Student Data Warehouse - User Guide

Student Data Warehouse - User Guide

Student Data Warehouse - User Guide

Student Data Warehouse User Guide Page 1 Print date: 16 Sep 15 StudentDataWarehouse User Guide Contents Chapter 1: Introduction 5 What is SDW . . 5 Student Privacy . . 5 SDW Data . . 6 — — How is data stored in SDW . . 6 SDW Queries . . 8 Some Commonly Used Fields . . 9 Cautions When Using SDW . . 9 Contacts . . 9 Chapter 2: Using SDW 10 Logging into Student Data Warehouse . 10 Using the Main Console . 10 Browsing Files . 11 File and Folder Actions . 12 Opened Screen . 13 Creating a New Query . 14 — — Filters . 15 — — Advanced (Nested) Filters . 16 — — Using Translation Tables as Filters .

16 — — Columns (Details . 17 — — Groups . 18 — — Formatting Reports . 18 — — Changing the Report Title and Headers . 19 — — Using Parameters and Prompts . 19 Joining Tables . 21 — — Common Automatically Joined Fields . . 22 — — What to do when tables are not automatically joined . . 24 Running Reports/Exporting data . . 25 Saving Queries . . 26

Student Data Warehouse - User Guide

Student Data Warehouse User Guide v.3.0 Page 2 Print date: 16 Sep 15 Contents (continued) Sharing Files . . 26 Run a Canned Report . . 27 Common Canned Reports . . 29 Schedule a Query . . 30 Chapter 3: SDW Tables Guide 31 Student Data Warehouse Tables Quick Reference . 31 SDW Tables Guide . . 33 — — ADDRESS_TYPE Table . . 33 — — ADVISOR Table . . 34 — — ADVISOR_DEPARTMENT Table . . 34 — — ATHLETICS Table . . 34 — — BUILDING Table . . 35 — — CLASS Table . . 35 — — COLLEGE Table . . 35 — — COUNTRY Table . . 35 — — COURSE Table . . 36 — — COURSE_DESCRIPTION Table . . 36 — — COURSE_DROP Table .

. 37 — — COURSE_PREREQ Table . . 38 — — COURSE_PREREQ_SYNONYMS Table . . 38 — — COURSE_PREREQ_TEXT Table . . 39 — — COURSE_RESERVATION Table . . 39 — — COURSE_SEMESTER Table . . 40 — — COURSE_WAITLIST Table . . 40 — — DEGREE Table . 41 — — DEGREE_AWARDED Table . 41 — — DEPARTMENT Table . . 42 — — ENROLLMENT_STATUS Table . . 42 — — ENTITY Table . . 43 — — FRATERNITY Table . . 43 — — GRADE_CHANGES Table . . 43 — — HIGH_SCHOOL Table . . 44 — — INSTRUCTOR Table . . 45 — — MAJOR_MINOR Table . . 45 — — MEETING Table . . 46 — — PARENT_GUARDIAN Table . . 46 — — PHONE_TYPE Table . . 47 — — PROGRAM Table .

. 47 — — QPA Table . . 48 — — RACE Table . . 49 — — SCHEDULE Table . . 49 — — SECTION Table . . 50

Student Data Warehouse - User Guide

Student Data Warehouse User Guide Page 3 Print date: 16 Sep 15 — — SECTION_INSTRUCTOR Table . 51 — — SEMESTER Table . . 52 — — SISROOMS Table . . 52 — — STATE Table . . 53 — — STUDENT Table . . 53 — — STUDENT_ADDRESS Table . . 55 — — STUDENT_ATHLETICS Table . . 55 — — STUDENT_MAJOR_MINOR Table . . 55 — — STUDENT_PHONE Table . . 56 — — STUDENT_RACE Table . . 56 — — STUDENT_SEMESTER table . . 57 — — TEACHING_LOCATION Table . . 57 — — TRANSFER_CREDIT Table . . 58 — — VETERAN_STATUS Table . . 58 — — VISA_TYPE Table . . 59 Chapter 4: Code Translations 61 — — College Codes (COLLEGE_ID . 61 — — Department Codes (DEPARTMENT_ID .

