Welcome to the inaugural edition of the Ball State University Office of Institutional Research and Decision Support E-Magazine!
WE AIM TO KEEP YOU INFORMED ABOUT THE LATEST RESEARCH, DATA INSIGHTS, AND ASSOCIATED INSTITUTIONAL DEVELOPMENTS THAT DRIVE OUR UNIVERSITY FORWARD. THROUGH THIS PUBLICATION, WE SEEK TO PROVIDE VALUABLE INSIGHTS INTO OUR WORK AND ITS IMPACTS ON DECISION-MAKING PROCESSES.
TABLE OF CONTENTS
• The Associate Vice President's Message
• Spotlight on Projects
• Events and Workshops
• Success Stories
• BSU by Number: Progress Report
• Staff Highlights
• How you can contribute
• Useful links
• Contact Us
ASSOCIATE
VICE
PRESIDENT MESSAGE
Dear Colleagues and Friends,
Welcome to the first issue of our E-Magazine! The Office of Institutional Research and Decision Support is dedicated to providing data-informed insights and support to enhance decision-making across Ball State University. Through our work we seek to foster a culture of evidence-based decision-making that drives institutional success and supports Ball State’s strategic imperatives.
In this issue, we celebrate recent successes, share our vision for the future, and introduce you to the dedicated team behind our initiatives. We hope you find this publication both informative and engaging.
Warm regards,
Michael Lane
Associate
Vice President
for Institutional Research and Decision Support.
SPOTLIGHT ON PROJECTS
❖ DATA GOVERNANCE AT BALL STATE
Ball State University (BSU) is committed to advancing its data governance strategy to enhance institutional performance and decision-making. Effective data governance is essential for managing the complex datasets we utilize. At BSU, data governance serves as a strategic foundation for analytics, focusing on accuracy, reliability, and sustainability
To ensure data accuracy, IRDS enlists the support of many staff through frameworks such as the MIDAS Steering Committee and the Data Liaison Program. These initiatives allow us to work collaboratively through all levels of the institution to help foster a culture of data literacy and empower staff to create custom analytical tools and dashboards, thus improving operational processes. The Explorer Program specifically enhances data skills and confidence, resulting in practical applications across departments.
BSU’s data warehouse, a central hub for reliable information, integrates data from diverse systems. Continuous efforts are made to integrate and document these data sources effectively in our data catalog tool, Data Cookbook. The evolving data rating system aims to bolster confidence in data sources and visualization tools like Tableau.
A flexible approach is crucial for adapting data governance practices to evolving needs. BSU’s data governance roadmap aligns with institutional goals, emphasizing the importance of widespread campus understanding of data sources as well as robust data literacy.
Looking ahead, BSU plans to continue to integrate tools like the Data Cookbook and to explore the promise of Generative AI to further enhance data understanding and analysis. These innovations reflect BSU’s commitment to leveraging cutting-edge technology to support its goals of becoming a datainformed institution.
❖ THE BSU DATA RATING SYSTEM
The BSU Data Rating System (DRS) is designed to quickly communicate the quality of data reports, dashboards, and sources at BSU. Developed by IRDS with campus input, this system uses visual indicators to reflect data quality, ensuring transparency and reliability.
The DRS categorizes data ratings into two main types: data sources and visualizations
For data sources, which include systems like Banner and Slate or external providers such as the National Student Clearinghouse, the rating reflects the degree of validation, documentation, and review the data has undergone. This foundational rating informs the quality assessment of any associated visualizations.
Visualizations, particularly those in Tableau, feature visible badges indicating their quality. The ratings include:
• Unrated: Represents visuals created with urgency and lacking validation. This does not imply poor quality but indicates an absence of formal rating.
• Bronze: Denotes that both the data source and the visualization have met minimum validation standards.
• Silver: Indicates a thorough review process with definitions available in BSU’s Data Cookbook.
• Gold: Signifies the highest quality, with extensive validation and comprehensive documentation.
These ratings help users gauge the reliability and thoroughness of data reports and visualizations.
