snakepit or shangri-la? kathleen moore, jessica foster, nancy speck, carl dickinson university of...
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Snakepit or Shangri-La? Snakepit or Shangri-La?
Kathleen Moore, Jessica Foster, Nancy Speck, Carl Kathleen Moore, Jessica Foster, Nancy Speck, Carl DickinsonDickinson
University of RochesterUniversity of Rochester
AIR Forum 2007 - Kansas City, MOAIR Forum 2007 - Kansas City, MO
Issues and Potential Pitfalls in Issues and Potential Pitfalls in Implementing a Student Data Implementing a Student Data
WarehouseWarehouse
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Presenters:Presenters: Kathleen Moore, Assistant ProvostKathleen Moore, Assistant Provost Jessica Foster, Assistant Provost for Institutional Jessica Foster, Assistant Provost for Institutional
ResearchResearch
Co-authors:Co-authors: Nancy Speck, Assistant Dean for Institutional Nancy Speck, Assistant Dean for Institutional
Research and Registrar Research and Registrar Carl Dickinson, Associate RegistrarCarl Dickinson, Associate Registrar
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About the University of RochesterAbout the University of Rochester
Doctoral Research-Extensive institution located in Doctoral Research-Extensive institution located in upstate NYupstate NY
6 schools: Arts, Sciences, & Engineering; Music; 6 schools: Arts, Sciences, & Engineering; Music; Business; Education; Medicine & Dentistry; and Business; Education; Medicine & Dentistry; and NursingNursing
Fall 2006 Undergrads: 4904, Graduates: 3539, Fall 2006 Undergrads: 4904, Graduates: 3539, MD’s: 403 MD’s: 403
Decentralized philosophy Decentralized philosophy
Some centralized administration existsSome centralized administration exists
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Why Was a Data Warehouse Why Was a Data Warehouse Needed?Needed?
Current student data system (ISIS) – homegrown Current student data system (ISIS) – homegrown “legacy“ system, 20 yrs old, no plans to replace for 3-“legacy“ system, 20 yrs old, no plans to replace for 3-5 yrs 5 yrs
Process for retrieving data from the ISIS system:Process for retrieving data from the ISIS system: Natural programs are run by the Registrar’s office to create Natural programs are run by the Registrar’s office to create
SAS extracts SAS extracts
IR then writes mainframe SAS programs to retrieve data from IR then writes mainframe SAS programs to retrieve data from extract filesextract files
. . . FOR ANY REPORT!!!! . . . FOR ANY REPORT!!!!
Time to get data for simple questions takes hours; Time to get data for simple questions takes hours; more complex projects can take weeksmore complex projects can take weeks
The idea of a data warehouse seemed like a dream The idea of a data warehouse seemed like a dream come true!come true!
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Getting Buy-In and Finding Getting Buy-In and Finding FundingFunding
CIO and University Registrar were instrumental in CIO and University Registrar were instrumental in getting the pilot underwaygetting the pilot underway
To implement the student DW project and other To implement the student DW project and other projects, a Director of Administrative Computing was projects, a Director of Administrative Computing was hiredhired
In initial stages, funding the development of the DW In initial stages, funding the development of the DW was a serious issuewas a serious issue
Central IT ultimately provided all funding for the pilot Central IT ultimately provided all funding for the pilot (over $200K to date)(over $200K to date)
Funding for continued development is under Funding for continued development is under discussiondiscussion
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Choosing a SystemChoosing a System
Decision-drivers:Decision-drivers: Web-based user interface Web-based user interface Sufficient flexibility for a complex institution Sufficient flexibility for a complex institution Related systems already in use or plannedRelated systems already in use or planned CostCost Ease of use Ease of use
Final choice: COGNOS 8 (with Oracle Final choice: COGNOS 8 (with Oracle database)database)
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Convening the Right PeopleConvening the Right People Steering Committee consisted of a core group Steering Committee consisted of a core group
of IT staff, registrars, and IR staffof IT staff, registrars, and IR staff
Total of 10 to 12 membersTotal of 10 to 12 members
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Arcane Architecture, Confusing Arcane Architecture, Confusing AcronymsAcronyms
