data tools
DESCRIPTION
Data Tools. Design · Management Data Collection · Reporting. Presented by : Ofelia Gamez, Fresno State CAMP Director Created by: Martin Luna, Fresno State CAMP Staff. Reporting · Info Requests · Student Status · Recruitment. Purposes of Data Tools. PURPOSES OF DATA TOOLS REPORTING. - PowerPoint PPT PresentationTRANSCRIPT
Data ToolsDesign · Management
Data Collection · Reporting
Presented by : Ofelia Gamez, Fresno State CAMP DirectorCreated by: Martin Luna, Fresno State CAMP Staff
PURPOSES OF DATA TOOLSReporting · Info Requests · Student Status · Recruitment
PURPOSES OF DATA TOOLS
REPORTING
• APR Content– Numeric Totals– Statistics– Narrative
• Program Objectives– Recruitment– Academic– Activities
PURPOSES OF DATA TOOLS
REPORTING
• Other Reporting– Divisions– Departments– Collaborators
Division ofStudent Affairs
Student Success Services
California Collaborative
Federal Programs
PURPOSES OF DATA TOOLS
INFORMATION REQUESTS
• Other Reporting– Program Evaluators– Site Visitations– Campus Administrators
PURPOSES OF DATA TOOLS
STUDENT STATUS & MONITORING
• Recruitment Activities• Admissions• Academic Advising• Academic Progress,
Transfer & Graduation Rates
• Health Assistance• Financial Aid & Support
PURPOSES OF DATA TOOLS
RECRUITMENT
• Event Coordination & Participation
• Student & Site contacts• Materials Used &
Distributed
DATA MANAGEMENT RESOURCESOn-Campus · On-Line · Office Software · Technical Support
DATA MANAGEMENT RESOURCES
ON-CAMPUS
• Institutional Research Office– Pros– Cons
DATA MANAGEMENT RESOURCES
ON-LINE COMPLETE SERVICES
• AdvisorTrac, TutorTrak, Other Services– Pros– Cons
DATA MANAGEMENT RESOURCES
OFFICE SOFTWARE
• Spreadsheets– MS Excel
• Databases– MS Access– FileMaker Pro 10
DATA MANAGEMENT RESOURCES
TECHNICAL SUPPORT
• Database Design– Department/Division/College Technician(s)– Staff training, self taught– Independent Technician(s)
WORKLOADOld System vs. New Systems · Staff Training · Reduction in Workload
WORKLOAD
OLD SYSTEM VS. NEW SYSTEM
• Continuing need for paper files • Good database design eliminates need for …– Multiple files, formats, locations– Duplicate data entry– Tiresome/Repetitive data entry
• Good database design …– Provides instantaneously shared data in all records– Allows improved monitoring of staff productivity
WORKLOAD
STAFF TRAINING & REDUCTION IN WORKLOAD
• Prevent staff resistance– Custom design of data entry/retrieval forms– Customization to meet objectives– Customization to provide reporting data
• Delegation of data entry– Less work per staff member
• New definition of filing
EXAMPLE DATABASEDesign & Layout · Recruitment Database · Student Database
EXAMPLE DATABASE
DESIGN & LAYOUT
• Design for a 10 year plan– No checkboxes: vague and lose meaning over time.– No abbreviations: vague and lose meaning over time.
• Ease of Data Entry– Mostly drop down boxes to enter pre-determined list of text
options
• Mostly textboxes for unique information & many large comment areas in all sections– Useful for collecting special comments, in-house information,
or “highlights” and narrative content for reporting purposes.
EXAMPLE DATABASE
DESIGN & LAYOUT
• Tabbed layout allows for customization in each view– Tabs assigned to
• Objectives• Staff members• Reporting requirements• Functional Daily Tasks
RECRUITMENT DATABASE
DESIGN & LAYOUT
• Recruitment Database(Event Based)– Event Information– Contact Person(s)
RECRUITMENT DATABASE
DESIGN & LAYOUT
• Recruitment Database(Event Based)– Event Information– Materials Consumed
RECRUITMENT DATABASE
DESIGN & LAYOUT
• Recruitment Database(Event Based)– Event Information– Outcomes Achieved
RECRUITMENT DATABASE
DESIGN & LAYOUT
• Recruitment Database(Event Based)– Vehicle & Parking
STUDENT DATABASE
DESIGN & LAYOUT
• Student Database (Student Based)• Objective 1 Tabs– updated by Outreach & Recruitment component
• Personal Information• Recruitment Data• Application Completion Data• Orientation Data
STUDENT DATABASE
DESIGN & LAYOUT
• Student Database (Student Based)• Objective 2 Tabs– Updated by Academics & Instruction Component
• Academic Progress Data• Course Completion Data• Retention Data
STUDENT DATABASE
DESIGN & LAYOUT
• Student Database (Student Based)• Objective 3 Tab– Updated by Program Secretary
• Financial Aid Advising• Stipends & Book Assistance• Health/Vision Services & Referrals
STUDENT DATABASE
DESIGN & LAYOUT
• Student Database (Student Based)• Objective 4 Tab– Updated by Academic Advising
• Sophomore Advising• Retention & Graduation Data
STUDENT DATABASE
DESIGN & LAYOUT
FILE MAKER PRO 10
• can support up to 9 users simultaneously
• FRESNO STATE DATABASE DEMO
QUESTIONS & ANSWERSDirector’s Viewpoint· Technical & Design
QUESTIONS & ANSWERS
DIRECTOR’S VIEWPOINT
Ofelia Gámez, DirectorCollege Assistance Migrant ProgramCalifornia State University, Fresno
Email: [email protected]: (559) 278-4768
QUESTIONS & ANSWERS
TECHNICAL & DESIGN
Martin Luna, Project AssistantCollege Assistance Migrant ProgramCalifornia State University, Fresno
Email: [email protected]: (559) 278-4768