ࡱ> M bjbj== )HWWlx{x{x{8{ { @h}}}}}~~~$ Ț~~~~~/}}///~}}/~//ы|}} R$\yx{0@~pap/Task Force on Reporting Strategies Functional Group Questions ˿appC TeamWhat is working well?What is not working well?What suggestions do you have for improvement?Student Departmental Users Student Departmental Users continued Student Departmental Users continued Student Departmental Users continued System works very well. We have 20 years worth of experience in it it gets done and it gets done very well. We spend over 100,000 dollars in it and it works. For SIS we have tools and access we need. It is working well for what we need. Accurate data. Willingness to share. People relationships are fine. When I asked for something, people have tried to get it for me. We have a wonderful team of people that are working to assist us. We dont want that to change. For the current system, a vast array of reports works really well. The ad hoc data reports work really well a little cumbersome. The recruitment-tracking list is working well. Work flow reporting Over night feed into financial database works well. Comment screen is working very well. If we lost that, we would be in great trouble. Weekly reports are working. We have been able to modify some of the regular reports for international students. Transcript evaluations. Probations working well. Consolidated reports are working well. Aggregate reporting is working well. It is very rare that we have to say that is not available. We have good data and we can give it out. Problem is hooking up who needs it and who needs to get it for them. It is working that we can use our staff right at our program level I worry that someone is going to put them all together in one big room and wont be able to be as flexible in getting people the numbers. RMS/MOBUIS works in administrative area but not in the student area. Good reports but not broken down far enough.Departmental scholarships tracking lost some detail. Making work study program efficient getting students on and off work study moving them from dept work loads moving them from payroll A to B (never good in either system). Reporting and access is complicated and limited Data doesnt always get named in English Too much data data elements A, B, and C look alike but they arent. Difficult to learn. Have to go to someone to pull my data but system is too complicated and limiting. Not user friendly. Issues with advising students on their academic progress in the way that is helpful to students. Part of it is getting the relevant data from the departments. Holds are also waiting on PeopleSoft. I need disaggregated data example NSSE survey - one of the pieces of data is Do students feel that they have been academically challenged. Answer is, we are all in the middle but why are we asking them to read enough or ask multiple questions etc. Cant make decisions at the department level. When we asked for this, someone has to write a program to get the data. We want a system that we can say what we need (department chairs could get together and decide what we want) and then the system will give it to us automatically. ˿app System has generated some reports that are out of context. Then there has to be semi qualitative interpretation by campuses before it is useful data. Establishing benchmarking information for the departments. Only one person in our office can modify the report and if he is gone, then we are lost. We need to simplify our administrative functions so it facilitates reporting. I hear from the Deans that they do not trust the information coming out of Jesse. I dont think there is something wrong with the data it is compiled differently and so they jump to the conclusion that it is not trustworthy. Ex just counting the number of majors in the different disciplines. International student data was not the beginning of the story it was domestic data and when international students became part of the story, - now the challenge is working with a system that was never designed with international students in mind. It is an evolving system. Now we have to have shadow systems. Some of the fields are not what we need. There are not fields for everything in the database so we have to make this shadow system. I have been waiting 3 years for the residency code because we are waiting on People Soft and so we have to try to make something work in the old system. We dont have a data base person we dont have that kind of expertise in our office. We are a student affairs office not professionals in our office whose job it is to manage data. Shadow systems are fine but they should work with the system. We have lots of shadow systems. We cannot merge these they need to be more integrated. Why are the numbers different (IPEDS uses different definitions of international students) our numbers do not match their numbers? Being asked to assist in putting our data in PeopleSoft is very daunting. We have been told that we will loose more functionality with PS Student. No changes can now be made in the present system. We are thinking, perhaps because we are scared, that we better be doing big shadow systems. We will have to download into Access. We get asked for reports that we did already and no one kept it so I have to re run it. SIS staff is stretched very thin. So we try not to ask for them to do it. Staff is not being supported well. Very user-unfriendly. Not all the reports we need are there often have to go to a programmer to get some numbers. A need for a common data set. We building the system to the exception instead of the rule. Aging is a problem in our system. Cannot do anything new. Ex the system was set up to take one type of payment full and now we take installment payments too. Get rid of reports that we dont need if no one is reading maybe we