From Your Spreadsheets to UAccess AnalyticsAn Introduction to Utilizing MyAnalytics Lists

. . .

Are you entering data from Analytics into your spreadsheets?

Do you have seemingly countless spreadsheets that you’re updating everyday with only one or two items of information?

Are your reports wrong sometimes because you typed something wrong or didn’t update your spreadsheets?

Current State

Your spreadsheet needs information from Analytics

Analytics needs information from spreadsheets

Overview

Propose solution: MyAnalytics Lists… and why use this feature?

Samples of how MyAnalytics Lists can be used

Quick primer on how to actually implement MyAnalytics Lists

General Considerations and Mentions

Pivotal Question

Can we link information from Analytics into our spreadsheets?

“Answer”

You can import minimal and pivotal information from your spreadsheets INTO Analytics – keep it simple

MyAnalytics Lists??

A place to enter your own data directly into Analytics

Your data can be combined with data inside Analytics

Your data can be linked on EMPLID, Account, and more

Why Invest Time in This Method?

Accuracy

Up-to-Date-ness

Power of Analytics

Sharing

Avoiding Pitfalls

Duplicate data entry and shadow bookkeeping is dangerous

Use Analytics and other automated methods as much as possible!

Let data be free – don’t imprison data under your reign!

Three Samples of Use

People are using MyAnalytics Lists!

1. Adding local details (data fields) to student data

2. Calculating an account balance from an added data field

3. Grouping or organizing items in localized ways

Let’s look at the three sample cases!Adding, Calculating, and Grouping

Sample Case 1: Adding Fields

Example of adding information from your files to an Analytics report

Subject: student data regarding internships

Sample Case 1: Adding Fields

Report without your data

Sample Case 1: Adding Fields

Report WITH your data

Sample Case 1: Adding Fields

Sample Case 2: Fields and Calculations

Example of adding fields and using them in calculations

Subject: providing a more accurate balance

Sample Case 2: Fields and Calculations

Sample Case 2: Fields and Calculations

Sample Case 3: Grouping Items

Example of grouping accounts

Type/Key used is Account

Sample Case 3: Grouping Items

Sample Case 3: Grouping Items

Again: Why Invest Time in Lists?

Accuracy

Up-to-Date-ness

Power of Analytics Formulas/Binning

and Lists

Sharing Sharing work tasks Sharing reports

Again: Why Invest Time in Lists?

Formulas and “Binning” versus MyAnalytics Lists

Formulas and Binning are often slower and make non-technically-savvy folks dependent on others

MyAnalytics Lists tend to be faster and allow non-technically-savvy folks to make their own modifications

Again: Why Invest Time in Lists?

Benefit of Sharing Work

Having advisors or business managers entering data on Lists that directly affect reports rather than them asking technical folks to change report figures

Providing data traditionally housed in Excel onto readily available and interactive dashboards in Analytics

How?

Handout from Steven Singkofer

Analytics Office Hours

Let’s briefly review how this is done!Quick and General Primer on Using MyAnalytics Lists

Primer on Using MyAnalytics Lists

Generalized Steps

1. Determine Requirements

2. Create Mockup of Report (Excel, paper, etc.)

3. Create Base Report in Analytics

4. Setup MyAnalytics List

5. Connect/Link MyAnalytics List to Base Report in Analytics

Primer: Requirements

Who is my audience?

What do I need from my spreadsheet at minimum to communicate with my audience?

What do I need from Analytics at minimum to communicate with my audience?

Primer: Mockup

Create mockup in spreadsheet (Excel) to test your requirements

Primer: Mockup

Primer: Base Report in Analytics

Create report in Analytics with fields from system

Primer: Setup

MyAnalytics Lists - Browse Summary of Lists

MyAnalytics Lists - Manage Create/Modify Lists

Primer: Setup

Create New List

Primer: Setup

Type = Key

Primer: Setup

Name

Local Fields 10 MAX

Save

Primer: Setup

Enter data or upload from your existing spreadsheet(s)

Primer: Setup

Export to Comma Separated Value (CSV) file to open in Excel Serves as a template

Primer: Setup

Copy and Paste your data into the exported template Make sure EMPLIDs have leading zeros as necessary

Primer: Setup

Save As CSV

Primer: Setup

Upload the saved CSV file

Primer: Setup

Delete rows and update as needed and save

Primer: Setup

Keep in mind! You can always simply edit the data directly here instead of dealing with CSVs and uploads. Just remember to save!

Primer: Connect

Add your fields

Primer: Connect

Filter for your MyAnalytics List

Primer: Connect

Primer: Connect

Primer: Connect

View results and modify

Primer: Connect

Format Headings to rename columns – make it nicer

Primer: Connect

All done with foundation, but it could be even better…

Summary of Primer

Summary of Generalized Steps to Using MyAnalytics Lists

1. Determine Requirements

2. Create Mockup of Report (Excel, paper, etc.)

3. Create Base Report in Analytics

4. Setup MyAnalytics List

5. Connect/Link MyAnalytics List to Base Report in Analytics

Considerations & MentionsThings to think about when creating reports, especially when using Lists

Considerations

Use of MyAnalytics Lists currently limits your report results

Considerations

MyAnalytics Lists are limited to 10 fields

Considerations

MyAnalytics Lists is not a solution to the University needing a more robust system to combine local data with enterprise data

UA Planning on the horizon

Mentions: Overview

Analyze

Agents

Audience

Structure

Mentions: Analyze

Utilize the Analyze link in existing reports to save you time during the report-creation process

Refer to Steven’s handout

Mentions: Agents

Save time by delivering reports via Agents (automated notifications)

Mentions: Audience

Think about your targeted users!

“Would I even understand what the heck I’m receiving if I got this report in my email?”

“Would this even make sense to my folks?”

Mentions: Structure

Think about your layout and structures

Keep it as simple as possible

Mentions: Summary

Analyze

Agents

Audience

Structure

ConclusionSummary & Thank You

Conclusion

Propose solution: MyAnalytics Lists… and why use this feature?

Samples of how MyAnalytics Lists can be used How can YOU use MyAnalytics Lists?

Quick primer on how to actually implement MyAnalytics Lists

General Considerations and Mentions

Thank You!

Doug Hester and all those who make this all possible for us

Catherine Zavala and everyone helping educate and train

YOU: all those active in the community at the University