1. Introducing an Out-of-the-Box Student Data Warehouse that (actually) Works and Establishes a Model for Institutional Analytic Reporting and Data Governance Scott Campbell University Registrar Andrew Hannah Sr. Assoc. University Registrar
Monday, July 10, 2017

2. The evolution of DATA GOVERNANCE at the University of Chicago
Agenda
The evolution of DATA GOVERNANCE at the University of Chicago
The BUSINESS CASE for a new student system, where reporting would be integral, not an afterthought
RFP and Discovery -> Oracle Campus Solutions and STUDENT INFORMATION ANALYTICS
Roll-out of SIA at University of Chicago, strategy and functions
Security Model, categories of user accounts
Demo of developed dashboards
What’s next, lessons learned, and advice

3. Data Governance at the University of Chicago
Lead Functional Users as designated Stewards of data and systems, including Registrar for student systems.
Standing “Data Stewardship Council”, per direction of the Board of Trustees.
Oversee user-access and use/distribution of data under their stewardship
First points of contact by those senior administrators and officers wanting analysis, or just numbers and lists . . .
And, I.T. partners with the Stewards who lead the implementation of new administrative systems.

4. New Academic Information System and its Reporting Component
Legacy student system’s vendor ended support phased out starting 2007 and ended in 2013.
Starting in 2008, Registrar, Financial Aid, IT, Bursar, and Deans of Students worked to build a governance structure that would support the RFP, Evaluation, Procurement, Design, and Implementation of a new Academic Information System (AIS).
Consultants hired to produce a BUSINESS CASE for such a new system ( ).
Key component was to be an integrated module for analytical reporting.
REPORTING was to be a critical factor in deciding which system to introduce to the University, not an afterthought.
Oracle’s Campus Solutions was selected, with Sierra-Cedar as implementation consultants. Implementation kicked off in 2014.

5. The Business Case for Analytic Reporting in the new AIS . . .
“Legacy Systems lack data for strategic planning, policy-making, resource allocations, and key University decisions:
– Inability to track faculty instructional burden – including faculty committees, teaching appointments, research, and dissertation committees.
– Inability to determine the relationships between mentoring and student outcomes – including faculty advising and student outcomes.
– Inability to track multiple sources of tuition funding, which impedes budget forecasting at the departmental level.
– Inability to support non-traditional programs such as emerging academic programs at out-of-state and affiliated foreign entities.
– Inability to support registration, online payments, record creation, and fundraising opportunities for noncredit and professional development coursework in Continuing Education and Certificate Programs.
– Research and Institutional Analysis desires data and metrics that are not always available or uniform in existing distributed systems.
– Incorrect reports are produced due to inaccurate data and non-integrated systems putting the University at risk.

6. “Strategic Planning” expectations for the new Reporting Module
DISCUSSION PURPOSES ONLY 12
– Collect and analyze data for strategic planning of academic operations and Alumni fundraising.
– Enrich and broaden initiatives, outreach, and services to parents through integrated data and improved access.
– Develop and model statistical data to compare and compete with peer institutions, e.g. plan and execute data for research and trending analysis.
– Develop longitudinal analysis for segments of the University — faculty and other academic appointments, graduate, undergraduate.

7. Objectives of the new Data Warehouse
A central system for official compliance reporting: IPEDS, NSC, HLC, NCAA, State of Illinois Unit-Record System, etc.
Track and analyze trends across the “student data lifecycle”, from admissions through graduation.
Provide a relatively easy-to-use analytic tool for senior administrators to produce reports based on common, shared, institutional data received from the various “systems-of-record” (NOT shadow systems)
IN THEORY
The Data Warehouse, rather than replacing the many hundreds of reports—mostly lists—that drive the University’s operational business processes and decision-making, will transform those reports by introducing an analytic component to them.

8. What we learned during the “Discovery” phase of the project…
Via the PeopleSoft HEUG Reporting & BI PAG Community Discussion: “One hot topic on the OBIA front is the newly released Student Information Analytics (SIA) application. This is pre-built ETL, data warehouse, and OBI content specifically geared towards analyzing student data at Higher Education institutions. Several institutions of varying sizes are in the process of implementing SIA, and the PAG group held lively discussions about the implementation process as well as the potential for enhancements “Another key theme … was the concept of pushing embedded analytics within the institution, which is really about ensuring that analytical processes are part of everyday life at both the administrative and academic levels.”

9. Following up with Oracle . . .
“Oracle Student Information Analytics, part of Oracle Business Intelligence Application family, provides academic institutions with best-in-class reporting and analytic capabilities. It enables them to make better decisions, maximize student recruiting efforts, shorten time-to-graduation, improve retention rates, identify successful and unsuccessful courses and programs, and analyze faculty workloads.”