need to follow up on what we have and who is using it. Getting complete and accurate data. Not letting people know that programs are not used any more. Shadow systems can be very dangerous. If you store information from SIS on shadow system, it may be changing. Ex. Addresses change where are they changed in SIS or in shadow. We need to disseminate the information that we already have sometimes I have already written something and someone asks for it again when it was there for several years already. Some way for getting student numbers like how many graduates have you had in the such and such departments. Some form of self-reporting. How many majors are there in such and such department. Ad hoc opportunity to pull off a microscopic view of the data for themselves. Need data element dictionary. Who should get access? In the new system, we need to be sure we can pull various elements on students and put them together in a report that we can see (and print!) on the screen. Streamlined system so we dont have to go to this person and then that person and then another. We need to be able to get the necessary and important data out of the system. Information is only as good as what is put in For example people say, we taught more credit hours than that well, you didnt give us that information. No matter what system you put in, if you dont have high-level people tell them to put in what is needed you wont have good reporting. Need reports the departments can use. Just because we (in functional offices) can use them doesnt mean departments can. You have to know what to look for and you have to know how to relate one table to another. There is a lack of documentation on how to get meaningful information out of the system so they can drill down. This piece has to go with this piece to get this information. In PS we will need benchmarks how do I know if it is valid data and a valid report. We need education for department people (end users) at appropriate levels. The system could provide core data for departments then it could be changed as needed. Benchmarking the campus needs to be looking at its efficiency not biology against history but against other institutions. There is data out there IPEDS data. I have it for other campuses but I cant get it for our campus.MU Fiscal Officers MU Fiscal Officers continued MU Fiscal Officers continued MU Fiscal Officers continuedJob security. Only one simple Finance Dept ID. Informal network is getting better we are communicating better. Calling accounting and feeling good about getting a solution. Someone who never worked here in the old system can do this new system fine. We can drill down in the transaction checklist. Employees and venders are getting paid.Need to know how much money I have depends on which screen I am looking at. We have lots of shadow systems. Dont have access to tables staff needs quickly. Ad Hoc needs cannot be addressed. Project accounting. Grant accounting. Access to do the job. We are gaining shadow systems not getting less. Leave is done entirely on shadow system. People who dont work with these often have to learn all over. People oriented to make it work. Data is in the system but we cant get it. Administrators cannot understand it so we have to do reports for them. MOBIUS, we are trying to use it but it is have a problem with the datait is a canned report (even if it is correct) it is not flexible. Too much detail and too hard to get it out. The efforts to get data problems out on the table have been going on for a year and no one is listening. People dont have the tables they need. We lack the ability to easily group or summarize data. There is push back to giving them the access across campus. People dont have the access on the HR side to various departments. The data dictionary is not working well. The technical people do not connect with how we are doing our work today. Chart string reports. The budget variance reporting is too gross need more details and unless you put it in you will not get it out. Doesnt pin point where the problems are and so this immediately leads to a shadow system. Terminology and language is very confusing and the use of MOCODES. We have to use MOCODES but yet we cant use them for reporting and they create a lot of errors. You cannot generate a report using MOCODEs. It is just a plain old PAF and it now takes lots of time. Accruals are not right on expense distribution side. We have pushed things more and more to the lowest level and now I wonder do I need to know how to do this or isnt it more efficient to just call someone who does it all the time and let them send you a report. The people we work with do not believe us we try to tell them and they discount what we say. It takes a level of sophistication that is not always present with some of the employees we have and yet the departments are not going to be able to pay for the type person who can do this. We have decentralized what we have to do and have less people to do it. Raw data is not in there to start with so we cannot get accurate data out. So time intensive that people cannot get anything in the system because of other work and so mistakes do not get identified. With old system it showed cumulative salaries etc. and what about encumbrances.Do things to do away with shadow systems. On HR side vacation and sick leave balances. Need reports that function, real, simple, and accurate. True printed budget. Something we can use to respond to surveys. Accessible data & reports. Faster screens come up slowly. List of funds with balances in them. Ability to join more tables. Roll up report for the division. User-friendly system. Need report for vacation/sick leave etc. MOBIUS needs to be more user friendly and more flexible. All reports should be CLICK, POINT