Using Data to Drive Your Recruitment Efforts. AACRAO 2008, Orlando Session 179 Thursday, March 27 th 1:15 pm - 2:15 pm
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1 Using Data to Drive Your Recruitment Efforts AACRAO 2008, Orlando Session 179 Thursday, March 27 th 1:15 pm - 2:15 pm
2 Introductions Humboldt State University northernmost campus of the California State University Michael Reilly Associate Vice-President for Enrollment Management Ward Headstrom Systems analyst for Enrollment Management
3 HSU Analytic Studies Group No Institutional Research office Distributed system analysts Collaboration between analysts in Academic Affairs and Admisssions & Records
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5 1. Requesting data Session Outline 2. Responding to how many requests via web reports 3. Responding to who requests via enduser ad hoc reporting tool 4. Using data from the web 5. Using ad hoc data
6 1) Requesting data Making requests: the web request form Gatekeepers and the approval process Maximizing the effectiveness of technical staff How many? vs Who?
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8 2) How many? - Web Reports Making data available and involving staff Generating report output Pushing reports to the web Displaying reports Locating and viewing reports Simplifying reports with option blocks
9 Generating report output Sample SQL script markets2d.sql Define rtitle= Frosh Applications from California to-date by EPS Market SELECT market, sum(y5), sum(y4), sum(y3), sum(y2), sum(y1), sum(y0) FROM apps2date WHERE stulev= FT and state= CA GROUP by market ORDER by market;
10 Sample SQL output markets2date.out FEB-08 Frosh applications from California to-date by EPS market apps2datexmarket FALL CA CA CA CA CA CA CA CA CA
11 Pushing reports to the web Unix script to generate reports and FTP to web: webpub markets2d Unix scripts to publish many reports : webdaily, webmonthly, webcensus, webyearly Unix script to automate publishing scripts: usub webdaily
12 Displaying reports on the web The Report Formatter converts the.out files into HTML output on the fly <HTML> <HEAD> <TITLE> California applicants to-date by EPS market</title> </HEAD> <BODY BACKGROUND= " <P> <TABLE WIDTH=100% BGCOLOR=#FFFFEE ALIGN=CENTER BORDER=1 cellspacing=0 cellpadding=1> <TR><TH BGCOLOR=#EEEEEE COLSPAN=7>Frosh applications from California to-date by EPS market <BR><SMALL>apps2dateXmarket report generated: 15-FEB-08</SMALL></TH></TR> <TR BGCOLOR=#EEEEEE><TH>FALL<BR></TH><TH>2003<BR></TH><TH>2004<BR> </TH><TH>2005<BR></TH><TH>2006<BR></TH><TH>2007<BR></TH><TH>20 08<BR></TH></TR> <TR ALIGN=RIGHT><TD ALIGN=LEFT>CA- 34</TD><TD>89</TD><TD>149</TD><TD>173</TD><TD>115</TD><TD>165< /TD><TD>182</TD></TR> <TR ALIGN=RIGHT><TD ALIGN=LEFT>CA- 14</TD><TD>124</TD><TD>132</TD><TD>186</TD><TD>192</TD><TD>227 </TD><TD>254</TD></TR>...
13 Locating and viewing reports The Indexer periodically searches through all the.out files on our web site and creates an index of keywords. The Report Finder assists the user in finding a particular report
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18 Simplifying web reports with option blocks
19 3) Who requests ad hoc reporting Non-technical gate-keepers General purpose tool to select populations Delivery via Providing data in CSV format (why?) Packaging repeat requests to be run by endusers (example: Major admits)
20 Ad hoc report job
21 Defining a population
22 User functions
23 Ad hoc data
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26 4) Using data from the web (Auto-updating spreadsheets) Using web query to connect to current data Combining web reports in spreadsheets Auto-open macro in Excel
27 Creating a new web query
28 Selecting table on Web
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30 Combining web data in spreadsheets Fall Applications received to-date appsxlevfall report generated: 15-FEB-08 Student level change First Time 4,896 5,667 6,628 6,757 7,664 9, % Transfer 1,407 1,590 1,562 1,622 1,636 1, % Total 6,303 7,257 8,190 8,379 9,300 11, % Total Fall Applications received appsxlevfall report generated: 15-FEB-08 Student level projection First Time 5,520 6,319 7,205 7,201 8,215 9,558 10,245 Transfer 2,264 2,450 2,455 2,494 2,666 1,767 2,879 Total 7,784 8,769 9,660 9,695 10,881 11,325 13,125
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32 Auto-open Excel Macro Sub auto_open() ActiveWorkbook.RefreshAll End Sub
33 5) Using ad hoc data (manipulating CSV files) Basic reports in Excel (sort, hide, format) Summary reports pivot tables Mailmerge with Word Refreshing reports saved in Access
34 Sorting and selecting columns
35 Summary reports with pivot tables
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37 Using Word mail merge
38 Refreshing Access reports
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41 Summary Empower recruiting staff by making data available Update web reports frequently Ad hoc report creation by non-technical staff User-submittable jobs Using MS Office tools to analyze and use web data and CSV files
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