KPIRS Reporting Manual
KEY PERFORMANCE INDICATORS
REPORTING MANUAL
Version 2004-05a
for
Alberta Post-Secondary
Institutions
Prepared for
2004-05 Data Collection
by
Public Colleges and Technical Institutes
Private University Colleges
Universities
and
Alberta Advanced Education
October 2005
The current version of this document is available on the Alberta Advanced Education website at www.advancededucation.gov.ab.ca/software/. It will be updated as necessary and institutions’ contacts for each reporting system (PRS, LERS, FIRS, and KPIRS) will be advised when a new version has been posted.
Printing History
The development of KPIs and the implementation of data reporting processes involved working with committees representing each of the major sectors of the post-secondary system (public colleges, technical institutes, universities, and non-profit private university colleges). In each case, a “reporting manual” summarized all of the agreements made between the institutions and the department. Because each committee’s work proceeded at a different pace, the early versions of this manual appeared as separate manuals for each sector. During 1996-97 it became possible for the three manuals to be consolidated into one to better reflect and facilitate an important part of the original objective, which was to develop a set of indicators that would apply system-wide. This is the eighth edition of that common manual.
KPIRS Manuals
User Guide
KPIRS User Guide is available on the website.
Reporting Manual
The current version of the KPIRS Reporting Manual is Version 2004-05. Updates will be provided as required.
Version 2000-01 – October 2001
Version 2001-02 – June 2002
Version 2001-02a – August 2002
Version 2002-03 – April 2003
Version 2003-04a – September 2004
Version 2004-05a – September 2005
Reporting Software
This manual should be used in conjunction with reporting software for KPIRS. For the 2004-05 data collection cycle, all institutions should be using KPIRS Version 2004-05 or later.
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TABLE of CONTENTS
Introduction 1
KPIRS: An Overview of the Reporting Structure (new for 2004-2005) 3
Indicators for which Data Entry is required by all Post-Secondary Institutions 8
Operations Costs per FLE 9
Reconciliation with Total Operations Expenditures 16
Course Completion – Athabasca University and PBU Programs 17
Access Indicator – Non-Credit Programs 22
Non-Credit Course Definitions 24
Indicators for which Data Entry is not required by Post-Secondary Institutions 31
Graduate Outcomes Survey 32
Graduate Student Satisfaction 32
Graduate Employment and Academic Outcomes 34
Guidelines for Graduate Outcomes Survey on 2001-02 Graduates 36
University Transfer Program Leavers by ASN 39
Access Indicator - Credit Programs 43
Time to Completion 47
Transferability of Courses 49
Revenue - Related Indicators 50
Expense - Related Indicators 51
Research Indicators for Universities and Private University Colleges 53
Research - Intensity 54
Research - Publications and Other Creative Works 56
Research - Council Success Rates 60
Research - Graduate Students 63
Research - Research Impact 67
Community Service and Economic Impact 71
Appendices 77
Appendix A: Program and Credential Classification Structure prior to 2004-05 78
Appendix B: Graduate Outcomes Survey Documents 82
Appendix C: Indicators Discontinued up to and including 2003-04 103
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Version 2004-2005a Page 3 September 2005
KPIRS Reporting Manual
Introduction
This Manual
This manual has been prepared to assist institutions with assembling and submitting Key Performance Indicator data to system-wide databases. It sets forth guidelines and describes methods and procedures for reporting data that are not collected through the Program Registry System (PRS), the Learner & Enrolment Reporting System (LERS) or the Financial (and related) Information Reporting System (FIRS).
System-wide Information Reporting
KPIRS is one of a number of data collection and reporting systems that ensure consistency in reporting, storing, and using data across Alberta’s post-secondary system. Each of these systems includes both manuals and software. Many terms, definitions and classification structures are common to one or more of these systems. These are contained in a manual titled System-wide Information Reporting: Common Terminology, Definitions and Classifications. This manual is available through the department’s website at www.advancededucation.gov.ab.ca/software/.
Although this manual may contain definitions and/or descriptions of some terms, the System-wide Information Reporting Manual should be considered and will be maintained as the authoritative source.
KPIRS Software
The Key Performance Indicator system uses data provided by institutions through PRS, LERS and FIRS, and additional data entered directly through KPIRS software, to calculate agreed-upon key performance indicators.
The KPIRS software component is a user-friendly electronic tool that enables institutions to submit data in a consistent way. It has been developed using Microsoft Visual FoxPro and can be used individually, or as part of a suite with a common launch facility, a number of shared data tables and services, and a common procedure for creating files to export to the department. These features minimize the duplication of data entry, and eliminate data entry errors at the department. The system-wide databases that are created enhance the comparability of information between institutions within the same sector and, to the extent possible, across the various sectors of the post-secondary system.
