Visualizing Ins,tu,onal Effec,veness using Tableau Dashboards

Transcription

1 Visualizing Ins,tu,onal Effec,veness using Tableau Dashboards RP Group Post- conference Workshop 2018 April 13, 2018 Dmitri Rogulkin, State Center Community College District Kimberly CouEs, MiraCosta College Denice Inciong, Gene Tjoa, and Judy Perez, South Orange County Community College District

2 Workshop Descrip,on In this post- conference workshop, par3cipants will learn how several IRPE offices have used Tableau data visualiza3on so?ware to develop community college dashboards for areas such as strategic planning, key performance indicators, valida3ng MIS data submission files, student cohorts, and survey data. The workshop will focus on how to conceptualize, plan, and develop student dashboards and specific agen3on will be given to data prepara3on and the importance of structuring your data related to different types of dashboards, applying visualiza3on techniques, and working with users on tes3ng and itera3ng their dashboards. Par3cipants will need to bring a laptop with Tableau installed (more details to come) and 3me will be dedicated for par3cipants to work on their own Tableau projects and ask ques3ons about their dashboards.

3 IntroducNons State Center Community College District (SCCCD) Dmitri Rogulkin - ExecuNve Director, Research and InsNtuNonal EffecNveness MiraCosta College Kimberly CouEs - Research Analyst South Orange County Community College District (SOCCCD) Gene Tjoa - Database Administrator, Data Warehouse Judy Perez - Research and Planning Analyst Denice Inciong - District Director of Research, Planning, and Data Management Tableau Tamara Philip, Senior Enterprise Account Manager Coleman Wagoner, Sales Consultant Workshop ParNcipants Intro

4 Time Agenda Item Topic 9:00 9:15 Introductions 9:15 9:30 Review Agenda and Housekeeping 9:30 10:00 State Center Community College District Agenda Enrollment Management FTES Update SCCCD Info Book SCCCD Student Success Scorecard Metrics Scorecard Cohort Progress Scorecard Outcomes (Gaps) Comparisons and Rankings 10:00 10:15 Interactive Activity Tableau Analytics - Online 10:15-10:45 MiraCosta College Program Review Guided Pathways 10:45 11:00 Interactive Activity Tableau Analytics - Online 11:00 11:15 Break 11:15-11:45 South Orange County MIS Student Success File Validation Community College District Scorecard/KPIs Survey 11:45-12:00 Interactive Activity Tableau Analytics - Online 12:00-12:45 Lunch 12:45-1:15 Interactive Activity Tableau Analytics - Online 1:15-2:00 Participant Dashboards

5 State Center Community College District Enrollment Management Dashboard FTES Update SCCCD Info Book SCCCD Student Success Scorecard Metrics Scorecard Cohort Progress Scorecard Outcomes (Gaps) Comparisons and Rankings

6 SCCCD - Enrollment Management FTES Update Intended Audience: Main Ques,ons addressed with this Dashboard: Data Set (how you built your data source and any on- going maintenance recommenda,ons): Internal (Managers) - Daily updates of FTES enrollment by district/college/course - Tracking against college targets - Comparison to historic numbers - Course in high demand (fill capacity / waitlist) Colleague current course registra,on data. ETL process to append daily snapshots to the historic datasets of previous terms FTES targets dataset joined at college level. Data Visualiza,on Recommended Prac,ces: Helpful Tips or Tricks used in the Dashboard: Tables and bar charts. Trend lines for view day by day comparisons Subscrip,on to regular updates using

7

8 SCCCD - Info Book Dashboard Intended Audience: Main Ques,ons addressed with this Dashboard: Data Set (how you built your data source and any on- going maintenance recommenda,ons): Data Visualiza,on Recommended Prac,ces: Helpful Tips or Tricks used in the Dashboard: Internal and External - Historic term enrollment counts - Breakdown by student and course characteris,cs - Educa,on on measure /variable defini,ons - Student profile by college, department, high school, enrollment status, etc MIS Data on Demand Tables, bar charts, heat maps Hover over for addi,onal info (% change over,me, etc)

9

10 SCCCD Course Success Name of Dashboard: Course Retention and Success Rates Intended Audience: Experience with users reviewing this dashboards and feedback provided: Internal and External Main Questions addressed with this Dashboard: - - Course retention and success Grade distribution - High failure course - Performance by student characteristics - Historic comprison Data Set (how you built your data source and any on-going maintenance recommendations): MIS Data on Demand Data Visualization Recommended Practices: Tables, bar charts, heat maps Helpful Tips or Tricks used in the Dashboard: Hover over for additional info (% change over time, etc) Key Takeaways or Lessons Learned:

