How Does Your Data Work For You:

(1)

#accedi2015

ACCED-I 35th_{Annual Conference} _{#2015bigideas}

How Does Your Data Work For You:

Do you find yourself wondering what data your colleagues are reporting and how those calculations are determined? Join this interactive session designed to discuss occupancy rates, gross versus net revenue and administrative fees as part of your operations. This session will share processes used at Johns Hopkins University and at UNC Wilmington as well as engage participants to share ideas and methodology used in their own institutional reporting.

Learning Objectives:

- Discover what information colleagues report and how they calculate their findings - Explore new options that may enhance your current practices, as well as possible new criteria to include in reporting

- Convey the information back to the institution in a meaningful way for future use

(2)

#accedi2015

The University of North Carolina Wilmington, the state’s coastal university, is dedicated to learning through the integration of teaching and mentoring with research and service. Our powerful academic experience stimulates creative inquiry, critical thinking, thoughtful expression and responsible citizenship in an array of high-quality programs at the baccalaureate and master’s levels, and in our doctoral programs in marine biology and

educational leadership. Substantial research activity, combined with our hallmark teaching excellence and moderate size, advances distinctive

student involvement in faculty scholarship. We are committed to diversity and inclusion, affordable access, global perspectives, and enriching the quality of life through scholarly community engagement in such areas as

health, education, the economy, the environment, marine and coastal issues, and the arts.

(3)

#accedi2015

Organizational Summary of Conferences Events

& Reservations

Division of Student Affairs

• Strategic Plan

• 2012-2017 Strategic

Plan

• Student Affairs Compact

• Student Fee Funded

• Six units

• Conferences Events &

Reservations

–

Receipt Funded

–

Campus Spaces

(4)

#accedi2015

Conferences Events & Reservations Annual Report

Campus Life Strategic Plan Student Affairs Goals UNCW Mission

Foundations

(5)

#accedi2015

Departmental Objectives Implementation Methods Key Performance Indicators Collaboration Assessment

Planning and Development of Objectives for

Strategic Plan

(6)

#accedi2015

Strategic Plan to Annual Report

• Translating objectives and goals

• Connecting the dots

• Identifying trends

(7)

#accedi2015

Usa

ge

& Ut

ili

za

tio

n

•Departments & Administration •Student Organizations •External Groups •Technical Support •Equipment Usage •Catering

•After building hours

Re

ve

nu

e

&

E

xp

en

se

s

•Gross Revenue •Net revenue •In Kind Services

•Loss of Potential Revenue

•Administrative Fees •Expenses •Staffing •Housing •Parking •Catering

Ec

on

om

ic I

m

pa

ct

•Total attendance of university events who attend athletic events, cultural

performances/exhibitions, educational events, and entertainment events (speakers, performers, etc.).

•Identify whether number is based on an actual count or estimate.

•Report the event type

•Public service & community engagement

(8)

#accedi2015

Asse

ssm

en

t

_•_Customer Satisfaction •Key Performance indicator projections •Student employee satisfaction

Fu

tu

re

•Strengths •Weakness •Opportunities •Threats •Purchases •Updated depreciation schedules

St

af

f H

igh

ligh

ts

•Attendance & presentations at conferences •Teaching of academic courses •Committee work •Volunteering

Quantitative &

Qualitative Data

(9)

#accedi2015

(10)

#accedi2015

JOHNS HOPKINS UNIVERSITY

• Private University – east coast

• 7,100 enrollment, 2,800 beds

• Conference Services – Division of Student

Affairs

(11)

#accedi2015

Summer Conference Annual Reporting

• What is being reported?

• Who is it reported to?

(12)

#accedi2015

Annual Report

• Summary/highlights

• Challenges/issues

• Recommendations

(13)

#accedi2015

Data Comparison Over 3-Year Period

2012 2013 2014 NUMBER OF GROUPS: 43 37 40 NEW GROUPS: 7 5 11 RETURNING GROUPS: 36 34 29 UNIVERSITY AFFILIATED: 22 18 18

NON UNIVERSITY GROUPS: 21 19 22

ACTUAL PARTICIPANTS: 5,137 5,085 5,386 ACTUAL BEDNIGHTS: 54,568 56,074 55,340 NUMBER OF NIGHTS: 70 (5/27-08/05) (5/26-08/04)70 (05/25-08/03)70 INCREASE OVER/DECREASE FROM PREVIOUS SUMMER:

BEDNIGHTS: GROUPS: PARTICIPANTS: OCCUPANCY: 7% Increase No Change 8.6% Increase 7.7% Increase 2.75% increase 9.3% decrease 1% decrease 26% increase 1.3% decrease 8% increase 6% increase 13% decrease CANCELLATIONS: 6 Groups 563 Participants 2,662 Bed nights 4 Groups 165 Participants 598 Bed nights 3 Groups 203 participants 328 bed nights COORDINATOR EVALUATIONS: 24 20 24

(14)

