Intelligent Communication Reports
The Intelligent Communication (IC) reports are a set of 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.
The information below describes each of the IC dashboards, provides tips on navigation, and identifies common tasks you can use to view the data.
Report Elements Glossary Table
Report : IC - Advisor Summary |
---|
The IC – Advisor Summary dashboard provides diagrams and charts of advisor 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.
Tab 1: Advisor Summary |
---|
This report provides a summary dashboard of academic advisor appointments. The dashboard consists of two panels: the left panel allows you to filter the data by elements, such as appointment outcome or date range; the right panel displays the appointment data in different formats with charts, graphs, and tables.
Filter Panel
The panel on the left allows you to filter the data in the data panel. Select to filter by one or more of the following options:
Show panel with labels
- Advisor College: Select a college to view appointment data for that college; the list is filtered for the advisor.
- Appointment Outcome: Select an appointment outcome among the following choices:
- Attended
- No Show
- SSP Canceled
- Student Canceled - Fault
- Student Canceled – No Fault
- Walk-in
- FIF Cohort: Select from the list of available FIF cohorts.
- SRKALL Cohort: Select from the list of available SRKALL cohorts.
- Select Date: Move the slider to select a date range or click in each date field to select from a calendar.
Data Panel
The panel on the right of the dashboard is the main workspace and consists of five sections. These sections are described in detail below.
Show panel with labels
Notes:
- 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 the display, click the segment of the pie or bar chart. To return to the full display, click the segment again.
Section 1: Number of appointments:
This section displays the number of advisor appointments and provides comparisons with the college. You can select a college in the Filter Panel if the advisor works in more than one college. The statistics show the following: (YES we want calculations here – get with Yonelbys)
- Avg Daily Appts: Represents the average daily appointments for the selected advisor. The basis for this average is the number of days the advisor holds appointments and is not a daily measure.
- Total Appts: Represents the total number of appointments for this advisor.
- Avg. Daily Appts for College: Represents the average daily appointments for advisors in the same college as the selected advisor.
- Total Appts for College: Represents the number of appointments for all advisors in the same college as the selected advisor.
For example, Jane Advisor has 74 appointments in March and has nine days on which she holds appointments. Her average daily appointment measure is thus eight. The advisors in her college have a total of 808 appointments for the month. Based on the calculations using the actual days those advisors hold these appointments, the average daily appointment count for the college is 11.
Section 2: Appointments
This section displays the number of appointments for the selected advisor or college by month. If you filter by a date range in the Filter Panel, it displays numbers only for that time period. You can drill down using the “drill” buttons at the top left of this section. The default selection displays numbers of appointments by month.
- Drill down to view the days of a selected month to show appointments on particular dates in the month.
- Drill down again to show appointments by hours of the day, such as 7 am or 2 pm.
- Drill up to show appointments by year.
Section 3: Appointment Status
This section displays the status of appointment. Each advisor appointment has one status based on these selections:
- Canceled
- Completed
- Confirmed
- Scheduled
- Walk-in
You can click on any segment of the pie chart to display the data in other sections for that appointment type.
For example, if you select “Canceled” in the pie chart, the other sections display actual numbers for the canceled appointments. This can be helpful, for example, in determining the reasons for the canceled appointments or to see if these appointments fell on particular days of the month. Select “Canceled” again to return to all statuses.
Section 4: Reasons for Appointments
This section lists reasons for the advisor appointments in a bar graph. Each advisor appointment has one reason based on these selections:
- Academic Dismissal/Reinstatement
- ACR Petitions
- Career Advising
- Change of Major/Major Reselection
- Form Completion
- General Advising
- Holds
- Minor & Certificates
- Not Available
- Pre-Orientation/Transfer Advising
- Scheduling/Course Planning/Degree Progression
As with the other sections, you can click on one component or selection to adjust the data in the other sections for that appointment reason.
For example, if you select “Holds,” the other displays adjust to show numbers for appointments set up to discuss registration holds.
Section 5: Appointments by Student
This table displays a list of students with advisor appointments during the date range selected. The number of students in the display changes depending on the filter(s) you select as well as the refinements you make in the bar and pie charts. The table layout displays the following fields:
- Student UID
- Count of Appts
- Appointment Date
- Campus
- College
- Department
- Major
- Full Name
You can expand the student listing to a full screen by clicking the “Focus mode” icon. To see this icon, hover over the Appointments by Student section and select the icon on the far right. Your screen changes to display a full list of the appointments. You can sort by any of the columns in the table by clicking the column label in the Header. To return to the previous display, click “Back to Report.”
Sample Tasks
The visuals in this dashboard work best when either a College or College and Advisor are selected. 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 for advisors that work with students in different colleges.
- Select an advisor in the filter panel to show the number of appointments the advisor held.
- Select the drop-down in the Advisor College field to view the colleges with which this advisor is working.
- Select each college (if more than one) to see how the appointments are concentrated.
- Alternatively, select the Focus mode icon in the Appointments by Student section to view the students this advisor met with, then click the College column label to view the students grouped by college.
Appointments by Calendar Ranges
You can view appointment data through a month to see if appointment reasons are concentrated on particular days. Note that the default view of the Appointments section shows appointments by month.
- If desired, select a date range in the Select Date filter.
- Drill the data to the day level by clicking the >> button in the header of this section (“Go to the next level in the hierarchy”).
- Select a particular day of the month to view the reasons for the appointments that day.
- Select the day again to return to all appointments.
- Select an appointment reason in the Reasons for Appointments section to view how concentrated or spread out those appointments are for the month.
Canceled Appointments
You can focus on appointment cancellations using both the metrics in the Data Panel and the filters in the Filter Panel.
- Select a college in the filter panel.
