Data Warehouse Training Project. Training Handbook. June 22, Office of Institutional Analysis, Assessment, and Reporting

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1 Data Warehouse Training Project Training Handbook June 22, 2010 Office of Institutional Analysis, Assessment, and Reporting Trainer: Marcia Belcheir, Ph.D. Data Warehouse Administrator: Steve Grantham, Ph.D.

2 Note to Users This handbook contains the most up-to-date information available at the time of publication. However, new reports, measures, and hierarchies will continue to be developed over time and may not be reflected in this version of the handbook. To view the most recent handbook, hierarchy and measure definitions, please go to We welcome your feedback on areas of confusion or additional reports that you think would be useful in the data warehouse. 2

3 Table of Contents Note to Users... 2 About this Workshop... 4 Signing in and Selecting a Report... 5 How to find and sign into ProClarity:... 5 Selecting a report:... 5 Using the Navigation Tab... 6 What you see after you select a report:... 6 Using Drill down to:... 9 Drilling to Detail to examine individual data:... 9 Displaying long and wide reports: Using the Data Layout Tab to Modify Your Reports Common terms and concepts: Definitions of Rows, Columns, and Background: Selecting specific values for Hierarchies in Rows, Columns, or Background Incorporating additional Hierarchies into the report Changing the location of items in Rows and Columns using Up and Down Exchanging Rows and Columns using the Pivot button: Creating a Slicer : Adding Descendents to a Hierarchy: Saving Your Information Producing Charts Using the View Tab Sorting Rows in a Report Using the Sort Tab Filtering Data Using the Filter Tab Getting Help

4 About this Workshop A data warehouse has been purchased and is being implemented by Boise State. Training is being conducted to advance an environment at Boise State University where data are readily available to support all decision making processes: strategic planning, resource allocation, process reinvention, program review and accreditation. The data warehouse environment will allow users to: Find, explore and filter data to fit their needs Provide a single source of truth (i.e., everyone sees the same numbers when the same parameters are used) Obtain information quickly See data from a variety of sources in one central location The data come directly from the PeopleSoft system and are transformed for reporting use within the data warehouse. The data are refreshed each night so you will see the most current data through the end of the prior day. There are several different reporting tools that are capable of accessing the data warehouse. We have chosen ProClarity as our primary tool at Boise State and that is the focus of this training. We anticipate expanding our repertoire of reports to include other tools, such as Microsoft Reporting Services, in the near future, and we will provide further training as needed when those tools are made available. Purpose of session training: To acquaint the users with the data warehouse and show the variety of reports that can be obtained. Although the handbook will cover all of the tabs shown in the ProClarity tool, due to the constraints of the two-hour time block, the workshop itself will not cover everything in the handbook. Expected learning outcomes: By the end of the session, you will be able to: 1. Go to the data warehouse and successfully sign in 2. Find and run queries on registration, grades, term enrollment, etc. 3. Narrow these queries to focus on the data that interests you 4. Download the results into Excel 5. Identify rows, columns, background, and measures within a report 6. Change the report to include different variables or measures This training focuses on the functionality available in ProClarity, illustrated with specific examples. Although many of the data elements used in the data warehouse are self-explanatory, others are less so. Hence, we have provided a data dictionary that explains those data elements in more detail. The current dictionary is included at the end of this handbook. 4

5 Signing in and Selecting a Report How to find and sign into ProClarity: Bring up Internet Explorer (only use this internet browser) Go to Click on Login to ProClarity Reports Enter boisestate/ following by your user ID, e.g., boisestate/mbelcheir Enter the password associated with your user ID Click OK Selecting a report: After clicking on a library, a series of books will be displayed. At this point in time, books are available for the areas shown below. We will continue to add books and reports to the data warehouse as they are completed, with Admissions data and Transition data scheduled as the next areas for completion. To select one of the report areas, simply click on the title of interest to see the available reports for that area. Note that under each book, we have developed a series of single term reports in one folder, while trends over time are housed in another folder. Select the folder of interest to you and a series of reports will be displayed. Most reports have been developed to have either a college/university perspective or a single department perspective. In the college/university perspective, you can typically see data as far as the department level. If you are interested in seeing further information based on courses or majors, for example, you need to select the single department perspective. 5

