User Guide - Alberta Innovation and Advanced Education
Contents
1. 2 Double click on the file to be installed A Welcome screen will appear You can follow the on screen instruction or follow step 3 to 6 below 3 Click Next twice KPIRS User Guide Sep 2012 doc September 2012 Page 22 KPIRS User Guide 4 Identify where the program was previously installed on your network Select the drive and install the program See the top of the section Executing the Installation Files The directory may already be displayed correctly FA Setup Launch b Select Destination Location Where should Launch be installed Setup will install Launch into the Following Folder To continue click Next IF you would like to select a different Folder click Browse C 4ECDYDEPT Browse At least 12 4 MB of Free disk space is required lt Back next gt Cancel Figure A 2 Installation Directory 5 Click on Next twice and click on Install to begin the installation process 6 Click on Finish to exit the installation wizard 7 Repeat the process for any additional files When the entire install process is complete the following paths will be found on your X drive where X refers to the drive you selected during the install X AECD DEPT BIN where the program files reside X AECD DEPT DAT where the data files reside Inside the BIN you will find the launch ico file and inside the DAT folder you will find the database files Windows NT If you are running Windows NT you will have t2. Alberta Enterprise and Advanced Education This process will not affect any of the data you have t3 entered Several indicators now have this icon 4 In the case of Revenue and Expenditure the indicator has two icons The right icon will refresh the values from the local FIRS system The left icon will refresh values from the Oracle server at Alberta Enterprise and Advanced Education This will allow you to compare the two versions Hint If there is a revenue or expenditure difference between the local FIRS and the Oracle server it is probably because FIRS has not been submitted to Alberta Enterprise and Advanced Education KPIRS User Guide Sep 2012 doc September 2012 Page 15 KPIRS User Guide Get KPIRS Update Form EN Get KPIRS Update Grant MacEwan University Ez Academic Year bolt 2 Update Access Revenue Expenditure Completion University Transfer Leavers by ASN Graduate Survey Research Figure 10 2 Get KPIRS Update Form The Get KPIRS Update form will perform the same function as the buttons on the indicator Select an Academic Year from the dropdown list Select one or more of the possible areas to be updated Press the Update button Progress messages are displayed at the bottom of the form 11 Reference Table Update a Reference Table Update Grant MacEwan University 2010 11 Postal Regions OK Cancel Figure 11 1 Reference Table Update Form This form will update
3. Figure 4 1 The Key Performance Indicator Screen Table View The Key Performance Indicator Screen can be re sized and the columns may be hidden moved or adjusted for width Scroll bars allow users to access columns and rows that are not visible within the screen In the Table view the various data elements for the indicator are presented as columns and identified by the column header In order to see the full name of a data element in the column header the column can be expanded When entering data you may find it useful to move or re size the columns as desired Column sizes are restored when you re enter the indicator KPIRS User Guide Sep 2012 doc September 2012 Page 4 KPIRS User Guide By default the Table view presents the rows in alphabetical order by Program Name Clicking on any of the column headers allows you to change the order The column header indicates the order in which the rows are presented which will show an arrow indicating the direction of the order when that column has been selected The rows represent the records that contain data for the indicator Each row consists of cells that contain values for e The data elements that uniquely identify the record usually program identifiers sometimes academic years sending institutions etc e Data elements that reside within the department s KPIRS database such as survey questions operating periods etc e Data elements that have been extracted from oth
4. 1 Overview of the Organization of KPIRS Software This is an overview of the procedures available as part of the Key Performance Indicator Reporting System KPIRS software KPIRS is accessible through the Launch bar which is the common entry point for LERS FIRS and KPIRS systems Below are the KPIRS menu items that are available in the KPIRS Software and the functions available under each Certain main menu headings or drop down options are only available to institutions that require them Note Most of the menu items have one letter underlined Typing this letter is a quick way to open the screen for that item a Key Performance Indicators Reporting System File Edit Navigation Reports Utility Window Help KPIRS Menu Items File Key Performance Indicators Non credit Entry Print Setup Exit Navigation enabled when Key Performance Indicators or Non credit Entry has been selected First Prior Next Last Find New Delete Edit accessible only after any screen is opened Undo Ctrl Z Redo Ctrl R Cut Ctrl X Copy Ctrl C Paste Ctrl V Select All Ctrl A Reports KPIRS Reports KPIRS User Guide Sep 2012 doc September 2012 Page 1 KPIRS User Guide Utility Data Submission Analysis FTP Browser Provider Export Provider Upload Get Update Refresh Code Tables Window Shows all the windows currently opened Help Contents Search for Help on About KPIRS 2 Launching KPIRS To launch KPIRS 1 Click on
5. Table Form or Note view by selecting one of the options from the View drop down list box located in the top right corner of the Key Performance Indicators screen KPIRS User Guide Sep 2012 doc September 2012 Page 3 KPIRS User Guide 4 Viewing Indicators Data in Different Views Table View By default the data are presented in a Table view where the rows define the scope and level of reporting and the columns represent the data elements for each indicator Please refer to the KPIRS Reporting Manual for the level usually program specialization or institution level and the scope of reporting which programs applicable to each indicator L a Key Performance Indicators Academic Year 2010 11 View Table Provider Grant MacEwan University Indicator Operations Costs per FLE Program Name BO Program ID AJ PT Specialization Name ee Specialization SA YR Direct Operations Service and Total Program Code Support Bachelor of Applied Human Se AHSA AS AD Bachelor of Applied Human Se AHSA 44 4 0 00 Bachelor ofAte ARTS AS UG Anthropology ANTH 45 000 ans Bachelor of Arts ARTS 4S UG Economics ECON 45 4 0 00 0 00 Bachelor ot Ate ARTS AS UG Engish ENGL 23 000 as Bachelor of Arts ARTS AS UG History HIST 54 4 0 00 0 00 Bachelor of Ats ARTS AS UGNotDecled ARTS 24 4 o oo an Bachelor of Arts ARTS AS UG Philosophy PHIL 38 4 0 00 0 00 LY NL CASE OR c oo GAG 4 u Records Displayed t3