10. Oracle’s Whitepaper on SIA

11. Oracle’s Spec Sheet on SIA, with “featured video”

12. What is SIA . . . According to Oracle
SIA, a module within Oracle’s Business Intelligence Applications product:
Receives data from Operational database (AIS)
Manages metadata in a Data Warehouse model
Presents data intuitively to its users via Dashboard reports
Specific components of SIA include ...
Data Integrator (“ODI” loads and transforms—ETL—data)
Data Warehouse Star Schemas
Oracle Business Intelligence Enterprise Edition (OBIEE):
Organizes, secures, relates data (RPD)
Hosts and presents the Dashboard reports
And SIA is bundled with Oracle’s Campus Solutions Pre-configured to receive, integrate, and present dashboards and metrics from CS (PeopleSoft) product tables, e.g. ACAD_PROG, STDNT_CAR_TERM

13. What SIA looks like

14. SIA’s “Dashboard” Presentations … Out-of-the-Box
SIA (via its OBIEE component) presentation layer:
Dashboards (High-Level reporting categories)
Dashboard Pages (Sets of like-area reports, one or many)
Reports (Individual report elements, chart, graph, table, etc.)
Metrics (Selectable Tabulated totals, sub-totals, or data sets, e.g. “total women”
Dashboards
Dashboard Pages
Reports
Metrics 4 17
130+
387
Admissions & Recruiting
Admission Application **
Admissions Funnel
Application Evaluation
Application Status
External Academic Summary **
External Test Scores **
Student Recruiting
Student Response
Transfer Credit Snapshot
** Have corresponding snapshots as well
Student Records
Academic Class
Academic Plan Summary
Academic Program Details
Class Enrollment
Class Instructor
Class Meeting Pattern
Enrollment Requests
Institution Summary
Student Degrees
Term Enrollments
Student Financials
Credit History
Payment Details
Payments and Charges Cross Reference
Transaction Details
Dashboards Dashboard Pages Reports Metrics

15. DELIVERED DASHBOARDS: ADMISSIONS
Dashboard Page
Report Name
Admissions Funnel
Admissions Funnel Trends
Conversion Ratio
Top 10 External Orgs and Recruitment Centers
Top 10 Referral Sources and Academic Levels
Application Analysis
Applicants Diversity Analysis
Applicants Diversity Analysis Trends
Applicants by Personal Attributes
Applicants by Personal Attributes Trends
Application Status by Application Method
Applications by Recruiter
Applications by Top 10 Programs
Application by Popular Programs Trends
Applications by Top 10 Programs Trends
Conversion Ratio Details
Evaluation
Applications Evaluation Trend
Evaluation Status by Academic Career
Evaluation Trends by Rating Scheme
Evaluations in Progress by Application Center
External Test Scores Analysis
External Test Scores Trends
Responses by Reason and Program Status
Prospect Demographics
Prospects Details
Prospect Analysis Details
Recruitment
Prospect Analysis Trends
Prospect Count by Recruitment Center and Status
Prospects by Top 10 Regions and Schools
Top 10 Recruiters
Recruitment Details

16. DELIVERED DASHBOARDS: STUDENT RECORDS
Dashboard Page
Report Name
Academic Class
Class Capacities and Actuals by Top 10 Academic Careers
Enrollment Detail
Student Enrollment Totals
Class Waiting List
Enrollment Units
Units Passed Analysis
Student to Instructor High Ratio
Units Taken Analysis
Student to Instructor Low Ratio
Units in Progress Analysis
Class Capacity vs. Requests
Enrollment Capacity vs. Requests Details
Faculty
History of Instructors by Academic Attributes
History of Instructors by Personal Attributes
Class Enrollment Details
Instructor Workload
Instructor Workload Hours
Course Count Details
Course Counts Compared to last year
Instructors by Academic Attributes
Degrees
Degrees Awarded With Honors
Instructors by Personal Attributes
Degrees Awarded by Academic Attributes
Instructor Details
Degrees Awarded by Education Level
Student Demographics Detail
Degrees Awarded by Personal Attributes
Student Nationality Details
Student Nationality Trends
Top 10 Average GPA by Course
Term Enrollment Demographics
Student Profile by Academic Attributes
Top 10 Current GPA by Term
Student Profile by Academic Attributes Trends
Top 10 GPA by Degree
Student Profile by Personal Attributes
Degrees Awarded Totals
Student Profile by Personal Attributes Trends
Enrollment
Enrollment Capacity vs. Requests by Top 10 Classes
Student Profile by Top 10 Academic Careers
Student Profile by Top 10 Citizenship Statuses
Enrollment History for past 5 Years
Student Enrollment by Term
Student Enrollment by Top 10 Classes
Student Enrollment by Top 5 Popular Programs

