Tech Prep New User Tech Prep New User OrientationOrientation

April 6, 2006April 6, 2006

Vonetta WoodsVonetta WoodsHEI Analyst, Ohio Board of HEI Analyst, Ohio Board of

RegentsRegents

vwoods@regents.state.oh.usvwoods@regents.state.oh.us

Ohio’s Higher Education Ohio’s Higher Education Information (HEI) SystemInformation (HEI) System

HEI is… HEI is… • Ohio’s state-of-the-art, web-enabled Higher Ohio’s state-of-the-art, web-enabled Higher

Education Information System Education Information System

• A comprehensive data warehouse that A comprehensive data warehouse that

contains higher education information oncontains higher education information on – EnrollmentsEnrollments– Student demographicsStudent demographics– Financial aidFinancial aid– FacultyFaculty– FacilitiesFacilities– FinancesFinances– Academic programsAcademic programs– Capital planningCapital planning– Non-credit instruction (in pilot)Non-credit instruction (in pilot)

How is HEI Used?How is HEI Used?

• Administer complex formulas Administer complex formulas • $2.559 billion in state operating and capital subsidy $2.559 billion in state operating and capital subsidy

provided annuallyprovided annually

• Resource AnalysisResource Analysis

• Facilities Utilization Facilities Utilization

• Respond to frequent ad-hoc data requests Respond to frequent ad-hoc data requests from legislature, campuses, media, publicfrom legislature, campuses, media, public

• Produce web-based reports and publicationsProduce web-based reports and publications

• House over 15 general purpose customizable House over 15 general purpose customizable & accessible web-based queries& accessible web-based queries

Building and Implementing Building and Implementing HEIHEI• Planning begun 1995 Planning begun 1995

• Three-year development processThree-year development process– Impetus: General Assembly’s dissatisfaction with the Impetus: General Assembly’s dissatisfaction with the

difficulty students had in transferring credits difficulty students had in transferring credits between campusesbetween campuses

– Articulation and Transfer Council: Need to track Articulation and Transfer Council: Need to track students through their academic careersstudents through their academic careers

– Also: Improve ability to model and calculate formulas Also: Improve ability to model and calculate formulas for allocation of subsidy and estimate the effectsfor allocation of subsidy and estimate the effects

• Implemented Winter 1998Implemented Winter 1998

Building and Implementing Building and Implementing HEIHEI• State provided $8 million total over 4 yearsState provided $8 million total over 4 years

– Campus subsidy = $3 millionCampus subsidy = $3 million• Did not cover campus costs (Campuses had to use other Did not cover campus costs (Campuses had to use other

resources to fund this effort)resources to fund this effort)

– HEI operations = $5 millionHEI operations = $5 million

• HEI implementation process HEI implementation process – Hundreds of contributors, including Hundreds of contributors, including

• Information systems staff throughout the stateInformation systems staff throughout the state• Campus leadersCampus leaders• The HEI StaffThe HEI Staff• The HEI Advisory CommitteeThe HEI Advisory Committee• The Governor and the General AssemblyThe Governor and the General Assembly

Colleges & Universities

HEI

Web-based SystemWeb-based System

WWW

Key Decision Makers

3. Queries and Reports Available

1. Transmit Data

2. Data edited, cleansed of errors, then loaded

Web-based SystemWeb-based System• Minimum Requirements for accessMinimum Requirements for access

• PC and Web browser (IE or Netscape)PC and Web browser (IE or Netscape)

• Data Reporter access requirementsData Reporter access requirements• Account from LiaisonAccount from Liaison

• Software to convert files to ASCII textSoftware to convert files to ASCII text

• User-friendly interface to definitions and User-friendly interface to definitions and documentation of the data warehousedocumentation of the data warehouse

HEI Extensions and HEI Extensions and OutputsOutputs

HEI4 Year Public Universities

2 Yr Community Colleges

2 Yr Public Tech Colleges

2 Yr Regional Campuses

High Schools (State Scholarship purposes)

Independent, Proprietary, Non-Ohio (Limited Enrollment data- primarily Financial Aid purposes)

Ohio College Access Network

ACT/SAT

FAFSA

TRIO/Tech Prep

Ohio Dept of Ed

Ohio Dept of Labor

IPEDS

Census

National Student Clearinghouse

Subsidy and State Performance Reporting

Regents Web Queries, Publications,

Census Reports, Ad hoc reports

Federal Reporting (WIA, Perkins, IPEDS, Tech Prep, TRIO (TBA)