#accedi2015

Annual Report

% of Occupancy

May 25, 2014 - August 4, 2014

# of Conference Beds Bed Nights Available Bed Nights Used Occupancy % of

Building 2013 2014 2013 2014 2013 2014 2013 2014 Building A 102 45 5,721 3,150 1,315 3,150 23% 100% Building B 90 - 5,040 - 1,315 26% NA AMR I 202 202 11,312 12,524 5,933 7,019 52% 56% AMR II - 332 - 20,584 - 9,127 0% 44% Wolman Hall 363 486 25,410 23,814 15,808 7,390 62% 31% McCoy Hall 524 524 36,680 32,488 17,651 16,368 48% 50% Charles Commons 433 400 30,310 24,800 12,610 13,128 42% 53% TOTAL 1,714 1,989 114,473 123,318 54,632 56,182 53% 46%

(15)

#accedi2015

Annual Report

Cancellations – Attrition Rate

• # of cancellations, bed night loss

(16)

#accedi2015

Annual Report

Evaluation Results

• Participants - adults

• Coordinators

(17)

#accedi2015

(18)

#accedi2015

Housing Room Cost Analysis

Executive Summary

• Average room cost/person/night

• Average room income

• Profit margin – 13.16%

• Comparison from previous year

• University groups – 55% of net income

(19)

#accedi2015

Housing Room Cost Analysis

Assumptions/expenses

• Administrative Costs

• Preparation and Cleaning of Space

• Security Costs

• Linen Cleaning

• Utility Costs

• Repair & Replacement Costs (R&R)

(20)

#accedi2015 ACCED-I 35th_{Annual Conference} _#2015bigide

as

Operations by Residence Hall

Summer 2013: ROOM ANALYSIS - OPERATIONS COST BY RESIDENCE HALL

Location AMR I & II AMR II off-line AMR III - A&B Charles Comm McCoy Wolman

Total Spaces 200 192 621 526 487

Administrative Costs $XX $XX $XX $XX $XX Preparation and Cleaning $xx $xx $xx $xx $xx Security Costs $xx $xx $xx $xx $xx Linen Contractual and Labor Costs $xx $xx $xx $xx $xx

Utilities - Elec, Gas & Water

$xx $xx $xx $xx $xx ($total cost / 365) / spaces ($total cost / 365) / spaces ($total cost / 365) / spaces ($total cost / 365) / spaces ($total cost / 365) / _spaces Maintenance Service Costs $xx $xx $xx $xx $xx

Repair and Replace (R & R) Costs

$xx $xx $xx $xx $xx ($total cost / 365) / spaces ($total cost / 365) / spaces ($total cost / 365) / spaces ($total cost / 365) / spaces ($total cost / 365) / _spaces TOTAL Cost per Bednite $xx $xx $xx $xx $xx

(21)

#accedi2015

Room Profit Analysis

ROOM PROFIT ANALYSIS

Average Room Cost Three Year History

Location 2013 2012 2011 2010

AMR I & II - AMR II off-line $xx $xx $xx $xx

AMR III - A&B $xx $xx $xx $xx

Charles Commons $xx $xx $xx $xx

McCoy $xx $xx $xx $xx

Wolman $xx $xx $xx $xx

Overall Average Cost $0.00 $0.00 $0.00 $0.00

TOTAL INCOME: $xx $xx $xx $xx

TOTAL BEDNITES: 56,074 54,571 50,926 51,621

Income Realized per Bed night $xx $xx $xx $xx

Average Profit per Bed night $xx $xx $xx $xx

(22)

#accedi2015

Summer 2013: Dining Services Cost Analysis

Three Year History

2013 2012 2011 2010

INCOME INCOME

2013 Revenues $xx $xx $xx $xx

Bon Appetit Invoices (COSTS) $xx $xx $xx $xx

Profit / (Loss) $0 $xx $xx $xx

EXPENSES EXPENSES

Staff / Administrative $xx $xx $xx $xx

Fresh Food Café: Utilities Space Charge _$xx _$xx _$xx _$xx ($total cost / 365 x 73 days)

Fresh Food Cafe: Repair & Replace (R&R) _$xx _$xx _$xx _$xx ($total cost / 365 x 73 days)

Nolans: Utilities _$xx _$xx _$xx _$xx

($total cost / 365 x 73 days)

Nolans: Repair & Replace (R&R) _$xx _$xx _$xx _$xx ($total cost / 365 x 73 days)

Other Misc. Direct Expenses _$xx _$xx _$xx _$xx (30% of Staff / Admin Costs)

Total Expenses $0 $0 $0 $0

TOTAL PROFIT / _(LOSS) $0 $xx $xx $xx

% Profit / (Loss) $0 $xx $xx $xx

(23)

#accedi2015

Comprehensive Net Profit Analysis

• % of profit by group

• Total Net Revenue

• https://housing6.res.jhu.edu/ConfServIR/netprofitgr

(24)

#accedi2015