6. access to the folder the user or IT staff can execute the X AECD DEPT __ VFP9_DLL_Install exe Follow the instructions in the Executing the Installation Files section KPIRS User Guide Sep 2012 doc September 2012 Page 24 KPIRS User Guide Appendix B Setting up FTP Explorer Once you have completed installing FTP Explorer on your computer an icon should appear on your computer desktop 1 Double click on the FTP Explorer icon An FTP Explorer Window appears as shown below ay FTP Explorer Connect z AL Alberta College of Art and Profile Name aL Generic Connect AL Alliance AL Athabasca University i 994 713 723 AL Augustana University Coll Ho A AL Bantt Centre AL Bow Valley Port a Use PASV Mode D Use Firewall AL Canadian Alliance AL Canadian University Login firsSgen Anonymous AL Concordia University Calle AL Devry AL Fairview Password aa AL Grande Prairie Regional Initial Fath AL Grant McEwan AL Keyano Attempts i Retry Delay i AL Kings University College AL Lakeland AL Lethbridge Community Download Fath Pe Browse AL Medicine Hat AL Mount Royal Description a AL NAIT i AL Nazarene AL Norluest Cache data between sessions AL Northern Lakes Add Save Shortcut Remove For Help press FL Figure B 1 The FTP Explorer Screen 2 Before you can transfer files to and from the FTP site you need to fill in the Profile Name the Host Address the Login a
7. and keep the cursor still In the case of the Program Name the tool tip will display the Program ID Code Field Description Displayed by Tool Tip The Program ID level is the standard reporting level for most of the indicators and for most of the institutions prior to 2004 05 Program ID and Specialization Code is the standardized level for all institutions thereafter In some institutions and in some indicators prior to 2004 05 data had to be reported at a Standard Name level In such cases the Program Name will begin with the letters SN indicating that the data are reported for each Standard Name SN code For example SN Adult Basic Education The Program Length element YR was first introduced in 1996 97 and in most cases has been set to 0 for earlier years KPIRS User Guide Sep 2012 doc September 2012 Page 7 KPIRS User Guide Notes View To enter notes 1 Goto the menu bar and choose File and click on Key Performance Indicator The Key Performance Indicator screen appears 2 Select Notes from the View drop down list box Enter the information in the white area The information will be saved to the database upon exiting this view Qo Key Performance Indicators ollel Academic Year 201011 View Notes Provider Grant MacEwan University Indicator Operations Costs per FLE m aik Figure 4 3 The Key Performance Indicator Screen Notes View This is used to give the depart
8. application The Submission Folder will allow you to verify that you have made your submission to the FTP Server File sizes that have O KB beside them usually mean that the file was created but is not valid Select a Download Directory by pressing the Browse button Double click the file to be downloaded it will turn red Press the Download button To install the files exit the application completely Go to the Download Directory and proceed with the installation routine Installation instructions can be found in Appendix A This form is the easiest way to download and install newer versions of the software data or updates KPIRS User Guide Sep 2012 doc September 2012 Page 17 KPIRS User Guide 13 Provider Export To open the provider export form go to the menu bar and choose Utility and then click on Provider Export The Provider Export screen will appear as shown below B KPIRS Provider Export o amp Grant MacEwan University OF Cancel Figure 13 1 KPIRS Provider Export Screen By pressing the OK button information entered in KPIRS system for the current submission year will be exported to your local C drive and to the Department s FTP site if FTP Files check box is checked 14 Provider Upload To open the provider upload form go to the menu bar and choose Utility and then click on Provider Upload The Provider Import screen will appear as shown below DT KPIRS Provider Upload Grant Ma
9. tables with data from the Alberta Enterprise and Advanced Education Oracle database that are common to all three of the Alberta Learning applications LERS FIRS and KPIRS This is the exact same form used in the LERS system to update common tables KPIRS would only require the General item to be selected KPIRS does not use Postal Regions Press the OK button to execute KPIRS User Guide Sep 2012 doc September 2012 Page 16 KPIRS User Guide 12 File Transfer Protocol FTP Browser D FTP Browser o amp 3 FTP Location Download FTF Files QAFAS _Frog_201120 2a e8e 7 983 KB Launch_Frog_2011f exe 7 836 KE _LERSProg2 Oa exe 15 085 KB Download Directory CMAECOAGEPT Cownload Browse Figure 12 1 FTP Browser Screen This form connects the application to the FTP server at Alberta Enterprise and Advanced Education Once the KPIRS application has been installed on your computer FTP downloads related to this application can be done from this form Three different options are available from the dropdown list Generic Data from Advanced Education and Submission Folder The Generic folder will contain the applications from Alberta Enterprise and Advanced Education Launch KPIRS LERS and FIRS The Data from Advanced Education folder will contain Data and Update installation files KPIRS will alert you to the presence of new versions of the data and update files upon startup of the
10. the browser to the same location on the FTP server Clicking on a link within the browser will either select a file to download or enter into a sub directory displaying more results If the browser asks to Save or Download the file always click on Download Once the file has been downloaded it will be up to the user to find where the file has been downloaded Google Chrome shows the file at the bottom of the page which can be clicked on to begin the install Safari leaves a window showing a list of downloaded files open Internet Explorer will prompt the user for the location where the file is to be saved As you can see each browser is different and would require different instructions for each Contact Gordon de Rouyan at Gordon deRouyan gov ab ca if you would like to be guided through this process FTP Browser in KPIRS The process of downloading is described in detail in the section File Transfer Protocol FTP Browser If using the FTP Browser in KPIRS it would be obvious that LERS FIRS or KPIRS had already been installed The FTP Browser within FIRS could be used to download the KPIRS application But only the FTP Browser within KPIRS can get access to the KPIRS Data file This is the easiest way to download files from the Alberta Enterprise and Advanced Education FTP Server FTP Explorer Steps 1 to 4 below explain how you can download the KPIRS Program and the Launch program from the AL Generic FTP site using FTP Explorer To d
