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Project Status
Phase 2 - Prepare for Slalom Workshop ON TRACK
Project Timeline
Last updated on 6.12.2023
Prepare for Slalom Workshop (June 5- June 30)
Slalom Workshop - (July 18)
Analysis and internal assessment of Slalom Design (July 24 - Aug 4)
Development of Data Model (Aug 7 - Aug 25)
Design and development of Point-In-Time data pulls and dashboard design (Aug 28 - Sept 15)
Website modifications (Sept 18 - 22)
QA and approval of Dashboards (Sept 25 - 29)
Go Live for Point-In-Time Dashboards (Oct 2)
Project Decisions (date and decision and who decided, most recent on top)
Metrics as of 6/13/2023 are:
Incoming Student Profile - Average GPA
Incoming Student Profile - Average SAT
Academic Progress Rate
Second Year Retention FTIC
6-Year Graduation Rate for FTIC
6-Year Graduation Rate for Pell
4-Year Graduation Rate for FTIC
4-Year Graduation Rate for Pell
3-Year Graduation Rate for Transfers
Salary of bachelors employed 1 year Post Graduation
Percent Employed post graduation
Percent who are post graduates
Percent of Full-Time Faculty with Terminal Degree (Not a metric for Slalom)
Total R&D Expenditures
Federal Research Expenditures
Faculty Awards
Citations (CNCI) - Normalized Citation Impact
Endowment - Still have to do Phase 1 Endowment
5/31 - Valeria said that not all 5-Year Trend metrics will be done in Phase 2. We are keeping these metrics in line with the metrics Pritish has highlighted for the Strategic Plan. We have reviewed the metrics and the listed metrics will be done for the Point-in-Time and Progress-to-Goal reports/dashboards.
For College Scorecards, phase 3, the list will be the same as for Phase 2 list or possibly fewer metrics.
5/24 - Valeria has approved scope and deliverables set forth in Kick-Off meeting.
Point-In-Time Dashboards for all metrics included in phase 1 - Change, see revised metrics in 5/31 Project Decisions.
Data modeling that will be used for Phase 2 Point-In-Time metrics as well as Phase 3 College Dashboards
Visualization for phase 3 college scorecard to help to determine data model
5/24 - A schedule needs to be set up so that users know when data is refreshed. A matrix is being created.
Project Risks
Resource for web development may not be available when we need him (Chirag). We have mitigated this risk by notifying Chirag and Adam that we will need him for this development.
Unknown deliverable date for point-in-time reports and college scorecards. The targeted date is October 2, 2023 to deliver phase 2, Point-in-Time reports. Phase 3, College Scorecards, due date is still TBD.
Project Watch List
Standardize metric names
Documentation for College Accountability
CA Phase 1 - Endowment
CA Phase 1 - Public University National Ranking
CA Phase 1 - Citation Impact (Jay provide information to Sangita)
CA Phase 1 - Non-Medical Science & Engineering Research Expenditures ($M)
CA Phase 1 - Science & Engineering Research Expenditures ($M)
CA Phase 1 - Annual Fundraising
CA Phase 1 - Overall F&A Rate (%): By College
Meeting Agenda and Notes (most recent on top)
7/5/2023 Meeting Agenda
Slalom Workshop July 18, 11-3pm - Did everyone get invitation for meeting?
Slalom Deliverables
Access - Jay - FERPA for Swapna is in progress, Gabriella not yet
Spreadsheet with details of metrics and sources
Proc SQL
Data Flow Diagram
Screenshots of previous PPA
Access to Box - Done (Sarah)
Status on Current Work
Need to discuss documentation, Sangita wants to change style
Reviewing phase 1 dashboards - to be more user friendly
Working on Research metrics with Deena - Wants to change the name of “Grants Awarded” instead use “Grant Dollars Awarded” - Ask Valeria next week
Research data (Federal Expenditures and Total Expenditures) will be available from IT this week.
