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CUMREC 2002 © 2002 Information Services at DePaul University 1 Growing an Economical Student Admin Datamart Using Common Tools Jim Janossy Russ Patterson.

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Presentation on theme: "CUMREC 2002 © 2002 Information Services at DePaul University 1 Growing an Economical Student Admin Datamart Using Common Tools Jim Janossy Russ Patterson."— Presentation transcript:

1 CUMREC 2002 © 2002 Information Services at DePaul University 1 Growing an Economical Student Admin Datamart Using Common Tools Jim Janossy Russ Patterson DePaul University Info Services CUMREC 2002 © 2002 Information Services at DePaul University Copyright © 2002 DePaul University. This work is the intellectual property of DePaul University. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from DePaul University, Office of the President, Chicago, IL

2 CUMREC 2002 © 2002 Information Services at DePaul University 2 DePaul Adhoc Student Datamart Jim Janossy Russ Patterson DePaul University Info Services CUMREC 2002 © 2002 Information Services at DePaul University

3 CUMREC 2002 © 2002 Information Services at DePaul University 3 DePaul University Chicago & suburbs, 6 campuses Chicago & suburbs, 6 campuses BA/BS, MA/MS, Ph.D, CE programs BA/BS, MA/MS, Ph.D, CE programs 8 colleges 8 colleges 20,600 students (12,400 U, 8,200 G) 20,600 students (12,400 U, 8,200 G) 3,500 employees (1,800 F, 1,700 S) 3,500 employees (1,800 F, 1,700 S)

4 CUMREC 2002 © 2002 Information Services at DePaul University 4 PeopleSoft at DePaul HR, Finance, SA 7.6 systems HR, Finance, SA 7.6 systems Replaced homegrown SA, SCT / IA Replaced homegrown SA, SCT / IA Implementation began 1999 Implementation began 1999 Full cutover done July 1, 2001 Full cutover done July 1, 2001 HP 9000 servers, HP-UX, Oracle HP 9000 servers, HP-UX, Oracle

5 CUMREC 2002 © 2002 Information Services at DePaul University 5 PeopleSoft data loading Student data loaded, 1981 forward. Student data loaded, 1981 forward. Loaded June 2001, still reconciling! Loaded June 2001, still reconciling! STDNT_ENRL: 2.8 million rows STDNT_ENRL: 2.8 million rows STDNT_CAR_TERM: 1.5 million rows STDNT_CAR_TERM: 1.5 million rows TERM_TBL: 109 terms to present TERM_TBL: 109 terms to present

6 CUMREC 2002 © 2002 Information Services at DePaul University 6 PeopleSoft data transition Old system data loaded to “ODS” Old system data loaded to “ODS” Old data available through ODBC Old data available through ODBC Reconciliation accesses old data Reconciliation accesses old data Old IBM mainframe out July 2001 Old IBM mainframe out July 2001 Economize on old license fees Economize on old license fees

7 CUMREC 2002 © 2002 Information Services at DePaul University 7 PeopleSoft SA usage at DePaul Approx 980 on-line admin users Approx 980 on-line admin users 338 PS-Query users 338 PS-Query users 81,000 CampusConnect user ids 81,000 CampusConnect user ids 70 power users (data extraction) 70 power users (data extraction) 10 subject matter experts (SME) 10 subject matter experts (SME)

8 CUMREC 2002 © 2002 Information Services at DePaul University 8 Reporting instance PeopleSoft Student Admin system

9 CUMREC 2002 © 2002 Information Services at DePaul University 9 Reporting instance PeopleSoft Student Admin system Reporting instance is a full copy of the on-line system

10 CUMREC 2002 © 2002 Information Services at DePaul University 10 Reporting instance PeopleSoft Student Admin system Copied nightly

11 CUMREC 2002 © 2002 Information Services at DePaul University 11 Reporting instance PeopleSoft Student Admin system Why? * Efficiency * Static data * Security * Preservation Copied nightly PRD1 PRD0

12 CUMREC 2002 © 2002 Information Services at DePaul University 12 Reporting instance PeopleSoft Student Admin system PS-Query and most reporting runs from the reporting instance PRD1

13 CUMREC 2002 © 2002 Information Services at DePaul University 13 Data access On-line is PS-provided On-line is PS-provided Reporting side is do-it-yourself! Reporting side is do-it-yourself! 130 old reports abandoned 130 old reports abandoned 70 old report outputs still relevant! 70 old report outputs still relevant! Adhoc extractions still relevant! Adhoc extractions still relevant!

14 CUMREC 2002 © 2002 Information Services at DePaul University 14 DePaul infrastructure IS: systems, prod reports, ad hocs Enrollment Mgmt/Registrar: university-wide day/day reporting Office of Institutional Planning and Research (OIPR): long term stats

15 CUMREC 2002 © 2002 Information Services at DePaul University 15 College office reporting? Whatever you can’t get from production reporting (IS) PS online panels Enrollment Management Institutional Planning... production reporting (IS) PS online panels Enrollment Management Institutional Planning...