Audit Implications
It is imperative that revenue and expenditure data submitted through FIRS be reconciled with the audited financial statements. Department staff carefully check PRS and LERS data as the enrolment data are subject to audit by the provincial Auditor General. KPI data, in particular that used in performance-based funding, are reviewed by the Auditor General to ensure compliance with reporting methodologies and protocols through a specified procedures audit. Audit observations and recommendations are made to the institutions subject to audit, and to the department. Institutions should take some care in undertaking their KPI work to ensure that procedures are documented so as to facilitate the audit process.
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KPIRS: An Overview of the Reporting Structure (new for 2004-2005)
The program classification structure in KPIRS is extracted from the PRS program classification. This structure provides the basis for entering data at any level of aggregation. The table below describes the available levels of reporting. Institutions are expected to enter their KPI data at the appropriate level, as defined for each Information Set in this Manual.
REPORTING STRUCTURE
Institution Level
Represents the institution as a whole; may be a sum or roll-up of data entered at one of the more detailed levels described below.
Faculty / Administrative Unit
Usually the first level of organizational classification below the “institution” level. What is called “division” at one institution may be called “department” or “faculty” at another. This is the unit charged with administrative responsibility for the Specialization of a Program. Data could be rolled up to an institution’s seven Faculty/Administration Units at a high level for instance, or to many lower levels below the Credential, Program or Specialization.
Credential (formerly called KPI Program Type) (See Table 1 for details of Credentials)
A set of classifications that group programs by the level and type of credential awarded, Certificate, Diploma, Degree, etc.
Program (ProgID)
The PRS Program level used for enrolment reporting. Properties that describe a Program include the Credential awarded and the program length. A program may have one or many Specializations.
Program Length
Indicates the program length in years of required study.
Specialization
The field of specialization within a PRS Program. This may describe separate majors, streams or versions of one program. For instance, a Bachelor of Arts program may include specializations in Anthropology, Drama or English. A Business Administration diploma may include specializations in Accounting, Finance or Marketing.
Subject Area (See Page 5 for details of CIP 2000 Subject Areas)
A grouping of programs by the content of study using the first two digits of the CIP 2000 code. In PRS, the CIP 2000 is a property of the Specialization.
CIP 2000
The 6-digit Classification of Instructional Programs (CIP) Canada 2000 coding structure is a field of study classification described by Statistics Canada as a “discipline or area of learning or training”. In PRS, this code is a property of the Specialization. It may be subdivided into a 2-digit Subject Area code, 4-digit sub series, or the full 6-digit CIP 2000 code.
Table 1: Credential Codes for Program Identification in PRS
Credential Type
NA / No credential/not applicableC / Certificate
JC / Certificate - Journeyman
OC / Certificate - Post-Basic
GC / Certificate - Post-Degree
D / Diploma
OD / Diploma - Post-Basic
GD / Diploma - Post- Degree
AD / Degree - Applied
UG / Degree - Bachelor
MS / Degree - Masters
PD / Degree - Doctoral
UT / University Transfer
DISCONTINUED KPI TYPES
Preparatory and Basic Upgrading (PU) / These programs now fall under NA as noted above and would normally carry Chapter V (Personal Improvement and Leisure Programs) and Chapter VI (High School/Secondary School Diplomas and Certificate Programs) CIP codes. For example, High School/Secondary School Programs would be within the 53. Series and ESL would be within the 32. Series.
NA
Skill Training (SK) / These programs were identified as a result of a specific funding source. This funding source can already be accommodated in PRS.
Trade Certificate (TC) / Now C
Apprenticeship (AP) / Now JC
General Studies (GS) / Now NA
Subject Areas: Classification of Instructional Programs (CIP) 2000
Program Codes (2 digit) and Titles
Chapter I / Academic and Occupationally-Specific ProgramsChapter II / Dental, Medical and Veterinary Residency Programs
Chapter III / Technology Education/Industrial Arts Programs
Chapter IV / Reserve Officer Training Corps Programs
Chapter V / Personal Improvement and Leisure Programs
Chapter VI / High School/Secondary School Diplomas and Certificate Programs
I Academic and Occupationally-Specific Programs
01. Agriculture, Agricultural Operations, and Related Sciences
03. Natural Resources and Conservation
04. Architecture and Related Services
05. Area, Ethnic, Cultural, and Gender Studies
09. Communication, Journalism, and Related Programs
10. Communications Technologies and Support Services
11. Computer and Information Sciences and Support Services
12. Personal and Culinary Services
13. Education
14. Engineering
15. Engineering Technology
16. Foreign Languages, Literatures, and Linguistics
19. Family and Consumer Sciences/Human Sciences
21. Programs for Series 21. (Technology Education/Industrial Arts) are
located in Chapter III.
22. Law, Legal Services, and Legal Studies
23. English Language and Literature/Letters
24. Liberal Arts and Sciences, General Studies, and Humanities
25. Library Science
26. Biological and Biomedical Sciences
27. Mathematics and Statistics
28. Programs for Series 28. (Reserve Officer Training Corps programs) are
located in Chapter IV.
