California Community Colleges Data Warehouse Patrick Perry, Vice Chancellor of Technology, Research, and IS California Community Colleges Chancellor’s Office

Overview u California’s Educational Data Quagmire u The CCC System-All About Us u Data Collection Methodology and System-Getting the Data u Data Dissemination Systems-Using the Data

Educational Data in California u Typical Silos: l UC-Unitary Student, Enrollment Summaries l CSU-Unitary Student, Enrollment Summaries l CDE (K-12)-Student/Institutional Summary, no enrollment l CCC-Unitary Student, Unitary Enrollment l CPEC-gets summary extracts from all

The CCC System u 108 Community Colleges u 71 Districts, locally governed u 1.8 million Fall, 2.9 million year undup. Students u Largest postsecondary system in the world u $11 per credit, no entrance requirements

Data Collection u In 1985, the Legislature said “Let There Be Data” l Data “good” since u CCCCO (Sacramento) is mandated to collect data from Districts

Uses of Data l Funding (Mandate--legacy of K-12 based funding scheme) l Policy Analysis l Research l Accountability l PR, Spin, and Advocacy

What is Collected? u Well-defined and stable Data Element Dictionary u mis/dedmain.htm mis/dedmain.htm u Collected in local systems, sent to CO, stored in 3 rd normal form

COMIS Data Submission: Timeline (or…why we are the bane of Susan Broyles’ existence…) AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL EMPLOYEE ACTUAL (Due Aug 1) Employee Demographic File Employee Assignment File SUMMER TERM END Student Basic File Student Enrollment File Course File Section/Session/ Assignment File Student Matriculation File Student Disability File Student EOPS File Student Precollegiate Basic Skills File Student VATEA File FALL TERM END Student Basic File Student Enrollment File Course File Section/Session/ Assignment File Student Matriculation File Student Disability File Student EOPS File Student Precollegiate Basic Skills File Student VATEA File SPRING TERM END Student Basic File Student Enrollment File Course File Section/Session/ Assignment File Student Matriculation File Student Disability File Student EOPS File Student Precollegiate Basic Skills File Student VATEA File COLLEGE CALENDAR College Calendar File EMPLOYEE CENSUS (Due Nov 1) Employee Demographic File Employee Assignment File ANNUAL (Due Oct 1) Program Award File Financial Aid File Assessment File

How is it Collected? u 71 districts, 71 different MIS/ERP systems l Colleges must “push” data to us in DED format u Colleges submit ASCII flat files to us u Master Database: NCR Teradata u Weekly update to mirrors and marts (MS-SQL)

Data Integrity u Submission process: l 1. Syntactical Edit l 2. Referential Edit l 3. Load Processing Feedback

Data Integrity u 4. Detail/Summary/Analysis Reports u mis/submission.htm mis/submission.htm

Data Integrity u 5. Public Humiliation by Reporting l Ie… no “Leonardization” u 6. Fund off of it…that cleans things up real fast

What Else Can We Throw In The Warehouse? u External Data Matches: l Transfer-CSU, UC, Student Loan Clearinghouse…annual transfers and cohort tracking l Wage Data- EDD match for “leaver cohorts” l Social Services: DSS match to see who’s on assistance l CDE: SAT-9 scores for HS test takers

We Have The Data… u Now Let’s Do Something With It. l The Data Mart l The Cohort Study (SLOTS) l The Expanded SRTK Files l The Accountability Program l The Brio Ad-Hoc Warehouse u

Data Mart Public site Online query tool Create ad hoc queries Aggregate data Download queries in csv format Reports Updated as data are submitted or resubmitted Download into CSV format Chancellor’s Office

The Cohort Study (SLOTS) u Sudent Longitudinal Outcomes Tracking System u u SRTK Rates: Completions & Transfer u FTF Student Cohort Tracking l Cohort Demographics l Awards l Transfer

The Expanded SRTK Datasets u Comma-delimited relational dataset; cohort study of FTF students l Cohort table: demographics l Enrollment table: enrollments l Awards table: Awards conferred l Transfers table: Transfers

The Accountability Program: Partnership For Excellence u rp/pfe.htm rp/pfe.htm u Transfers u Xfer Directed/Prepared/Ready u Annual Certificates & Degrees u Successful Course Completion u Basic Skills Improvement

The Brio Ad-Hoc Warehouse u Internally and Selectively Externally accessible data warehouse containing 3NF, summary, and mart files u Just a SQL Server at an IP address, password protected u Connectivity is by ODBC

How Much? u Annual Cost of Teradata: l Hardware lease: $80k l Maintenance: $50k u SQL Servers: $5-30k u Assorted Software (Brio, SAS,ColdFusion) u Staff: l 1 Teradata DBA, 1 SQL DBA, 2 Programmers, 1 IPEDS Coordinator, 1 Submissions Coordinator…and me.

The Future u CALPASS: Regional Data Sharing Consortia l Enrollment-Enrollment data collection done regionally, stored centrally l Used for Program Evaluation & Curriculum Alignment l Bottom-Up Approach

Contacts: u Patrick Perry, u Website: