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IR Tools on a Shoestring

Michelle Ford Research Analyst Cincinnati State

Overview

Available tools in key IR areas

Method(s) for accessing tools

Features and IR application of the tools

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Data Preparation

Cleaning and blending data sets prior to reporting, analysis and visualization

Data Preparation Tools

Tool Skill Level Interface Cost

Microsoft Excel Basic to Advanced Point-and-click, formulas and Visual Basic for Applications (VBA) programming language

Free (if institution using Microsoft Office)

Microsoft Access Intermediate to Advanced Point-and-click, SQL and VBA

programming languages

Free (if institution using Microsoft Office)

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Microsoft Excel and Access Highlights

Both:

• Tables keep data in a structured format

• Macros and Visual Basic for Applications (VBA) help automate data blending, cleaning and reporting

Excel:

• Formulas assist with cleaning and blending data • PivotTables can provide quick sub-cohorts of students

Access:

• Create relationships between tables on keys, like student ID • Create queries to remove duplicates or find unmatched records • Use union queries to merge data from multiple tables

Alteryx Highlights

The data blending and user-friendly, drag-and-drop interface are

the shining stars of this system… but wait there’s more!

• This system also has predictive analytics and visualization features

Some data blending can still occur after the trial period ends and

you can copy and paste the results into Excel or some other tool

for the remaining analysis, reporting, visualization, etc.

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Data Preparation in IR

Merging data from SIS, HR, FA, surveys, etc.

Cleaning data, e.g. recoding missing or invalid demographics,

IPEDS coding, etc.

Creating sub-cohorts of students for other analyses from IPEDS or

HEI datasets

• Provides a consistent basis for ad-hoc analyses and reporting

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Creating a sub-cohort from the IPEDS fall enrollment dataset

Data Analytics and Reporting

Analyzing and reporting data
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Data Analytics and Reporting Tools

Tool Skill Level Interface Cost

Microsoft Excel Basic to Advanced Point-and-click, formulas and VBA programming language

Free (if institution using Microsoft Office) Alteryx Basic to Advanced Point-and-click and

drag-and-drop

Free 14 day trial (some features available after trial) SAS University Advanced SAS programming language Free (with .edu email

address) Minitab, SPSS,

Stata

Intermediate Point-and-click and programming

Free trial versions and academic discounts

Highlights

Excel:

• Built-in, basic statistics formulas and tools • PivotTables

SAS, Minitab, SPSS, Stata, etc.:

• Advanced statistical analyses • Steeper learning curve than Excel

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Alteryx Analytics Toolbars

Data Analytics and Reporting in IR

Statistical analyses

• Answering “What factors influence [fill in the blank]?”

Predictive analytics

• Creating enrollment forecasting models

Summary statistics

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Data Visualization

Storytelling with data

Data Visualization Tools

Tool Skill Level Interface Cost

Microsoft Excel Basic to Advanced Point-and-click, formulas and VBA programming language

Free (if institution using Microsoft Office)

Entrinsik Informer Dashboards

Basic to Intermediate Drag-and-drop Included in Informer Reporting

Tableau Basic to Advanced Point-and-click and drag-and-drop

Free (with .edu email address) Qlik Sense Desktop Basic to Intermediate Drag-and-drop Free

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Highlights

Excel:

• Excel has built-in charts for basic users

• PivotTables, PivotCharts and PowerView are great for intermediate users • PowerPivot is for more advanced users

Informer:

• Very basic, limited charting capabilities

• Connects to live SIS data easily, especially Colleague

Tableau & QlikView:

• Better data visualizations

• Steeper learning curve than Excel or Informer

Data Visualization in IR

Visualize progress of the strategic plan or program scorecards

Show trends of surveys, grants, IPEDS, NCCBP, etc.

Don’t use data viz to misrepresent the data!

Do use data viz to add another dimension to

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Recap

Leverage software your institution currently licenses, free trials

and your .edu email address

Google is your friend!

Links to resources are provided in this slideshow

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Excel 2013 Resources

• New Functions: http://office.microsoft.com/en-us/excel-help/new-functions-in-excel-2013-HA103980604.aspx

• Time Saving New Functions: http://www.techrepublic.com/blog/10-things/10-new-excel-2013-functions-that-can-save-you-time/

• Excel Tricks: http://www.exceltrick.com/

• PivotTable Videos: https://www.youtube.com/user/LearnExcelPivotTable

• Chandoo: http://chandoo.org/wp/

• Mr. Excel: http://www.mrexcel.com/

• Excel Forum: http://www.excelforum.com/

• Excel 2013 Cheat Sheet: http://www.customguide.com/cheat_sheets/excel-2013-cheat-sheet.pdf

• Other free cheat sheets: http://www.customguide.com/cheat-sheets/

• PowerView: https://support.office.com/en-au/article/Create-a-Power-View-sheet-in-Excel-2013-b23d768d-7586-47fe-97bd-89b80967a405

Other Resources

PowerPivot:

• Add-in for Excel 2013: https://support.office.com/en-in/article/Start-Power-

Pivot-in-Microsoft-Excel-2013-add-in-a891a66d-36e3-43fc-81e8-fc4798f39ea8?ui=en-US&rs=en-IN&ad=IN

• Add-in for Excel 2010: https://www.microsoft.com/en-us/download/details.aspx?id=29074

Alteryx free trial:

http://pages.alteryx.com/FreeTrial-v1.html?sc=Web%20Direct&scd=resources&lsm=Web%20Direct&lsd=resour

ces&src=113

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Other Resources (continued)

Minitab academic discounts & trial:

http://www.minitab.com/en-us/academic/

Stata 30 day evaluation:

http://www.stata.com/customer-service/evaluate-stata/

SPSS academic discounts & trial:

http://www14.software.ibm.com/download/data/web/en_US/trialprogr

ams/W110742E06714B29.html

Informer:

http://www.entrinsik.com/informer/

Tableau Desktop for Students:

http://origin-www.tableau.com/academic/students

QlikView & Qlik Sense:

http://www.qlik.com/us/explore/products/free-download

References

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