16 CUMREC 2002 © 2002 Information Services at DePaul University 16...get for yourself? PS-Query 338 users spreadsheet output spreadsheet output easy to learn tool easy to learn tool feed Crystal Reports or Access feed Crystal Reports or Access

17 CUMREC 2002 © 2002 Information Services at DePaul University 17 Serious Limitations spreadsheet maximum 65K rows spreadsheet maximum 65K rows hard to learn data structures! hard to learn data structures! awkward outer joins awkward outer joins PS-Query 338 users

18 CUMREC 2002 © 2002 Information Services at DePaul University 18 Serious Limitations spreadsheet maximum 65K rows spreadsheet maximum 65K rows hard to learn data structures! hard to learn data structures! awkward outer joins awkward outer joins PS-Query 338 users

19 CUMREC 2002 © 2002 Information Services at DePaul University 19 Fatal Limitations must work with raw tables must work with raw tables views aren’t enough of a cure views aren’t enough of a cure not enough capabilities not enough capabilities PS-Query 338 users

20 CUMREC 2002 © 2002 Information Services at DePaul University 20 Direct data access ODBC raw PS tables 22 users Registrar, institutional planning, programmer/ analyst access Adhoc reports done by Info Services Steep learning curve!

21 CUMREC 2002 © 2002 Information Services at DePaul University 21 Data access goal Easy to use Stable data formats Standard source Users do most adhocs PS-Query 338 users ? ODBC raw PS tables 22 users ?

22 CUMREC 2002 © 2002 Information Services at DePaul University 22 Data access goal Easy to use Stable data formats Standard source Users do most adhocs PS-Query 338 users ? ODBC raw PS tables 22 users ?

23 CUMREC 2002 © 2002 Information Services at DePaul University 23 Data access goal Easy to use Stable data formats Standard source Users do most adhocs PS-Query 338 users ? ODBC raw PS tables 22 users ?

24 CUMREC 2002 © 2002 Information Services at DePaul University 24 Data access goal Easy to use Stable data formats Standard source Users do most adhocs PS-Query 338 users ? ODBC raw PS tables 22 users ?

25 CUMREC 2002 © 2002 Information Services at DePaul University 25 Reaching the goal ODBC Datamart tables 70 users PS-Query 338 users ODBC raw PS tables 22 users

26 CUMREC 2002 © 2002 Information Services at DePaul University 26 Adhoc student datamart How does it look? How do users user it?

27 CUMREC 2002 © 2002 Information Services at DePaul University 27 PeopleSoft operator id and password

28 CUMREC 2002 © 2002 Information Services at DePaul University 28 Usage

29 CUMREC 2002 © 2002 Information Services at DePaul University 29 Student datamart functional look 20 tables 20 tables Enrolled student data Enrolled student data Assemble data for convenient use Assemble data for convenient use Focus on 20% to meet 80% needs Focus on 20% to meet 80% needs Row control by ACAD_GROUP Row control by ACAD_GROUP

30 CUMREC 2002 © 2002 Information Services at DePaul University 30 Student datamart technical look Separate Oracle database Separate Oracle database Oracle define, create, security Oracle define, create, security Extract data with Access or SQR Extract data with Access or SQR Load with SQR or SQL*Loader Load with SQR or SQL*Loader Pilot first, engage users, perfect it Pilot first, engage users, perfect it

31 CUMREC 2002 © 2002 Information Services at DePaul University 31 Student datamart technical look Separate Oracle database Separate Oracle database Oracle define, create, security Oracle define, create, security Extract data with Access or SQR Extract data with Access or SQR Load with SQR or SQL*Loader Load with SQR or SQL*Loader Pilot first, engage users, perfect it Pilot first, engage users, perfect it

32 CUMREC 2002 © 2002 Information Services at DePaul University 32 Student datamart technical look Separate Oracle database Separate Oracle database Oracle define, create, security Oracle define, create, security Extract data with Access or SQR Extract data with Access or SQR Load with SQR or SQL*Loader Load with SQR or SQL*Loader Pilot first, engage users, perfect it Pilot first, engage users, perfect it

33 CUMREC 2002 © 2002 Information Services at DePaul University 33 Student datamart technical look Separate Oracle database Separate Oracle database Oracle define, create, security Oracle define, create, security Extract data with Access or SQR Extract data with Access or SQR Load with SQR or SQL*Loader Load with SQR or SQL*Loader Pilot first, engage users, perfect it Pilot first, engage users, perfect it

34 CUMREC 2002 © 2002 Information Services at DePaul University 34 Adhoc datamart - pilot Design for 600 most recent adhocs Design for 600 most recent adhocs Pilot and use in Access Pilot and use in Access Focus on common problems Focus on common problems Roll out best contact data first Roll out best contact data first Coordinate with mailing services Coordinate with mailing services

