Creating and Scheduling for Clearer Pathways to Completion

1. 2013 Texas Ad Astra Summit Monday, July 22nd Creating and Scheduling for Clearer Pathways to Completion Presented By: Stacey White Vice President of Client Success swhite@aais.com 913-652-4120

2. Focus Areas and Strategic Solutions • System of metrics (key performance indicators) to track and manage Academic Operations • Measure through the analysis of historical schedules and resource utilization • Efficient allocation of time/space/faculty • Effective management of capacity and productivity • Facilitate student success via course access/course/facility/ faculty forecasting • Allow administrators to monitor real progress • Building a comparative database of Academic Operation KPI’s • Peer comparison • Monitor progress to goal • Software to manage resources and efficient allocation space • Software to quantify course demand, measure completion velocity and model growth and attrition scenarios • Student Success (E.g. course access, schedule forecasting, degree velocity) • Professional Services • Best practices, process refinement, change management and mobilization

3. Scheduling for Student Success • Noel Levitz 2011 National Student Satisfaction & Priorities Report • Identified key challenges for institutions • Student Response: “Ability to get the courses I need with few conflicts” was the top challenge for 2-Year Public institutions • Institution Response: “Ability to get the courses I need with few conflicts” was not ranked in top 25 for 2-Year Public institutions

4. The Schedule: It is Complex!

5. Typical Schedule Building Process Course offerings are based on a historical schedule, typically a roll-forward of a “like” term Departments refine offerings in silos (distinct processes and decision makers, limited collaboration and decision-support tools) Student Information System is updated Room assignments are made/refined “Final” schedule is posted (changes still occur after registration or even after classes start) The goal is commonly completion v. improvement

6. Student Success KPI Averagesbased on 2 & 4 year public institutions Completion Opportunities • Access to critical path courses should increase by 13% at 2 year institutions and by 29% at 4 year • At 2 year institutions 15% of classes are “Overloaded” and by 29% at year • >96% Enrollment Ratio • At 2 and 4 year institutions 6% of offered sections are “Addition Candidates”

7. Capacity KPI Averagesbased on 2 & 4 year public institutions Growth Opportunities • At 2 year institutions Classroom space is utilized 42.55 % of an average scheduling week but only filled to 60% . • At 4 year institutions space is utilized 44 % of an average scheduling week but only filled to 68% • At 2 year institutions 45% of space is scheduled off standard time/day grids resulting in 19% pure waste. • At 4 year 37% of space is scheduled off standard time/day grids resulting in 16% pure waste • At 4 year institutions 55% of the schedule is compressed into primetime

8. Efficiency KPI Averagesbased on 2 & 4 year public institutions 2 Year Institutions Cost Savings Opportunities • 11% of seats offered in a schedule are unneeded • 10% of sections offered in a schedule are unneeded 4 Year Institutions Cost Savings Opportunities • 26.41% of seats offered in a schedule are unneeded • 14.75% of sections offered in a schedule are unneeded • 8.29% of offered sections are categorized as Boutique Courses that are not needed for completion

10. What is a Strategic Scheduling Checkup? • Analysis of Historical Schedules • Report on Effectiveness of Existing Scheduling Practices • Space Management • Course Offering Management • Framework for Better, More Strategic Scheduling • On-Site Presentation of Findings/Recommendations • Policy Management and Enforcement Infrastructure • KPI Dashboard Access for 6 months • Option to re-fresh data with an annual subscription

11. Course Offering Analysis Metrics • Statistical Excess Seats – Seats offered in excess of Blended Demand • Statistical Additional Seats Needed – Blended Demand in excess of Seats • Reduction Candidates – Potentially superfluous sections of courses that can be removed • Elimination Candidates – Courses that can potentially be removed from a schedule entirely • Addition Candidates – Potentially needed sections of courses that can be added to a schedule

12. Strategic Scheduling Checkup Metrics

13. Comparative KPI Dashboards • Capacity & Utilization

14. Campus KPI Dashboards • Capacity & Utilization

15. Campus KPI Dashboards • Course Offering Actions

16. Dashboards to Monitor Policy • Course Offering Actions

17. Typical Project Flow

18. What is Platinum Analytics? A patented system designed to: • Analyze several types of academic data to determine student demand (need for courses) • Compare student demand with course offerings for refined schedule development • Ensure that courses/seats offered assist students with on-time graduation

19. Analysis Types • Historical Baseline • What did we offer last (like) term and what did our students take? • Historical Trend • What have we been offering over the past few years and what have our students been taking? • Program Analysis • What do our students need to take to fulfill degree requirements? • What courses are we offering? • What students are eligible to take in an upcoming term? • Predictive Program Analysis • When students have a choice of courses to take to fulfill a requirement, which one(s) are they more likely to take? • Simulated Registration - This process models the competitive, open registration process used by traditional four-year institutions. It provides a pre-registration “sandbox” to model an academic schedule based on information derived from analytics combined with course demand and need • Student Recommendation – Academic Planner • Student course recommendations are emailed to students • Recommendations include other course options that are productive • Recommendations can be set up in email campaigns to defined groups

20. Common Challenges with Academic Planners • Student Engagement • Student Adoption • Simple representation of complex degree rules • Productive credit validation • Eligibility validation • Capturing intent and availability

21. A Simple Approach • Roadmaps are auto-generated • All students are given a base, “starter plan” based on their progress against degree • Plans are “pushed” to each student to view and refine • The user interface displays recommendations • Plans are automatically updated after each registration • Schedule informs plan Plan informs schedule

22. Influencing Better Decisions

23. Institutions can mitigate registration conflicts before they happen Simulated Registration finds seat availability, time availability and section-to-section conflicts for planned courses prior to registration

24. Filtered student campaigns can be saved and emailed • Custom messages can be created

25. Email generated from Campaign to send to students The user interface which only displays recommendations and optionally alternatives • Alternate courses or rules are displayed in a simple model

26. Student provides availability and intent data Student modifies “starter plan” if desired

27. Updated student plans, academic history and degree progress inform schedule development for next term