Collection/Reporting/Managing and Improving your KPI. Don Thibert Tim Heggie Dean Tremain

Transcription

1 Collection/Reporting/Managing and Improving your KPI Don Thibert Tim Heggie Dean Tremain

2 What Colleges do KPI s apply too For the 2015 collection cycle - the KPI Audit Guideline apply to all registered PCCs in Ontario. That will include NON-OSAP eligible Colleges for the first time.

3 Current MTCU KPIs The Superintendent has defined the following five PCC KPIs: (a) Graduation Rate (sole non-survey based KPI); (b) Graduate Employment Rate; (c) Graduate Employment Rate in the Field of Study; (d) Graduate Satisfaction Rate; and (e) Employer Satisfaction Rate.

4 Data Reporting Cycles Data must be collected and uploaded to Forum three times per year. Date of Graduation (2015) Winter :January 1 April 30 (uploaded July-Aug) Summer: May 1 August 31 (uploaded Oct-Nov) Fall: September 1 December 31 (uploaded Feb-Mar) Be sure to leave adequate time for your Auditor to review these uploaded files. Engage them early so they can plan it on their calendar.

5 First Time Reporting PCCs participating in the KPI initiative for the first time are also required to report and have audited historical data within the first data upload window running July 1 August 31, This historical data includes all entrants and graduates who enrolled/graduate in the PCC s vocational program over the past period of time representing 200% duration of the PCC s longest vocational program as of January 1, Upon login, Forum s portal will clearly detail which historical terms you must upload.

6 Enrolment Data File Records to Upload For the Winter 2015 upload you will upload all students who started (entered) between Jan 1, 2015 till April 30, If this is your first time reporting KPI data you will also need to upload one historical enrolment file, including all students who enrolled going back 200% of your longest approved program. If your longest program is 48 weeks (one year) you will also need to upload all students who enrolled between Jan till Dec 31, 2014 (two years back). Remove any drop-outs within the grace period (25% of the program to a max. of 8 weeks) Make sure you account for students that transfer from one of your programs into another. Be sure to review any drop-outs in the period from May 1, 2015 till June 30, 2015 if they apply.

7 Records to Upload (Cont.) Graduate Data File For the Winter 2015 upload you will upload all student who graduated between Jan 1, 2015 till April 30, If this is your first time reporting KPI data you will also need to upload one historical enrolment file, including all students who graduated going back 200% of your longest approved program. If your longest program is 48 weeks (one year) you will also need to upload all students who graduated between Jan till Dec 31, 2014 (two years back).

8 MTCU KPI Collection - Summary Populating and uploading your data files is very time consuming so please plan for plenty of time to complete. Engage your Auditor early on in the process to make sure they can meet deadlines. Be sure you thoroughly review you enrolment and graduate data files to insure they contain the correct records and all information possible. Watch for Forum to post hard to contact lists and update information as quickly as possible. You will be supplied your KPI data for review. Be sure to review thoroughly and double check your data files if you see anything suspicious. Watch for memos from the ministry with further KPI instructions and timing of when final results will be posted!!!!! NOW HOW DO YOU IMPROVE THOSE KPI S

9 Key Tips for Getting Started Visit as soon as possible and review all of the 2015 Important Documents (e.g., Operating Procedure, Audit Guideline). Make sure you have most updated documents and read them thoroughly. Ensure your key contact information is updated in RICC so that you receive all ministry/forum updates. Make sure you have received your login information and have setup your account. Forum if you have any trouble. Be sure to include your valid Auditor s as soon as you login to Forum. Review Forum s FAQs before you contact Forum or the ministry. Most likely your answer is already provided. Use the Excel file templates provided on Forum s site to populate your enrolment and graduate data files. You can save the file to your computer and enter your data directly into the template. When you save the file it must be one word and cannot start with anything other than an alpha character. Make sure that you notify Forum if there are changes to your Key KPI Contact. Prepare your files in advance of the upload windows. As students enrol or graduate from your programs, update the data in the file templates.