❖ DATA VISUALIZATIONS PRODUCED BY IRDS
The IRDS team at BSU has been advancing its data visualization capabilities to support institutional decision-making through a series of dashboards, some examples include: The "as-of-day" dashboards, which track daily enrollment and retention against historical data, provide critical insights into student trends and include a “what if” analysis tool for retention goals. The College Transition Sankey visualization helps track student movement across colleges, assisting Deans in supporting student success. Additionally, an Annual Data Packet in Tableau offers a printable report format for accreditation and
unit reviews, while the Grade and DWF Rates dashboard helps identify areas needing academic support. The Advisor Caseloads visualization aids in balancing advisor workloads.
Currently, IRDS is developing several new dashboards. These include tools for analyzing students with multiple majors, managing student holds with a focus on financial and procedural impacts, and integrating progress report data from the EAB Navigate platform for real-time insights into student progress. These developments aim to enhance clarity in reporting, improve administrative processes, and support student success and retention initiatives.
❖ INSIGHT:
The IRDS team’s efforts to develop and refine these dashboards underscore a commitment to data-driven decision-making and operational efficiency at BSU. By providing nuanced insights into student enrolment, retention, and academic performance, these tools are positioned to support strategic planning and enhance the overall student experience. The ongoing development of dashboards for multimajor analysis and hold management reflects an adaptive approach to evolving institutional needs and underscores a focus on both immediate operational challenges and long-term strategic goals.
RECAP OF IRDS AND BALL STATE UNIVERSITY’S PROGRESS:
▪ Year One (2022): Foundation and Initial Tools
In 2022, the Institutional Research and Decision Support (IRDS) team at Ball State University (BSU) made significant strides in establishing a comprehensive Data Warehouse (DWH). Partnering with HelioCampus, BSU successfully built the DWH infrastructure in Amazon Redshift. The primary tool introduced in the first year was the Student Lifecycle dashboard, which provides insights into admissions, enrollment, retention, and completions. This tool, accessible to around 250 staff members, offers near real-time data, enhancing administrators' ability to monitor institutional trends at various levels, including colleges, departments, and individual majors.
▪ Year Two (2023): Advanced Tools and Predictive Analytics
In the second year, ending August 2023, BSU advanced its data capabilities with the implementation of the Academic Performance Management (APM) tool and the development of a predictive data science model. The APM tool focuses on optimizing course offerings through detailed analysis, currently being refined with early adopters.
Additionally, a significant milestone was the creation of a data science model to predict student retention, using machine learning techniques. This model, which highlights first-term GPA as a key retention predictor, exemplifies the application of DWH data to enhance student success strategies. Overall, these developments represent BSU’s commitment to leveraging data for strategic decision-making and student support, with future plans to expand and refine these tools.
▪ YEAR 3 (2024): New Tools
Previously, we have outlined some of the things that happened over the course of roughly the last two years. Over the course of this year, we have a similarly full agenda with new initiatives and ongoing improvements to existing data products and processes. In 2024, we implemented two new analysis/analytics products.
Workforce Insights
In 2024, we implemented a new module from HelioCampus. It is called Workforce Insights and greatly expand our ability to do analysis and analytics on faculty and staff trend data. This effort will also produce what we call “extracts”. These extracts are analysis-ready files that are generated using source system data and transported via an ETL process into our data warehouse to support analysis and analytics. In this way we leverage not only the delivered reports that come with these extracts, but we can also create custom reporting environments tailored to the needs of BSU.
Graduate Assistants
IRDS has redevelop the internship program that was disbanded some time ago. We have begun to take on interns again from the Graduate Certificate Program in Institutional Research at BSU. Interns from the program get real-world experience in a fast-paced IRDS operation.
Explorer Program
Several departments across BSU have their own analysis and analytics capability. Our Explorer Program is meant to leverage those resources for the benefit of those departments, IRDS and BSU more generally. The Explorers are given privileged levels of access to our data warehouse, targeted training, and the ability to create new dashboards in our Tableau environment. In the process of creating new dashboards, we ask the team to also help us validate fields that can then be used by everyone. This win-win program is a great way to expand our bandwidth while also allowing departments outside IRDS to leverage the data warehouse.
