Know your Students
Different ways to collect and present data
Session #34697
March 16, 2015
Know your Students: overview
There is a lot of student-data in our SIS
Are we able to convert that data into information?
And also into knowledge?
Especially for predicting student success?
What tools are there in Campus Solutions?
What other tools are available?
How to make your choice?
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Know your Students
Agenda
SaNS & Hans
Why do we need to know our students?
Individual students en student groups
Data in Campus Solutions
Make data into information with CS/PT
Tools outside CS: Corporate Data Warehouse
Look into the future: (Learning) Analytics
Tools outside CS: Student Information Analytics (OBIEE)
Comparison and Conclusions
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What is SaNS?
 SaNS: ‘Collaboration for a New SIS’
 4 Universities in the Netherlands:
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University of Amsterdam (Research Un.)
Hogeschool van Amsterdam (Un. Appl. R.)
University of Leiden (Research Un.)
University of Tilburg (Research Un.)
 120.000 students
 10.000 faculty users
 1000 administrative users
 ‘Vanilla CampusHO’
 Joint maintenance and development
(Expertise Center)
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Who is Hans?
Product & Quality Manager SaNS Expertise Center
• Since 2008
Background:
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Chemistry and Physics
Study advisor
Recruiter
Class scheduler
Application Developer
Institutional Researcher
Head Business Information Management
Corporate Information Manager
Know your Students
Expertise Center
Joint effort of the 4 Universities
Responsible for
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Hosting of the Infrastructure & Technical Maintenance
Application Maintenance
Application Development and Customization
Servicedesk, support, testing, set up
Delivers ‘Campus HO’ as a SaaS-Solution
13 FTE employees; 2 FTE external
• support, technical and functional
Hosting and technical maintenance outsourced to MCX
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SaNS: Situation on Oracle
 PeopleSoft Campus Solutions 9
• Bundle #33
• Modules in use:
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Campus Community
Student Records
Academic Advisement
(Recruitment and) Admission
(Student Finance)
Student Self Service
 Heavily customized application (NL Higher Ed)
 PeopleTools 8.53.12
 Infrastructure and Database:
• Oracle 11g
• 29 CS-environments (5 per SaNS-institution, 9 for EC)
• 50 Physical servers, no VM
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Know your Students
Know your students.
Why?
Identification: who is who
Formal registration
• payments, enrollments, results
Study progress
Risk analysis
Early warning system
Tracking ‘drop outs’ and ‘high potentials’
More specific tutoring and advice
What works and what doesn’t
Improvement of courses and curricula
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Why do we need
better information?
Better reports
Better predictions
Better analytics
Find out who is ‘near drowning’, on time!
Become proactive:
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Advice students before they start
Prevent/prohibit the ‘high risk group’ from starting
Fill knowledge gaps
Advice students during their study
Give those who need it extra support
Know your Students
Individual students and
student groups
Dashboard with all information
about an individual
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Previous education
Bio data
Progress
Study results
Dashboard with lists
of students for comparison
• Who is ‘drowning’?
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Know your student groups. Why?
For analysis purpose you look at groups
 Mean values for groups:
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Study progress, percentage drop-outs
For benchmarking
Mostly looking back to the previous period or year
Management reports
 Ranking within group
• To find out wat is ‘normal’ and what not
• Helps to find the ‘high risk’ and ‘near drowning’ individuals
 Grouping based on characteristics
• All VWO-ers, all girls, everybody with GPA < 7 for math
• Helps in risk analysis
• Starting point for Learning Analytics
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Know your Students
Do you have all the data?
On time?
Complete?
All individual results?
All partial results?
In one system?
Advice reports?
Individual comments from advisors?
And can you combine it into knowledge about your
students?
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Know your Students
Reporting versus Analysis
Reporting:
• Standard reports
• Developing new reports
 Need for reliable/repeatable presentation
Analysis:
• Data analysis and data mining
• Looking for patterns
 Need for easy access and easy configuration
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Know your Students
Solution 1:
Tools within Campus Solution
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Situation in ‘standard’
Campus Solutions
Student information scattered in different components
No complete picture
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•Know your Students
First solution in CS: BI Publisher
Based on query’s
Document output (pdf, rtf, word)
Used for reports:
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Tabular views, ‘lists’ or ‘mail merge’ view
All kinds of operational reports
Simple management reports (only records and some counts)
Enrollments
Results
Etc.
Now: Hundreds of query’s and reports
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Know your Students
BI Publisher Report
‘Stamkaart’ Leiden
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Need for more sophisticated
reports and dasboards
Dashboards about individual students
Dashboards about student-cohorts
• Lists of students in respect to their progress
• Graphical view to indicate ‘attrition’
Dashboards for students in self service
• Relative progress
Relation between previous education and study success
Etc., etc.
