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

Data Initiative Learning, Innovating, Implementing, and Governing

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, 2012. This multi-year initiative will aim to be completed by the end of 2017.

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 data-driven decision making utilizing the NCCCS data system. Implement the Data Governance structure and processes.

Where we are today

• Start of Phase II

• 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

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.

Phase II Focus

•Data Entry • Local Reporting Tools •Data collection

• Data Extraction • Data Validation

•Dashboards and Reports

•Data Governance • Data Dictionary • Ongoing Assessment of

technology and reporting needs.

Coordination/ Data

Governance

Business Requirements

Data Dictionary

Data Entry Workflows

Data Validation

Data Extraction

Training

Local Reporting

State Dashboards &

Reporting

P20-W and other Projects

Phase II Structure System Office

Work Group

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

• 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

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

Workgroup Descriptions

College CIS Data

Frequent File Submissions

Central Data Marts

•Current Dashboards

•Up-to-Date Reporting

•Peer Comparisons

•Predictive Analytics

Data Extraction Workgroup Timely Centralized Data Collection

Graduation Bi-Monthly

Enrollment Daily FTE

Daily

Human Resources Monthly

Applications Weekly

Finance Quarterly

Testing Data

Weekly

SAS at the Community Colleges

Base SAS, Enterprise Guide, Text Miner and Forecasting

Unix Colleague Unidata

Unix Colleague Unidata

Unix Colleague Unidata

Unix Colleague Unidata

58 colleges

Envision Data Extractions

(Flat Files)

Sybase Data

Warehouse

ETL

SAS Data Integrator

College User Access

Reporting

SAS

Excel

Text

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

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

Sample Data

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

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

CIS Unidata

Informer

Flat file Excel Text CSV

SAS

Sample Data Flow

Id Age Gender County Zip

116701 57 F 45 28758

301271 22 F 34 27147

301273 23 M 20 28906

116709 34 F 99 27055

190561 28 M 28 27953

153659 42 F 71 28493

338229 28 F 78 28372

6022 0 36 28054

227505 43 M 23 28086

375159 34 M 11 28787

264423 68 M 10 28479

633568 38 F 34 27130

338271 24 F 67 28584

227551 55 M 73 27574

SAS output based on sample PERSON data Informer Report saved as Excel

This data should be saved in a place

consistent with your PII/FERPA

procedures

5R11 Envision *

CRPFA

* Not all colleges have 5R11.

EG DEMO

• Excel FTE report turns into a database

• Adhoc analysis

• Automated reporting

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

SAS Datasets are Available for Reporting

SAS DataSets

Getting Data into SAS Code the file layout in SAS input College_Code 1-3 Student_SSN 6-14 Reporting_Term 15-20 Attend_Status $21 Campus_Cnty_Attend $22-24 Current_Cred_Hrs 25-26 Current_Contact_Hrs 27-28 Rem_Contact_Hrs 29-30 Audit_Contact_Hrs 31-32

;

Getting Data into SAS (continued)

Data is Now Available

CRPFA Demo

Unix Colleague Unidata

Unix Colleague Unidata

Unix Colleague Unidata

Unix Colleague Unidata

58 colleges

Envision Data Extractions

(Flat Files)

Sybase Data

Warehouse

ETL

SAS Data Integrator

College User Access

Reporting

SAS

Excel

Text

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

Visual Analytics Demo http://www.nccommunitycolleges.edu/analytics

Visual Analytics

Basic Skills

Your Own College

GED Diploma

Different Styles

Access via Tablets/Mobile Device

DataFlux (Advanced Data Management)

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.

Dra

ft L

angu

age

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. D

raft

Lan

guag

e

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. D

raft

Lan

guag

e

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. D

raft

Lan

guag

e

Questions?

• Clinec@nccommunitycolleges.edu

• Schneiderb@nccommunitycolleges.edu

• Burdenn@nccommunitycolleges.edu

• Dmiller@nccommunitycolleges.edu