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Open Source Dynamic Fact Book: Construction Kit
Dr. S. Wickes Westcott III
& Nancy T. James
Clemson University
Fact Book Demonstration
Current Fact Book Specialized view with restricted access
for the Provost’s Office Programmers may adjust behavior or
add functions to meet local needs Cooperating Institutions may share
innovations and refinements
Tour of Fact Book and Provost Fact Book
Functional Parts of System
Client view of data or graph
Fact Book Viewer (factbook.cgi)Perl program controlled by configuration data
Summary data (mySQL database)Derived from transactional data archives
Show factbook.cgi
Configurations Control Views
Web view
factbook.cgi
Configuration information mySQL database
My Fact Book Maker
Show FB Maker, and empty form
Process SQL from MS Access
Develop query in MS Access Copy SQL and paste in FB Maker form Click link to process MS Access query Revised query will appear in form and
should be compatible with mySQL Some additional changes may be
required if query is complex
Show query in MS Access
SQL View of Access Query
SELECT Enrollment.Race, Sum(IIf([Level_Code]=1,[Enrolled],0)) AS Freshman, Sum(IIf([Level_Code]=2,[Enrolled],0)) AS Sophomore, Sum(IIf([Level_Code]=3,[Enrolled],0)) AS Junior, Sum(IIf([Level_Code]=4,[Enrolled],0)) AS Senior, Sum(IIf([Level_Code]=5,[Enrolled],0)) AS ['Unclassified Undergraduate'], Sum(IIf([Level_Code]=7,[Enrolled],0)) AS Masters, Sum(IIf([Level_Code]=8,[Enrolled],0)) AS Doctoral, Sum(IIf([Level_Code]=9,[Enrolled],0)) AS ['Unclassified Graduate'], Sum(Enrollment.Enrolled) AS Total
FROM ((Enrollment INNER JOIN Majors ON Enrollment.Major_Code = Majors.Major_Code) INNER JOIN Departments ON Majors.Dept_Code = Departments.Dept_Code) INNER JOIN Colleges ON Departments.College_Abbrv = Colleges.College_Abbrv
GROUP BY Enrollment.Race;
Paste query in FB Maker and process
Construction of Views
My Fact Book Maker provides web form to construct each view
Configurations included in kit provide examples and if you choose to use the included database table organization, they may be used without changes.
Each configuration controls many aspects of the view to allow maximum flexibility for display of the information.
Show parts of a saved configuration in FB Maker
Configuration Components
Web site formatting and styles Default navigation header Title and footnotes Table header and footer SQL query for data Formatting of table body Drill-down controls Graphs of longitudinal data
Next slide
Loaded Data Populates Views
Show Access database with linked tables
Web view
factbook.cgi
Configuration information mySQL database
Load summary data
Key YearMajorCode Gender
RaceCode
Citizenship State Level
Regisstatus
EnrollStatus Resid
DegreeLevel Enrolled
1 2000 000 F 1 AM XX 5 7 Full 2 14 2
2 2000 000 F 1 AS XX 5 7 Full 2 14 3
3 2000 000 F 1 CH XX 5 7 Part 2 14 1
4 2000 000 F 1 EC XX 5 7 Full 2 14 2
5 2000 000 F 1 GM XX 5 7 Full 2 14 2
6 2000 000 F 1 KZ XX 5 7 Full 2 14 2
7 2000 000 F 1 PO XX 5 7 Full 2 14 2
8 2000 000 F 1 RO XX 5 7 Part 2 14 1
9 2000 000 F 1 SP XX 5 7 Full 2 14 4
10 2000 000 F 1 SP XX 5 7 Part 2 14 1
11 2000 000 F 1 UK XX 5 7 Full 2 14 3
12 2000 000 F 1 UP XX 5 7 Full 2 14 2
Sample of Database Table
Database Tables
Include every category that will be used for a view
Counts or values are summed to all combinations of the categories
This summarization reduces the number of records per term and should improve response time for view construction
Possible views are limited only by the ability to construct a suitable query
Show mySQL tables included
Data Sources
Fall term freeze for students Fall term freezes for faculty and staff Fall term graduate assistants By term freeze for student credit hours Degrees awarded by graduation term Graduation and retention cohort success Fiscal year expenditures and revenues
Show Access load process
Load to Database
MS Access with direct links to the mySQL database can be used to gather the data, summarize it and upload to the database.
Integrate with normal archive and reporting systems
Unlikely to require significant staff time to complete the periodic load.
Next slide
Automatic Update of Views
As new data is added to the database, the views display the most recent information as the default
A select lists allow access to historical data and drill down to organization
Annual updates can be completed in the time it takes to summarize the archived data
Show use of url in static pages
Navigation System
Show Navigation Maker and database table
Web view
factbook.cgi
Configuration mySQL database
navigation.cgi
My Navigation Maker Navigation database
My Navigation Maker
1 Annual Views [+] 1a Students [+]
1a1 Enrollment [+] 1a1a Race and Gender [+]
1a1a1 University (FB_GenderRace.conf) 1a1a2 by College (FB_CollegeGenderRace.conf) 1a1a3 by Major (FB_MajorGenderRace.conf) 1a1a4 by Level (FB_LevelGenderRace.conf)
1a1b Enrollment Status[+] 1a1b1 by Major (FB_FTPTbyMajor.conf) 1a1b2 by Level (FB_FTPTbyLevel.conf) 1a1b3 by Gender (FB_FTPTbyGender.conf)
Navigation Outline
Annual Views [-] Students [-]
Enrollment [-] Total [-]
Race and Gender [+] Enrollment Status [+] Class Level [+]
Freshmen [+] Transfer [+]
Student Credit Hours [+] Degrees Awarded [+]
Employees [+] Finances [+]
Trends [+]
My Navigation Maker
Provides a graphic interface for construction of data record that produces the navigation outline
Views called from the outline automatically prepare link back to that section of the outline
Outline configuration data is available for search engine that could offer another approach for navigation
Show Navigation Outline, link to view and back
Review major features
Next slide
Web view
factbook.cgi
Configuration information
mySQL database
navigation.cgi
Support Many Views Efficiently
Configuration for each view is constructed once and does not require annual update
The url for any view can be used in a link from any web site and the views are still up to date
Client web pages can incorporate view links to provide convenient access to targeted information
Next slide
Most Important Advantages
Automatic update of all views when data added to database
Low maintenance for constructed views allows support of many views
Drill-down allows support of all programs Views can be included in links from
many pages
Advantages
Increased views exponentially Reduced time of factbook preparation
from 2 months to 1 day! Easily set up specialized views for
colleges, departments and administration; automated responses for surveys and program reviews
Uses Open Source software, so there is little direct cost involved
Obstacles
Initial time investment(Final design, create database tables, create queries in Access, transfer sql to Fact Book Maker, create configurations)
Basic knowledge of Microsoft Access, HTML and SQL
Willingness to experiment! Technical support to provide web server
space and access to a mySQL database
Resources
Factbook Construction Kit can be found at:http://www.clemson.edu/oirweb1/myFactBook/factbook.htm
phpMyAdmin (https://sourceforge.net/projects/phpmyadmin/) mySQL (http://www.mysql.com/) Perl (http://www.perl.org/)
Wickes Westcott - [email protected] or 864-656-0585Nancy James - [email protected] or 864-656-0584
My Fact Book - Overview
Ask for questions
Web view
factbook.cgi
Configuration information mySQL database
My Fact Book Maker Load summary data