PERALTA COMMUNITY COLLEGE DISTRICT
BI Tool Users Guide
Updated May 2011
BI TOOL USER GUIDE
Updated May 2011
Contents
How to Login to Dashboard Page ............................................................................................................ 2
Demographics ............................................................................................................................................. 3
Distance Education .................................................................................................................................... 5
DSPS ............................................................................................................................................................. 6
Enrollment.................................................................................................................................................... 7
Watchlist .................................................................................................................................................. 7
All Subjects ............................................................................................................................................ 10
Subject Details ...................................................................................................................................... 11
Course History Browser ....................................................................................................................... 13
All Courses ............................................................................................................................................. 16
Department Instructors ....................................................................................................................... 17
Summary ................................................................................................................................................ 18
FTEF Unstaffed Classes........................................................................................................................ 19
Enrollment Master Sections ................................................................................................................. 20
Enrollment Report..................................................................................................................................... 21
Instructor ................................................................................................................................................... 22
Instructor Pay Rate .................................................................................................................................. 24
Student Programs ..................................................................................................................................... 25
ZZ’s ............................................................................................................................................................. 26
BI Tool for Student Headcount Module ................................................................................................. 28
1
How to Login to Dashboard Page
Open a web browser, and type pbiweb, and then press enter, you will be taken
directly to the login page shown in Figure 1.
After you type in User ID and Password and click
page is displayed.
icon, the Oracle BI home
2
The Dashboard Menu is at the top of the screen. Under the Dashboard Menu
there are nine sections: Demographics, Distance Education, DSPS, Enrollment,
Enrollment Report, Instructor, Instructor Pay Rate, Student Programs, and ZZ’s.
Dashboards Menu
Demographics
The default homepage for your BI tool is Demographics. The default page shows
demographics for Alameda campus for 2011 fall.
Select the Term and Campus and click Confirm for searching the Data of Census.
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For example, when you select 2011 Fall from the TERM Drop-down menu, and select
Alameda from the CAMPUS Drop-down menu, the student demographics for Alameda
campus for 2011 fall will be displayed. The Demographics report consists of statistics in
percent and headcount, by term and by campus, on Gender, Age, Ethnicity, Citizenship,
Matriculation statistics, Residency, Education level, Enrollment status, Education Goals,
and Matriculation Goals.
If you want to go back one page, click the go back one page button
. If you click
, you will be taken to a default
selection page, that is, the TERM will be “2011 fall” and the CAMPUS will be
“Alameda”. The Demographics for Alameda campus in the fall 2011 will be displayed.
To print the report, please click print button
at the bottom of this report.
4
EARLIER DATA
Data prior to 2007 is available online at the Institutional Research Data Bank. Please go
to the following link:
http://www.peralta.edu/apps/comm.asp?%241=89
DISTRICT TOTAL DEMOGRAPHICS DATA
For the district total demographics, you can go to the link above.
For more information, click on
at the left top of this page.
Distance Education
Under Dashboards, select Distance Education from the drop down menu, you
will be taken to this screen where you can search for DE classes by term and
campus and see a table showing all DE classes by campus.
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Below this are DE classes by subject and by category which can also by sorted by term
and campus
DSPS
Under Dashboards, select DSPS from the drop down menu, you will be
taken to this screen where you can search for DSPS information by the
criteria listed below.
Dsps can be sorted by the
listed criteria
6
Enrollment
Under Dashboards, select Enrollment from the drop-down menu, you will be taken
directly to the Enrollment screen (see the Figure below). The default page shows
Watchlist reports for Laney College for 2011 Spring.
The Enrollment Dashboards consist of nine sub-dashboards (see figure below):
Watchlist, All Subjects, Subject Details, Course History Brower, All Courses,
Department Instructors, Summary, FTET Unstaffed Classes, and Enrollment
Master Sections.
Watchlist
Watchlist is under Enrollment dashboard. To go to Watchlist, please click
at the top of the web page. Watchlist Dashboard shows 50 master sections
with lowest enrollment, 20 master sections with highest enrollment, and an overview of
master section enrollment by term and by campus.
