Learning and Skills Improvement Service OLAP reporting tool Guidance for Learning Providers. Further Education Workforce Data for England

Transcription

1 Learning and Skills Improvement Service OLAP reporting tool Guidance for Learning Providers Further Education Workforce Data for England

2 Table of Contents Introduction What is the OLAP Reporting tool Using the OLAP reporting tool How to access the OLAP Reporting tool Reporting types Creating a new OLAP Report Viewing My reports Using Pre-defined reports Dashboard reporting Support for OLAP reporting... 2

3 Introduction. What is the OLAP Reporting tool The Online Analytical Processing (OLAP) tool is designed to allow Stakeholders and Learning Providers to access and analyse data returned under the Workforce data collection. Providers have access to analyse their own data while benchmarking this against sector level information grouped at a regional and sub-regional level. Stakeholders have access to analyse sector level information grouped at a regional and sub-regional level. The OLAP reporting tool allows providers to create new reports or use pre-defined reports which may be edited and individualised according the needs of the providers. The OLAP reporting tool gives you access to the latest year's Workforce data, along with data from previous year's collections allowing year-on-year analyses to be performed. Some fields may not be accessible for analysis to protect providers from data security issues. Reports can be saved for review at a later date or for distribution within your organisation, and can also be exported as spreadsheets for further manipulation. Additionally you have access to some predefined reports that may provide some useful benchmarking information for your organisation. The new Dashboard reporting feature allows provider users to quickly view a summary of characteristic, qualifications and employment either related to information at their provider, over multiple years and in comparison to sector data and general population data. This feature also allows Stakeholder to quickly view a summary of sector data as a whole. GIS (Geographical Information Systems) reporting offers a new presentation method for Stakeholders and Learning Providers to be able to view and compare data across multiple geographical areas, at a regional and sub-regional level. All metrics and data collected as part of the Workforce data collection can be analysed in this way, and in addition can be compared to equivalent general population data. GIS can be viewed both in OLAP reporting and via the Dashboards. Video guidance has been produced for the OLAP reporting tool as an alternative to this guidance document. This can be accessed via YouTube at:

4 2 Using the OLAP reporting tool 2. How to access the OLAP Reporting tool You can use the web portal to access the OLAP reporting tool. The OLAP reporting tool web portal can be found at: Use the login details issued to you in order to access the site. Please note that the username and the password provided are case sensitive. You can change your password after logging into the portal using the Change password section. In order to access the OLAP reporting tool please click on the OLAP Reporting section on the left hand side of the screen under the staff record tab.

5 After clicking on the OLAP Reporting tab you will be directed to the reporting homepage. This page offers the following options: α) Create new report this allows the user to create a new report from scratch. β) My reports - contains all reports saved by users across their institution, and allows users to view and edit these. χ) Pre-defined reports - contains a selection of useful reports, automatically customised to an individual's organisation. These reports can be viewed, edited and then saved as a user's own report. δ) Dashboard reporting - allows users to see a quick overview of their Workforce data in graphical format, and compare this to Sector wide data and General population data (where available). This option can be accessed via the left hand menu item.

6 2.2 Reporting types There are two main areas to the OLAP reporting tool: OLAP reports Dashboard reporting Please click on either of these types to jump straight to the relevant section of this document. 2.3 Creating a new OLAP Report Clicking the Create New Report button allows users to create customised reports. The creation of reports allows provider data to be automatically compared with the equivalent sector data and general population data where available. The following gives a step-by-step guide on how to create a report. Let s start with a simple example in which we will build a report that displays the percentage of female and male staff at a institution, compared to the sector and to the general population. For this example we are only interested in data from the South East area. ). Select Create new report. On the next screen you will be offered the following options, in expandable section (click + to expand):

7 Filters Select row items Select column items Report settings 2.3. Filters Filters enable you to narrow down the data in your report to specific criteria, for example, Region, Local Authority, provider type, staff type, etc. In this section users are able to add new filter criteria or remove filter from the report. In order to filter the location to the South East region we have to click on Change next to the Provider Region field and select the South East area. Once selected click save Select row items To select the row item/s of your report, choose options from the Outer row and Inner row dropdown menus. You may select either one or two row items for your report using the dropdown menu function. Two row items will be displayed in a cross-tab fashion. In our example we have selected the Gender field.