11

12 SCCCD Student Success Scorecard Metrics & Scorecard Cohort Progress Dashboard Intended Audience: Main Ques,ons addressed with this Dashboard: Data Set (how you built your data source and any on- going maintenance recommenda,ons): Data Visualiza,on Recommended Prac,ces: Internal (Deans, Counselors) - Tracking current/future cohorts key outcome measures - Iden,fy students who are close to comple,on MIS Data on Demand Tables, heat maps

13

14 SCCCD - Statewide Scorecard Outcomes (Gaps) Comparisons & Rankings Intended Audience: Experience with users reviewing this dashboards and feedback provided: Main Ques,ons addressed with this Dashboard: Data Set (how you built your data source and any on- going maintenance recommenda,ons): Data Visualiza,on Recommended Prac,ces: Public How SCCCD and individual colleges are ranked on various SC measures MIS DataMart Tables, barcharts

15

16 Name of Dashboard: Intended Audience: Experience with users reviewing this dashboards and feedback provided: Main Questions addressed with this Dashboard: Data Set (how you built your data source and any on-going maintenance recommendations): Data Visualization Recommended Practices: Helpful Tips or Tricks used in the Dashboard: CVHEC Regional Data Public Aggregating college data within the region MIS DataMart Tables, barcharts, maps Hover over for additional info (% change over time, etc) Key Takeaways or Lessons Learned:

17

18 Interac3ve Ac3vity - Tableau Analy3cs The Tableau Online site for our workshop is located here- URL: online.tableau.com username: sledmaw+petera@gmail.com password:tableau1 Choose the site name: Tableau Day Publish from Tableau Desktop to the Project name: RP Group CCD

19 MiraCosta College Program Review Dashboard Success by Course and Instructor Dashboard Guided Pathways Dashboard

20 MiraCosta - Program Review Intended Audience: Main Ques,ons addressed with this Dashboard: Data Set (how you built your data source and any on- going maintenance recommenda,ons): Helpful Tips or Tricks used in the Dashboard: Faculty and Staff District-Wide For Instruction: How is our program performing? Are all students finding success in our program? Who are the students in our classes? For Student Services: Are we serving the students who need us? Instructional data came from our data warehouse. (Built 3 years ago) Updated nightly. Student Services data came from excel spreadsheets from the different departments. (NOT recommended J ) Must update annually. Actions - Use the charts themselves to navigate through the workbook. Parameters Lets users select what they see

21

22

23

24 MiraCosta Success by Course and Instructor Intended Audience: Main Ques,ons addressed with this Dashboard: Faculty In a given course, do success rates vary between faculty? Data Set (how you built your data source and any on- going maintenance recommenda,ons): Data Visualiza,on Recommended Prac,ces: Helpful Tips or Tricks used in the Dashboard: Data Warehouse Updated nightly Instructor Grades Terms Campus Location (Optional) Courses PT/FT Status (Optional) Sections Instruction Mode (Optional) Students Anonymized ID (Optional) A dashboard with a single bar-chart can have far more impact than something more complex and flashy. Tooltips can provide additional context

25

26 MiraCosta - Guided Pathways Intended Audience: Main Ques,ons addressed with this Dashboard: Data Set (how you built your data source and any on- going maintenance recommenda,ons): Data Visualiza,on Recommended Prac,ces: Helpful Tips or Tricks used in the Dashboard: Faculty, Staff and Administrators How are students performing during their time at MiraCosta College? Based initially on students from the Cal-Pass+ Launchboard dataset. This data was merged with a snapshot of our local warehouse data. Dataset will need to be re-run as subsequent cohorts come available. Keep your audience in mind at all times. Donut Charts - the Pie Chart s more popular friend

27

28

29 Interac3ve Ac3vity - Tableau Analy3cs

30 South Orange Community College District MIS Student Success File Valida,on Dashboard Scorecard KPI Dashboard Climate Survey Dashboard

31 SOCCCD - MIS Student Success File ValidaNon Intended Audience: Main QuesNons addressed with this Dashboard: Data Set (how you built your data source and any on- going maintenance recommendanons): Data VisualizaNon Recommended PracNces: Helpful Tips or Tricks used in the Dashboard: SSSP Coordinator/Directors and Student Services ValidaNng the SS file data before submi_ng to the CCCCO Counts of core services provided during the term Services that will be counted towards the allocanon MIS data - Student Success (SS file) and Student Basic (SB file) All caps, font: Trebuchet MS, info bueon, color legend, logo Reshaping data adding residency code (allocanon) avoid alias and make changes in the data not in Tableau