11. the four red triangles Alberta Learning icon on your Windows desktop to execute the Launch program The Alberta Advanced Education systems launch bar appears as shown below FA Alberta Adwanced Education File System Sei us Sar FIBRS LERS FIRS KRIRS Exit Figure 2 1 The Alberta Advanced Education Launch Bar 2 Click on the KPIRS Key Performance Indicator Reporting System icon on the Launch bar The Logon dialog box appears as shown below a Logon Password Figure 2 2 The Logon Screen 3 Enter the Password in the Password fie d The password is available by contacting Gordon de Rouyan at Gordon deRouyan gov ab ca 4 Click on the OK button If your password is valid you will be logged in to the KPIRS system and the menu bar appears KPIRS User Guide Sep 2012 doc September 2012 Page 2 KPIRS User Guide 3 Viewing the Key Performance Indicators Data To open the Key Performance Indicators screen 1 Goto the menu bar and choose File and click on Key Performance Indicators Please wait until the dialog box appears After a few seconds the Key Performance Indicators screen appears as shown below r aS Key Performance Indicators loll amp 8 Academic Year 2010 11 So View Table LE Provider Alberta College of Art and Design Indicator Operations Costs per FLE co Program Name Program ID AJ PT Specialization Name Specialization SA YR Direct Operations Servi
12. to that institution Where 99999999999999 represent the date and time the data file was created Downloading from the Alta Enterprise amp Advanced Education FTP Server There are three ways to download the software 1 Internet Explorer Safari Google Chrome 2 FIP Browser within KPIRS 3 FTP Explorer Note It will be important to know the drive and directory where the downloaded files have been saved to FTP Browser within KPIRS shows the directory at the bottom of the form If this is a first time download of the Alberta Enterprise and Advanced Education software i e if you do not have the Launch Program the KPIRS or FIRS or LERS Program and KPIRS Data installed on your computer or servers use either an Internet Browser or FTP Explorer to download the files Contact for user ids and passwords to access the Generic and Institution specific location on the Alberta Enterprise and Advanced Education FTP server KPIRS User Guide Sep 2012 doc September 2012 Page 19 KPIRS User Guide Internet Explorer Safari Google Chrome These internet browsers allow a user to access an FTP Server by using a specific URL command All browsers use the same command though might be slightly different from browser to browser The following is a template for what one would look like Safari and Google Chrome ftp userid password 199 213 72 3 Internet Explorer ftp userid password 199 213 72 3 userid Both of these commands will direct
13. will result in a FoxPro file being exported KPIRS User Guide Sep 2012 doc September 2012 Page 14 KPIRS User Guide 10 Getting KPIRS Data Updates There are three approaches to getting KPIRS data updates from Alberta Enterprise and Advanced Education 1 Legacy data update install retrieved from the FTP server 2 Icon on the respective indicator form located in the bottom right corner of the form New for 2011 3 Get KPIRS Update form executed from the Utility menu New for 2011 This section will refer to the last two Icon on the Indicator a Key Performance Indicators Academic Year 2010 11 A View Table Provider Grant MacEwan University Indicator Operations Costs per FLE Program Name Program ID AU PT Specialization Name Specialization SA YR Direct Operations Service and Total Programs y t upport Bachelor of Applied Human Se AHSA AS AD Bachelor of Applied Human Se AHSA 0 00 BecheorotAte ARTS AS UG Antiopo ANTH 4 amp 4 o Bachelor of Arts ARTS 4S UG Economics ECON 45 4 0 00 Bachelor otas ARTS AS UG Engish ENGL 84 Bachelor of Arts ARTS AS UG History HIST 54 4 0 00 BecheorotAte ARTS AS UG NotDeclered ARTS 44 Bachelor of Arts ARTS AS UG Philosophy PHIL 38 4 0 00 aS Os ES RO OD aw 4 AAi Records Displayed Figure 10 1 The Key Performance Indicator Screen Table View Click on the t3 icon to refresh the Operations Cost per FLE values directly from the Oracle server at
14. 2012 doc September 2012 Page 21 KPIRS User Guide Executing the Installation Files If this is not the first time to install check the properties of the Alberta Learning icon on your desk top as to where to install For example if it was initially installed on the J drive then install it there e g j aecd dept bin launch exe gt install to j aecd dept The screen shot below shows the Start in directory as J AECD DEPT BIN The installation directory for your specific computer will be J AECD DEPT for ALL of the installs Warning Do not install to the bin or dat folders The install routines will add these directory names after the installation directory you enter f no Alberta Learning Properties Ds Security Details Previous Versions General Shortcut Compatibility A i Alberta Learning t y Target type Application Target location BIN Target J WAECD DEPT BIN Slaunch exe Start in J WAECDSDEPT BIN Shortcut key None Run Normal window Comment Open File Location Change Icon Advanced OK Cancel Apply Figure A 1 Alberta Learning Icon Properties The Install Process The following steps should be performed for each of the files that were downloaded The order of the installs is not important 1 Open Windows Explorer and locate the folder where you saved the files from the FTP server For example C temp
15. Key Performance Indicators Reporting System KPIRS User Guide September 2012 Enterprise and Advanced Education Post Secondary Planning amp Investment Branch This document is to be used in conjunction with the Key Performance Indicators Reporting System KPIRS manual and the Post Secondary Information Reporting manual The Key Performance Indicators Reporting System collects data on performance indicators such as operations costs per FLE graduate student satisfaction and university transfer program leavers This user guide is intended to give institutions an understanding of how to use the Key Performance Indicator KPI system to access different indicators how to print and preview indicator reports how to view information in different ways and how to export KPI data to the Department The KPIRS system can be installed on a stand alone PC or it can be installed on a Local Area Network LAN Institutions may have already installed the Launch facility Refer to the Appendix for instructions on downloading the KPIRS software version 2011 12a from the File Transfer Protocol FTP site and how to install the software For a description of the data elements that make up the various components of KPIRS refer to the Key Performance Indicators Reporting Manual For descriptive information of all systems refer to the Post Secondary Information Reporting manual The current version of this document and the other manuals mentioned are