- Select “Student Canceled – Fault” 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 and sort by Full Name to view a list of these students; identify students with multiple cancellations.
Types of Cancellations for a College
With this task, you can view the types of cancellations for a college or advisor.
- Select a college in the filter panel. You can also optionally select an advisor.
- Select the “Canceled” segment of the chart in the Appointment Status section.
- Select the Appointment Outcome filter in the Filter Panel by type of cancellation to reveal the numbers for the types cancellations: SPP Cancel, Student Canceled – Fault, and Student Canceled – Not Fault.
Students Changing Majors
You can view metrics based on selected appointment reasons, such as students changing majors, to view appointment statuses or calendar concentrations.
- Select a college in the filter panel.
- 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 list of the students looking for advisor help in changing majors.
Filters
Report Elements
Report : IC - Supervisor Summary |
---|
Tab 1: Supervisor Summary |
---|
This report provides a summary view of the appointments of all advisors in the department/college and can be filtered.
Filters
Report Elements
Tab 2: Supervisor Details |
---|
This report provides the ability to
Filters
Report Elements
Daily Appointment Capacity All
Tab 3: Students With No Appts Details |
---|
This report provides the ability to
Report : Intelligent Communication |
---|
Tab 1: Intelligent Communication |
---|
This report provides a summary view of the appointments of all advisors in the department/college and can be filtered.
Filters
Report Elements
Future Daily Appointment Capacity
Daily Appointment Capacity All
Tab 1: Advisors |
---|
This report provides the ability to compare one advisor's appointment activity against others in the department/college
Filters
Report Elements
Daily Appointment Capacity All
The table below lists all the elements used in the Reports.
Element | Source (System->Table->Column) | Description | Frequency of Update |
---|---|---|---|
College | appiandb.AS_unitBookingTreeLogic->levelOneDesc | College served by advisor. | Daily |
Department | appiandb.AS_unitBookingTreeLogic->levelTwoDesc | Department served by advisor. | Daily |
Select Date | appiandb.AS_appointment->startDate | Time range of appointments. | Daily |
Daily Appointment Capacity | Calculated Upper limit is hard coded to 200 | Capacity for the number of appointments targeted per day, established by department and college. | Daily |
Advisor Name | [SID].[dbo].[FIF_SGRADVR] →Adviser_LAST_NAME, Adviser_FIRST_NAME | Name of advisor. | Daily |
Future Appointments | Calculated | Number of future appointments by day. | Daily |
Total Future Appointments The o | Calculated | Total number of future appointments. | Daily |
Average Future Appointments | Calculated | Average of the number of future appointments. | Daily |
Future Daily Appointment Capacity | Calculated | Operating Capacity (Future) | Daily |
Appointments by Day of Week | Calculated | Calculated number of appointments by day of the week. | Daily |
Appointments by Hour | Calculated appiandb.AS_appointment ->startDateTime | Calculated number of appointments by hour of the day | Daily |
Total Appointments | Calculated | Total number of appointments (Historic). | Daily |
Average Appointments | Calculated | Average number of appointments per day (Historic). | Daily |
Daily Appointment Capacity All | Calculated | Operating Capacity (historically) | Daily |
Contact Method | appiandb.AS_appointment ->formatRefId in (2,3,4,5) | The method used to set up the appointment, such as Phone or Office. | Daily |
Appointment Status | appiandb.AS_appointment ->statusId in (18,19,25,26,28,29) | The status of the appointment, such as Completed or Canceled. Two calculations display for each status: historic number of appointments for the selected advisor and the average for all advisors in the selected filter. | Daily |
Appointments by Outcome | appiandb.AS_appointment ->outcomeRefId in (20,21,22,23,24) | The outcome of the appointment. | Daily |
Advisor Appointments | appiandb.AS_appointment ->appointmentid Calculated | The number of appointments for the selected advisor compared to the average of all advisor appointments. | Daily |
Appts for Advisor | appiandb.AS_appointment ->appointmentid | The total number of appointments for the advisor. When an advisor is not selected, this value is null. | Daily |
Avg Appts for Advisor | Calculated Number of Appts/Total number of Working days in the selected time period | The average number of appointments for the advisor per working day in the selected time period. | Daily |
Daily Appointment Capacity | Calculated | Operating capacity of the selected filters. | Daily |
All Appointments
| appiandb.AS_appointment ->appointmentid | The total number of appointments for all advisors. | Daily |
Average Appointments | Calculated | The average number of appointments for all advisors per working day in the selected time period | Daily |
Daily Appointment Capacity All | Calculated | Operating capacity of all advisors. | Daily |
Appointment Status | appiandb.AS_appointment ->statusId in (18,19,25,26,28,29) | Appointment status of selected advisor in comparison to average appointment status of dept/college. Advisor: Number of appointments for the advisor for a particular appointment status Avg: Total Number of appointments for a particular appointment status/ Total number of advisors | Daily |
Appointments by Outcome | appiandb.AS_appointment ->outcomeRefId in (20,21,22,23,24) | Outcomes appointments of advisor in comparison to all other advisors Advisor: Number of appointments for the advisor for a particular outcome Avg: Total Number of appointments for a particular outcome/ Total number of advisors | Daily |
Advisor Name | [SID].[dbo].[FIF_SGRADVR] →Adviser_LAST_NAME, Adviser_FIRST_NAME | Name of advisor. | Daily |
Number of Appts | appiandb.AS_appointment ->appointmentid | Number of appointments for the advisor. | Daily |
Working days | appiandb.AS_appointment ->startDateTime | Number of days advisor had appointments. | Daily |
Average Appointments | Number of Appts/Total number of Working days in the selected time period | Average appointments per working day for the advisor. | Daily |