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Using a Dashboard to Improve Classroom Utilization
AACRAOMarch 26, 2008
Academic Support Resources
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TODAY’S PRESENTATIONProvide an overview of the University of Minnesota and Academic Support Resources (ASR) Unit
Introduce ASR’s concept and metrics based approach for creating the classroom utilization dashboard
Provide a student services approach to a dashboard
Share steps for creating your own metrics and dashboard
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UNIVERSITY OF MINNESOTA
Five campus system with over 66,000 students
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TWIN CITIES CAMPUSLocated in the heart of Minneapolis - St Paul Metropolitan area
Largest of the five campuses
Made up of 17 colleges and professional schools
Offers 161 Bachelor degrees; 28 Master’s degrees; 114 Doctoral degrees and 5 Professional degrees
Enrollment for Fall 2007 was 50,833
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ACADEMIC SUPPORT RESOURCESPresident
Senior VP Academic Affairs & Provost
Vice Provost Undergraduate Education
Academic Support Resources (ASR)
One Stop Student Services
Office of Student Finance
Office of the Registrar
Office of Classroom
Management
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UNIVERSITY OF MINNESOTA CLASSROOMS
Aerial overview of the east bank of the twin cities campus, Minneapolis.© 2002 by the Regents of the University of Minnesota.Photo credit: Tom Foley, U of M Images Library
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OFFICE OF CLASSROOM MANAGEMENT (OCM)
Mission:To directly support high quality teaching
and learning by faculty and students in University classrooms
Be the primary point of contact, and single point of responsibility and accountability for ALL Twin Cities general purpose classroom issues
The Classroom “One Stop”
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OCM ORGANIZATIONAL UNITS
Scheduling Classroom Support
Course Data Base
Class Schedule & Course Guide
Scheduling & utilization of central classrooms
Event scheduling
Classroom Facilities
Coordination
Classroom Technical
Services (CTS)
Classroom & Faculty support; problem response
Lifecycle cost development & coordination
Classroom database
Classroom Website
Hotline
Classroomphysicalenvironment
Classroom facilities ops, readiness and maintenance
Condition assessment and documentation
FF&E standards &management
Classroom technology environment
Technology standards, design, installation, service and maintenance
Internal Service Organization (ISO) business unit
External sales
ClassroomPlanning
Classroom capital planning
New construction & Renovation
Project delivery
Classroom construction standards
Room design & coordination
Future inventory rqmts &plans
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FUNDAMENTAL BASIS OF OCM METHODOLOGY
Establish standards
Establish metrics to measure performance
Provide transparent information and reporting to constituents
Deliver improvement and results
Communicate with university community
LEVERAGE AND INTEGRATE OCM’s UNIQUE 360 DEGREE PERSPECTIVE OF ALL CLASSROOM
ISSUES
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KEY CLASSROOM METRICSClassroom Readiness Inspection ProgramFacilities Condition Assessment (FCA)- Buliding and classroom level
OCM internal performance reports- Hotline, CAMS and FM service request data & trends
Classroom Physical Environment SurveyClassroom Utilization Dashboards & reportsFaculty classroom needs data(course scheduling input)
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OCM BALANCED SCORECARD
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OCM & CLASSROOM PLANNINGOCM has unique perspective on classroom teaching & learning - Planning, Facilities Coordination, Faculty Support,
Scheduling & Utilization, and Technology
OCM collaboration with departments, colleges, administrators and faculty is an important part of the planning process
This allows OCM to provide specialized classroom-specific expertise and added value to other university units
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METRICS BASED CLASSROOM PLANNING
Project type; New, Rehab, Renewal (Scope)
Existing classroom inventory (Quantity)
Facilities condition audits (Quality)
Identified classroom features (Requirements)- Students, Faculty, Staff
Course scheduling needs (Utilization)
Classroom standards (Performance)
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COURSE SCHEDULING REQUIREMENTS AND UTILIZATIONElectronic Course Authorization System (ECAS)
Academic departments submit course information with title, description, credits and prerequisites
Electronic Course Scheduling (ECS) Academic departments submit room request, define meeting patterns and technology needs
Resource 25 scheduling software Schedule 25 – Batch scheduler that makes room assignmentsAlign resources with needs through utilization reports
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U of M INTERNALLY DEVELOPED SCHEDULING REPORTS USED
OCM Utilization DashboardElectronic Course Scheduling (ECS) Reports- Peak vs NonPeak- NonStandard Times- Cancelled Classes- Projected vs Actual Enrollment
Classroom Management Trends- Class Sections- Utilization and Scheduling
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SCHEDULING EFFECTIVENESS
The big picture of demand, including room capacity requirements, organization sponsorship, and recurrence patterns
Measure compliance with scheduling meeting pattern/day distribution guidelines
Assess demand across the day & week
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THE UNIVERSITY OF MINNESOTA DIFFERENCE
In most institutions, this information, if it is even available, is compartmentalized in academic units, FM, IT, Planning, Registrar, Space Management and several Helpdesk offices
The OCM concept integrates and leverages all of these diverse information elements on a daily basis
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THE FINAL ANSWER
There is no “silver bullet” program that will deliver the correct final answer in classroom building planning
However, the use of quantitative and qualitative metrics from all spheres of the classroom environment, and the successful integration of that data will arm decision makers with the best and most complete information upon which to base these complex decisions
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ONE STOP BALANCED SCORECARD
Financial Perspective
Customer Perspective
Innovation & Learning Perspective
Internal Process Perspective
How well do we support customers?
