Overview: myBullsPath
The myBullsPath Portal, supported by the USF Office of Orientation, provides newly admitted USF undergraduate students access to onboarding activities in an online graphical interface. Students can navigate through the various pre-registration tasks, which are called "Cards," to complete their individual requirements. These Cards include activities such as applying for housing, submitting transcripts and medical history, paying admissions deposit, and attending orientation.
The myBullsPath reports, for orientation staff and USF student services providers, pull data from the student Card activity to provide a snapshot of students' progress in completing the onboarding tasks. The reports are composed of a dashboard summarizing each of the Card statuses, a table presenting details on each admitted student's progress, and a table that drills down into the separate requirements for the Health, Pre-Orientation Advising, and Student Visa Cards. These last three Cards have multiple requirements that must be satisfied before the Card can be considered complete.
Using this report, staff can view metrics relating to student progression in meeting the onboarding requirements. For example, staff can:
- Drill down to view select student populations, such as a student type (e.g., transfer, FTIC) or gender.
- Select the status of a particular Card, such as Submit Health Documents or Apply For Housing.
- View the progress made on individual requirements for particular Cards.
- Reach out to students currently in the pipeline to provide individual assistance on completing tasks.
- Track the overall onboarding process for efficiencies, and create targeted campaigns to improve the business process.
For a Quick Reference Guide with helpful tips on using the Power BI myBullsPath Report, click here >> My Bulls Path QRG.pdf
Power BI reports have several features that can help you explore detailed information. Here are some of the features you can use:
Data Refresh
To provide the most current data for all users, the reports are refreshed four times daily:
- Data tables refresh at 8:00 am, 12:00 pm, 2:30 pm, and 1:30 am. The Data Refreshed On value in the bottom right of your view displays the most recent database refresh.
- The reports refresh at 9:00 am, 1:00 pm, 3:30 pm, and 2:30 am. The exact day and time displays in the report Header when you click "Data updated mm/dd/yy ".
The report refresh typically takes around 10 minutes.
Read below for information on working with the Card Summary and Card Details reports, or click on the Report Elements Glossary link in the Table of Contents above to view definitions for the report filters and display elements.
Report: Card Summary Report |
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The Card Summary report showcases the metrics related to newly admitted students in meeting their onboarding requirements. The report presents the data in two tabs: The Card Summary tab displays an interactive dashboard with a series of tiles representing the individual Cards of the myBullsPath Portal. The Student Details tab displays a list of the newly admitted students with their completion statuses for each Card as well as demographics, such as campus/college, email, and major.
Using this report:
- Orientation staff can view Card statuses, completion percentages, and average completion times. Staff can drill down to individual Cards to spot efficiencies or hurdles in completing tasks and provide onboarding assistance.
- Staff at USF Student Services Providers can select the Card(s) pertaining to their specific onboarding requirements and view the completion percentages and statuses. In addition, staff can view details for the students to include student name, email address. and department/major to reach out and provide direction.
Note that when you select one or more filters in the report, the filters apply to both the Card Summary statistics and the Student Details display.
Tab 1: Card Summary |
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The Card Summary tab displays the individual onboarding Cards in a series of tiles. The tiles display information on two sides:
Side ONE provides Card completion calculations:
- Required in Card title: If the Card is required by at least a portion of the admitted student population, the tile shows "REQUIRED" in the title.
- Required # (if Required)
- Completed # (if Required) or Submitted # (if not Required)
- Not Completed # (if Required) OR Not Submitted (if not Required)
- Completion % (if Required) OR Submitted % (if not Required)
Note that if a Card is not required, the percentages are based on those eligible to submit rather than required to complete:
- Required % = # students with Card Status = Y / # students required to complete Card
- Submitted % = # students with Card Status = Y / # students eligible to complete Card
Side TWO provides statistics on the completion times for students:
- Average, maximum, and minimum time to complete the cards in calendar days
If you click on a Card, the workspace expands the Card to display both sets of calculations. To close the expanded display, click the Close icon located in the upper left hand corner.
Details of the required student population and completion calculations for each Card are shown below; select the Card title for details on the particular onboarding task:
Filters
Report Visualizations
This report displays individual tiles representing the Card statuses for onboarding activities.
Tab 2: Student Details |
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The Student Details tab displays a table listing all incoming students and their statuses on completing each of the myBullsPath Cards. The table is sorted by Student UID, but you can sort by any column by clicking on the column heading.
The table display retains the filters selected in the Card Summary tab. For example, if you select Campus = "USF Tampa" and College = "Education" in the Card Summary tab, the Student Details table lists the students in the College of Education at the Tampa campus. You can select from five additional filters on this tab: Card Description, Card Status, Completion Date, UID, and Student Name. For example, in addition to the College of Education at the USF Tampa campus, you can select "N" in the Card Status filter and "Attend Orientation" in the Card Description filter to list Education students in Tampa who have NOT attended orientation.
Notes:
- You can select a specific set of dates using the Completion Date selection (called a Slider). Adjust the dates by either sliding the end points or by entering specific dates in the start and end fields.
- You can select All Cards under the Card Description filter, and in each, you can select Yes or No to narrow the filter to select students, for example, who have completed a specific Card while not completing another.
- For the Health, Pre-Orientation Advising, and Student Visa Cards, each student has a link symbol in the Link column. You can click the symbol to open a separate Card Details report for that student, which breaks down the Card requirement into its individual components. Refer to the Card Details Report below.
To export the contents of the table to Excel for additional analysis and sorting:
- Hover over the table, then click the ellipses in the top right corner of the table (note that you may have to click in the table first to see the ellipses option for the table).
