The Pie Maker Automating the Fact Book Creation Process David Onder & Alison Joseph SAIR 2012 1 • • • • 9608 students Master’s Comprehensive Mountain location Residential and Distance 2 Why did we do this? Old process • Access queries and SAS runs • Manual data entry and formatting in Excel Problems • Error prone • Long time to complete • Only one level of data 3 • Inconsistent formatting • Lack of SAS skills How could we fix this? Pros • SAS is very powerful • Easy to create multiple levels of reports Push Cons • Lack of SAS skills • Not easily pushed to web 4 vs Pros • “Easy” to learn • Handled by entry level position and students • Resists issues with staff turnover Pull Cons • Pictures and column spacing • Timing issues Gap Analysis Have • Access DBs per term • Existing Excel tables and graphs • Desire to overlap with other IR processes 5 Need • Combined Access DBs • Automated Excel tables and graphs • Consistent, well-defined format General Approach • Major revision to fact book look (see It’s Not About Pie…) • Restructure existing Excel workbooks (standardized) • Modify existing sheet as Report sheet (based on Process) • Build Data sheet • Build Process sheet based on Data (calculations here) • Build Access queries • Connect Excel Data sheet to Access query • Build Factbook using Adobe InDesign 6 Inspiration Chart Junk and Graph Formatting • Edward Tufte • Stephen Few • Juice Analytics Formulas and Complex Graphs • Chandoo • Jon Peltier • Others General layout and look and feel 7 Major Fact Book Revision 8 Build New Pages 9 Data Tab 10 Process Tab 11 Formulas • SUMIFS • COUNTIFS • AVERAGEIFS • VLOOKUP • SUMPRODUCT • INDEX and OFFSET 12 Report Tab 13 Access DB 14 Excel Connection to Access DB 15 Resources • Edward Tufte (http://www.edwardtufte.com/) – The Visual Display of Quantitative Information, 2001 • Stephen Few (http://www.perceptualedge.com/) – Show Me the Numbers, 2004 – Information Dashboard Design, 2006 – Now you see it, 2009 • http://www.extremepresentation.com/design/charts/ • http://www.juiceanalytics.com/chart-chooser/ • Purna Duggirala (http://chandoo.org/wp/ ) – Excel help • Jon Peltier (http://peltiertech.com) – Excel templates 16 Contact Information David Onder, Director of Assessment dmonder@wcu.edu Alison Joseph, Business and Technology Applications Analyst ajoseph@wcu.edu Office of Institutional Planning and Effectiveness opie.wcu.edu, (828) 227-7239 Special thanks to Billy Hutchings (OIPE), Stephanie Virgo (former WCU employee) and John Bradsher (student employee) 17