Student Tracking

HEI Output URLsHEI Output URLs

• OBR web-based publications and reports OBR web-based publications and reports produced via HEIproduced via HEI– Governor’s Performance ReportGovernor’s Performance Report

• www.regents.state.oh.us/perfrpt/www.regents.state.oh.us/perfrpt/

– Student Inventory Data (SID) and Basic Data Set (BDS)Student Inventory Data (SID) and Basic Data Set (BDS)• http://hei.regents.state.oh.us/cgi-pub/site_map?name=bds_sidhttp://hei.regents.state.oh.us/cgi-pub/site_map?name=bds_sid

&jsflag=yes&jsflag=yes

– Freshman Remediation ReportFreshman Remediation Report• http://hei.regents.state.oh.us/cgi-pub/site_map?name=rem_rephttp://hei.regents.state.oh.us/cgi-pub/site_map?name=rem_rep

&jsflag=yes&jsflag=yes

• OBR web-based public queriesOBR web-based public queries– http://www.regents.state.oh.us/hei/queries.htmlhttp://www.regents.state.oh.us/hei/queries.html

Security and Privacy Security and Privacy SafeguardsSafeguards• SSNs in HEI converted to unique OBR SSNs in HEI converted to unique OBR

identifier and stored in secure table with identifier and stored in secure table with limited accesslimited access

• HEI account and password required to access HEI account and password required to access Restricted areas of the database by signing Restricted areas of the database by signing HEI data access and dissemination policyHEI data access and dissemination policy– Unrestricted and Restricted Outputs/QueriesUnrestricted and Restricted Outputs/Queries– Submission/Query authorizations granted at Submission/Query authorizations granted at user user

levellevel by campus liaisons by campus liaisons• Web Server uses encryptionWeb Server uses encryption• State firewallsState firewalls• Direct Access by OBR staff ONLYDirect Access by OBR staff ONLY

HEI Summary of FeaturesHEI Summary of Features

• Unit Record system (students, faculty)Unit Record system (students, faculty)• Web based systemWeb based system• Comprehensive databaseComprehensive database• Minimum requirements for useMinimum requirements for use• State of the art technologyState of the art technology• Relational databaseRelational database• Analytic databaseAnalytic database• Sophisticated securitySophisticated security

Getting Access to HEIGetting Access to HEI

• HEI Delegates Reporting HEI Delegates Reporting Responsibilities to the campus itself. Responsibilities to the campus itself.

• Someone on your campus has been Someone on your campus has been designated as the “HEI Liaison”.designated as the “HEI Liaison”.

• This person assigns all security This person assigns all security privileges to data reporters at their privileges to data reporters at their campuses.campuses.

• Let’s find out who your Liaison is.Let’s find out who your Liaison is.

Getting Access to HEIGetting Access to HEI

The Data Access PolicyThe Data Access Policy

• Before Talking to your Liaison, you Before Talking to your Liaison, you will want to read the Data Access will want to read the Data Access Policy in Detail.Policy in Detail.

The Data Access PolicyThe Data Access Policy

Your Username and Password Your Username and Password will be your Digital Fingerprintwill be your Digital Fingerprint

The Data Access PolicyThe Data Access Policy

• To Do:To Do:– Read and Fully understand the Data Read and Fully understand the Data

Access PolicyAccess Policy– Contact OBR with any questionsContact OBR with any questions– Contact your Liaison to obtain a Contact your Liaison to obtain a

“Campus User Authorization Form”“Campus User Authorization Form”

Questions?Questions?

Exploration of the HEI Exploration of the HEI home pagehome page

•The Performance Report was initiated by the Governor to report on how Ohio’s institutions are performing.• The Performance Report is the biggest user of the data submitted to HEI.•The components of the Performance Report were created by consultation with institution representatives.

Information Technology

HEI Data Tag – Keep this with the data for audit purposes!

To expand a list, click on the “+”

sign!

Questions?Questions?

Tech PrepTech Prep

Tech Prep General Tech Prep General InformationInformation

Data Submission ProcessData Submission Process

How do I submit data to HEI?How do I submit data to HEI?

• Create a text file based on the Data Create a text file based on the Data Submission Document GuidelinesSubmission Document Guidelines

• Use the Data Input SiteUse the Data Input Site– The Data Input Site (DIS) The Data Input Site (DIS)

• A secure method to upload your text files to the HEI A secure method to upload your text files to the HEI databasedatabase

– Data are submitted by file name, year and Data are submitted by file name, year and termterm

– The Data Input Site also stores all your The Data Input Site also stores all your previously submitted filespreviously submitted files

Creating A Text FileCreating A Text File

Pre-Submission Pre-Submission QuestionnaireQuestionnaireFile header record correct?File header record correct?Is the file formatted per the data Is the file formatted per the data

submissions document?submissions document?Is the submission only plain text? Are all Is the submission only plain text? Are all

extra characters removed before last extra characters removed before last delete switch?delete switch?

