Class of ‘55 Room, Van Pelt Library - October 21, 2011

Student Data User Group 10/21/ Agenda  Budget Office: Counting Students - New FTE and WCU concepts  IPEDS data  Business Objects News  New Canned Queries Candidates  Students on Hold  Students on Leave  Options when a report calls for multiple Data Providers  Wrap-up / Question & Answer

Count Students as of Today v3 New FTE and WCU concepts in this version Report is now stored with data. Look for the date- stamp to see whether or not you need to refresh it Report can be refreshed for all schools. You can refresh for just yours, or use the filter to select your school without refreshing.

IPEDS Race & Ethnicity Data  Universe Location  Documentation  Cautions  User feedback

A subtle reminder…

News  DW Website Changes  Search data collection added to Student index page  Tips & FAQs added to left menu bar.  Student Data/ Office Hours training 10/28.  Register in KL from training options page.  Recent changes & upcoming plans  SAP Business Objects News from Conference  Next version/patches upgrade planning

New query: Students on Hold

Leaves of absence Students on leave from a specific term have Leave Flag in Degree Term = Y Exit term is null in the warehouse, even though there is an Exit Term in SRS for people going on Leave. When students are returned from leave, the entry action in SRS must be RL (Return from Leave) The warehouse extract assumes the SRS Exit term for people going on leave indicates the last term they were here. For example, in SRS, and Exit Action of LV and Exit Term of 2011C means they can have a 2011C active term record. The leave starts in the following term.

Leaves, continued This presents challenges for creating a canned query to find students Currently on Leave: Count students who leave part-way through the term as being On Leave in that term? Count students who are admitted to a program and never actually attend, but immediately go on Leave?

Looking at the Leave Flag in Degree Term is useful for eliminating people who you do not want to include in most queries, but it does not find everyone on leave.* * Based on the previous slide’s assumptions.

This query looks at the Leave table, and not in Degree Term, to find Leaves of Absence for which no Return information has yet been entered.

Queries options from multiple data providers Combined queries Union, Intersection, or Minus From same universe Sub-queries Special kind of query filter From same universe Multiple queries, with merged dimensions Can be from different universes Join between the two (or more) separate queries must be on dimensions of the same data type

Combined Queries In a union combination, Web Intelligence takes the all the data from both queries, eliminates duplicate rows, and builds a combined data set. In an intersection combination, Web Intelligence returns the data that is common to both queries. In a minus combination, Web Intelligence returns the data in the first query that does not appear in the second.

Sub-query Subqueries compare the values of an object used to restrict the query with values from other objects. Subqueries have their own filters.

Collecting data from two queries You can add a query that uses a different universe: Toggle back and forth to work with each query. Refresh just one, or both at the same time:

Merging data from two queries You can merge only dimensions They must be of the same data type Use the Merge Dimensions tool to open the Merge Dimensions window Note that Webi may, by default, merge things with the same name of the same type (see “Auto-merge dimensions” in the Document Properties)

Using merged data Use the dimension from query 1 to get all the rows from query 1 plus the selected information from query 2 Use the dimension from query 2 to get all the rows from query 2 plus the selected information from query 1 The Merged Dimension will return all the rows from both queries (full outer join) You can only “share” data between merged dimensions that are of type Measure or Detail. See the Tips and FAQs page: ng/da/bo/webi/qna/webi_merg eData.html ng/da/bo/webi/qna/webi_merg eData.html The dimension you choose to put onto your report will determine what rows will display. This is important, because if you are counting people, the number will change depending on whether you use one or the other of the source dimensions, or the Merged Dimension!

When to use which? Combined queries I need to see all of the people who are in Special Program “A” who are on Leave, and all of the people in Special Program “B” who are not on Leave. Sub-queries I need to see who is taking a specific course, but I want to see ALL of the other courses they are also taking this term. If I filter for just that course, I won’t get everything, but if I put the filter in a subquery, all the courses they are taking will be in the results. Multiple queries, with merged dimensions I need to compare information available in different universes.

Another subtle reminder…

Questions & Wrap-up  Any questions?  Next Meeting - December  FINAID data collection.  Thank you for coming!