Here are some steps in the process of setting performance metrics, criteria for success and targets.
Identify what others in your field use to determine success and guide strategy.
This provides a starting point to compare your data and measure change.
Begin to map out your data collection by defining what information to collect.
Research Industry Standards
Researching Key Performance Indicators (KPIs) used by comparable institutions and departments is essential for defining success and guiding strategy. It is a type of performance measurement that helps you understand how your organization, department or institution is performing and allows you to understand if you’re headed in the right direction with your strategy.
KPI Examples
- Average Age of Buildings
- Renovating older buildings effectively lowers the building’s age. Thus, tracking the age of your buildings on campus helps ensure that adequate maintenance is being provided and that they are fully functional.
- Social Media Engagement
- The analytics you will need for this metric are often available through the social media platforms your school chooses to employ (like Facebook, for example), and can show how well your social media department is performing.
- Percentage Of Students Living on Campus
- Tracking this rate allows administrators to ensure that there is enough room (or too much room) for students on campus and that this stays in line with the long-term strategy of the institution.
- Persistence Rates
- Understand and monitor the factors that affect students’ persistence on to the next semester.
- Student Engagement
- The number of students who study abroad, live on campus, participate in research activities, co-curricular activities, intramurals, etc.
- Student Outcomes
- Keep track of students after graduation to see where their education takes them.
- Graduation Rates
- The percentage of students who graduate and the amount of time it takes them.
- Disproportionate Impact
- Measure gaps between certain cohorts and your overall student body such as Greek vs non-Greek students
- Retention Rates
- What percentage of students return for the next semester?
- Marketing Programs
- Measure the success of each marketing campaign.
Establish Baseline Data (if needed)
Baseline data provides a beginning point to compare future data. It represents the current performance standard that is used to determine if there is continuous improvement after making changes and adjustments.
Tips
- Gather at least two to three years of data on the performance that is being measured.
- Ensure the data is collected during the same time period or within similar environments to have an accurate comparison.
- Data collection should be ongoing to identify progression.
Determine What to Collect
When determining effectiveness and learning, it is important to understand what information you are seeking. Having clarity on the type of measure and the type of information you are seeking helps to define success standards and targets.
Key Questions for the Data Collection Process
- Does participation always imply effectiveness?
- Does user satisfaction always imply effectiveness?
- Does user estimation of the value of your services always imply effectiveness?
- What information are you going to collect?
- Things to consider:
- Audience
- Measures (Quantitative/qualitative)
- Timeframe
Determine Method
What method will you use to collect data?
- In-person vs online
- Paper vs technology
- Instrument? Survey, gamification, reflection
Designate Personnel
Who is responsible for data collection and evaluation? Designate a person or team to maintain accountability in the data’s collection, storage process and accessibility to all team members.
Write a Success Level
To define a clear path to success, you need to establish the following:
Level
What is the scope of your goal?
Subject
Who and what is involved?
Action
What steps should you take?
Object
What do you hope to achieve?
Modifiers
What conditions could affect the process?
Collection Plan
Who is responsible and how will you keep track of progress?
Example
90 percent (level) of first-year experience students (subject) will rate on a customer satisfaction survey (action) their preview experience (object) as a three (satisfactory) or better on a 5-point scale (modifiers). Surveys will be administered at the end of the preview experience and the coordinator will collect data (collection plan).
Tips
- The success level should be based on the selected measure.
- Success levels should always be quantifiable.
- Can indicate a number or percentage of items, people or activities. They can also indicate a designated level of proficiency, or both.
- Including the collection plan is important.
- Be consistent with success levels, don’t change often.