Empowering Front Line Staffto Improve the Student

College Experience Using ‘Real-time’ Data

Moving the Needle Conference 2014

Presenters

• Anamarie RootManager, Professional Development

• James OlliverCampus Provost, Seminole

• Jesse Coraggio AVP, Institutional Effectiveness, Research and Grants

• Kellie ZiemakCareer Advisor, Downtown & Midtown

• Zoran StanisicSenior Director, Enterprise Systems, Information Systems - AIS

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Vision, Values, and Culture

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Overview

Since 2010, SPC has focused its strategic efforts on student success, shifting personnel, financial resources, and energy in an intentional, data-driven way to:

• Help students finish what they start.

• Engage and train staff at all levels to support students in class and out.

• Produce graduates whose lives are changed by earning a degree or certificate.

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5

Culture of InquiryWe encourage a data-driven environment that allows for open, honest dialogue about who we are, what we do, and how we continue to improve student success.

TransparencyWe embrace openness in communication by providing access to college processes and procedures, expenditures, institutional effectiveness, and student success rates.

Changing the Culturehttp://www.spcollege.edu/mission/

6Changing the Culture

• Shared Governance

• Collaborative Strategies

• Transparency

• Business Intelligence Tools

• Data-Driven Decision Making

• Key Metrics

7Where we were…

Two-to-three weeks to complete

a data request

Discussions became stale

Arguments over the data definitions

New questions once data is received

take another two-to-three weeks

to get answered

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• SPC exemplified the ‘data-rich, information- poor’ institution.

• Staff needed timely information for decisions to maximize student success.

• Need was for ‘management’ data (as opposed to state reported data) that was easily understood and actionable by college staff and faculty.

• SPC also needed to leverage data from across the College by linking multiple data systems and elements in one reporting interface.

Where we were…

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• Step 1: Acknowledge that data in its purest sense is not very useful.

• Step 2: Design a tool that defines, aggregates, and organizes the data into useful and relevant information for the stakeholders.

• Step 3: Provide end-user training to assist them in correctly interpreting and using information properly.

• Step 4: Consistently remind all end-users that data and information can be powerful, but it is only the beginning of the conversation.

Changing the Culture

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• Allows quick access to information required to make decisions.

• Provides standardized information with the ability to look at data measures through multiple views.

• Enables users to ‘drill-down’ to student-level detail and ‘roll-up’ to program, campus , and college-level perspectives.

Pulse Business Intelligence

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Descriptive Information

Student Success

Budget and Expenditures

Student Behaviors

Faculty Engagement

Retention

Development Areas

Evolution of Pulse BI

Fall 2011 Spring 2011 Spring 2013 Fall 2013 Spring 2014Summer 2013

• Over twenty different dashboards for student information (detail version)

• Over 700 users including Provosts, Deans, Faculty, Advisors, Program Chairs, Senior Administrators, and Administrative Staff.

• 28+ Training Sessions last year. Eight so far this year.

Creating Systemic Organizational Change: The College Experience

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College Experience

New Student

Orientation

My Learning

Plan

Early Alert System

Career Advising

Learning Support

College Experience13

144DX

• Discipline 1: WIG

• Discipline 2: Lead Measures

• Discipline 3: Keep a Compelling Score card

• Discipline 4: Create a Cadence of Accountability

“Vision without execution is hallucination.” –Thomas Edison

15New Student Orientation

GOAL: Give students the information and tools they need to start off strong intheir first term at SPC.

16Out-of-class support

GOAL: Enhance out-of-class academic support to increase student success*rates.*Success= Grades A, B or C.

17Integrated Career and Academic Advising

GOAL: Help students identify career choices as early as possible and followthe proper academic plan to reach their goals.

18Early Alert / Student Coaching

GOAL: Keep students enrolled in courses, on track with assignments and fullyengaged when they need assistance to succeed.

19My Learning Plan

GOAL: To get 12,500 students to enter one or more terms into individuallearning plans; To reach 95% of students in the College Experience course (SLS-1101).

20College Experience Results

*Success= Grades A, B, or C.Source: Pulse BI System, data extracted June 16, 2014

21College Experience Results

*Success= Grades A, B, or C.Source: Pulse BI System, data extracted June 16, 2014