8 2.3.3 Select column items Once you have selected your row items please select your column items. You may select either simple report or the cross-tab report (default is the simple report). Simple report columns will display the selected fields side by side, while cross-tab reports will display the selected fields in a nested hierarchy or cross-tab. Select column items using the dropdown menus. In our report we have chosen not to select any column items Report settings Under the report setting function you can select one or more data items that you wish to see on your report. You may select from one to all of the following: Value displays a count of staff records. Column percent displays the percentage breakdown of each column in your report, i.e. column total sums to 00%. Row percent displays the percentage breakdown of each row in your report, i.e. row total sums to 00%. Inner row percent to be used for cross tab reports of column items. Displays the row percent for each sub level of the cross tab. Inner column percent to be used for cross tab reports of row items. Displays the column percent for each sub level of the cross tab. Provider to sector difference compare your provider to the sector - displays the percentage difference between a provider s data and the sector average data (given applied filters) Provider to general population difference compare your provider to the general population displays the percentage difference between a provider s data and the general population data,for example, Census data (given applied filters general population data will only be filtered by Region or Local Authority).

9 By default data will be displayed for the user s provider, the sector and the general population. To remove the general population data from your report, un-check the Show general population checkbox. You may also export your report as a spreadsheet by using the Export to Excel button. In our example report we have selected the value, column percent and Provider to sector difference. We have also chosen to include the general population data. This will show us the number and proportion of male/female staff records at the provider and in the sector (filter to the South East) and a count of people in the general population (again, filtered to the South East only). We will also be able to see how the provider differs to the sector as a proportion. Click View report to generate the report View report Once the report is generated, a table is shown. Click the + buttons to expand each section of the report, or use the Expand all button to expand all sections at once. On each column item you may order the report in ascending or descending order using the blue dot buttons.

10 The report may also be shown in a graphical format under the Show chart section. The chart can be customised using the Chart settings section. The following can be customised: Size Font size and rotation Measurement choose one of your selected view settings (e.g. value, percent, etc.) to show on the chart. Chart type choose a different style of chart. To see precise values hover the mouse cursor over each chart item. Right click on the chart to save the chart as an image. Expand or contract the provider, sector or general population sections of the report table to show or hide these sections on the chart Display report using GIS The GIS feature allows Stakeholders and Learning providers to view any criteria and metric they have used in the creation of a report on a map, breaking down sector or general population data into a thematic map. What is a thematic map? A thematic map allows data to be plotted onto a map (usually a geographical map) using different colours or shading to show high and low value areas. Data is categorised into bandings (the LSIS GIS allows for up to 0 bandings), and a different colour or shade is applied to each banding. The value for each geographical area is assigned an appropriate colour/shade according to which banding its value falls into, and this is then displayed on the

11 map. This allows the user to quickly identify geographical areas that have a particularly high or low value for the selected metric or criteria. For example, the following map showing the percentage breakdown of Female staff working in colleges in the 2009/0 academic year, shows a clear difference between the darker (meaning higher proportion) South East and the lighter (meaning lower proportion) North East. You are able to display either single values (e.g. Gender as Female ) or multiple values (e.g. Gender as Female AND Male multiple values are summed together). Displaying a single value on the map can be useful for identifying regional and sub-regional differences between specific values, where as selecting multiple values can be useful for analysing ranges, for example, staff who are over a particular age, or staff with degree level qualifications (i.e. NQF levels 6, 7 and 8). You may also apply filters to the data displayed on the map by added them to the report you have created (see Section 2.3. on Filtering). For example, to see the proportional distribution of Female staff across different geographies, but filtered to only teaching staff who are of Asian ethnic origin, apply the Primary role filter and Ethnicity summary filter to your report. As a Learning Provider, you ll be able to compare the value of your chosen metric or criteria at your own institution, in comparison to regional or sub-regional areas. This is displayed as a thematic colour and value seen below the map.

