Pat Fay and Nancy Hoffman Analytics: Business Intelligence, Data Warehouse, Enrollment Management Pat Fay and Nancy Hoffman

Overview of CCCS Student Retention Goals Business Intelligence System Components Lessons Learned Questions

CCCS The CCCS comprises the state's largest system of higher education. Its career and academic programs in the 13 state community colleges serve more than 162,000 students annually.

CCCS Student Strategic Goals Student Access Student Success

CCCS Strategic Goals Student Access – Key Strategies Increase total enrollment at Colorado community colleges to the extent feasible given funding constraints. Increase enrollment among growing population groups emerging from current demographic trends. Expand online and hybrid program and class options.

CCCS Strategic Goals Student Success: Selected Key Strategies Partner with four-year institutions to design and implement additional state-wide transfer agreements that meet the needs of students and the state. Increase concurrent enrollment opportunities for students in Colorado high schools.

CCCS Strategic Goals Student Success: Selected Key Strategies Increase investment in remediation and student support services for students in their first year of college. Assess and implement successful strategies for remediation. Continue to improve the delivery and effectiveness of student support services, including online support service for online students.

Business Intelligence Concept of converting data to information Strategic use of information to measure performance An understanding of what drives our business needs

System Components Operational Data Store (ODS) Enterprise Data Warehouse (EDW) Student Retention Performance (SRP) Banner Relationship Management (BRM) Course Signals DegreeWorks

Operational Data Store (ODS) Provides a de-normalized view of Banner data Offers a flattened environment in which to design and create reports Provides the ability to extend ODS using customized composite views, Oracle Warehouse Builder (OWB) mappings and reporting views Over 1000 Banner tables are replicated to ODS Provides for incremental refresh of ODS composite (target) tables

Operational Data Store (ODS) Allows reporting on detail data and answers to these types of questions Who are the students who are nearing lifetime limit on Stafford Loans? Who are those students who have repeated a course? How many times have they taken the course? Who are the students who are nearing 30 credits of remedial course work?

Operational Data Store (ODS) During registration, which course sections have not met minimum registrations and need to be cancelled? Conversely, which course sections have wait lists indicating that another section should be opened. What is the load for instructional and non-instructional assignments for faculty and adjuncts?

Enterprise Data Warehouse (EDW) Multi-dimensional database that provides a complete view of current and past business conditions – allows look at trends over time Offers comprehensive reporting and analysis capabilities, allowing for comparative reporting and analysis via: Operational stars that can be refreshed with current data on a regular basis Snapshot stars that offer a historical view of data at a point-in-time

EDW – Sample Cube Report Course Registration Description: displays the generated credits and number of seats by academic year and academic period, filtered by latest event Measures: Seat Count Credits Generated GPA Credit Attempted Credits Earned Credits Passed Average Credits Generated Average GPA Average Credits Attempted Average Credits Earned Average Credits Passed Attributes: Academic Year Academic Period Type

EDW – Sample Cube Report Course Registration

Student Retention Performance (SRP) Major Features: Business Intelligence Tools Prebuilt Models & Analytics Data Warehouse & Tools Scorecard Dashboards Delivered Reports Web Portal Administration

Student Retention Performance (SRP)

Student Retention Performance (SRP)

Student Retention Performance (SRP)

Student Retention Performance (SRP)

Banner Relationship Management (BRM) 3 Components: Campaigns Early Alerts Faculty Feedback

Banner Relationship Management Campaigns Customer relationship management tool, used to send letters and/or emails to selected populations of students on a designed timeline Can be set up in advance, using templates for letters and/or emails Use of expressions, population selections, rules and timers determine who, what when, where and why Communications are tracked in BRM – can be viewable in the SRP Advisor Dashboard

Banner Relationship Management Early Alerts Notification to an identified group of students (e.g. at risk, high achievers, etc.) Can be defined by types (e.g. hold alert, general alert, faculty alert, etc.) Emails to students

Banner Relationship Management Faculty Feedback Individualized notification to an identified group of students (e.g. at risk) Faculty are prompted at a predefined interval to provide feedback Emails to students

Course Signals Tool to increase persistence Signals are generated by the instructor for students enrolled in a specific class for a specific term Signals may be based on all or some of the following factors: Student Performance (direct) Student Effort (comparative) Demographic Variables (direct) Preparedness (comparative)

Direct: Looking only at the student’s information… Course Signals Direct: Looking only at the student’s information… Performance All graded items in D2L Tests, assignments, quizzes, homework, activities Demographics Demographic information Ethnicity, first generation status, age, PELL eligibility

Comparative: When compared to the other students in the course… Course Signals Comparative: When compared to the other students in the course… Effort Accessing D2L Preparation SOATEST information (ACCUPLACER, ACT / SAT) High School gpa

Course Signals Green = student has a low risk of not succeeding in the course Yellow = student has a moderate risk of not succeeding in the course Red = student has a high risk of not succeeding (failing) in the course

Course Signals – Student View

Course Signals – Faculty View

Course Signals – Advisee Status

DegreeWorks Curriculum Planning Assistant for Students and Advisors A data store containing information on: Requirements Academic plans GPA breakdowns Exceptions applied Prerequisites taken

DegreeWorks The data stored allows academic planners to query DegreeWorks data to ascertain information such as: Which students are approaching graduation. Who will not get into a program due to poor GPA. How many students plan to take a specific course next term. What is the future demand for faculty loads and programs with increased or declining participation.

Best practices – Oracle Streams Lessons Learned Benefits – users are looking at their data from a different perspective Data clean-up Training Process Modifications Standards Challenge – taking multiple systems of data together into the warehouse Best practices – Oracle Streams

Questions Questions??

Contact Information Pat Fay Associate Vice President Business and Information Technology CCCS Pat.Fay@cccs.edu Nancy Hoffman Sr Project Manager/ Business Analyst – Student & Financial Aid CCCS Nancy.Hoffman@cccs.edu