College Accountability - Need to change “Expenditures” to “Research Metrics” - Ask Valeria next week
Work this past week, next week
Open Discussion
6/28/2023 Meeting Agenda and Notes
Slalom Workshop July 18, 11-3pm
Slalom Deliverables
Access - Jay - FERPA for Brian and Michelle is done, Swapna is in progress, Gabriella not yet
Spreadsheet with details of metrics and sources
Proc SQL
Data Flow Diagram
Screenshots of previous PPA
Challenges in writing
Next priorities
Create a shared Box folder with Slalom
Forward Slalom workshop invitation to SSRA
Working on Slalom deliverables
Work this past week, next week
Analysis of phase 2
Endowment metric for phase 1 - in review
Upgrading Phase 1 metrics
Open Discussion
Need to discuss documentation, Sangita wants to change style
Phase 1 metrics some have been refreshed (UG Research, Service Learning)
Reviewing phase 1 dashboards to be more user friendly
Working on Research metrics with Deena - Wants to change the name of “Grants Awarded” instead use “Grant Dollars Awarded” - Ask Valeria next week
Research data (Federal Expenditures and Total Expenditures) will be available from IT next week.
College Accountability - Need to change “Expenditures” to “Research Metrics” - Ask Valeria next week
6/21/2023 Meeting Agenda and Notes
Slalom Status
Update on request to move to July 17 - No updates, assume July 10 is still the date
10 Metrics and 5 Data Sources - Shruti/Sangita - Showed metrics and sources spreadsheet
Retention and Graduation Metrics Deep Dive - Sangita - In progress
Update on Slalom access - Jay - Not all Slalom resources have completed FERPA
Screen shots of current dashboards for 10 metrics - Shruti/Hennadii - In Progress
Screen contents for phase 2 and phase 3 (Shruti planning on showing PPA to Slalom) - Shruti - Done
Metrics added to Jira for phase 2 - Sarah - Done
Review Project Watch List - Sarah - Not done, holding until Slalom work is done.
Work done last week, Work to be completed next - Sarah/Team - Slalom work last week, continuing next week
6/13/2023 Meeting Agenda and Notes
Review data refresh schedule/spreadsheet - Sangita has shown the spreadsheet with the data refresh schedule for 5-Year and Progress-to-Goal metrics.
Slalom update
June 13th - Initial meeting with Slalom
Request to move to July 17 is up to Slalom
Choose 10 metrics and 5 data sources - Due June 20 - Sangita/Shruti
Deep dive for retention and graduation metrics - Due June 20 - Sangita/Shruti
Deep dive for ALL Metrics due by June 30th - Sangita
Screenshots of existing dashboards of 5 Year Trends for Slalom retention/grad and PPA - Shruti, Sangita/Hennadii will look into other metrics for sending to Slalom - Next week
Dashboard design for phase 2 and phase 3 - Shruti/Sangita
Standardizing Metric Names - Let’s postpone this until after Slalom work is done. - Agreed
What do we need to do with the following metrics (if anything)
Public University National Ranking (Upcoming) - This is a metric that is on the phase 1 dashboards, but is listed as TBD. We will keep this on the watch list.
Citation Impact (Upcoming) - Jay will get back to Sangita on this
Following Metrics have been updated in the Production (The trend is by clicking on the image, The College filter on the filter panel is showing only applicable colleges and not all colleges) - Sangita - Did not have time to review this; postponed until after Slalom deliverables have been completed.
Priorities
Slalom deep dive retention and graduation due by June 20 - Sangita
Slalom deliverables all due by June 30th - Sangita/
Slalom access - due by June 30th - Jay
Work on standardizing metric names - Sangita
Compile list of items to finish from Phase 1 - Sangita/Shruti
Discuss to stop working on Phase 1 items until Slalom deliverables are complete.
Last week work, next week work
6/7/2023 Meeting Agenda and Notes
Jira epics added from last meeting. Done. Sarah
Slalom update - Introductory meeting on calendar for June 13. Date for workshop is TBD. Sarah
Review metrics for phase 2 and phase 3, see Project Decisions for 5/31.
Deliverables for Slalom - Status - Due ___ - Shruti/Sangita
Determine maximum 10 metrics for Slalom to work with
Determine which data sources these metrics come from, cannot exceed 5 data sources
Data refresh schedule for Slalom
Schedule to update data refreshes, matrix to be created - Status 50% - Due first pass on 6/14 - Sangita for phase 1. VG suggested we address phase 2 and 3 data refreshes into the matrix. Sangita will add the metrics for phase 2 and 3 and review what she has done for next week.
Do we need to review Research metrics from phase 1 (any progress)? No progress, Jay said data set is almost complete. Sangita will follow up with Dina on Friday. We don’t want to miss the chance to make changes or suggestions. Jay suggested Sangita join the next Sprint Review session tomorrow.
Review updates to dashboard - Sangita/Akshay - Same color for hover color and gray for buttons with beige for hover color.