AND GO or else have a central office that is proficient in getting us reports. The answer is not to give us access to every table out there because there are 5,000 but we need a table that has only the needed data in it. There is a need for canned reports when does it start, when does it end and what is out there. Grant reporting is an example but there are others. Enhance the ability to have a more integrated reporting. Looking at what you have been paid and determining if it is what you input. On going training. PeopleSoft concentrates on the today and not the tomorrow. I can know where I am today but have to have a shadow system to know the ending balance because of encumbrances cant record people that are going to be hired or let go. There is a need for a better system. When you go in and make a change to your budget, there is no way to put in a description of why you did it. Have to do it on paper and check the notebook. 2 levels of reporting. Canned reports and ad hoc reporting. The morning after payroll runs is important to correct things before the check goes out (in check summaries). In project reporting it is important to get the beginning balances in. Better training. Specific training for the areas. There are some things that would fix some of this stuff. We need to do training on specific areas that are possible and people just dont know. A mechanism for this kind of training issues to be filtered to those who can do the training. A mechanism for letting others know what others know what have we learned how to do share it with someone. Some way that the MOCODEs and chart field string can be done together. A system for knowing about our endowments we are charged for not changing funds but we cant see them to know what we need to change. EncumbrancesMU Provost staff MU Provost staff continued MU Provost staff continued MU Provost staff continued MU Provost Staff continued Not experiencing any major problems in the research area at this time. The core data is okay it is reliable and accurate. Research tracking is going fine. Good data on undergraduates expression of interest, housingwell done and accurate. Getting things computerized has really helped. The general ledger reports work really well in PeopleSoft. The budget module also works well. From an accounting sense, People Soft is pretty intuitive. The information I get for the bigger picture is working well. The training component for the staff is working well. SIS staff is competent and working well Web site on Planning and Budget when I need to pick the information I need and get it there (only problem with it is that lots of people dont know about it). CBHE has a web site that is also good (except that they are having less staff with budget cuts and so it is falling apart).PeopleSoft. On the Planning and Budget web site, the data is from compliance reports and not always what we need for decision-making data definition is very important to us. We are missing our assessment on workloads and other major decision making items by using data defined only by compliance definitions. It is shocking that we do not have a data system to use for our needs very weak on applications, tracking and etc. Very decentralized systems on the campus and if you want data you have to go lots of different places. We look at everyone but the students to get the data. We dont pay much attention to the students needing to get data. We dont pay enough attention to the students as users of the data. We do lots of things (reporting included) that are forced into an undergraduate system we have all kinds of specialized areas and medical and Rob has nuclear reactor and we insist on reporting it without a general ledger. Other examples are research centers and professional students needs. Reporting is not comprehensive enough for a comprehensive institution. Deans and Chairs dont know how to get data. They probably get data from shadow systems. With PS, we have a lot of people who do not have an accounting background and they need some reports that are comprehensive, readable, and workable for non-financial people. The numbers are the same as the accountants but the format and etc. was different and more understandable for deans and department heads. Takes up in the hundreds of queries to get headcount and etc. We dont know if this is a business difference or our inability to count correctly. Because we have so many shadow systems in place, the numbers (or majors for instance) are different than our official numbers. One thing is that official counts are done after 10-20 class day and then departments were counting everyone in their classes they have given up on the data. There is a problem about who should you go to for reports we have good informal systems but not the formal.There are no reports that have anything to do with graduate school. We need to have the Planning and Budget web site using our definitions for data or have another site that does this. We need alternate reporting so we can make decisions for the purpose. Need better, printable forms. We need to have reports to do the business of the university and then do the federal compliance. We cannot always worry about having consistent data to a point because we need data for different purposes. We need a centralized source of data there is too much in too many places. However, we do need to be careful about giving people too much data and they are overloaded. We need some pushing of data and reports out to people Deans, department heads we need to send these reports to the people and not rely on them to get them on their own. And these reports need to be understandable and the people need to feel that these are reports that they can understand. The reports need to be using terminology and language