From Your Spreadsheets to UAccess Analytics An Introduction to Utilizing MyAnalytics Lists

...  Are you entering data from Analytics into your spreadsheets?  Do you have seemingly countless spreadsheets that you’re updating everyday with only one or two items of information?  Are your reports wrong sometimes because you typed something wrong or didn’t update your spreadsheets?

Current State  Your spreadsheet needs information from Analytics  Analytics needs information from spreadsheets

Overview  Propose solution: MyAnalytics Lists… and why use this feature?  Samples of how MyAnalytics Lists can be used  Quick primer on how to actually implement MyAnalytics Lists  General Considerations and Mentions

Pivotal Question  Can we link information from Analytics into our spreadsheets?

“Answer”  You can import minimal and pivotal information from your spreadsheets INTO Analytics – keep it simple

MyAnalytics Lists??  A place to enter your own data directly into Analytics  Your data can be combined with data inside Analytics  Your data can be linked on EMPLID, Account, and more

Why Invest Time in This Method?  Accuracy  Up-to-Date-ness  Power of Analytics  Sharing

Avoiding Pitfalls  Duplicate data entry and shadow bookkeeping is dangerous  Use Analytics and other automated methods as much as possible!  Let data be free – don’t imprison data under your reign!

Three Samples of Use  People are using MyAnalytics Lists! 1.Adding local details (data fields) to student data 2.Calculating an account balance from an added data field 3.Grouping or organizing items in localized ways

Let’s look at the three sample cases! Adding, Calculating, and Grouping

Sample Case 1: Adding Fields  Example of adding information from your files to an Analytics report  Subject: student data regarding internships

Sample Case 1: Adding Fields  Report without your data

Sample Case 1: Adding Fields  Report WITH your data

Sample Case 1: Adding Fields

Sample Case 2: Fields and Calculations  Example of adding fields and using them in calculations  Subject: providing a more accurate balance

Sample Case 2: Fields and Calculations

Sample Case 3: Grouping Items  Example of grouping accounts  Type/Key used is Account

Sample Case 3: Grouping Items

Again: Why Invest Time in Lists?  Accuracy  Up-to-Date-ness  Power of Analytics  Formulas/Binning and Lists  Sharing  Sharing work tasks  Sharing reports

Again: Why Invest Time in Lists?  Formulas and “Binning” versus MyAnalytics Lists  Formulas and Binning are often slower and make non-technically- savvy folks dependent on others  MyAnalytics Lists tend to be faster and allow non-technically-savvy folks to make their own modifications

Again: Why Invest Time in Lists?  Benefit of Sharing Work  Having advisors or business managers entering data on Lists that directly affect reports rather than them asking technical folks to change report figures  Providing data traditionally housed in Excel onto readily available and interactive dashboards in Analytics

How?  Handout from Steven Singkofer  Analytics Office Hours

Let’s briefly review how this is done! Quick and General Primer on Using MyAnalytics Lists

Primer on Using MyAnalytics Lists Generalized Steps 1.Determine Requirements 2.Create Mockup of Report (Excel, paper, etc.) 3.Create Base Report in Analytics 4.Setup MyAnalytics List 5.Connect/Link MyAnalytics List to Base Report in Analytics

Primer: Requirements  Who is my audience?  What do I need from my spreadsheet at minimum to communicate with my audience?  What do I need from Analytics at minimum to communicate with my audience?

Primer: Mockup  Create mockup in spreadsheet (Excel) to test your requirements

Primer: Mockup

Primer: Base Report in Analytics  Create report in Analytics with fields from system

Primer: Setup  MyAnalytics Lists - Browse  Summary of Lists  MyAnalytics Lists - Manage  Create/Modify Lists

Primer: Setup  Create New List

Primer: Setup  Type = Key

Primer: Setup  Name  Local Fields  10 MAX  Save

Primer: Setup  Enter data or upload from your existing spreadsheet(s)

Primer: Setup  Export to Comma Separated Value (CSV) file to open in Excel  Serves as a template

Primer: Setup  Copy and Paste your data into the exported template  Make sure EMPLIDs have leading zeros as necessary

Primer: Setup  Save As CSV

Primer: Setup  Upload the saved CSV file

Primer: Setup  Delete rows and update as needed and save

Primer: Setup  Keep in mind! You can always simply edit the data directly here instead of dealing with CSVs and uploads. Just remember to save!

Primer: Connect  Add your fields

Primer: Connect  Filter for your MyAnalytics List

Primer: Connect

 View results and modify

Primer: Connect  Format Headings to rename columns – make it nicer

Primer: Connect  All done with foundation, but it could be even better…

Summary of Primer Summary of Generalized Steps to Using MyAnalytics Lists 1.Determine Requirements 2.Create Mockup of Report (Excel, paper, etc.) 3.Create Base Report in Analytics 4.Setup MyAnalytics List 5.Connect/Link MyAnalytics List to Base Report in Analytics

Considerations & Mentions Things to think about when creating reports, especially when using Lists

Considerations  Use of MyAnalytics Lists currently limits your report results

Considerations  MyAnalytics Lists are limited to 10 fields

Considerations  MyAnalytics Lists is not a solution to the University needing a more robust system to combine local data with enterprise data  UA Planning on the horizon

Mentions: Overview  Analyze  Agents  Audience  Structure

Mentions: Analyze  Utilize the Analyze link in existing reports to save you time during the report-creation process  Refer to Steven’s handout

Mentions: Agents  Save time by delivering reports via Agents (automated notifications)

Mentions: Audience  Think about your targeted users!  “Would I even understand what the heck I’m receiving if I got this report in my ?”  “Would this even make sense to my folks?”

Mentions: Structure  Think about your layout and structures  Keep it as simple as possible

Mentions: Summary  Analyze  Agents  Audience  Structure

Conclusion Summary & Thank You

Conclusion  Propose solution: MyAnalytics Lists… and why use this feature?  Samples of how MyAnalytics Lists can be used  How can YOU use MyAnalytics Lists?  Quick primer on how to actually implement MyAnalytics Lists  General Considerations and Mentions

Thank You!  Doug Hester and all those who make this all possible for us  Catherine Zavala and everyone helping educate and train  YOU: all those active in the community at the University