garbage out
The data we work with originates in the departments. Please make sure your staff know it’s important to take the time to enter data correctly.

30. A Note on Data Security
As EO, you are responsible for the uses of data in your unit. Make sure your staff know and obey the policies and laws on data privacy, especially with student data (FERPA)

31. Towards a Data-driven Decision-Making Culture
More and more, decisions on campus are driven by data. Take the time to understand the rich sources of data you have available and use them !!!

32. Let Management Information Help
Call ( ) or
Navigation through our site
Understanding the data
Where to find data
Special reports needed

33. “One figure sometimes adds up to a lot”
--- Mae West

34. Questions??

35. Case #1 – as a group
You are the provost and are meeting with a dean about progress toward strategic goals.
* What is your biggest concern?
* What other resources would be helpful?
Look at the cases in your book. This first one shows the graphs available on the Strategic Profile comparing a unit with the campus. Let’s step through them one by one to give you a chance to ask questions about the data.

36. Case #2 You are the Dean of LAS.
* Compare teaching leads in two of your units.
* Compare salaries
* What choices has each unit made in staffing courses?
* What other resources would be helpful?
A has declining enrollment, B increasing; A does have larger grad student population.
A has declining faculty IU productivity, B increasing, although A is higher than B right now.
A’s salaries are much lower, so it is cheaper to hire faculty in A.
A’s faculty are underpaid compared to A’s peers, while B’s are overpaid.
A’s 100-level class size is half that of B
A could reduce its faculty size to pay the remaining faculty better – shift more of the teaching onto nontenured staff as it was earlier in the decade, increase class sizes, decrease grad program – which has increased 35%.
B could also shift some instruction away from tenure system faculty, but there’s less wiggle room for B.

37. Case #3
You are the interim provost and are considering budgets for next year
* Compare enrollments/staffing in the two colleges
* What topics would you like to discuss with each dean?
* What college looks like a better investment for your funds?
Enrollment in College X is stagnant, maybe slight grad growth, while college Y is booming
College X has ~ twice the grads as College Y, about same undergrads
Y has a more diverse student body but better retention & graduation rates. (note, females improve graduation rates, probably need more info on grad rates of underrep groups)
Both faculties are increasing; College X has 4x faculty of Y
Faculty IUs decreasing in College X, and are 1/3 those of Y.
College X has much higher representation of faculty teaching low level courses (57% to 24%) and has much smaller 100-level section size.

38. Case #4
You are the department head. One of your full professors complains that her salary is less than that of an associate professor
* What do you notice about the salary ranges for each rank in the dept?
* Why do so many dept salary structures look like this?
* What do you respond to the professor?
Salary ranges overlap – there are assoc profs making more than full, assts making more than assocs. This is called salary compression
Why?
Stars
Different subdisciplines
Stalled Associate profs, or less than productive full profs
Outside offers
Changes in market, need to offer more to incoming faculty
Research productivity: assoc prof has many more grants, pays part of her summer salary, and has gotten consistently higher raises through the years.

39. Web Systems in Place UIUC Campus Profile Activity Reporting System
Tuition Assessment/Waiver/Appt Reports
UIUC Departments & Executive Officers
Student Enrollment Reports
Course information system
Section Instructor List
Proposal Data System