17. DELIVERED DASHBOARDS: EXECUTIVE OVERVIEW
Dashboard Page
Report Name
Conversion Ratios Hidden page
Conversion Ratio Trends
Recruitment
Applications by All Programs Trends
Financial Aid
Aid Amount Trend
Applications by Top 10 Programs Trends
Aid Amounts by Source,Type,Career
Prospect Analysis Trends
Aid Distribution by Source
Prospects by Referral sources, academic levels and Regions
Aid Offered to Disbursed Comparison by Source,Type,Career
Prospects by Top 10 Regions and Schools Trends
Aid to Students Trend
Top 10 Referral Sources and Academic Levels
Top 10 Aid Contributors Trend
Retention
Allowable Exclusions
Top 10 Aid Contributors by Aggregate Area Trend
Retention of Transfers
Top 5 Aid Item Type Disbursements compared to previous year
Student Retention by Academic Org and Program
Top Federal Aid Contributors Performance Trend
Student Retention by Ethnic Group and Gender
Overview
Admissions Funnel Trends
Retention Details Hidden Page
Conversion Ratio
4 Year Graduation Rate
Student Financials
Due Amounts by Account Type
4 Year Retention Rate
Outstanding Balance by Aging Category
6 Year Graduation Rate
Receivables by Business Unit Trending
6 Year Retention Rate
Year to Date Balances Trends
All Academic Programs
Student Records
Degrees Awarded Trends
Class Enrollment Vs Capacity by All Careers
Degrees Awarded by Education Level Trends
Class Enrollment Vs Capacity by Top 5 Careers
Enrollment History for past 5 Years
Degrees Awarded Tile
Instructors by Academic Attributes
Graduation Trends by Academic Group
Student Profile by Personal Attributes Trends
Student to Instructor Ratio Tile
Student headcount Hidden Page
Student Profile by Academic Attributes Details
Top 10 Academic Programs
Student Profile by Academic Attributes Trends
Total University Headcount Tile
Student to Instructor Ratio Hidden
Student to Instructor High Ratio
Student to Instructor Low Ratio

18. SAMPLE DELIVERED DASHBOARD
Note, each “pull-down” allows viewer to select alternate values, forcing refresh of the display

19. SAMPLE DELIVERED DASHBOARD

20. SAMPLE DELIVERED DASHBOARD

21. SAMPLE DELIVERED DASHBOARD

22. SAMPLE DELIVERED DASHBOARD

23. SIA PREP at University of Chicago
Per Oracle’s and our consultant’s recommendations . . .
First, the Director of Business Intelligence (IT unit) defined and filled the positions of the SIA tech team.
University IT Infrastructure and new SIA team obtained and configured servers, received and loaded Oracle software.
Configured the “out-of-the-box” SIA components (ODI, Star Schema, OBIEE)
Built the linkages to Campus Solutions data tables, configured security, admin roles, constructed DEV, TST, QA, etc. instances.

24. Rolling out SIA to the University Community, the Strategy
As SIA reports would be the most visible benefit of the new AIS project to the senior University administration, we wanted an impressive roll-out . . .
Inventoried all current (legacy and shadow-systems) University reports
Compared them to the “out-of-the-box” SIA reports
Financial Aid reports were “ready for primetime”, but Student Records reports were not in synch with University’s student-services needs.
Consensus: To meet the broadest range of reporting needs upon go- live, SIA-team developed from scratch six “all-purpose” student-data focused dashboards.
Since then we have rolled out additional and enhanced dashboards
And we are now rolling out ad hoc reporting access to select users at an “institutional” level.

25. Security Model
Highest level functional user: Representatives of President/Provost, VP’s, and central service offices. ALL STUDENTS, ALL REPORTs
Senior Divisional user: ALL STUDENTS IN CAREER, ALL REPORTS
Departmental user: ALL STUDENTS IN CAREER, LIMITED REPORTS
AD HOC ACCESS, TBD … Must have expertise, training, institutional involvement.

26. Dashboard Demonstration … Course Enrollment Analysis

27. Dashboard Demonstration … Students in Plans (Majors)

28. FINAL SLIDE In the last (first) year of SIA at University of Chicago
@300 users, with two new users added every day.
University’s official census reports prepared via SIA
Reports scheduled for auto-run and auto-delivery
State of Illinois Unit Record System reports
What’s next:
Budget modeling
Analysis for Deans of Faculty teaching
Grant Request, 25 years of TITLE VI data
Lessons learned:
PSQueries and SIA analytics each do specific things very well.
Never underestimate the desire of Senior Administrators for reports.
If Time Allows:
Review the Business Case (slide 5) and how well SIA has helped.

29. Scott Campbell University Registrar
Andrew Hannah Sr. Assoc. University Registrar