2024-2025 IPEDS Meeting minutes & Lessons

Meeting minutes

Attendees

@Xiaoying Liu ,@Kevin Meleedy , @Brisey Lopez Bello , @Shruti Kumar

Agenda

Project description, roles/responsibilities, project structure.
1. 2025 Project Structure, planning and tracking. (Jira, Confluence)
2. Stakeholder management. – External dependencies. (IT, Libraries, Finance, Admissions)
External kick off, Internal communication, project status.
Changes for the 2025 cycle. - Xiaoying/Shruti.
Registration cycle updates. - Xiaoying/Shruti.
Pending item from Retrospective. - Confirm how
1. Create or connect Jira issues on the EDR board. - Kevin to prep sign off documents for all surveys. - Directors and Valeria should sign off. - Sign off should happen after the Final Review meeting. - The Project Management for all surveys will be kept as is.

Discussion

Project description, roles/responsibilities, project structure.
1. Xiaoying - SME/Data owner for all surveys with the exception of the external ones and HR. - Sign off as Unit Data Coordinator.
2. Shruti - Accountable Officer. - Provide final approval and sign off as Accountable Officer on all “internal“ surveys with the exception of HR.
3. Adam - Accountable Officer for HR survey. -Final approval and sign off.
4. Valeria - Key Holder - Sign off on all surveys as ODS Representative.
5. Kevin - BA - Documentation Support, EDR process, create and submit DocuSign for surveys sign off.
6. Chirag - SME/Data owner for Human Resources survey. -Sign off as Unit Data Coordinator.
7. Brisey - PM. - Project plan, tracking, meetings coordination, project status, blockers (navigate resolution).
8. IT, Admissions, Financial Aid, Finance and Libraries https://usf.app.box.com/file/1625827021525
2025 Project Structure, planning and tracking. (Jira, Confluence) https://usfjira.atlassian.net/jira/plans/94/scenarios/99/timeline?vid=393
Stakeholder management. – External dependencies. (IT, Libraries, Finance, Admissions) https://usf.app.box.com/file/1625827021525
1. General kick off from Valeria.
2. Communication as needed from the team.
External kick off, Internal communication, project status.
1. Brisey will draft email for Valeria to send to the external units. This will contain:
  1. High level aspects on the importance of the IPEDS submission.
  2. General info regarding the ODS team.
  3. Changes for the 2025 cycle.
  4. IPEDS calendar
  5. Link to ODS website for historical information/surveys.
Changes for the 2025 cycle. https://usf.app.box.com/file/1619747199946
1. Xiaoying brought up the document containing the changes and outlined the following:
  1. Some changes identified on the Financial Aid survey, that will require review from the unit.
  2. Fall Enrollment Survey- Incorporate students who have completed their bachelor's degree into the survey data. This should be reflected in the dashboards to ensure consistency.
    Analysis will commence once the Fall enrollment period begins.
  3. Shruti attended a webinar that covered the changes related to the survey. Shewill share the webinar link, to be shared with the units. Team members are encouraged to watch the event to gain insights and generate better ideas for implementation.
  4. Some minor changes on the HR survey.
  5. No dependencies have been identified from IT, there's no need to update the logic.
Registration cycle- status.
1. Team met with Valeria and discussed all questions and Cynthia.
2. Question for Valeria regarding reporting map. - We should be updating it. (Per Valeria). - Email from Shruti to Tracy to confirm this, forwarding Billie Jo response for last year to provide some context.
Pending item from Retrospective.
1. Create or connect Jira issues on the EDR board. - Kevin to prep sign off documents for all surveys. - Directors and Valeria should sign off. - Sign off should happen after the Final Review meeting. - The Project Management for all surveys will be kept as is. - Approved, implementation is in Progress.
  1. Directors will provide final approval of all data.
  2. If escalation on data issues is required the team will reach out to Valeria ahead of time.
  3. SMEs will sign off as Unit data coordinators, Directors will sign off as Accountable Officers and Valeria as ODS Representative.
  4. Kevin will create and submit the documents through DocuSign.
Final approval- This process is changing for the 2025 cycle. Final approval will be executed in two parts.
1. A 30 min minutes where the Directors will review the data, item by item with the SME and team and provide approval. A 15 min meeting with Valeria, just to brief her on high-level items.

