Colleague Reporting: Finding and Manipulating Data Matthew H. Smith Research Coordinator Pitt Community College Greenville, NC

Colleague Reporting: Colleague Reporting: Finding and Finding and

Manipulating DataManipulating Data

Matthew H. SmithMatthew H. SmithResearch CoordinatorResearch Coordinator

Pitt Community CollegePitt Community CollegeGreenville, NCGreenville, NC

Things You NeedThings You Need Query BuilderQuery Builder

SAAL – SAVELIST AlgebraSAAL – SAVELIST Algebra

ST-->CC-->RUL-->RDEL&RDEP&RFEIST-->CC-->RUL-->RDEL&RDEP&RFEI• RDEL: Database Element Linkages (Enter a Field Name)RDEL: Database Element Linkages (Enter a Field Name)• RDEP: Database Element Presentation (Enter a Field Name)RDEP: Database Element Presentation (Enter a Field Name)• RFEI: File Element Inquiry (Enter a File Name)RFEI: File Element Inquiry (Enter a File Name)

ST-->AC-->STM-->STRS&STDTST-->AC-->STM-->STRS&STDT• Student Terms Summary and Student Terms DetailStudent Terms Summary and Student Terms Detail

View RDVFView RDVF• Virtual FieldsVirtual Fields

Finding Data: From UsersFinding Data: From Users

Find out how user adds data to Find out how user adds data to systemsystem• Ex. Graduate a student in BSP by entering Ex. Graduate a student in BSP by entering

graduation date in a certain field.graduation date in a certain field.• Click on fieldClick on field• Click red “Help” question markClick red “Help” question mark• Read off name of field in title barRead off name of field in title bar

Ex. “HELP information for the field: Ex. “HELP information for the field: STTR.STUDENT”STTR.STUDENT”

Finding Data: ST Screen/ProcessFinding Data: ST Screen/Process

LIST ST.PRCS.DEF LIST ST.PRCS.DEF WITH PROCESS.DATA.ELEMENTS = WITH PROCESS.DATA.ELEMENTS = "<<Enter name of field>>" "<<Enter name of field>>" DEFAULT.MENU.MNEMONICDEFAULT.MENU.MNEMONIC

LIST ST.PRCS.DEF LIST ST.PRCS.DEF WITH DEFAULT.MENU.MNEMONIC = WITH DEFAULT.MENU.MNEMONIC = "<<Enter Mnemonic:>>" "<<Enter Mnemonic:>>" PROCESS.DATA.ELEMENTSPROCESS.DATA.ELEMENTS

Colleague Data for IRColleague Data for IR

Common Questions/RequestsCommon Questions/Requests• Enrollment (Term, Year, Trend)Enrollment (Term, Year, Trend)• CompletersCompleters• Non-CompletersNon-Completers• FTEFTE• Grade DistributionGrade Distribution• Placement Scores/Developmental Placement Scores/Developmental

StudiesStudies• PersistencePersistence


Things to Consider:Things to Consider:• TimeTime

Term – Student Files (either by (S) or including (M))Term – Student Files (either by (S) or including (M)) Date Range – Graduates, Institutions AttendedDate Range – Graduates, Institutions Attended None – PERSON, POSITITONS, (CONTRACTS)None – PERSON, POSITITONS, (CONTRACTS)

• StatusStatus What to include/excludeWhat to include/exclude

• CompatibilityCompatibility Managing compatible data between duplicated tables Managing compatible data between duplicated tables

while preserving integrity of summative statisticswhile preserving integrity of summative statistics


www.pittcc.edu/planres/ccprowww.pittcc.edu/planres/ccpro

25 Colleague Files with ~200 annotated fields25 Colleague Files with ~200 annotated fields~50 Assorted Queries~50 Assorted QueriesNon-Completers Process with Queries (Uses SAAL)Non-Completers Process with Queries (Uses SAAL)SACS Institutional Profile DatabaseSACS Institutional Profile DatabaseIPEDS HR DatabaseIPEDS HR Database

