Intelligent Communication Reports
The Intelligent Communication (IC) reports are a set of two interactive dashboards that provide the academic advising community (advisors, coordinators, and leadership) with metrics they can use to measure the effectiveness of the university’s academic advising initiatives. Using the two dashboards, IC - Advisor Summary and IC - Supervisor Summary, users can view academic advising efforts in managing caseloads and improving student success through many perspectives, including the following:
- View appointment schedule timeline
- View students’ advisor appointment history
- View students who have not made appointments
- Compare appointments within a college
- Identify reasons for advisor appointments
- Gain insight into appointment cancellations
- View the utilization and capacity of advisors within a college
Note: Security permissions are set to enable sharing of this data to appropriate users, i.e., advisors can see only the metrics for their appointments, and supervisors can see those pertaining to all advisors.
The information below describes each of the IC dashboards, provides tips on navigation, and identifies common tasks you can use to view the data.
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The IC – Advisor Summary provides a dashboard for individual advisors displaying diagrams and charts of appointment data. Note that security permissions are set to enable viewing of this data according to permission level; that is, each advisor sees only the data pertaining to his or her appointments.
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This section (shaded green above) displays the number of advisor appointments and provides comparisons with the advisor’s college. You can select a college in the Filter Panel if the advisor works in more than one college. The statistics show the following:
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For example, Jane Advisor has 74 appointments in March and has nine days on which she holds appointments. Her average daily appointment measure is eight. The advisors in her college have a total of 808 appointments for the month. Based on the calculations using the actual days each of those advisors hold holds these appointments, the average daily appointment count for the college is 11.
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The following are a few examples of ways you can view the data as well as explore the interactivity among the elements in the display.
Note: Depending on your security permissions, you may be restricted in viewing some of the selections.
Advisors Working with Multiple Colleges
You can view metrics on working with students in different colleges.
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Student Appointment Records
You can view a list of students for any of the specific metrics in the Appointments, Appointment Status, or Reasons for Appointments sections. For example:
View student names for registration holds:
- Right-click on the Holds bar in the Reasons for Appointments section.
- Select See Records. The report displays the students requesting advisor appointments for registration holds in table format.
- Select Back to report to return to the dashboard.
View student names for appointments in June:
- Right click on the June bar in the Appointments bar graph.
- Select See Records. The report displays a list of students having advisor appointments in June.
- Select Back to report to return to the dashboard.
Appointments by Calendar Ranges
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You can focus on appointment cancellations using both the metrics in the Data Panel and the filters in the Filter Panel.
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in the Filter Panel.
- Select “Student Canceled – Fault” in the Appointment Outcome field in Filter panel to view the appointments canceled by students.
- View the calendar concentration for the times of the year and times of the month when these cancellations occurred.
- View the reasons the appointments were made to see if there are trends in the types of appointments.
- Finally, open the Appointments by Student listing (click the Focus mode icon) to view a list of these students and identify any students with multiple cancellations.
- To return to the full display, select Back to report, then click the "Student Canceled – Fault" again in the Appointment Outcome field to deselect this option and display all appointments.
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Reasons for Appointments
You can view metrics based on selected appointment reasons, such as students changing majors, to view appointment statuses or calendar concentrations.
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- Select For example, select “Change of Major/Major Reselection” in the Reasons for Appointments section.
- View the appointment statuses and concentration of this appointment type by month or day.
- Expand the Appointments by Student table to view a Right click the bar for “Change of Major/Major Reselection,” then click See Records to view the list of the students looking for advisor help in changing majors.
- Select Back to report to return to the dashboard.
Filters
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- The displays for these sections are interactive; that is, if you select a component in one display, the numbers in the other sections adjust accordingly.
- To select an item in a section, click the segment of the pie or bar chart. To return to the full display, click the segment again.
- To view the data in a table in addition to the pie or bar chart, right-click the section title and select Show data.
Section 1: Capacity Planning:
This section displays the daily appointment capacity based on the filters you have selected. The default daily appointment capacity is set to 100 and can be adjusted using the slider or by typing in a different value. The maximum capacity is set to 200.
The calculation used to derive the average daily appointments is:(YES we want calculations here – get with developer)derive the average daily appointments is:
- Each advisor's average daily appointments is calculated (number of appointments / number of working days holding appointments).
- The average for the college is then calculated for all advisors in the college (sum of advisor averages / number of advisors).
Section 2: Total Appointments
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Section 7: Currently Enrolled Students With No Appointments
This section displays data on the number of students without advisor appointments in the selected college. When you select the Click Here For The Details hyperlink, you move to the Students With No Appts Details tab of the report.
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Advisor Averages by Month
You can view the average number of appointments by advisor for a selected college by viewing the table in the Appointments by Advisor table. Note that you the table in the Appointments by Advisor table. Ensure that you have a College selected in the Filter Panel and that you do not have specific advisors selected. The table then lists all advisors in that college with # Appts, # Working Days, and Avg Appts.
You can also narrow this down to averages by month in one of two ways:
- Once a college is selected, filter the date range in the Select Date filter of the Filter Panel.
Alternatively, select a month in the Total Appointments section of the Data Panel. You may have to drill down to view appointments by month. Note that the Appointments by Advisor table adjusts the number of appointments. - Click on the Avg Appts column header in the Appointments by Advisor table. The table lists the advisors’ average daily appointments in descending order. You can expand the table to full screen by clicking the Focus mode icon at the top right of the table.
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- Once a college is selected, view the data in the Data Panel.
- In the table, select an advisor to see that advisor’s appointment statuses relative to the department college totals.
- Hover over individual segments of the pie chart. The chart displays highlighted numbers in a darker shade but retains the numbers for the departmentcollege.
- Note that the numbers also adjust for this advisor in the Total Appointments, Reasons for Appointments, and Student Appointments # Distribution sections.
- Click the advisor name again to return to the original display.
Note that you can view the same features if you select a Department in the Filter Panel, such as Applied Science, Social Work, or Finance.
Filters
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The report on this tab lists all students in a table format with the Report Elements shown below. You can change the results by selecting filters in the Filter Panel, and you can sort by selecting a column label in the Header row of the table.
Filters
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