that the people understand. Medical school has their own numbering system and shadow systems. We need to be able to take headcounts and student employees and we need it more often than once in the fall. We need real time data on FTE and sliced and diced and ready for the chancellor to report less or more tenure faculty, non-regular and clerical whatever the category but also how they are paid. Legislature and governor and etc. need these numbers. We need to have data that are easily compared to last years and longitudinal. Need to be able to drill down to find out why numbers are up if they are- and just keep going until you get it what we have is people taking forever to get the numbers out and then there are complications in getting it and being sure it is correct there are so many caveats that no one can use the data. Student data we need what students are doing where they are transferring to we need data to be response. Retention data takes too long to get we need it soon. Need user-friendly system of getting the data something that doesnt take away so much from what they are hired to do. We need the ability to track students in our system. Maybe it is our process but something is in error. We need to know the major they in where are they? We want to eventually be able to bring data together we need to be able to pull data together across system. Information is stored separately. Our policy processes for counting need to serve our students and then worry about the other at this time we are doing this exactly backwards we are doing the other and then (IF) we are doing the opposite. Maybe we havent involved graduate students enough in the PS design. For example, I have heard that the graduate students do not show up in systems. They were not really considered in the PS implementation (they are there but it may be too many steps to get to this and so it is faster to do it yourself). How do I get these definitions I have to do it by calling the person who really knows we need data definitions there should be something at the start of the panel that lets me go in and click on the data and some statement like, if what you are really looking for it, then go to ..  MU Ad Hoc Reporting MU Ad Hoc Reporting continued MU Ad Hoc Reporting continued MU Ad Hoc Reporting continued  I use Microsoft access and oracle with the reporting instance and so I see all the tables I would normally see in PS. I can get data I can do some things. Wed reporting. When I can call someone and ask someone for reasonableness. When I use the data I have multiple years and so can do analysis over trends. When the organizational structure between operating systems are similar or the same, then I can relate the information. When I can get to information on the weekends and night. Maybe some finance reports and general ledgers that are more on the micro end of the scale. My own access to the data with InfoMaker has been good. Finance in general as opposed to HR might fall into the category of being able to work with the masses. Password and MIS have been very well. From a department level, the canned edits point up glitches overnight and can be fixed. Since they have flattened the HR organization tree it is working well. PS is functioning and so we have a foundation for future reporting needs. Some offices are considered a back up system a human back up system and these people help others. Mostly what I work with is the student system. The access to the student system through the data warehouse is working well. The access to it is working well. I have learned crystal reports to get to the data warehouse. Finance and HR PS query works well as long as you are not joining tables and doing anything complicated. I have used a variety of software and that access works very much more efficiency than PS. I have written queries that work in PS it is possible to do but not convenient. Query tool is working well for just a daily dump and you can dump it into Excel and work there but for more complicated things it doesnt work very well. Being able to create queries and put them out there so another person can run them. Crystal Reports works pretty well. Our reporting strategy at the hospital is an informational delivery mode. Far too many different sources of data that could be used feeder systems to another system. At what level of detail do we get where we are all pointing at data and thinking it is something and someone else thinks it is something else. Timeliness. Functionality of trees they were overly sold. Jumping around from one place to another not a very good meshing of the gears. The cross applications that we were sold as being able to do easily are not easy. Expectations have not been a reality. It was constantly sold as integrated but it isnt. There are 5,000 tables but no list or map of where they are. The tables and the number of tableswe have been told that the most joins we should use is 3 and that just isnt enough. There are issues with the empl_id. Nomenclature is not the same in each table. Example: our deptid is their account and Mocode is something else somewhere else. Connection between student and payroll system. Have to check it with international students and graduate students. Timing is an issue some pull from the reporting instance, some from a warehouse, and some from production. Too many shadow systems on this campus and very related there isnt much joining of other systems to PS to get data. Common best practices. No frozen or historical data or warehouses. Social security numbers are required in legacy and no one has time to convert to empl_id. Reports are published with no source on it so we dont know how to re-run we spend lots of time defending our own data. There are problems with people being able to