6 Using the Navigation Tab What you see after you select a report: You are now in the Navigation tab. The default Navigation mode is Expand mode, as indicated by the fact that the button for that mode is highlighted in yellow. (Note: If for some reason your report comes up in Drill Down mode, you may switch to Expand mode by clicking the Expand mode button, or you may stay in Drill Down mode if you prefer that mode is discussed later). Plus signs (+) indicate that you can expand the item to see further detail below it, simply by clicking on the + sign. Minus signs ( ) indicate that you can collapse the item to hide the detail below it, simply by clicking on the sign The point of Expand mode is to make it easy to expand and collapse simply by clicking on the + and signs. However, regardless of whether you are in Expand or Drill Down mode, you can always choose from several options for how to display the data simply by highlighting any variable (hierarchy) of interest and left-clicking on it. For example, suppose you left-click on College of Arts and Sciences. This brings up the pop-up menu of options shown on the next page. (Note that to use this feature, you need to click on the text of the item, not on the + or ) As you can see, your options include not only Expand, but also Drill Down, Drill Up, Show Only and Hide. If we had clicked on All Academic Loads, we would see Collapse instead of Expand, since it is already Expanded. Note that the same list of options is also shown in the buttons 6

7 shown in the Navigation pane, right beneath the box that shows which item is Selected, so you can highlight the item and click one of those buttons if you prefer. Navigation pane shows same options as Pop-up As the name suggests, the Expand mode keeps the initial rows or columns, and expands on the highlighted row or column to the next level. Note that the other rows remain, and only the College of Arts and Science is expanded to the department level. 7

8 By contrast, Drill Down mode shows only the detail at the next level down from the selected item. So if you Drill Down on the College of Arts and Sciences rather than Expanding it, you get: Note that only the individual departments within the college are shown; neither the college total nor any other colleges are in the view. To summarize, the actions available are the following: Drill down. Provides more detail about the item. For example, drill down on a college to see department data. Drill up. Provides less detail about the item. For example, drill up from a department to show college data. Expand/Collapse. Expand to view the member's children (i.e., the next level down) while still keeping the member itself in view. An expanded item can be collapsed. For example, if we expand ART 100, we see all the ART 100 sections along with the ART 100 summary. Show Only. Removes all items except the selected item from the view. Hide. Removes the item from the view. If you find that you use Drill Down and Drill Up more frequently than Expand and Collapse, you may want to switch from Expand mode to Drill Down mode by clicking the Drill Down mode button. When you do this, the + and signs are replaced by up and down arrows. Clicking on a down arrow drills down, while clicking on an up arrow drills up. Again, in either mode the full range of choices is available simply by left-clicking the item name. 8

9 Using Drill down to: There is one other navigation option available on the Navigation pane, called Drill Down to However, this option is more advanced, and potentially quite confusing, and should be used with caution. It is included for the sake of completeness but is not recommended because of difficulties with variable selection and placement. An easier and more comprehensive approach to adding variables of interest will be addressed in the section on the Data Layout tab below. Drill Down to allows you to add or substitute other variables in your delivered report. Look closely at what you have highlighted in yellow when you select Drill down to because that is the only place where the variable you add through Drill down to will be applied. The Drill Down to feature allows you to drill down on hierarchies (variables) that are not currently on rows or columns. To drill down. 1. Click on the name of an item in the grid. 2. In the Navigation tab, click the Drill Down to drop-down menu and select a hierarchy. The hierarchy displays at its next-lower level, replacing the member you selected in step 1. Drilling to Detail to examine individual data: It is possible to obtain individual data using Drill to Detail. (Note that, despite the similarity of name, this feature is quite different from the Drill Down to function just discussed.) Suppose, for example, that the Art department wants to obtain a list of their graduate students who were enrolled for spring By highlighting (left-clicking) the value in the table that is the count of graduate students and selecting Drill to Detail from the pop-up menu (see below), they are able to obtain the list of graduate students. A second screen pops up with information on the graduate students who were registered for the spring semester. A large amount of data is associated with each student that you can view by moving the bottom scroll bar. 9