35 CUMREC 2002 © 2002 Information Services at DePaul University 35 ?

36 CUMREC 2002 © 2002 Information Services at DePaul University 36 Low- hanging fruit!

37 CUMREC 2002 © 2002 Information Services at DePaul University 37 Best Contact Data Table Formation ADDRESSESNAMESPERSONAL_PHONE _ADDRESSES HR: employees CBORD: dorm assigns DP701A Best Contact Data

38 CUMREC 2002 © 2002 Information Services at DePaul University 38 One datamart table!

39 CUMREC 2002 © 2002 Information Services at DePaul University 39 Adhoc datamart - engage users Get key users involved (SMEs) Get key users involved (SMEs) Publicize documentation site Publicize documentation site Publish a schedule for more tables Publish a schedule for more tables Use for a regular periodic process Use for a regular periodic process Use to replace other downloads Use to replace other downloads

40 CUMREC 2002 © 2002 Information Services at DePaul University 40 Adhoc datamart - perfect it Tune table format, content Tune table format, content Expand to admission data Expand to admission data Convert loads to SQR, SQL*Loader Convert loads to SQR, SQL*Loader Absorb data from Enroll. Mgmt? Absorb data from Enroll. Mgmt? Expand longitudinally Expand longitudinally

41 CUMREC 2002 © 2002 Information Services at DePaul University 41 Tables

42 CUMREC 2002 © 2002 Information Services at DePaul University 42 Requirements Clear documentation Clear documentation Clear naming convention Clear naming convention Create simple data structures Create simple data structures Interpret coded values for use Interpret coded values for use Use common tools, common skills Use common tools, common skills

43 CUMREC 2002 © 2002 Information Services at DePaul University 43 Requirements Clear documentation Clear documentation Clear naming convention Clear naming convention Create simple data structures Create simple data structures Interpret coded values for use Interpret coded values for use Use common tools, common skills Use common tools, common skills

44 CUMREC 2002 © 2002 Information Services at DePaul University 44

45 CUMREC 2002 © 2002 Information Services at DePaul University 45 Requirements Clear documentation Clear documentation Clear naming convention Clear naming convention Create simple data structures Create simple data structures Interpret coded values for use Interpret coded values for use Use common tools, common skills Use common tools, common skills

46 CUMREC 2002 © 2002 Information Services at DePaul University 46 Requirements Clear documentation Clear documentation Clear naming convention Clear naming convention Create simple data structures Create simple data structures Interpret coded values for use Interpret coded values for use Use common tools, common skills Use common tools, common skills

47 CUMREC 2002 © 2002 Information Services at DePaul University 47 Requirements Clear documentation Clear documentation Clear naming convention Clear naming convention Create simple data structures Create simple data structures Interpret coded values for use Interpret coded values for use Use common tools, common skills Use common tools, common skills

48 CUMREC 2002 © 2002 Information Services at DePaul University 48 Approach Common tools Common skills Common cents ODBC MS-Access SQR SQL*Loader Oracle roles

49 CUMREC 2002 © 2002 Information Services at DePaul University 49 Common tools Common skills Common cents Existing skills MS-Access Excel Basic PC training Views by college Approach

50 CUMREC 2002 © 2002 Information Services at DePaul University 50 Common tools Common skills Common cents No new software No new hardware No new staff No consultants Got sense? Use it! Approach

51 CUMREC 2002 © 2002 Information Services at DePaul University 51 Resources One analyst, 50% time + One analyst, 20% time + One student worker = 8 months How do it faster? Start with a guide

52 CUMREC 2002 © 2002 Information Services at DePaul University 52 Why? You need to know the data! You have needs today ETLs and warehouses are expensive Common tools do work You need to know the data, so start!

53 CUMREC 2002 © 2002 Information Services at DePaul University 53 But, you need to: Be organized Start with something manageable Show useful products early Listen to users & the “adhoc guy” Know the data

54 CUMREC 2002 © 2002 Information Services at DePaul University 54 How? Get help from users, PS ERDs Get data access via ODBC Build own binder of data samples Use PS Query to build SQL in steps Get support of your DBA Get started!

55 CUMREC 2002 © 2002 Information Services at DePaul University 55 Alternative approach Build views instead of a datamart Build views instead of a datamart Build extra tables with SQR Build extra tables with SQR Define extra tables to PS Define extra tables to PS Access with PS-Query or ODBC Access with PS-Query or ODBC Problems: PS-skills, efficiency Problems: PS-skills, efficiency

56 CUMREC 2002 © 2002 Information Services at DePaul University 56 A deep thought... If you do not require a budget, you are not constrained by the lack of one. - Jack Handy - Jack Handy

57 CUMREC 2002 © 2002 Information Services at DePaul University 57 For more information... Download a single zipped file from the web. This contains Word documents for sample formats, design spreadsheets, and SQR code: Please understand: The material is presented for your review “as is.” We are happy to discuss it, but we provide no support!


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