get security needed to get information. Effective dated data. How HR feeds finance bridge table and etc. it is hard to relate that back to the HR side. Cross application reporting. Security if security could be fixed then other problems would be fixed also. Fear of what we are going to do when do student information if we dont put it on PS, it will be very confusing. We have more shadow systems than before but some arent even shadow systems the data we need for reports arent there. Having access to data but not being able to manipulate it so we have to put it in some other system. Data integrity. Once I go passed 2 tables, I run into problems with joins in PS Query. Data doesnt go back historically. I have been toeing the line and not developing shadow systems and others are doing fine with theirs and now I wonder, is something going to happen because if not, I will be further behind. There is a great dictionary but the way they calculate things (example: FTE) isnt correct Project reporting under fiscal year funds doesnt work well On finance side I can do queries and save it out there so a user can get it and use it to run. Need to map and list where things are in the tables. More aggregated, rolled up type of information. People asking questions need to have some idea of how to ask questions (those at the top). More data will not answer the questions. Road map in terms of where to go to get things fixed. A place to go to tell people what in People Soft needs to be fixed. User groups at campus level. Feedback group. Security fixed process to get ODBC access. More useful tables. On flattened organization table on HR side, put in another level the lowest level column with the lowest level value. There be resources put to recognizing that some people can develop solutions to problems and add them to PS. Build a warehouse independent. Have views of these tables for users to use. Ongoing data warehouse to meet our needs. More, enhanced web based. Reporting. A process for fixing problems.MU Undergraduate Deans MU Undergraduate Deans continued MU Undergraduate Deans continued MU Undergraduate Deans continued I have access to the data through various vehicles & can turn it into information fairly quickly. I also have access to SIS also. For example if a student is having problems, I can usually fix it (and other related ones). Turnaround with legacy system is good I can usually get it electronically and I can put it into other programs and do something with it fairly quickly. Good teams to do the work we need to run the university Compliance reporting data systems are pretty good. It works very well for operational types of things. The student office and Pat work well. Student system works well. Students can register on line and check things. We are getting students registered. Data are available. Compliance reports are being done fairly well. There are teams of people willing to provide data and work with you. Can get in student data system easily and find what I need. Demographic data. Information on faculty. Student credit hour production. We get a nice publication from Pat that gives information about students and it is good for scholarships and etc. Listing of all the students in college nice to have comes every month. Student registration is very much better than it is in other institutions. Getting data electronically is good. The turnover for ad hoc data requests has improved used to take 2 weeks to get anything.Research/ad hoc side of reporting does not work as well as the compliance side. Social security numbers are a problem we need them. Clarity of the information that is being asked for - what do people want? Turnover of people with VERIP and no raises etc. People dependent systems. Compliance definitions they are used to all reporting whether this is correct or not but it does keep everything consistent. Published information doesnt give a source we need a source and documentation. Flexibility to comply with different definitions we are constantly bombarded for data and I have noticed that each report wanted the system needs more flexible ways to get data. If we need data that is more complex, it is more difficult to get to. Outside of the legacy system, there is no documentation in student system there is both formal and informal documentation. Terminology record meant a row and now it means something else. No instructions/DED. No way to integrate different systems when all components are different. Three different sets of words to run different systems have to have all these in my head. Dont have access to the raw data we have to go thru someone else we dont know what we are asking for because we have no access to the data. Since we dont know what is possible, we dont know how to ask for what we want. Matching student ids with faculty and it is a patchwork of creativity to get this done. Example - data being entered wrong green sheets and so the data is wrong every faculty member probably puts this wrong. Clearinghouse or repository of data but where is it? I would like to see a report on xyz and so call someone and ask and they say it is always there but I have been here 30 years and dont know where everything is and what is available could use a catalogue or list of reports and when they will be printed. Data is expensive especially as money gets tighter. Example - how many pre journalism students are honor I ought to be able to go to my computer and get this myself. Data is only as good data that is entered example some faculty are listed under dean of journalism and then reports are made on this kind of data! The way we report student credit hours lab hours person sometimes doesnt get credit for that effort. People are doing jobs that they didnt apply for. Degree audits do not work (SHOULD USE DARS). At the same time that we are getting less money and less people we shoving things down to our level. Social security number it is imperative that we be able to track faculty through student credit hours so our student credit hour data per faculty member is correct. Accessibility of the data the people all do a good job but they have other jobs we need to be able to get it ourselves. We need more detail the U is pushing increasing retention and graduation and so we need to collect the information who is at risk and who is predicted to succeed. How the data was prepared needs to be footnoted in some way the Rack model every time I see a different amount of money we are supposed to have. Shadow systems are being used and it is waste of effort. We have five different people in our college that keep data bases so we can have the data we need to make reports.Just in time kind of reports so I can just put this on my desktop my own data then I could do some things myself. A list of reports that are available or a catalogue list describing what these are. A way to determine What do people want? A way of entering data that is consistent across the system/campus/department. Training for our people so that they can get the data correctly and enter it correctly. Standardization about graduate students. Security and access to be able to do what we need to do. Need more web based reporting. A listing of student credit hours and how they are calculated. We need students to get involved in this. Need printouts. Training. A short training session on what is available for reporting where are they are how to use them what is in the manual. From your laptop, be able to do some budget calculations. A way to do headcounts that is standard and a time to do reporting so that all is standard. Need user-friendly reports. Change the model (usersneeds...decisions) so that we look at what we want (support for what planning and decisions) first and then go backwards to get it. Some reports could have a little notation on the reports what should they be looking at benchmarks are there places where the department/unit doesnt look right. Focus on the questions not the data then we can get data to answer these questions. We need to be able to get information from various places about a student and put it all in one report and take it to a screen and print it all at once in one report. PUT TOGETHER A GROUP TO WORK OUT THE DIRECT PROBLEMS BEFORE IMPLEMENTING THE STUDENT INTO PS - ACTUALLY DO SOME OF THE WORK AND SEE IF IT WORKS BEFORE PUTTING IT IN OFFICIALLY.HR/Finance End Users Deans and Chairs HR/Finance End Users Deans and Chairs continued HR/Finance End Users Deans and Chairs continued HR/Finance End Users Deans and Chairs continued HR/Finance End Users Deans and Chairs continued Data are there. Not difficult to use. Lots of data. In legacy system tools, security, data (all areas do not agree with this! We made a web base so recruiters could get name and inform on students that worked well. Reporting and search options on the web. Processes are working pretty well. We have some good tools query tool. MOBIUS but people need to know how to use it. Local staff and systems seem to be working the closer to home they are the more likely it is to be working. Grants. Informal support systems are working okay people have been very open. Telephone system works well. Ability to interface with a third party system is working. We have centralized some areas. Basic cost data. Good bonding experience. Informal information sharing. Moving money around, expenses etc. is working. Global reports are easier to read in PS. Havent had to use the system very much.Cant get to the right data with any confidence. Expensive in time and money and all resources. Using Excel to back up. Need to be able to provide needed security. Be sure people can get the tools. Lots of data but not sure how to get it. The way we are structured is backwards the software is leading the user rather than the other way around. Formal means for sharing methods and hints lacking. More web based tools. Training and sharing of training (some people know things, we need to share). Need training in query and MOBIUS. International students INS regulations tracking is lacking. I know the data are there but I need to know who to go to get the access and what to do with it. Helping people understand what the data is. Language example - deptid meanings it means something in HR and something else in the other system. Understanding the process example data are changed but the system automatically changes it back. We wanted integrated systems and now we have them so we need people to understand how to get things changed. Enrollment monitoring ex if I want to look at unit level what are my course enrollments dont know how to pull it and put it in Excel so I can look at it. We have a structure issue of when we allow people to enroll Im supposed to be making who teaches what decisions but the times we let students register at odd times. Plans for hiring someone ex. If hourly can only start on a certain day. Payment for classes example students are sometimes dropped for non-payment because of the systems for payment. Green bar sheets are instance of too much paper reporting. Benchmarking across different academic unit ex. Asked how big is our grad dept compared to others still havent gotten the answer. Operation Definitions are not working especially for grad students. Ex students off campus didnt use to count in the student counts someone fixed this but this is an example of the type of things we need to do. We had to go to the very top to get information to get the interface to do our third party interface it was great once we got it but Communication in general is there