DW Student Data User Group Meeting

1. DW Student Data User Group Meeting Class of ‘55 Room, Van Pelt Library – February 22, 2012

2. Student Data User Group 2/22/2012 - Agenda • Updates to Count Students reports Presented by Fran Seidita & Janis Tofani, Budget Office • Universe Joins & Query Filters • Miscellaneous Announcements

3. Updates to Count Students reports • History of these Queries • What’s Included • Why Might You Use Them • Goals for the Update • Logic Changes • Design Changes • Known Issues • Upcoming Changes • Potential Future Enhancements

4. Count Students…v5 History • 2004: Count PhD students • 2006: Expanded to count all students • 2007: Tuition Distribution live • 2009: PhD tuition simplification • 2011: FTE concept • 2012: This update

5. Count Students…v5 What’s Included Count Students Queries Revised: • Count Students as of Today v5 • Count Students as of Census v5 (coming next week) • Count Students with Tuition Billed v5 • Count Students with no Tuition Billed v5 Not revised • Count PhD Students with Tuition Funded • Count PhD Students with stipends • TD reports

6. Count Students…v5 Why Use Them? • Census Reporting • Tuition Distribution • Did We Bill Everyone?

7. Why Use Them? Count Students…v5 Census Reporting If you run Count Students as of Today on the day after the Registrar’s weekly hardcopy census report is dated, it will match the hardcopy. If you run Count Students as of Today on the day after the official census day, it will match Count Students as of Census. Example: This Friday is the census. Susan will save the Count Students as of Todayfor us on Saturday and that will match Count Students as of Census.

8. Why Use Them? Count Students…v5 Tuition Distribution If you run Count Students as of Today on the day of TD, the WCUs will match the TD extract. Note: the Count(PennID) will not match unless you screen out the people who are enrolled only in courses with zero course units. They’re not active in Count Students (because course units = 0) but they are in TD (because they’re enrolled in a course section, often to get blackboard access while finishing incompletes). If you run Count Students with Tuition Billed on the day of TD, the dollars billed and applied will match the TD extract.

9. Why Use Them? Count Students…v5 Did We Bill Everyone? If you run Count Students as of Today and Count Students with Tuition Billed and Count Students with no Tuition Billed, all on the same day, all the students who are active as of Today should appear either in tuition billed or in not billed. If this is not true, call us! Note: this query uses custom SQL because it basically does a Count Students as of Today not in list Count Students with Tuition Billed, and Webi couldn’t construct that join across universes. Don’t touch the query panel or you’ll break the logic, and it won’t be obvious that you did. A copy of the SQL is included in the last tab in case you forget (so you can paste it back in). Question: should we make it more obvious when it’s broken?

10. Count Students…v5 Goals for the Update • Performance improvements • Consistency improvements • Take advantage of new features • Sustainability improvements

11. Goals for the Update Count Students…v5 Performance improvements • Count Students with no Tuition Billed wouldn’t run • Count Students with Tuition Billed ran sometimes • Some query conditions were defined twice (in query panel, in BRS Combined universe), causing poor performance. Removed the query filter on • degree-order=1 • major-minor order = 1 • major-minor type= M

12. Goals for the Update Count Students…v5 Consistency improvements • Different tabs in each query ie. different reports in each Webi document • Tabs were in different order ie. different report order from one Webi document to the next • Report columns in different order • Tabs weren’t numbered • Filters were different in each query

13. Goals for the Update Count Students…v5 Take Advantage of New Features • Optional Prompts for Division • Don’t (unchecked) reset contexts on refresh • Simple filters allow us to replace several reports with one report and filters.

14. Goals for the Update Count Students…v5 Sustainability improvements • Make reports usable online • When printing is necessary, make reports print on minimum pieces of page

15. Count Students…v5 Logic Changes • New Matrics is now Matriculant Status • Still defined only in fall • Fixed logic flaw that meant you had to filter on both New Matric and AD/DD: now you can just filter on New Matriculant • Fixed filter to stop counting no shows (filtered out disappeared) • Values: • New Matriculant • Entry term this term or this year (so includes students who arrived previous spring or summer) • AD or DD • Visitors, Transfers and Returnees • Entry term this term or this year (so includes students who arrived previous spring or summer) • Not AD or DD (via Else) • Not CP (new “Continuing PhD” entry action) • Continuing Students Everyone else

16. Count Students…v5 Logic Changes, continued • Type of Program was originally based on the degree in Degree Pursual • Instructional Program (DIV-DEGREE-MAJOR-SPGM) is based on the degree in degree term • Usually, but not always the same, especially for PhD students getting a masters • Last year, we changed Type of Program to use (DT), but people continued to trip over the degree (DP) which was still showing in the results • Effective v5, No longer using or showing Degree (DP)

17. Count Students…v5 Design Changes • Stopped using fancy features that confused people • Using Crosstabs: too many columns, no column heading • Fine-tuning break behavior • Fine-tuning text on column headings or totals • Making sections (folds went several versions ago) • Started using default formatting wherever possible • Headings are all in the header • Footnotes are all in the footer • Default formatting • Numeric with one decimal point on FTEs, WCUs • Number with no decimal points on counts and dollars

18. Count Students…v5 Known Issues • WCUs is not yet defined in the universes • WCUs is slightly off from TD, especially for courses that needed currency conversions. We haven’t gotten to the bottom of it yet, but we think it’s rounding. • Variables defined in the queries and in the three universes and in TD need to be kept in synch manually

19. Count Students…v5 Upcoming Changes • PhD term counter later this week • Will be added to census for first time this Saturday • New version of Count Students as of Census to follow next week • Nursing Accelerated Program later this fiscal year • Currently considered traditional undergraduates • Will be considered special undergraduates (like LPS undergraduate degree students) starting FY13 • Type of Program definition to change in June.