61 — — Major Codes (MAJOR_MINOR_ID . . 64 — — CFA College of Fine Arts . . 64 — — CIT Carnegie Institute of Technology . . 67 — — CMUCarnegie Mellon University . . 69 — — DC Dietrich College of Humanities and Social Sciences . . 80 — — HC H. John Heinz III College . . 83 — — MCS Mellon College of Science . . 84 — — SCS School of Computer Science . . 86 — — TSB David A. Tepper School of Business . . 87 — — Enrollment Status Codes (ENROLLMENT_STATUS_ID . . 89 — — Entity Codes (ENTITY_ID . . 89 Contents (continued)

Student Data Warehouse - User Guide

Student Data Warehouse User Guide v.3.0 Page 4 Print date: 16 Sep 15

Student Data Warehouse - User Guide

Student Data Warehouse User Guide Page 5 Print date: 16 Sep 15 Chapter 1: Introduction What is SDW? The Student Data Warehouse is a database of information copied from the Student Information System (SIS). This data is refreshed each morning via a data feed from SIS, around 7:00 am. Thus, data in SDW is accurate as of that morning. Because SDW is not live data, when SIS/S3 is down or unavailable, SDW may still be accessed. SDW vs. Pentaho The Student Data Warehouse (SDW) allows departments to query student data without having to request it from the University Registrar’s Office.

Pentaho is a flexible web-based business intelligence application through which users access and interact with the Student Data Warehouse.

IMPORTANT: In order to avoid problems with the data feed from SIS, please do not attempt to log into SDW from 7-8:00 am (eastern time). System & Browser Requirements Pentaho is a web-based application, so it will run on both Windows computers and Macs. Firefox is the recommended browser. While Pentaho may run on other web browsers, some aspects of functionality may not be the same. Do not try to run Pentaho in Internet Explorer or Safari. Student Privacy Please remember that all student data is covered under our University’s privacy policy and FERPA. Student data may not be queried and disclosed/released to any third party.

Your SIS Confidentiality Statement still applies to the appropriate use of student data.

You may not disclose any student data to a third party outside of Carnegie Mellon. Disclosure means “to permit access to or the release, transfer, or other communication of personally identifiable information contained in education records by any means, including oral, written, or electronic means, to any party except the party that created the record.” • All requests for student directory information must be directed to the University Registrar’s Office (uro- verifications@andrew.cmu.edu), whether it is an internal or external request.

• All requests for the use of student e-mail addresses for surveys and research must similarly be directed to the University Registrar (jp7p@andrew.cmu.edu).

Note on Race/Ethnicity and Aggregate Data Because students can declare more than one race/ethnicity, you should refer to the University Factbook (http://www.cmu.edu/ira/factbook/) for such data, as well as for aggregate data requests (enrollment numbers, demographic data, etc.) if for public release.

Student Data Warehouse - User Guide

Student Data Warehouse User Guide v.3.0 Page 6 Print date: 16 Sep 15 SDW Data This section will discuss the internal structure of SDW. How is data stored in SDW? Tables SDW, like SIS/S3, is a relational database, with data is stored as data fields in interconnected tables. A table is a collection of related fields. In the example above, the table might contain student biographical data, and the fields might be something like first_name, last_name, andrew_id, birthdate, etc. We can call this table the student table and list its fields as student.first_name, student.last_name, student.andrew_id, etc.

Note: In this documentation, all table and field names will be listed in capital letters, to distinguish them from regular text. Rows In a table, each person/entity has a set of values for each field in the table. This set of values is called a row. In our example of the student table, each student would have a row in the table.

Student Data Warehouse - User Guide

Student Data Warehouse User Guide Page 7 Print date: 16 Sep 15 Indexes To identify a particular row, each table has a field or fields known as indexes. An index field identifies a row with a particular person or entity, depending on the nature of the table.

