Using Business Intelligence to Improve Student Success

1. Student success is the first priority Using Business Intelligence to Improve Student Success Florida Association of Institutional Research 2012 Annual Conference

2. Using Business Intelligence Presenters • Leigh Hopf, Director, Institutional Effectiveness • James Thomas Coraggio, Executive Director, Institutional Research and Effectiveness Institutional Research and Effectiveness St. Petersburg College P.O. Box 13489, St. Petersburg, FL 33733 (727) 712-5237 FAX (727) 341-5411 Florida Association of Institutional Research

3. St. Petersburg College Quick Facts • SPC, established in 1927, is the oldest 2-year college in Florida • First Community College in Florida to offer 4 year degrees (2002) • 9 Campuses throughout Pinellas County • 2010-11 FTE: 20,011 (LD), 2,396 (UD) • Opening Fall 2011 credited enrollment: 33,480 • Annual 2010-11 headcount: 64,094 Florida Association of Institutional Research

4. Today’s Goals • Discuss SPC’s definition of Business Intelligence (BI). • Provide the history of SPC’s BI project and system. • Share the current status of SPC’s BI project and system. • Demonstrate the live web-based system, housed in SPC’s SharePoint environment. • Highlight the system’s powerful ability to quickly ‘dissect into and drill through’ large datasets. • Discuss the next steps of the project. • Review the lessons learned. Florida Association of Institutional Research

5. How does SPC Define Business Intelligence (BI)? The intent of BI is to provide: • timely, relevant,and valid information • in an easy-to-interpret format • in order to support sound decision-making • and drive performance improvement. Florida Association of Institutional Research

6. History: Why was BI a priority at SPC? • The realization that, at times, SPC exemplified the ‘data-rich, information-poor’ institution. • The need for all employees to quickly find the right data needed to make decisions that maximize student success. • The desire for conversations about student success to occur with commonly defined metrics. Florida Association of Institutional Research

7. History: Why was BI a priority at SPC? • The need for easier access to “live” data to satisfy external (state, federal, and accreditation) data requests and reporting requirements. • The (eventual) goal to leverage data from across the College by linking multiple data systems and elements in one reporting interface. Florida Association of Institutional Research

8. History: Goal of the BI Interface • Step 1: Acknowledging that data in its purest sense is not very useful. • Step 2: Designing a tool that defines, aggregates, and organizes the data into useful and relevant information for the stakeholders. • Step 3: Providing end-user training to assist them in correctly interpreting and using information properly. • Step 4: Consistently reminding all end-users that data and information can be powerful, but it is only the start of the conversation. Florida Association of Institutional Research

9. Current Status: Steps to Building Reports • Requirements and Design • Cube Development • Reports and Dashboard Design • Review and Validation • Implementation (includes development of training materials) Florida Association of Institutional Research

10. Current Status: BI Student Cube Structure Florida Association of Institutional Research

11. Current Status: BI Features Drill-down/Drill-up • The ability to look at data measures through different views including: • the aggregate, institutional level or • the campus/program level • This allows problem areas to be identified at a very high-level with the ability to ‘drill-down’ to the specific program or programs in which the issue occurs. Florida Association of Institutional Research

12. Current Status: BI Features Real-time Information • Traditionally, many reports have been produced on timelines that are not advantageous to end-users. By the time the necessary information has been provided, it is too late to make a substantial change. • BI provides resources to gather and distribute “real-time” data that can be used to address an issue in a timely manner. • The BI philosophy is to address issues proactively and not waste precious resources “fighting fires.” Florida Association of Institutional Research

13. Current Status: BI Features Empowerment • The most important element of the BI philosophy is end-user empowerment. • Implementation of BI tools or software solutions will not add value to the institution unless the end-users properly use the provided information to make informed decision and drive performance improvement. Florida Association of Institutional Research

14. Demonstration: SPC’s BI Tool • Assessed via the College’s SharePoint site • Login required • https://onecollegesupport.spcollege.edu/ Florida Association of Institutional Research

15. Navigate to Strategic Initiatives and select Business Intelligence Business Intelligence Florida Association of Institutional Research

16. Select Provost and Dean Dashboard Florida Association of Institutional Research

17. Select desired page display (19 options) Florida Association of Institutional Research

18. 19 primary page displays Enrollment Attributes Enrollment Status Degree Objective Enrollment Type Course Instructional Method Financial Aid Financial Aid Award Financial Aid Award vs. Non Awarded Student Demographics Student Race Ethnicity Student Age Student Gender Top Courses Enrollment by Zip code Student Success Rates Student Success Counts Campus Cross Enrollment Campus Enrollment (First Time) Campus Cross Enrollment (First Time) Florida Association of Institutional Research

19. Note date of Student System Cube refresh Florida Association of Institutional Research

20. Additional informationUsing “Hovers” Additional information is displayed when the mouse “hovers” over a graphic bar. Period Counts Percentages “Hover” percentages reflect side-by-side comparisons. Florida Association of Institutional Research

21. Select desired filter(s) Florida Association of Institutional Research

22. Right click on graphic barfor additional details Drill-down to additional details by right clicking on graphic bar. Show details Additional actions Florida Association of Institutional Research

23. Export graphics To export a graphic to PowerPoint or Excel, select the small down arrow. Florida Association of Institutional Research

24. Select Student Retention Dashboard Florida Association of Institutional Research

25. Next Steps • A list of twenty-two BI development areas was created based on current and historical requests. • The list will be reviewed for priorities by executive leadership and the President. • Once the final list is approved, the development team will establish timelines for the projects and this information will be posted in on the BI Landing Page in SharePoint. Florida Association of Institutional Research

26. Lessons Learned • Resources, Resources, Resources! • Leadership support • Financial support for technology/ infrastructure requirements • End-user buy in and involvement in the development • Cross functional development team Florida Association of Institutional Research

27. Questions? Florida Association of Institutional Research