29. Military Technologies
30. Multi/Interdisciplinary Studies
31. Parks, Recreation, Leisure and Fitness Studies
32.-37. Programs for Series 32- 37 (Personal Improvement and Leisure
programs) are located in Chapter v.
38. Philosophy and Religion
39. Theological Studies and Religious Vocations
40. Physical Sciences
41. Science Technologies/Technicians
42. Psychology
43. Protective Services
44. Public Administration and Services
45. Social Sciences
46. Construction Trades
47. Mechanic and Repair Technology
48. Precision Production Trades
49. Transportation and Materials Moving Services
50. Visual and Performing Arts
51. Health Professions and Related Clinical Sciences
52. Business, Management, Marketing, and Related Support Services
53. Programs for Series 53. (High School/Secondary School Diplomas and
Certificate programs) are located in Chapter VI
54. History (New)
55. Langue et Littératures Françaises/Lettres (New)
II Dental, Medical and Veterinary Residency Programs
60. Dental, Medical and Veterinary Residency Programs
III Technology Education/Industrial Arts Programs
21. Technology Education/Industrial Arts Programs
IV Reserve Officer Training Corps Programs
28. Reserve Officer Training Corps Programs (JROTC, ROTC)
V Personal Improvement and Leisure Programs
32. Basic Skills
33. Citizenship Activities
34. Health-Related Knowledge and Skills
35. Interpersonal and Social Skills
36. Leisure and Recreational Activities
37. Personal Awareness and Self-Improvement
VI High School/Secondary School Diplomas and Certificate Programs
53. High School/Secondary Diplomas and Certificate Programs
Table 2: CIP 2000 Codes that are PBU Program Specific
The following CIP 2000 codes are for PBU programs. A specialization with any of the following PBU CIP codes will be included in the Course Completion indicator for PBU programs (see page 19).
6 Digit CIP 2000 Code / 6 Digit CIP 2000 Code32.0101 / Basic Skills. / 36.0111 / Art.
32.0104 / Numeracy and Computational Skills / 36.0112 / Collecting.
32.0105 / Numeracy and Computational Skills. / 36.0113 / Cooking and Other Domestic Skills.
32.0107 / Job-Seeking/Changing Skills. / 36.0114 / Computer Games and Programming Skills.
32.0108 / Career Exploration/Awareness Skills. / 36.0115 / Dancing.
32.0109 / Literacy and Communication Skills. / 36.0116 / Music.
32.0199 / Second Language Learning. (New) / 36.0117 / Reading.
33.0101 / Citizenship Activities. / 36.0118 / Theatre/Theater.
33.0102 / Citizenship Activities, General. / 36.0119 / Writing.
33.0103 / American Citizenship Education. / 36.0199 / Aircraft Pilot (Private).
33.0104 / Community Awareness. / 37.0101 / Personal Awareness and Self-Improvement.
33.0105 / Community Involvement. / 37.0102 / Self-Awareness and Personal Assessment.
33.0199 / Canadian Citizenship Education. (New) / 37.0103 / Stress Management and Coping Skills.
34.0102 / Health-Related Knowledge and Skills. / 37.0104 / Personal Decision-Making Skills.
34.0103 / Birthing and Parenting Knowledge and Skills. / 37.0199 / Self-Esteem and Values Clarification.
34.0104 / Personal Health Improvement and Maintenance. / 53.0101 / Regular/General High School/Secondary Diploma Program.
34.0199 / Addiction Prevention and Treatment. / 53.0102 / College/University Preparatory and Advanced High School/Secondary Diploma Program.
35.0101 / Interpersonal and Social Skills. / 53.0103 / Vocational High School and Secondary Business/Vocational- Industrial/Occupational Diploma Program.
35.0102 / Interpersonal and Social Skills, General. / 53.0104 / Honors/Regents High School/Secondary Diploma Program.
35.0103 / Interpersonal Relationships Skills. / 53.0105 / Adult High School/Secondary Diploma Program (New).
35.0199 / Business and Social Skills. / 53.0199 / High School/Secondary Diploma Programs, Other.
36.0101 / Leisure and Recreational Activities. / 53.0201 / High School Equivalence Certificate and Adult Secondary School Diploma Program.
36.0102 / Leisure and Recreational Activities, General. / 53.0202 / High School Certificate of Competence Program.
36.0103 / Handicrafts and Model-Making. / 53.0203 / Certificate of IEP Completion Program.
36.0105 / Board, Card and Role-Playing Games. / 53.0299 / High School/Secondary Certificate Programs, Other.
36.0106 / Home Maintenance and Improvement.
36.0107 / Nature Appreciation.
36.0108 / Pet Ownership and Care.
36.0109 / Sports and Exercise.