1. Helen Norris, Associate Vice President, Technology Services
USING REPORTING TO MANAGE THE ENROLLMENT AND GRADUATION FUNNELS – AND OTHER FUN DATA TOPICS
Helen Norris, Associate Vice President, Technology Services
CSU Sacramento
In this session, the presenters will describe how enrollment managers, deans, department chairs and other campus administrators use data to manage the critical time of enrollment, leveraging reports from our campus data warehouse to inform decisions about enrollment levels and course section scheduling. We approached this problem taking the funnel approach – simply watching where the student numbers moved through the various stages of enrollment – applicant; admitted; accepted; matriculated. Reports are used at the campus, college and department level. We will then show how we used this same approach to manage the graduation process, watching the numbers change as students move from status to status – applied to graduate; in review; approved; graduated. The session will feature a presentation and overview of how we developed these reports plus a hands-on demo of these reports from our data warehouse.
Over the last several years, CSU Sacramento has implemented a comprehensive student data warehouse. Initially we focused on replacign reports that came from our enterprise systems, however, more recently we have focused on reports that have been used in decision-making at both the operational and strategic level. In this session, we will focus on how we use data during the enrollment cycle and during the graduation cycle to help us make decisions about admissions and course section scheduling. This is critical during constrained budget times, when we need to provide the right selection of course sections to our students and must manage our enrollment very tightly. The presentation will focus on the funnel reports and how they are used centrally and in colleges and departments for decision making,

2. Agenda for today’s presentation
Sac State Overview
Data Warehouse Background
Enrollment and Graduation Challenges
Solutions Implemented for Enrollment & Graduation
Other Cool Reports
Next Steps

3. Sac State Overview
One of the larger campuses in the 23-campus California State University system
Approximately 21,700 FTE comprised of approximately 28,000 students, mostly undergraduate;
60% of newly-enrolled students are transfer students
“Non-traditional” students – working adults with families; first generation college
Declining State resources over the last several years
Open mission of CSU

4. Sac State Overview Note the dramatic shift in 2010
Growth prior to 2007

5. Sac State Overview
Note that our budget reduction disproportionately focused on grad students

6. Sac State Overview

7. Sac State Overview

8. Data Warehouse Overview
CSU uses the Peoplesoft suite for Student Administration, as well as Finance and HR
In 2008, Sac State implemented a self-service Data Warehouse, using the Cognos tool
Data Marts include Finance, Student, Advance and HR
Moved focus of efforts to student reporting in Fall 2009
Sophisticated security model for student data
About 400 users across campus
20,000+ reports are run monthly
Collaborative approach to report development
Initial report rollout focused on operational reports

9. Enrollment Challenges
Changing enrollment targets
Impacted Programs
Budget challenges
Data needs at campus/college/department level

10. Solution Admissions Analytics Reporting
Aggregate Counts for the progressive funnel of Admissions Activity
Timing; used by campus from Application Through Matriculation
Online or Export Options
Flexible Summary Total Options
Graduate (PostBac) and Undergraduate perspectives
Campus, College or Department Level Perspectives through drills

11. Data Warehouse Access
Suren, Ed and Emiliano

12. Data Warehouse Access
Suren, Ed and Emiliano

13. Data Warehouse Access
Suren, Ed and Emiliano

14. Admissions Analytics Filtering
Suren, Ed and Emiliano

15. Admissions Analytics By College
Don’t forget the drill!!

16. Admitted Applicants by College/Department

17. Graduation challenges
Changing enrollment targets – need to have students graduate in a more timely fashion
Recently moved to an online graduation application process

18. Solution Don’t really have one!
Future - build on our operational reporting to look at true graduation analytics
Some reporting – Graduation Funnel
Aggregate Counts for the progressive funnel of graduation Processing
Timing; used by campus throughout the semester
Online or Export Options
Flexible Summary Total Options
Graduate (PostBac) and Undergraduate perspectives
Campus, College or Department Level Perspectives through drills

19. Graduation Funnel Selection
Grad funnel is a bit of a misnomer.
Still a work in progress – focus on the drill
Focus on students entering and exiting program

20. Graduation Funnel By Term
Grad funnel is a bit of a misnomer.
Still a work in progress – focus on the drill
Focus on students entering and exiting program

21. Graduation Funnel By Term and College
Suren, Ed and Emiliano

22. Graduation Funnel By Term, College, Department and Plan
Suren, Ed and Emiliano

23. Other Cool Reports Delivered
Mostly Operational
Often were added as part of another project
May have been in response to a campus request for data from multiple areas
Some have a dashboardy feel

24. Enrolled Major
One of our first widely available reports, hugely popular

25. Schedule Of Classes

26. Faculty Workload
Unofficial – used as a tool to help get our official data right. Shows some issues in our business processes

27. Textbook Compliance Report

28. ITE – Summary Of Reason with Detail

29. Orientation Department Students by Major
By Major Orientation Report
Student Group Orientation Report
Boyana and Mary

30. Impaction Report
By Impacted Program
Boyana and Mary

31. Grade Reports
Boyana and Mary

32. Grade Reports
Boyana and Mary

33. General Ed. Requirements Report
Boyana and Mary

34. Advising Report
Boyana and Mary

35. What’s Next
Focusing on more analytical reporting, especially in support of our graduation initiative
Data needs are driving business processes, for example degree planning
Need to integrate other data; external data, space data etc.

36. Questions?
Helen Norris,