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Academic Department Profiles: Creating an On-Line Budget Support Notebook Karen A. DeMonte University of Delaware http://www.udel.edu/IR/presentations What Is It?

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Academic department profiles creating an on line budget support notebook l.jpg

Academic Department Profiles: Creating an On-Line Budget Support Notebook

Karen A. DeMonte

University of Delaware

http://www.udel.edu/IR/presentations


What is it l.jpg
What Is It? Support Notebook

The Budget Support Notebook is a resource document that assists administrators, chairs, and deans in their decision making process.


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Three years of institutional workload data are displayed for the Fall and Spring semesters, respectively, as well as an Annual Average for the academic years.


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For each of the three fiscal years, data are extracted from the Financial Information System for direct expenditures.


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The notebook is organized by college, and by departments within the college. Each section begins with a college-wide summary, then moves to the department level.


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Contains Data On… within the college. Each section begins with a college-wide summary, then moves to the department level.

  • Productivity measures

    • FTE Majors

    • Degrees Granted

    • Student Credit Hours

    • FTE Faculty

  • Fiscal data

    • Research and Service expenditures

    • Cost of Instruction

    • Revenue Measures


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ALL Data for EVERY College and Department Is Accessible by EVERY Dean and Chairperson

No SECRETS!


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How Is It Used: EVERY

  • General information requests

  • Budget allocation requests

  • Requests for additional faculty

  • Academic Program Review

  • Internal peer comparisons



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How to develop an on-line Budget Support Notebook: EVERY

Data Extracts

Access Database

Perl Program/HTML Template


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Source Documents: EVERY

  • Faculty Workload Report - examines the teaching activity by individual instructor for the Spring and Fall semesters

  • Expenditures Report- summarizes fiscal year-end direct expenditures by unit within the University’s reporting hierarchy


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Course Verification: EVERY

To ensure that the departments get full credit for courses taught, Department Chairs verify course and instructor information.


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Data Extracts: EVERY

Data from the Student Records, Human Resources, and Financial Information systems is extracted and imported into Microsoft Access

SIS

HR

Data Extract

FIN


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Access Database: EVERY

Several tables, queries, and forms work together to present or calculate data points that are ultimately merged into a single tab-delimited file.


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Import Data Files into Access EVERY

  • Faculty Workload

    • Term

    • College ID

    • Department ID (key)

    • Student credit hrs – lower

    • Student credit hrs – upper

    • Student credit hrs – grad

    • Course enrollment – lower

    • Course enrollment – upper

    • Course enrollment – grad

    • Total teaching credits (all fac)

    • Total teaching credits – appt

    • Total student credit hrs – appt

  • Expenditures Report

    • Fiscal Year

    • Hierarchy code (key)

    • Unit title

    • Research expenditures

    • Public service expenditures

    • Instruction expenditures

  • Hierarchy Table (lookup)

    • Hierarchy code

    • College ID

    • Department ID


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Degrees granted EVERY

Faculty counts

Fall semester major counts

Spring semester major counts

Data Entry: Access Forms


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notebook_data EVERY

  • Joins each term table by dept_id

  • Creates 236 distinct variables

    • 16 variables from each fall term table

    • 22 variables from each spring term table includes degree and financial variables

    • 122 calculated fields

  • One record per college or department


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Perl Program/HTML: EVERY

  • Creates directory structure on the server

  • Creates static HTML pages for each college and department

  • Sets up security


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Reporting Hierarchy Table EVERY

Sets the structure for creating the college level and department directories on the IR server. It also serves as the basis for the .htaccess security file.


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Notebook_data File EVERY

The TAB-delimited file is exported from Access to our IR server. Each variable name inside the notebook data set corresponds to a variable in the Perl program.


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Template.html EVERY

The template.html file is a normal HTML document. Inside of this HTML fileare codes which correspond to variables in the Perl program.


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54 EVERY

Directories

Static Web Pages

.htaccess Security Files

ALLIN A SINGLE COMMAND


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Why We Like It? EVERY

  • Easy to navigate

  • Compiles data from several sources into one document

  • Contains trend data

  • Fully accessible by Deans and Chairs for comparisons within the University on the web


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http://www.udel.edu/IR/bsn/demonstration.doc EVERY

Karen A. DeMonteOffice of Institutional Research

and Planning

Institutional Research Analyst

University of Delaware

325 Hullihen Hall

Newark, DE  19716-0172

Phone:  (302)831-1622

[email protected]


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