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Transcript of Limitless Data in a Data Driven World 4.4.16
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Limitless Data In A Data Driven World:
Implementing A Data Warehouse
Cassandra Elizondo, Assistant Registrar for Student Systems and Technology
www.utah.edu
April 4th, 2016
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University of Utah• Utah’s oldest and largest institution of higher education
• Flagship University in Utah
• 4 year, research 1, public institution
• Over 100 undergraduate and graduate degree programs
• Over 30,000 students
• 2 campuses – Main campus, Salt Lake City, UT; Asia campus, Songdo, South Korea
• PeopleSoft 9.0, Webi 4.1 service pack 5, Canvas
April 4th, 2016
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Timeline• Why a Data Warehouse?
• Identifying the Stakeholders
• Initial Planning
• Building the Data Warehouse
• Creating Governance and Guidelines
• Gathering the Users
• Training
• Restructuring: Creating Competency Levels
• Current State of Affairs
April 4th, 2016
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Why a Warehouse? • Enrollment Management wanted data to get out to the colleges
• More data driven decisions needed to be made
• The Colleges wanted data
April 4th, 2016
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Meet The Stakeholders• Associate VP Of Enrollment Management
• Director Of Admissions; Other Admissions Members
• University Registrar; Other Registrar Members
• Director Of Financial Aid; Other Financial Aid Members
• Office Of Budget and Institutional Analysis (OBIA)
• Representatives From School Of Business, College Of Engineering, and College Of Nursing
• University IT (UIT) – BI Team
April 4th, 2016
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Initial Planning
April 4th, 2016
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February – March 2013Design session
• 10 days of workshops between mid-February and mid-March
• 19 sessions, about 2 ½ hours each
• Goals
• Develop logical dimensional models
• What did we want to see in the data warehouse?
• What was our purpose for using the tool?
April 4th, 2016
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April 4th, 2016
Building The Warehouse
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April 4th, 2016
April 2013• Begin building the universes and dimensions, kicking off the behind the scenes set-up
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April 4th, 2016
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April 4th, 2016
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April 4th, 2016
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April 4th, 2016
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April 4th, 2016
August 2013 – April 2014• Defining objects
• First meeting had too many voices; decided two people would define the objects
• Approval was sent to the Associate VP of Enrollment Management; were never approved
• Defining leadership
• Decided to move approval process and the majority of the project leadership to the Registrar’s Office
• At this point, the objects had been pulled into the data warehouse
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April 4th, 2016
May – October 2014• Implementation meetings began
• BI Team/UIT, Registrar’s Office, School of Business, College of Engineering, College of Nursing, Office of Budget and Institutional Analysis (OBIA)
• Created an Assistant Registrar position to take on this project (Me!)
• Met every other Friday through Summer and early Fall
• Branded the data warehouse the Student Data Warehouse (SDW)
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April 4th, 2016
Before Going Live• Comparisons to other Universities
• Website creation
• Governance and Guidelines
• The Users
• Library Reports
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April 4th, 2016
Website Creationhttp://registrar.utah.edu/faculty/datawarehouse/
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April 4th, 2016
Governance and Guidelines
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April 4th, 2016
Governance and Guidelines
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April 4th, 2016
Governance and Guidelines
• Members consist of: University Registrar - chair, Office of Budget and Institutional Analysis, BI Team/UIT, Associate Registrar, 2 Current User Group Members
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April 4th, 2016
Governance and Guidelines• Gathering the Users
• Colleges were meeting with the Associate VP of Enrollment Management – wanted the data
• Decided to give access to one User from each College – would have access to all data in the warehouse – Phase I
• BI Team did not have the resources to support being the sole report writers
• With this short timeline we were given for implementation, this was our only option
• Colleges had never had access like this to the system – did not fully understand how “messy” the data was
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April 4th, 2016
Governance and Guidelines
• College Dean Users would be the main contact for Phase II – department level users, with access to only their department data
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April 4th, 2016
Definitions
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April 4th, 2016
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April 4th, 2016
Building the Library• Sub-committee formed – Met July through November
• BI Team/UIT, Registrar’s Office, Office of Budget and Institutional Analysis (OBIA), School of Business, College of Engineering, College of Nursing, College of Fine Arts, College of Health
• Came up with ideas for reports we would want• What was being asked for already
• Academic Reports – already delivered reports – converted to the data warehouse, with input controls, filters, and other options
• Currently have 19 published reports; working on a dozen more
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April 4th, 2016
Building the Library
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Resources
April 4th, 2016
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April 4th, 2016
October – November 2014• October – decided to launch November 1st
• Presented to Council of Academic Deans (CAD) and requested one representative be appointed from each college by December 1st
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April 4th, 2016
December 2014• Onboarding meetings for Users
• Beginning of December
• Kick off meeting held mid-December for all Users
• Data Management Committee started meeting monthly in January 2015
• College Dean User group started meeting monthly in February 2015
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April 4th, 2016
January – February 2015• Training
• January 22nd – 28th: Basic Navigation training
• February 2nd – 6th: In-depth training – how to write a report
• From the Basic and In-depth training, we realized there would need to be more trainings than we originally anticipated
