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Academic Department Profiles: Creating an On-Line Budget Support Notebook Karen A. DeMonte University of Delaware What Is It?

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academic department profiles creating an on line budget support notebook

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

Karen A. DeMonte

University of Delaware

what is it
What Is It?

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

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.
For each of the three fiscal years, data are extracted from the Financial Information System for direct expenditures.
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.
contains data on
Contains Data On…
  • Productivity measures
    • FTE Majors
    • Degrees Granted
    • Student Credit Hours
    • FTE Faculty
  • Fiscal data
    • Research and Service expenditures
    • Cost of Instruction
    • Revenue Measures
how is it used
How Is It Used:
  • General information requests
  • Budget allocation requests
  • Requests for additional faculty
  • Academic Program Review
  • Internal peer comparisons
how to develop an on line budget support notebook
How to develop an on-line Budget Support Notebook:

Data Extracts

Access Database

Perl Program/HTML Template

source documents
Source Documents:
  • 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
course verification
Course Verification:

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

data extracts
Data Extracts:

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



Data Extract


access database
Access Database:

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

import data files into access
Import Data Files into Access
  • 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
data entry access forms
Degrees granted

Faculty counts

Fall semester major counts

Spring semester major counts

Data Entry: Access Forms
notebook data
  • 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
perl program html
Perl Program/HTML:
  • Creates directory structure on the server
  • Creates static HTML pages for each college and department
  • Sets up security
reporting hierarchy table
Reporting Hierarchy Table

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.

notebook data file
Notebook_data File

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.

template html

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



Static Web Pages

.htaccess Security Files


why we like it
Why We Like It?
  • 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

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]