2024-2025 IPEDS Meeting minutes & Lessons

Attendees

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

Agenda

1. Final review. Cost I, Completions. 12 months enrollment.

Discussion

1. Cost I.

2. Completions.

3. 12 months enrollment.

• All surveys were reviewed during the meeting. Shruti approved all of them. Surveys are ready to be locked.

• Prior to the meetings Xiaoying and her team performed QA on all data points.

• Kevin will send DocuSigns for all surveys following the Exec review.

• High-level points were discussed with Valeria during the executive review. Including the significant decrease on Physical Therapy degrees. - Valeria provided her approval to move forward with locking the surveys on Wednesday, Oct 14th, 2024.

Action items

• Report Mapping: Follow up with financial aid for report mapping status (Shruti) - Around October.

• Data Discrepancies: Resolve data discrepancies in 12 months enrollment survey with IT (Xiaoying)

• Documentation: Document workflow steps for Cost 1 and 2 surveys (Kevin).

• Meeting with Financial Aid: Schedule and conduct a meeting with financial aid to discuss survey changes (Shruti)

• Email Communication: Forward the email sent to financial aid to Brisey and Kevin (Shruti)

• Draft kick off email for Valeria. - Brisey- 08/22/2024 - DONE

• Finalize stakeholder sheet. - Kevin, 08/22/2024- DONE

• Send out general kick off to the external units - Valeria - 08/23/2024 - DONE

• Reach out to Tracy to confirm the Reporting map. - Shruti- 08/23/2024 - DONE

• Schedule bi-weekly meetings and final review meetings for all cycle. - Brisey. - 08/30/2024 - DONE

Attendees

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

Agenda

1. Check on pending items from the Registration Cycle. - Report Mapping update.

2. Status on the fall surveys. -

   1. Communication with Financial Aid.

Discussion

1. Check on pending items from the Registration Cycle. - Report Mapping update.

   1. Report Mapping Progress: Shruti confirmed that the report mapping is in progress, with a dependency on financial aid, which is out of the team's control. The team is awaiting updates from financial aid regarding this task.

2. Status on the fall surveys. -

   1. The work on all three surveys has already started.

   2. Xiaoying reported finding discrepancies in the data for the 12 months enrollment survey, which requires modifications to the logic by IT. She met IT last Thursday 09/05/2024. She will follow up with them later this week.

   3. Move Final review meeting, because IT just implemented for the 12 months enrollment survey- Xiaoying needs to review it before moving forward with the completion of the survey.

   4. Completions- Xiaoying is reviewing the Completion data, she’s waiting on Cynthia to provide an updated list of Distance Education Programs. - Xiaoying to send a follow up email to confirm date.

   5. Cost I- Kevin sent the survey for review, they approved it already. They should sign off on the survey.

3. Documentation

   1. Kevin discussed the need for documentation for the newly added survey Cost I and II. - Brisey will create required issues in Jira. --- Target end of October.

4. Other

   1. Shruti is arranging a meeting with financial aid to confirm the changes and walk them through the new survey structure, emphasizing the importance of this meeting for the project's documentation. - DONE.

   2. Shruti explained that the new survey components are not entirely new but are restructured from existing surveys, with some questions moved from institutional characteristics to cost one and from SFA to cost two.

   3. Brisey outlined the schedule for upcoming meetings, including a final review on October 9th and an executive debrief with Valeria on October 10th. This planning aims to ensure all project components are reviewed and approved in a timely manner. - The team was comfortable with this plan.

Action items

• Report Mapping: Follow up with financial aid for report mapping status (Shruti) - Around October.

• Data Discrepancies: Resolve data discrepancies in 12 months enrollment survey with IT (Xiaoying)

• Documentation: Document workflow steps for Cost 1 and 2 surveys (Kevin).