10 Note that there is no explicit option to download this detailed data into an Excel file. However, you can simply highlight the data, copy it, and then open an Excel file and paste the data into it. Unfortunately, there is a slight glitch in the ProClarity Drill to Detail functionality. When the detail displayed by a Drill to Detail action includes measures (which is the case for almost all of the Drill to Detail actions), using the standard Drill to Detail function just described will not show all available measures. (We will discuss the concept of a measure more thoroughly later, but as the name suggests, they are data elements that are quantitative rather than qualitative.) Fortunately there is a way around this glitch that is not too onerous. Rather than selecting Drill to Detail from the pop-up menu, you again highlight the cell containing the measure, but now choose one of the Actions from the list shown at the bottom of the Navigation pane: 10

11 Note that there are actually two choices here. The one called Student Term Drill Basic will allow you to see all the measures included in the definition of this Action. This Action gives you one row per student. The other Action, Student Term Drill All Plans, may actually display more than one row for some students along with less information. This is because students can have more than one Academic Plan (which is PeopleSoft terminology for Major or Minor), and this Action will show you all of the Plans that the student has for the Term one row per Plan. In general, you are advised to select basic under the actions available to obtain the greatest amount of data on each student. Clicking on the drill-to-detail pop-up button is a good alternative if you only need basic information. Displaying long and wide reports: Long reports may not display all of the rows; by default, only the first 100 rows are shown. In that event, click the Get all data link at the bottom of the page to obtain the additional rows. The figure below shows course grades for the department of English for Fall Since every section is included, Get all data will need to be clicked in order to get all courses and sections. This indicates that additional data are available 11

12 Reports may also be too wide for your computer screen. In this case, you will need to use the sliders across the bottom of the screen in order to view all the data. Another way to see more data on a table that is too wide is to close the navigation tab temporarily. The figure below shows enrollments by Transfer Credit Band. However, we can t see all the data without using the slider at the bottom to scroll over. Additional space to display the data is available if the Navigation pane on the left is closed temporarily. Simply click on the left arrow (<) on the blue Navigation bar. The table is now displayed without the Navigation pane, as shown below. To see the Navigation pane again, click on the right arrow (>) in the upper left corner. In addition, when the report is wider than will fit in the window, you will sometimes see separate sliders for the row header area and the data area, and you can resize those areas by clicking and dragging the border between the two. 12

13 Using the Data Layout Tab to Modify Your Reports The Data Layout tab is critical for modifying any delivered report and is the source of much of the power and flexibility of ProClarity. To use the Data Layout tab effectively, you need a basic understanding of the following terms and concepts, some of which have been previously mentioned. Common terms and concepts: Cubes contain the data you analyze and come from a multidimensional database. Cubes contain measures (quantitative values) and hierarchies (categories). Hierarchies contain members, which are organized into levels. Each level is named. Each cube covers a specific content area, and in general each Book is based on a single cube. In contrast to familiar, three-dimensional physical cubes, data warehouse cubes can have any number of dimensions. Cubes are also known as Perspectives. Measures are quantitative values contained in a cube. Some examples of measures are GPA, number of credits, and headcount. All cubes have at least one measure, and most have multiple measures. Measures are analyzed against hierarchies (categories). For definitions of individual measures, see the definitions here: Hierarchies are the qualitative categories that give a measure its context. For example, hierarchies of interest in analyzing the Registration Count Official measure might include Academic Plan (list of majors and minors), Academic Level (Freshman, Sophomore, etc.), and Gender (male, female). Members of a hierarchy are usually arranged by level in a tree structure. For example, the Class Current Offering hierarchy includes levels for Subject (e.g., ART), Course Offer (e.g., ART 100), and Class Section (e.g. ART ). When you expand a member (click +), you reveal the next level (often referred to as children ). For definitions of the hierarchies available, see the Hierarchies Appendix at the end of this handbook or the online data dictionary at Members compose the detail associated with a hierarchy, each member occurring at a specific level of the hierarchy. For example, the Class Current Offering hierarchy contains ENGL as a member at the Subject level, ENGL 102 at the Course Offer level, and ENGL at the Class Section level. Default member: Each hierarchy has a Default member. In most cases the Default is the All member, though in a few it is not. Knowing the default member can be particularly important when you want to view your data using a slicer (see the section below). 13