Select the Term and Campus, and click Confirm to begin searching the Watchlist.
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On the default Watchlist page, you can find information for Laney College for 2011
Spring term on 50 masters sections with lowest enrollment, 20 masters
sections with highest enrollment, and overview of master section enrollment for
Laney College for 2011 Spring term and overview of master section enrollment for
district and for 2010 summer term. (You must scroll down the page to see all of these
results)
50 Masters Sections with Lowest Enrollment
The Figure 8 below shows 50 masters sections with lowest enrollment. The table is
sorted by enrollment in ascending order. Click Master section ID number in blue color
to obtain section details which contain class details, instructor information, and FTEF
and facility details. Click on the name of subject (SUB) in blue color to obtain subject
details, which contain subject overview, term course details and section details.
Click Master section
ID number in blue
color to obtain
section details which
contain class details,
instructor
information, and
FTEF and facility
details.
Click on the name of subject
(SUB) in blue color to obtain
subject details, which contain
subject overview, term course
details and section details.
8
20 Masters Sections with Highest Enrollment
The Figure below shows 20 masters sections with highest enrollment. The table is
sorted by the enrollment in descending order. To obtain the section or subject details,
please click ID number or SUB name in blue color.
If you want to obtain all sections information, please click
each table.
button at the end of
Master Sections Overview
Master section overview shows the overview of master sections for college and
district total.
The charts below show the frequency distribution of master section enrollment for
Laney College and for district total.
The total number of sections for Laney College for Spring 2011 is 823. There are 19
sections having the student enrollment equal or less than 10. 77 sections have student
enrollment between 11 and 20. 193 sections are with student enrollment between 21
and 30. 274 sections have student enrollment between 31 and 40. 162 sections have
student enrollment between 41 and 50. There are 103 sections with student enrollment
above 51.
9
Overview of the Master Sections for Laney College and for District
All Subjects
All Subjects is the next tab after Watchlist on the Enrollment dashboard. To get to
All Subjects dashboard, click
at the top of web page, and then you will
be taken to a default All Subjects page with information for Alameda campus for
Spring 2011. You can select other campus and term. All Subjects dashboard contains
two tables: All Subjects Table and Subject Level FTEF Table. The All subjects
Table shows FTES and productivity information by subject for the selected campus. The
Subject Level FTEF table shows FTEF and productivity information by subject for the
selected campus.
Please note that the calculation in the Subject Level FTEF table includes attendance
accounting method “X”, which is excluded in the All Subjects table. To obtain subject
details information, click subject name in SUB column in blue color, which will take you
to Subject Details page. Another way to get to this page is to click
the top of the web page.
at
All Subjects
10
To obtain
subject details
information,
click subject
name in SUB
column in blue
color
Subject Details
Subject Details dashboard is under Enrollment dashboard. Again, to go to Subject
Details, please click
at the top of the web page, and you can make
your own selection from the selection page below.
Subject Details dashboard contains subject overview table, term courses table, and
section details table.
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Subject Overview
Subject overview shows enrollment, FTES, FTEF, and productivity information for the
selected subject.
Term Courses
Term Courses table shows enrollment, FTES, FTEF, and productivity information by
course level for the selected subject.
Section Details
Section Details show the enrollment, FTES, FTEF, and productivity information by
section level for the selected subject.
For subject catalog details, please click catalog code in CAT column. Or you can get to
this page by clicking
at the top of the web page.
Subject overview shows
enrollment, FTES, FTEF,
and productivity
information for the
selected subject.
Term Courses table shows
enrollment, FTES, FTEF, and
productivity information by course
level for the selected subject.
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Section Details shows the
enrollment, FTES, FTEF, and
productivity information by
section level for the selected
subject.
Course History Browser
Course History Browser is the fourth tab in the Enrollment dashboard. To go to
Course History Browser, please click
at the top of the web
page, and you can make your own selection from the selection page below.
