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Similar to Symplicity Symposium 2015 Reporting Presentation Rev FINAL
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Symplicity Symposium 2015 Reporting Presentation Rev FINAL
- 1. Reports, stats, & Beyond Drive results and attract attention of senior leadership Ron Gaschler, M.Ed.
- 2. OBJECTIVES • Know report basics such as appropriate use of usage reports, report wizard and Google Analytics • Be able to identify appropriate base class and how to build reports • Know how to set criteria while not skewing data returned • Know what student data is important and what other modules of Symplicity can help in reporting needs
- 3. Total System Usage (Based on User Log Ins) Data based on a fictitious university 0 10000 20000 30000 Q1 Total Q2 To Date Apr-12 Mar-12 11016 6762 3879 3796 20004 11074 5461 5590 Number of Log Ins Number of Unique Users NACElink Symplicity… SAMPLE USAGE CHARTs to show ROI Successes: (Tell your story here… EXAMPLES) •Improved use of Symplicity in April over March •Email campaign to students & alumni increased usage of Symplicity & visits to center •Continued Social Media presence raises awareness and produces more “likes” •Webinars meet student demand (EVENT REPORTS) •General sessions attract [insert your #’s here] •Niche topics attract [insert your #’s here] •Employer Outreach Continues (EMPLOYER REPORTS) •Record week of job postings [insert number] 15.6% 36.9% 13.7% 12.3% 21.6% % Users by Class Level Based on a sample university setting Graduate/Prof & Beyond 4th Year/Senior 3rd Year/Junior 2nd Year/Sophomore 1st Year/Freshman Opportunities: (How you’re taking advantage) •Forecast strong use of Symplicity for 2012 •Already seen evidence of increase live support usage during first few months of semester •Increase employer outreach and relationships by assisting employers in reaching target populations •Targeted email campaigns to students •Outreach campaign to NACE employers
- 4. Where to get the numbers… 1. Symplicity CSM Home Page 2. Report Wizard 3. Reporting Module 4. Google Analytics **Screen shots from Symplicity Demo Site and our site, your views may vary**
- 5. Tips for tweaking and troubleshooting Try, try and try again… • Use different base classes • Use related classes • Use various settings • Use ‘Counts’ and ‘Archives’ • Copy an existing report so you don’t lose data • Print screen shots of your report settings for future reference • Create instruction sheets or cheat sheets for future reference • Think about what data analysis you will need when deciding what data to place into your CSM upfront
- 6. Creating reports fundamentals Step 1: Base Class – What is the basis for your report? Student, Employer, Counseling, etc. Step 2: Title and Description Simple titles, brief instructions
- 7. Creating a unique log in report 1. Select a unique identifier (Student ID, Student Name, etc.) 2. Select the archive data and count boxes to the right of your base class (students in this example) so that it counts 3. Select date range for Last Log In and Number of Log Ins 4. Select other filters as needed as long as they don’t limit your results too much (i.e., Class Level, Degree Level, etc.)
- 8. Unique Log In Report Results (data results from Symplicity demo site)
- 9. Telling your story (data results from Symplicity demo site) 1. From this… 2. To this… 3. And finally this… 19.2% 39.3% 12.8% 10.9% 17.8% % Users by Class Level Based on a fictitious university Graduate/Prof & Beyond 4th Year/Senior 3rd Year/Junior 2nd Year/Sophomore 1st Year/Freshman
- 10. Resume Builder and review reports Sample data results for a fictitious university Dates Uploaded MTD Upload Total Cover Letters & Resumes In System Outreach Review 5/12-5/18 57 75 2905 57 62 5/5-5/11 41 64 2808 41 38 4/28-5/4 46 37 2667 46 35 April 2012 150 150 2630 150 123 Mar 2012 197 197 2180 205 179 Feb 2012 181 181 1783 187 142 Jan 2012 115 115 1402 157 164 Total Resumes in Symplicity ResumesUploaded DuringDateRange Counselor Resume Outreach and Review Activity
- 11. Turning data results into usable reports • Figure out which reports you need from Symplicity and save them to Excel • In Excel, manipulate and format data as needed to create meaningful reports and comparisons including percentages and charts • Create a Word Document report starting with highlights that help “tell the story” • Paste in charts and graphs from excel into Word Document to support the story
- 12. Q & A • Questions? • Answers? • Best Practices to share?