Faculty Awards, Fellowships and Memberships - Faculty Awards done once a calendar year, this should remain once a year. This isn’t refreshed more than annually, it still needs to be in the same place as other Phase 2 metrics so that users can see data in the same format as the other metrics in this list. Faculty awards do have goals. These need to show up on phase 3 College Scorecards.
5/31/2023 College Accountability Phase 2 - Status Meeting Agenda and Notes
Show Jira plan and CA board with items moved to phase 2. Done
Update on Slalom contract - Sarah Thomas
Deliverables for Slalom - Still in progress
Determine maximum 10 metrics for Slalom to work with
Determine which data sources these metrics come from, cannot exceed 5 data sources
Determine which systems that Slalom consultants will need access to
Determine who are the SMEs for these metrics and data sources
Set up for Slalom (netid, global protect, vpn, and access to systems) - Need someone to coordinate - Jay volunteered for this.
Review first draft of schedule that Sangita has set up. This may not be complete, but it will give her an opportunity to ask questions and get feedback. Still in progress.
Sarah to add the following tasks to Jira (groups approval). Reviewed with meeting attendees and assignments made.
Slalom information set up (Shruti)
Slalom access (Jay)
Slalom workshop scheduling on Teams Sarah Thomas Meeting invitation sent by Slalom.
Data Model Analysis and Design (Sangita)
Data Model Implementation (TBD)
Metrics to include design of report and SQL for data pull (Sangita/Hennadii/Xiaoying) for 5 Year Trends - this will be for all metrics that we included for Phase 1 - ACTUALLY NO, We reviewed a list of metrics that should be included. See Project Decisions for 5/31.
Website design changes (Shruti)
Website modifications (Chirag)
Proposed Timeline to review - Not ready to review
Prepare for Slalom Workshop (June 12- June 30)
Slalom Workshop - (July 10 - 24)
Analysis and internal assessment of Slalom Design (July 24 - Aug 4)
Development of Data Model (Aug 7 - Aug 25)
Design and development of Point-In-Time data pulls and dashboard design (Aug 28 - Sept 15)
Website modifications (Sept 18 - 22)
QA and approval of Dashboards (Sept 25 - 29)
Go Live for Point-In-Time Dashboards (Oct 2)
Action Items
- Sarah to set up epics in Jira
5/24/2023 College Accountabilty Phase 2 - Status Meeting Agenda/Notes
Review status of open items from Phase 1 and move all items not completed to Phase 2. https://usfjira.atlassian.net/l/cp/mhLpYtcP
Review Scope, Deliverables and Timeline from Phase 2 Kick Off Meetings to get input or feedback from Valeria Garcia . https://usfjira.atlassian.net/l/cp/bieiqEda Valeria has agreed to scope and deliverables.
Status of analysis for Slalom Consulting engagement Shruti Kumar and Sangita Singh
How far are we on determining metrics and preparing for Slalom; Shruti said we need the schedule before we can progress on completing the data preparation for Slalom. Week of June 5th - 16th, team will prepare.
Questions on metrics definitions, etc.
Update on Slalom Consulting engagement Sarah Thomas
Faculty Productivity Metric (placeholder) Jayakumar Unnikrishnan Shruti Kumar
This is made up of many parts including Citation Impact, Faculty Awards, Percent of publications with international coauthors from outside USF, Percent of publications with national coauthors from outside USF, etc. We don’t have Citation Impact at College level. This is not a metric, but a grouping of metrics.
Internship report - Add slicer by student level
If we can add this as a slicer, it would be very helpful for Career Services. BOG is looking at internships as part of the HIPS. Now this combines UG and GRAD, do you want this separated? Valeria said yes.
Open Discussion
We need to determine a schedule for updating reports/dashboards. Data will be updated at different times during the year.
Valeria said that we do not need to replicate the timelines for the old College Reviews and PPA. We need to think about the user when we make data update decisions. It needs to be as navigable as possible for the user (colleges as well as others).
Sangita said, for example, Research data should be updated monthly. We will need a schedule for stakeholders to let them know when each piece of data was last updated, i.e., student success metrics would be updated at the preliminary benchmark. to document these decisions. Jay suggested a matrix to document and track each metric when it is available for refreshing.
Sangita is working on a matrix already. She also needs to know when this data is refreshed for historical trends and for point-in-time.
Sarah to create an epic to create a schedule. Shruti wants to show and discuss this schedule at the next meeting.
5/11/2023 - Kick Off Meeting
See link to meeting notes on project dashboard.