Every time when you want to make a different selection, you have to click on
first, and then make a selection.
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Course History Browser contains three parts:
1. Course history for the selected subject catalog with the information on
enrollment total, FTES total, FTEF total, and productivity;
2. Course history for the selected subject with the information on enrollment
total, FTES total, FTEF total, and productivity;
3. Course History Productivity Charts for the selected subject by catalog level.
Course
history for
the selected
subject
catalog with
the
information
on
enrollment
total, FTES
total, FTEF
total, and
productivity;
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Course history for the
selected subject with
the information on
enrollment total, FTES
total, FTEF total, and
productivity and
Course History
Productivity Charts for
the selected subject by
catalog level.
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All Courses
All Courses is the fifth tab on the Enrollment dashboard. To go to All Courses,
please click
at the top of the web page, and you can make your own
selection from the selection page below.
All Courses dashboard shows course enrollment information, which includes catalog
type, course description, instructor name, master id, beginning date, enrollment and
FTES.
The example table shows the subject AFRAM information for the for Berkeley Campus
for 2011 Spring.
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Department Instructors
Department Instructors is the sixth tab on the Enrollment dashboard. To go to
Department Instructors, please click
at the top of the web
page, and you can make your own selection from the selection page below.
Department instructor dashboard shows the department instructors information on
FTEF and COST.
17
Summary
Summary is the seventh tab on the Enrollment Dashboard. To go to the Summary,
please click
at the top of the webpage.
The summary page shows productivity at each campus for Fall and Spring.
There are areas for FTES, FTEF, Census Enrollment, Terms Sections
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FTEF Unstaffed Classes
FTEF Unstaffed Classes is the eighth tab on the Enrollment dashboard. To go to
FTEF Unstaffed Classes, please click
at the top of the web
page, and you can make your own selection from the selection page below.
FTEF unstaffed classes dashboard shows unstaffed class information on subject, catalog
code, session code, section ID, class number, attendance code, component, start date,
and combination type, and FTEF information by class.
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Enrollment Master Sections
Enrollment Master Sections is the ninth tab on the Enrollment dashboard. To go
to Enrollment Master Sections, please click
at the top of
the web page, and then you can make your own selection from the selection page
below.
Enrollment Master Section dashboard contains master section details on subject,
catalog, subject description, instructor, attendance type, begin date, and status.
20
Enrollment Report
Under Dashboards, select Enrollment Report from the drop-down menu, you will be
taken directly to the Enrollment Report screen (see the Figure below).
You can select different term report
from the left top of screen.
Enrollment Report shows
enrollment changes between 2010
and 2011 by campus.
21
Instructor
Under Dashboards, select Instructor from the drop-down menu, you will be taken
directly to the Instructor screen (see the Figure below).
You can make your own selection from the selection page.
22
Under Instructor menu, there are three selections:
(Instructor by All),
(Instructor by Term) and
(Instructor by course). After
making a selection from the above, you can select Campus, Subject, and Instructor,
and then click
.
Instructor dashboard shows subject instructor data on student enrollment, retain,
success, FTES, FTEF, productivity and Grades for the selected subject and instructor.
23
Instructor Pay Rate
Under Dashboards, select Instructor Pay Rate from the drop-down menu, you will be
taken to the Instructor pay rate screen.
Under the Instructor Pay Rate menu there are two sections, Instr Rate and Drilldowns.
You can search by Term, Campus, Subject and name.
24
Student Programs
Under Dashboards, select Student Programs from the drop-down menu, you will be
taken directly to the Student Programs screen. You can make your own selection
from the selection page below.
Under Student Programs menu, there are two selections:
(Disabled Student
Program Service) and
(Extended Opportunity Program Service). After making a
selection, you can select Academic Year, and Campus, and then click
.
DSPS
This dashboard contains headcount for four campuses, headcount by program for the
selected campus and academic year, headcount by program and by term for selected
campus and academic year.