- Select Export data.
- Click the Export button in the Export data dialog box.
Note: Depending on your browser and your settings, you either are prompted to open the file, or you see a link to the exported file (such as data.xlsx) at the bottom left of your display.
Filters
Report Visualizations
Report: Card Details Report |
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The Card Details report presents a table listing the incoming students who are required to complete or submit one of the following Cards:
- Pre-Orientation Advising
- Health Documents
- Student Visa
Because these three requirements are composed of two or more activities that are completed independently, the Card Details report shows the student's status of each activity separately. For example, the Health Documents Card consists of submitting documents on immunizations, the student's medical history, and proof of student insurance. All students are required to submit medical history and immunization records; international students must also submit proof of medical insurance. The Card Details report lists out each individual component and whether or not the student has submitted the item.
The Card Details report can be accessed directly in Power BI by selecting myBullsPath - Card Details. Users can also access the Card Details report by clicking the link icon in the Student Details tab of the Card Summary report.
After clicking one of the links shown above, Power BI opens the Card Details report in a new window. Note, however, the report displays the details for that student and that Card only. You cannot expand the report to show other students or other Cards.
Report Elements Glossary
The table below lists all of the elements used in the report.
Element | Source (System->Table->Column) | Description | Frequency of Report Refresh (Data tables refresh 1 hour prior) |
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Campus | MBP_Report_Master > Campus_Title | Identifies the campus of the student. | 9:00 am |
Card Description | MBP_Report_Master > Card_Description | The title of the orientation or onboarding Card or task as identified in the MyBullsPath Portal. The onboarding task can be either required or optional prior to registration and can vary by student population. For example, all students are required to submit transcripts, but not all will need housing assignments or meal plans, and only international students schedule pre-orientation advising meetings. The following Cards are shown in this report:
| 9:00 am 1:00 pm 3:30 pm 2:30 am |
Card Status | MBP_Report_Master > Card_Status | A flag (Y, N) that indicates the completion status for an orientation Card. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Citizenship | MBP_Report_Master > Citizenship_Title | Indicates whether the student is a US citizen for the purpose of determining the requirement for international students. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Cohort | MBP_Report_Master > Term_Title | Identifies the cohort or term to which the student is assigned at acceptance. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
College | MBP_Report_Master > College_Title | Identifies the college of the student. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Completed # | Calculated | Sum of the students with Card Status = Y for those students that are required to complete the Card. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Completion % | Calculated | Calculated as the number of students with Card Status = Y divided by the number of students required to complete the Card. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Completion Date | A field used to narrow the student completion dates to range. Completion dates that fall outside of the window expressed in this filter do not appear on the report. This field is used only in the Student Details tab of the report. | 9:00 am 1:00 pm 3:30 pm 2:30 am | |
Department | MBP_Report_Master > Department_Title | Identifies the student's college department. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Distinct Student Count | Calculated | Indicates the number of students listed in the report (table) based on the filters selected. Students appear more than once when multiple Cards are displayed. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
MBP_Report_Master > EMAIL | The email address of the student. | 9:00 am 1:00 pm 3:30 pm 2:30 am | |
Gender | MBP_Report_Master > Gender_Title | Identifies the gender of the student as Male or Female. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Ethnicity | MBP_Report_Master > Ethnicity_Title | Identifies the ethnicity of the student, such as Hispanic, White Non-Hispanic, Asian/Pacific Islander, or Black Non-Hispanic. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Link to Card Details | Link | A link icon displays in this column of the table for the following Cards:
When clicked, a separate report displays (Card Details), which provides a breakdown of the individual components that make up the Card. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Major | MBP_Report_Master > Major_Title | The student's major. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Not_Completed # | Calculated | Sum of the students with Card Status = N for those students that are required to complete the Card. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Not_Submitted # | Calculated | Sum of the students with Card Status = N for those students who are able to (but not required to) submit the information to complete the Card. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Required # | Calculated | Calculated as the number of students that are required to complete the Card. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Residency | MBP_Report_Master > Residency_Title | Indicates where the student lives when not attending school: Florida resident, non-Florida resident, or non-USA resident. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Special Population | [MBP_Attributes] > Uid [MBP_Attributes]>Termid [MBP_Attributes] >Attribute_code | Indicates that the student has a special status, such as Athlete, Active Duty, International Student, INTO Program, STEM, or Veteran/Veteran Dependent. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Student Name | MBP_Report_Master > FIRST_NAME MBP_Report_Master > LAST_NAME | First Name joined with Last Name. Note that you have an option on this filter to clear previous selections by hovering over the filter heading and selecting the Clear Selections icon. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Student Type | MBP_Report_Master > StudentType_Title | The type of incoming student, used in determining onboarding requirements. The options are:
| 9:00 am 1:00 pm 3:30 pm 2:30 am |
Student UID | MBP_Report_Master > UID | The unique University Identification number of the student. Note that you have an option on this filter to clear previous selections by hovering over the filter heading and selecting the Clear Selections icon. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Submitted # | Calculated | Sum of the students with Card Status = Y for those students who are able (but not required) to submit the information to complete the Card. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Submitted % | Calculated | Calculated as the number of students with Card Status = Y divided by the number of students who are eligible to submit the information to complete the Card. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Time In Progress (Days) | Calculated | Calculated as the number of calendar days since the Card became interactive in the Portal for the student to complete the task. | 9:00 am 1:00 pm 3:30 pm 2:30 am |
Time To Completion (Days) | Calculated | Calculated as the number of calendar days it took a student to complete the Card. Note that:
| 9:00 am 1:00 pm 3:30 pm 2:30 am |