1. Ivy Tech Region 6 Introductory Data Day Ryan R. Johnson Director of Institutional Research

2. Topics  Introduction  Central Office Reports/Online Data  Discoverer Basics  Discoverer Standard Reports  Overview of ODS  Excel Basics  Resources for Additional Discoverer Training

3. Introduction  Ryan R. Johnson, MBA Director of Institutional Research 765-289-2291, x1725 email: rjohnson176@ivytech.edurjohnson176@ivytech.edu  IR Bouncelist email: r6-ir@lists.ivytech.edur6-ir@lists.ivytech.edu

4. Role of Institutional Research  Provide information on students, faculty, programs and financial aspects of the community college.  Culture of Evidence  “…refers to each college’s ability to know and show how their students move through the institution, from their first day on campus through graduation, to reach their educational goals. Ideally, the data and information derived from transactions with students is used to improve institutional processes, drive decision-making and provide accountability to external and internal stakeholders, including those students themselves.” From Association for Institutional Research Data & Decisions Academy Course

5. Central Office Reports/Online Data  Central Office sends out standardized reports, primarily on census dates, detailing headcounts/FTE, student outcomes  http://www.ivytech.edu/institutional-research/ http://www.ivytech.edu/institutional-research/  http://wwwcc.ivytech.edu/employee/infonet/instituti onal-research/ http://wwwcc.ivytech.edu/employee/infonet/instituti onal-research/

6.  http://www.ivytech.edu/institutional-research/ http://www.ivytech.edu/institutional-research/

8. Regional Data  A wealth of Region 6 data is available  Discoverer Reports  Custom IR Data Requests  Discoverer reports include detailed information on many topics, including:  Enrollment  Student outcomes  Advising  Class lists  Compass scores  Demographics  VA  WED Programs

9.  IR Data Request Form – Region 6  IR Survey Request From – Region 6  Submit requests to IR Bouncelist email: r6-ir@lists.ivytech.edur6-ir@lists.ivytech.edu

10. Discoverer Reports – AR Library With Description when Available Report NameDescriptionOwner AR Touchnet EmailsAR_LIBRARY AR Web PaymentsAR_LIBRARY Collections ReportAR_LIBRARY Consumable Fees By RegionAR_LIBRARY Nelnet StudentsAR_LIBRARY Student ARAR_LIBRARY Student HoldsAR_LIBRARY Students with Credit Balance and State-ITCC GrantsAR_LIBRARY

11. Discoverer Reports – Financial Aid Library With Description when Available ACG Self ReportsFINANCIAL_AID_LIBRARY Aid Matriculated to Ineligible MajorsFINANCIAL_AID_LIBRARY All Drops, F's, I's, and W's List student when offered Title IV aid > ZERO and all courses are coded as dropped, withdrawn and/or grades of F or I.FINANCIAL_AID_LIBRARY Alternative Loan StatusFINANCIAL_AID_LIBRARY Award Recipient MailingsFINANCIAL_AID_LIBRARY Award ReportsFINANCIAL_AID_LIBRARY COD Grant Disbursement Error ReportFINANCIAL_AID_LIBRARY County Scholarship ReportFINANCIAL_AID_LIBRARY Direct Loan Disbursement Status ReportFINANCIAL_AID_LIBRARY Direct Loan Draw Down ReportFINANCIAL_AID_LIBRARY Direct Loan Origination StatusFINANCIAL_AID_LIBRARY

12. Direct Loan RequirementsFINANCIAL_AID_LIBRARY Disbursement ReportsFINANCIAL_AID_LIBRARY Enrollment Not Equal to Budget AssignmentFINANCIAL_AID_LIBRARY Federal SEOG Review ReportFINANCIAL_AID_LIBRARY Financial Aid - Multiple CensusFINANCIAL_AID_LIBRARY Financial Aid - Remedial CourseworkFINANCIAL_AID_LIBRARY Financial Aid - State Nursing ScholarshipFINANCIAL_AID_LIBRARY Financial Aid - Undeclared StudentsFINANCIAL_AID_LIBRARY Financial Aid Awards and DisbursementsFINANCIAL_AID_LIBRARY Financial Aid CVOFINANCIAL_AID_LIBRARY Discoverer Reports – Financial Aid Library Cont’d With Description when Available

13. Financial Aid ExpendituresFINANCIAL_AID_LIBRARY Financial Aid HoldsFINANCIAL_AID_LIBRARY Financial Aid ProfileFINANCIAL_AID_LIBRARY Financial Aid Registration ActivityFINANCIAL_AID_LIBRARY Graduate Borrowers by Term List of student who have a graduation status WG(will graduate) by academic period and campus.FINANCIAL_AID_LIBRARY No FAFSA Marketing ReportFINANCIAL_AID_LIBRARY Outstanding Loan FilesFINANCIAL_AID_LIBRARY OverawardsFINANCIAL_AID_LIBRARY Package Complete Date NullFINANCIAL_AID_LIBRARY Packaging ReportFINANCIAL_AID_LIBRARY