20. Count Students…v5 Potential future enhancements • Revise TD Reports in similar way • Make versions designed to show to show counts across multiple years or terms. • Figure out how to count students in joint degree programs partially in one school and partially in the other school, to match the way the home school tuition is split. • Others?

21. Student Data User Group 2/22/2012 - Agenda • Updates to Count Students reports • Universe Joins & Query Filters • Miscellaneous Announcements

22. Universe joins and query filters • Old way: previous versions of our database (Oracle) didn’t care if we put inefficient duplication of statements into the query. • New way: the new version behaves dramatically better if we avoid query filters that do the same things that the universe is already doing.

23. Universe joins – what are they? WHERE ( DWST.BRS_DETAIL_V.PENN_ID=DWADMIN.DEGREE_TERM_ALL_V.PENN_ID(+) and DWST.BRS_DETAIL_V.TERM=DWADMIN.DEGREE_TERM_ALL_V.TERM(+) and DWADMIN.DEGREE_TERM_ALL_V.DEGREE_ORDER(+) = 1 ) AND ( DWADMIN.MAJOR_MINOR_TERM.TERM=DWADMIN.DEGREE_TERM_ALL_V.TERM and DWADMIN.MAJOR_MINOR_TERM.DEGREE_ORDER=DWADMIN.DEGREE_TERM_ALL_V.DEGREE_ORDER and DWADMIN.MAJOR_MINOR_TERM.PENN_ID=DWADMIN.DEGREE_TERM_ALL_V.PENN_ID and DWADMIN.MAJOR_MINOR_TERM.DP_LINK_ID=DWADMIN.DEGREE_TERM_ALL_V.DP_LINK_ID and DWADMIN.MAJOR_MINOR_TERM.MAJOR_MINOR_TYPE='M' and DWADMIN.MAJOR_MINOR_TERM.MAJOR_MINOR_ORDER=1 ) Disclaimer: this example may vary in style and format from the current universe picture…

24. Universe joins and query filters example: BRS Combined universe “old way” Old query filters contain statements that repeat statements already created for you automatically by the universe joins:

25. Universe joins and query filters example: BRS Combined universe “new way” Remove all the things that duplicate what the universe already does for you:

26. Example of a universe diagram

27. Student Data User Group 2/22/2012 - Agenda • Updates to Count Students reports • Universe Joins & Query Filters • Miscellaneous Announcements

28. Miscellaneous Announcements Non-resident alien – Change to calculation to be consistent with OIP and Institutional Research definition. Old way: Based on US citizenship, any Visa other than permanent resident New way: Based on US citizenship, “Sponsored Student” Visa With new calculation: Not considered non-resident alien unless they have a “sponsored student visa” type and US citizenship. Someone with non-US country of citizenship, without a “sponsored student” Visawill not be considered a non-resident alien.

29. Non Resident Alien– now using the “sponsored” visa definition previously new logic IF Visa in the Person table is NOT EQUAL TO ‘PR’ AND IF Country_of_Citizenship is NOT EQUAL TO blank OR ‘US’ Then we set Non_Resident_Alien in the Person table to ‘Y’ IF Visa in the Person table is EQUAL TO ANY OF THE FOLLOWING:  F1, J1, F2, J2,H1 AND IF Country_of_Citizenship is NOT EQUAL TO blank OR ‘US’ Then we set Non_Resident_Alien in the Person table to ‘Y’

30. Miscellaneous Announcements • Use of dummy SSN in Course Section Instructor (SRS 132 screen) causing issues for downstream systems. • Practice of using blanks, all 9s, or arbitrary fake SSN ‘000001234’ • Looks like valid record in Penn Community – person becomes eligible for eval • Occurs in 29 records in last 4 terms , over 1,000 records with SSNs starting with 00 • Graduate Admissions Collection documentation available. Select “Graduate Admissions” from the Student data collection homepage http://www.upenn.edu/computing/da/dw/GraduateAdmissions/index.html • New Public Folder for Academic Planning Worksheet collection, new REQBUILD Course Lists report , prompts for Owner Division, Owner Dept, pattern match for name. • Some schools/centers are expanding their subfolders – contact DA if interested • Student data contact person for schools/centers –> publish on DW web. • Firefox 11 released – A reminder about supported browsers for Webi. • See the Query tools and FAQ for workaround pages for details.

31. Wrap-up • Any questions? • Next Meeting - August • Topics you would like to see covered? • Contact me if you would like to volunteer to present • Thank you for coming!