Colleague Data for IRColleague Data for IRFinancial AidFinancial AidTA.{YEAR}SA.{YEAR}

FTEFTEXCE.ICRXCU.ICR

HR/PayrollHR/PayrollXSTAFF.INFO.WORKHRPERPERPOSWGPAYTODATPERPOS

PeoplePeopleFOREIGN.PERSONPERSON

StudentStudentACAD.CREDENTIALSAPPLICANTSINSTITUTIONS.ATTENDSTUDENT.NON.COURSESXNC.PERSONSTUDENTSSTUDENT.TERMSSTUDENT.ACAD.CREDSTUDENT.COURSE.SEC

OtherOtherCOUNTIESDIVISIONSDEPTSCOURSE.SECTIONSACAD.PROGRAMS

Colleague Data for IR:Colleague Data for IR:HR/PayrollHR/Payroll

HR/PayrollHR/PayrollXSTAFF.INFO.WORKHRPERPERPOSWGPAYTODATPERPOS

X.XSIW.LOCAL.SALARY*XSIW.EMP.CLASSIFICATIONXSIW.ETHNICXSIW.FEDERAL.SALARYXSIW.GENDERXSIW.LOCAL.SALARYXSIW.MONTHS.OF.EMPLOYMENTXSIW.NON.RESIDENT.ALIENXSIW.OCR.CODEXSIW.ORIG.EMPLOYMENT.DATEXSIW.OTHER.SALARYXSIW.STATE.SALARY

Colleague Data for IR:Colleague Data for IR:PeoplePeople

PeoplePeopleFOREIGN.PERSONPERSON

FPER.ALIEN.STATUS

Y = Yes/NonResidentR = Resident AlienU = Undocumented AlienX = Error/US Citizen

Colleague Data for IR:Colleague Data for IR:FTEFTE

FTEFTEXCE.ICRXCU.ICR

XCU.ACAD.PROGRAMXCU.TOTAL.STUDENTS

Colleague Data for IR:Colleague Data for IR:Financial AidFinancial Aid

Financial AidFinancial AidTA.{YEAR}SA.{YEAR}

SEC.ACTIVE.STUDENT.COUNTSEC.CAPACITYSEC.CONTACT.HOURSSEC.COURSE.NAMESEC.CURRENT.STATUSSEC.DEPT.PCTSSEC.DEPTSSEC.FIRST.FACULTYSEC.FULL.FACULTYSEC.INSTR.METHODSSEC.USER1SEC.PRINTED.COMMENTSX.SEC.TOT.CONTACTXSEC.MEM.HRS

Program StatusA - Approved by Sys OfficeP - PendingAL - Approved LocallyAH - Approved by Host CollegeAP - Approved By PresidentS - Submitted for ApprovalEA - External ApprovalI - InactiveO - ObsoleteD - DisapprovedDH - Disapproved by Host CollegeED - External Disapproval

Colleague Data for IR:Colleague Data for IR:OtherOther

OtherOtherCOUNTIESDIVISIONSDEPTSCOURSE.SECTIONSACAD.PROGRAMS

SEC.CURRENT.STATUSA - ActiveC - CancelledH - Hold for CancellationP - Pending

STC.ATT.CREDSTC.CMPL.CREDSTC.CREDSTC.CRED.TYPESTC.CURRENT.STATUSSTC.FINAL.GRADESTC.STNC.NON.COURSESTC.STNC.SCORESTC.VERIFIED.GRADEX.STC.VRFD.GRADE

STTR.ACAD.PROGRAMSSTTR.ACTIVE.PROGRAMSSTTR.ADMIT.STATUSSTTR.ALIEN.FLAGSTTR.CURRENT.STATUSSTTR.START.TERMSTTR.STUDENT.LOADX.STTR.ACTIVE.PROGRAMSX.STTR.PRI.PROG.FLAGXSTTR.ACAD.YEAR

