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Office of Institutional Research

Month: March 2015

Spring 2015 – Cycle 6

03/30/2015 – 04/10/2015

We have a growing number of web based tools to support workflow and sharing information in the college. It is getting to the point where it is hard for faculty and staff to keep track of them all. We are looking for ways to consolidate portals, standardize interfaces and cross reference information so we can increase functionality while making the tools more approachable.

As we continue to build out tools that support operations by exposing UW institutional data we need to regularly check we are respecting relevant policies and protections. As our systems become more extensive we need meta-tools to document the data exposed and who has been given access.

Work Complete

Grants

  • About page
  • Review download awards – inconsistent with HTML view
  • Date picker, not enough years
  • Put load instructions in admin tab
  • Change fiscal year labels (FY2015 = July 1, 2014 – June 30, 2015)

Person

  • Examine data sharing through COE info systems. Create authorization rules for new person and budget data in the new COE information system.
  • Appointment data import from EDW and add public data to person detail page
  • Fix links to other info systems authorizations tools

Test Scores

  • Meet with test score stakeholders
  • Document/plan test score workflows
  • Design test score data store

Budgets

  • Import budget list and supporting fields from EDW
  • Tool to assign fiscal staff to a budget (with bulk helpers)
  • Demo and get feedback

Business Operations Ticketing Database

  • Review current architecture for integration with other systems
  • Develop approval workflow for business forms and plan user interface to match workflow

Courses

  • Missing course description bug fix

Applicant

  • Fix user permissions tool

Recruitment

  • Delete discovered groups (new bulk email tool makes this routine group creation unnecessary)

Spring 2015 — Cycle 5

03/16/2015 — 03/27/2015

Work Planned

  • Person Repository
  • Grants
  • Test Scores

Work Complete

Person Repository

  • Import population from users of all COE information systems
  • Import person details for population by querying EDW
  • View of all persons and their current authorization levels in COE information systems
  • Links to authorization tools in individual information systems
  • Create Grants authorization
  • Create STEP authorization
  • Implement UW NetID login and authorization on Room schedule tool
  • Person database deployed to production

Business Operations

  • Update layout of travel reimbursement form (2nd form)
  • Troubleshoot Grad Service Errors on Export
  • Fix search functionality
  • Fix status field so forms set to complete drop into history instead of pending
  • Make the ‘status’ and ‘assigned to’ fields always editable fields by fiscal staff
  • Create a view of the last month’s worth of submissions
  • Remove ‘update’ button in ‘direct report’ listing
  • Change submission listing column ‘title’ and ‘type’ to ‘form’
  • Updates to Travel Request Form (1st form) – delete asterisk, travel designation options, resize amount boxes, remove 3rd destination field and update text in 2nd destination field

Applicant Review

  • App Review bug – empty user
  • App Review – program change not represented in web service
  • Add Grad School status to csv export file in appreview
  • Faculty comments for scholarship, aggregate view

Test Scores

  • Meeting set with SMEs
  • Sample data created

Recruitment

  • Updated bulk email tool to narrow criteria for inclusion into email

 

Infrastructure

  • Provisioned UW-IT hosted dev environment
  • Implemented Laravel PHP framework
  • Tech office equipment inventory tool

Grants

  • Planned work missed, pushing to next cycle.

Spring Quarterly Roadmap Feedback

Below is a summary of the feedback received from our first quarterly roadmap meeting. Those present at the meeting included members of the Academic Staff Team, Fiscal and HR, Grants team, Office of Student Services, Technology Office, Teacher Education, Associate Dean.

Feedback solicited included information about subject matter experts and considerations for development with respect to the following four Epics:

Reporting and Information Dashboards

SMEs: Office of Student Services, Research Unit, Financial Staff, FOG+, AD’s (including Teacher Education Dean).

Considerations:

  • Ability for reporting/dashboards to be utilized across platform
  • Using data visualization software, Tableau as a solution?
  • Any need for public dashboards? Dynamic reports on CoE website
  • Applications reports: ways to select what info. you would like to pull for a report (name, gpa, email, etc.)
  • Dashboards (current enrollment info, application info, financial aid, support sources of?, enrollment in classes)

Grants

SMEs: Grants team, director admin/finance, AST (for helping w/submitting reimbursements, etc.), Faculty

Considerations:

  • Who is assigned to oversee a particular budget (Roberta, Alayna, Juan, Eric)
  • Pre and Post award staff need to access info
  • Place for staff to access basic info (current grants: PIs, budget #)
  • All Budget # download (fiscal assignment)
  • Info includes all funding types
  • Multiple eGC1#’s and budget #’s for one “Grant”
  • Update grant data daily vs monthly
  • Weigh pros vs cons to see if it adds more layer of system management vs workload reduction grant management when a new system is introduced
  • s/b budget database: pre award? post award: fiscal/budget owner, salary encumbrances, BN, PI + delegated approval person

Accreditation Reporting Requirements

SMEs: admissions staff, certification program staff, certification faculty program heads (school psych, L4L Danforth), edTPA coordinator, certification officer, TEP Directors (requirements + progress), AST lead, Patrick (connects to Professional Division Dean + Directors), TEP Recruiter

Considerations:

  • Strand data whenever possible
  • Flexible architecture (in case of future changes/additions from PESB)
  • Include admissions file+rubric data
  • The ability to pull reports of multiple data points (eg admissions rubrics and edTPA)
  • Export features so we can run reports
  • How do test scores get entered into database? Do we need staff to key data?
  • Transfer all application documents to S-TEP “profile” for program access
  • Include option for signature assessments (numeric + text data)
  • Customize report templates

HR/Payroll

SMEs: HR director, payroll coordinator, FOG+, Research Unit, Financial Managers

Considerations:

  • Connect courses with hiring/budgeting
  • Salary D-base & Forecasting should be its own epic
  • Salary encumbrances, Fiscal / Budget owner, Salary transfers, distribution
    • OSCTS
    • Distribution changes
    • Approval
  • Is there a need for supervisors/managers to have any of this info?

Business Operations Ticket System

The Business Operations Ticket system is will be available to faculty, students, and staff of the UW College of Education. If you should have access to this system contact the COE Help Desk.

Website URL: https://education.uw.edu/businessoperations/pub/

Purpose

The client interface of the College’s Business Operations Ticket system and allows faculty, students, and staff of the UW College of Education to make fiscal business operations requests (currently only travel authorization and reimbursement requests). The portal allows users to see their open and resolved tickets and add additional information.

The business office interface provide ticket administration ability including reporting. It is currently under development and is expected to be available to users starting spring 2015.

Features

  • Support ticket creation and tracking.

Users

  • All COE faculty, students, staff – best way to request travel support
  • COE fiscal staff for managing support, sharing information on cases