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Know your Students
Policy Oracle
Oracle does not deliver all specific functionality …
 … but the ‘tools’ to do that yourself:
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Workcenter
Related Content
Pivot Grids
Connected Query
BI Publisher
You can build your own solutions
• Individual Student Dashboards
• Reports on groups
Mostly done by functional management
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Know your Students
Related Content , Workcenters and
Dashboards
Information about students resides in different
components
With ‘Related Content’ you can combine data:
• Join different pages
• No coding necessary
• For every role a different combination
‘Work Centers’ give you easy access to lists
• Work Center opens with a list of students with their results’
• Clicking brings you to detailed information
Dashboards shows aggregated information
• Combining information about an individual or group
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Know your Students
CS: Workcenter
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Know your Students
CS: workcenter
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Know your Students
CS: Student Dashboard
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Know your Students
CS: Pivot Grids
Reporting functionality within CS
Tabular and grafical
Based on query’s
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Know your Students
CS: Connected Query
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Know your Students
CS: XSLT transformation
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CS: Connected Query and XSLT
‘BSA-matrix’
Connected query used to extract the data
XSLT to turn the result into a Excel-document
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Know your Students
Solution 2:
Corporate Datawarehouse
Know your Students
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Management Reports: ‘UvAdata’
Datawarehouse solution
• Not just Student-data, also HR, Research and Finance
Data source: SIS and ‘consolidated dutch HE’
Cohort performance (looking back)
Including reports on recent data (one week back)
No (individual) student dashboard
Analysis of risks
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Know your Students
Management Reports: ‘UvAdata’ (SIS)
studeren op een tempo waar ze
binnen 4 jaar kunnen afstuderen
had genoeg punten om binnen
nominale tijd te kunnen
afstuderen
diploma binnen nominale tijd
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Management Reports: ‘UvAdata’
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UvA-Data: progress-groups
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A look into the future:
Learning Analytics
Know your Students
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Learning Analytics
 AIM:
• Collect data about students form different system
• Build models to analyze risks and predict student success
• About ‘learning’, not logistics
 Much broader use of data
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Data from SIS
Data from ELO, DLWO, portfolio (‘click behavior’)
Data from tests and enquiry’s
Data from Social Media
 It’s all about ‘modeling’, for now
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Relation between characteristics and study success
Effect of interventions
What-If analysis
Lots of energy in evaluating the models
Know your Students
From Reports to Analytics
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Know your Students
LMS Data
SIS Data
Learning Analytics process
Student Attitude Data
(SATs, current GPA, etc.)
Academic Alert
Report (AAR)
Student Demographic
Data (Age, gender, etc.)
Identifies
students “at
risk” to not
complete
course
Event Log Data
Gradebook Data
Predictive
Model
Scoring
Model Developed
Using Historical Data
Intervention Deployed
“Awareness” or Online
Academic Support
Environment (OASE)
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Know your Students
Oracle Tools outside CS:
Student Information Analytics
and more
Know your Students
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Oracle Solutions outside CS
Student Information Analytics (part of OBIEE)
Advanced Analytics
Endeca
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Know your Students
Oracle Student Information Analytics (SIA)
Part of Oracle Business Intelligence
Data warehouse prefilled with CS data (ETL)
Can collect data from other sources as well
Reports that have ‘CS knowledge’
Large amount of pre-structured reports
Prebuild dashboards
Dashboard for student self service
Security taken from CS
Drill down to details en even to CS
End users can make their own reports and dashboards
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Know your Students
SIA: Layers of information
Metrics used in
Reports and
Dashboards
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Not all measures in presentation layer used in
reports & dashboards
Metrics in Subject
Areas
Subset of logical measures are exposed in
presentation layer
Metrics in Logical
Layer
Aggregations, time series calculations and
derived calculated measures extend physical
measures
Metrics in Physical
Warehouse
Measures from physical columns in
data warehouse
Know your Students
SIA: Typical Effort & Customization
balance
Dashboards & Reports
OBIEE Metadata
Moderate
DW Schema
Intermediate
ETL
Involved
Degree of
Customization
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Easy
Know your Students
Level of
Effort
Additional dashboards and reports, guided
and conditional navigations, iBots, etc.
Additional derived metrics, custom drill
paths, exposing extensions in physical,
logical and presentation layer, etc.
Extension of DW Schema for
extension columns, additional tables,
aggregates, indices, etc.
Extension of ETL for extension
columns, descriptive flexfields,
additional tables, etc.