Admissions, Human Resources and Financial Aid
These areas of focus are currently being developed and we work consistently on a weekly basis with our colleagues in these offices to continue to refine the data sources and the ETL processes that bring that data from source systems to the data warehouse.
Data Liaisons
This new effort is intended to be for users who are data savvy but not quite as intensive as the Explorer Program. Data Liaisons are asked to be point people for their department when it comes to interfacing with IRDS and the data products we have made available to the campus. Liaisons will work with us to understand the types of data we have available and the level of effort to produce new data (low, medium, hard).
In addition to the above, we will continue to further refine and operationalize our data science models. We stand ready to support several ongoing and upcoming systems implementations that will require work on our ETL processes to keep the data flowing. Our expanding data governance profile will ramp up as we seek to hire a Decision Support analyst in the office of Decision Support. Also, there is no shortage of requests to expand our data models, create more visualizations, and better support decisions across the institution. Toward that end we are also seeking to hire a BI Analyst in the Office of Decision Support.
EVENTS AND WORKSHOPS
• Tableau Trainings and certifications for staff.
o Explorers are trained in a 40hr course to learn how to effectively use Tableau.
• Data Literacy Institute Training for Staff.
o Up to 60 staff in the Fall 2024 and Spring 2025 terms will participate in the intense data literacy training.
SUCCESS STORIES
In this section, we highlight how data-driven decision-making has played a significant role in shaping recent campus developments at Ball State University, leading to various successful initiatives and projects. Here are some success stories illustrating the impact of data-driven approaches at the university: Ball State University (BSU) has made significant strides in enhancing campus operations and student success through data-informed decision-making. The recent implementation of the institution's Data Warehouse (DWH), in partnership with HelioCampus, has been pivotal in these developments, facilitating various successful initiatives and projects.
▪ Building a Robust Data Warehouse
Over the past two years, BSU's Institutional Research and Decision Support (IRDS) has focused on creating a robust Data Warehouse infrastructure using Amazon Redshift. This foundational effort has allowed the university to centralize and streamline vast amounts of data, which is now accessible to nearly 250 members of the BSU community, including most of BSU’s leadership. This access to real-time data has enabled administrators to monitor and analyze trends at the institution, college, department, and major levels.
The first major tool rolled out from the DWH was the Student Lifecycle Dashboard. This suite of analysis dashboards provides comprehensive insights into admissions, enrollment, retention, graduation, and completions, covering the full lifecycle of a student. By disaggregating data, BSU can now examine the changing demographic profiles of its student population and make informed decisions to enhance student outcomes.
▪ Academic Performance Management
In the second year of DWH implementation, BSU introduced the Academic Performance Management (APM) tool. This innovative tool allows for detailed analysis and optimization of course offerings across
the institution. The development and validation of APM involved cross-departmental collaboration, ensuring that the tool meets the diverse needs of its users. Early adopters are already refining the tool, which is set to play a critical role in aligning course availability with student demand and institutional priorities.
▪ Predictive Modelling for Student Success
Another significant achievement in years two and three was the development of BSU's first data science predictive model focused on student retention. Leveraging the data housed in the DWH, this model uses machine learning to identify the key factors influencing first-year student retention. The analysis revealed that first-term GPA is the strongest predictor of whether students will return for their sophomore year. This insight allows the university to take proactive measures to support at-risk students, enhancing their chances of success.
The predictive model, developed using a random forest algorithm, has been rigorously tested to ensure accuracy, particularly in negative recall identifying students who are unlikely to return. This model was used over the summer to guide outreach to students with a low likelihood of returning for the Fall 2023 term, with promising initial results. The model will continue to be refined and utilized to support the success of incoming cohorts.
▪ Enhancing Student Retention Strategies
BSU's data-driven approach is not just about understanding trends; it's about taking actionable steps to improve student outcomes. By analyzing the factors contributing to student attrition, BSU is developing targeted interventions to improve retention rates. This proactive strategy aligns with the university's commitment to student success and demonstrates the power of data-driven decision-making in shaping campus policies and practices.
