Know your Students Different ways to collect and present data Session #34697 March 16, 2015 There is a lot of student-data in our SIS Are we able to convert that data into information? And also into knowledge? Especially for predicting student success? What tools are there in Campus Solutions? What other tools are available? How to make your choice? Know your Students: overview Know your Students 2 SaNS & Hans Why do we need to know our students? Individual students en student groups Data in Campus Solutions Make data into information with CS/PT Tools outside CS: Corporate Data Warehouse Look into the future: (Learning) Analytics Tools outside CS: Student Information Analytics (OBIEE) Comparison and Conclusions Agenda Know your Students 3 SaNS: Collaboration for a New SIS 4 Universities in the Netherlands: University of Amsterdam (Research Un.)University of Amsterdam (Research Un.) Hogeschool van Amsterdam (Un. Appl. R.)Hogeschool van Amsterdam (Un. Appl. R.) University of Leiden (Research Un.)University of Leiden (Research Un.) University of Tilburg (Research Un.)University of Tilburg (Research Un.) students faculty users 1000 administrative users Vanilla CampusHO Joint maintenance and development (Expertise Center) What is SaNS? Know your Students 4 Product & Quality Manager SaNS Expertise Center Since 2008Since 2008 Background: Chemistry and PhysicsChemistry and Physics Study advisorStudy advisor RecruiterRecruiter Class schedulerClass scheduler Application DeveloperApplication Developer Institutional ResearcherInstitutional Researcher Head Business Information ManagementHead Business Information Management Corporate Information ManagerCorporate Information Manager Who is Hans? Know your Students 5 Joint effort of the 4 Universities Responsible for Hosting of the Infrastructure & Technical MaintenanceHosting of the Infrastructure & Technical Maintenance Application MaintenanceApplication Maintenance Application Development and CustomizationApplication Development and Customization Servicedesk, support, testing, set upServicedesk, support, testing, set up Delivers Campus HO as a SaaS-Solution 13 FTE employees; 2 FTE external support, technical and functionalsupport, technical and functional Hosting and technical maintenance outsourced to MCX Expertise Center Know your Students 6 PeopleSoft Campus Solutions 9 Bundle #33Bundle #33 Modules in use:Modules in use: Campus CommunityCampus Community Student RecordsStudent Records Academic AdvisementAcademic Advisement (Recruitment and) Admission(Recruitment and) Admission (Student Finance)(Student Finance) Student Self ServiceStudent Self Service Heavily customized application (NL Higher Ed) PeopleTools Infrastructure and Database: Oracle 11gOracle 11g 29 CS-environments (5 per SaNS-institution, 9 for EC)29 CS-environments (5 per SaNS-institution, 9 for EC) 50 Physical servers, no VM50 Physical servers, no VM SaNS: Situation on Oracle Know your Students 7 Identification: who is who Formal registration payments, enrollments, resultspayments, enrollments, results Study progress Risk analysis Early warning system Tracking drop outs and high potentials More specific tutoring and advice What works and what doesnt Improvement of courses and curricula Know your students. Why? Know your Students 8 Better reports Better predictions Better analytics Find out who is near drowning, on time! Become proactive: Advice students before they startAdvice students before they start Prevent/prohibit the high risk group from startingPrevent/prohibit the high risk group from starting Fill knowledge gapsFill knowledge gaps Advice students during their studyAdvice students during their study Give those who need it extra supportGive those who need it extra support Why do we need better information? Know your Students 9 Dashboard with all information about an individual Previous educationPrevious education Bio dataBio data ProgressProgress Study resultsStudy results Dashboard with lists of students for comparison Who is drowning?Who is drowning? Individual students and student groups Know your Students 10 For analysis purpose you look at groups Mean values for groups: Study progress, percentage drop-outsStudy progress, percentage drop-outs For benchmarkingFor benchmarking Mostly looking back to the previous period or yearMostly looking back to the previous period or year Management reportsManagement reports Ranking within group To find out wat is normal and what notTo find out wat is normal and what not Helps to find the high risk and near drowning individualsHelps to find the high risk and near drowning individuals Grouping based on characteristics All VWO-ers, all girls, everybody