DAXTrainingPresentation_July2015 (1)

DAX TRAINING

Randy Bowman

DAX Overview(Module 1)

Improving Decision Makingwith Data

Module 1: Agenda• What is DAX?• Why use DAX?• How does DAX work?• What data is in DAX?• What reports are in DAX?

WHAT IS DAX?

PurposeThe Data Access and Exchange (DAX) System is a system

that facilitates the Alabama Community College System in the collection and distribution of accurate

data in an organized and timely manner

DAX is a data mining and data reportingtool.

History of DAX• Initial discussions - 2002• Formation of DAX Steering Committee - 2004• Data/file definitions - 2004-2006• Initial development - 2007• Beta testing - 2008• Full implementation of collection - January

2009 (Fall 2008 data)• Migration from relational data structure to

analytical data structure – 2013 to present

Initial Goals• Promote sharing of aggregated data • Promote exchange of information • Standardize reporting processes (ACHE,

IPEDS, etc.) • Provide reliable, valid, real-time data to

decision makers• Create a system-wide data warehouse

WHY USE DAX?

Why use DAX instead of internal data?

• DAX data is “frozen” each term. Institution data may change. The frozen data allows better benchmarking.

• Reports are vetted by functional leaders as “best practices.”

• This is the data that is reported to ACHE, NCES, and OVAE.

• Visualize state-wide trends and connect with colleagues of similar nature.

• Understand your institution in context of the system.

Changing the culture of how to use dataCulture of Assessment Culture of Performance

Data collected end of term or year

Data collected quarterly, monthly, weekly

Data is a means unto itself Data is a means to an end

Data used for accreditation or end-of-year reports

Data used for decision-making and improvements

Many measures Few key measures

Aligned with professional interests

Aligned with strategic priorities

Reactive / Inactive Proactive

VS

HOW DOES DAX WORK?

The Components of DAX• Data Collection System• The Validation Engine• Reporting Website (https://dax.accs.edu)

• Data Management Website (https://ddm.accs.edu)

https://dax.accs.edu/

https://ddm.accs.edu/

Data Collection• Colleges enter data into local administrative

systems• Administrative systems generate files daily• Every night, DAX picks up data from

colleges

DPE has access to fresh data daily

Data Validation• DAX processes files against validation

routines• DAX generates error reports • Once a week, DAX sends error e-mails for

each file to persons as designated by each college (weekly on Sunday)

• After mid-term, President of institutiongets a weekly error email on Tuesday

Data Validation• Validated for sanity• Validated for conformance to Board Policy

and Guidelines• Validated for conformance to other business

rules

Goal of accurate and valid data in a timely manner met.

WHAT DATA IS IN DAX?

DATA WarehouseA central repository of “loosely related” databases.

Non-CreditCredit Adult Ed. GED Testing ATN Human Resources

Data Repository

• Credit Student Data (including Schedule data)

• Human Resources (Personnel) Data

• Financial Data• Adult Ed• GED• Non-Credit Activity

Available Databases Databases to be Added

Personnel Data – 3 Tables• PER – contains demographic, descriptive,

and summary data on all personnel paid by the institution.

• JOBS – contains details about each job and/or contract of an employee.

• JOBACCTS – contains accounting information for each job and/or contract for personnel paid by the institution.

Student Data – 9 Tables• STU – contains demographic and academic

information on all credit students enrolled in the reporting term. There is only one record per student.

• SPECPOP - contains a separate record for each special population associated with a student enrolled for the reporting term.

• ASSESS – contains pre-placement scores for registered students

• AWARD – contains awards conferred by institution to students

• FINAID - contains a list of all financial aid awarded to registered students for the reporting term.

Schedule Files• SCHMST - contains detailed information

for each credit course section in which students are enrolled at the institution for the reporting term.

• SCHDET - contains a record of every meeting day and time combination for each credit course section in which enrollment exists for the reporting term.

• SCHINS - contains all instructors teaching any portion of a credit course section for the reporting term.

• REG - contains all credit courses for which a student has enrolled for the reporting term. There will be one entry per student per enrolled course. The table will include the grade earned for each course.