14. Discoverer Reports – Financial Aid Library Cont’d With Description when Available Paid Amount Greater than Accept AmountFINANCIAL_AID_LIBRARY PLUS Loan ProcessingFINANCIAL_AID_LIBRARY Registered FA ApplicantsFINANCIAL_AID_LIBRARY Registered with no FAFSA AppFINANCIAL_AID_LIBRARY Return of Title IV Funding (R2T4)FINANCIAL_AID_LIBRARY RFIBUDGFINANCIAL_AID_LIBRARY SAPFINANCIAL_AID_LIBRARY Scholarship Extract ReportFINANCIAL_AID_LIBRARY Tracking Complete for Packaging but Not VerifiedFINANCIAL_AID_LIBRARY Tuition Specific AidFINANCIAL_AID_LIBRARY Verification Status ReportFINANCIAL_AID_LIBRARY Year in College ReviewFINANCIAL_AID_LIBRARY

15. Discoverer Reports – Student Library With Description when Available Student Paid StatusODSMGR Veteran CountsODSMGR Ability To BenefitSTUDENT_LIBRARY Academic Standing List of all degree seeking student's Academic Standing for a specfic academic period and campus.STUDENT_LIBRARY Active ProgramsSTUDENT_LIBRARY Admissions Push List of student applications by push process date, application added date, campus and academic period.STUDENT_LIBRARY Admitted Students by Admit Type List of admitted students by campus, academic period and admissions populations.STUDENT_LIBRARY Admitted Students Missing Acceptance Letter List of students who are missing their acceptance letter by campus, academic period and the option of registered or not registered.STUDENT_LIBRARY Admitted, Not Registered List of students who have applied and been admitted and are not registered by academic period and campus.STUDENT_LIBRARY Admitted, Not Registered Any Future TermSTUDENT_LIBRARY Advisee ListSTUDENT_LIBRARY All-USA Academic TeamSTUDENT_LIBRARY Applicant and Admit Counts Total count of applicants via the web and manual for all regions for a specfic academic period or date.STUDENT_LIBRARY

16. Discoverer Reports – Student Library Cont’d With Description when Available Applied, Not AdmittedList of students who have applied and have not been admitted.STUDENT_LIBRARY Apprenticeship Report List of students in the apprenticeship programs by academic period and campus with or w/o AR DATA.STUDENT_LIBRARY Assessment ScoresList of Recruit or Applicant test scores by academic period, campus and test description.STUDENT_LIBRARY ATD TrackingSTUDENT_LIBRARY Blackboard DownloadSTUDENT_LIBRARY CAAP Course Student RegistrationsSTUDENT_LIBRARY Career Services ContactSTUDENT_LIBRARY Certification Embedded 10-Day EnrollmentSTUDENT_LIBRARY Class ListSTUDENT_LIBRARY Class ScheduleList of Courses by campus, academic period and enrollment.STUDENT_LIBRARY Class Schedule with WaitlistList of Courses by campus, academic period and enrollment and waitlisted students.STUDENT_LIBRARY College for Working Adults List of students interested or accepted or not registered, if accepted, in the College of Working Adults by academic period and campus.STUDENT_LIBRARY COMPASS Complete, Not RegisteredSTUDENT_LIBRARY Dean's List List of students who have achieved Dean's List status for a specfic academic period and campus.STUDENT_LIBRARY Demographics List of recruits or admitted students demographic information (i.e. ID, name, address, phone, age, ethnicity, gender & email) by campus, academic period and admissions populations.STUDENT_LIBRARY

17. Discoverer Reports – Student Library Cont’d With Description when Available Dropped Students List of students who have been dropped by academic period, campus and registration status date.STUDENT_LIBRARY Dual Credit Report List of students who have a registration status of RD(dual credit) by academic period and campus.STUDENT_LIBRARY Facilities ReportSTUDENT_LIBRARY Graduates By Term List of student who have a graduation status WG(will graduate) by academic period and campus.STUDENT_LIBRARY Graduation ProcessSTUDENT_LIBRARY HS Graduate Information List of students who have not turned in an official HS transcript or HS students who have enorlled by academic period and campus.STUDENT_LIBRARY ImmunizationSTUDENT_LIBRARY Incomplete GradesList of students with an incomplete grade for a specfic academic period and campus.STUDENT_LIBRARY International StudentsList of international student by academic period and campus.STUDENT_LIBRARY JG Graduates By Term List of student who have a graduation status WG(will graduate) by academic period and campus.STUDENT_LIBRARY Missing Admissions Checklist ItemsList of students who are missing items on the admissions checklist.STUDENT_LIBRARY Missing GradesList of students missing a grade for a specfic academic period and campus.STUDENT_LIBRARY Modified Course RosterSTUDENT_LIBRARY Non-Returning Students List of students who attended and didn't return in the subsquent term by campus and academic period.STUDENT_LIBRARY Prereq AuditSTUDENT_LIBRARY

