IR Tools on a Shoestring
Michelle Ford Research Analyst Cincinnati State
Overview
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Available tools in key IR areas
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Method(s) for accessing tools
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Features and IR application of the tools
Data Preparation
Cleaning and blending data sets prior to reporting, analysis and visualizationData 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)
Microsoft Excel and Access Highlights
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Both:
• Tables keep data in a structured format
• Macros and Visual Basic for Applications (VBA) help automate data blending, cleaning and reporting
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Excel:
• Formulas assist with cleaning and blending data • PivotTables can provide quick sub-cohorts of students
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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
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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
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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.
Data Preparation in IR
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Merging data from SIS, HR, FA, surveys, etc.
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Cleaning data, e.g. recoding missing or invalid demographics,
IPEDS coding, etc.
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Creating sub-cohorts of students for other analyses from IPEDS or
HEI datasets
• Provides a consistent basis for ad-hoc analyses and reporting
Creating a sub-cohort from the IPEDS fall enrollment dataset
Data Analytics and Reporting
Analyzing and reporting dataData 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
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Excel:
• Built-in, basic statistics formulas and tools • PivotTables
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SAS, Minitab, SPSS, Stata, etc.:
• Advanced statistical analyses • Steeper learning curve than Excel
Alteryx Analytics Toolbars
Data Analytics and Reporting in IR
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Statistical analyses
• Answering “What factors influence [fill in the blank]?”
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Predictive analytics
• Creating enrollment forecasting models
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Summary statistics
Data Visualization
Storytelling with dataData 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
Highlights
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Excel:
• Excel has built-in charts for basic users
• PivotTables, PivotCharts and PowerView are great for intermediate users • PowerPivot is for more advanced users
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Informer:
• Very basic, limited charting capabilities
• Connects to live SIS data easily, especially Colleague
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Tableau & QlikView:
• Better data visualizations
• Steeper learning curve than Excel or Informer
Data Visualization in IR
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Visualize progress of the strategic plan or program scorecards
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Show trends of surveys, grants, IPEDS, NCCBP, etc.
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Don’t use data viz to misrepresent the data!
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Do use data viz to add another dimension to
Recap
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Leverage software your institution currently licenses, free trials
and your .edu email address
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Google is your friend!
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Links to resources are provided in this slideshow
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
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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
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Alteryx free trial:
http://pages.alteryx.com/FreeTrial-v1.html?sc=Web%20Direct&scd=resources&lsm=Web%20Direct&lsd=resour
ces&src=113
Other Resources (continued)
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Minitab academic discounts & trial:
http://www.minitab.com/en-us/academic/
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Stata 30 day evaluation:
http://www.stata.com/customer-service/evaluate-stata/
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SPSS academic discounts & trial:
http://www14.software.ibm.com/download/data/web/en_US/trialprogr
ams/W110742E06714B29.html
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Informer:
http://www.entrinsik.com/informer/
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Tableau Desktop for Students:
http://origin-www.tableau.com/academic/students
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QlikView & Qlik Sense:
http://www.qlik.com/us/explore/products/free-download