Web Tools for Enrollment Management

1. Web Tools for Enrollment Management By Ken Meehan, Research, Fullerton College Bob Hughes, I.S. NOCCCD Deborah Ludford, I. S. NOCCCD

2. Agenda • Welcome and Introductions - Deborah • History and Development - Deborah • Demonstration of Product – Ken • Technical Aspects of Development – Bob • Questions and Answers – Deborah

3. History & Development • Identified a need to track FTES at the campus level – Fullerton College • Identifying Essential Information • Defining the domain • Specification of Variables • Meeting with Information Services - 2001 • Hired consultants to work with Information Services and campus researchers to develop a set of tools beginning with Current Enrollments

4. History and Development • Refinement of Current Enrollment • Cross-listed sections • Shared FTEF • Census enrollment • Enrollment Projection Report • Projecting positive attendance • Choice of appropriate terms • Five Year Comparison Report

5. Training • Presentation at Presidents Staff • Demonstration at Deans Council • Annual Updates and New Deans • Development of ER Light • Use by Deans and Chairs • Correction of Contact Hours • Evaluation at End of Term • Current Focus on Maximizing FTES

6. Demonstration • Current enrollment Report https://www.banner-forms.nocccd.cc.ca.us/reports/researchers/currentenrollment/index.jsp • Projected enrollment Report https://www.banner-forms.nocccd.cc.ca.us/reports/researchers/enrollmentprojection/index.jsp • Five –Year Comparison Report https://www.banner-forms.nocccd.cc.ca.us/reports/researchers/fiveyear/index.jsp • Capturing in Excel and SPSS • Daily Reporting to President and CIO

7. Current Enrollment

8. Current Enrollment

9. Enrollment Projections

10. Enrollment Projections

11. Five-Year Trends

12. Five-Year Trends

13. Project Timeline • April 2003 – project design approved • July 2003 – Current Enrollment in production • Nov 2003 – Historical trends delivered; (performance issues needed to be addressed) • April 2004 – Historical Trends in production • May 2004 – Projected Enrollment in production

14. Technical Details • PL/SQL procedures run to populate 3 tables: • CurrentEnrollment • FiveYear • EnrollmentProjection • JavaServer Pages are used to display the results • PL/SQL functions provide aggregate data made up of elements within the underlying table

15. Current Enrollment • Up to 2 weeks of daily enrollment activity is captured per college, per term • PL/SQL procedure run automatically on a nightly basis to populate a single table • 86 columns, 104,827 rows (3 terms) • Data captured at the CRN (section) level

16. Enrollment Projection • Current term, 2 future terms, and 4 past terms are captured per college • PL/SQL procedure run automatically on a nightly basis to populate a single table • 86 columns, 20,884 rows • Data captured at the CRN (section) level

17. Five Year Comparison • One row per course for each college and term is stored following MIS reporting for the prior term • 84 columns, 61,604 rows (29 terms) • Data captured at the course level

18. Issue 1 – Attendance Methods • Handling various attendance methods (Weekly, Daily, Positive Attendance) • Aggregate totals needed separate functions to keep PA courses from being calculated in FTES • Attendance methods for some courses changed from term to term

19. Issue 2 – Cross Listed Courses • Some cross-listed courses would be entered with max seats at each CRN: • Cross List group has 45 seats • Class 1 has 45 seats • Class 2 has 45 seats • Class 3 has 45 seats • Some cross-listed courses would be entered with counts unique to each CRN • Cross List group has 45 seats • Class 1 has 20 seats • Class 2 has 15 seats • Class 3 has 10 seats

20. Cross List Compromise • We ended up using the class in the cross-list group scheduled with the highest number of seats • Doesn’t work well when courses cross departments

21. Issue 3 – Projection Basis • Enrollment Projection report uses a ‘projected FTES’ at the class (CRN) level • Populated by a function based on averages from previous terms • Which terms to include? • X number of prior terms? • X number of prior “like” terms? • Exclude “unique” terms due to construction, other issues? • How to project Summer?

22. Requested Future Enhancements • Ability to see historical trends alongside current enrollment • Display data graphically • Allow projections to be entered at the CRN level

23. Questions and Answers Thank You for attending Enjoy the conference! kmeehan@fullcoll.edu bhughes@nocccd.edu dludford@nocccd.edu