ACAD.ACAD.PROGRAMACAD.CCDACAD.END.DATE

STNC.NON.COURSESTNC.SCOREAPP.START.TERMSPST.STUDENT.ACAD.CREDXNC.EDUCATIONAL.LEVELINSTA.END.DATESINSTA.GRAD.TYPEINSTA.INSTITUTIONS.ID

Colleague Data for IR:Colleague Data for IR:StudentStudent

StudentStudentACAD.CREDENTIALSAPPLICANTSINSTITUTIONS.ATTENDSTUDENT.NON.COURSESXNC.PERSONSTUDENTSSTUDENT.TERMSSTUDENT.ACAD.CREDSTUDENT.COURSE.SEC

0 (Never Attended)1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11 (grade completed)12 (completed high school)- - (GED), 13 (Adult High School Diploma)14 (One Year Vocational Diploma)15 (Associate Degree) 16 (Bachelor's Degree)17 (Master's Degree or higher)

STC.ATT.CRED Attempted Credits (No OW etc, but with failing grades)

STC.CMPL.CRED Completed Credits Credits Passed (No F's, W, OW, etc)

STC.CRED Registered Credit All Credit

A - AddC - CanceledD - DroppedN - NewNC - Non-Course Credit (similar to transfer credit; CLEP, AP credit, Military, etc.)NP - Not PaidPR - Preliminary (used only with transfer credit)TR - Transfer Credit (CCL courses)W - WithdrewX - InactiveXT - External Transfer Credit (non-CCL)

Credit Types for Credit Types for STUDENT.ACAD.CRED STUDENT.ACAD.CRED

StudentStudentSTUDENT.ACAD.CRED

STC.CRED.TYPEAHS Adult High SchoolBSP Basic SkillsCE Continuing EducationCL CollaborativeCN ConsortiumDE DevelopmentalHSE AHS ExamsHSN AHS NonCourseHST Adult High School TransferIN InstructionalNC NonCoursePTC Placement Test CreditTD Transfers of Developmental CourseTP Tech PrepTR Transfer

EfficiencyEfficiency

Prompted ConditionsPrompted Conditions Combining QueriesCombining Queries

AccessAccess• AutomationAutomation• Data StorageData Storage• Consistent Data FormatConsistent Data Format

(Safari/SAS)(Safari/SAS)

Efficiency: Combined QueriesEfficiency: Combined Queries

SELECT INSTITUTIONS.ATTEND WITH INSTA.END.DATES GE "01/01/<<Enter 2

Digit Year:>>" AND WITH INSTA.GRAD.TYPE = "Y" AND WITH

INSTA.INSTITUTIONS.ID = "0049917" SAVING UNIQUE INSTA.PERSON.ID

SELECT STUDENTS WITH STU.TERMS = "<<Enter 4 Digit Year:>>FA” SAVING UNIQUE @ID

SAVE.LIST MS_HS_STUDENTS

Saves unique list of student IDs for students graduating from a particular institution after a certain date who were actively enrolled in a particular term

Efficiency: Microsoft AccessEfficiency: Microsoft Access More General Colleague QueriesMore General Colleague Queries

• Run FasterRun Faster• Less Strain on ServerLess Strain on Server

Can save logicCan save logic More Complex ManipulationMore Complex Manipulation

• SQLSQL• CrosstabsCrosstabs• Pivot TablesPivot Tables

Automation with Visual Basic for Applications Automation with Visual Basic for Applications (VBA)(VBA)

Interface programming language (VBA) with Interface programming language (VBA) with database language (SQL)database language (SQL)

Data Storage (Small Scale Data Warehouse)Data Storage (Small Scale Data Warehouse)

Efficiency: Microsoft AccessEfficiency: Microsoft Access

Copy and Paste Between ApplicationsCopy and Paste Between Applications ImportImport

• Excel/Text/DB FormatExcel/Text/DB Format• Colleague Data (Import)Colleague Data (Import)• Internet Survey DataInternet Survey Data

ExportExport• Excel/Text/DB FormatExcel/Text/DB Format• Access to AccessAccess to Access