DOCUMENTATION AND VALIDATION DATAHands On Demonstration

PREBUILT REPORTS AVAILABLEDEMO

Questions and CommentsRandy Bowman

Acting Director of the Information Technology, Data, Planning and Research Division

(334) [email protected]

DAX Operations(Module 2)

Best Practices to Improving Data Accuracy and Timeliness

Module 2: Agenda• User Types and Roles• Error Emails• Interpreting Error Reports• Reporting Deadlines• Affidavit Signing

User Types and Roles• President• DAX Data Verifier• Data Maintenance• Data Access• Report Detail Access• Report Access• Error Email Access

Error Emails• Emails sent each Monday at 7:00 AM• Click on link in email• Enter the Pickup Code• Print the list of validation errors

Error Report• My Data Overview• Click a table that has errors to see table

details• Click Errors button in table footer

– Select a row– Read the error in the sub-table– Use definitions to determine best course of

action• Alternatively, click Printable View of All

ERROR REPORTS AND INTERPRETATIONHands on Demonstration

Reporting Schedule• Data may be used throughout the term, but labeled “as of <date>”• Important to keep errors to a minimum at all times, not just end of

term• Term data is collected for terms using the following dates:

– Fall term data August 15 – January 15– Spring term data January 1 – June 30– Summer term data May 1 – September 15

• Term data is “frozen” (not picked up and processed) when the affidavit is signed or on the last date of that term’s collection

• Class start and stop dates should fall between:– Fall term July 1 – December 31– Spring term December 1 – June 1– Summer term April 1 – August 30

DAX Affidavit Dates• DAX Affidavits may be generated and signed

between the following dates:– Fall term data December 15 – January 15– Spring term data May 15 – June 30– Summer term data August 15 – September 15

Affidavit Signing Best Practices• 3 weeks before due date, all errors should be

cleared.• 2 weeks before due, generate affidavit begin

verification process.– Generate Affidavit– Print copy for each functional user– Highlight data that functional user should confirm– Send to functional user with due date of confirmation– Goal: All data confirmed 1 week prior to due date

• 1 week before date, generate affidavit and route to President for approval.




DAX Governance(Module 3)

Improving System-Wide Data Accountability

Module 3: Agenda• What is the DAX Steering Committee?• How are reports added to DAX?• How are validations added?• How are differences between local reports

and DAX reports resolved?

DAX Steering Committee• The DAX Steering Committee is in charge of all DAX functions

including data standards, validations, reports, documentation and notification of changes to DAX contacts

• DAX Steering Committee Members:– Mr. Randy Bowman (System Office) - Chair– Mr. Tim Carter (Gadsden)– Ms. Jamie Glass (Lawson)– Mr. Anthony Hardy (Jefferson Davis)– Ms. Linda Hodges (Enterprise)– Ms. Angie Stone (Northwest-Shoals)– Ms. Lisa Stephens (Bevill)– Ms. Linda McIntosh (Jefferson State)

DAX Steering Committee Goals• To ensure data provided for reports from the DAX

database is timely and accurate• To ensure false errors are eliminated from validation

procedures• To ensure proper communication between ACCS and

Alabama Supercomputer Authority• To provide training on DAX policies/procedures and usage• To provide assistance with data definitions and review

reports to be generated from DAX data

DAX Report Process• A need for a new report is identified• A mockup of the report is designed• Data elements needed are determined and

defined for the programmers• The report specification is scrutinized by the

committee and given to ASA programmers• Programmers create the report• Steering Committee vets the results of the

report prior to releasing it

New Validation Rule• A need for a new rule is identified• The rule is written in plain English by the

committee• The rule is pseudo-coded by committee• The rule specification is scrutinized by the

committee and given to ASA programmers• Programmers create the rule• Steering Committee tests the rule

Problem Resolution Process• Each school has a DAX Primary Contact• Primary Contacts are single point of contact to the

DAX Steering Committee and the System Office• E-mail [email protected] for

– Questions/concerns– Add/remove/change requests to validation codes– Validation issues

Troubleshooting a report• Two reasons a DAX report might not match

a locally produced report1. The “logic” used might be different2. The data used might be different

DAX Logic Right&

DAX Data Right

Local Report must be wrong

DAX Logic Right&

DAX Data Wrong

Determine root cause of incorrect data & fix

DAX Logic Wrong&

DAX Data Right

DAX report will be fixed

DAX Logic Wrong&

DAX Data Wrong

DAX report fixed androot cause of

incorrect data fixed




DAX Reports(Module 4)

Using the DAX Reports

Module 4: Agenda• What reports are available in DAX?• How do I understand what the report

means?• How can I use these reports to make

decisions?