Developing the warehouseDeveloping the warehouse Different ways of thinking: IT vs. End-UserDifferent ways of thinking: IT vs. End-User Limitations of current system posed problems with Limitations of current system posed problems with
fitting some data into a DW hierarchyfitting some data into a DW hierarchy In the end, no real data hierarchy was adoptedIn the end, no real data hierarchy was adopted
Nomenclature of warehouse elements was confusingNomenclature of warehouse elements was confusing Variable names not always the same as in ISISVariable names not always the same as in ISIS Organization of the warehouse into Models, Organization of the warehouse into Models,
Dimensions, Facts, and Attributes is very differentDimensions, Facts, and Attributes is very different
Many lengthy meetings! Many lengthy meetings! Have to be willing to invest timeHave to be willing to invest time Meeting weekly at a set time made it possible to Meeting weekly at a set time made it possible to
meet project deadlinesmeet project deadlines
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Guerilla DatabasesGuerilla Databases Schools have created their own databases outside Schools have created their own databases outside
of ISIS of ISIS
Transferring information from these auxiliary Transferring information from these auxiliary databases to the warehouse is an on-going issuedatabases to the warehouse is an on-going issue
Office of Special Programs Office of Special Programs
Study AbroadStudy Abroad
CIP and NY State codes CIP and NY State codes
Interest in the data warehouse is promoting use of Interest in the data warehouse is promoting use of one central reporting systemone central reporting system
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Testing, Testing…Testing, Testing… Testing environment confusing! Testing environment confusing!
Different web addresses Different web addresses
Changes in the COGNOS tool due to upgradesChanges in the COGNOS tool due to upgrades
Moving reports from one environment to anotherMoving reports from one environment to another
Finding time to test was a big issue (still is!) Finding time to test was a big issue (still is!)
Core user group tried to do this on their ownCore user group tried to do this on their own
Weekly group testing meetings in a computer lab Weekly group testing meetings in a computer lab with IT staff available with IT staff available
Commitment to making this a success was our Commitment to making this a success was our motivatormotivator
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… … and More Testingand More Testing Slow response time during group testing was Slow response time during group testing was
frustrating (the dreaded “spinning box/hour glass”)frustrating (the dreaded “spinning box/hour glass”)
Verification process was hampered because data was Verification process was hampered because data was initially refreshed only once a weekinitially refreshed only once a week
Testing enlightened users and programmers to ISIS Testing enlightened users and programmers to ISIS limitations, processing quirks, and the need to make limitations, processing quirks, and the need to make changes to daily business practiceschanges to daily business practices Going through this process will eventually make it easier to Going through this process will eventually make it easier to
transition to a new student systemtransition to a new student system
Originally only tested data from 5 most recent terms Originally only tested data from 5 most recent terms to make sure everything worked – eventually loaded to make sure everything worked – eventually loaded ~20 years worth of data~20 years worth of data
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Data CleanupData Cleanup Testing revealed a number of problems with how Testing revealed a number of problems with how
ISIS data was storedISIS data was stored
Student addressesStudent addresses
Degree conferral and award datesDegree conferral and award dates
Data entry cleanup – making sure data were Data entry cleanup – making sure data were initially entered and coded consistently in ISISinitially entered and coded consistently in ISIS
Take Five studentsTake Five students
McNair studentsMcNair students
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Changing Business PracticesChanging Business Practices Data from multiple areas requires good Data from multiple areas requires good
communication and strong inter-departmental communication and strong inter-departmental relationships relationships
Ex., IPEDS ethnic Ex., IPEDS ethnic
Still in progress – items not tracked in ISISStill in progress – items not tracked in ISIS
Remedial and developmental coursesRemedial and developmental courses
Students in combined degree programs (3/2, Students in combined degree programs (3/2, MD/PhD, etc.)MD/PhD, etc.)