For example, if it were a course-related table, the course number (course_id field in SDW) would be an index. All students in SDW are associated with a field called student_key, a number unrelated to Student ID or SSN which simply serves to identify a row for a particular student (see p. 24). Note: A table may have more than one index. For example, if a table is related to both students and courses, it will be indexed on the student and the course (and possibly also the section number/letter). In such cases, it is not uncommon to find that a particular student/course has multiple rows.

Types of Tables All tables in SDW can be classified as one of three types: • Semester-Dependent: These tables hold data relative to a particular semester (such as the table called student_semester, in which each student has a row for each semester pertaining to their enrollment data for that semester). • Semester-Independent: These tables hold data that is not related to any particular semester. For instance, the table called student holds biographical data about students, completely unrelated to any particular semester.

• Translation: These are a specialized type of Semester-Independent table which serves the purpose of translating a code, such as a college code (CIT, MCS, SCS, etc.) or enrollment status (E1, R3, W2, etc.) by giving its full name and possibly a few other relevant data points.

Tip: Wherever you see a field that ends in “_id,” there is usually a translation table which is the same name minus the “_id.” Examples include the college table (which translates the field college_id) or the enrollment_status table (which translates the field enrollment_status_id).

A quick-reference to each table in SDW, its type, and its general purpose can be found on pp. 31-59.

Student Data Warehouse - User Guide

Student Data Warehouse User Guide v.3.0 Page 8 Print date: 16 Sep 15 SDW Queries What is a Query? A query is a defined search for data. SDW users create and run queries in order to generate reports based on the type of data for which the query asks. Query Terminology • Constraints — the limiting conditions which define which data a query returns. • Columns (formerly called Details) — the data fields included in the output of a query. A field may be used both as a filter and a column.

• Filters — data fields which act as constraints on a query but which do not display in the query results Questions to ask yourself when creating queries 1. What do I want to get? • I want to see _ such that _ . (students, courses, instructors, etc.) (semester = x, final grade = y, etc.) • I want to see _ about these results. (name, Andrew ID, course number, etc.) 2. What type of data am I looking for in this query? Is it: • Student-related • Course-related • Commencement-related • Etc.

3. What data do I need to see vs. what will only be used to constrain my results? 4. Where will I find this data? • Which tables contain the information I need? • Am I looking in the right table for my purpose? • Are there concerns about joining tables? (see p.

24) • Is the data actually in SDW?

Student Data Warehouse - User Guide

Student Data Warehouse User Guide Page 9 Print date: 16 Sep 15 Some Commonly Used Fields Here are a few tables you may find yourself using often: • STUDENT — stores semester-independent data about students, such as biographical and admission data, as well as andrew_id, card_id, personal_name, etc. • STUDENT_SEMESTER — stores student semester records—semester-dependent data, such as college, department, major, class status, enrollment status, etc. for each semester a student has a record created. • SCHEDULE — stores student schedule data per semester. This table has four index fields: student_id, semester_id, course_id, and section_id.

It also contains mid_semester_grade and final_grade. • STUDENT_MAJOR_MINOR — stores semester-independent information about students’ majors and minors. This is where a student’s majors and minors actually reside (see p. 23), along with the table degree_ awarded.

• SECTION — stores data about each section of a course per semester, such as title, units, teaching_ location_id, maximum_enrollment, actual_enrollment, etc. • QPA—stores student’s QPA data per semester. Note that until QPA has run for a semester, a student will not have the corresponding row in this table. Cautions When Using SDW • Just because two tables share an identically named field does not mean that they will be automatically joined. • For example, the student_semester and student_major_minor tables both contain a semester_ id field. However, they refer to two separate things—in the first, the semester pertaining to the semester record, and in the second, the semester of certification.

• A query may also sometimes require that two identically named fields be included. For instance, querying on both the schedule and student_semester tables may require that both semester_id fields be included in constraints. See p. xx for more data on this situation. • Some students may have more than one row in a table, which may skew counts. (example: student_ athletics) • Remember that the table in which you find a field matters. • Be sure you know what data is stored in a table before including it in a query. Consult the tables guide included in this document (pp. 31–60) if unsure.