.pdf based output.pdf based output Reuse Common TablesReuse Common Tables

Efficiency: Microsoft AccessEfficiency: Microsoft Access

RecommendationsRecommendations• Large Hard Drive (80GB or Larger)Large Hard Drive (80GB or Larger)• Fast Pentium Processor (~3GHz)Fast Pentium Processor (~3GHz)• RAM (1GB Min.)RAM (1GB Min.)• Backup SystemBackup System

DVD Burner (Dual Layer ~8.5 GB/Disc)DVD Burner (Dual Layer ~8.5 GB/Disc) Additional Hard DriveAdditional Hard Drive

• Internal/ExternalInternal/External

DrawbacksDrawbacks• No Statistical CapabilityNo Statistical Capability

Access: Reuse Common TablesAccess: Reuse Common TablesEthCodeEthCode EthCodeDescEthCodeDesc11 White (Non-Hispanic)White (Non-Hispanic)22 Black (Non-Hispanic)Black (Non-Hispanic)33 American Indian / Alaskan NativeAmerican Indian / Alaskan Native44 HispanicHispanic55 Asian / Pacific IslanderAsian / Pacific Islander66 Other / Unknown / MultipleOther / Unknown / Multiple

Institution InstitutionDesc34550 D.H. Conley390631 South Central34304 North Pitt34288 Ayden-Grifton34552 J.H. Rose34475 Farmville Central49917 Ayden-Grifton

Access: Reuse Common TablesAccess: Reuse Common Tables

ACADYEARACADYEAR TERMTERM ORDERORDER AltTermAltTerm QSCollTermQSCollTerm QSIIPSTermQSIIPSTerm StartDateStartDate EndDateEndDate20022002 2002FA2002FA 8686 2002*032002*03 "2002FA" "2002FA" "2002*03" "2002*03" 9/1/20029/1/2002 12/31/200212/31/200220022002 2003SP2003SP 8787 2003*012003*01 "2003SP" "2003SP" "2003*01" "2003*01" 1/1/20031/1/2003 5/31/20035/31/200320022002 2003SU2003SU 8888 2003*022003*02 "2003SU" "2003SU" "2003*02" "2003*02" 6/1/20036/1/2003 8/31/20038/31/200320032003 2003FA2003FA 8989 2003*032003*03 "2003FA" "2003FA" "2003*03" "2003*03" 9/1/20039/1/2003 12/31/200312/31/200320032003 2004SP2004SP 9090 2004*012004*01 "2004SP" "2004SP" "2004*01" "2004*01" 1/1/20041/1/2004 5/31/20045/31/200420032003 2004SU2004SU 9191 2004*022004*02 "2004SU" "2004SU" "2004*02" "2004*02" 6/1/20046/1/2004 8/31/20048/31/200420042004 2004FA2004FA 9292 2004*032004*03 "2004FA" "2004FA" "2004*03" "2004*03" 9/1/20049/1/2004 12/31/200412/31/200420042004 2005SP2005SP 9393 2005*012005*01 "2005SP" "2005SP" "2005*01" "2005*01" 1/1/20051/1/2005 5/31/20055/31/200520042004 2005SU2005SU 9494 2005*022005*02 "2005SU" "2005SU" "2005*02" "2005*02" 6/1/20056/1/2005 8/31/20058/31/200520052005 2005FA2005FA 9595 2005*032005*03 "2005FA" "2005FA" "2005*03" "2005*03" 9/1/20059/1/2005 12/31/200512/31/200520052005 2006SP2006SP 9696 2006*012006*01 "2006SP" "2006SP" "2006*01" "2006*01" 1/1/20061/1/2006 5/31/20065/31/200620052005 2006SU2006SU 9797 2006*022006*02 "2006SU" "2006SU" "2006*02" "2006*02" 6/1/20066/1/2006 8/31/20068/31/200620062006 2006FA2006FA 9898 2006*032006*03 "2006FA" "2006FA" "2006*03" "2006*03" 9/1/20069/1/2006 12/31/200612/31/200620062006 2007SP2007SP 9999 2007*012007*01 "2007SP" "2007SP" "2007*01" "2007*01" 1/1/20071/1/2007 5/31/20075/31/200720062006 2007SU2007SU 100100 2007*022007*02 "2007SU" "2007SU" "2007*02" "2007*02" 6/1/20076/1/2007 8/31/20078/31/2007


