CHAFFEY COLLEGE
Online Analytical Processing (OLAP) Cubes
A Quick (and Hopefully Easy!) Q-and-A GuideQ. What are OLAP cubes?
A. OLAP cubes provide a simple method of viewing basic data and information that is frequently requested by end users. OLAP cubes allow end users to easily create multidimensional tables. End users are able to query, browse and summarize data in an efficient, interactive, and dynamic format. End users can move data between rows, columns, and layers to create reports that are specific to their unique needs.
Q. How do I access OLAP cubes?
A. You can access OLAP cubes two ways:
1) Go to the Chaffey College Institutional Research Office web site (www.chaffey.edu/research). Click on “Performance
Outcomes” and then click on the link Internal Performance Outcome Reports for Staff and Faculty (Intranet only - requires password). The link will be changing in the near future to something that is easier to identify (e.g., OLAP Cubes). 2) Go to: http://spss.chaffey.edu:8004/sv/home
Q. Are there hardware, operating system, or software constraints that limit my ability to access OLAP cubes? A. Nope! All you’ll need is Internet access – no special hardware or
software is required. OLAP cubes can be viewed on either PC or Macintosh platforms.
Q. I’m at the login screen; what’s my User ID and Password? A. Use your Chaffey College e-mail ID (e.g., jim.fillpot; keith.wurtz)
and e-mail password. When you change your e-mail password, your OLAP cube password will also change. Make sure account is set to (MS) CHAFFEY!
Q. Hurrah! I’m in! Now what? What does all this mean? Where do I go? What do I do?
A. Relax! In the near future, the IR Office will post a PDF file on it’s web site that will provide more specific directions on how to customize (read: simplify) the initial screen. For now, you only have to concern yourself with the “Categories” box on the left. This is where all of the OLAP cubes reside!
Q. I see “COLLEGE-WIDE DATA,” plus School and Discipline names. Where do I start?
A. The real question is, “What information do you need?” OLAP cubes are listed hierarchically and alphabetically. Data for the entire college is listed first. Schools and major units are listed alphabetically in CAPITAL letters. Under each school/major unit, disciplines are listed alphabetically. Each cube is designed to “drill down” into succeeding cubes. For example, within each college-wide cube, you can break out school-specific data. Within each school, you can break out discipline-specific data. Finally, within each discipline you can break information out by course level. Just click on the college, school, or discipline name that meets your information need.
Q. What about section level data?
A. Not at this point in time. Contact the IR Office for section-specific data.
Q. What kind of information is contained in the OLAP cubes? A. Right now, each instructional program cube contains the same
summary data and information:
Grade Distribution Report Course Offering Data Enrollment Data FTES Data
Success & Retention Rates
Success & Retention Rates by Student Demographics
Unduplicated Student Demographic Information Efficiency Measures (beta testing)
With the exception of Unduplicated Student Demographic Information, each cube also has the same grouping variables:
Semester
Term-to-Term Comparison Teaching Arrangement
School/Unit, Department, or Course (remember, hierarchical drill down)
Location
Course Meeting Time
The Research Office is just beginning to create OLAP cubes for select student populations (e.g., student-athletes, DPS students, Puente Program students, etc.). While it is anticipated that most of the summary variables will be similar to instructional programs, grouping variables will be unique to the program (e.g., by team sport, by probation status, by EOPS eligibility, etc.)
Q. Great! What does that mean?
A. Summary data is the information that is reported (e.g., success rates, number of census enrollments, amount of FTES
generated, etc.). Grouping variables are how the data can be “sliced” (e.g., by semester, for adjunct faculty only, etc.). The grouping variables provide end users with many options:
Multiple grouping variables can be included in the cube to examine specific information (e.g. FTES
(summary variable) generated at the Fontana
Center in the Fall 2007 semester by adjunct faculty who teach in the evening (all grouping variables) Grouping variables can be compared by category
(e.g., adjunct vs. overload vs. full-time faculty) Grouping variables can be used to select specific
information (e.g., only data for the Rancho Campus; only data for morning course offerings, etc.)
Q. Sounds good, but where does the data come from? Is it trustworthy?
A. Yes. Two data sources are primarily used: MIS referential file data
CCFS-320 Attendance Apportionment Data
Every semester after MIS referential files are processed, the IR Office downloads and reviews each unique data element. Similarly, CCFS-320 data is reviewed on a section-by-section basis commensurate to the three reporting periods (in January, April, and July). A handful of Colleague data elements (e.g., location) are reviewed and merged against these data sources. By using MIS and CCFS-320 data, data contained in the OLAP cubes are consistent with information reported to the
Chancellor’s Office.
Q. How often is the information updated?
A. OLAP cubes are updated twice a year. In March, the recent Summer and Fall semesters are added to the cubes. In July, Spring semester data is appended.
Q. How far back does the data go?
A. Right now, to Summer 2003. OLAP cubes contain data for the most recent five year period.
Q. I’m into the OLAP for my discipline, but I’m afraid I’ll erase all of the data and make everyone mad. What button should I NOT push?
A. Feel free to push any button you see. Data is read only so you do not have to worry about deleting data or corrupting the database. Be adventurous! Have fun! Explore to your heart’s content!
Q. Sounds simple enough. I think I’m getting the hang of these OLAP cubes and I’d like to save some data on my computer. How do I download data?
A. Around every OLAP cube is a grey border. On the left hand side you’ll see some strange looking icons. The top icon looks like a checkerboard with an arrow pointing down. Run your cursor over it and it will change from an arrow to a hand. A pop-up should appear that reads, “Download data as CSV file.” Click on this icon and you’ll be prompted, “Do you want to open or save this file?” Click on “open” to view the file in an Excel spreadsheet; click on “save” to save the file to any location on your computer. The file will be saved in a comma separated value format that can be opened by Excel or other programs.
Q. Cool! However, I don’t want to save the data on my computer. Is there some other way to save the data?
A. Yes! At the top of the grey border you’ll see a “View” pull down menu. When you start building your OLAP cube, the pull down option will change from “default” to “new” and a “save” button will appear to the right of the pull down menu. Click on “save” and a dialogue box will appear. You’ll be prompted for a View Name and Description. You can put in any name and/or description. Click on “Save View” and the OLAP cube is saved! While the cube will reside on the OLAP cube server, since the OLAP cube has been created in your unique account you will be the only person who can access this newly created cube. When you logon in the future, you can revisit the location where the cube was created and select the cube by View Name. Voila! The
cube you created will appear. The cube will exist until the next update.
Q. Will OLAP cubes be able to answer all of my questions? A. No. OLAP cubes only address the most frequently asked
questions. Start with the OLAP cubes to access the data/information you’re interested in. If you can’t get the information you need through the OLAP cubes, contact the IR Office. Go to: www.chaffey.edu/research and click on “Research Request Form.” Complete the research request form to initiate your research request.
Q. I’m still feeling overwhelmed; who do I call for help? A. Eventually we’d like to have faculty and staff OLAP cube
experts/resources in every school and department. However, IR Office personnel will always be available for support. Feel free to contact Jim Fillpot at ext. 6460, Keith Wurtz at ext. 6462, or
Giovanni Sosa at ext. 6464 for help.
Q. I have some great OLAP cube ideas; wanna hear ‘em? A. You bet! OLAP cubes are relatively new to the IR Office too.
We’ve provided most frequently requested data based upon our experiences, but if a groundswell exists for a new cube, it can be uniformly incorporated in future updates. Share your ideas – maybe you’re speaking for the masses!
