Description

Key Business Questions

This dashboard can be used to answer different enrollment-related business questions, such as:

• How many students are enrolled in a particular term? What is the tuition amount?

• What were the enrollment and tuition projections and what is the variance?

• What is the enrollment/tuition for online programs?

• What is the full-time enrollment at my school, and what is the tuition credited?

Basic Usage

The Student Enrollment and Tuition Basic Dashboard has four separate tabs, which can be accessed from the top of the view:

Enrollment and Tuition by Academic Plan

This dashboard reports enrollment, tuition, and credits. It does not have forecasts. It reports by school, career level, academic plan, tuition division, residency, and load. You can also expand this report to report by Academic Sub Plan and Academic Program, if needed.

There is a number of drop down filters on the top of the dashboard. You must select Academic Term, Snapshot Type, and Snapshot Date filters. Snapshot Type and Snapshot Date are coupled filters: you first select the Snapshot Type, and then select a corresponding Snapshot Date.

Filter settings can be saved using a custom view.

• Academic Term filter - limits data to students enrolled in the term selected. You can select only one term.

• Snapshot Type filter - options are Most Recent, Term Census, and Monthly - allows you to choose a date of when enrollment data was captured.

  • “Most Recent” filter captures data as of a prior business day, except for Mondays, which will have data as of Saturday, as the data warehouse load process does not run on Sundays.

  • “Term Census” captures data at a census date of the Academic Term selected.

  • “Monthly” has a selection of month-end dates for the Academic Term selected. It is important to select only one date, otherwise the report will show summed up data for all the dates shown in Snapshot Date filter.

• Snapshot Date - after you select a snapshot type, you must select a correct date in the Snapshot Date filter.

• Academic Group filter - you can select one, many, or all of them. You will only see data for schools you’re authorized to see. If you need a different access, please refer to How do I get access? below

• Include College in High School - has two options “Yes” and “No”. “Yes” will show all data applicable, including College in High School. “No” will exclude CHS.

• Include Coop Education - has two options “Yes” and “No”. “Yes” will show all data applicable, including Coop Education. “No” will exclude Coop Education.

Exampled of Academic Group/Snapshot Type/Snapshot Date filters:

Let’s say you selected Academic Term 2234 (Spring Term 2022-2023). Then for Term Census Snapshot Type, Snapshot Date will show you data as of 2/4/2023. Most Recent snapshot type will show data as of a previous business day, except for Sundays and holidays. For Monthly snapshot type you will see multiple Snapshot Dates. Monthly snapshots are taken at the end of a month, from time when initial enrollment for a term starts and end with a month before the term census date. The enrollment for 2234 started in October, thus the first snapshot will be 2022-10-31, the census date is 2/4/2023, thus the last monthly snapshot will be 2023-01-31.

If you’re pulling data for the current term, before census date, and select Term Census option, you will see no data, as this snapshot does not exist yet.

For you convenience, at the bottom of the screen you can see the date when dashboard refreshed.

If there is no data in the table, please check the correctness of combination of Academic Term, Snapshot Type, and Snapshot Date. Snapshot Date should be valid for the selected term and snapshot type. If this example there is no data because Monthly snapshots are taken at the end of a month, and the date shown is not (Tableau retains the date from Most Recent filter which in this case is 2023-09-23). You can tell that the date is not correct by enclosing parenthesis (2023-09-23).

Select an applicable date from the drop down.

You can reset the filters by clicking on a Revert button.

The “Students per Program/Plan” visualization can be expanded to show totals for Academic Plan and Subplan levels. Click on the ➕ sign that appears when hover over the “Academic Program” heading. Click on the ➖ sign next to “Academic Program” to collapse headings. Expanding these views will result in students being counted in each plan enrolled, meaning that the sum of individual bars may exceed the actual number of students within a given program.

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Enrollment and Tuition Compare to Forecast - by School

This dashboard provides actual enrollment and tuition numbers and what was budgeted.