16. Performance Indicator Screen Reconciliation Indicator Note The line item is uniquely identified by the Description therefore each line item must have a different description otherwise an error will occur when KPIRS attempts to save the line item KPIRS User Guide Sep 2012 doc September 2012 Page 9 KPIRS User Guide 5 Entering Data and Editing Records Each data element for an indicator is displayed as a column in the Table view or as a field in the Form view The first set of program classification elements uniquely identifies the record based on the codes as displayed Many of the elements contain data that have been extracted from other Alberta Enterprise and Advanced Education databases such as full and part time headcounts program completion data and FLE from LERS revenue and expenditure data from FIRS program classification structure from PRS and transfer data from ASI Note All of these values are not to be changed except at the source and cannot be edited from within the KPIRS application Some elements are calculated values based on data in other elements The elements that require entry and or editing by the institution are highlighted Move the cursor to the element for which you wish to enter data click on the element or scroll across or down the grid using the arrow keys tab shift tab key and or the navigation buttons Tabbing into the cell will select the entire contents regardless if there are new da
17. RS User Guide Sep 2012 doc September 2012 Page 11 KPIRS User Guide Select the Category the Sub Category the Subject Area and the Classification from the drop down lists Enter the values in the Registrations Student Contact Hours and Unduplicated Headcount fields When you are done click on the Save icon a on the tool bar The table view will be presented with the new record included To change an existing record highlight it in the table view and click on the Edit icon toolbar To delete a non credit record Go to the menu bar and choose File and click on Non Credit Course Registrations The Non Credit Course Registrations screen appears Select the Academic Year from the drop down list box and put the insertion point on the row that you want to delete If there is no non credit data for the selected Academic Year the Non Credit Entry Screen will be blank Click on the Delete icon located on the tool bar The record row data will be deleted from the Non Credit Entry screen Note Course Registrations and Student Contact Hours are updated saved at the institution for the Access Non Credit Unduplicated Headcount indicator in the Key Performance Indicator form automatically Unduplicated Headcounts cannot be summed up and placed into the indicator because students are unique at the program level and manually adding those up may result in an over inflated number because of double counting KPIRS User Gui
18. Tl Reference Table Update nne a a ee 16 12 File Transfer Protocol FTP Browset ccceccscecsccescccescccsccccscescecescecsccecscescecescecescecsccececessecesse 17 13 Provider EDO icenian a A ieee 18 14 gt Provider Uplod sirisser a A A aa iaaa 18 15 PADDONGICICS o E E A sl enc sear eine esevecesoeeies 19 Appendix A Installation of the KPIRS Program sccscsssssscscscecsccscsceccccscsceceecscscssers 19 CVC OWN she Sciatic hte ian ea ceed tebe nian da en nee sae naan ck 19 Downloading from the Alta Enterprise amp Advanced Education FTP Server 19 Executing The INStAN AION FICS ssssseckcacishdvessdiodsiandeaurvenstanncandetessnatwiantausiewes 22 NEW COMDUTO S oiiaaie e ein cease entd vet Harada diy E E S A a 24 Appendix B Setting up FTP Explorer s ssesessesessesessssesssoecessesssoecssssesssoesseseosssecssseoseseo 25 Appendix C KPIRS Toolbar Items sccscscscsscscscecsccscsceccccscscsccccecscscescecscsceccececscssess 26 Appendix D What s New for 2011 sessesessssessssesssoessssecsssesssosossoessssesssseossseosssesseseo 28 A Additions and Updates 2011 s ssssessesssssessssesseeesrerssrressrersseeeseerssssess 28 B KPlReports Screen Button Hemse cananan tues geavessecverons 28 Appendix E Glossary of TermS sesessesessesessssessesesssoessssecsssesssoesssoessssesssseosesesssseoseseo 29 List Of PIDULOS saua e a a a nes texeveuesweas 30 KPIRS User Guide KPIRS User Guide
19. available on the Alberta Enterprise and Advanced Education website http www eae alberta ca post secondary funding supportsinstitutions resources data aspx and on the Campus Alberta Planning System CAPS website https portal aet gov ab ca apps caps The manual will be updated as necessary and institutions KPIRS contacts will be advised when a new version has been posted to the site If you are a new user to CAPS a new account can be created through SIAMS by clicking the Are you a new user link Alternatively specific instructions on downloading the manual including the location of the department s FTP site are provided to each institution s KPIRS contact For questions on how to use the KPIRS software contact the Information and Application Services Branch Contact Gordon de Rouyan Email Gordon deRouyan gov ab ca Phone 780 945 0712 KPIRS User Guide Prepared for Comprehensive Academic amp Research Institutions Specialized Arts amp Culture Institutions Baccalaureate and Applied Studies Institutions Polytechnical Institutions Comprehensive Community Institutions Independent Academic Institutions and Alberta Enterprise and Advanced Education Post secondary and Community Education Division KPIRS User Guide Contents 1 Overview of the Organization Of KPIRS SOFtWALEC ccccccccccscescccccsceccececsceccccecececcscecscecescececes 1 Ze Launch KPIRS cis soventcesacictasscceutaseosecaaecnueedde so
20. cEwan University Upload Files Upload File Name Browse Upload Figure 14 1 KPIRS Provider Upload Screen This form allows the user to upload any type of file to the FTP server For example ZIP files of the data directory can be sent for an analyst to review and identify and resolve issues Pictures of error messages and supporting excel files to name a few Browse to the file for upload Click on the Upload button to send to the FTP server KPIRS User Guide Sep 2012 doc September 2012 Page 18 KPIRS User Guide 15 Appendicies Appendix A Installation of the KPIRS Program Overview When installing the KPI system for the first time ask your institution s IT department to contact Gordon de Rouyan at Gordon deRouyan gov ab ca regarding the user access rights the users of KPIRS need Installing the KPI system requires that you first go to the AL Generic Transfer Protocol FTP site and download the Launch and the KPIRS Program software files The KPIRS data file is located on your institution specific FTP site The KPIRS application consists of three required files The files are __Launch_Prog 9999X exe Where 9999 is a numeric value representing a year Where X represents the version for that year __KPIRS_ Prog 99989999X exe Where 99989999 is a numeric value representing an academic year Where X represents the version for that year __KPIRS_ Data_XX_99999999999999 exe Where XX represents the code specific
21. ce and Total Program t Code Records Displayed 0 Figure 3 1 The Key Performance Indicators Screen 2 Select the Academic Year from the drop down list box For most indicator sets this is the same as the most recent academic year of enrolment data in the Operations Costs per FLE indicator For some indicators such as Graduate Employment and Academic Outcomes the data required are for a previous academic year or cohort Refer to the KPIRS Reporting Manual to determine the correct reporting year for each indicator 3 Select your Institution s name from the provider drop down list box and then select the Indicator If there are data for the selected indicator set the data will be displayed on the Key Performance Indicators screen The Key Performance Indicators screen shows the total number of records for the selected indicator at the bottom of the screen For indicators reported at the Institutional level such as the Access Non credit Unduplicated Headcount the Academic Year will be disabled as all years of data will be presented on the screen The lists of indicators appear in the same order as the indicator sets appear in the KPIRS Reporting Manual There are different types of indicators and each indicator has its own reporting level and reporting year For a detailed description of each indicator and when to report each indicator please refer to KPIRS Reporting Manual Note You can view the different indicator data in
22. de Sep 2012 doc September 2012 Page 12 KPIRS User Guide 8 Generating Reports Reports are available for all indicators and may be printed at any stage of the data entry process All appropriate records will be displayed with or without values entered by the institution All the data elements that you see on the screens are also presented on the reports including calculated values In addition the reports provide summary totals which cannot be viewed on the screen Hint It is often useful to generate the reports prior to entering data These can be used as forms or templates for collection of the information from others at your institution When all data have been entered and you are ready to submit the data you are encouraged to print all reports and keep them where they can be referred to later To generate indicator reports 1 Goto the menu bar and choose Reports and then click on KPIRS Reports The KPIRS Reports screen is shown below a KPIRS Reports lo amp Provider Academic Year Indicator _ Alberta College of Art and Design a 2011 12 B Operations Costs per FLE a Ambrose University College 2010 11 Program Costs Research __ Athabasca University _ 2009 10 Reconciliation Report Augustana Faculty of the U of A 2008 09 _ Graduate Satisfaction Outcomes 5 T Bow Valley College 2007 08 __ Graduate Satisfaction Outcomes Summary _ Canadian Nazarene University College d _ 2006 07 na
23. eference Table Update FOr aise coir eis eed ne ne TE 16 gure t T FPP BrOWSEl SCHEIN ea a a E aaniadesouanedal eagle a aunenia Rasa anaeuheon 17 Figure 13 1 KPIRS Provider EXDOrt SChECN me ave oe een ee le aes 18 Figure 14 1 KPIRS Provider Upload Scree Meore ieee i Wie ead Gia ee ie es 18 Figure A 1 Alberta Learning ICOM Properties cccsesseccssosesccscsescccecsesccncuessencusescseusescencuessencusesesscsesssseuesss 22 FIQUIC A SZ ANSIGIOUION Directory sorrentina Cie mulated atoeieales EE E E ie N 23 Figure B 12 The FIP EXD Olen Sireen sone re e ieee aces aes cede aint anges een eS 25 KPIRS User Guide Sep 2012 doc September 2012 Page 30
24. ep 2012 doc A blinking line character that signifies where the next character will be displayed on the screen A box that you can click to turn an option on or off When the option is on a check mark appears in the box The control text box check box or button cannot be used to perform a function If the control is disabled it is grayed out The process of copying a file from a file server to your local computer or onto a network A blinking line character that signifies where the next character will be displayed on the screen To format data in such a way that it can be used by another application The control text box check box or button can be used to perform a function If the control is enabled it is not grayed out A space allocated to enter a particular item of information The name of a file Stands for File Transfer Protocol that is used to transfer files between your local PC and a remote FTP server You can connect to any FTP server browse through directories and files and transfer files upload or download in either direction Refers to the ability of an application to read and use data produced by a different application Buttons used for selecting options in interactive forms only one can be chosen at atime If an option button is selected by clicking on it all the other buttons are automatically deselected A list of directories A cascaded menu that appears after selecting a command on the main men
25. er departmental databases enrolment information from LERS uses ASI information to obtain the information for the UT Transfer Leavers template and financial information from FIRS e Elements where institution enters the data and e Calculated values calculated by the software often upon entry of other elements Cells that need to be entered by the user appear white All others will be colored or shaded Horizontal navigation through the cells on the table is best accomplished by using the mouse Use the Up Down Arrows on the keyboard or use the navigation icons 14 bb on the tool bar to move between records Warning KPIRS saves changes without a warning Saving in this manner makes data entry quicker If you accidentally change a cell as soon as you tab out or put the insertion point in a different cell the data will be saved right away Use caution not to delete or change the data that you did not intend to delete or change To ensure there is a copy of the entered values print a report to refer back to if you accidentally make changes KPIRS User Guide Sep 2012 doc September 2012 Page 5 KPIRS User Guide Form View To view data in Form view Select the Form option from the view drop down list box A form with the selected indicator name appears as shown below a Key Performance Indicators oS amp Academic Year 2010 11 View Form Prowider Grant MacEwan University Indicator Operation