14 Definitions of Rows, Columns, and Background: The data layout tab consists of three main areas within the data layout pane: rows, columns, and background (see figure below). Columns Rows Background Rows run horizontally while Columns are vertical. Note that the Headcount by College and Term Enrollment Status for Single Term report shown above uses the Plan Owners by College hierarchy (i.e., college and department) and the Term Enrolled Indicator hierarchy in the rows, and the Career hierarchy and Term Activated Count measure across the top in the columns. As the figure shows, the list of hierarchies displayed in the rows is controlled by placing those hierarchies in the Rows section of the Data Layout pane, and likewise for columns. The Background pane includes all the hierarchies that are available in the Cube/Perspective but are not included in the Rows or Columns. Certain hierarchies in the Background pane are also shown at the top of the window as Slicers. For those hierarchies, a Slicer icon is located next to the name of the hierarchy in the Background pane. For example, in the above figure there is a slicer icon next to Plan Type, and Plan Type appears as a Slicer at the top of the page so users can select majors, minors, certificates or all plans. Selecting specific values for Hierarchies in Rows, Columns, or Background Suppose you were looking at the Registrations by Location for Single Term report and were interested only in courses that either met on the Boise Campus or were offered through the Electronic Campus. You need a way to get rid of the other Location members and only show these two locations. You cannot use show only since you have two members of interest instead of one. The figure below displays the report when you first click on it. 14

15 To select only two locations (or, more generally, any subset of a hierarchy), follow these steps: 1. Make sure you are in the Data Layout tab. 2. Select the hierarchy of interest. In this case, select Location under the Rows category. 3. Click on edit (or you can just double-click the item). This brings up the Edit Hierarchy window, as shown below. 4. Add and remove items as desired, expanding the hierarchy as necessary. In this case, first click Remove All, then highlight each of the two desired locations from the tree and click Add for each one. 5. Click OK. This closes the Edit Hierarchy window and returns you to the main report. The figure below shows the edit screen that appears when you want to edit Location. Another figure displays the report after you OK the edit. 15

16 This technique can be used to select any number of specific values for any hierarchy, whether it appears in the Rows, Columns or the Background area. See the section on Slicers below for more detail on what happens when you make such a choice for a hierarchy that is in the Background area. Also, see the section on Adding to Descendants to a Hierarchy for some additional tips on choosing multiple members of a hierarchy at once. Incorporating additional Hierarchies into the report Perhaps the most powerful feature of the Data Layout tab is the ability to refine the report by incorporating additional hierarchies into the analysis. For example, suppose that we want to look at the number of registrations and credits based on academic level (e.g., freshmen, sophomores, etc.). This hierarchy is not currently included in the Registration by College for Single Term report; it appears only in the Background tab. In order to be able to analyze enrollments by Academic Level, do the following: 1. Highlight the Academic Level hierarchy listed among the background variables, 2. click the Rows or Columns heading, depending on where you want to place Academic Level. (You will see the hierarchy move from Background to Rows or Columns), 3. click the Apply button at the top of the page to see the report with Academic Level added. (The lightning bolt icon on that button will flash whenever the button needs to be clicked in order to apply your changes.) Your report should now look like this: Apply button Newly added hierarchy 16

