Delaware Data Creation System Jessica L. Swink Office of Institutional Research Clemson University

Program Description MS Access application –Uses tables, queries, forms, Visual Basic code, and reports –Graphic user interface –Semi-automated –Enables the user to import, categorize and summarize data –Customizable

Program Benefits Increases efficiency –Allows institutions with limited time and resources to take part in this study Facilitates project transfer to analysts less familiar with the data and processes Techniques used in this program can be applied to other annual reports

Prerequisite Skills Design and use of: –Tables –Queries Inner and outer joins Formulas If-then statements Criteria Visual Basic coding in MS Access is helpful but not required

Program Use When you first open the program, you will see a title screen (figure 1) –“Initial Setup” –“Collect and Summarize Data” Manual Ref: page 5 and figure 1

Initial Setup This step is necessary if: –This is the first time using the program –Data structures or codes have changed since the first setup Manual Ref: page 5

Setup Step 1: Assessing Available Information Explore the data elements used (figure 2) Determine the information sources needed to populate the tables used in this program Base tables –Employee information (figure 3) –Course information –Completions/degrees awarded –Expenditures Translate tables Manual Ref: page 5-6 and figures 2 and 3

Setup Step 2: Writing Code to Import Tables Automatically Input the information requested for each table or file you want to automatically import (figure 4) A click of a button will use your information to write the Visual Basic code for you You copy it to the appropriate place in the code Manual Ref: page 7-9 and figure 4

Setup Step 3: Setting up Translation Tables Fill in the codes and descriptions needed for the translation tables: –Department IDs and names –General and Delaware CIP codes associated with departments, majors, and courses –Course method of instruction categories Manual Ref: page 10 and figure 5

Setup Step 4: Editing Base Table Queries Translates your data into a generic format used by the program. You will need to: –Link your tables into the query –Fill in formulas and criteria –Follow instructions wherever there is text that begins “Delete this text and…” Manual Ref: page and figure 6

Setup Step 5: Editing Intermediate Queries Input relating to your data is required to complete these intermediate queries (figure 7) Again, follow instructions wherever there is text that begins “Delete this text and…” Manual Ref: page and figure 7

Create Your Delaware Study Report Tables ready for import? Have there been any changes to the data structure? –If so, go through initial setup again for edits Have there been any changes to department, major, course, or CIP codes? Manual Ref: page 14

Import Process and Translate Tables Import data with a click of a button Update translate tables if any codes have been added or changed Manual Ref: page and figure 8

Create Base Tables Start at the top left and follow the arrows –Employee table –Course table –Expenditures table –Completions table Some manual editing required –Resolve duplicates and add missing CIPs Manual Ref: page and figure 9

Create and Use Report Create the final report with the click of a button Includes buttons to: –Open the report –Check the university totals –Automatically print the report to the default printer –Export the report to MS Excel fixed column format Manual Ref: page 17 and figure 10

Final Notes To get the most out of this program: –Standardize your source data structure as much as possible –Delve into the background processes to learn how to customize this program even further

Program Location ns/delstudy.htmhttp:// ns/delstudy.htm Or, go to: –Select “Presentations” –Select “Simplifying the Delaware Study…” Download the program, manual, and presentation

Contact me for help: Jessica L. Swink Office of Institutional Research at Clemson University Phone: (864)