Stretching PeopleSoft Delivered Functionality to the Max!

1. Stretching PeopleSoft Delivered Functionality to the Max! Friday, November 11, 2005 11:30-12:20 USM 2005 Regional Conference

2. Dr. Leontye Lewis Director of Education Coppin State University Karen LeDrew Senior Consultant CedarCrestone Mark Max Managing Partner iStrategy Solutions

3. Dr. Leontye Lewis Director of Education, Coppin State University, has worked in higher education, specifically teacher education, since 1999 and has served on multiple NCATE/State review teams. Karen LeDrew Senior Consultant, CedarCrestone with 27 years in higher education including 7 years as a Functional Lead for the PeopleSoft Student Records & Academic Advisement modules. Mark Max Managing Partner at iStrategy with 15 years experiencefocused on analytic applications and data warehousing. Chief architect of iStrategy HigherEd Analytics student data warehouse product.

4. The Faculty of Education at Coppin State University was experiencing ever more complex NCATE reporting requirements and finding it difficult to track the progress of its education graduates through various phases of its Teacher Education program. The CedarCrestone consultant developed a set of Milestones and Special Requirement Usages to leverage delivered functionality and create rules to track candidate progress. “Sub-milestones” that could be graded were developed to record performance on the rubrics for various milestones. The complex NCATE reporting requirements were incorporated into iStrategy’s Higher Ed Analytics data warehouse application to provide a range of reports that show completion rates and status by milestone, program and plan.

5. Presentation Overview • Development requirements • Delivered functionality • Phased progression rules • Milestone Usage • SA Setup • Lessons Learned • Reporting tools

6. Defining the Requirements • NCATE Assessment System Requirements • defined in 2001 • developed around Conceptual Framework • Electronic system to manage reporting developed in legacy software application • Challenge: to develop system in PeopleSoft used to apply requisite benchmarks and outcomes

7. Defining the Requirements • Conceptual framework and outcomes • Relationship between outcomes and NCATE expectations: • Data by cohort (semester/year) • Data across program, outcome, unit • Report performance for specific rubrics • 2, 3 rating = satisfactory • 1 rating = unsatisfactory

8. Delivered Functionality Key Ingredients: • Milestones & Milestone Templates • Academic Advisement Engine • Special Requirement Usage • Dynamic Conditions • Entity Groups • AA Reporting

9. Phase I Phase IIA Phase IIB Phase III Admission to Education Admissions to Methods Courses Admission to Student Teaching Exit from Program Phased Progression Rules Templates were created for every Phase for each UGRD Plan/Sub-Plan Similar set up for Graduate education phases

10. Data Collection 1

11. Data Collection 2

12. Milestone Usage • High-level milestones created to track education benchmarks • used in phased progression rules • Milestones created for rubric scores • referred to as “sub-milestones” because they were not used in AA rules • used for NCATE reporting

13. Program A&SU EDU EDG # Milestones included: 85 95 87 Milestone Templates Milestone Templates created by Program for ease of entry All milestones added at once when student is admitted to education major.

14. SA Setup 1 • Requirement Groups needed for rules: • 29 UGRD • 30 GRAD • Created Special Requirement Usages to isolate phased progression from AA rules: • TEPR • GTEP

15. SA Setup 2 • Dynamic Conditions • Created for each Milestone for mix and match flexibility in the AA Rules • Entity Groups • Set up to handle multiple Programs/Plans with the same milestone requirements

16. SA Setup 3 • Grading Basis = TEP • Grades 1, 2, 3 • Transcript Type • TEPR • GTEP • Several Sub-Plans • for each track

17. Lessons Learned 1 • Special Requirement Usages: • Maximum of 30 Requirement Groups per Special Requirement Usage • Milestones: • AA won’t run if more than 99 on a student record!

18. Lessons Learned 2 • Academic Structure doesn’t work the same with Special Requirement Usages: • set pre-conditions down to lowest level • create rule for each Plan/Sub-Plan combination • Entity Groups of limited value

19. Requirement Example

20. Requirement Group Example

21. Information Access • Restructured for reporting efficiency • Substantial Derived information • Dimensional Data Model • 100+ Measures • 70+ Dimensional Attributes HigherEd Analytics Dashboard (web) HigherEd Analytics Data Warehouse ProClarity (Web, Rich, Excel) MS Excel/ MS Access Pre-built Edits and Transformations Open Relational Reporting Tools (e.g., Crystal, Bus. Objects, Cognos, Brio) Automated Source Data Extraction DW Staging Database Reporting ToolsiStrategy HigherEd Analytics

22. NCATE Data Model Student Effective Term Milestone Completion Term Milestone Fact Table Plan Grade • Measures: • Student Count • Attempt Count • Completed Milestones • Completion % • % Grade 2 or 3 • Avg. Grade Status

23. Data Model - Transformation Source Tables PS_ Acad_Prog • Select specific Career, Program, Plans • Max Effective Date and Seq Nbr for each Student and Career combination PS_ Acad_Plan PS_ Acad_SubPlan ETL Stored Procedure Milestone Fact Table PS_Mlstn_ Atmp • Join by EmplID and MilestoneNbr • Select greatest Attempt_Nbr where Attempt_date is not null and Career, Program, Plans in specified list PS_Stdnt_ Car_Mlstn

24. Live Demo:Coppin Milestone Reporting usingiStrategy HigherEd Analytics

25. Questions?

26. Need More Information? Dr. Leontye Lewis: llewis@coppin.edu Karen LeDrew: karen.ledrew@CedarCreston.com Mark Max: mmax@istrategysolutions.com