Grade AttCred CmplCred MSCrseCmpl MSCrseCmplDesc MSGTD MSGTDDesc GPA Cred Legend Value

T N Y 1 Y 1 Y N Transfer

IP N N 1 Y 0 N N In Progress

AP N Y 1 Y 1 Y N PCC Advanced Placement

NA N N 0 N 0 N N Never Attended

NG N N 0 N 0 N N No Grade Submitted

S N Y 1 Y 1 Y N Satisfactory

U N N 1 Y 0 N N Unsatisfactory

OW. N N 0 N 0 N N Official Withdrawal

I N N 1 Y 0 N N Incomplete

OW N N 0 N 0 N N Official Withdrawal

AU N N 1 Y 0 N N Audit

A Y Y 1 Y 1 Y Y Excellent 4

B Y Y 1 Y 1 Y Y Above Average 3

W Y N 0 N 0 N Y Unofficial Withdrawal 0

C Y Y 1 Y 1 Y Y Average 2

D Y Y 1 Y 0 N Y Below Average 1

F Y N 1 Y 0 N Y Failing 0


msTest msRawScore msMatchValue msNormalScore msPlacement msSubject msLevelmsDevCount

CPTAR 82 CPTAR82 116.1454545 MAT-070eq MAT DEV 1ASTN 46 ASTN46 116.0769231 MAT-070eq MAT DEV 1CPTSS 88 CPTSS88 115.9130435 NoDEV ENGLab NoDEV 0COMPA 62 COMPA62 115.5185185 MAT-070eq MAT DEV 1COMW 76 COMW76 115.4117647 NoDEV ENGLab NoDEV 0CPTAR 81 CPTAR81 115.2545455 MAT-070eq MAT DEV 1ASTW 45 ASTW45 115 NoDEV ENGLab NoDEV 0CPTRC 69 CPTRC69 115 ENG-095 ENG DEV 1CPTSS 87 CPTSS87 114.8478261 NoDEV ENGLab NoDEV 0COMPA 61 COMPA61 114.6111111 MAT-070eq MAT DEV 1CPTAR 80 CPTAR80 114.3636364 MAT-070eq MAT DEV 1COMW 75 COMW75 113.9705882 NoDEV ENGLab NoDEV 0COME 63 COME63 113.8947368 ENG-095 ENG DEV 1CPTSS 86 CPTSS86 113.7826087 NoDEV ENGLab NoDEV 0COMPA 60 COMPA60 113.7037037 MAT-070eq MAT DEV 1CPTAR 79 CPTAR79 113.4727273 MAT-070eq MAT DEV 1

Colleague Data for IR: Colleague Data for IR: The Big PictureThe Big Picture

Reporting MechanicsReporting Mechanics

• ManipulatingManipulating AccessAccess ExcelExcel (Safari)(Safari) (SAS)(SAS) (SPSS)(SPSS) • DisseminationDissemination

Web: pdf, (OLAP)Web: pdf, (OLAP) Email pdf (Access, XL)Email pdf (Access, XL) ExcelExcel (Safari)(Safari) (SAS)(SAS)

• RetrievalRetrieval Query Builder Query Builder

(XLIST/XSELECT)(XLIST/XSELECT) (Safari)(Safari) (SAS)(SAS)

Colleague Data for IR: Colleague Data for IR: The Big PictureThe Big Picture

Report Types/Reporting ArchitectureReport Types/Reporting Architecture• Datatel Presentation at SEDUG 2005Datatel Presentation at SEDUG 2005

Documents

Colleague Reporting: Finding and Manipulating Data Matthew H. Smith Research Coordinator Pitt Community College Greenville, NC