17 Note that the report shows the Default value for the Academic Level hierarchy, which is All Academic Levels. To see the breakdown by Level, click the + sign to expand, giving the following: Changing the location of items in Rows and Columns using Up and Down In the figure below, we have further expanded the Officially registered hierarchy into Actively registered and Withdrawn from class. We can therefore now see the number of registrations by academic level for each registration category. However, suppose you really want to see the number of active registrations and withdrawals for each academic level, since you have theorized that freshmen are more likely to withdraw from their classes. Therefore, you d like to see the table with Academic Level shown first, followed by the registration categories showing the number of actively registered and withdrawn students. To change the order that the hierarchies are presented, do the following: (1) Highlight Academic level, (2) Click on the Up button to move it up one level, (3) Click the Apply button to see the new table. 17

18 3. Apply button 1. Highlight hierarchy 2. Up button Note that if you wanted to move the hierarchy to Columns so that Academic Level displayed across the top of the table, you would simply highlight the hierarchy, click on the heading where it says Columns, use the Up and Down buttons to put the variables in the order that you want to display them, and then click Apply. Exchanging Rows and Columns using the Pivot button: Sometimes it is easier to simply exchange the placement of the rows and columns instead of moving them up and down between the rows and columns. To do this, simply click on the Pivot button. This button can be particularly handy when you are also displaying a chart and would like to modify the way the data are grouped in creating the chart. In the example below, the View tab was used to add a chart to the data. (See further details in the section on using the View tab below.) It shows the number of registrations for each of the last four Fall terms. Within each term, it displays the number of registrations by college. 18

19 Suppose, however, you would rather see the chart so that it shows the terms for each college instead of all the colleges for each term. Simply click the Pivot button to flip the presentation (see below). Creating a Slicer : Whenever you expand or drill down on a hierarchy that is contained in the Rows or Columns area, you are able to see several members of that hierarchy at once. Sometimes, however, you might prefer to see only one member of the hierarchy at a time in other words, you would really like to look at that hierarchy one slice at a time. Suppose, for example, you were looking at the Average Grade by College for a Single Term report, and you wanted to look at the average grade separately for undergraduate courses and graduate courses. To accomplish this task, you need to use a slicer. This means first specifying which members of the hierarchy you are interested in, and then examining those members one at a time. 19

20 As mentioned earlier, every hierarchy has a default value (usually the All value). When you highlight the Course Career hierarchy in Background and click on Edit you see that the default for this hierarchy is All Course Careers and that this default value is the only one appearing under Show in view on the right side of the Edit Hierarchy window: To specify the slices that you are interested in, you will need to do the following: 1. Highlight the hierarchy in Background and Click the Edit button as shown above (or you can simply double-click on the hierarchy). 2. Use the Remove button to delete the default value of all 3. Expand All Course Careers using the + button to display the options available to you that is, the members of the hierarchy. 4. Highlight the members of interest and use the Add button to move them into the right pane. 5. Click OK Upon clicking OK the report will appear as shown below. Note that Course Career now appears with a series of drop-down options at the top i.e., as a Slicer. 20

21 New slicer for Course Career Note also that the small red and white Slicer icon now appears next to Course Career in the background area, followed by the annotation (2 items). This indicates that this hierarchy now appears at a Slicer at the top of the page, with two possible slices available within that Slicer undergraduate and graduate. Cautionary notes on using slicers: What happens if, in the Edit Hierarchy window, I choose only a single non-default member of the hierarchy? For example, suppose you had selected only Undergraduate, rather than both Graduate and Undergraduate, in the above example. Here are the results: 21