12 2.3.7 Setting up a GIS map Once you have created your report, scroll down the page to the Show map expandable section (this is found below the Show chart expandable section). The map may take a short while to load while data is being plotted geographically. By default, one of the criteria selected as a row or column item will be shown on the map, with all of its values selected. Select your chosen criteria (add more row/column criteria to your report to get access to them on the map) from the Criterion dropdown list, and select one or several of the values (use the Ctrl key and click to select multiple values). Click the Apply button below to show your selection.

13 By default the map will show the whole of England split into Government Office Regions (GOR). To see data for a Local Authority, double-click on your selected GOR, the map will refresh showing an expanded view of that GOR, split into Local Authorities. Double-click again to return to the whole of England view.

14 2.3.8 Map settings The maps can be further customised using the expandable Map settings section found below the map. This allows the following functionality: Geography selection allows the user to select which geographical view to display on the report. Here you can choose either England (split by GOR or by Local Authority) or any particular region. Display allows the user to select the measure to be show on the map, either Value (count), or two different percentage types. Background data select to display either Sector level data or General population data. Width increase the width of the map image Height increase the height of the map image Bandings choose from 2 to 0 bandings to split the data to be displayed. A greater number of bandings will show a more precise picture of each geographical area, where as a lower number of banding will show more contrast between high and low values. Label toggle this to show the associated code of each region or Local Authority. These codes are taken from the Ordnance Survey. Once you ve chosen your settings, click the Apply button to show these on the map Saving a report Once a report has been generated it can be saved and viewed at a later date and/or shared among others in your organisation. Select the Save button above the report description. Assign your report a name and a description.

15 There is also an option to Make visible to others at my institution. If selected this option means the report is visible in the My reports section for other users at your provider. 2.4 Viewing My reports Users are able to view their saved reports by expanding the My reports section on the OLAP reporting homepage. Each saved report will be listed with a name and a report description. Click on the View report link to view the report or click on the edit report to edit and customise the saved report. 2.5 Using Pre-defined reports Pre-defined reports contain a selection of useful reports, automatically customised to an individual's organisation. These reports can be viewed, edited and then saved as a user's own report. The pre-defined reports are categorised as characterisctics/qualification/employment or other related reports.

16 Once the relevant category has been expanded, all listed reports are displayed and can be viewed (and edited) by clicking the View report link. 2.6 Dashboard reporting Dashboard reporting allows users to see a quick overview of their Workforce data in graphical format, and compare this to Sector wide data and General population data (where available). A number of pre-defined dashboards are available to give an overview of different aspects of your workforce at the click of a button. Users may also modify the dashboards or create new dashboards to focus on different areas of interest, and these may be save in the system for later use. The Dashboard can be accessed under the OLAP reporting left hand menu item. The default Dashboard page displays four 'widgets' each representing a different aspect of your Workforce data. Each widget has the following features: Widget title this describes the data shown on the chart. This can be modified in Settings. Settings clicking this link open the widget settings page where the widget can be customised. Chart the chart shows the actual data. Move the cursor over each data item to see its value and further information. Zoom magnifies the chart displayed Export exports the selected chart as an image

17 By default users have access to fifteen predefined widgets, five summarising characteristics, five summarising employment and five summarising qualifications. To view each of these dashboards use the Select Dashboard dropdown menu. Resulting data will be customised according to the user s provider data. The five types of pre-defined reports can be described as follows: {Aspect} (e.g. Characteristics) this dashboard shows values for a selection of criteria (dependent on the aspect chosen) applied to the latest year s provider data. {Aspect} (e.g. Characteristics) Provider to sector % difference this dashboard shows the percentage difference between particular criteria at your provider and the sector average, applied to the latest year s provider data. {Aspect} (e.g. Characteristics) Provider to general population % difference this dashboard shows the percentage difference between particular criteria at your provider and the general population average, applied to the latest year s provider data. Note that general population data is not available for all criteria.