26. h means that the new record can be entered This function is also available from the Navigation New drop down menu Removes the current record from the KPIRS database This function is also available from the Navigation Delete drop down menu Updates the records found from the query result September 2012 Page 26 KPIRS User Guide The next four arrow icons allow you to navigate from one record to the next or from the first record to the last record The icons or the menu items are available after the Key Performance Indicators or the Non Credit Entry screen is displayed on the screen Icon Item Description I4 First Moves to the first record This function is also available from the Navigation First drop down menu 4 Previous Moves to the previous record This function is also available from the Navigation Prior drop down menu gt Next Moves to the next record This function is also available from the Navigation Next drop down menu P Last Moves to the last record This function is also available from the Navigation Last drop down menu Tool Tips Text tool tips have been provided on the tool bars When the mouse pointer is placed over a tool bar icon a small text box will appear describing the function that icon will perform KPIRS User Guide Sep 2012 doc September 2012 Page 27 KPIRS User Guide Appendix D What s New for 2011 Additions and Updates 2011 The fo
27. hat you wish to print a report s for and click on the Print icon To Preview Report s 1 Click on the Indicator s and click on the Preview ta icon 2 Once you are done previewing the report click on the Close Preview Qs icon on the tool bar You can also print the reports from this view You can use the navigation icons on the tool bar to go from one page to the next You can also use the Go to Page icon on the tool bar to go to a specific page Click on the Go to Page T icon Type in the Page Number and then click on the OK button This will take you to the page that you want to view Click Cancel to exit To Export a Report s The Export button is used to write the contents of the report to an Excel Text or FoxPro file To do this 1 Click on the Indicator s and click on the Export button at the bottom of the KPI Reports screen The Save As dialog box comes up 2 Create a new folder or locate the directory where you want to save the file 3 Select the file type from the Save As Type drop down list box and name the file 4 Click on the Save button An Export dialog box appears as shown below Click OK for the message Export al 0 Exported to CAMECD DEPTLOPCOSTFLEXLS Note When exporting data there are four types of file options available Selecting either the All Files or XLS options will result in an Excel file being exported The File option will result in a Text file being exported while the Table Dbf option
28. llowing updates were made to the manual 1 oF a E Updated all form pictures for newer Windows 7 look Updated with new version numbers of the software Added two new elements to the Utility menu in section 1 Added Get KPIRS Update section Added Refresh Code Tables section Re Wrote the installation process appendix B KPI Reports Screen Button Items The KPI Screen Button Items have been taken out from the main Manual This functionality has been replaced with a right click on a list A popup window appears with Select All Select None Invert Selection and Exit This was done to simplify the objects design Description Clicking on the All button selects all the indicators report in one step This button is used if viewing or printing of all the indicators reports if necessary Deselects all the selected indicator reports in a single step Invert Invert Selects and deselects all the indicator reports in one step This button can be clicked more than once to reverse the buttons selected Export Exports the selected indicators report into a different file format such as Excel or database files KPIRS User Guide Sep 2012 doc September 2012 Page 28 KPIRS User Guide Appendix E Glossary of Terms Cursor Check Box Disabled Download Insertion Point Export Enabled Fields File Name FTP Import Option Buttons Path Submenu Upload KPIRS User Guide S
29. ment explanation on reconciliations and any anomalies that might appear in the data KPIRS User Guide Sep 2012 doc September 2012 Page 8 KPIRS User Guide Reconciliation Indicator To enter values in the Reconciliation Statement 1 Goto the menu bar and choose File and click on Key Performance Indicator The Key Performance Indicator screen appears 2 Select Reconciliation from the Indicator drop down list box The Reconciliation tab form appears as shown below The Key Performance Indicator screen shows the total number of records in the Records Displayed area The Total Operations Expenditures from the Expenditure indicator set is displayed The Total Program Costs is also displayed as is the Difference between these two values 3 To enter anew line item click on the Add button A new row will appear on the grid with a description of New Record The value entered in the Reconciliation column reduces the total operations expenditures to the amount allocated to programs N Key Performance Indicators Academic Year 201011 Provider Grant MacEwan University Indicator Reconciliation Total Expenditures as per Financial Statements 0 00 Difference Description Reconciliation Overhead Revenue Ancillary Services 0 00 0 00 Non Credit Instruction 0 00 0 00 Mew Record 0 00 0 00 Delete Add 0 00 0 00 Total Program Costs 0 00 Reconciled Program Costs Records Displayed Figure 4 4 The Key