- 13. THANK YOU Ron Gaschler, M.Ed. Associate Director, Career Services rgaschler@email.Arizona.edu
Editor's Notes
- In the end, it is helpful to be able to create charts such as this and tell a story of your successes, opportunities and how you add value to the institution. This slide’s chart is an example of approximately 15% of the student population at a large university of 70k who used the system over the course of one quarter. The top graph shows unique user log ins by building a report in the Reporting module of Symplicity using a base class of students and counting “log ins” and “last log in” The second chart shows a percentage breakdown of usage by class level. You can create similar charts for your appointments with counselors if you use the Counseling Module which we highly recommend You will notice some statements on the right. These are summaries telling the story based on other reports we run such as a report on our events like info sessions, workshops (in this case we used Webinars as an example of workshops) and employer activity. Now lets take a look deeper into where we get the data from Symplicity in order to tell your story. (NEXT SLIDE)
- There are four places to retrieve data from Symplicity CSM. Symplicity CSM Home Page provides a good brief overview of what is going on in your system. It provides a nice summary of pending actions as well as CSM statistics such as how many employers are registered in your system or how many jobs are posted at any given time. It also breaks down registered students and whether jobs are posted directly to you or were received from a multi-school posting. In addition, you can quickly see event activity here such as how many employers have registered for a career fair or how many information sessions you have scheduled 2. Report Wizard can provide a quick high level over view of CSM data such as how many appointments each staff member had for a chosen date range. Report Wizard will provide a count of each counselors appointments Report Wizard in version 2.0 DOES report on fields that you customized. For example, if you created the category “Reason For Appointment” as many of us use this information, Report Wizard could give you more specific information based on how that field was created and how you filter it. You can always drop this data into a pivot table to extrapolate additional information and take counts of various things. The report wizard gives you the ability to create reports from high level to in depth, from easy to complex. At a basic level you should at least provide the basics of how many appointments each staff took, what type, etc. for the Counseling Report and similar basic high level info for each main area (Student Activity, Employer Activity, Recruiting Activity, Events, Employment/Placement, Counseling, Exp Learning, Information Session, Career Fair, Workshops). 3. Reporting module as we all know is where we can get the most data, dive deeper and customize reports to our individual needs. We will share some examples of that and spend some time on this section and how to capitalize on the data you can gain from this section today. 4. Google Analytics which can be connected to your CSM under tools can be used as a quick, convenient estimate of what is occurring in your system. Google Analytics are wonderful because they are convenient, but they do not tell the whole story. Provides good over all feedback of use of the system. Google Analytics does not read the IP address and not their unique ID in CSM when calculating unique visits, so if someone logged in from 3 different computers, then that would reflect an additional 3 in the unique visitors stat. In other words it doesn’t provide individual user information. So, who can tell the audience where a better place is to identify unique log ins in your CSM system? (ANSWER: Build a student report that counts unique log ins).
- As you may or may not recall, when you are developing and implementing your system a lot of information is thrown your way. Therefore, it probably isn’t that we weren’t told as much as it is that we can’t retain all of the information we received during our implementation calls. So don’t feel bad that some things are so basic yet you may be saying, “why didn’t anyone ever tell me that!” It is important to try your report multiple ways to make sure you are getting accurate counts and data. Remember simple is good. The more parameters you set, the more limited your data becomes. Remember some data create “and” scenarios while others create “or” scenarios between fields and the difference is not always explicit until you compare two sets of data. If it creates an “and” scenario, it is going to only show search results on ALL fields selected rather than ANY fields selected. Don’t forget to include counts on items you want a total on such as log ins, RSVP’s, and other actions where this check box is available if pertinent to your data Remember to select archives if you are wanting to report activities including archive data (i.e. withdrawn, graduated, etc, depends on your system set up) Copy to new reports so that you don’t lose what you created previously and don’t have to recreate the wheel. This enables you to not lose work you have done and easily start trying a new report Print screen shots of your report settings and file them in a safe place so you always have back up for recreating or also for trouble shooting Create instruction sheets for staff and yourself. At a prior institution, we had instruction sheets for developing our weekly reports from start to finish. Finish being the word document that tells the story of what all the data means so that it is meaningful for leadership.
