student admin data reporting from peoplesoft sa depaul university: three years, three (concurrent)...

Student Admin Data Reportingfrom PeopleSoft SA

DePaul University:Three years, three (concurrent) approaches!

Jim Janossy and Russ PattersonDePaul Information Services

Ed Schaefer, Enrollment Management Research

• Jim Janossy - DePaul Information Services – Student datamart development and popularization

• Ed Schaefer - Enrollment Management and Marketing, Reporting and Research – Informatica ETL and BI decision and future DW

• Russ Patterson - DePaul Information Services – Informatica ETL and BI decision and future DW

Presenters and Panel

• Start simple and stay focused

• Establish a naming convention early

• Prototype and pilot first

• Keep security simple (ACAD_GROUP)

• Roll out useful things as you go

• “Market” to users, do ongoing training

• Get your documentation onto the web!

Cutting to the chase...

• Student datamart– PS table extracts packaged for easy use by 160 casual users– Aim: day-to-day meat-and-potatoes selection and contact data for

the enrolled and active student population– Not intended for statistical reporting

• Enrollment Management Research databases– Current statistical reporting and census captures– Admission reporting and day-to-day college admin stats– Marketing measures and EM decisionmaking

• OIPR databases– Moderate to long term statistics and trends– IPEDS reporting

Three level of approach

• Cadre of willing users

• Increased user self-service willingness and capability

• Ability to integrate SA, HR, Finance

• Staged replacement of initial products

• Justification for a higher level ETL and BI

Leads to...

Student datamartAccess, SQR

EMR databasesPerl, SQL-Server, Access

OIPR databasesODBC, SQL-Server, DTSCognos

Leads to...

Decision:

Acquirea standard ETL and BI

Need for portal delivery

Need for administration via web

Need for dashboards

Credits acquired with EPM

Reporting Reporting instanceinstance

PeopleSoft Student PeopleSoft Student Admin systemAdmin system

Common base: Common base: Reporting Reporting instance is ainstance is afull copyfull copy of ofthe on-linethe on-linesystemsystem


• Student datamart– PS table extracts packaged for easy use 160 casual users– Aim: day-to-day meat and potatoes selection and contact

data for the enrolled and active student population– Not intended for statistical reporting



LimitationsLimitations

• spreadsheet maximum 65K rowsspreadsheet maximum 65K rows• hard to learn data structures!hard to learn data structures!• awkward outer joinsawkward outer joins

PS-QueryPS-Query 338 users338 users Data

Low- Low- hanging hanging fruit!fruit!

What users didWhat users did


AccessAccessData

Datamart approachDatamart approach

PS-Query PS-Query 338 users338 users Data

DatamartDatamart

AccessAccessData

You can combine!You can combine!


DatamartDatamart

AccessAccess Data

Links to spreadsheets

Links to tables

Local tables

Data

DatamartDatamart

AccessAccessData

• spreadsheet maximum 65K rowsspreadsheet maximum 65K rows• hard to learn data structures!hard to learn data structures!• awkward outer joinsawkward outer joins

Why datamart?Why datamart?

Student datamart Student datamart functionalfunctional look look

• 22 tables22 tables

• Enrolled student dataEnrolled student data

• Assemble data for convenient useAssemble data for convenient use

• Focus on 20% to meet 80% needsFocus on 20% to meet 80% needs

• Row control by ACAD_GROUPRow control by ACAD_GROUP

TABLENAME ROWCOUNT LASTLOADDATE LASTLOADTIMEDP701A_BestContactData 445534 10/16/03 10:13 AMDP701B_DePaulDegrees 73159 10/16/03 09:29 AMDP701C_Enrolled 98940 10/16/03 09:37 AMDP701D_AbleReg 79141 10/16/03 09:19 AMDP701E_StudentPlans 104131 10/16/03 09:53 AMDP701F_GPA 195673 10/16/03 09:43 AMDP701G_Advisees 38593 10/16/03 09:09 AMDP701H_VisaData 22422 10/16/03 09:01 AMDP701I_CourseSched 93816 10/16/03 09:15 AMDP701J_CreditHoursSummary 36279 10/16/03 09:28 AMDP701K_FirstLatestTerm 195673 10/16/03 09:24 AMDP701L_AdmissionStatus 60767 10/16/03 09:09 AMDP701M_StudentHist 30681 10/01/03 11:01 AMDP701N_PotentialGrads 6570 08/04/03 2:00 PMDP701P_PersonalDemog 429880 10/16/03 09:26 AMDP701Q_BestEmail 165774 10/16/03 09:05 AMDP701R_Roster 90116 10/16/03 09:05 AMDP701S_AllStudents 205821 10/16/03 09:04 AMDP701T_StuGroups 98235 10/16/03 09:31 AMDP701X_GroupProgPlanRef 503 10/16/03 09:01 AMDP701Y_PSids_SSN 438503 10/16/03 09:26 AMDP701Z_TermRef 374 05/20/03 03:00 PM