with GPA < 7 for mathAll VWO-ers, all girls, everybody with GPA < 7 for math Helps in risk analysisHelps in risk analysis Starting point for Learning AnalyticsStarting point for Learning Analytics Know your student groups. Why? Know your Students 11 On time? Complete? All individual results? All partial results? In one system? Advice reports? Individual comments from advisors? And can you combine it into knowledge about your students? Do you have all the data? Know your Students 12 Reporting: Standard reportsStandard reports Developing new reportsDeveloping new reports Need for reliable/repeatable presentation Analysis: Data analysis and data miningData analysis and data mining Looking for patternsLooking for patterns Need for easy access and easy configuration Reporting versus Analysis Know your Students 13 Solution 1: Tools within Campus Solution Know your Students 14 Student information scattered in different components No complete picture Situation in standard Campus Solutions Know your StudentsKnow your Students Based on querys Document output (pdf, rtf, word) Used for reports: Tabular views, lists or mail merge viewTabular views, lists or mail merge view All kinds of operational reportsAll kinds of operational reports Simple management reports (only records and some counts)Simple management reports (only records and some counts) EnrollmentsEnrollments ResultsResults Etc.Etc. Now: Hundreds of querys and reports First solution in CS: BI Publisher Know your Students 16 BI Publisher Report Stamkaart Leiden Know your Students 17 Dashboards about individual students Dashboards about student-cohorts Lists of students in respect to their progressLists of students in respect to their progress Graphical view to indicate attritionGraphical view to indicate attrition Dashboards for students in self service Relative progressRelative progress Relation between previous education and study success Etc., etc. Need for more sophisticated reports and dasboards Know your Students 18 Oracle does not deliver all specific functionality but the tools to do that yourself: WorkcenterWorkcenter Related ContentRelated Content Pivot GridsPivot Grids Connected QueryConnected Query BI PublisherBI Publisher You can build your own solutions Individual Student DashboardsIndividual Student Dashboards Reports on groupsReports on groups Mostly done by functional management Policy Oracle Know your Students 19 Information about students resides in different components With Related Content you can combine data: Join different pagesJoin different pages No coding necessaryNo coding necessary For every role a different combinationFor every role a different combination Work Centers give you easy access to lists Work Center opens with a list of students with their resultsWork Center opens with a list of students with their results Clicking brings you to detailed informationClicking brings you to detailed information Dashboards shows aggregated information Combining information about an individual or groupCombining information about an individual or group Related Content, Workcenters and Dashboards Know your Students 20 CS: Workcenter Know your Students 21 CS: workcenter Know your Students 22 CS: Student Dashboard Know your Students 23 Reporting functionality within CS Tabular and grafical Based on querys CS: Pivot Grids Know your Students 24 CS: Connected Query Know your Students 25 CS: XSLT transformation Know your Students 26 BSA-matrix Connected query used to extract the data XSLT to turn the result into a Excel-document CS: Connected Query and XSLT Know your Students 27 Solution 2: Corporate Datawarehouse Know your Students 28 Datawarehouse solution Not just Student-data, also HR, Research and FinanceNot just Student-data, also HR, Research and Finance Data source: SIS and consolidated dutch HE Cohort performance (looking back) Including reports on recent data (one week back) No (individual) student dashboard Analysis of risks Management Reports: UvAdata Know your Students 29 Management Reports: UvAdata (SIS) Know your Students 30 diploma binnen nominale tijd had genoeg punten om binnen nominale tijd te kunnen afstuderen studeren op een tempo waar ze binnen 4 jaar kunnen afstuderen Management Reports: UvAdata Know your Students 31 UvA-Data: progress-groups Know your Students 32 A look into the future: Learning Analytics Know your Students 33 AIM: Collect data about students form different systemCollect data about students form different system Build models to analyze risks and predict student successBuild models to analyze risks and predict student success About learning, not logisticsAbout learning, not logistics Much broader use