10 Questions

11 Outcomes Tracking Do you have a management plan in place?

12 Outcomes Tracking (KPI) Grad Employed in Field of Study Graduate Employment Graduation Rate Graduate Satisfaction Employer Satisfaction Student Satisfaction

13 Why Outcomes Tracking? Critical to the success of campus programs and OSAP funding moving forward Benchmark set at 80% of the CAAT results Outcomes are a direct reflection of the success of your campus and the programs offered Validates value proposition for admissions Customer Service is the foundation of the Career College business and key to its success

14 Control Your Outcomes Don t leave outcomes management to chance Set campus targets and goals to ensure benchmarks are exceeded Assess your campus culture to ensure it supports student and grad success Validate your data and implement document protocols Bottom line is not the primary indicator for long term sustainability today Be prepared to defend negative indicators Career Colleges need to have Career Services departments or concepts built into their DNA

15 What is Career Services? Career Services assists students and graduates with searching for and finding employment in their field of study. Career Services is key to ensuring that graduates find employment in their field of study. Career Services is the vehicle for managing graduate employment outcomes (KPIs)

16 Career Services Functions Troubleshoot grad s fears Help grads understand their skills and accomplishments Sell the grad s skills and the school to employers Build relationships with students and employers Facilitate workshops and training Tracks statistics Manages job leads effectively Arrange employer presentations Builds your admissions referral business Hits the outcome goals!

17 Career Services Campus Options Hire CS staff to manage the systems and processes, be accountable for the results Train and develop campus teams to effectively know their role in supporting the concept and ultimately the results Utilize outsourced services, online systems or other support mechanisms to be accountable for the results

18 Questions

19 Campus Placement Initiatives

20 Show of Hands Any Job Placement people in the audience?

21 Overcoming Obstacles Out of 100 Graduates: 30 Get a job regardless of your help 10 Will not get a job regardless of your help 60 Are eligible to get a job with your assistance How many of those 60 get your assistance and get work? 50 of them.if you expect to get to 80% placed So.we better get to work.!

22 To Improve Placement.we need to accomplish two things

23 To Improve Placement.we need to accomplish two things 1. Improve our Student s Skills 2. Find Open Jobs Student Facing Activities

24 Student Facing Activities Career Services at your campus doesn t necessarily need to be done by a department Can be one person, or part of everyone s function The student facing activities will improve a student s skills and make them ready for employment. This will drive your KPI s. KPI s are just outcomes measuring your placement activities.

25 What are Student Facing Activities? The activities we do with our students over their time on our campuses Ie: Resume, Interviewing, job search techniques Good student facing activities will increase student preparation, satisfaction and referrals Questions to ask yourself: What are you currently doing now? What are your concerns with your student preparation?

26 Planning for Good Placement Starts with Ownership Measurement and management of your CS results Applying proper resources where needed. Academic/curriculum involvement Community involvement Total Campus Initiative

27 Admission s Role in Placement Admissions communicates the education, training and actual outcomes received from your college. Their involvement in the student placement activities drives home the reason why students come to you. Can be involved in professional skills development of students (this also increases referrals)

28 Faculty s Role in Placement Arguably the greatest impact on placement is through faculty % + of a student s time on campus is spent with their instructor. Is your faculty sharing the dream every day? Are they tying ALL learnings to the real world Are they involving the community and employers in the classroom?

29 Career Services Role in Placement Is there a Career/Employment course taught at your campus? What workshops are occurring on campus to teach: Resume development Interviewing Job Searching Is there a regular source of employers coming on campus to add to the learning process.

30 Owner s Role in Placement Improving placement is a philosophy and expectation that comes from the top. Measurement and management of stats Accountability Bring all departments together Good outcomes=future growth Remember what the product is that our customer s are buying

31 In Summary Total Campus Initiative Focus on professional skills (90% of all job placement obstacles revolve around this) Employers on campus Measurement and management

32 Questions