22 Note that the numbers displayed are, of course, identical to those in the previous screen shot. The difference is that we no longer see a Slicer for Course Career at the top of the page. Why? Because we have made only one slice available (Undergraduate), so there is no need to provide a drop-down list with only one choice! The potential danger, with this, however, is that it is now less obvious that we are looking at data only for undergraduate courses. There are two things that indicate that fact, but they are easy to miss. The first can be found in the fine print in the blue header bar, where, following the name of the report, it says, Registration Count Official, Has Class Grade, Avg Grade for Fall 2009, Graded Sections, Undergraduate. The Undergraduate refers to the value we have specified for Course Career. However, just as course careers can be undergraduate or graduate, so can student careers be undergraduate or graduate, and it is difficult to tell which career course or student is being referred to in the title. Without searching further, it is impossible to tell whether the report refers to undergraduate courses or undergraduate students. The second indicator can be seen by looking at Course Career in the Background tab (highlighted in blue in the above screen shot). Note that it now says Course Career (Undergraduate) rather than just plain Course Career (as it did before we edited it) or Course Career (2 items), as it did when we created the Slicer. This is a reasonably clear indicator, but the problem is that it is easy to miss, since to see it you need to scroll down to it in the Background tab (which has a lot of entries to scroll through). For this reason, we generally advise against leaving a hierarchy in the Background when you select only a single non-default member of that hierarchy. Instead, we recommend moving that hierarchy to the Rows or Columns area, where at least that non-default member will be displayed explicitly. How do I use the Combine and Slice buttons? The short answer is, Don t use them. It is tempting to suppose that you could create a Slicer simply by highlighting a hierarchy in the Background and clicking the Slice button, followed by the Apply button. But if you try this, you will find that it does absolutely nothing. It doesn t even bring up the Edit Hierarchy window to allow you to choose the slices! Similarly, it is tempting to suppose that you can combine members previously in a slicer by clicking on the Combine button. However, if you have selected only some members of a hierarchy and then combine them, you won t be viewing all the data. You will have rely on the cues discussed in the previous section. 22

23 Adding Descendents to a Hierarchy: Sometimes, especially when dealing with a large hierarchy, you might want to choose quite a few members of that hierarchy at once, without having to highlight each member and use the Add button. In a similar vein, when a hierarchy is displayed in rows or columns and is not fully expanded, you might sometimes want to expand all the elements down to the next level, or even to levels below that, without having to click the + signs next to every member of the hierarchy. Fortunately, there is a feature available in the Edit Hierarchy page that can often make things easier in situations like these. For example, suppose you are interested in looking in some detail at the classes offered at Gowen Field during a particular term. You might start by using the Registrations by Location for Single Term report, highlighting Gowen Field, and choosing Show Only, giving: Suppose you would like to see a complete list of the Courses (Subject and Catalog Number) offered at Gowen Field. If you click on the + sign next to All Classes, you will get: 23

24 This is of some help it shows you which Subjects were offered at Gowen during the term but it doesn t tell you which particular courses were offered. You can see those courses by expanding each of the 21 Subjects by clicking on their + signs, but that s rather tedious. Here is a much faster way: Start by highlighting the hierarchy Class Current Offering and doubleclicking it (or clicking the Edit button). You get: This shows that the report is showing the All Classes member of the hierarchy, along with the set of members consisting of the Children of All Classes that is, the members at the level immediately below All Classes, which happens to be the level called Subject. To add the Courses themselves to the report, highlight the All Classes member on the left hand side (note it has to be the All Classes member with the + sign next to it, not the Default member). With that member highlighted, the Add Descendants drop-down menu will become active, giving you a list of options. 24

