Still a Toddler but growing fast Fall 2013 Still a Toddler but growing fast It is all about the Process: The Users; The Sponsors; The Requirements; The Data; The Models; The Presentation layer; The Technology Fall 2015 Fall 2017 East Carolina University – Enterprise Analytics Ruben Villasmil - villasmilr@ecu.edu Beyond

The Users Office of the Provost Enrollment Services Institutional Planning, Assessment and Research Registrar Office Deans, Associate Deans Dean of Graduate School Director of Admissions Graduate School Program Directors UG Admissions Office Current Executive Summary Dashboard Total Registered Students equals SDM “career feed” Students for Open Enrollment Term

The Sponsors Registrar Office: Initial Commissioning – Fall 2013 – Ongoing Additions Dean of Graduate School: Key Functional User - Spring 2015 College of Arts and Sciences: Commissioning of Course Section – Spring 2016 College Of Business: Commissioning of Tailored Dashboard - Spring 2017 The Requirements (The need for the Dashboards): Collect and surface early registration and enrollment data Be able to compare enrollment to previous years and drill down to specific categories to include programs Collect and surface section enrollment data for Course Planning Surface ongoing operational data after census

The Requirements (Time Line) Initial Requirements Fall 2013 Data Collection Built Hist. Data Parameter Based reports Spring 2014 Setup SharePoint 2013 Infrastructure Reqd. For other ITCS projects Summer 2014 Leverage SharePoint Infrastructure Created 1st OLAP cube Prototype-Demo 1st Dashboard Fall 2014 Updated Dashboard Dean Of Graduate School Presents single dashboard to Dean’s Meeting Spring 2015 Go Live Dashboards (5 views) May 2015 Course Section Snapshots Course Section Based Cube Summer Cube Spring 2016 Updated Look and Feel all Dashboards New Summary Dashboard based on tabular technology Summer 2016 Sql Svr 2016 Infrastructure Real Time Section Enrollment Tabular Model and Dashboard Spring 2017 COB Dashboard Degreeworks Planner Dashboard WD Dashboards Summer 2017 Power BI On Premises Mobile Reports Fall 2017 Spring 2018 Who Knows NEXT 2018

The Data Over 100 million records and growing. (It does not include our Enterprise Operational Data Store ODS records : 1.8 Billion records)

The Data (Cont’d) Registration Snapshots * Live Since January 2014 : Collected over 50 million records: Includes enrollment data after census day Data is snapshot every morning at 6 am : About 30,000 records. Rebuilt registration history for Fall and Spring from Fall 2010 to Spring 2014: Over 22 million records rebuilt up to census day for each term. Developed Oracle Procedure to mine the registration audit table : Academic period , date and “time of date“ Procedure returns registered students and metadata necessary to build student record. Data accuracy 99.5% of original data (Based on summary comparisons of existing emails. Multiple Data Points). Residency and program information only elements unable to match 100%. Course Registration Data snapshot at the section level: Began collecting data on Spring 2016. Rebuilt CRN data for prior two years using same methodology as Registration Snapshot. Historical and newly collected data at the section level: Over 5+ million records. Admissions Application Snapshots Live since April 2015 - Over 21 million records collected. Data is collected 365 days prior to Beginning of Term (BoT) up to 10 days after (BoT) Note *: Registration Snapshot is similar to a combination of the SDM Career, Career program and Basic student feed

The Data (Cont’d) History Daily Controlled ETL to Load and Process data. Uses same infrastructure as Ellucian ODS (OWB/ODI) SSAS OLAP cube. Refreshes every day to Re-calculate the latest day Summary Table: Additional Attributes added. Program Crosswalks Appends the data for the latest day collected. (Select count(*) N, a, b, c, d from snapshots group by a, b, c, d). Recycles itself (via OWB/ODI ETL) at the beginning of a new registration term

The Data – Multi-Dimensional Model (Cont’d) Our Approach: SSAS OLAP cube: Avoid the “STAR” MS tools allow the cube to be built from physical Fact tables and Physical Dimensions (STAR Schema model) or from Edited Queries. We use a single “Edited Query” for each cube. Benefits: Avoid the need for physical dimensions, related sequences and triggers in the Oracle side. Consideration must be given to the amount of data to be processed to avoid performance Issues when processing the cube. Select from summary table Added attribute “latest” logic via case statement

The Data – Multi-Dimensional Model (Cont’d) Key attributes: “Days from Census” and “Registration Day”. Allows dashboard data to be presented from different perspectives. Model allows for natural hierarchies that are not time based. Allows previous and previous – n values. OLAP Data surfaced via Sql. Server Management Studio Dashboard surfacing OLAP data via Excel Services “Latest” attribute value is used to default the dashboard.

The Data – Multi-Dimensional Model : Currently 3 OLAP Cubes 18 Dimensions Multiple Measure Groups 20 Dimensions 10 measures 20 Dimensions 10 measures

The Data – Tabular Model Section Enrollment Cube You can import data from multiple sources, and then enrich the model by adding relationships, calculated tables and columns, measures, KPIs, hierarchies. Key benefits: - Easy to build - Allows for direct queries to Enterprise Data - Measures based on DAX - Data is surfaced to client tools same as Multi-Dimensional models Tabular Model The Summary Dashboard is based on a Tabular Model That combines the data from the Registration and Section Enrollment Cubes Registration Cube

The Presentation Layer Evolving : From parameter based reports to Interactive dashboards and Mobile Reports

The Presentation Layer (Cont’d) From Email Subscription Based Daily Report (Prior to Spring 2014) To a Parameter Based Report comparing current and previous Year data

The Presentation Layer (Cont’d) From Parameter Based Reports To Interactive Dashboards Using SharePoint 2013 Excel Services

(No credit hour information) The Presentation Layer (Cont’d) Summary Dashboard Ver. 1.0 Summer 2015 (No credit hour information) Summary Dashboard Ver. 2.0 Summer 2016

The Presentation Layer (Cont’d) From Dashboards Based on MS Excel Services To Dashboards on MS Power BI On-Premises Server and Mobile Reports Dashboards based on MS Power BI; Mobile Reports

The Technology MS BI Stack Architecture Oracle Data Appliance Oracle OWB/ODI tools and Ellucian ODS Software ECU Enterprise Data Warehouse (EDW): Oracle Data Appliance (RAC based) With Oracle Data Guard Physical Stand by (back-up site). Oracle OWB/ODI tools and MS SSIS tools for Loading into EDW Special Thanks to Keith Washer our BI Infrastructure Architect

Live Dashboards Dashboards based on MS Power BI; Mobile Reports