any mechanism that can update us all across campus to let us communicate better. Reports need to come out in a common delimited report so we can incorporate it. Lack of sophisticated data. Benchmarking. The larger departments & ˿appC has a tendency to drive how things are done on all campuses and that may not be best for the other campuses. We need to know what we can do with the system what kind of reports can we get. Staff you have in offices working at dept level. Secretaries or administrative assistants are unable to understand and use this system ex gift accounts. Service center concept needed because people dont do each step enough times to remember how to do it the next infrequent time they do the thing. Very specialized so reorganization needed. Training can be good but over the head or specialized. We always question the data. No terminal appointments all open-ended. Longevity and time attendance is not compatible with PS and so we have to re enter all the data. Keeping information up to date has been hard. Components of ˿app system dont roll up very easily a unit of x in one place is not the same as in another so maybe with multi campus. Workload has gone up. We are being held more accountable but we go for 3 months and then notice it is wrong. Potential for intentional errors is very high. Security and logs of changes needs fixing. How am we doing? That requires knowing where I am now and being able to project to end of the year we dont now have that information. Cannot say project costs ahead to the end of the year it assumes everyone will be there. Differences between fiscal year and grant year. Data/reports not trustworthy. I have to keep our own set of books for reporting. So top down in its design. Users need to be involved in design. Somebody should say, I am sorry I would feel better. Timeliness of systems ex takes 3 or 4 weeks to get someone hired or terminated. More knowledge and work is required of staff. Cost centers will require more information for reporting. We are looking at fund accounting instead of cost accounting. We have a very sophisticated system and we are trying to hire people at 7 and 8 dollars per hour to enter data and ensure its accuracy. There are a lot of paper redundancies within the system. Whenever we can eliminate the paper the better. Workflow can be automatic. Severe learning curve. Just when people learn, then another version is brought on. Should we have secured system or open? Need access to HR information that they use to get people hired and terminated. Formatting of the information is hard to read. Makes it hard to come to decisions. Presentation of the information needs work. Why does information have to be entered several times? Efficiency and Effectiveness.Deans Dean continued Deans continued Faculty travel reimbursements. Law school data services for national reporting. Great system for input it readily receives information into it. Budget and financial and some aspects of HR are functional. Reports that we get back are good. Student enrollment is good. Registration is working well. We have our own system for reporting. It is working well because if I need a report, I go ask Barb and she gives it to me! Easy to make corrections right in the office. Dean never uses any canned reports that come out he needs additional information and trend data. Payroll data is good. The endowment funds are quick to get information. Reports on spend able income from endowment funds are easy to get. New roll sheets. Additional information on donors - history of donors, gifts and other. Research funding is reported for the division out of the office of research.Internal system is "maxed" out we cannot add new information. Accounts havent been closed for the year still dont know how much scholarships we have. Output in general. Decision support materials and resources are not there. We need competitive information quickly. The level of training and education require things that we used to access the system and the reports. Limited access for people to do what is asked of them. End user skills and knowledge. Lack of output for dealing with things like faculty and credit hour generation. Must rely on self-reports generated by departments. No way to get trend information. Fundamental MIS needs to be created For example chancellors are trying to relate FTE to your college but we cannot get comparative data for comparing to our comparator schools. Ability to get individualized reports. Dont get reports in a timely manner. Queries are difficult to run. Queries time out so you have to keep asking someone to do the same things over and over again for you too hard for you to do yourself and you dont do it often enough to remember. What databases are out there that I can use to get information a list of what is available. No trend data at all in the system. There is lots of data out there but it is difficult to get too complex- requires detailed digging . In the student database, it says there are all these students and we dont have that many so we have to have our own systems. On fiscal sidecouldnt make any sense out of financial reports. Reports not timelycould not use them to make decisions. Un user-friendly systemstudent audits are worthless. Getting student data number of majors, number of student credit hours. Grant datainconsistent amounts for grants. Need information like who has donated. Need awards given, amounts left in accounts. Reporting on auxiliaries that generate money for the university is poor. Academic administrative reporting is weak. Reporting based on faculty accomplishments. Faculty workload reporting is reactive not proactive. Delaware data. Counting of student credit hours and faculty productivity.Timely training. Get training when we are doing