Strategies For Surprises
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- Byron Job Palmer
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1 Strategies For Surprises Managing Large Data Requests in a Condensed Time Frame Presented by: Andre Watts, Lisa Sklar, Danae Barulich
2 Introduction Enrollment Retreat Overview Past vs. Present Process Cycles Strategies Visualization 2
3 Enrollment Retreat Purpose Past Goals Assess where the institution is Set the 5-yr forecasted enrollment numbers Present Goals All of the above Set a vision for the next 5-10 years How to get there Audience Upper Level Administration 3
4 Past and Present PAST PRESENT 1 retreat 3+ retreats Late Spring: March Throughout Spring: January, March & April Scope/Expectations: Setting enrollment numbers focus on 1 to 2 years out Scope/Expectations: Analyzing past & future Revising UCF strategic goals Focus on 5 years 4
5 Process Cycle PHASE I: Data Exploration PHASE II: Data Visualization Stakeholder Request Stakeholder Request IR Presents Options IR Presents IR Collects IR Analyzes IR Finalizes 5
6 Strategies Meetings with Stakeholders Daily Progress Sessions Atomic Data with Pivot Tables Trend Indicators and Sparklines Shared Drive Constant Communication 6
7 Strategies: Meetings with Stakeholders Data analysts were included in meetings with stakeholders to interpret the data as questions arose. Provided insight into stakeholder thought processes & motivation behind requests Refined data requests Sped up entire process 7
8 Strategies: Daily Progress Sessions The IR team conducted daily brainstorming and progress sessions. Designated a time to collaboratively discuss and understand data requests and possible obstacles Delegated tasks Helped keep team on schedule 8
9 Strategies: Atomic Data with Pivot Tables Stakeholders were provided with atomic data and pivot tables, enabling them to manipulate the analysis variables. Stakeholders were able to conduct their own data analysis Promoted higher level discussion Allowed stakeholders to ask more focused questions 9
10 Strategies: Trend Indicators and Sparklines Adding trend indicators and sparklines to data provided helped expedite the identification of trends. Helped illustrate a clearer picture of the data Provided a quick look at growth patterns and trends Easy to understand, accessible to all technological skill levels 10
11 Strategies: Trend Indicators and Sparklines 11
12 Strategies: Trend Indicators and Sparklines 12
13 Strategies: Shared Drive A shared drive was created allowing stakeholders to collaborate on document revisions and instantly share those revisions with the group. No need to send large flies through Everyone with access to the shared drive could edit the files Most current file versions were always in the same location Secure Shared Drive Alternative: Collaboration software 13
14 Strategies: Constant Communication A constant flow of communication was maintained between stakeholders and the IR team. Everyone was on the same page Information requests did not get lost Schedules and timelines were understood 14
15 Visualizations Stakeholders requested non-traditional visualizations Double Doughnut Microsoft Excel Sock/Sweater Guy Piktochart 11% 24% 12% 49% Drunken Bar Chart Piktochart 15
16 Double Doughnut Sample UCF Race- Ethnicity American Indian/ Alaska Native Asian Black/African American 3,032 3,343 5,406 6,400 Hispanic/Latino 8,847 13,113 Multi-racial 456 1,841 Native Hawaiian/ Other Pacific Islander Non-resident Alien ,392 1,515 Not Specified 1,163 1,019 White 35,779 33,329 Enrollment Update, January
17 Sock Guy Sample Fall 2005 Fall 2010 Fall 2014 Fall 2005 Fall 2010 Fall 2014 Live Main 32,192 27,733 27,111 Live Main/ Online 5,744 16,049 18,871 Online 1,928 5,449 7,157 Live Regional 1,272 1,268 1,035 Live Regional/ Live Main Live Regional/ Online Live Regional/ Live Main/ Online ,654 1, Live Rosen 1, Live Rosen/ Live Main Live Main Live Main/Online Online Live Regional Live Regional/Live Main Live Regional/Online Live Regional/ Live Main/Online Live Rosen Live Rosen/Live Main Live Rosen/Online Live Rosen/Live Main/Online Live Rosen/ Online Live Rosen/ Live Main/ Online Totals 45,077 56,225 59,414 Enrollment Update, January
18 Drunken Bar Chart Sample Ethnicity Percent Increase Fall 2010 to Fall 2014 Total UCF Undergraduate Graduate 8% 18% 9% 11% 24% 12% 7% 38% 48% 49% 60% Asian (8%) Black/African American (18%) Hispanic/Latino (48%) Non-resident Alien (9%) Asian (11%) Black/African American (24%) Hispanic/Latino (49%) Non-resident Alien (12%) Hispanic/Latino (38%) Non-resident Alien (7%) Not Specified (60%) Note: Multi-racial and Native Hawaiian/ Other Pacific Islander not included because they were introduced in 2010 Enrollment Update, January
19 Questions? Andre Watts, Institutional Research Assistant Director Lisa Sklar, Coordinator of Statistical Research Danae Barulich, IT Business Analyst 19
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