25 The first group of options consists of the three levels of the hierarchy: Subject at the top, Course Offer beneath that, and Class Section at the bottom. You also have the options of Leaf Descendants which means the bottom level of the hierarchy, in this case Class Section and All Descendants (Subtree), which means that you will see the whole hierarchy expanded. So, suppose we click on Course Offer. That will immediately add an entry called Set: Course Offer of All Classes to the right hand side. (In this case, you don t need to click the Add button it gets added automatically.) Click OK and the report will now look like this: If you wanted to look at these registrations in even more detail, down to the level of individual class sections, then you could simply choose the All Descendants (Subtree) option under the Add Descendants drop down. The result of doing that would look like this: 25

26 Or, if you wanted only the enrollments at the section level, without the rollup values at Subject and Course levels, then you could choose either Leaf Descendants or Class Section under the Add Descendants drop down, and the result would look like this: The point is that these options give you a fair amount of flexibility in deciding the level of detail you want to see, and in some cases they can save you from having to make an awful lot of individual clicks. Finally, it is worth noting that the Add Descendants option is available from any member of a hierarchy, not just from the top ( All ) level. For example, if you are interested only in English courses, you could expand the All Classes hierarchy in the Edit Hierarchy page so that the Subject level is visible, highlight ENGL, and choose any of the 26

27 options available under Add Descendants. Note that Subject will no longer be an option, since you are already at the Subject level, but all the other options will still be there: Finally, this discussion has focused on the case where the hierarchy of interest is in the Rows, but it applies equally well to the case where it is in Columns or Background. 27

28 Saving Your Information Once you have your results showing the information that you want, you may want to save and/or share your information. Your choices are to print the information, save the modified report into your own private ProClarity library (MyView), and/or export the results to Excel. Just click on one of the icons in the upper right corner of the screen. Save in MyView as your personal report that can be re-run whenever you wish Print a hard copy Export as an Excel MyView will be particularly important when you have modified your report. As the label MyView denotes, only you will be able to view the report(s) you saved. Your report(s) will be automatically updated when the data in the data warehouse is refreshed each night that is, you are storing the structure of the report, not the data. You can find your reports under the My Views tab next to the Libraries tab (see below). Note that it is possible to construct folders to hold a series of your reports: when you click on My Views there will be an Organize My Views pane and Create Folder button on the left panel. When you export a file to Excel, you will be asked if you want to open it or save it. The best approach is to first save the file and then open it. You may be asked to re-enter your user name and password. You may also be told that the file types don t match and asked if you want to proceed anyway. Just agree with them, but be careful to check the extension on the file when you ultimately re-save the file in Excel. For some reason, it may try to save it as an html file. Don t let it! 28

29 Producing Charts Using the View Tab You can take the report you have produced and add a chart in the View tab. You can choose to show both the data grid and the chart, or the chart only. Note that the chart that is produced is based on all the data showing in the Navigation tab, so large amounts of data will produce charts that are difficult to read especially if the data include measures that are on vastly different numerical scales, such as Registration Count (measured in the tens of thousands) and average grade (on a scale of 0 to 4). Most of the reports provided show quite a bit of data, so in most cases, it will be best to cut down the amount of data shown in order to create a chart. For example, here is a chart created by starting with the report Enrolled Headcount by College and Level for Single Term and using Show Only to restrict the data shown to just the first column of that report the measure Enrolled Count Official for All Academic Levels and All Academic Loads. To create a chart while keeping the grid (data), click on the View tab, and click the Grid and Chart button. You can also choose Chart only or, to hide the chart, Grid only. By default you get a vertical bar chart; if you prefer you can choose other formats from the list by clicking the appropriate button. Formats for your chart Options for what to include in the If you have multiple columns, then each column will be displayed as a separate series on the chart. For example, if you expand All Academic Levels in the above chart (by clicking on the + sign next to it, as always), you get three series: the one shown above for totals, one for the Graduate level, and one for Undergraduate: 29