Action items

Draft kick off email for Valeria. - Brisey- 08/22/2024
Finalize stakeholder sheet. - Kevin, 08/22/2024
Send out general kick off to the external units - Valeria - 08/23/2024
Reach out to Tracy to confirm the Reporting map. - Shruti- 08/23/2024
Schedule bi-weekly meetings and final review meetings for all cycle. - Brisey. - 08/30/2024

Attendees

@Xiaoying Liu ,@Kevin Meleedy , @Brisey Lopez Bello , @Shruti Kumar

Agenda

Start Registration Cycle
1. IC-Header survey
Official kick off
Project initial phase
1. Project plan-Jira
2. Confluence updates
3. Box
4. Stakeholder registry

Discussion

Start Registration Cycle
1. IC-Header survey
  1. Team has already registered.
Official kick off
1. Kevin will update the stakeholder sheet and place it in box. - 08.16.2024
2. Changes- Several changes will be present for the upcoming cycle. - Xiaoying will review and get ready to explain the changes during the kickoff meeting.
  1. Kevin placed the changes document in box.
  2. Shruti and Xiaoying will review the changes document tomorrow 08.14.2024. They will decide and let PM know if there’s a need to send an immediate communication to the external units.
  3. Agenda item for kick off, revisit the following item from the retro:
    1. Create or connect Jira issues on the EDR board. - Kevin to prep sign off documents for all surveys. - Directors and Valeria should sign off. - Sign off should happen after the Final Review meeting. - The Project Management for all surveys will be kept as is.
Review items from Retrospective.
1. For now, we can keep communication with external units through emails.
  1. Brisey will draft kick off email from Valeria.
Project initial phase
1. Project plan-Jira
2. Confluence updates
3. Box
4. Stakeholder registry

Action items

Previous cycle

Attendees

@Xiaoying Liu ,@Kevin Meleedy , @Brisey Lopez Bello , @Shruti Kumar, @Chirag Jain

Agenda

Reflect on the 2024 IPEDS cycle.
Document lessons learned in the form of Start, Stop, Continue. View latest version of the document here:
Discuss Next Steps on Approved items.

Discussion

Attendees

@Xiaoying Liu ,@Kevin Meleedy , @Brisey Lopez Bello , @Shruti Kumar

Agenda

Spring cycle-.

Discussion

Spring cycle- Final Review.

HR survey- Work is Done from Chirag’s end. Survey is ready to be locked.
All other surveys approved and ready to be locked.
Xiaoying to lock surveys by April 3rd.
Valeria recommended that for upcoming cycles, Adam signs off on the HR survey, treating this as an internal survey.
Valeria also recommended that Shruti signs off on the data/surveys that are done by Xiaoying. Therefore final review meetings should be managed with the Directors.
Valeria will be involved when items needs further review, escalation or major decisions need to be made. The team will communicate accordingly.
Point 4, 5 and 5 will be reviewed during the Retrospective.

Attendees

@Xiaoying Liu ,@Kevin Meleedy , @Brisey Lopez Bello , @Shruti Kumar, @Chirag Jain

Agenda

Spring cycle-.

Discussion

Spring cycle- Final Review.

HR survey- Work is Done from Chirag’s end. Survey is ready to be locked.
1. Kevin will send the sign off form by EOD. 3/20/204.
Sign off documents are ready and will be completed before Chirag goes on vacation. March 23rd. - Kevin.
Academic Libraries. - They provided data, Xiaoying reviewed to make sure that the survey has no errors. - Survey ready to be locked.
1. Kevin to send sign off by EOD.
Finance - Kevin to check on progress with the unit.
Fall enrollment. - Xiaoying is still working with IT for the change that needs to be implemented regarding former students returning that are being excluded from the IPEDS survey. - Expected to be ready sometime next week. - Xiaoying needs to review what IT has done so far to outline potential changes that need further review/implementation. - Xiaoying to work with IT to finalize work by Wed March 27th, she will then have two more days to work on the survey. April 1st is final review.

General discussion.

Team was reminded that we should CC PM and BA and all project communications.

Action items

Brisey to reach out to Chirag regarding the HR survey status and final review meeting. - Brisey, 01.10.2024 - DONE
Shruti and Xiaoying to further review the issue regarding the Admissions survey. - 01.19.2024. - DONE.
Create initiative and epics for documentation purposes only. - Brisey, 10.24.2023 - DONE
Draft 12 months enrollment workflow and Completions. - Kevin, 10.31.2023 - DONE
Draft IC Header workflow. - Kevin, 09.05.2023- DONE.
Create Project Plan in Jira. - Brisey, 08.29.2023 - DONE.
Setup bi-weekly meetings and final review meetings. - Brisey. - 08.29.2023 - Check on the final review for Fall, Winter and Spring. - DONE.
Reach out to Valeria regarding Registration link. - Brisey, 08.09.2023 - DONE
Review changes for upcoming cycle to further discuss with the team and communicate to IT. - Xiaoying, Chirag. 08.15.2023 - DONE. -

Process Highlights- FOR PM/TEAM REFERENCE

Registration Cycle

The Registration link is sent to the keyholder on the second Wednesday of August. Keyholder is required to share this with the team, since they don’t receive this information directly.

General

We have dependencies from IT for all internal surveys, with the exception of Institutional Characteristics.

Lessons Learned

Financial Aid, Lesson Learned: Double check the questions with them before sending them out to IPEDS. The other option is having them outline the questions in a clear and proper way.

Provide them with clear dates to allow team to finalize sign off or anything.