Each school defines a “registered student” Each school defines a “registered student” differently and uses variables differentlydifferently and uses variables differently
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Training and SupportTraining and Support An on-going issue An on-going issue
Initially IT consultants trained core group; IT & Initially IT consultants trained core group; IT & core group developed training documents for core group developed training documents for new users new users
Currently more demand for training than we have Currently more demand for training than we have time available to devote to it, which may be time available to devote to it, which may be slowing adoption of the DW by new users slowing adoption of the DW by new users
Two types of training might be appropriate: IT Two types of training might be appropriate: IT training on the tool and core group training on training on the tool and core group training on the datathe data
Identifying who will be responsible for training prior Identifying who will be responsible for training prior to implementation is to implementation is crucial crucial (this was a shortcoming (this was a shortcoming in our project)in our project)
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Training We Currently OfferTraining We Currently Offer Two members of the core group offer brief presentations Two members of the core group offer brief presentations
followed by a hands-on session ~ 3 times per year followed by a hands-on session ~ 3 times per year
Monthly hands-on work sessions in computer lab where Monthly hands-on work sessions in computer lab where volunteers from core group help new users with queries volunteers from core group help new users with queries
Created a listserv for core group and current users to Created a listserv for core group and current users to post questions, concerns, etc. post questions, concerns, etc.
A “decision tree” of what model to use is given to all A “decision tree” of what model to use is given to all usersusers
Models can consist of either unduplicated or Models can consist of either unduplicated or duplicated records per studentduplicated records per student
Users need to fully define the question being asked in Users need to fully define the question being asked in order to pick the correct model order to pick the correct model
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Do you want a report of all
students who have a particular major?
(regardless of major1,2,)
Student Counts/Lists by major
What kind of report do you want?
Student Counts/Lists
Statistical data (e.g. Hours
earned, GPA) from end of term or cumulative?
Course registration information
(e.g.add, drop, grades)
Degree information
Student Degree
Current Student Hold information
Student Hold
Do you want a report of all
students who have a particular program?
(regardless of program1,2,)
Student Counts/Lists by program
Is it a University level (vs. college) report where it is important that the
student not be counted twice if
they have multiple programs?
Student Counts/Lists unduplicated
Student Data WarehouseWhich model do I choose?
Just want to look at the values in
the lookup tables.
Student Table Lookups
Registration changes within a term are required.
(1 or more actions for a
term)
Student Registration
Activity
Only most recent
registration information for
the term. Multiple records
for duplicate programs.
Student Course Registration
Program Activity changes
(e.g.major, minor, time status)
within a term.
Student Program Activity
07/20/2006
Each student program displayed
separately (use this if creating a
report by program)
Student Term Statistics
One student program line,
regardless of how many programs
Student Term Statistics
Unduplicated
Only most recent
registration information for the term. (Use
this one most of the time)
Student Course Registration Unduplicated
Framework model selection.vsd
Which model do I choose?
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A New Way of ThinkingA New Way of Thinking
New users initially experience a lot of frustrationNew users initially experience a lot of frustration
Different naming conventions for DW fields from Different naming conventions for DW fields from names they’re familiar with in ISISnames they’re familiar with in ISIS
The way data fields are grouped into models The way data fields are grouped into models involves an entirely new way of thinkinginvolves an entirely new way of thinking
DW users aren’t always ISIS users, so ISIS DW users aren’t always ISIS users, so ISIS documentation is also available in the DW for documentation is also available in the DW for structural reference and logic structural reference and logic
New DW users need to break out of their “this is New DW users need to break out of their “this is how we’ve always done it” mindset how we’ve always done it” mindset
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““Hey, this thing is cool – and it Hey, this thing is cool – and it really works!”really works!”