Oracle Student Information Analytics
Dashboards
Dashboard Pages
Reports
Metrics
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150+
387
Admissions &
Recruiting
Student Records
 Admission Application
 Academic Plan Summary
 Credit History
 Admissions Funnel
 Academic Program Details
 Payment Details
 Application Evaluation
 Class Enrollment
 Application Status
 Class Instructor
 Payments and Charges
Cross Reference
 External Academic
Summary
 Class Meeting Pattern
 External Test Scores
 Institution Summary
 Student Recruiting
 Student Degrees
 Student Response
 Term Enrollments
 Transfer Credit Snapshot
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Know your Students
 Academic Class
 Enrollment Requests
Student Financials
 Transaction Details
 Financial Aid - Award
Disbursement
 Financial Aid - Award
Summary Snapshot
Dashboards
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Admission example
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Student Selfservice: Earned credits
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Know your Students
SIA: Custom report , handling
customization
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SIA: Custom report
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Oracle Solut. 2: Advanced Analytics
Data mining tool
Uses history to predict future success
Finds patterns in data
Uses OIBEE for presentation
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Oracle Solution 3: Endeca
Collect and present unstructured data
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Comparison and conclusions
Know your Students
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What choice to make?
Dashboards, reporting or analysis?
Operational dashboards or informative?
Formal reports or ‘free mining’?
Built within CS/PT or in a analytic tool?
External use (datawarehouse with tools)
• Completely self-developed ETL?
• Combining information from other systems?
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Know your Students
Comparison of Tools
Aspect
CS
BIP
DWH
SIA
Dashboard for individual students
+(+)
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Dashboard for groups
(+)
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Real-time data
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Early warning use
Benchmarking internal
Benchmarking national
Corporate information integration
Risk analysis
Analytics
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(+)
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What-if scenario’s
Communicate with students
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Individual advice
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ETL
Know your Students
included
Why, when or not use
CS Grid and Reports?
Why
• The tools are there
• More and more functionality available
When
• If you have colleagues that can write query’s and reports
• For operational reports
• Dashboards as a support for daily use of Campus Solutions
Why/when not
• Analytics
• Management reports (historical data comparison)
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Know your Students
Why, when or not use
a Corporate Dashboard?
Why
• Combination of CS-data with HCM and Finance
• Single version of the truth
When
• Official versions of reports are necessary
When not
• If you need ‘do it yourself’ analysis and reports
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Know your Students
Why, when or not use
Student Information Analytics?
 Why
• Need for analyses and easy reporting
• End users want to make their own reports
 When
• You don’t want to have the ETL-hassle
• The corporate data warehouse is not accessible for everyone
 Why/When not
• CS tools are enough
• Data warehouse is flexible enough
• Too many tools
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‘Formal DWH’ or
‘Do-it-yourself’
Formal DWH
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Centrally defined reports
Mostly not a complete copy of your SIS
Long development path
Closed environment
Just ‘local’ filters en ‘cube-turning’ allowed
Do it yourself environment
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Can be a complete copy of your SIS
Choose your own dimensions
Accessible for everybody
Prefabricated reports, local versions
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Conclusions
CS has a lot of tools available for dashboards and
reporting; but hard to build and maintain
Standard Datawarehouse gives no/poor opportunity for
custom analytics and reporting
Future is ‘Analytics’: consider investing in proper tools
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Know your Students
Combination of the three
Operational
reports and
dashboards:
BIP and Pivot
Grids
Institutionwide
management
reports:
DWH
Analyses,
dashboards, reports
for end-users:
SIA
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Know your Students
Other sessions about reporting and/or
analytics
 Analytics
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#34730 - Oracle Student Success Analytics
Mar 16, 2015 (03:45 PM - 04:45 PM)
#34766 - Advanced Analytics: Using Students’ Enrollment Behavior for their Academic Success
Mar 16, 2015 (02:15 PM - 03:15 PM)
#34864 - Predictive Analytics Demystified
Mar 17, 2015 (04:30 PM - 05:00 PM)
 OBIEE and Analytics
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#34218 - Student Information Analytics in Oracle BI Applications
Mar 16, 2015 (09:00 AM - 10:00 AM)
#34219 - What’s Next for Oracle Business Intelligence Applications?
Mar 16, 2015 (10:30 AM - 11:45 AM)
#34420 - Business intelligence and Campus Solution: a winning combination
Mar 17, 2015 (08:00 AM - 09:00 AM)
 Reporting and Pivot Grids in Campus Solutions
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#34705 - Mastering the PeopleSoft Analytics and Reporting Suite
Mar 17, 2015 (08:00 AM - 09:00 AM)
#34418 - Decisions, Decisions: Use Pivot Grids and Dashboards to organize your data
Mar 17, 2015 (11:15 AM - 12:15 PM)
#34758 - Pivot Grids - Slicing and Dicing Query Data
Mar 17, 2015 (11:15 AM - 12:15 PM)
Know your Students
References
Building Organizational Capacity for Analytics; Donald M.
Norris, Linda L. Baer; Educause
Digital Engagement: Driving Student Success; Rosemary
Hayes; Educause
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Questions?
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Contact Info
Hans Janssen
Product Manager
SaNS Expertise Center, Utrecht, the Netherlands
E-mail: hans.janssen@sans-ec.nl
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Know your Students
This presentation and all
Alliance 2015 presentations are
available for download from the
Conference site at
www.alliance-conference.com
Presentations from previous meetings are also available