BI - Cognos: New Freeze of Academic Study

75 %

Status

Project is 75 % complete, starting on Thu 3/10/22 and ending on Fri 7/1/22.

In Process [In Process]

75% complete, updated on Fri 5/20/22 9:38 AM by Jackie Twehues

Changed Percent Complete from 5% to 75%.
Craig created the academic_study_frz table and nightly freeze job in ODSD and we populated some test data. Please take a look and let us know if this meets your needs.

I did not add this to Cognos yet because Scott was going to test in Tableau first. Once that testing is complete I will add to Cognos.

I only updated the project to 75% complete because I believe we need to load historical data? If this isn't correct please let me know, otherwise I will need the historical data to load for testing.

Thanks!

Jackie

Details

Dates
Thu 3/10/22 - Fri 7/1/22
Acct/Dept
Information & Technology Solutions
Service
Project & Portfolio Management / Project Request
Type
IT-General / BI/DBA
Health
Green - On track
Created
Mon 1/3/22 7:58 AM
Modified
Fri 5/20/22 9:41 AM

New Project Request

How can we help you?
Please provide details regarding your request? Do you have a solution defined or do you need support identifying a solution?
We have a need to be able to report on all student curriculum records at specific points in time, not only the primary and first secondary records currently captured in CSM Student Registered Frz. The general request includes creating a new table in the ODS to store frozen records representing one curriculum per registered student per term, start freezing this data using the same schedule as CSM Student Registered Frz, and reconstructing normalized historical curriculum records in the new freeze table using the existing CSM Student Registered Frz records.
Provide the background of this request.
What events or discussions preceded this request? Have there been previous efforts related to this request? Are you working with a vendor already? What are the benefits of this initiative?
Enrollment of a single student in numerous curricula has become more commonplace particularly because of the expansion of certificate programs which encourage stacking towards masters degrees. The standard reporting views, particularly CSM Student Registered and CSM Student Registered Frz, include flattened data that supply fields for the primary and first secondary curricula of a single student by adding columns. In order to access additional curricula in those views, new sets of fields would need to be added for each additional curriculum level, but that is not a sustainable solution.

The proposed solution is to begin freezing the source curriculum data that feeds into CSM Student Registered. The delivered view Academic Study appears to be a good (if not the) starting point. It is worth noting that Academic Study itself is not usable for the purpose outlined by this project because it reflects the current state of curricula for past terms, which omits students who withdrew over the course of a term. Creating a frozen version of the curriculum records using the same schedule as CSM Student Registered will allow reporting on all curricula consistently at the same points in time.

Finally, in order to allow reporting on historical data from the proposed freeze table, those historical records can be recreated from the data already present in the CSM Student Registered Frz table.
What is the desired completion date?
Please note that projects will be completed based on resource availability and prioritization.
03/04/2022
What are the factors driving the desired completion date?
Are there campus activities, legal requirements, dependent efforts or goals that are driving a date?
Until a solution exists to report on more than two curricula, the institution will be unable to have a complete picture of enrollment. This is particularly true with regard to determining faculty productivity and budget considerations that require looking at students involved in a particular program regardless of the curriculum priority. The Registrar disclosed that they are dissuading students from having more than three curricula and asking students who do want to be enrolled in more than three curricula to track those requirements independently, and submit requests for the relevant credential to be awarded at the end of their academic career rather than tracking them upfront. This project would alleviate the Registrar's need to rely on this off-the-books approach.
Provide the executive leader(s) who will champion this initiative?
These individuals support the success of this effort, such as removing obstacles, sending strategic communication and promoting necessary policy changes.
Tricia Douthit
What team members have been identified to help drive this initiative?
Please note that involvement of department team members is critical to the success of this inititive.
Scott Harper
Rachel Bishop
Any additional information about this request that you would like to include?
Who does this project help? What happens if this project is not completed?
Per Jackie this is a BI group project.

Systems Affected

  1. ODS

Manager

Alternate Manager(s)

Sponsor

Stakeholders (4)

JT
Jackie Twehues
Business Intelligence Manager
Accountable
Mon 1/3/22 7:56 AM
RB
Rachel Bishop
Assoc Registrar Systm/Process
Responsible
Mon 1/3/22 7:57 AM
SH
Scott Harper
Data Scientist
Reponsible
Mon 1/3/22 7:56 AM
Tricia Douthit
Tricia Douthit
Chief Data Officer
Informed
Mon 1/3/22 7:56 AM