• Meeting with Financial Aid: Schedule and conduct a meeting with financial aid to discuss survey changes (Shruti)

• Email Communication: Forward the email sent to financial aid to Brisey and Kevin (Shruti)

• Draft kick off email for Valeria. - Brisey- 08/22/2024 - DONE

• Finalize stakeholder sheet. - Kevin, 08/22/2024- DONE

• Send out general kick off to the external units - Valeria - 08/23/2024 - DONE

• Reach out to Tracy to confirm the Reporting map. - Shruti- 08/23/2024 - DONE

• Schedule bi-weekly meetings and final review meetings for all cycle. - Brisey. - 08/30/2024 - DONE

Attendees

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

Agenda

1. Check on pending items from the Registration Cycle. - Report Mapping update.

2. Status on the fall surveys. -

Discussion

1. Check on pending items from the Registration Cycle. - Report Mapping update.

   1. Report Mapping Progress: Shruti confirmed that the report mapping is in progress, with a dependency on financial aid, which is out of the team's control. The team is awaiting updates from financial aid regarding this task.

2. Status on the fall surveys. -

   1. The work on all three surveys has already started.

   2. Xiaoying reported finding discrepancies in the data for the 12 months enrollment survey, which requires modifications to the logic by IT. She met IT last Thursday 09/05/2024. She will follow up with them later this week.

3. Documentation

   1. Kevin discussed the need for documentation for the newly added survey Cost I and II. - Brisey will create required issues in Jira.

4. Other

   1. Shruti is arranging a meeting with financial aid to confirm the changes and walk them through the new survey structure, emphasizing the importance of this meeting for the project's documentation.

   2. Shruti explained that the new survey components are not entirely new but are restructured from existing surveys, with some questions moved from institutional characteristics to cost one and from SFA to cost two.

   3. Brisey outlined the schedule for upcoming meetings, including a final review on October 9th and an executive debrief with Valeria on October 10th. This planning aims to ensure all project components are reviewed and approved in a timely manner. - The team was comfortable with this plan.

Action items

• Report Mapping: Follow up with financial aid for report mapping status (Shruti) - Around October.

• Data Discrepancies: Resolve data discrepancies in 12 months enrollment survey with IT (Xiaoying)

• Documentation: Document workflow steps for cost 1 and 2 surveys (Kevin)

• Meeting with Financial Aid: Schedule and conduct a meeting with financial aid to discuss survey changes (Shruti)

• Email Communication: Forward the email sent to financial aid to Brisey and Kevin (Shruti)

• Draft kick off email for Valeria. - Brisey- 08/22/2024 - DONE

• Finalize stakeholder sheet. - Kevin, 08/22/2024- DONE

• Send out general kick off to the external units - Valeria - 08/23/2024 - DONE

• Reach out to Tracy to confirm the Reporting map. - Shruti- 08/23/2024 - DONE

• Schedule bi-weekly meetings and final review meetings for all cycle. - Brisey. - 08/30/2024 - DONE

Attendees

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

Agenda

1. Project description, roles/responsibilities, project structure.

   1. 2025 Project Structure, planning and tracking. (Jira, Confluence)

   2. Stakeholder management. – External dependencies. (IT, Libraries, Finance, Admissions)

2. External kick off, Internal communication, project status.

3. Changes for the 2025 cycle. - Xiaoying/Shruti.

4. Registration cycle updates. - Xiaoying/Shruti.

5. 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

1. 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

2. 2025 Project Structure, planning and tracking. (Jira, Confluence) https://usfjira.atlassian.net/jira/plans/94/scenarios/99/timeline?vid=393

3. 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.

4. 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.

5. 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.

6. 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.

7. 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.

8. 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

1. Start Registration Cycle

   1. IC-Header survey

2. Official kick off

3. Project initial phase

   1. Project plan-Jira

   2. Confluence updates

   3. Box

   4. Stakeholder registry

Discussion

1. Start Registration Cycle

   1. IC-Header survey

      1. Team has already registered.

2. 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.

3. 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.

4. Project initial phase

   1. Project plan-Jira

   2. Confluence updates

   3. Box

   4. Stakeholder registry

Action items