• Planned another In-depth training for March
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April 4th, 2016
March - April 2015• March 9th – 13th: In-depth trainings
• Added weekly drop-in sessions for people to practice creating reports outside of training
• April 13th – 17th: In-depth trainings
• Discussion started about needing different types of trainings – discussed in both the User Group and the Management Committee meetings
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April 4th, 2016
Graduation Pipeline• Was forgotten in the initial planning
• With lack of graduation pipeline, the student story was not complete
• Users were hesitant to use the tool with missing data
• Work began to bring graduation pipeline into the warehouse
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April 4th, 2016
May 2015• Major milestones
• Testing of the Graduation Pipeline data
• Creation of the Competency Levels/Assessments• Competency Level = Time Commitment
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April 4th, 2016
June – July 2015• Level training kick off – presented competency level descriptions at the Council of
Academic Deans (CAD)
• Lost a number of Users because of this
• Graduation data go-live
• Level trainings offered; assessments given
• All Users required to be a Level II
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April 4th, 2016
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April 4th, 2016
User Profile & Skill Set• User should commit 10-15 hours per week
• User should understand college/department needs and processes in order to make strategic data driven decisions
• Example: student experience
• User should be familiar with data management tools, including a background in PeopleSoft
• Have an interest in learning new technology, such as webi, tableau, and have an understanding of excel
• User should have demonstrated analytical and critical thinking skills
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April 4th, 2016
Level Descriptions• Three levels of User competency
• Level I• Basic minimum knowledge needed to produce and understand library reports (this will
be minimum competency for Phase II Users)
• Level II• Dean User minimum competency requirement to build basic custom reports, ability to
edit library reports, and to analyze & validate reports
• Dean User will serve as college level support contact for Phase II User
• Level III• Advanced reporting skills for Dean User to build more visually complex and meaningful
reports for decision makers
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April 4th, 2016
Level I: Expectations • It is expected that the User will watch and/or read through every tutorial provided on
the canvas website under the level I trainings.
• It is expected that the User will interact with the discussion board in Canvas, by creating threads and commenting on other users threads.
• It is expected that the User will have run every library report available.
• It is expected that the User will have a firm understanding of the definitions, as well as where to find them when clarification is needed.
• Time commitment: 2 trainings, 4 hours each in training; 10 hours per week outside of trainings for one month
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April 4th, 2016
Level I: Qualifications/Assessment • User should understand their role and responsibility in the Dean’s User group. (Governance and
Guidelines)
• User should have a basic understanding of the SDW definitions. (Definitions)
• User should be able to navigate the SDW, know where to save files, how to export to excel, and find the Library Reports. (Basic navigation)
• User should be able to open a Library Report, enter the prompts, and run the Library Report, as well as refresh the data. (Run a Library Report)
• User should have a basic understanding of each Library Report (Registrar’s website)
• User should have an understanding of Canvas, how to review the modules/tutorials, where to contact the other Users, and how to find out when the next training session is scheduled. (Canvas)
• An assessment to determine the Users knowledge of the definitions, where to find them, what they mean, and what the importance of the definitions are, as well as a basic navigation of the website and the student data warehouse will be administered to determine User’s competency in level I.
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April 4th, 2016
October – December 2015• October 2015
• Subquery training discussed
• Request for Service e-form created – easier to submit problems/new reports to be created
• Allowed us to more easily track the questions that were coming in
• November 2015
• Subquery training added as level II.B
• Training
• December 2015
• Drop-in office hours for Users started up again – must sign up
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April 4th, 2016
Current State Of Affairs
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April 4th, 2016
Phase IIWe have just begun discussing implementing Phase II – department level access
• Security
• Forming a task force
• Governance and Guidelines
• Library Reports
• College Dean Users – their role
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April 4th, 2016
December 2015 - PresentBrainstorming sessions
• Library Reports discussion –need more reports
• How to build a report• What objects are needed
• What is the question you are wanting answered
• What helpful features should be included (input controls, filters, counts, etc.)
• Who will view this report
• Etc.
• Each session the Users submit new report ideas to BI Team/UIT to be built• Users are supposed to be writing these and submitting them to be added to the library,
but most do not have time to do this
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April 4th, 2016
January 20164 Colleges got together to hire one person to be the College Dean User for their Colleges
• College of Fine Arts, College of Humanities, College of Social and Behavioral Sciences, and College of Health
• Currently resides in Office of Budget and Institutional Analysis (OBIA)
• Granted membership to the Data Management Committee
• Other Colleges are interested in following this model
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April 4th, 2016
Pitfalls• Missing Graduation Data
• Were not given a clear direction of what qualifications the Users would need
• First year – discovering what we were missing, what needed to be changed
• New product; new model
• Structure – who was in charge?
• Had to stay in Registrar’s Office
• Library Reports not tested properly before go-live
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April 4th, 2016
Triumphs• User group monthly meetings
• Open communication
• Being open to change
• Keeping stakeholders aware of what was going on
• Data Management Committee meetings
• Discussed the issues the Users would present
• Communication to Council of Academic Deans (CAD)
• Creation of the competency levels
• Knowing what was required; giving more structure