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Wonderful World of Data Cleanup. Keenan & Mona. Session starters. Please silence all cell phones Please hold questions for question breaks Please state your name and organization when asking a question PowerPoints and handouts are available at www.csoresearch.com/csoconference

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Presentation Transcript

Session starters
Session starters

Please silence all cell phones

Please hold questions for question breaks

Please state your name and organizationwhen asking a question

PowerPoints and handouts are available at www.csoresearch.com/csoconference

Sit back, relax and let’s have some fun!


Overview
Overview

  • Creating Effective Reports for Data Cleanup

    • Reporting Overview

    • New Reporting Features

  • Using Excel to Analyze System Data

    • Identify/Remove Duplicate

    • Excel Tips & Tricks

  • Cleaning Up Your Database

    • Mass Change/Mass Delete

    • Uploads

    • Best Practices & Site Management


Effective reporting
Effective Reporting

  • Using the Right Reporting Tool

    • Know when to look for system activity vs. reports

  • Tracking System Activity (Activity Log)

    • Used for Tracking Events within the system

      • Tools – Activity Logs

      • Login activity, Jobs Viewed, Profile edits, emails, etc.

    • Set up Activity Log as a sentence:

      User Source (Subject) -> Action Performed (Verb) -> Action Target (Direct Object)


Effective reporting reports
Effective Reporting (Reports)

  • Used to Track User Profiles and Record information, as opposed to their activity within the site.

  • Know which database to search in!

    • Every type of record in the site is stored in its own type of database

    • When running reports, make sure to search within the right one.


New reporting features
New Reporting Features!

  • One-Click Reporting

    • Subjects not normally available, or easily accessible within the reporting tool.

  • Export Searches to Excel

    • Easy way to get a quick headcount of a certain list, without having to set up a new complete report.

    • Available for most every results list!



Organizing data in excel
Organizing Data in Excel

You have your report data.. Now what?

  • Example: Remove Duplicates

    • Conditional Formatting - > Highlight Duplicates

    • Sort by formatting to organize the duplicates in a batch

    • Remove Duplicates




Mass change
Mass Change

Easy way to change information for a large amount of records at once!

Tools>Reports>Mass Change


Mass change1
Mass Change

Step 1:

- Select Mass Change Query Type

What type of change do you need to perform?

- Select Database of Change

What database will you be making the changes from?


Mass change2
Mass Change

Step 2: Select Field to Change

  • Can only change from one value to another (with the exception of Birthdate and Password)

  • Cannot change to a null value.

  • Cannot change from a null value.


Mass change3
Mass Change

Step 3: Select Criteria to narrow down your audience


Mass change4
Mass Change

Step 4: Review List


Mass change5
Mass Change

Step 5: Confirm Selection


Mass delete
Mass Delete

Easy way to purge records in bulk!

Tools>Reports>Mass Delete


Mass delete1
Mass Delete

Step 1:

- Select Query Type

What database do you want to delete from?

- Select Database Records to Delete

What information do you want to delete?


Mass delete2
Mass Delete

Step 2: Select Criteria to narrow down your audience


Mass delete3
Mass Delete

Step 3: Review List

Step 4: Confirm Selection


Uploads
Uploads

  • Keep student records up to date using Custom Student Uploads

  • Can be done from Administrator end

  • Uploads can be manual or automated


Uploads1
Uploads

  • Manual Upload

    • Manual uploads must be set up manually each time under Tools>Uploads.

    • Unlimited amount of uploads.

  • Automated Upload (sFTP)

    • Only need to set up the upload once and uploads run automatically.

    • You choose what fields to upload.

    • You choose the frequency of the upload.


Uploads2
Uploads

Common Fields to Update:

  • Classification

  • Address Information

  • Majors

  • Grad Month and Year


Uploads3
Uploads

Important things to note about uploads

  • File must be in .csv format

  • Must match by a unique identifier (e.g. Student ID, Record ID, Username)

  • Values from school system must match values in CSO system


Uploads4
Uploads

Questions?

Contact your CRM for more information and assistance

Visit the Custom Student Upload Instructions page:

http://www.csoresearch.com/services_main/customstudentupload.aspx


Managing site settings
Managing Site Settings

Rundown on common Tools/Setup items that require maintenance

  • Email Templates

  • Codes

  • Internship Timeline terms

  • Resource Library


Updating email templates
Updating Email Templates

  • CSV Icon - Update merge codes

  • Word Doc Icon – Download default template/customize wording

  • Green man icon – Indicates a customized template/download customized template to revise


Updating codes
Updating Codes

Keep your field lists up-to-date!

  • Code Type: What field do you want to update?

  • Values: List of existing codes (active and inactive)

  • Code Display Text: Code name

  • Code is Active: If checked, value will appear in field. If not checked, value will be inactive and not appear as an option.

  • Update Selected Code: Update existing code

  • Add as New Code: Add a brand new code


Updating timeline terms
Updating Timeline Terms

  • Inactivate old timeline terms under Tools>Setup>Timeline Terms

  • Click Edit and uncheck Active box

Removes term from list when user is reporting a new

co-op/internship hire


Updating resource library
Updating Resource Library

  • Update existing resources under Tools>Resource Library

  • Delete old resources

  • View/Reset counter



Best practices
Best Practices

  • Review old Admin accounts

    • Inactive old accounts

  • Updating Banner

    • Newer/Sleeker designs

    • Updating Contact information

    • Visit our Marketing Page for ideas!

  • Updating Memos

    • Update wording throughout site

    • Update contact information/Policy changes


Summary
Summary

  • Creating Effective Reports for Data Cleanup

    • Reporting Overview

    • New Reporting Features

  • Using Excel to Analyze System Data

    • Identify/Remove Duplicate

    • Excel Tips & Tricks

  • Cleaning Up Your Database

    • Mass Change/Mass Delete

    • Uploads

    • Best Practices & Site Management



Thank you for attending
Thank you for attending!

If you have any additional questions, please contact the Support Team or your CRM.

What’s next?

Safe journey home!


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