Course Demand Reports

Course Demand Reports

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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

The 

This report 

Filter Panel

The left panel allows you to filter the data that displays in the data panel. Select to filter by one or more of the following options:

• 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 is the main workspace and consists of five sections. These sections are described in detail below.

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 (shaded green above) displays the number of advisor appointments and provides comparisons with the advisor’s college. The statistics show the following: 

• Avg Daily Appts: Represents the average daily appointments for the 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 this advisor. The basis for this average is the following:
  • 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).
• Total Appts for College: Represents the number of appointments for all advisors in the same college as this 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 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 holds these appointments, the average daily appointment count for the college is 11.

Section 2: Appointments

This section displays the number of appointments for the advisor 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 the 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.

You can also drill down to select a specific month and show the distribution among the dates for that month. To do this: 

1. Click the down arrow to the right  to turn on Drill Down (Tool Tip: Click to turn on Drill Down). 
2. Click the month you wish to view the appointment distribution.
3. Optionally click a day to view distribution among hours in the day.
4. To exit Drill Down mode, click the down arrow again.
5. Drill upto return to the monthly display.

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 adjust the display of 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 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
• Date Recent Appt
• Campus
• College
• Department
• Major
• Full Name
• Email

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 following are a few examples of ways you can view the data as well as explore the interactivity among the elements in the display.

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:

1. Right-click on the Holds bar in the Reasons for Appointments section.
2. Select See Records. The report displays the students requesting advisor appointments for registration holds in table format. 
3. Select Back to report to return to the dashboard. 

View student names for appointments in June:

1. Right click on the June bar in the Appointments bar graph.
2. Select See Records. The report displays a list of students having advisor appointments in June. 
3. Select Back to report to return to the dashboard. 

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.

1. If desired, select a date range in the Select Date filter.
2. Drill the data to the day level by clicking the  button in the header of the Appointments (calendar) section.
3. Select a particular day of the month to view the reasons for the appointments that day. For example, selecting the 1st of the month may indicate a concentration of scheduling changes.  
4. Select the day again to return to all appointments.
5. 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.

1. Select “Student Canceled – Fault” in the Appointment Outcome field in Filter panel to view the appointments canceled by students.
2. View the calendar concentration for the times of the year and times of the month when these cancellations occurred.
3. View the reasons the appointments were made to see if there are trends in the types of appointments.
4. 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.
5. 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. 

Reasons for Appointments

You can view metrics based on selected appointment reasons, such as students changing majors, to view appointment statuses or calendar concentrations.

1. For example, select “Change of Major/Major Reselection” in the Reasons for Appointments section.
2. View the appointment statuses and concentration of this appointment type by month or day.
3. 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.
4. Select Back to report to return to the dashboard.

Filters

Advisor Name

Advisor College

Appointment Outcome

Course Demand Reports#FIF Cohort

Course Demand Reports#SRKALL Cohort

Course Demand Reports#Select Date

Report Elements

Avg Daily Appts

Avg Daily Appts for College

Total Appts

Total Appts for College

Course Demand Reports#Appointment Status

Course Demand Reports#Appointment Reason

Course Demand Reports#Student UID

Course Demand Reports#Count of Appts

Date Recent Appt

Course Demand Reports#Campus

Course Demand Reports#College

Course Demand Reports#Department

Major

Course Demand Reports#Full Name

Email

The IC – Supervisor Summary dashboard provides metrics of advisor appointment data from a supervisor or coordinator viewpoint. 

Filters

Course Demand Reports#Campus

Course Demand Reports#College

Course Demand Reports#Department

Appointments Outcome

Course Demand Reports#FIF Cohort

Course Demand Reports#SRKALL Cohort

Course Demand Reports#Select Date

Course Demand Reports#Advisor Name

Report Elements

Course Demand Reports#Daily Appointment Capacity

Avg Daily Appts

Total Appts

Course Demand Reports#Capacity

Course Demand Reports#Appointment Status

Reasons for Appointments

Student Appointment Distribution

Course Demand Reports#Advisor UID

Name

#Appts

#Working Days

Avg Appts

Currently Enrolled Students With No Appointments

The IC – Supervisor Summary dashboard provides metrics of advisor appointment data from a supervisor or coordinator viewpoint. 

Filters

Course Demand Reports#Campus

The IC – Supervisor Summary dashboard provides metrics of advisor appointment data from a supervisor or coordinator viewpoint. 

Filters

Course Demand Reports#Campus

Report Elements Glossary Table

The table below lists all of the elements used in the Intelligent Communication reports.

Note: To sort the table elements, click the up or down arrow in the column header.