USING PREBUILT REPORTS AND EXCELHands On Demonstration




DAX and Outside Agency Reporting (Module 6)

Using the DAX System to complete IPEDS Surveys, Perkins Reports, and ACHE

Module 6: Agenda• ACHE Submissions• IPEDS Surveys• Using Excel to compare local data to DAX

data

ACHE State Student Database (SSD)• ACT 96-509 (Alabama Code 16-5-7)

requires reporting of unit record data to ACHE SSD

• Every term data is pulled from DAX and submitted to ACHE SSD

• System office “locks” the data• Institutions are required to confirm the

data

ACHE Graduation Database• Annual submission of awards granted by student.• Summer Year 1 – Spring Year 2• Pulled from DAX Award file for Summer Year 2.• Should match the IPEDS Completions Survey.• Best Practice Alert: Run the Award Summary by

Program CIP Code (DAXAWARD-003L) and IPEDS Completion report and compare totals during the Summer Term.

IPEDS Surveys – Race & Ethnicity• Race/Ethnicity Calculation

– Count all Non-Resident/Alien, regardless of race/ethnicity

– Count all Hispanic ethnicity, regardless of race– Count for each race

• DAX treats the criteria as 3 different fields

IPEDS Survey/Perkins Report - Gender• Neither report usually has a place for “Unknown”

• Must try to capture gender on every student and faculty member, even if they refuse to self-identify

IPEDS Surveys - Exclusions• Exclusions are lists of students/personnel that

were excluded from the DAX Report because DAX did not have enough data to properly categorize the person.

• DAX is “smart” enough to realize that the person needs to be counted, but the missing data prevents DAX from knowing which part/column the person is to be reported.

• These people should be reviewed and appropriately placed in the IPEDS Survey.

Getting Details• IPEDS Reports – Use “Show Query” and

look for the “Backing Query”• Perkins Reports – Click the “Get Details”

link above each column

Using Excel to compare detail lists• Import details from DAX• Import details from local administrative

system• Use the MATCH(), ISNA(), and NOT()

functions• Filter list as appropriate

https://www.youtube.com/watch?v=58RrUXr_SGI

https://www.youtube.com/watch?v=58RrUXr_SGI

Best Practices• Run reports DURING the terms which are going to

be included in the report– This gives you time to see EXCLUSIONS and fix them

before DAX Freeze dates• Know which data fields are used as “decision”

points and pay careful attention to those• Start preparing IPEDS and Perkins reports early• Have a deep understanding of IPEDS Definitions• Watch the tutorials provided by AIR every year

prior to starting the surveys

https://surveys.nces.ed.gov/ipeds/visresults.aspx

http://www.airweb.org/EducationAndEvents/IPEDSTraining/Tutorials/Pages/default.aspx




Custom Queries in DAX(Module 5)

Using the DAX Query Page

Module 5: Agenda• Querying Data (SELECT statement)• Joining Tables• Using Functions• Using subqueries

USING THE QUERY PAGEBASIC SQL

Hands On Demonstration

SQL Resources and Tutorials• http://www.myassignmenthelp.net/basic-structure-of-an-sql-

query.php

• http://www.firstsql.com/tutor2.htm

• http://www.w3schools.com/sql/

• http://sqlzoo.net/wiki/Main_Page

• https://www.khanacademy.org/computing/computer-

programming/sql

http://www.myassignmenthelp.net/basic-structure-of-an-sql-query.php

http://www.firstsql.com/tutor2.htm

http://www.w3schools.com/sql/

http://sqlzoo.net/wiki/Main_Page

https://www.khanacademy.org/computing/computer-programming/sql




Documents

DAXTrainingPresentation_July2015 (1)