Chris Cline Associate VP, Business Intelligence and Project Management
Natasha Burden Business Intelligence Programmer
Bill Schneider Associate VP, Research and Performance Management
Dan Miller Business Intelligence Director
Data Initiative Learning, Innovating, Implementing, and Governing
Data Initiative
• Goal is to establish a robust data system that provides accurate, holistic and accessible information that fosters a culture of data-driven decision making, which addresses research questions and informs policies.
• Officially kicked off on May 4, 2012. This multi-year initiative will aim to be completed by the end of 2017.
Three phases
• Phase I: Identify and define the business needs and secure the tools to utilize in the NCCCS data system.
• Phase II: Implementation of processes, as well as technical solutions that will serve the business needs. Establish Data Governance structure and processes.
• Phase III: Maintain, review and promulgate data-driven decision making utilizing the NCCCS data system. Implement the Data Governance structure and processes.
Where we are today
• Start of Phase II
• Focus area teams that were mostly comprised of college representatives documented research questions, defined associated elements, and identified reporting needs
• A partnership with SAS has provided a "no-cost" contract for NCCCS and the colleges to utilize SAS tools to provide analytic capabilities
• Phase I discoveries will be addressed in Phase II
Discoveries made along the way
• The CRPFA file is too large and cumbersome to guarantee data quality.
• Various data entry workflows need to be reviewed and recommended workflows should be documented.
• More validation checks need to be built into data entry and collection processes.
• There is a need for more frequent and timely data collection.
• An automated data extraction process needs to be explored.
Phase II Focus
•Data Entry • Local Reporting Tools •Data collection
• Data Extraction • Data Validation
•Dashboards and Reports
•Data Governance • Data Dictionary • Ongoing Assessment of
technology and reporting needs.
Coordination/ Data
Governance
Business Requirements
Data Dictionary
Data Entry Workflows
Data Validation
Data Extraction
Training
Local Reporting
State Dashboards &
Reporting
P20-W and other Projects
Phase II Structure System Office
Work Group
Workgroup Descriptions
• Business Requirements Ensure necessary changes to Colleague as a result of this initiative are prioritized, documented, and implemented. Chairs: Kara Bosch - Central Piedmont, Chris Cline - System Office
• Data Dictionary Review data element work completed by the Focus Area Teams, make necessary revisions, define missing elements, and incorporate into a statewide data dictionary. Chairs: Scott Douglas - AB Tech, Natasha Burden - System Office
• Data Entry Workflows Document workflows to be followed by colleges to ensure consistent data entry. Chairs: Glenn Childress - Guilford Tech, Kim Sepich - System Office
• Data Validation Ensure proper data validations are in place to ensure quality data prior to extraction. Chairs: Bryan McCullough – Davidson, Kristen Corbell - System Office
• Data Extraction Improve processes to facilitate access to timely data at the state level. Chairs: Vincent Castano - Fayetteville Tech, Bill Schneider - System Office
Workgroup Descriptions
• Local Reporting Ensure colleges are maximizing utilization of data reporting tools like Informer and SAS. Chairs: Dave White - AB Tech, Dan Miller - System Office
• Training & Communications Establish a training plan that is inclusive of all data processes from entry to reporting; and define method of communications and timing of updates to ensure Data quality across NCCCS. Chairs: Mona Owens - Rowan–Cabarrus, Joyce Valentine, System Office
Workgroup Descriptions
College CIS Data
Frequent File Submissions
Central Data Marts
•Current Dashboards
•Up-to-Date Reporting
•Peer Comparisons
•Predictive Analytics
Data Extraction Workgroup Timely Centralized Data Collection
Graduation Bi-Monthly
Enrollment Daily FTE
Daily
Human Resources Monthly
Applications Weekly
Finance Quarterly
Testing Data
Weekly
SAS at the Community Colleges
Base SAS, Enterprise Guide, Text Miner and Forecasting
Unix Colleague Unidata
Unix Colleague Unidata
Unix Colleague Unidata
Unix Colleague Unidata
58 colleges
Envision Data Extractions
(Flat Files)
Sybase Data
Warehouse
ETL
SAS Data Integrator
College User Access
Reporting
SAS
Excel
Text
Data Sources
• ERP system runs Unidata, NOTHING connects directly to Unidata – well almost nothing
• Text files – copies of files sent to EWD
• Local RDBMS built over the years with various tools and methodologies
• Excel
Building “BIG Data”
• Import and combine files over time to create your own database for longitudinal reporting.
• Personalized and customizable database
• Be the owner of your own database
• Easy maintenance
Sample Data
Basic data pulls from the Colleague ERP system Student Number, Class, Instruction Method, FTE, Location….