18. Discoverer Reports – Student Library Cont’d With Description when Available Program CertificatesSTUDENT_LIBRARY PTK ReportList of Students with the PTK attribute for a specfic academic period and campus.STUDENT_LIBRARY Recruit CountsCount of recruits by academic period and campus or campus and date.STUDENT_LIBRARY Recruits, Not AppliedList of recruits who have not applied by academic period and campus.STUDENT_LIBRARY Registration ActivityRegistration activity by academic period, campus and date.STUDENT_LIBRARY SMAPROG reportSTUDENT_LIBRARY SolomonList of enrolled student directory information by academic period and campus.STUDENT_LIBRARY Student CountHeadcount and FTE data for an academic term and campus.STUDENT_LIBRARY Student Count - Demographics List of enrolled students based on course campus and academic period with demographic data and attributes i.e. ICN.STUDENT_LIBRARY Student Counts - NEWStudent Counts – Revised 201010STUDENT_LIBRARY Student Grade ChangesSTUDENT_LIBRARY Student GradesList of students by campus and academic period assigned an NW (no-show) grade.STUDENT_LIBRARY Student IvyTech Email AddressSTUDENT_LIBRARY Student Registrations List of students by campus and academic period in various registration status i.e. DE, VA, Waitlisted, Cancelled courses.STUDENT_LIBRARY Student WithdrawalsSTUDENT_LIBRARY

19. Discoverer Reports – Student Library Cont’d With Description when Available Students Enrolled in Specific ProgramsList of student enrolled by academic period, campus and specfic program.STUDENT_LIBRARY Students Registered and Admitted In Different Terms List all students registered for classes in an academic period who don't have admissions during that academic period.STUDENT_LIBRARY Students with Concentrations MissingSTUDENT_LIBRARY Transcript Requests to CollegesSTUDENT_LIBRARY Transfer StudentsList of students in transfer degrees by campus and academic period.STUDENT_LIBRARY Undeclared Students List of students with an Undeclared Major by academic period and campus.STUDENT_LIBRARY VA Academic Standing List of all degree seeking student's Academic Standing for a specfic academic period and campus.STUDENT_LIBRARY VA Ch. 33 Student Account HoldsSTUDENT_LIBRARY VA Students: Non-passing grades List of VA-Students with grades other than passing (i.e. F, W) by academic period and campus.STUDENT_LIBRARY WED Enrollment OverviewSTUDENT_LIBRARY WED Program AnalysisSTUDENT_LIBRARY

20. Accessing Discoverer Reports  http://www.ivytech.edu/banner http://www.ivytech.edu/banner

21. Discoverer Login

22. Report Selection

23. Parameters F% used for wildcard

24. Output

25. Discoverer Preferences

26. Operational Data Store (ODS) Defined  Operational Data Store (ODS)  A database designed for queries on transactional data. An ODS is often an interim or staging area for a data warehouse, but differs in that its contents are updated in the course of business, whereas a data warehouse contains static data. An ODS is designed for performance and numerous queries on small amounts of data such as an account balance. A data warehouse is generally designed for elaborate queries on large amounts of data. Source: PC Magazine Encyclopedia at http://www.pcmag.com/encyclopedia_term/0,2542,t=ODS&i=48283,00.asp

27. Significance of ODS  Limitations  The Ivy Tech ODS is updated nightly with information from the previous day. The data in the ODS will always be current as of the previous day.  The ODS/Banner System is a transactional database. It is important to understand that reports will generate different results when ran on different days, even if the original parameters are unchanged.  A transactional database requires data snapshots and warehousing to produce accurate historical reports. Snapshots are maintained for the region and state by Institutional Research

28. Excel Filter

29. Identify Duplicate Values

30. Remove Duplicates

31. Pivot Tables

35. FileDrop  Provides additional layer of security for non-aggregate data  Allows for large file transfer, and helps prevent inbox from becoming too large

36. FileDrop

38. Additional Discoverer Training  Future Data Day events will be announced  Online training available via Ivy Tech Training Portal by searching for ODS

39. Questions?