30. n ceca saceescas was caca os teretde pay seca aca cstaeastesat nents 2 3 Viewing the Key Performance Indicators Data ceccccccereccccscsceccccccsceccccccsceccscecscecescecscecess 3 4 Viewing Indicators Data in Different VICWS cccccccccececcecccsceccccccsceccccecscsceccececscecescecscecescese 4 Table VIEW aoso a cau ausecadeeuuncvesenousescsestaans 4 FOF VICW seccsscecnasacsvanasuncesaiacacwssanssnaaniassvagnsesesausasaavapnessuarsateawanateaecanaieaeveaanusstessiaustaness 6 NOLES VIEW viesisdiescsiecesantadewarctaeueronivaciecsabeneroelsaguaget in weuoeieidenretienssonidaeuaretoenesenrtdceceatanuseed 8 Reconciliation Indicator ieicsircesoceclagel ats eceaatietadesendeseseteatetec aa 9 5 Entering Data and Editing Records sisisi iiir anie eee 10 6 Importing Financial Data from a Local FIRS Database cccssccccscescccccsceccccccscececcecscecescececes 10 7 Entering Non Credit Course Registrations sessessesoesoesoesoscsescoescesoesoesoscosoesoesoescesoesoscsosoeese 11 8 GONCrATING REDONIS sensa eae AE dad ene E EAE 13 9 Exporting Viewing or Printing Reports seessessecsoescescoesocscescocsoescosocescoescoocsoescoesooescoeeoeecoeeo 14 10 Getting KPIRS Data UpdateS seesesoesoesoesoscescoesoesocsocsosoosoesoesoesoesoesoeoosoosoesoesoesoesoesossosoeeo 15 icon on the Indicator sscccacstocitavesecesactevsetentieetzarcauesteouioaidectewendsvtinctaasadecatansedesaenewseuenetes 15 GEtKPIRS Update FoM aee a 16
31. nd the Password assigned to your institution The password is available by contacting Gordon de Rouyan at Gordon deRouyan gov ab ca Also create a profile for AL Generic 3 Click on the AL Generic and click on the Connect button The AL Generic FTP Explorer window appears At this point the AL Generic Setup is complete Note In the display screens above the AL Generic site refers to the one location used by all institutions to access the Alberta Enterprise and Advanced Education executable programs KPIRS User Guide Sep 2012 doc September 2012 Page 25 KPIRS User Guide Appendix C KPIRS Toolbar Items The following icons are accessible when a KPI reports screen a Key Performance Indicators screen or a Non Credit Entry screen are open You can either use the icons or the drop down menus from the menu bar Item Go to Page KPIRS User Guide Sep 2012 doc Description Allows you to preview a report before printing It displays the report as it will appear when printed Prints a screen capture for the active window Goes to the page specified on the print preview screen This icon is available only when you are viewing a report from a screen Closes the current screen Saves any outstanding changes to the KPIRS database Use this icon after new records are added changed or deleted from the database This function is also available from the Edit Save drop down menu Puts the screen in an Enter mode whic
32. o go to the folder containing the Launch exe SBF launch exe program and create the shortcut yourself To create the shortcut on your desktop 1 Locate the BIN folder and double click on it 2 Right click on the launch exe file and click on Send To 3 From the submenu click on Desktop Create Shortcut 4 If you prefer rename the new shortcut icon that you just created and delete any old Alberta Enterprise and Advanced Education icons You should now have an updated red four triangular icon on your desktop entitled Alberta Learning KPIRS User Guide Sep 2012 doc September 2012 Page 23 KPIRS User Guide New Computers There are times when users get new computers but the Alberta Enterprise and Advanced Education software has already been installed correctly on the server This section will handle this issue In prior years Alberta Enterprise and Advanced Education has supplied a file called __VFP9_DLL_Install exe on the FTP server Supplying this file to the institutions is done differently now The __VFP9_DLL_Install exe file is included with all of the Prog_ install files The __VFP9_DLL_Install exe file will automatically be saved to the X AECD DEPT where X refers to the drive you selected during the original install Maybe this is a new user to the Alberta Enterprise and Advanced Education software In this case it would be necessary to ensure the user has full server access rights to the X AECD directory Once the user has
33. om of the FTP Explorer window To download KPIRS Data Install 1 To open FTP Explorer double click on the FTP Explorer icon on your desktop or click on the Start button on the Windows task bar move the mouse up to Programs From the Programs submenu click on FTP Explorer 2 Click on your institution name on the Connect screen and then click on the Connect button At this time you are at your institution site 3 Locate the folder where the KPIRS Data files are located On the right hand side you will see a file named KPIRS_data_GP_99999999999999 exe or similar The file is institution specific with different numeric information at the end each time Press the Ctrl key on the keyboard and click on the file name Now the file should be selected 4 Gotothe menu bar and click on File From the drop down list click on Download To and the Download to dialog box appears Locate the folder where the files are to be saved to and click on the Save Button This process might take a few seconds Once the file is downloaded successfully a transfer complete message will display at the bottom of your institution FTP Explorer window At this time you are ready to install the three files that you downloaded Note Make sure to install the KPIRS data file first before you install any KPIRS update file Note As of KPIRS 2010 2011a KPIRS Updates should no longer be necessary Please see the What s New for 2011 section KPIRS User Guide Sep
34. ownload the KPIRS Program and Launch Program 1 Open FTP Explorer by double clicking on the FTP Explorer icon on your desktop or click on the Start button on the windows task bar move the mouse up to Programs From the Programs submenu click on FTP Explorer If you do not have FTP Explorer installed you need to install FTP Explorer and request user ids and passwords from Alberta Enterprise and Advanced Education 2 Select the AL Generic on the Connect screen Click on the Connect button At this time you are in the AL Generic site 3 Click on the firs9gen folder On the right hand side of the screen you will see a file named __KPIRS Prog 20102011a exe and __ Launch Prog 2011f exe or similar Press the Ctrl key on the keyboard and click on the file names one by one Now the two files should be selected KPIRS User Guide Sep 2012 doc September 2012 Page 20 KPIRS User Guide 4 Gotothe menu bar and click on File From the drop down list click on Download To The Download to dialog box appears Locate the folder where you want to save the files and click on the Save button It will ask you to save again for the second file Click on Save If you do not have an existing folder where you can download the files create a new folder and click on the Save button twice for each file This process might take a few seconds Once the files are downloaded successfully you will see a transfer complete message for each file you downloaded at the bott
