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Institutional Implementation: The Penn State Journey
Nicola KiverExecutive Assistant to the Dean College of the Liberal Arts
Cheryl SeyboldDirector of Solutions, Services, and SupportInformation Technology Services
The Pennsylvania State University
– About The Pennsylvania State University– Why Digital Measures and Activity Insights?– Early Implementation– Lessons Learned – Today and Moving Forward– Challenges You May Face
Overview
We Are … Penn State !!• 24 Campus Locations
• ~90,000 Students
• 24,703 Full-Time Employees
• 8,675 Part-Time Employees
• Over 3/4 Million Degrees Conferred
• $4.4B Total Operating Budget (2013-14)
• Facilities Acreages Number of Buildings– University Park 7,343 932– Other 23 Locations 15,196 778– Total 22,539 1,710
Background• 2007
– Contract for service signed– Initiated and funded by the Office of the Provost – Managed initially by one individual
• 2009– Piloted in the University Libraries– Customized and tested screens and reports– Provided training and created FAQs
• 2011– Expanded to other units – Oversight Committee created– Four member Management Team created– Stakeholders Group created
• 2013– Contract Renewal
Management Team
Manager – Information Tech Services (Administrative Information Services)University Administrator – Information Tech Services
(Administrative Information Services)Senior Planning and Research Associate
(Office of Planning and Institutional Assessment)Representative for Vice Provost for Academic Affairs
(Office of the President)
Oversight Committee
Cross-functional team – currently 16 members – representing:– Academic Affairs (Office of the Vice Provost)– Administrative Information Services– Office of Planning and Institutional Assessment– Colleges
• 19 Commonwealth Campuses• Business• Education • Information Sciences and Technology• Liberal Arts• Libraries• Nursing
Oversight Committee Activities
• Bi-monthly meetings• List-serve for exchanging opinions and gaining consensus• Reviewing higher-level requests and ensuring that
system is attaining desired level of customer satisfaction• Responsible for strategic/long-range planning• Managing data uploads including:
– Courses taught– Student evaluations– Research funding
• Managing University-wide ‘University Dossier’ report
Stakeholder Group
• Email group created• Forum for regular users to voice concerns and
share methods• Meets once per year• Currently 34 members
Ideas for successful implementation
• Support from Vice Provost • Support from Faculty Senate• Mandate by Deans • Department heads review and test• Two or three faculty to pilot• Provide training and support for staff• Hands-on training for faculty• Compile frequently asked questions
Staggered Rollout Suggestions
• Only new untenured faculty (no backfilling data)• Only annual performance reviews (one year of data
required)• Only first P&T reviews (i.e. 2 year reviews)• Divide large units (i.e. 9 out of 18 departments in yr
1, rest in yr 2)• Hand-pick small group of faculty within a large unit
for yr 1
Unit level responsibilities
• Customize screens• Maintain access rights and security• Manage unit specific web pages/online access
points• Manage/customize unit specific reports
including:• Annual Performance Reviews• Vitas• Faculty web profiles• NIH and NSF Biographical Sketches
Challenges faced
• Locating individual entries – sort/search feature, keyword searches
• Accurate application of APA, Chicago, MLA styles
• WYSIWYG editor• Usable Vita reports• Enable local administrators to update values
within drop-down menus
Successes achieved
• Implementation by more than 50% of Penn State’s faculty across 29 units
• 4783 active accounts (9081 total)• Client use survey• Support website - activityinsight.psu.edu - features
include:• Overview of project• Contact information for support staff• Central location for all FAQs organized generally and by unit• Timeline of use throughout the year, including data uploads• Project roadmap
• Screen
Goals for future implementation
• Improve reports to increase functionality for users• Improve support by addressing long standing feature
requests including:– Connection with researchers doing similar work– Sort/search feature for locating individual entries
• Increase number of units as well as number of individual users
• Continue to create sense of community and support for users
• Campus website profiles from faculty data
Questions?