Contacts • Commencement/Degree Data Jon Samuels x8-1922 (Degrees, Majors, Minors, etc.) • Student Information Kathy Sloan x8-1949 or MaryAnn Moyer x8-1941 (Addresses, E-mails, Class Level, Grades, Registration, Advisors) • Academic Programs Jarrin Nevel x8-8250 (SIS Program Codes) • Class Schedules & Rooms Nancy Camino x8-4086 (Course information, Classrooms, Faculty Instructors) • Student Race/Ethnicity John Papinchak x87-404 • Pentaho Questions Karen Giannangeli x8-8069 • General uro-sdw@andrew.cmu.edu

Student Data Warehouse - User Guide

Student Data Warehouse User Guide v.3.0 Page 10 Print date: 16 Sep 15 Chapter 2: Using SDW Logging into Student Data Warehouse In order to access the SDW User Console, the user must have an AndrewID and must also be set up in Active Directory with the appropriate roles enabled. To launch the User Console: 1. Launch Firefox (note: other browsers may not work; please use Firefox). 2. Go to https://reporting.andrew.cmu.edu/pentaho/. You will want to add this URL to your browser’s bookmarks. 3. You will be presented with a Web Login screen. Enter your Andrew userID and password.

4. You will see the Pentaho welcome screen.

Enter your Andrew userID and ERP password (i.e. your S3 password) and click Login. 5. The Pentaho Home Screen will load. From here, you can run and share saved queries and create new queries. Step 5: Home screen Steps 1–3 Step 4 The Menubar and Drop-Down Menu Tip: If you find yourself having to scroll excessively to view all parts of a page or all items in a list, increase your display resolution. A good resolution for using the Pentaho application is 1280×1024 or larger.

Using the Main Console The Menubar and Drop-Down Menu At the top of the browser tab containing the Pentaho application is an internal menubar. Directly under it is a large drop-down menu, which displays the name of the current page. The Menubar has three menu options: File, View, and Help. The File menu allows users to create new reports, open an existing report, or view their Recent or Favorite reports. The View menu allows users to change various settings, such as language and interface theme. The Help menu provides access to Pentaho documentation.

The Drop-Down Menu is the primary navigation tool in the Pentaho interface.

It normally appears as the name of the current page in large font. When clicked, a drop-down appears which lets users go quickly to the following pages: • Home—the Pentaho Home Screen • Browse Files—view saved reports and other files • Opened—reports/files the user currently has open • Schedules—view and edit report schedules.

Student Data Warehouse User Guide Page 11 Print date: 16 Sep 15 Browsing Files Saved queries and reports are stored on the SDW server. To view these files, click the Browse Files button from the Home screen or the Drop-Down Menu. The Browse Files screen will then appear (see screenshot below): • To open a folder, click on its name in the Folders box. You can also expand it (to show any subfolders) or collapse it (to hide subfolders) by clicking on the arrow button next to its name. • Files within the selected folder will be shown in the Files box in the middle of the screen. • To refresh the Browse Files list, click the icon above the Folders list.

Browse Files screen Home Directory Each user has a subfolder under the “Home” folder, which by default can only be accessed by that user (and Administrators). This is called the Home directory. All queries that you (and only you) use should be saved in your home directory • Note: You can give others limited access to files in your home directory. See p xx for more details. Public/SDW Folder Files that are usable by a group of people or for all SDW users are stored in the SDW folder, which is under the Public folder. The Public/SDW folder also has sub-reports for various Canned Reports (see p.

xx) made available to all academic SDW users and Grade Report queries for those who have requested access. • By default, all files in the Public/SDW folder are freely viewable by anyone. They can also (with the exception of canned reports) be edited or deleted by anyone by default. Please see p. xx, which talks about file permissions.

File Types The icon next to a file’s name indicates its type: Interactive Report Canned Report (see p. xx) Other file (.csv, .html, .xlsx, .pdf, etc.) If you highlight a file (click on it once), you will see what actions you can perform on it (see next page).