Using Business Intelligence to Improve Student Success

1. Student success is the first priority Using Business Intelligence to Improve Student Success Association of Florida Colleges Region IV Spring Conference 2012

2. Using Business Intelligence Presenters • James Thomas Coraggio, Executive Director, Institutional Research and Effectiveness • Dan Gardner, Coordinator, Institutional Research and Reporting Institutional Research and Effectiveness St. Petersburg College P.O. Box 13489, St. Petersburg, FL 33733 (727) 712-5237 FAX (727) 341-5411 Association of Florida Colleges

3. St. Petersburg College Quick Facts • SPC, established in 1927, oldest 2-year college in Florida • 9 Campuses throughout Pinellas County • 2010-11 FTE: 20,011 (LD), 2,396 (UD) • Fall 2011 credit enrollment: 33,480 • Annual 2010-11 headcount: 64,094 • First Community College in Florida to offer 4 year degrees; 4,021 degrees 02-11 Association of Florida Colleges

4. Today’s Goals • Discuss steps taken by SPC to provide relevant and timely information about our students to key staff members • Share the history of SPC’s BI project and systemand current status. • Demonstrate the live web-based system, housed in SPC’s SharePoint environment. • Describe our next steps of the project. • Share lessons we’ve learned. Association of Florida Colleges

5. How does SPC Define Business Intelligence (BI)? The intent of BI is to provide: • timely, relevant,and valid information • in an easy-to-interpret format • in order to support sound decision-making • and drive performance improvement. Association of Florida Colleges

6. History: Why was BI a priority at SPC? • SPC exemplified the ‘data-rich, information-poor’ institution. • Staff need timely information for decisions to maximize student success. • The desire for conversations about student success to occur with commonly defined metrics. Association of Florida Colleges

7. History: Why was BI a priority at SPC? • Staff require access to “live” data to satisfy external (state, federal, and accreditation) data requests and reporting requirements. • The (eventual) goal to leverage data from across the College by linking multiple data systems and elements in one reporting interface. Association of Florida Colleges

8. History: Goal of the BI Interface Step 1: Acknowledging that data in its purest sense is not very useful. Step 2: Designing a tool that defines, aggregates, and organizes the data into useful and relevant information for the stakeholders. Step 3: Providing end-user training to assist them in correctly interpreting and using information properly. Step 4: Consistently reminding all end-users that data and information can be powerful, but it is only the start of the conversation. Association of Florida Colleges

9. Current Status: Steps to Building Reports • Requirements and Design • Cube Development • Reports and Dashboard Design • Review and Validation • Implementation (includes development of training materials) Association of Florida Colleges

10. Current Status: BI Student Cube Structure Association of Florida Colleges

11. Current Status: BI Features Drill-down/Drill-up • The ability to look at data measures through different views including: • the aggregate, institutional level or • the campus/program level • This allows problem areas to be identified at a very high-level with the ability to ‘drill-down’ to the specific program or programs in which the issue occurs. Association of Florida Colleges

12. Current Status: BI Features Real-time Information • Traditionally, many reports have been produced on timelines that are not advantageous to end-users. By the time the necessary information has been provided, it is too late to make a substantial change. • BI provides resources to gather and distribute “real-time” data that can be used to address an issue in a timely manner. • The BI philosophy is to address issues proactively and not waste precious resources “fighting fires.” Association of Florida Colleges

13. Current Status: BI Features Empowerment • The most important element of the BI philosophy is end-user empowerment. • Implementation of BI tools or software solutions will not add value to the institution unless the end-users properly use the provided information to make informed decision and drive performance improvement. Association of Florida Colleges

14. Student success usesfirst 3 months • Student group identification(FTIC, gender/ethnicity) • Student group tracking • (e.g. Veterans) • Student success monitoring(withdrawal rates, success rates) • Program planning (top courses, cross campus enrollment) Association of Florida Colleges

15. Demonstration: SPC’s BI Tool • Assessed via the College’s SharePoint site • Login required • https://onecollegesupport.spcollege.edu/ Association of Florida Colleges

16. Navigate to Strategic Initiatives and select Business Intelligence Business Intelligence Association of Florida Colleges

17. Select Provost and Dean Dashboard Association of Florida Colleges

18. Select desired page display (19 options) Association of Florida Colleges

19. 19 primary page displays Enrollment Attributes Enrollment Status Degree Objective Enrollment Type Course Instructional Method Financial Aid Financial Aid Award Financial Aid Award vs. Non Awarded Student Demographics Student Race Ethnicity Student Age Student Gender Top Courses Enrollment by Zip code Student Success Rates Student Success Counts Campus Cross Enrollment Campus Enrollment (First Time) Campus Cross Enrollment (First Time) Association of Florida Colleges

20. Note date of Student System Cube refresh Association of Florida Colleges

21. Additional informationUsing “Hovers” Additional information is displayed when the mouse “hovers” over a graphic bar. Period Counts Percentages “Hover” percentages reflect side-by-side comparisons. Association of Florida Colleges

22. Select desired filter(s) Association of Florida Colleges

23. Right click on graphic barfor additional details Drill-down to additional details by right clicking on graphic bar. Show details Additional actions Association of Florida Colleges

24. Select Student Retention Dashboard Association of Florida Colleges

25. Next Steps • A list of twenty-two BI development areas was created based on current and historical requests. • List was reviewed for priorities by executive leadership and the President. • Training of key staff member in BI technologyto enable them to devise “tailored” solutions • Disseminate “uses” in practice from unit to unit to ensure student success. Association of Florida Colleges

26. Lessons Learned • Resources, Resources, Resources! • Leadership support • Financial support for technology/ infrastructure requirements • End-user buy in and involvement in the development • Cross functional development team Association of Florida Colleges

27. Questions? Association of Florida Colleges