Reporting and Analysis

Coco Parham

I work in Admissions and I have to pull data for applications, visits, inquiries, decisions by month (our reporting year starts in September). I am all over the place, pulling numbers from advanced lists, analysis, the visits list. Does anyone have any suggestion to make this process easier?

And, no I am not good at Dashboards.

Karla McNamee

@Coco Parham Same!!!!! I have all kinds of lists that I have to run each month to pull stats. I have not found an easy way to get the information.

I'm also interested to see if anyone else has suggestions.

Sandra Ross

@Coco Parham Hi and those all important stats! Depends on how granular your stats are. We go all the way down to by gender, by grade, by board type and find an Advanced List pretty much provides all the info needed if based off checklist items and statuses. It does take time to get the list right but once done, we export and then use pivot table to break down the data into Prospects, Inquiries, Applied, Interviewed, Visited, Admission Committee all the way out thru decisions and if they accept or refuse offer to enrolled.

If you are not as granular, there is already a great pre-built dashboard under Analysis (Admission Overview) that provides the Admission Funnel count.

I also am working to take our Advanced Lists and build out reports in Power BI as I have more of our data there than using Insights on the BB dashboards.

Good luck!

Coco Parham

@Sandra Ross our stats are getting more granular, so it is new to me to drill down to by grade for each. I already use the overview in analysis, visit lists in enroll. mgmt. I was so hoping to make a dashboard with all the stats there, but it is not an option.

Coco Parham

@Karla McNamee thanks for saying that! I feel like I struggle the first of every month to get the numbers. It was a lot easier in ee.

Candi Roberts

@Coco Parham It's crazy the kinds of things they think are important to us for those dashboards as opposed to what we really need. What I do is use saved lists (that I don't share so they don't get messed up) that provide data such as submitted applications, accepted not yet enrolled, enrolled, re-enrolled, processed contracts (with withdrawn removed with not returning). I use a pivot table to quickly grab the information and load it to a google spreadsheet for the administration. During enrollment season I do this every day at least once, sometimes twice. Once that slows down, I do it twice a week or as we have changes. It actually only takes a few minutes now that I have it set up. It gives us a very accurate count.

Coco Parham

@Candi Roberts thanks! We use a similar report for enrollment. We use an excel document wit ha pivot table to give us totals of enrolled, by grade and boarding v day. I agree about the insights. I thought I would love it, but I find it confusing. Thanks again!

Matt Clemmens

@Karla McNamee PowerBI provides a GREAT way to pull wide ranges of data pulls into a single dashboard view. We can use an Advanced List (or 2 or 25 Advanced Lists) to feed the data to PowerBI, then can do layers of calculations and transformations to provide automated reporting functionality. I've worked with dozens of schools on setting up these types of dashboards and would love to chat and share some examples of other tools I've helped build. Please feel free to reach out directly to me matt@clemmensconsulting.com.

Suzan Moffett

@Karla McNamee
I have worked with Matt for a few years – PBI is wonderful and I don't know how we ever got by without it. Matt makes it easy :-)