PeopleSoft operator id and PeopleSoft operator id and passwordpassword

UsageUsage

Student datamart Student datamart technicaltechnical look look

• Separate Oracle databaseSeparate Oracle database

• Oracle define, create, securityOracle define, create, security

• Extract data with Access or SQRExtract data with Access or SQR

• Load with SQR or SQL*LoaderLoad with SQR or SQL*Loader

• Pilot first, engage users, perfect itPilot first, engage users, perfect it

Example: Best Contact Example: Best Contact Data TableData Table

ADDRESSESADDRESSES

NAMESNAMES

PERSONAL_PHONEPERSONAL_PHONE

EMAIL_ADDRESSESEMAIL_ADDRESSES

HR: employeesHR: employees

CBORD: dorm assignsCBORD: dorm assigns

Barat dorm assignsBarat dorm assigns

DP701ABest Contact Data

FromCBORDQuery

Adhoc_Get_Best_Address

.mdb

PS_NAMES

370,000 rows

PS_PERSONAL_

PHONE366,000 rows

PS_EMAIL_

ADDRESSES182,000 rows

PS_ADDRESSES359,000 rows

Adhoc_Get_Best_Name

.mdb

DP150_BestName

305,000 rows

DP170_Phones

274,000 rows

DP160_BestEmail

76,000 rows

DP100_BestAddress

294,000 rows

Adhoc_Get_Phones

.mdb

Adhoc_Get_Best_Email

.mdb

Adhoc_DP701A_

Get_BestContactData

EMPLOYEES.XLS

MAILPREP.EXEFACSTAFF

.mdb3,902 rows

DP701A_BestContact

Data305,000 rowsROOM_

ASSIGNS.XLS

Adhoc_Get_DormRooms

.mdb

DP180_DormRooms2,560 rows

From HumanResources

Query

Formation of theDP701A_BestContactData Table

DePaul SA Adhoc Datamartn:\IAS_ADHOC_GROUP\SA_Datamart_Feeder_Backups\DP701A_Formation_colors.vsd J.Janossy 11/28/01 Rev.3 2/21/02

Counts of rows in tables are as of11/26/01 and are approximate, toestablish a perspective only

OneOnedatamart table!datamart table!

GoalsGoals

• Clear documentationClear documentation

• Clear naming conventionClear naming convention

• Create simple data structuresCreate simple data structures

• Interpret coded values for useInterpret coded values for use

• Use common tools, common skillsUse common tools, common skills

For table building . . .For table building . . .

Common toolsCommon tools

Common skillsCommon skills

Common centsCommon cents

ODBC

MS-Access

SQR

SQL*Loader

Oracle roles




Existing skills

MS-Access

Excel

Basic PC training

Views by college

For users . . .For users . . .




For DePaul . . .For DePaul . . .

Low cost

Short lead time

Low overhead

Meets 80% need

In place now

For more info . . .For more info . . .

See the DePaulSee the DePaul datamart web site at datamart web site at

www.depaul.edu/~datamartwww.depaul.edu/~datamart

Data access blossoms with DePaul’s datamart!

The DePaul University Student Datamart contains data about currently enrolled students extracted from the PeopleSoft student administration system and staged for quick retrieval to meet adhoc information reporting needs. The datamart is provided for use as a regular resource to administrative personnel in the university community. This web site provides background information, instructions for gaining access to the mart, and documentation for the 23 datamart tables.

Questions?

