Using a Dashboard to Improve Classroom Utilization
AACRAO
TODAY’S PRESENTATION
Provide 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
UNIVERSITY OF MINNESOTA
Five campus
system with over 66,000 students
TWIN CITIES CAMPUS
Located 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
ACADEMIC SUPPORT RESOURCES
President
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
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.
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”
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 Classroom physical environment 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 Classroom Planning Classroom capital planning New construction & Renovation Project delivery Classroom construction standards
Room design & coordination
Future inventory rqmts &plans
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
KEY CLASSROOM METRICS
Classroom Readiness Inspection Program
Facilities Condition Assessment (FCA)
- Buliding and classroom level
OCM internal performance reports
- Hotline, CAMS and FM service request data & trends
Classroom Physical Environment Survey
Classroom Utilization Dashboards & reports
Faculty classroom needs data (course scheduling input)
OCM & CLASSROOM PLANNING
OCM 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
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)
COURSE SCHEDULING
REQUIREMENTS AND UTILIZATION
Electronic 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
assignments
U of M INTERNALLY DEVELOPED
SCHEDULING REPORTS USED
OCM Utilization Dashboard
Electronic Course Scheduling (ECS) Reports
- Peak vs NonPeak - NonStandard Times - Cancelled Classes
- Projected vs Actual Enrollment
Classroom Management Trends
- Class Sections
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
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
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
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’
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
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
Four Steps to Creating a Dashboard
with 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.
1) Determine KPIs or metrics.
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,
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 Sources
3) Create a summary of metrics in Excel.
An Excel workbook is used as the basis for the dashboard,
requiring intermediate-level Excel knowledge.
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 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.
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.
COMMENTS AND FEEDBACK
Mary Koskan Director
One Stop Student Services University of Minnesota
(612)625-0160; [email protected]
Email: [email protected]