Can we sustain excellence over time?
How productive & efficient are we?
How well do we use resources?
Making a positive difference in students’
lives
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ONE STOP SERVICE QUALITY MEASURES
Point of Service Comment Cards
Bi-annual Customer Survey
Quantity/quality of compliments
Web usability testing
One Stop website comments link
Bi-annual Student Veteran Survey
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ONE STOP ORGANIZATIONAL PRODUCTIVITY MEASURES
Wait time in phone queue
Wait time for walk-in customers
Turn around time for email inquiries
Transaction speed and volume
Timeliness and accuracy of fax and mail requests
Number of transaction per staff
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Four Steps to Creating a Dashboardwith Excel and Dashboard Design Software
1) Determine key performance indicators (KPIs) or metrics.
2) Develop a streamlined process for data collection and accurate metric calculation.
3) Create a summary of metrics in Excel.
4) Create a dashboard that links to Excel summary with dashboard design software.
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1) Determine KPIs or metrics.
Graphic by Juice Analytics, Inc. (http://www.juiceanalytics.com/writing/2007/07/choosing-right-metric/)
People in the organization recognize what the metric
means
The data can be acquired with modest
effort from a source that people trust
How the metric is generated is shared
and easy to understand
It is clear the source of the problem or necessary actions
when the metric goes up, down, flat or off-target
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2) Develop a streamlined process for data collection and metric calculation.
The details will vary according to individual circumstances, but the goal should be a streamlined automated process.
Data SourcesMetric Calculation
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3) Create a summary of metrics in Excel.
An Excel workbook is used as the basis for the dashboard, requiring intermediate-level Excel knowledge.
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4) Create a dashboard that links to Excel summary with dashboard design software.
Link metrics in Excel to dashboard charts and other visual components of the dashboard software.
Dashboard Design Software
Excel Summary of Metrics
Dashboard
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Dashboard Design Software
• Bona Vista Systems (http://www.bonavistasystems.com/index.html)
• Cognos (http://www.cognos.com/index.html)
• SAS/GRAPH (http://support.sas.com/rnd/datavisualization/dashboards/)
• Crystal Xcelsius (http://www.xcelsius.com/) Currently used by Office of Classroom Management and One Stop Student Services
Several helpful dashboard design resources exist.
• http://dashboardspy.com/• http://www.juiceanalytics.com/writing/• http://www.perceptualedge.com/
Several software packages aiding in dashboard design exist. These packages have a wide-range of complexity and require a wide-range of programming experience and investment. Design processes will vary with software packages.
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OCM/One Stop dashboards have been developed with Crystal Xcelsius.These are good places to start.
• Trial software is available here www.xcelsius.com .
• Examples of dashboard metrics and displays are found here www.xcelsius.com/Examples/Overview.html .
• Xcelsius requires a intermediate-level knowledge of Excel. Examples of Excel workbooks linked to Xcelsius dashboards can also be found here www.xcelsius.com/Examples/Overview.html .
Start up Tips
Note: This does not constitute an endorsement of any software package or company. This presentation is for INTERNAL information and training purposes only.
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COMMENTS AND FEEDBACKMary Koskan
Director
One Stop Student Services
University of Minnesota
(612)625-0160; m-kosk@umn.edu
Email: classrm@umn.edu
Website: www.classroom.umn.edu
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