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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

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Purpose of program inventory
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 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


KHEDS (Kansas Higher Education Data System)

Program Inventory

Student-level database

Program/course-level database

PALA

PALA

-Program Code

-Award Level

-Award

KSPSD

(UI) SSN/Student ID


KHEDS (Kansas Higher Education Data System)

Student-level database

Program/course-level database

Program Inventory

PALA

Program/Course-based

Reporting

PALA

-Program Code

-Award Level

-Award

KSPSD

Student-Based

Reporting

# SSN/Student ID


Program inventory changes
Program Inventory Changes

  • CIP codes not submitted with new programs; KBOR staff, in consultation with institutions, enter CIP code


Program inventory caution
Program Inventory CAUTION!

  • For each Program in PI, a unique PALA (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
Logging In

  • Go to the upper left and double click on Login


Logging in1
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
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



Logging into program inventory
Logging Into Program Inventory

  • Click on Institution Program Inventory Maintenance


Adding a new program
Adding A New Program

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


Adding a new program1
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 program2
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
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 process1
The Approval Process

Double click on the Program you wish to view


The approval process2
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
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
Modifying a Program

  • After finding the Program, double click on the Program to Modify


Modifying a program1
Modifying a Program

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


Modifying a program2
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 program3
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 program4
Modifying a Program

  • After making your modification, you need to Save and Submit your modification


Modifying a program5
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 program6
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
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
Approval Process the Approval Process will appear beneath the data fields you have entered

  • 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 to Program Review the Approval Process will appear beneath the data fields you have entered

  • 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 review1
Linkage of PI to Program Review the Approval Process will appear beneath the data fields you have entered


Linkage of pi to program review2
Linkage of PI to Program Review the Approval Process will appear beneath the data fields you have entered


Linkage of pi to program review3
Linkage of PI to Program Review the Approval Process will appear beneath the data fields you have entered

Building blocks of Program/Dept/College

Program

College/School

Department


Linkage of pi to program review4
Linkage of PI to Program Review the Approval Process will appear beneath the data fields you have entered


Linkage of pi to program review5
Linkage of PI to Program Review the Approval Process will appear beneath the data fields you have entered


Linkage of pi to program review6
Linkage of PI to Program Review the Approval Process will appear beneath the data fields you have entered

  • 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
Enhancements to the PI System the Approval Process will appear beneath the data fields you have entered

  • 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


2009-2010 Student Data the Approval Process will appear beneath the data fields you have entered

Enrolled xx

Completed xx

Employed xx

Avg. Salary $$


Institutional Reports (probably a new tab) the Approval Process will appear beneath the data fields you have entered

  • List of reports still being defined … please send ideas!

  • Track Status of all Pending Programs

  • Listing of active Programs

  • Listing of Phase-out Programs

  • Listing of Inactive Programs

  • System summary reports of active and Pending programs

  • Others?? Provide feedback to IRHelp


Questions
Questions? the Approval Process will appear beneath the data fields you have entered


Thank you
Thank You! the Approval Process will appear beneath the data fields you have entered

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

[email protected]


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