Enterprise Guide Import the excel file to create SAS datasets for reporting The basic ETL inside enterprise guide
CIS Unidata
Informer
Flat file Excel Text CSV
SAS
Sample Data Flow
Id Age Gender County Zip
116701 57 F 45 28758
301271 22 F 34 27147
301273 23 M 20 28906
116709 34 F 99 27055
190561 28 M 28 27953
153659 42 F 71 28493
338229 28 F 78 28372
6022 0 36 28054
227505 43 M 23 28086
375159 34 M 11 28787
264423 68 M 10 28479
633568 38 F 34 27130
338271 24 F 67 28584
227551 55 M 73 27574
SAS output based on sample PERSON data Informer Report saved as Excel
This data should be saved in a place
consistent with your PII/FERPA
procedures
5R11 Envision *
CRPFA
* Not all colleges have 5R11.
EG DEMO
• Excel FTE report turns into a database
• Adhoc analysis
• Automated reporting
SAS Data Store Curriculum, Registration, Progress, Financial Aid
Step 1 CRPFA
The CRPFA contains 9 different record types 1.) Student 2.) Demographic 3.) Registration 4.) Progress 5.) Financial Aid 6.) Developmental 7.) Course Detail 8.) Applicant 9.) Test Data
Step 2 SAS Enterprise Guide Program
(CRPFA Data Store ETL. EGP)
SAS reads the CRPFA flat file and breaks the record types out into separate files. We build a current semester and cumulative SAS datasets.
Step 3 SAS Enterprise Guide Program (CRPFA Data Store Reports. EGP)
SAS Enterprise Guide enables local reporting
SAS Datasets are Available for Reporting
SAS DataSets
Getting Data into SAS Code the file layout in SAS input College_Code 1-3 Student_SSN 6-14 Reporting_Term 15-20 Attend_Status $21 Campus_Cnty_Attend $22-24 Current_Cred_Hrs 25-26 Current_Contact_Hrs 27-28 Rem_Contact_Hrs 29-30 Audit_Contact_Hrs 31-32
;
Getting Data into SAS (continued)
Data is Now Available
CRPFA Demo
Unix Colleague Unidata
Unix Colleague Unidata
Unix Colleague Unidata
Unix Colleague Unidata
58 colleges
Envision Data Extractions
(Flat Files)
Sybase Data
Warehouse
ETL
SAS Data Integrator
College User Access
Reporting
SAS
Excel
Text
System Office Software
• Educational Suite (SAS, EG..)
• Data Management Advanced
– DataFlux, Business Data Manager, Postal Database, Knowledge
Base
– Data Quality Desktop (Knowledge Base, Contextual Extraction)
– Data Integrator (ETL)
• Enterprise Miner (Personal Client and JMP Pro)
• BI Server
• Visual Analytics
Visual Analytics Demo http://www.nccommunitycolleges.edu/analytics
Visual Analytics
Basic Skills
Your Own College
GED Diploma
Different Styles
Access via Tablets/Mobile Device
DataFlux (Advanced Data Management)
Data Governance Committee
• The Data Governance Committee (DGC) will be launched Summer 2016
• Represents Phase III and will continue once the initiative has concluded
• The committee will normally be composed of seventeen members, with twelve coming from the colleges and five from the System Office. Two of the twelve coming from the colleges will be college presidents, who will serve as the Chair and Vice Chair of the Committee.
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DGC Purpose
• Established to maintain and sustain effective data systems to ensure data quality, efficient processes, and effective reporting capabilities within NCCCS.
• Will help set the strategic direction to ensure systems are effective and maximize economies of scale.
• Will have the responsibility for ensuring that colleges have access to resources and tools that facilitate data integrity and accuracy of reports throughout the system.
• Will have the authority to approve changes, additions, and deletions that impact system reporting requirements. D
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DGC Objectives
• Oversee the NCCCS data dictionary, which includes and defines data elements used throughout these system.
• Authorize changes to documented data entry processes associated with the data dictionary.
• Approve system changes impacting elements contained in the data dictionary.
• Manage a peer review process which evaluates individual college data entry and quality
• Evaluate data review processes and validations to ensures local accountability through the validation of submitted data. D
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DGC Objectives
• Promote advanced analytical capabilities that facilitate informed decision making to drive the system forward.
• Champion the implementation of technologies that impact data quality and data transmissions are meeting the needs of the system.
• Ensure best practices relating to the use of standard reporting technologies are communicated and shared throughout the system.
• Encourage the expanded availability of predefined reports, web-based dashboards, and other means of accessing information.
• Assist in identifying training needs and recommend modes of delivery. D
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