18 {Aspect} (e.g. Characteristics) Year on year % change this dashboard shows the percentage distribution of selected criteria within a collection year for all available collection years. This allows users to see a percentage change over time. {Aspect} (e.g. Characteristics) comparison via maps this dashboard shows values for a selection of criteria (dependent on the aspect chosen), and displays this on a geographical map split into Government Office Regions or Local Authorities. Learning providers own data for the selected criteria is also displayed for reference purposes Customising widgets To customise a widget, click 'Settings' to access the widget settings page. On this page, you can select the following: Title any name can be given to the widget. Chart type select the type of chart to be used. X axis select the key criteria to be presented. A prompt will appear to select one to all possible values. Y axis select an additional criteria to allow the two criteria to be cross-tabbed (e.g. gender by age). This option can be left blank. Width choose display width Height choose display height Display choose the value to be displayed (e.g. Value a count of staff records, Percent a proportion of staff records, Provider to sector difference the % difference between a user s provider data and the sector average data). Show legend tick this to show the legend on the chart. 3D mode tick this to display the charts in 3D mode. Filters as with OLAP a user can choose to filter data as particular selection, e.g. males AND teaching staff AND aged By default collection year is set to the latest available year of data. Once you have edited the settings, click Save to return to the Dashboard.

19 There are several other settings specific to the map chart type that will appear when the map chart is selected: Geography selection select the geographical area and breakdown to display. Measurement option select a criteria to display on the map, and one or more value from this criteria. Bandings select how many thematic bandings you want the data broken down into. A greater number of bandings will show a more precise picture of each geographical area, where as a lower number of banding will show more contrast between high and low values. Show label - tick this to show the associated code of each region or Local Authority. These codes are taken from the Ordnance Survey. Start colour select a colour or shade to represent the lowest value on the map. Stop colour select a colour or shade to represent the highest value on the map. GIS maps on the Dashboards operate in the same way as on OLAP reporting. Please see Section above for more details on the operation of GIS map. The screenshot below illustrates how GIS maps appear on the Dashboard:

20 2.6.2 Creating new dashboards Users may create their own dashboards to present their own data of interest. Created dashboards may be saved and will be accessible to the user for future use. Saved dashboards will also be available to all other users at your institution so that analyses may be shared among staff. To create a new dashboard, select 'Create new', located to the right of the 'Select dashboard' dropdown menu. Adding information to each widget is done by the same process as customising a widget (see above). Click 'Settings' on the widget to access the widget settings page.

21 To save the dashboard, expand the Edit dashboard item, name the new dashboard and click Save. This dashboard will now be accessible from the 'Select dashboard' dropdown menu.

22 2. Support for OLAP reporting Additional guidance can be found on the OLAP reporting section of the data collection website: Expandable Instructions/Help sections are accessible on each of the OLAP Reporting pages. There is also online video guidance available which will guide you through the creation of a report. This can be accessed at: In addition, users of the OLAP reporting tool may contact the service desk for guidance and queries regarding how to use the tool. The service desk will be available to answer OLAP queries from Monday to Friday 9.00am to 6.00pm. You may the service desk at lsissupport@texunatech.com, or alternatively call on The service desk phone line has a voice mail facility, so if calling after hours please leave a message and the service desk will return your call as soon as possible.

23 RW08/09/3379 ok For more information about the workforce data collection process and intelligence, and to feed back your comments visit the consultation portal at: sirdatacollection.lsis.org.uk/consultation Learning and Skills Improvement Service Friars House Manor House Drive Coventry West Midlands CV 2TE This information is available in alternative formats from LSIS on request.