- For those in the room who may be brand new to reporting, lets cover a few fundamentals about reporting. Keep in mind that since our systems are all customized and we can create custom real time reports, the systems allow us to create variety of reports. Because of that, there is no science to reporting in Symplicity, there may be multiple ways to accomplish the same thing. So lets start with some fundamentals and then share some best practices we have learned. Some of you may have practices to share as well. The base class selected will serve as the basis for your report. Core info you want in your results needs to be in this class. Other data may be selected in related classes. Your list of base classes available will be relevant to the modules you use in your CSM. Once the base class is selected your new report will open and you can manipulate report settings from the list of available reporting fields which are based on the base class Base classes are listed initially with subsequent related classes. Emphasis on “related” so if you don’t see the data field you were hoping for, you need a different base class! When titling and describing your report, make it make sense. We use the description box to list instructions such as DO NOT TOUCH THIS or CHANGE ONLY DATE RANGE and what data it returns. We run about 6 reports to manipulate data and get our end product of a weekly report. We end each report title with the subsequent number. (Example, Unique Users Report – Report 1, Counseling report – Report 2, etc)
- Lets continue on building a report with the student base class. Lets create a report for unique log ins and number of log ins. After selecting a base class and giving your report a title and description, we recommend providing student detail data in your report so that you can identify duplicates or errors. This would include the Student ID, Student Name. Student ID or what your system uses as a unique identifier is helpful in these types of reports. Remember to select include archives and count if you intend to include archives as well as count the number of the base class in this case students. Count may be selected on several other fields as well to provide totals. Select your desired date range you need results for in the Last Log In and the Number of Log Ins. This enables you to count the total number of logins with in a date range. We select class level as well. This works in our system because we do a data file transfer every night using API so all of our students have the same fields available. Now you could also limit results by selecting to receive results for only certain class levels, degrees, etc.
- Using the Symplicity Demo account, we created this basic report calculating unique students and how many times they each logged in. At the bottom if you were to scroll down it would give you a total number of unique students. If you select save as excel you would be able to total the number of log ins. You also will recall I mentioned summarizing other data such as class level. This would show up in the column to the right of Student: Number of Logins Save as Excel and you will be able to create sum totals of columns such as number of logins and any other info you summarized. The summary of class levels will appear on a summary tab. Any summarized fields will each show up on their own tab following the “student report” tab which will house all of the raw data. We use excel to turn this raw data into pretty charts that help tell our story. Also remember that if you want to track only students and alumni, you want to build a login report instead of looking at Google Analytics. Why is that? (ability to identify the unique values of student users)
- Using formulas in excel create a chart that provides ways to tell the story. In this basic example we are looking at what class level uses the Symplicity system. The excel screen shots are showing the process from raw data to manipulated data to a chart that helps tell the story. You may choose to also include the detail data to show the break down of numbers of each class level. Also, these screen shots show undergrad, grad and alumni, but you can have your system report class levels of undergraduates instead of these degree levels. There can be benefit in knowing how many freshmen versus how many seniors, etc use your system to plan marketing/outreach campaigns and plan programs and services relevant to them. This is shown in the example at the bottom in the pie chart.
- This chart shows resume upload and review activity. The upload activity is based on a report using base class “student” while the outreach and review activity is from a report using base class “career counseling” to track staff activity. Upload, MTD Upload and Total Cover Letters & Resumes in System values are obtained by running the same base class “student” report three separate times, selecting desired date ranges as appropriate. Although the Documents section of the “upload” report has the option to report “Review status,” this status cannot be used to obtain values for “outreach and review” since it will only report the current review status of documents that were uploaded during the designated time period. In order to track document “outreach and review” activity during a specific time period, we run a separate base class “career counseling” report. This ensures that we do not limit activity reporting based on document creation dates. Also, we are able to track the historical activity related to documents during a designated time period, as opposed to a static status snapshot. For the base class “career counseling” report, Outreach and Review would be recorded “reasons” for the appointment, a custom added field in this case. Thus, these numbers won’t correlate to uploads and other data because you may review resumes submitted via email, in an appointment, for a class, etc. and these come from counseling activity.
- Figure out which reports you need from Symplicity and save them to Excel using the “save in excel” button in the reporting tool of Symplicity when you view your report In Excel, manipulate and format data as needed to create meaningful reports and comparisons including percentages and charts Run totals and create formulas for total sums, percentage comparisons, etc Insert charts to help paint a picture of your data such as a pie chart showing percentage break down of class level using your services Create a Word Document report starting with highlights that help “tell the story” Paste in charts and graphs from excel into Word Document to support the story The various images in this PowerPoint provide you with some examples of how to improve reports to tell a story to your leadership. Too often I see data tables of numbers that mean nothing and do not tell a story. This is not sufficient to communicate the added value of your deparmt