Ad hoc reporting is MUCH easierAd hoc reporting is MUCH easier
Makes longitudinal analysis much more manageable – Makes longitudinal analysis much more manageable – can easily report across years without merging extract can easily report across years without merging extract files files
Cool projects completed using the DW:Cool projects completed using the DW: National Research Council study on PhD degree completionNational Research Council study on PhD degree completion Tuition transfer study Tuition transfer study Credit hour analysis Credit hour analysis Classroom scheduling Classroom scheduling Music school instrument groupingsMusic school instrument groupings
Currently looking into using DW to create our Fact Book Currently looking into using DW to create our Fact Book
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SamplSample e
ReportReportss
2020
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Reality vs. Wish List: Reality vs. Wish List: RealityReality Initially our DW was a PILOT project – we now need Initially our DW was a PILOT project – we now need
to secure more funding, IT resources, etc. to to secure more funding, IT resources, etc. to continue developmentcontinue development
Finding some areas need a different structure, more Finding some areas need a different structure, more data fields, historical data, or custom/calculated data fields, historical data, or custom/calculated fields fields
Our IT development team is now committed to other Our IT development team is now committed to other on-going projects in addition to the Student DW on-going projects in addition to the Student DW
Considering hiring an administrator fully devoted to Considering hiring an administrator fully devoted to the DW to help with ongoing upgrades, the DW to help with ongoing upgrades, enhancements, and trainingenhancements, and training
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Reality vs. Wish List: Reality vs. Wish List: Wish ListWish List The core team has created a “wish list” prioritized by The core team has created a “wish list” prioritized by
level of importance (currently has about 20 items): level of importance (currently has about 20 items): Things we wish we’d thought of earlier: Things we wish we’d thought of earlier:
Ex., General Subject Area field (Humanities, Social Ex., General Subject Area field (Humanities, Social Sciences, etc.) Sciences, etc.)
Who is a “registered student?”Who is a “registered student?” Things we want for the “second round” of the project: Things we want for the “second round” of the project:
Ex., Financial aid dimension Ex., Financial aid dimension Things that just need to be changed or fixed: Things that just need to be changed or fixed:
Ex., Grade value should be a fact and not an Ex., Grade value should be a fact and not an attribute attribute
Usage of SSN – who can access this? Can it be included Usage of SSN – who can access this? Can it be included in DW but “hidden” from most users? in DW but “hidden” from most users?
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Our “Wish Our “Wish List”List”
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In Conclusion: Takeaway In Conclusion: Takeaway PointsPoints
Things we think we did Things we think we did well:well:
Selected the right core Selected the right core group group
Chose a software Chose a software platform that fits our platform that fits our university’s needsuniversity’s needs
Core user group Core user group worked well with ITworked well with IT
Hired an independent Hired an independent consultant who was consultant who was familiar with DW familiar with DW structure and COGNOS structure and COGNOS tool to review our tool to review our business practicesbusiness practices
Where we missed the boat:Where we missed the boat: One key person added too late One key person added too late
to the project – missed to the project – missed perspectiveperspective
More explicit communication More explicit communication between IT and core users – between IT and core users – user group assumed IT fully user group assumed IT fully understood our practices and understood our practices and needs at a very detailed levelneeds at a very detailed level
IT needed to educate core IT needed to educate core users more on the role of users more on the role of models in the DW structuremodels in the DW structure
Planning in advance for future Planning in advance for future restructuring of some modelsrestructuring of some models
Needed better planning for Needed better planning for user training upfrontuser training upfront
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So… Snakepit or Shangri-La?So… Snakepit or Shangri-La?
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85-90% of Rochester’s schools have now 85-90% of Rochester’s schools have now adopted the DWadopted the DW The more we demonstrate it, the more people get The more we demonstrate it, the more people get
interestedinterested
Has increased communication among offices which Has increased communication among offices which typically don’t work togethertypically don’t work together
Forced us to review data policies and business Forced us to review data policies and business practicespractices
Has served as important preparation for adopting a Has served as important preparation for adopting a new central student information system in a few new central student information system in a few yearsyears
Conclusion?Conclusion?
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It’s still a work in progress, but so far the It’s still a work in progress, but so far the benefits definitely outweigh the costs!benefits definitely outweigh the costs!
For more information, please contactFor more information, please contact
Jessica atJessica at [email protected]@rochester.edu
or Kathleen ator Kathleen at
[email protected]@rochester.edu
PowerPoint presentation available atPowerPoint presentation available at
www.rochester.edu/provost/ir/www.rochester.edu/provost/ir/
Thank you!Thank you!