We Don’t Need No Stinkin’ Definitions . . . Do We?!
Data Definitions and the Data Cookbook
05-21-2013
Tanya Ternes, Manager of Institutional Research
1
Data Definitions
DUGE
New Initiatives
The Perfect
Storm
2
Data Definitions
We Don’t Need No Stinkin’ Definitions . . . Do We?!
Did you know that this misquote is originally from the movie The Treasure of the Sierra Madre?
 The Institutional Research (IR) and Information Technology (IT) departments had been working
on creating a data dictionary via an Excel spreadsheet for ECC’s Illinois Community College
Board (ICCB) submissions.
3
Data Definitions
We Don’t Need No Stinkin’ Definitions . . . Do We?!
The correct quote is “"Badges? We ain't got no badges. We don't need no badges! I don't have to show you any
stinkin' badges!"
 This Excel sheet, however, was not accessible to all. Different security set up and electronic
file access is a major hurdle. Copies of the file were made and only the original would be
updated.
 The static nature of Excel was also a problem. Prior versions of each variable were not tracked
in these Excel sheets.
4
Data Users’ Group Experience (aka DUGE)
My reason to look at NPH!
 In November 2011, the Data User's Group Experience (DUGE) held their first meeting with
Tanya Ternes (IR) as the group lead.
o The purpose/focus of this group is to bring together those individuals that use institutional data on
a regular basis (IR, IT, Admissions, Records/Registration, Assessment and College Readiness)
to collaborate with one another and communicate data needs.
o This group works to document the conceptual and operational definitions of our most reported
items and distinguish them from departmental or occasional definitions.
o Topics the DUGE Group has discussed:
o Enrollment Status Categories
o GPA Calculations
o Section Coding
o Performance Funding Indicators
5
New Initiatives
Hmmm . . . What are these things called New Initiatives?!
 Each year, the Planning and Institutional Effectiveness (PIE) Office puts out a call for New
Initiatives. These New Initiatives are similar to internal mini-grants or internal innovation funds
at other colleges.
o New initiatives can be proposed by anyone in the College, including students. Requestors must work with
a budget officer and are encouraged to work with individuals outside of their primary
department. Proposals are restricted to projects costing between $2,000 and $20,000 and lasting a year
or less. Finally, funds must be used for goods and services (e.g., equipment, training, etc.) that are
separate from the operational activities already covered in existing budgets.
o A new initiative request form must to be completed and you must describe your project, propose a budget,
and align it to the ECC Strategic Plan goals.
6
Data Cookbook
What a cute little name!
7
Data Cookbook
Overview from iData
8
Data Cookbook
Overview from iData
9
Data Cookbook New Initiative
If You Don’t Try, You Won’t Know
 A new initiative request was written and the scope of the project was listed as:
o The purchase of the Data Cookbook would assist in "improving data reporting through better
communication, collaboration, documentation" and agreed upon definitions. This tool would not replace
the DUGE group, it would enhance the scope of work of the DUGE group as well as Institutional Research
(IR) and provide a 'one-stop shop' for data definitions and reporting.
o This online tool will also assist the IR department in creating a centralized location for all of the variables
that are contained in our ICCB state reports. As the state asks for new reports, the new variables will be
included in the Cookbook to allow multiple individuals to view and verify the data elements. ECC does not
currently have a centralized process tool that lists key definitions for our most reported items along with
our state report variables, therefore, the Data Cookbook would meet this need.
o The new initiative money would be used for the first year. Renewals for each year after the initial year will
be funded by the Planning and Institutional Effectiveness office.
10
Data Cookbook New Initiative
Congratulations! Now What?
 Along with the purchase of the Data Cookbook, we purchased the implementation package.
11
Data Cookbook New Initiative
Ready, Set, Go!
 What progress has been made with the Data Cookbook to date?
o The PIE Office participated in four conference calls with our Data Cookbook representative. The Office
continues to meet routinely to discuss progress made and next steps.
o ECC collaborated with Rock Valley College (RVC) to obtain ICCB’s data definitions that RVC had already
entered into the Data Cookbook.
o ECC also has entered our Achieving the Dream (AtD) data definitions into the Data Cookbook. We are
currently working to obtain the technical definitions for our IPEDS data fields from ICCB.
12
Data Cookbook
It’s Demo Time!
 Data Cookbook Demo
ohttps://ecc.datacookbook.com/
13
Data Cookbook
Reporting Tool
 Reporting Tool features:
14
Data Cookbook
Step by Step—Just like NKOTB!
 Next Steps:
oFinalize ICCB data definitions in the following areas:
 HR
 Facilities
 Finance/Financial Aid
oDetermine next set of data elements to be imported into the Data Cookbook.
 NCCBP
 IPEDS
 Other?
oConsider piloting the use of the reporting feature within the Data Cookbook.
15
Questions?
Tanya Ternes
Manager of Institutional Research
Elgin Community College
1700 Spartan Drive
Elgin, IL. 60123
847-214-7831
16