the activity so we wont forget. Multiple levels of training dependent on users needs. Standardized formats that people can agree on for decision-making. Get rid of paper. In PS using module called work flow the entire operation goes on electronic. Dashboard of indicators. Keep it simple stupid KISS. Balance open access vs. security. Timeliness of information dont leave old stuff in the database. Standard reporting formats for the different pockets of money that are out there to match needs. Global funds approach. Menu of reports. Toolbox of data/reports needs to be accessible. Common database. A tool that goes to that database and you can get information and it will match the data others get out of system. Global approach. Continuing training on going process. Common formats for reports over colleges. Accountability for accurate data entry. Be able to go into the database at any time of day and get data out no lag time in what is entered in the database. Students and Faculty could go in to the database and determine what they need to get finished when they can take it. Alumni records need good systems for keeping these records. System for not comparing apples and oranges. All universities comparing the same thing counting the same thing. Shadow systems are a drain on already stressed staff resources. Task Force on Reporting Strategies Functional Group Questions Student Advisors ˿appC TeamWhat is working well?What is not working well?What suggestions do you have for improvement?Student Advisors And Students Student Advisors and Students continued Student Advisors and Students continued New Admits is working well From a student perspective, the degree audits have worked for me but I know where to look and what to look for. The information on DARS is very valuable. Some training that is good is person oriented and happenstance but is good. Space and course availability. Student grades. New Student Profile except being able to print it. Conditional admit reports are fine. Registration forms are fine. Students who have not met prerequisites. Currently Enrolled Students if we could pull that from the system by ourselves. Class lists dont come in a timely fashion and faculty sometimes want to see them in a different way. Caused a problem with students being in a class and werent supposed to be there then they were dropped and it was after time to add and then too late to add another class. Degree audits are a problem for students because they dont know how to access their information. Not able to print student audits landscape needs to be printed so it matches the one the advisor uses. Degree audit system problems with money and resources there has never been enough money for the DARS system to be as good as it could be. DARS is a complicated system people that use it also need to be trained on the changes. Faculty are not trained to use DARS either. There are no training programs for DARS Have always had training needs but here has never been money or people to train people. It should not be this way if there is a need for this person, this job, this service for students, then there should be time, money and other resources to support this person in their job. Dont give individuals jobs like using DAR and other systems and not give them what they need to learn to do it. The trainer needs to be trained. Student credit hour reports are horrible. They are confusing. Must call a certain person to get this information. We will need these for resource allocation model and accreditation. We need to be able to do this without bugging other people and without waiting. Could all the reports be where we can just access them on web when we need them? Be able to pull your own academic unit information and do sorts yourself. Have electronic versions of these reports many are paper and so cant sort/convert/ send on e-mail etc. Need drop for nonpayment list for faculty and advisors. Audit for students are different than the ones we print couldnt they be printed in the same format. To teach students to learn how to use student audits and other information we teach that in the FIG program freshman in-service program or in a library skills class put it in a class that a lot of students take. Fonts in DARS could be changed to be more readable letters need to be more distinguishable from each other not sans Need training on DARS Develop and implement a training plan for all levels a trainer of the trainer system also we need a plan to see what the needs are and how staff need. Is it worth while does the university want to spend the money to make DARS work a degree audit that is actually a degree audit not just a tool for advisors but not able to us for graduation audit. Degree audit is only as good as what is out there departments might have changed their course numbers and required courses. Common degree audits not everyone fixing things the same should be done and correctly by the system. Advanced Standing forms need to be printable. Nowhere to save (on advanced standing forms) what was said a way to save changes electronically so all advisors could be able to see it. More planned time for sharing and networking. Manuals on CICS on how to properly access certain things and how to do certain things. Maybe some web training. Need user groups for training. Systematic way of training on all these forms. Need electronic lists of deans list and majors . New Student Profile need to be able to print these as students come in. Need to be able to pull students graduating at a different time. Be able to sort students as to when they are to graduate; need it electronicall. An easy way to track extension students. Report that shows which students are athletes in a given semester.  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