File header record correct?File header record correct?

File Header RecordFile Header Record

• Placed at the beginning of Placed at the beginning of everyevery submission to submission to the data input site.the data input site.

• Contains your institution name, the file name, Contains your institution name, the file name, the year and term, and the number of records.the year and term, and the number of records.

• Submission, year, and term in the header must Submission, year, and term in the header must match the data input site drop-down selections.match the data input site drop-down selections.

Example of File HeaderExample of File Header

BLTCTC2004NA000004BLTCTC2004NA000004

1.1.BLTC = InstitutionBLTC = Institution

2.2.TC = Type of FileTC = Type of File

3.3.2000 = Year2000 = Year

4.4.NA = TermNA = Term

5.5.000004 = Number of records000004 = Number of records

Is the file formatted per the data Is the file formatted per the data submissions document?submissions document?

Is the submission only plain text? Is the submission only plain text? Are all extra characters removed Are all extra characters removed

before last delete switch?before last delete switch?

Correctly formatted TC File!

All items completed on pre-submission All items completed on pre-submission checklist… File submission time!checklist… File submission time!

Accessing the Data Input SiteAccessing the Data Input Site

Drop down will only show submissions with

open edit windows.

Good!

Edit statistics

e-mail arrives shortly!

To Look at Primary and Summary Edits

1.1. Return to your Data Input SiteReturn to your Data Input Site2.2. AuthenticateAuthenticate3.3. Select Data AreaSelect Data Area4.4. Find SubmissionFind Submission5.5. Click ViewClick View

Summary Edits will not run if there are Primary Edit

errors!

Error code refers to edit and

load specs.

Summary text of edit andload specs.

Points to where the error isin submission.

Points to where the error isin submission.

Points to where the error isin submission.

Suggestions for resolving Suggestions for resolving Errors and WarningsErrors and Warnings1.1. Review Primary and Summary EditsReview Primary and Summary Edits2.2. Consult Data Submissions DocumentConsult Data Submissions Document3.3. Consult Edit and Load Specs using error Consult Edit and Load Specs using error

or warning numberor warning number4.4. Compare to last year’s submissionCompare to last year’s submission5.5. Speak to your IT department or whoever Speak to your IT department or whoever

prepared submissionprepared submission6.6. Contact HEI AnalystContact HEI Analyst7.7. Make changes and resubmit.Make changes and resubmit.8.8. Please remember: File submissions with Please remember: File submissions with

either primary or summary edit errors either primary or summary edit errors cannot load.cannot load.

Data Correction Reminders

Delete any extra characters, blank or otherwise, after the last delete switch.

Be sure data has not shifted after correction.

BE SURE TO SAVE!Submit file again

Yeah! No Errors!

Yeah! No Errors!

Think of this confirmation screen as your signature!

What happens next?

1.1. Load request sent to HEI AnalystLoad request sent to HEI Analyst

2.2. Analyst reviewsAnalyst reviews

3.3. Approved submission loads overnight Approved submission loads overnight if received before 4:00pmif received before 4:00pm

4.4. Files will not be loaded if submitted Files will not be loaded if submitted on state holidays and weekendson state holidays and weekends

5.5. Data Reporter receives load Data Reporter receives load confirmation e-mail…confirmation e-mail…

Data Entry Portal

Offered for select HEI file Offered for select HEI file submissions submissions onlyonly..

The links above give an explanation of the Data Entry Portal Process. A Data Entry Portal Tutorial is also available.

Some input values will be defined by your user privileges. If clearly inaccurate data is entered into a field, a message will inform the user of the problem.

For example: If a user enters a student identifier containing alphabetic characters and then indicates in the “Institution Assigned Identifier Switch” by selecting “N” that the value is a Social Security Number, an error message will be returned.

Correcting Data Already Loaded to the Database

What happens next?What happens next?

Correct file per HEI Data Submission Guidelines

Submit file with zero errors

Questions?Questions?

Tech Prep Restricted QueriesTech Prep Restricted Queries

Questions?Questions?

Additional Contact InformationAdditional Contact Information

Daniel BowerDaniel Bower

HEI Analyst, Ohio Board of HEI Analyst, Ohio Board of RegentsRegents

dbower@regents.state.oh.usdbower@regents.state.oh.us