Overview Access Examples Training Documentation

If the information at the selection buttons above still leaves you with questions oryou need additional help, please e-mail Jim Janossy, Russ Patterson, or Gino Kao. To Table of Contents

Overview: How the Datamart grows!

DePaul Information Services began analysis and construction of the student datamart in 2001 after implementation of the PeopleSoft student administration system. The datamart is housed as a special collection of data tables in an Oracle database. Users gain access to the datamart via ODBC connection and typically use Microsoft Access as their data extraction and reporting tool. The core of datamart users is 50 administrative personnel in all nine college of the university. Follow the flowers to see how the datamart grows!

Questions?

Intent Table list Table loading

If the information at the selection buttons above still leaves you with questions or you needadditional help, please e-mail Jim Janossy, Russ Patterson, or Gino Kao. To Home Page

User reactionScope Extraction

Access to the Datamart

Access to the student datamart is provided to administrative personnel whose job responsibilities require the ability to acquire and use student information in their daily work. All datamart users must be authorized PeopleSoft system users, and in addition must file a request for mart access. Datamart users in college offices receive access to data for students enrolled in their respective colleges, while executive department users can access student data across the university.

Questions?

View control Request form


Tom Paetsch, Data AdministratorEnrollment Management

Details Access policy

Information Extraction Examples

“Since gaining access to the student datamart, I have been able to do information extractions I previously had to depend on programmers to do. Using the mart has made it much faster and easier for me to get data I need!” says Cheryl Barkby of DePaul’s ID Card Services Division. “I typically need to identify the enrolled student population that meets requirements for the U-Pass program, and obtain their addresses and process interface files to the CTA. The datamart really helps me do my work!”

Questions?

Linking toPS-Query

spreadsheets

Frequently asked questions

Labels


Cheryl Barkby, AnalystID Card Services

Samples How to... Reports

Datamart Training

The student datamart was designed specifically to ease the burden of data access to a complex student administration system. A major effort in the design was directed toward extracting and staging the data that experience has shown most college offices need to conduct their day-to-day work effectively. In order to help college office administrative personnel use the datamart effectively, we’re providing a number of training resources in collaboration with ongoing Human Resources office software skills training.

Questions?

ODBC connection Schedule


Happy campers in classroom training!

Suggested preparation

Links to training sites

Datamart Documentation

The content of each datamart table is documented in a spreadsheet that shows the column name, format of the column, and the PeopleSoft table and column from which the data is drawn. You’ll also find access here to explanations of certain data columns as well as the SQL used to extract and form the datamart tables. Review, comments, and suggestions concerning this documentation and table formation logic is welcome.

Questions?

Table definitions

Table formation

SQL


Gino KaoProgrammer, Infrastructure Group

Data explanations



Questions?

Table definitions

Table formation

SQL



Data explanations

Data origin documentation

DocumentationDocumentation



Questions?

Table definitions

Table formation

SQL



Data explanations

SQR source code download

What do users say about the student datamart ?

“We’ve found that while we can look up students one at a time online using PeopleSoft, we can use the datamart to access data to get lists of enrolled students and related information, without having to ask for special programming in each case!”

Mike MedinID Card Services Office

Tanicha HartCollege of Liberal Arts and Science

“We’re using the student datamart to identify incoming freshmen and prepare mailings to them. We have

conducted in-house datamart training sessions and find that getting people up to speed on datamart access is

easy and quick to accomplish!”

DePaul UniversityCopyright 2003 DePaul University

Chicago, Illinois USA www.depaul.edu

Charles MooreSchool for New Learning

Marcelo LanzarottiInformation Services Division

“The datamart lets us get data for operational reporting and analysis that we just couldn’t get before! And it has given me new opportunities to learn modern data access techniques and presentation. My new skills have allowed me to grow in areas that are also essential for higher education achievement. Everyone can benefit from the Datamart's user friendly interface!”

“The datamart lets us retrieve student information to meet adhoc requests from many users quickly and

efficiently. We handle over 300 requests a year using the mart, and this is only a small part of what we do in

this area of information services.”



