1. 7/19/2018
Data, and Metrics, and Reports! Oh, my!: Just Follow the Yellow Brick Road
Presented at the CSM Symposium 2016
Andrew Brubaker
strategic_data_gathering_and_dashboarding-3.pptx

2. About Ball State University
7/19/2018
About Ball State University
21,000 undergraduate and graduate students
185+ undergraduate programs
115+ master’s and doctoral programs
Alma mater of David Letterman
Cardinal Career Link (CCL) is our campus- branded CSM
strategic_data_gathering_and_dashboarding-3.pptx

3. 7/19/2018
Where to Start
strategic_data_gathering_and_dashboarding-3.pptx

4. State your Goal What do you want to achieve?
7/19/2018
State your Goal
What do you want to achieve?
What do you want to learn?
strategic_data_gathering_and_dashboarding-3.pptx

5. Gather Information Who do you want to help? Who will benefit?
7/19/2018
Gather Information
Who do you want to help?
Who will benefit?
strategic_data_gathering_and_dashboarding-3.pptx

6. Follow your Passion Why is it important? Why should anybody else care?
7/19/2018
Follow your Passion
Why is it important?
Why should anybody else care?
strategic_data_gathering_and_dashboarding-3.pptx

7. Keep your Eyes on the Goal
7/19/2018
Keep your Eyes on the Goal
How will you measure impact?
How do you respond to criticism and/or negativity?
strategic_data_gathering_and_dashboarding-3.pptx

8. Identify the Metric What is the central item to your metric? 7/19/2018
Identify the central item to your metric. In other words, what is the single most important element that your metric relies upon? Student, employer, job posting, counseling interaction, attendance at an event (workshop, info session, job fair), job application. This will determine the base class for your report.
Example metrics:
Count of career coaching engagements by Career Coach and/or topic (Counseling or Kiosk Swipe Log)
Count of students attending workshops by presenter and/or topic (Workshops or Kiosk Swipe Log)
Count of students attending job fairs by event (Career Fairs or Kiosk Swipe Log)
Count of students interviewing for jobs by position (function, industry, employer) (OCR or Kiosk Swipe Log)
Count of employers posting jobs by specified time period (Employers or Job Postings)
Count of jobs posted by industry (Employers or Job Postings)
Count of jobs posted by job function (Job Postings)
strategic_data_gathering_and_dashboarding-3.pptx

9. Demonstration

10. Creating Reports Select a base class Report label Report description
7/19/2018
Creating Reports
Select a base class
Report label
Report description
Category
Group permission
Copy to new report
DEMONSTRATION – This slide is for Neighborhood version
Report label
Develop a naming convention
Consistency is key
Report description
A brief summary of the information contained in the report
Include specific data elements, if appropriate
Category
Group permission
Copy to new report
strategic_data_gathering_and_dashboarding-3.pptx

11. Data Elements to Include
7/19/2018
Data Elements to Include
Select all data elements to be included in the final output
Base class selections
Related class selections
Class options
Include Archives
Count
DEMONSTRATION – This slide is for Neighborhood version
Select all data elements to be included in the final output
Base class selections
Related class selections
Class options
Include Archives
Count
strategic_data_gathering_and_dashboarding-3.pptx

12. Filter Results Filters will narrow results
7/19/2018
Filter Results
Filters will narrow results
If no filter is applied, all records will be returned
Start broad and narrow down as necessary
Types of filters
Date range
Date picklist
Picklist (choose from pre-defined options)
Numeric value (‘Logins >= 1’)
Free text
Record filters
Collapse values into single row
Summarize
DEMONSTRATION – This slide is for Neighborhood version
Date range
Date picklist
Picklist (choose from pre-defined options)
Numeric value (‘Logins >= 1’)
Free text
Record filters
Collapse values into single row
Summarize
strategic_data_gathering_and_dashboarding-3.pptx

13. Generate Report and Check for Errors
7/19/2018
Generate Report and Check for Errors
Generate report and check for anomalies or inconsistencies
Document report format and data elements
DEMONSTRATION – This slide is for Neighborhood version
Check sample data sets for inconsistencies or unexpected anomalies
Modify filters and/or data elements as necessary
Regenerate report
Keep clear, accurate, and detailed documentation and instructions, Document report format and data elements (for examples, see C:\Users\ambrubaker\Box Sync\User Guides\Technology Specialist Guide Book\cardinal_connect-reports_for_dvp_praxix.docx)
strategic_data_gathering_and_dashboarding-3.pptx

14. Scheduling Reports Set schedule period Set multiple per period
7/19/2018
Scheduling Reports
Set schedule period
Set multiple per period
Identify who should be notified after each scheduled run
DEMONSTRATION – This slide is for Neighborhood version
strategic_data_gathering_and_dashboarding-3.pptx

15. Manipulating and Visualizing Data
7/19/2018
Manipulating and Visualizing Data
Import data set into Excel
Prepare spreadsheet
Review data set for inconsistencies or unexpected anomalies
Add a new spreadsheet to calculate data points
Pivot tables
Tables with manual formulas
Create chart / graph to visualize data
DEMONSTRATION – This slide is for Neighborhood version
Import data set into Excel
Freeze the top row, turn on column filters, wrap column header text, set column width
Review data set for inconsistencies or unexpected anomalies
Create new spreadsheet to calculate totals
Build summary / totals table
Demonstrate functions (COUNT, COUNTIFS, SUM, SUMIFS, VLOOKUP)
Add totals rows / columns to verify accuracy of formulas
Create pivot table to calculate totals
Create chart / graphs to visualize data
strategic_data_gathering_and_dashboarding-3.pptx

16. Dashboard and Overview Report
7/19/2018
Dashboard and Overview Report
Dashboard
Each chart represents a single metric
Data tables in related worksheets provide source information for charts
Overview Report
Copy and paste charts from dashboard into document
Update “Brief Analysis” and “Notes” sections, if appropriate
DEMONSTRATION – This slide is for Neighborhood version
Dashboard
Open dashboard and show summary screens (Wicked Witch, monkeys – beware of distractions)
Show data tables and process for updating data points
Overview Report
Open sample overview report and review
Data definition
Brief analysis
Notes
Show process for updating charts / graphs and data points in document
strategic_data_gathering_and_dashboarding-3.pptx

17. Bringing it all Home State your goal Gather information
7/19/2018
Bringing it all Home
State your goal
Gather information
Follow your passion
Keep your eyes on the goal
Beware of distractions
We’re all in this together
DEMONSTRATION – This slide is for Neighborhood version
strategic_data_gathering_and_dashboarding-3.pptx

18. 7/19/2018
Questions
Contact Info: Andrew Brubaker Technology Specialist
Available in the Neighborhood by searching for “yellow brick road”
Presenters: James and Andrew
strategic_data_gathering_and_dashboarding-3.pptx