Helen Norris, Associate Vice President, Technology Services USING REPORTING TO MANAGE THE ENROLLMENT AND GRADUATION FUNNELS – AND OTHER FUN DATA TOPICS Helen Norris, Associate Vice President, Technology Services CSU Sacramento In this session, the presenters will describe how enrollment managers, deans, department chairs and other campus administrators use data to manage the critical time of enrollment, leveraging reports from our campus data warehouse to inform decisions about enrollment levels and course section scheduling. We approached this problem taking the funnel approach – simply watching where the student numbers moved through the various stages of enrollment – applicant; admitted; accepted; matriculated. Reports are used at the campus, college and department level. We will then show how we used this same approach to manage the graduation process, watching the numbers change as students move from status to status – applied to graduate; in review; approved; graduated. The session will feature a presentation and overview of how we developed these reports plus a hands-on demo of these reports from our data warehouse. Over the last several years, CSU Sacramento has implemented a comprehensive student data warehouse. Initially we focused on replacign reports that came from our enterprise systems, however, more recently we have focused on reports that have been used in decision-making at both the operational and strategic level. In this session, we will focus on how we use data during the enrollment cycle and during the graduation cycle to help us make decisions about admissions and course section scheduling. This is critical during constrained budget times, when we need to provide the right selection of course sections to our students and must manage our enrollment very tightly. The presentation will focus on the funnel reports and how they are used centrally and in colleges and departments for decision making,

Agenda for today’s presentation Sac State Overview Data Warehouse Background Enrollment and Graduation Challenges Solutions Implemented for Enrollment & Graduation Other Cool Reports Next Steps

Sac State Overview One of the larger campuses in the 23-campus California State University system Approximately 21,700 FTE comprised of approximately 28,000 students, mostly undergraduate; 60% of newly-enrolled students are transfer students “Non-traditional” students – working adults with families; first generation college Declining State resources over the last several years Open mission of CSU

Sac State Overview Note the dramatic shift in 2010 Growth prior to 2007

Sac State Overview Note that our budget reduction disproportionately focused on grad students

Sac State Overview

Sac State Overview

Data Warehouse Overview CSU uses the Peoplesoft suite for Student Administration, as well as Finance and HR In 2008, Sac State implemented a self-service Data Warehouse, using the Cognos tool Data Marts include Finance, Student, Advance and HR Moved focus of efforts to student reporting in Fall 2009 Sophisticated security model for student data About 400 users across campus 20,000+ reports are run monthly Collaborative approach to report development Initial report rollout focused on operational reports

Enrollment Challenges Changing enrollment targets Impacted Programs Budget challenges Data needs at campus/college/department level

Solution Admissions Analytics Reporting Aggregate Counts for the progressive funnel of Admissions Activity Timing; used by campus from Application Through Matriculation Online or Export Options Flexible Summary Total Options Graduate (PostBac) and Undergraduate perspectives Campus, College or Department Level Perspectives through drills

Data Warehouse Access Suren, Ed and Emiliano

Data Warehouse Access Suren, Ed and Emiliano

Data Warehouse Access Suren, Ed and Emiliano

Admissions Analytics Filtering Suren, Ed and Emiliano

Admissions Analytics By College Don’t forget the drill!!

Admitted Applicants by College/Department

Graduation challenges Changing enrollment targets – need to have students graduate in a more timely fashion Recently moved to an online graduation application process

Solution Don’t really have one! Future - build on our operational reporting to look at true graduation analytics Some reporting – Graduation Funnel Aggregate Counts for the progressive funnel of graduation Processing Timing; used by campus throughout the semester Online or Export Options Flexible Summary Total Options Graduate (PostBac) and Undergraduate perspectives Campus, College or Department Level Perspectives through drills

Graduation Funnel Selection Grad funnel is a bit of a misnomer. Still a work in progress – focus on the drill Focus on students entering and exiting program

Graduation Funnel By Term Grad funnel is a bit of a misnomer. Still a work in progress – focus on the drill Focus on students entering and exiting program

Graduation Funnel By Term and College Suren, Ed and Emiliano

Graduation Funnel By Term, College, Department and Plan Suren, Ed and Emiliano

Other Cool Reports Delivered Mostly Operational Often were added as part of another project May have been in response to a campus request for data from multiple areas Some have a dashboardy feel

Enrolled Major One of our first widely available reports, hugely popular

Schedule Of Classes

Faculty Workload Unofficial – used as a tool to help get our official data right. Shows some issues in our business processes

Textbook Compliance Report

ITE – Summary Of Reason with Detail

Orientation Department Students by Major By Major Orientation Report Student Group Orientation Report Boyana and Mary

Impaction Report By Impacted Program Boyana and Mary

Grade Reports Boyana and Mary

Grade Reports Boyana and Mary

General Ed. Requirements Report Boyana and Mary

Advising Report Boyana and Mary

What’s Next Focusing on more analytical reporting, especially in support of our graduation initiative Data needs are driving business processes, for example degree planning Need to integrate other data; external data, space data etc.

Questions? Helen Norris, helen.norris@csus.edu