User Access to Data Before and After Implementation of a Data ...

User Access to Data Before and After Implementation of a Data Warehouse HENRY L. HINKLE – ADVANCE DATA ANALYST KRIS MAPES – COMPLIANCE AND REPORTING MANAGER

PRESENTATION OVERVIEW • • • • •

WCC District Highlights College/Data Environment Before the Data Warehouse College/Data Environment After Implementation Specific Examples Next Steps

WCC District Highlights

WCC DISTRICT HIGHLIGHTS • Comprehensive community college in IL serving portions of 5 counties • Largest community is Aurora, 2nd largest in IL

• Has 4 campus locations with extension sites in the communities • AY 2013-2014 enrollment 21,000+ students • Student demographics: • 43% Male, 57% Female • 30% full-time, 70% part-time enrollment • Average age (credit): 25, (noncredit): 43

• • • •

HLC Accreditation through AQIP Tree Campus USA designation since 2011 Added Hispanic Serving Institution (HSI) designation in 2009 Has served over 315,000 students since 1966

WCC DISTRICT DIVERSITY – RACE/ETHNICITY

WCC DISTRICT DIVERSITY – EDUCATIONAL ATTAINMENT

College/Data Environment Before the Data Warehouse

ISSUES WITH DATA REQUESTS (PRE-DATA WAREHOUSE)

• Ad Hoc requests • Data request process was not linear • Data requests could get ‘lost’ moving from one level to another (hierarchical organization), exacerbating time line issues • Inadequate requester data specification • Interpreting others’ un-sourced data was challenging • Updating often meant identifying previous data source first • Dynamic cohort data not available through current delivered sources

ACCESS TO DATA (PRE-DATA WAREHOUSE) • Crystal Reports • No comprehensive listing of available reports and selection parameters • New report creation fulfillment could take several weeks or more • Crystal reports were not very ‘friendly’ to the need for multiple selection parameters • Limited access to specific Crystal Reports – had to request access for each report separately • Many special purpose reports ‘masquerading’ as more general purpose • Etc.,etc.,etc.

CATALYST FOR CHANGE • Hispanic Serving Institution designation (2009) • Successful application for a Title V grant entitled “Removing Barriers to Student Success” (2010) • • •

Enhance data collection, assessment and monitoring of institutional effectiveness Develop a comprehensive data warehouse Improve Hispanic student: • Post-secondary transition and success; and • GED/ESL transition

College/Data Environment After Implementation

WHAT IS A DATA WAREHOUSE?

ADVANCE DATA WAREHOUSE • Vendor: Zogotech • Most data comes from our transactional data system (Banner) • Updated nightly

• Data integrated from National Student Clearinghouse • Updated each term

ADVANCE DATA WAREHOUSE • 2 major sections implemented • Enterprise Reports • Produces aggregate reports using a point-n-click pivot table interface

• Student Navigator • Provides quick access to individual student data and lists of students using a point-n-click interface

Demonstration

DATA REQUESTS AFTER IMPLEMENTATION • Many simple requests can be completed much more quickly (same day in some cases) • Documentation easier via saved reports and student lists • Interface facilitates specification • When requests are fulfilled inadequately, modifications or additions are much easier to perform

ACCESS TO DATA AFTER IMPLEMENTATION • Sharing capabilities in the warehouse allow for easy transmission and cataloging of saved reports and cohorts • Users can now explore the data and test multiple scenarios in real time without needing to request a new report for each scenario • Simple requests moving away from the domain of data analysts and into the hands of subject matter experts • Removed the “coding barrier” for data-savvy employees throughout the college

Specific Examples

“I NEED TO FIND STUDENTS WHO…” • Assistant Dean needed to identify the possible pool of students who were eligible to take a rarely-offered course • Students with a particular major who had successfully completed 2 prerequisite courses

• Dean had the list of eligible majors, but finding out whether each one had ALSO completed a series of courses meant investigating each record individually • Data warehouse saved “hours” of rote searching by creating two lists and instantly cross-referencing them

YEARLY REPORTING • Dean for Developmental Education needed a yearly report generated to track the performance of developmental education courses and the subsequent performance of developmental education students • Full-time employee spending the majority of their time working to compile the report by searching individual records and entering data into Excel to be aggregated later • Data warehouse can now generate the aggregate numbers directly

ADVANCE-D ANALYTICS • Great interest in student retention • Pre-warehouse • Look at isolated bits of data, descriptive statistics breakdown

• With the data warehouse • Could gather enormous amounts of longitudinal data spanning previous 5 years with a few clicks • Used to conduct a longitudinal regression analysis to identify both consistent and year-specific factors tied to student retention • Leveraged into targeted mailer postcards, emphasizing retention

QUESTION AND ANSWER

CONTACT INFORMATION • Henry L. Hinkle • ADVANCE Data Analyst • [email protected]

• Kris Mapes • Compliance and Reporting Manager • [email protected]