The forecast are being done on the Academic Term, Academic Group, Academic Level, Career Level, Load (Full/Part Time), Residency, Tuition Division, Tuition Tier, Attribute Code. Budgets are not available for more detailed categories.

• Academic Group filter - you can select one, many, or all of them. You will only see data for schools you’re authorized to see. If you need a different access, please refer to How do I get access? below

• Include College in High School - has two options “Yes” and “No”. “Yes” will show all data applicable, including College in High School. “No” will exclude CHS.

• Include Coop Education - has two options “Yes” and “No”. “Yes” will show all data applicable, including Coop Education. “No” will exclude Coop Education.

• Academic Term filter - limits data to students enrolled in the term selected. You can select only one term.

• Snapshot Type filter - options are Most Recent, Term Census, and Monthly - allows you to choose a date of when enrollment data was captured.

  • “Most Recent” filter captures data as of a prior business day, except for Mondays, which will have data as of Saturday, as the data warehouse load process does not run on Sundays.

  • “Term Census” captures data at a census date of the Academic Term selected.

  • “Monthly” has a selection of month-end dates for the Academic Term selected. It is important to select only one date, otherwise the report will show summed up data for all the dates shown in Snapshot Date filter.

• Snapshot Date - after you select a snapshot type, you must select a correct date in the Snapshot Date filter. In addition to the date, you must keep the “Include to see Budgeted Data” checked. It will bring the forecast data into the report, whereas the date will bring the enrollment data in.

Below is the example of missing enrollment data, as the date for Most Recent filter was not selected:

Similarly, this is the example of missing budget data when “Include to see Budgeted Data” is not checked:

If you’re pulling data for the current term before census date and select the Term Census option, you will see no enrollment data, as this snapshot does not exist yet. The Snapshot Date filter will have not date to choose from.

For you convenience, at the bottom of the screen you can see the date when dashboard refreshed.

If you need to use Web Edit to add additional filters or columns, please use folder ‘x-Budgeted Info’ for your dimensions and measures, and measures located outside of the folders structure. It is important that you use this folder as the data combines enrollments and forecasts and was prepped to do it effectively. If you use the “Enrollment Data” folder instead, you may miss some of the budgets.

Folder ‘xx-Budget Raw Data’ is the raw budget data and should not be used. It is reserved for an Analytics team for a narrow set of uses.

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Enrollment Demographics

This dashboard shows geographic and demographic profile of students in your program/plan/subplan.

The Residency bar chart can be used as a filter for other bar charts and maps. It allows you to see numbers for residents only. Residents are students whose residence code is set to R. All students who are residents are considered to be PA residents, regardless of their home address.

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Enrollment Tuition and Counts

This dashboard shows student enrollment and tuition for your school. You have an option to include/exclude College in High School and Cooperative Education. The dashboard excludes Pitt-Outlier (UOUT) Academic Program and Semester at Sea. The student data is included in counts only for primary plans and for students whos split ratio b

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What is the source of this information?

The primary source of these data is the PeopleSoft Student system. This data is copied, transformed, and loaded into the data warehouse nightly, and subsequently loaded onto the Tableau Server as the Student Enrollment and Tuition Data Source. Data available today reflects yesterday’s PeopleSoft data. New data entered in PeopleSoft today will be in student mart, data source, and dashboard tomorrow.

How do I get access?

Anyone with access to Student Mart (ST) will have access to the Student Enrollment and Tuition Basic Dashboard. Users will only see their RC, unless otherwise approved on their Federated Authorization form.

To request access to the Student Mart, please fill out Student Mart Federated Authorization form. Please visit the Student Mart Security page for a summary of the Student Mart security principals, or the Federated Authorization Community page for step-by-step instructions and FAQs about how requests are routed.

Special permission is required to see restricted fields: performance indicators, student demographics, student identifiers, and instructor demographics. To request access to the restricted fields, make sure you check the box for restricted data access and select restricted data along with your description of the relevant justification or business need: