creating and scheduling for clearer pathways to completion

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2013 Texas Ad Astra Summit Monday, July 22 nd Creating and Scheduling for Clearer Pathways to Completion Presented By: Stacey White Vice President of Client Success [email protected] 913-652-4120

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2013 Texas Ad Astra Summit Monday, July 22 nd. Creating and Scheduling for Clearer Pathways to Completion. Presented By: Stacey White Vice President of Client Success [email protected] 913-652-4120. Focus Areas and Strategic Solutions . - PowerPoint PPT Presentation

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Page 1: Creating and Scheduling for Clearer Pathways to Completion

2013 Texas Ad Astra SummitMonday, July 22nd

Creating and Scheduling for Clearer Pathways to Completion

Presented By: Stacey WhiteVice President of Client Success

[email protected]

Page 2: Creating and Scheduling for Clearer Pathways to Completion

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

Page 3: Creating and Scheduling for Clearer Pathways to Completion

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

Page 4: Creating and Scheduling for Clearer Pathways to Completion

The Schedule: It is Complex!

Page 5: Creating and Scheduling for Clearer Pathways to Completion

Typical Schedule Building Process

1. Course offerings are based on a historical schedule, typically a roll-forward of a “like” term

2. Departments refine offerings in silos (distinct processes and decision makers, limited collaboration and decision-support tools)

3. Student Information System is updated

4. Room assignments are made/refined

5. “Final” schedule is posted (changes still occur after registration or even after classes start)

The goal is commonly completion v. improvement

Page 6: Creating and Scheduling for Clearer Pathways to Completion

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”

Page 7: Creating and Scheduling for Clearer Pathways to Completion

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

Page 8: Creating and Scheduling for Clearer Pathways to Completion

2 Year Institutions Cost Savings Opportunities

– 11% of seats offered in a schedule are unneeded

– 10% of sections offered in a schedule are unneeded4 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

Efficiency KPI Averagesbased on 2 & 4 year public institutions

Page 9: Creating and Scheduling for Clearer Pathways to Completion
Page 10: Creating and Scheduling for Clearer Pathways to Completion

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

Page 11: Creating and Scheduling for Clearer Pathways to Completion

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

Candidate Example

Course Seats Demand Enrollment Ratio

Sections Sections Needed

Reduction AAA 400 300 145 48% 6 3

Elimination AAA 401 50 8 16% 1 0

Addition AAA 100 500 585 101% 10 12

Page 12: Creating and Scheduling for Clearer Pathways to Completion

Strategic Scheduling Checkup Metrics

Area Business Problem Metric

Growth Capacity How much can we grow?How quickly can we grow?When will we run out of space?

•Space Utilization•Seat Fill Rates•Standard Week•Enrollment Ratio•Balanced Course Ratio

Space Bottlenecks Where are the problem areas?How do we build policy that is relevant?What kind of space to build/renovate?

•Prime Time Utilization •% of Sections Scheduled in Prime Time •Utilization by Room Type •Dominant Schedule Patterns•% of Rooms Centrally Scheduled •% of Rooms w/ Min Tech Capabilities

Course schedule Alignment /Student Demand Analysis

Are we offering enough classes/seats?Are we offering the right mix of classes?

•Historical Enrollment Analysis•Enrollment Trends•Predictive Program Analysis•Program Analysis•Student Plan Analysis•Addition Candidates•Reduction Candidates

Page 13: Creating and Scheduling for Clearer Pathways to Completion

Comparative KPI DashboardsCapacity & Utilization

Page 14: Creating and Scheduling for Clearer Pathways to Completion

Campus KPI DashboardsCapacity & Utilization

Page 15: Creating and Scheduling for Clearer Pathways to Completion

Campus KPI DashboardsCourse Offering Actions

Page 16: Creating and Scheduling for Clearer Pathways to Completion

Dashboards to Monitor Policy

Course Offering Actions

Page 17: Creating and Scheduling for Clearer Pathways to Completion

Typical Project Flow

Benchmark

• Report card of existing academic resource efficiency

• System to improve academic operations and efficiencies

• Identification of Opportunity and Impact

• Alignment with California CC task force ( Course Alignment)

Mobilize

• System-wide comparative KPI Dashboards to monitor improvement

• Collaboratively creating institution specific plans

• Implement Change Management Teams

• Vet Policy Candidates and Actionable Metrics

• Project Scoping and Readiness for Phase 3

Automate

• Implementation of software systems to automate efficiencies

• Enforce policy• Measure outcomes and

improvement

Page 18: Creating and Scheduling for Clearer Pathways to Completion

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

Page 19: Creating and Scheduling for Clearer Pathways to Completion

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

Page 20: Creating and Scheduling for Clearer Pathways to Completion

Common Challenges with Academic Planners

• Student Engagement• Student Adoption• Simple representation of complex degree

rules• Productive credit validation• Eligibility validation• Capturing intent and availability

Page 21: Creating and Scheduling for Clearer Pathways to Completion

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

Page 22: Creating and Scheduling for Clearer Pathways to Completion

Influencing Better Decisions

Page 23: Creating and Scheduling for Clearer Pathways to Completion

Simulated Registration finds seat availability, time availability and section-to-section conflicts for

planned courses prior to registration

Institutions can mitigate registration conflicts before they happen

Page 24: Creating and Scheduling for Clearer Pathways to Completion

Custom messages can be created

Filtered student campaigns can be saved

and emailed

Page 25: Creating and Scheduling for Clearer Pathways to Completion

Alternate courses or rules are displayed in a

simple model

The user interface which only displays recommendations and

optionally alternatives

Email generated from Campaign to send to students

Page 26: Creating and Scheduling for Clearer Pathways to Completion

Student provides

availability and intent data

Student modifies

“starter plan” if desired

Page 27: Creating and Scheduling for Clearer Pathways to Completion

Updated student plans, academic history and

degree progress inform schedule development

for next term