Jennifer HooverCollege of Liberal Arts and Sciences

“As a frequent user of the Student Datamart tables for nearly a year, I find it a highly reliable, integral and overall indispensable resource for generating a diverse collection of student reports. Moreover, the datamart immensely reduces turnaround time for my report requests. Reports that formerly required three or four separate queries in PeopleSoft Query can now be completed right in Access by way of the datamart tables, often from only one query! Within the College of LA&S departments now receive more detailed and accurate quarterly reports about their students. Usage of the student datamart played a large part in these reporting improvements.”



“The student datamart is a great tool for our information gathering needs. The aggregated data allows for the creation of much simpler queries than can be written in PeopleSoft Query. We can create easy-to-access queries and reports that are much simpler to understand, change and run for users of different skill levels. Whether it is targeted mailings or analyzing student history, we are continually finding new uses for the datamart that allow us to better serve our student population!”

Mark McMurraySchool of Computer Science, Telecommunication, and Information Systems

“The datamart is very useful to SNL in our day-to-day operation since it provides a fast and

convenient way to extract data we need for decision-making. We look forward to using the

datamart even more to meet many of our needs for information about our classes and students!”

Doug MurphySenior Assistant Dean

School for New Learning




• Student datamart– PS table extracts packaged for easy use 160 casual users– Aim: day-to-day meat and potatoes selection and contact data for




• Department in Enrollment Management (EM)– Integrates traditional enrollment services (admission and

financial aid, for example) with our university’s marketing and communication activities, as well as alumni and career networks

– EM’s Goal: Improve and enhance DePaul’s competitive market position and prominence in Chicago, the nation, and the international community

• EMR’s Goal: Provide timely information that is valuable to understanding and enhancing DePaul's market position and prominence – Reporting– Research

Enrollment & Marketing Research

• Reporting– Admissions

• Yield Reports

• Prospect Reports

• Mailing Lists

– Enrollment

• Weekly Enrollment Comparisons

• Daily Enrollment Reports

• Research– Prospect Analysis (prospects to enrolled)

– Market Analysis (program success)

• Enrollment Data Capture began in 1990• Admission Data Capture began in 2000• Some Research/Reports required data from both captures

– Trick was getting the two to tie-out

– And getting the data to the requestor quickly

EMR Information Needs

PeopleSoft

Daily Enrollment

Daily Admissions

ETL

Oracle PERL,T-SQL,

Stored Procs

AdmReportsSpecialized

Adm DBs

EnrReports

TEAMSElite

HousingDB

Current Future

SQL Server

SQL Server

EMRData

Warehouse

T-SQL &Stored Procs

SpecializedResearch

DBs

SpecializedReports

Research & Report

Oriented

ETL

SQL Server

SQL Server

SQL Server

Enrollment & Marketing ResearchEnrollment ManagementDePaul University

Data Stores


• Student datamart– PS table extracts packaged for easy use 160 casual users– Aim: day-to-day meat and potatoes selection and contact data for




• Census Files created from Oracle via ODBC and SQL-Server DTS

• Integrated Finance, Student, Instruction, and Faculty data serves as official stats

• Student data set is consistent with historical categories at aggregate level

• Student census files coordinated with EMR

• Reports developed in varying degrees of sophistication (reports to OLAP cubes)

Office of Institutional Planningand Research (OIPR)

• Cognos is used against SQL-Server • Reports have 3 levels:

– OLAP driven static web reports with no interactivity (put up reports quickly)

– OLAP driven web reports with drop downs. (customized web reports with interactivity)

– OLAP interactive browser: fully analyze data from basic browsing to data mining

Office of Institutional Planningand Research (OIPR)

WarehouseWarehouse

PowerCenterMeta DataRepository

PowerAnalyzer Meta DataRepository

Multiple schemas

HRHR

FinanceFinance

SASA

Non-PSNon-PS

PowerCenter Client Tools

PowerAnalyzerReporting

Web Server

PowerAnalyzerReporting

Web ServerPowerCenter

ETLPowerCenter

ETL

EPM

BI

ETL

Informatica Data WarehousePowerCenter/PowerAnalyzer + PS EPM

Portal delivery!

student admin data reporting from peoplesoft sa depaul university: three years, three (concurrent)...

Documents

tables enrolled student

student datamart access

contact data

data structures

active student populationnot

research informatica

daytoday meat

higher level etl