Data Initiative Learning, Innovating, Implementing, and Governing

Transcription

1 Data Initiative Learning, Innovating, Implementing, and Governing Chris Cline Associate VP, Business Intelligence and Project Management Natasha Burden Business Intelligence Programmer Bill Schneider Associate VP, Research and Performance Management Dan Miller Business Intelligence Director

2 Data Initiative Goal is to establish a robust data system that provides accurate, holistic and accessible information that fosters a culture of data-driven decision making, which addresses research questions and informs policies. Officially kicked off on May 4, This multiyear initiative will aim to be completed by the end of 2017.

3 Three phases Phase I: Identify and define the business needs and secure the tools to utilize in the NCCCS data system. Phase II: Implementation of processes, as well as technical solutions that will serve the business needs. Establish Data Governance structure and processes. Phase III: Maintain, review and promulgate datadriven decision making utilizing the NCCCS data system. Implement the Data Governance structure and processes.

4 Start of Phase II Where we are today Focus area teams that were mostly comprised of college representatives documented research questions, defined associated elements, and identified reporting needs A partnership with SAS has provided a "no-cost" contract for NCCCS and the colleges to utilize SAS tools to provide analytic capabilities Phase I discoveries will be addressed in Phase II

5 Discoveries made along the way The CRPFA file is too large and cumbersome to guarantee data quality. Various data entry workflows need to be reviewed and recommended workflows should be documented. More validation checks need to be built into data entry and collection processes. There is a need for more frequent and timely data collection. An automated data extraction process needs to be explored.

6 Data Entry Phase II Focus Local Reporting Tools Data collection Data Extraction Data Validation Dashboards and Reports Data Governance Data Dictionary Ongoing Assessment of technology and reporting needs.

7 Phase II Structure Work Group System Office P20-W and other Projects Business Requirements Data Dictionary State Dashboards & Reporting Local Reporting Coordination / Data Governance Data Entry Workflows Data Validation Training Data Extraction

8 Workgroup Descriptions Business Requirements Ensure necessary changes to Colleague as a result of this initiative are prioritized, documented, and implemented. Chairs: Kara Bosch - Central Piedmont, Chris Cline - System Office Data Dictionary Review data element work completed by the Focus Area Teams, make necessary revisions, define missing elements, and incorporate into a statewide data dictionary. Chairs: Scott Douglas - AB Tech, Natasha Burden - System Office

9 Workgroup Descriptions Data Entry Workflows Document workflows to be followed by colleges to ensure consistent data entry. Chairs: Glenn Childress - Guilford Tech, Kim Sepich - System Office Data Validation Ensure proper data validations are in place to ensure quality data prior to extraction. Chairs: Bryan McCullough Davidson, Kristen Corbell - System Office Data Extraction Improve processes to facilitate access to timely data at the state level. Chairs: Vincent Castano - Fayetteville Tech, Bill Schneider - System Office

10 Workgroup Descriptions Local Reporting Ensure colleges are maximizing utilization of data reporting tools like Informer and SAS. Chairs: Dave White - AB Tech, Dan Miller - System Office Training & Communications Establish a training plan that is inclusive of all data processes from entry to reporting; and define method of communications and timing of updates to ensure Data quality across NCCCS. Chairs: Mona Owens - Rowan Cabarrus, Joyce Valentine, System Office

11 Data Extraction Workgroup Timely Centralized Data Collection Human Resources Monthly Graduation Bi-Monthly Finance Quarterly Applications Weekly College CIS Data Central Data Marts Enrollment Daily Testing Data Weekly FTE Daily Frequent File Submissions Current Dashboards Up-to-Date Reporting Peer Comparisons Predictive Analytics

12 SAS at the Community Colleges Base SAS, Enterprise Guide, Text Miner and Forecasting

13 58 colleges College User Access Unix Colleague Unidata Unix Colleague Unidata Envision Data Extractions (Flat Files) ETL SAS Data Integrator Sybase Data Warehouse Reporting SAS Unix Colleague Unidata Excel Text Unix Colleague Unidata

14 Data Sources ERP system runs Unidata, NOTHING connects directly to Unidata well almost nothing Text files copies of files sent to EWD Local RDBMS built over the years with various tools and methodologies Excel