35. refresh the screen This step should be performed for both the Revenue and the Expenditure indicators Note This feature will cause any previously entered values to be replaced by the values that reside on your FIRS database As well when the data arrive at the department any values that originated from your own FIRS database will be overwritten by Alberta Enterprise and Advanced Education values if they are not the same 7 Entering Non Credit Course Registrations To create a non credit course registration record 1 Goto the menu bar and choose File and click on Non Credit Course Registrations The Non Credit Course Registrations screen appears A table view grid is presented with columns that describe the non credit elements required The rows are for the records that you will need to create 2 Click on the New b icon on the tool bar A form view is presented as shown below for each of the identifiers of the non credit record EN Non Credit Course Registrations co EI z Academic fear 2010 11 Provider Grant MacEwan University View Table Categom Mon credit Courses Sub Categom Normal Programming Subject Area Academic Upgrading Classification Academic Upgrading Non Credit ID EPIOOO411 Non Credit Name Academic Upgrading Registrations U Student Contact Hours 0 Unduplicated Headcount 0 0 Flex Fra Completers Figure 7 1 The Non Credit Course Registrations Screen in Entry Mode KPI
36. s Costs per FLE Operations Costs per FLE Program M ame Program ID PT YR Bachelor of Applied Communications PAO AD 4 Specialization Name Specialization Code AU SA Bachelor of Sppled Communications PROM AS 23 Direct Operations 0 00 FLE 217 132 Serice and Support 0 00 Cost per FLE 0 00 Total 0 00 Records Displayed Figure 4 2 The Key Performance Indicators Screen Form View The Form view allows you to view individual records This view first presents the record that the cursor was on when Form view was selected by default the first record and allows you to scroll through the records using the navigation icons on the tool bar Each data element of the record is depicted as a field within the form As in the Table view some fields contain values which may not be overwritten these will be grayed out others are for data entry and appear white The form view provides labels for the data elements that are consistent with the definitions in the KPI Reporting Manual and the Post Secondary Information Reporting manual Users often find the Form view easier to visualize and understand the indicators KPIRS User Guide Sep 2012 doc September 2012 Page 6 KPIRS User Guide In Form view the tool tip displays the long descriptions of the codes that uniquely identify each record as the cursor is moved over the field The long descriptions are also available in the table view In order to see them select the cell
37. sri pal primis _ Canadian University College 1C 2005 06 ee EE A AT A SS T Concordia University College of Albert 2004 05 S AA we pals PENNE A i u pment and Academic Ou el a College a __ Athabasca Program Completion __ Grande Prairie Regional College __ 2002 03 __ Athabasca Course Completion Grant MacEwan College 2001 02 E PBU Course Completion O Grant MacEwan University 2000 01 _ j University Transfer Program Leavers Keyano College 1999 00 _ University Transfer Program Leavers by ASN __ King s University College The J1998 93 M Access Non credit Unduplicated Headcount Figure 8 1 The KPI Reports Screen 2 Click on the button beside the Provider and then click on the button for the Academic Year When the buttons are clicked the selected item s will turn red and the button s beside the selected item s will be pressed down Reports can be re generated at any time and may be printed viewed or exported to a file If there is no report for the selected indicators then the preview print or the Export buttons do not bring up a report KPIRS User Guide Sep 2012 doc September 2012 Page 13 KPIRS User Guide 9 Exporting Viewing or Printing Reports There are three buttons located on the KPI Reports screen that will allow you to select and to deselect more than one indicators at once To Print a Report s 1 Click on the Indicator t
38. ta or old data Using the mouse will usually place the cursor into the center of the cell which could have you entering in a smaller value than what was intended a quick triple click with the mouse will select the entire cells contents If entering new data key in the appropriate values If editing values you may need to highlight the existing values before keying in the new information Any calculated elements on the record are refreshed and the new values displayed You do not need to save the record The values entered will update your local database automatically once leaving the record 6 Importing Financial Data from a Local FIRS Database The Revenue amp Expenditure indicators are populated with the most recent FIRS data available from the department s Oracle FIRS database Values are extracted for the most recent Actual 2 Collection Year If your institution s FIRS data resides in the same location directory as the KPIRS data you may update the values in the Revenue amp Expenditure indicators with more recent information from your local FIRS database KPIRS User Guide Sep 2012 doc September 2012 Page 10 KPIRS User Guide To Update the FIRS data in KPIRS 1 Select Revenue or Expenditure related Indicators from the Indicators drop down list box F 2 Click on the Refresh values from FIRS 4 icon at the bottom right hand side of the Key Performance Indicator screen to import the FIRS data into KPIRS and to
39. u An arrowhead after a command indicates that a submenu will be displayed with additional menu options To transmit data from your PC to a network September 2012 Page 29 KPIRS User Guide List of Figures Figure 2 1 The Alberta Advanced Education Launch Baf scccccssesccccsesecenssseseceesececcusecscsueeeseceesecessseeetas 2 Figure 2 Z TNE LOGON SCCM cok ccrrss sev baste E Genanetetee rea satoee nee eee 2 Figure 3 1 The Key Performance Indicators SCCCN seccccsseeeeccneesccecsusecsscussesccuesecsesusecsssuseesssuesecessuseeseas 3 Figure 4 1 The Key Performance Indicator Screen Table View cccsescccceeeeccceesececcsecsesesseseeeesesesseseeeees 4 Figure 4 2 The Key Performance Indicators Screen Form View ccccsesecccseseeccceesececsnsececseeeeseeesecessseeeees 6 Figure 4 3 The Key Performance Indicator Screen Notes ViCW cssesecceseseeecceesececensecesseescsecueseceseuseeseas 8 Figure 4 4 The Key Performance Indicator Screen Reconciliation INGICATOL cccsesecceeeeeeseceseceeaseeeees 9 Figure 7 1 The Non Credit Course Registrations Screen in Entry MOEC cccccsesecccseseeseceesececsseeseseesess 11 Figure 8 12 TNE KEI REPONS SCLCCN wince yoann tee Santchoc healers ge eS 13 Figure 10 1 The Key Performance Indicator Screen Table View csccccseeseccceesececcessescceeseceessecstsuesess 15 Figure 10 2 GeECKPIRS Update FOr warns E eee ea eS 16 Figure 11 1 R
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