Looking Forward
The success of these initiatives underscores the importance of data in driving institutional progress. As BSU continues to expand its data capabilities, the university is poised to leverage these insights for even greater impact. Upcoming projects include further developments in data science, optimization tools, and new partnerships across the campus, all aimed at enhancing the educational experience for students and supporting the university's strategic goals.
BSU’s journey in data-driven decision-making exemplifies how technology and data can be harnessed to create meaningful change in higher education, setting a precedent for future innovations at the university.
FALL 2024
APPLIED ENROLLED
21,093
18,034
Total numbers of indivduals that applied in this semester
Total number of individuals that was admitted in this semester
FALL 2023
3,686 78% 61%
Total number of individuals that was enrolled in this semester
Total Percentage of individuals retained fall-to-fall in this semester % graduating within 6-years
STAFF HIGHLIGHTS
Get to know the dedicated professionals behind the Office of Institutional Research and Decision Support. In this issue, we feature profiles of our team members, HIGHLIGHTING THEIR EXPERTISE, ROLES, AND CONTRIBUTIONS TO OUR MISSION.
MICHAEL LANE
Associate Vice President for Institutional Research and Decision Support
Michael Lane started his career at the New York Institute of Technology, where he worked for 25-plus years playing an important role in the university’s institutional research, analytics, and decision-support efforts. as a senior director of New York Tech’s Office of Research, Assessment, and Decision Support, Mr. Lane helped foster a culture of data-informed decision-making. Beginning in July of 2022 Michael came to Ball State to continue and expand that work. At Ball State he has been able to leverage his experience to advance data use and advanced analytics. Michael believes strongly in the power of data to support student success.
Michael holds a Master of Business Administration from the New York Institute of Technology.
“Success is the sum of small efforts, repeated day in and day out.” – Robert Collier
ANNMARIE ADAMS
Administrative Coordinator
Annmarie Adams came to Ball State as an undergraduate student in 2001 and graduated in 2004 with a degree in Sociology and Interpersonal Relations. Ann returned to campus in 2009 working as an Administrative Coordinator in the Department of Philosophy and Religious Studies. In February of 2022, Ann joined IRDS serving in the same role.
"No matter what happens in life, be good to people. Being good to people is a wonderful legacy to leave behind." – Dr. Taylor Alison Swift
DREW MILLER
Director of Institutional Research
Miller Drew is a 2-time graduate of Ball State University, most recently receiving his master’s degree in information and communication sciences in the summer of 2018. He has a background in Music Education, IT Help Desk Management, and business intelligence. Prior to joining IRDS, Drew worked at Ball State as the Director of Students Systems and Reporting in the Office of the Registrar. He has been with the IRDS team since July 2024.
“I’m not superstitious, but I am a little ‘stitious.” – Michael Scott, The Office
NAVEED SYED Business Intelligence Analyst
Naveed Syed holds a bachelor’s degree from Muffakham Jah College of Engineering and Technology, Hyderabad, India, and a Master’s degree from the University of Arkansas at Little Rock. He joined IRDS in January 2024. Naveed’s focus in on creating impactful business intelligence analytics for the institution.
“The more you know, the more you realize how much you don't know."
JOSEPH FINKE Research Associate
Joseph Finke Bachelor of Arts – Political Science and Classics, Valparaiso University Master of Public Affairs, Indiana University Indianapolis Currently a Ph.D. Candidate in Higher Education, Indiana University Bloomington. He has been with the team a year now as he joined in Started September 2023. Joseph works primarily on producing high quality research products that support the advancement of BSU’s goals.
“Life is a great adventure…accept it in such a spirit.” – Teddy Roosevelt
JONATHAN VOTH
Senior Research Associate for Institutional Research
Jonathan Voth is a Senior Research Associate. Originally from Michigan, Jonathan went to school at Bowling Green State University in Ohio. There, he received a bachelor’s degree in Exercise Science and master’s degree in Analytics. During his grad program, he worked in institutional research as a GA which is what sparked his interest in the field. Jonathan has been at Ball State since April 2023. Jonathan supports many aspects of the work in IRDS including the development of data sources and the ongoing development of the Data Warehouse.
One of Jonathan favorite sayings is if you’re the smartest person in the room, then you’re in the wrong room. Jonathan believes a large part in being happy and successful is surrounding yourself with the right people.
COLE HEADY Director of Decision Support
Cole Heady has been a cardinal since 2010, when he started his undergraduate career at Ball State as a first-generation college student. He has graduated from BSU’s Sociology department twice: once for his bachelor’s degree in 2014 and his master’s degree in 2016. He has worked in various roles for the office since 2017, progressively working his way into the leadership team. He is excited to lead his team in developing expertise in data governance, data literacy, and decision support.
"Keep the human in mind."
LISA HENSELL
Research Assistant
Lisa Hensell is a Research Assistant at IRDS. She grew up in La Porte, Indiana, and is a proud two-time Ball State University graduate. As an undergrad, Lisa studied History with a focus on Public History. During my master's, Lisa studied History with a focus on Digital History. Learning how to transform rows and rows of data into a visual representation so that historical patterns and connections could be made easier was and still is fascinating to me. This is where my passion for data began! Before coming to IRDS, Lisa was the Visitor Services Manager at Minnetrista museum and gardens (also located here in Muncie). She spent almost 7 years there and loved her role and the team. Over time, Lisa found that the tasks she enjoyed the most were pulling reports, gathering data, and leveraging that data to fuel decisions across the organization. Lisa decided to follow her passion for data and has been at IRDS for almost a year and a half.
"I practice turning people into trees. Which means appreciating them just the way they are." - Ram Dass
BELLO FAIDAT
Graduate Assistant
Faidat Bello from Lagos, Nigeria. She is a First Year Graduate Student of Emerging Media Design and Development. She recently joined IRDS as Graduate Assistant in August 2024 where she is charged with the responsibility of managing the team’s online branding, designing, writing and strategic communications. Faidat was responsible for the vast majority of this magazine’s design. "Little drops of water make a mighty ocean.” – Julia A.F Carney.
DILLON KING Intern
Dillon King is from Warsaw, Indiana. He did his undergraduate education at Manchester University in North Manchester Indiana receiving degrees in Sociology and Criminology. This semester marks his 5th term and final term here at Ball State in the Sociology Program. Dillon has been with the IRDS department for only a few weeks now through the IR certificate program. The completion of the IR certificate is the final step of Dillon’s graduate academic journey and Dillon’s plan is to graduate at the end of the semester.
"Never let your sense of morals prevent you from doing what is right.” - Isaac Asimov.
BRIAN PICKERILL
Associate Director of Analytics
Brian Pickerill writes and conducts a variety of surveys for IRDS, helps manage the Qualtrics system at Ball State, and manages chair/director, dean, and other departmental evaluations. Brian has a Master's in Sociology from Western Kentucky University. He has developed and conducted surveys at Ball State since 1987 for the Social Science Research Center, the Office of Academic Assessment, and now IRDS. This year Brian received an excellence in assessment recognition from the Vice Provost for Academic Affairs, the Equity in Assessment award.
"Be yourself; everyone else is already taken. "- Oscar Wilde
TARA GOERING
Assistant Research
Analyst
Tara Goering is a Research Assistant at IRDS. As an undergrad, Tara studied psychology at the University of Nebraska Omaha, Tara also has two Master’s degree in Psychological science and Quantitative Psychology from Ball State University. Tara recently started her role as research assistant in IRDS. "Act in such a way that you treat humanity always at the same time as an end and never simply as a means."- Immanuel Kant.
HOW YOU CAN CONTRIBUTE
We encourage all faculty, staff, and students to get involved in our research efforts.
Whether through participating in surveys, providing feedback on our reports, or contributing ideas for future projects, your input is invaluable.
Ways to Contribute:
• Participate in ongoing surveys and studies.
• Provide feedback on our publications.
• Join our upcoming events, workshops, and seminars hosted or supported by the IRDS office
We hope you find this publication informative and engaging. Stay tuned for future issues where we will continue to provide updates and insights from the Office of Institutional Research and Decision Support.
This E-Magazine is a publication of the Office of Institutional Research and Decision Support at Ball State University. All rights reserved.