15 Building BIG Data Import and combine files over time to create your own database for longitudinal reporting. Personalized and customizable database Be the owner of your own database Easy maintenance

16 Sample Data Basic data pulls from the Colleague ERP system Student Number, Class, Instruction Method, FTE, Location.

17 Enterprise Guide Import the excel file to create SAS datasets for reporting The basic ETL inside enterprise guide

18 Sample Data Flow Informer CIS Unidata 5R11 Envision * SAS CRPFA Id Age Gender County Zip F F M F M F F M M M F F M Informer Report saved as Excel Flat file Excel Text CSV This data should be saved in a place consistent with your PII/FERPA procedures * Not all colleges have 5R11. SAS output based on sample PERSON data

19 EG DEMO Excel FTE report turns into a database Adhoc analysis Automated reporting

20 SAS Data Store Curriculum, Registration, Progress, Financial Aid Step 1 CRPFA The CRPFA contains 9 different record types 1.) Student 2.) Demographic 3.) Registration 4.) Progress 5.) Financial Aid 6.) Developmental 7.) Course Detail 8.) Applicant 9.) Test Data Step 2 SAS Enterprise Guide Program (CRPFA Data Store ETL. EGP) SAS reads the CRPFA flat file and breaks the record types out into separate files. We build a current semester and cumulative SAS datasets. Step 3 SAS Enterprise Guide Program (CRPFA Data Store Reports. EGP) SAS Enterprise Guide enables local reporting

21 SAS DataSets SAS Datasets are Available for Reporting

22 Code the file layout in SAS input College_Code 1-3 Student_SSN 6-14 Reporting_Term Attend_Status $21 Campus_Cnty_Attend $22-24 Current_Cred_Hrs Current_Contact_Hrs Rem_Contact_Hrs Audit_Contact_Hrs ; Getting Data into SAS

23 Getting Data into SAS (continued)

24 Data is Now Available

25 CRPFA Demo

26 58 colleges College User Access Unix Colleague Unidata Unix Colleague Unidata Envision Data Extractions (Flat Files) ETL SAS Data Integrator Sybase Data Warehouse Reporting SAS Unix Colleague Unidata Excel Text Unix Colleague Unidata

27 System Office Software Educational Suite (SAS, EG..) Data Management Advanced DataFlux, Business Data Manager, Postal Database, Knowledge Base Data Quality Desktop (Knowledge Base, Contextual Extraction) Data Integrator (ETL) Enterprise Miner (Personal Client and JMP Pro) BI Server Visual Analytics

28 Visual Analytics Demo

29 Visual Analytics

30 Basic Skills

31 Your Own College

32 GED Diploma

33 Different Styles

34 Access via Tablets/Mobile Device

35 DataFlux (Advanced Data Management)

36 Draft Language Data Governance Committee The Data Governance Committee (DGC) will be launched Summer 2016 Represents Phase III and will continue once the initiative has concluded The committee will normally be composed of seventeen members, with twelve coming from the colleges and five from the System Office. Two of the twelve coming from the colleges will be college presidents, who will serve as the Chair and Vice Chair of the Committee.

37 Draft Language DGC Purpose Established to maintain and sustain effective data systems to ensure data quality, efficient processes, and effective reporting capabilities within NCCCS. Will help set the strategic direction to ensure systems are effective and maximize economies of scale. Will have the responsibility for ensuring that colleges have access to resources and tools that facilitate data integrity and accuracy of reports throughout the system. Will have the authority to approve changes, additions, and deletions that impact system reporting requirements.

38 Draft Language DGC Objectives Oversee the NCCCS data dictionary, which includes and defines data elements used throughout these system. Authorize changes to documented data entry processes associated with the data dictionary. Approve system changes impacting elements contained in the data dictionary. Manage a peer review process which evaluates individual college data entry and quality Evaluate data review processes and validations to ensures local accountability through the validation of submitted data.

39 Draft Language DGC Objectives Promote advanced analytical capabilities that facilitate informed decision making to drive the system forward. Champion the implementation of technologies that impact data quality and data transmissions are meeting the needs of the system. Ensure best practices relating to the use of standard reporting technologies are communicated and shared throughout the system. Encourage the expanded availability of predefined reports, web-based dashboards, and other means of accessing information. Assist in identifying training needs and recommend modes of delivery.

40 Questions?