32 MIS Student Success File Data

33 MIS Student Success Data Reshaped

34 MIS Student Success Validation Dashboard (Pre-Tableau) inform Data Warehouse MIS Student Success Report

35 SOCCCD Tableau Public Link - Here

36 Intended Audience: SOCCCD - Scorecard KPI District- wide Planning Council/Community Main Ques,ons addressed with this Dashboard: What is the breakdown of the State s Comple,on Metrics by goal (i.e., degrees, cer,ficates, transfer prepared, and transfer) over,me? Data Set (how you built your data source and any on- going maintenance recommenda,ons): Downloaded the Scorecard files from Data- on- Demand (IVC & Saddleback College) and loaded into a single SQL Server database table. Merged the Scorecard data with addi,onal Student Demographic informa,on from the district data warehouse (i.e., Full- Time/Part- Time Status, Ethnicity Grouping, High School District, NSCH Transfer Informa,on) Displays comple,on rates by different Goals: Overall, Degrees, Cer,ficates, Transfer Prepared, & Transfer Data Visualiza,on Recommended Prac,ces: Format the data as much as possible first (i.e., Capitaliza,on, Groupings, Null Values Format a master sheet complete with the desired style (i.e., Fonts, Jus,fica,on, Gridlines, Color Scheme, etc.) and then just duplicate the sheet Helpful Tips or Tricks used in the Dashboard: Pivot the data set in order to separate out the 4 different Goals Included a Target Percentage line built around a Baseline Cohort Year Keep the calculated fields to a minimum and generic enough for sustainability purposes

37 Strategic Plan KPI Dashboard Objective KPI Target 2.1 Increase student completion rates (degrees, certificates, and transfer) while preserving access, enhancing quality, and closing achievement gaps. Pre-Tableau 6 year Completion Rates Overall SPAR rate Certificate Completion Rate Degree Completion Rate Transfer Rate Transfer Prepared 2.5% targets by 2020 *rolling base year2.5% targets by 2020 based on a rolling base year starting in (against the baseline) Degree IVC Target IVC Actual SC Target SC Actual Certificate IVC Target IVC Actual SC Target SC Actual % 26.5% 20.5% 20.3% % 28.1% 20.6% 20.9% % 20.7% % 20.8% % 20.9% % 21.0% % 29.3% 26.0% 26.5% % 30.9% 26.1% 28.1% % 26.2% % 26.3% % 26.5% % 26.6%

38 SOCCCD Tableau Public Link - Here

39 SOCCCD - Climate Survey Intended Audience: Main Ques,ons addressed with this Dashboard: Data Set (how you built your data source and any on- going maintenance recommenda,ons): Data Visualiza,on Recommended Prac,ces: Helpful Tips or Tricks used in the Dashboard: District and College Community District- wide Planning Council Review of 2 years of survey data and how we are progressing on the District- wide Strategic Plan KPI Survey Ques,ons were pivoted and joined to Demographic Data Ques,ons Tabs used to organize grouping of ques,ons Ac,on Filters to sort results by demographics Stacked Bar with Averages Use of dual axis

40

41 SOCCCD Tableau Public Link - Here

42 Integrated Plan(KPI) Dashboard Filters Logo Info Icon

43 Links to SOCCCD s Tableau Public Dashboards MIS Student Success File Dashboard Strategic Plan KPI (Scorecard) Dashboard SOCCCDCOMPLETIONSCORECARD2017 SOCCCD Climate Survey Dashboard: SOCCCDCOMPLETIONSCORECARD2017 Progress Report (Early Alert System) Utilization Dashboard: Awards Dashboard Athletes Dashboard

44 Interac3ve Ac3vity & Q&A

45 Presenters Contact Informa,on State Center Community College District (SCCCD) Dmitri Rogulkin - Execu,ve Director, Research and Ins,tu,onal Effec,veness dmitri.rogulkin@scccd.edu MiraCosta College Kimberly Couks - Research Analyst kcouks@miracosta.edu South Orange County Community College District (SOCCCD) Gene Tjoa - Database Administrator, Data Warehouse gtjoa@soccccd.edu Judy Perez - Research and Planning Analyst jperez103@socccd.edu Denice Inciong - District Director of Research, Planning, and Data Management dinciong@socccd.edu