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EOPS
This dashboard contains headcount for four campuses, headcount by term status and
by eligible characteristics for the selected campus and academic year
Figure19. EOPS
ZZ’s
Under Dashboards, select ZZ’s from the drop-down menu, you will be taken directly
to the ZZ’s screen.
Under ZZ’s menu, there are two selections:
(FTEF & Cost by
Subject) and
(FTEF & Cost with Instructor). After make a
selection from the above, you can select Term, and Subject, and then click
(see figure below).
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ZZ’s dashboard shows ZZ’s data on FTEF and cost by subject. The example tables are
shown below:
Figure20. ZZ’s FTEF & Cost
Figure21. ZZ’s FTEF & Cost with Instructor
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BI Tool for Student Headcount Module
Definitions:
Student Headcount Module consists of two menus: Dimensions and Facts@Census Day.
The Facts@Census Day and Dimensions menu is a list of the data that can be used by
BI Tool to produce your results table.

Dimensions are the independent Variables with which you can disaggregate the
data. You can have some of these variables in Columns at the same time.
 Term: This classifies the data into each term.
 District: Peralta Community College District. This column can be used to
calculate district total.
 Campus: Name of the colleges which includes Alameda, Laney, Merritt,
and Berkeley.
 Subject: The name of each subject in the district.
 Gender: This classifies students into one of three gender categories: Male,
Female, or Unknown.
 Ethnicity: This classifies students into one of several ethnic categories:
American Indian/Alaskan Native, Asian, Black/African American, Filipino,
Hispanic, Multiple, Other Non white, Pacific Islander, Unknown/Non
Respondent, or White Non Hispanic.
 Matric Status: This classifies students into one of three categories:
EXMPT, MATR, or SPX.
 Age range: The age of a student at the beginning of each term, rounded
to the nearest year and then grouped into eight nine ranges: 16-18, 1924, 25-29, 30-34, 35-54, 55-64, ABOVE65, BELOW16.
 Cumulative GPA Range: The cumulative grade point average (GPA) is
computed by dividing the total number of units a student has attempted
into the total number of grade points the student has earned, and
grouped into four ranges: 2 - 2.99, 3 - 3.49, 3.5 and above, <2 GPA.
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
Facts@CensusDay are the dependent variables which give you the result data.
You may select more than more variables at a time.
 Headcount: Students often enroll in more than one course within a
department or program. This measure counts these students just one
time.
 FTES: means Full-Time Equivalent Student. A measure of enrollment that
adjusts for the different unit loads of students. 1 FTES equals 1 student
taking a full load of classes for one academic year.
Orientation
Step 1:
Begin by logging in to the BI Tool. Next, click on Answers on the right top of screen.
Next, click on Student Headcount under Subject menu on the right of screen.
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Step 2:
Take a look at the screen. Note that there are two variables: Dimensions and
Facts@CensusDay.
You can expand a nested Dimensions or Facts@CensusDay by clicking on
to it. You will view more information like below:
next
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Step 3:
You can click on the menus on the left side of screen to construct a query report. For
example, if you want to construct a report on fall 2009 college of Alameda headcount,
you can click on Term, Campus from Dimensions menu, and Headcount from
Facts@CensusDay menu, and then add filters for term and campus (term is 2009 fall
and campus is College of Alameda).
Step 4:
Filter on Term: Click on
under Term column (see the screen above), a window
below will pop open (see screen below), then click on
. You will see a list of
terms. Select Fall09 for term fall 2009, and then click OK. Filter on Campus: Click on
under Campus column (see screen above), a window below will pop open, then click
on
. You will see a list of colleges. Select Alameda, and then click OK.
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The filters that you have created appear in the “Filters” area of the Criteria Screen
Note: if you create a new query, you must remove the filters you have created for
previous queries by clicking on the X next to the filter in the filter list. If you do not do
this previous filters will still exist in your new query and will be applied to your results.
Step 5:
Run the results:
Click on
or
.
Now you will see the data for
fall 2009 College of Alameda
headcount.
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Step 6:
Save the results: click on
Print the results: click on
to save the results.
to print the results.
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