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Data Tools

Data Tools. Design · Management Data Collection · Reporting. Presented by : Ofelia Gamez, Fresno State CAMP Director Created by: Martin Luna, Fresno State CAMP Staff. Reporting · Info Requests · Student Status · Recruitment. Purposes of Data Tools. PURPOSES OF DATA TOOLS REPORTING.

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Data Tools

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  1. Data Tools Design · Management Data Collection · Reporting Presented by : Ofelia Gamez, Fresno State CAMP Director Created by: Martin Luna, Fresno State CAMP Staff

  2. Reporting · Info Requests · Student Status · Recruitment Purposes of Data Tools

  3. PURPOSES OF DATA TOOLSREPORTING • APR Content • Numeric Totals • Statistics • Narrative • Program Objectives • Recruitment • Academic • Activities

  4. PURPOSES OF DATA TOOLSREPORTING • Other Reporting • Divisions • Departments • Collaborators

  5. PURPOSES OF DATA TOOLSINFORMATION REQUESTS • Other Reporting • Program Evaluators • Site Visitations • Campus Administrators

  6. PURPOSES OF DATA TOOLSSTUDENT STATUS & MONITORING • Recruitment Activities • Admissions • Academic Advising • Academic Progress, Transfer & Graduation Rates • Health Assistance • Financial Aid & Support

  7. PURPOSES OF DATA TOOLSRECRUITMENT • Event Coordination & Participation • Student & Site contacts • Materials Used & Distributed

  8. On-Campus · On-Line · Office Software · Technical Support Data Management Resources

  9. DATA MANAGEMENT RESOURCESON-CAMPUS • Institutional Research Office • Pros • Cons

  10. DATA MANAGEMENT RESOURCESON-LINE COMPLETE SERVICES • AdvisorTrac, TutorTrak, Other Services • Pros • Cons

  11. DATA MANAGEMENT RESOURCESOFFICE SOFTWARE • Spreadsheets • MS Excel • Databases • MS Access • FileMaker Pro 10

  12. DATA MANAGEMENT RESOURCESTECHNICAL SUPPORT • Database Design • Department/Division/College Technician(s) • Staff training, self taught • Independent Technician(s)

  13. Old System vs. New Systems · Staff Training · Reduction in Workload Workload

  14. WORKLOADOLD SYSTEM VS. NEW SYSTEM • Continuing need for paper files • Good database design eliminates need for … • Multiple files, formats, locations • Duplicate data entry • Tiresome/Repetitive data entry • Good database design … • Provides instantaneously shared data in all records • Allows improved monitoring of staff productivity

  15. WORKLOADSTAFF TRAINING & REDUCTION IN WORKLOAD • Prevent staff resistance • Custom design of data entry/retrieval forms • Customization to meet objectives • Customization to provide reporting data • Delegation of data entry • Less work per staff member • New definition of filing

  16. Design & Layout · Recruitment Database · Student Database Example database

  17. EXAMPLE DATABASEDESIGN & LAYOUT • Design for a 10 year plan • No checkboxes: vague and lose meaning over time. • No abbreviations: vague and lose meaning over time. • Ease of Data Entry • Mostly drop down boxes to enter pre-determined list of text options • Mostly textboxes for unique information & many large comment areas in all sections • Useful for collecting special comments, in-house information, or “highlights” and narrative content for reporting purposes.

  18. EXAMPLE DATABASEDESIGN & LAYOUT • Tabbed layout allows for customization in each view • Tabs assigned to • Objectives • Staff members • Reporting requirements • Functional Daily Tasks

  19. RECRUITMENT DATABASEDESIGN & LAYOUT • Recruitment Database(Event Based) • Event Information • Contact Person(s)

  20. RECRUITMENT DATABASEDESIGN & LAYOUT • Recruitment Database(Event Based) • Event Information • Materials Consumed

  21. RECRUITMENT DATABASEDESIGN & LAYOUT • Recruitment Database(Event Based) • Event Information • Outcomes Achieved

  22. RECRUITMENT DATABASEDESIGN & LAYOUT • Recruitment Database(Event Based) • Vehicle & Parking

  23. STUDENT DATABASEDESIGN & LAYOUT • Student Database (Student Based) • Objective 1 Tabs • updated by Outreach & Recruitment component • Personal Information • Recruitment Data • Application Completion Data • Orientation Data

  24. STUDENT DATABASEDESIGN & LAYOUT • Student Database (Student Based) • Objective 2 Tabs • Updated by Academics & Instruction Component • Academic Progress Data • Course Completion Data • Retention Data

  25. STUDENT DATABASEDESIGN & LAYOUT • Student Database (Student Based) • Objective 3 Tab • Updated by Program Secretary • Financial Aid Advising • Stipends & Book Assistance • Health/Vision Services & Referrals

  26. STUDENT DATABASEDESIGN & LAYOUT • Student Database (Student Based) • Objective 4 Tab • Updated by Academic Advising • Sophomore Advising • Retention & Graduation Data

  27. STUDENT DATABASEDESIGN & LAYOUT

  28. FILE MAKER PRO 10 • can support up to 9 users simultaneously • FRESNO STATE DATABASE DEMO

  29. Director’s Viewpoint· Technical & Design Questions & Answers

  30. QUESTIONS & ANSWERSDIRECTOR’S VIEWPOINT Ofelia Gámez, Director College Assistance Migrant Program California State University, Fresno Email: ofeliag@csufresno.edu Phone: (559) 278-4768

  31. QUESTIONS & ANSWERSTECHNICAL & DESIGN Martin Luna, Project Assistant College Assistance Migrant Program California State University, Fresno Email: martinlunacamp@gmail.com Phone: (559) 278-4768

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