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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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