30 As mentioned earlier, you can use the Pivot button on the Data Layout tab to interchange rows and columns, and this will change the Chart since its series are based on columns. For example, if you Pivot the Chart shown above, each College will become a separate series (as will All Plan Owners ), with 3 entries in each: All Academic Levels, Graduate and Undergraduate: As noted, the Drill down ( ) and Expand (+ -) symbols can be used in the View tab to continue to modify your report, depending upon which of the two modes you have selected at the time you switch from the Navigation to the View tabs. However, whatever is now displayed in the View tab will also be displayed in the Navigation or Data Layout tab when you return to it. That means, for example, that if you select the Chart only option, when you return to the Data 30

31 Layout tab, you will only see a chart. In order to see your data again in the Navigation tab, you will need to return to the View tab and select one of the options that include a grid. 31

32 Sorting Rows in a Report Using the Sort Tab Sometimes you have a report that is ordered in one way, e.g., alphabetically, but you would rather see the rows sorted from low to high or from high to low. The Sort tab allows you to do this. Suppose, for example, that you are viewing the Registration by Location report. As shown by the figure below, the report shows location alphabetically. What you would really like to know, however, is the number of registrations generated by location ordered from the location with the highest number of credits to the location with the lowest number of credits. By selecting the Sort tab and clicking on Sort you see the options available to you, which are all the measures included in the report. In this example, you would select Registration Count - Official and indicate that you wanted to sort it from high to low. The results are shown below: Note that the Sort feature allows you can sort only by the values of the measures displayed in the report, not by the values of the members of any of the hierarchies. 32

33 Filtering Data Using the Filter Tab Sometimes you would prefer to only see a part of your data instead of everything based on certain criteria. Suppose, for example, you were reviewing the Registration by Class Section report for the English department. There are many course sections, but you are only interested in the ones that have fewer than 20 registrations. You can limit what you see using the Filter tab as follows: 1. Select the kind of filtering you want to do: Top, Bottom, Above, Between, or Below. In this instance, suppose you would like to see sections with fewer than 20 registrations. Select Show rows and Below. 2. Select the variable that you wish to use to do the filtering. In this instance, you want to use Registration Count Official. 3. Enter the number that you want to use as your criterion. In this case, we enter 20 since we want to see sections with registrations below Add a second filter if you wish to do so. For example, you might want to filter out sections with fewer than 10 registrations, by choosing Below, Hide Rows and 10. (Note: This could also be done using Between. ) 5. Click Apply. Here is what the report looks like before the filter is applied: 33

34 After the filter is applied: If you wished to then sort the results from low to high or vice-versa, you would then click on the Sort tab and further order the information as described earlier. For the filter options Above, Below and Between, the numbers you specify are the values of the measure being used, as illustrated in the example just given. For the options Top and Bottom, two of the three options are a little less intuitive. The straightforward option is to specify an absolute number of rows to Show/Hide. For example, if you choose the Top filter, fill in 20 as the number, and choose count from the drop-down, like this: you will get the 20 sections with the highest Registration Counts. If you change the dropdown value from count to sum, you will get as many sections as it takes for the sum of the measure Registration Count over those sections to equal or exceed the specified number. For example, if we specify 100, then it takes the top 3 sections to equal or exceed a total Registration Count of 100: (If we had specified 99 instead of 100, we would get just the first two sections.) Finally, if you choose % in the drop-down, you will get as many sections as it takes for the sum of the measure Registration Count over those sections to equal or exceed the specified 34

35 percentage of the total. For example, if we choose in the top 20%, it takes the top 32 sections to reach a registration count of 1131, which exceeds 20% of the total count of

36 Getting Help There are two ways to find additional help within ProClarity. Specific help for tasks with the tab you are currently in can be found on the left. All help documentation for ProClarity can be found by clicking the? in the upper right corner. This training handbook is also available on our website and can be downloaded. Simply go to In addition, staff members from the Office of Institutional Analysis, Assessment, and Reporting are available to respond to your questions. Please contact any of the following individuals: Name: Phone number: Marcia Belcheir Debi Reininger Steve Schmidt

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