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Fall

2011

Fall

2012

Fall

2013

Three

Term

Change

Spring

2012

Spring

2013

Spring

2014

Three

Term

Change

All FTIC 4.4% 3.7% 2.5% -1.9% 8.0% 4.4% 6.1% -1.9%

Male 5.3% 5.2% 3.0% -2.3% 10.0% 5.8% 7.9% -2.1%

African

American

7.4% 4.7% 3.8% -3.6% 11.7% 6.3% 7.2% -4.5%

African

American

Male

7.9% 6.0% 4.9% -3.0% 16.2% 8.2% 6.3% -9.9%

Hispanic 4.1% 2.9% 2.1% -2.0% 7.9% 2.3% 3.8% -4.1%

Hispanic

Male

5.4% 3.0% 1.7% -3.7% 7.9% 2.3% 3.8% -4.1%

FTIC Term Withdrawal Rates

2012 to 2014 First Time in College (FTIC) Term Withdrawal Rates

Source: Pulse BI System, data extracted October 19, 2014

23FTIC Term Retention Rates

First Time in College (FTIC) Yearly Retention RatesFall 2012

to Fall

2013

Fall 2013

to Fall

2014

Change Spring

2011 to

Spring

2012

Spring

2012 to

Spring

2013

Change

All FTIC 60.2% 63.2% 3.0% 50.8% 50.1% -0.7%

Male 56.2% 58.4% 2.2% 45.9% 44.5% -1.4%

African American 49.9% 54.2% 4.3% 45.5% 45.6% 0.1%

African American

Male

41.5% 49.8% 8.3% 38.0% 41.8% 3.8%

Hispanic 61.4% 64.8% 3.4% 47.3% 55.4% 8.1%

Hispanic Male 59.8% 60.1% 0.3% 39.2% 53.6% 14.4%

Source: Pulse BI System, data extracted October 19, 2014

24www.spcollege.edu/collegeexperience/

Using ‘Real-Time’ Data to Improve Student Success

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26Weekly Webinar

• New Student Orientation

• Integrated Advising and Career Services

• My Learning Plan and Automated Graduation Status

• Early Alert and Student Coaching System

• Out of Classroom Support

• Student Intervention Strategies

• Training

Conducted online for staff Every Wednesday morning from 8:30 AM – 9:00 AM

27Weekly Webinar

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Faculty Participation

Student Participation

Heather Disler Associate Director of Learning Resources, Learning Resources, Downtown Campus

Faculty Training

Eric CarverLead Faculty Associate, CETLCenter for Excellence in Teaching and Learning, Collegewide

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At-Risk Students (with Introduction)

Kellie ZiemakCareer AdvisorAssociate Provost Office, Downtown Campus

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Career Services Cohort Tracking

Student Interventions

Jennifer PalmerStudent Support Advisor Career Development Center, St. Petersburg/Gibbs Campus

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Students with Learning Plans

David Wilburn Student Support Advisor Student Services, Tarpon Springs Campus

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Students Receiving Early Alerts

Keron Jean-BaptisteStudent Support Advisor Academic and Student Affairs, St. Petersburg/Gibbs Campus

Implementing the Plan with Strategic

Communication and Professional Development

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34Improved Student Communications

35CollegeExperience.com

36Training

• Targets Faculty & Staff

• Online & Face-to-face

• Directly supports the CE components

• Utilizes internal Subject Matter Experts (SMEs)

• Progress is reported during weekly check-in call

• Completions tracked by campus

• Most recent training included Next Level Integrated Advising and Student Coaching System 2.2

Training occurs every semester to support the College

Experience

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0

10

20

30

40

50

60

70

80

90

100

Mod 1 Mod 2 Mod 3 Mod 4

% o

f c

om

ple

tio

ns

Current completions

Previous completions

270/30589%

268/30588%

265/30587%

263/30586%

266/30388%

262/30386%

257/30385%

259/30385%

Data Source: Angel Training Gradebook Report

Developmental Education ReformFaculty Training – as of 10/13/14

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Student Services Fall Training – as of 9/15/14

Mechanics of

Pulse BI

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Timeline & Effort

Timeline• 2009: Investigation• 2010: Proof of concept• 2011: IR involvement, Development• 2012 (January): Live with Student System• 2013 (March): Live with Financials• 2014: Financial Aid information

Effort• Less than 1 full time developer• Reports, dashboards driven/built by power users• Closer operation of IT and IR (weekly meetings)

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System Architecture41

SQL Server: Data Warehouse

Analysis Services: Data Marts

Student Data

FinancialsData

Human Resources

Data

Financial AidData

Staging

Student Data

PeopleSoft Student

Administration

PeopleSoft Financials

PeopleSoft Human

Resources

Who’s Next

Student Coaching System

Source Systems SharePoint

Financials Data

Human Resources Data

Users

Reports

Filters

Dashboards

Sites

Technology

SQL Server (2008)• SQL Server Database. Hosts Staging Area and Data

Warehouse.• SQL Server Integration Services (SSIS). Used for ETL

(extract, transform, load) jobs to populate Data Warehouse.• SQL Server Analysis Services (SSAS). Hosts Data Marts.• Visual Studio. Used for development of SSIS packages.

SharePoint (2010)• Performance Point. Presentation of dashboards and reports.• Dashboard Designer. Used for development of reports, filters,

and dashboards.

SPC has college-wide licenses for SharePoint and SQL Server technologies. No additional software purchased.

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One College Support - SharePoint Link

New Initiative

Background• Several colleges have asked us if they could use

Pulse BI• Current implementation is PeopleSoft specific (with

SPC customizations)

New Approach• Removing Source System specific portion from

Pulse BI implementation• Publishing Data Dictionary and file formats for

providing data (CSV files)• Data Warehouse, Data Marts, Dashboards could be

used by other colleges• Consortium idea on sharing the knowledge and cost

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Data Dictionary44

Sample Dashboard

45Questions