of data Data from SISData from SIS Data from ELO, DLWO, portfolio (click behavior)Data from ELO, DLWO, portfolio (click behavior) Data from tests and enquirysData from tests and enquirys Data from Social MediaData from Social Media Its all about modeling, for now Relation between characteristics and study successRelation between characteristics and study success Effect of interventionsEffect of interventions What-If analysisWhat-If analysis Lots of energy in evaluating the modelsLots of energy in evaluating the models Learning Analytics Know your Students 34 From Reports to Analytics Know your Students 35 Learning Analytics (SIS-link 2013, Theo Bakker) Know your Students 36 Segmentation of your student population: Student Attitude Data (SATs, current GPA, etc.) Student Demographic Data (Age, gender, etc.) Event Log Data Gradebook Data SIS Data LMS Data Learning Analytics process Know your Students 37 Predictive Model Scoring Identifies students at risk to not complete course Intervention Deployed Awareness or Online Academic Support Environment (OASE) Academic Alert Report (AAR) Model Developed Using Historical Data Oracle Tools outside CS: Student Information Analytics and more Know your Students 38 Student Information Analytics (part of OBIEE) Advanced Analytics Endeca Oracle Solutions outside CS Know your Students 39 Part of Oracle Business Intelligence Data warehouse prefilled with CS data (ETL) Can collect data from other sources as well Reports that have CS knowledge Large amount of pre-structured reports Prebuild dashboards Dashboard for student self service Security taken from CS Drill down to details en even to CS End users can make their own reports and dashboards Oracle Student Information Analytics (SIA) Know your Students 40 SIA: Layers of information Know your Students 41 Metrics in Physical Warehouse Metrics in Logical Layer Metrics in Subject Areas Metrics used in Reports and Dashboards Measures from physical columns in data warehouse Aggregations, time series calculations and derived calculated measures extend physical measures Subset of logical measures are exposed in presentation layer Not all measures in presentation layer used in reports & dashboards SIA: Typical Effort & Customization balance Know your Students 42 Extension of DW Schema for extension columns, additional tables, aggregates, indices, etc. Extension of ETL for extension columns, descriptive flexfields, additional tables, etc. Additional derived metrics, custom drill paths, exposing extensions in physical, logical and presentation layer, etc. Additional dashboards and reports, guided and conditional navigations, iBots, etc. Level of Effort Degree of Customization Easy Moderate Intermediate Involved Dashboards & Reports OBIEE Metadata DW Schema ETL Oracle Student Information Analytics Know your Students 43 Admissions & Recruiting Admission Application Admissions Funnel Application Evaluation Application Status External Academic Summary External Test Scores Student Recruiting Student Response Transfer Credit Snapshot Student Records Academic Class Academic Plan Summary Academic Program Details Class Enrollment Class Instructor Class Meeting Pattern Enrollment Requests Institution Summary Student Degrees Term Enrollments Student Financials Credit History Payment Details Payments and Charges Cross Reference Transaction Details Financial Aid - Award Disbursement Financial Aid - Award Summary Snapshot DashboardsDashboard PagesReportsMetrics Dashboards Know your Students 44 Admission example Know your Students 45 Student Selfservice: Earned credits Know your Students 46 SIA: Custom report, handling customization Know your Students 47 SIA: Custom report Know your Students 48 Data mining tool Uses history to predict future success Finds patterns in data Uses OIBEE for presentation Oracle Solut. 2: Advanced Analytics Know your Students 49 Collect and present unstructured data Oracle Solution 3: Endeca Know your Students 50 Comparison and conclusions Know your Students 51 Dashboards, reporting or analysis? Operational dashboards or informative? Formal reports or free mining? Built within CS/PT or in a analytic tool? External use (datawarehouse with tools) Completely self-developed ETL?Completely self-developed ETL? Combining information from other systems?Combining information from other systems? What choice to make? Know your Students 52 Comparison of Tools Know your Students 53 AspectCSBIPDWHSIA Dashboard for individual students+(+)+++ Dashboard for groups(+)++ Real-time data++ -- Early warning use+(+)+++ Benchmarking internal++++ Benchmarking national+++ Corporate information integration--+++ Risk analysis(+)++++ Analytics--+++ What-if scenarios++ Communicate with students++--- Individual advice+++- ETL included-+ Why The tools are thereThe tools are there More and more functionality availableMore and more functionality available When If you have colleagues that can write querys and reportsIf you have colleagues that can write querys and reports For operational reportsFor operational reports Dashboards as a support for daily use of Campus SolutionsDashboards as a support for daily use of Campus Solutions Why/when not AnalyticsAnalytics Management reports (historical data comparison)Management reports (historical data comparison) Why, when or not use CS Grid and Reports? Know your Students 54 Why Combination of CS-data with HCM and FinanceCombination of CS-data with HCM and Finance Single version of the truthSingle version of the truth When Official versions of reports are necessaryOfficial versions of reports are necessary When not If you need do it yourself analysis and reportsIf you need do it yourself analysis and reports Why, when or not use a Corporate Dashboard? Know your Students 55 Why Need for analyses and easy reportingNeed for analyses and easy reporting End users want to make their own reportsEnd users want to make their own reports When You dont want to have the ETL-hassleYou dont want to have the ETL-hassle The corporate data warehouse is not accessible for everyoneThe corporate data warehouse is not accessible for everyone Why/When not CS tools are enoughCS tools are enough Data warehouse is flexible enoughData warehouse is flexible enough Too many toolsToo many tools Why, when or not use Student Information Analytics? Know your Students 56 Formal DWH Centrally defined reportsCentrally defined reports Mostly not a complete copy of your SISMostly not a complete copy of your SIS Long development pathLong development path Closed environmentClosed environment Just local filters en cube-turning allowedJust local filters en cube-turning allowed Do it yourself environment Can be a complete copy of your SISCan be a complete copy of your SIS Choose your own dimensionsChoose your own dimensions Accessible for everybodyAccessible for everybody Prefabricated reports, local versionsPrefabricated reports, local versions Formal DWH or Do-it-yourself Know your Students 57 CS has a lot of tools available for dashboards and reporting; but hard to build and maintain Standard Datawarehouse gives no/poor opportunity for custom analytics and reporting Future is Analytics: consider investing in proper tools Conclusions Know your Students 58 Combination of the three Know your Students 59 Institution- wide management reports: DWH Analyses, dashboards, reports for end-users: SIA Operational reports and dashboards: BIP and Pivot Grids Analytics # Oracle Student Success Analytics# Oracle Student Success Analytics Mar 16, 2015 (03:45 PM - 04:45 PM) # Advanced Analytics: Using Students Enrollment Behavior for their Academic Success Mar 16, 2015 (02:15 PM - 03:15 PM) # Predictive Analytics Demystified Mar 17, 2015 (04:30 PM - 05:00 PM) OBIEE and Analytics # Student Information Analytics in Oracle BI Applications# Student Information Analytics in Oracle BI Applications Mar 16, 2015 (09:00 AM - 10:00 AM) # Whats Next for Oracle Business Intelligence Applications? Mar 16, 2015 (10:30 AM - 11:45 AM) # Business intelligence and Campus Solution: a winning combination Mar 17, 2015 (08:00 AM - 09:00 AM) Reporting and Pivot Grids in Campus Solutions # Mastering the PeopleSoft Analytics and Reporting Suite# Mastering the PeopleSoft Analytics and Reporting Suite Mar 17, 2015 (08:00 AM - 09:00 AM) # Decisions, Decisions: Use Pivot Grids and Dashboards to organize your data Mar 17, 2015 (11:15 AM - 12:15 PM) # Pivot Grids - Slicing and Dicing Query Data Mar 17, 2015 (11:15 AM - 12:15 PM) Other sessions about reporting and/or analytics Know your Students 60 Building Organizational Capacity for Analytics; Donald M. Norris, Linda L. Baer; Educause Building Organizational Capacity for Analytics; Donald M. Norris, Linda L. Baer; Educause Building Organizational Capacity for Analytics; Donald M. Norris, Linda L. Baer; Educause Digital Engagement: Driving Student Success; Rosemary Hayes; Educause Digital Engagement: Driving Student Success; Rosemary Hayes; Educause Digital Engagement: Driving Student Success; Rosemary Hayes; EducauseReferences Know your Students 61 Questions? 62 Hans Janssen Product Manager SaNS Expertise Center, Utrecht, the Netherlands Contact Info Know your Students 63 Presentations from previous meetings are also available This presentation and all Alliance 2015 presentations are available for download from the Conference site at