Intelligent Communication

Intelligent Communication Reports

The Intelligent Communication (IC) reports are a set of three interactive workspaces that provide the academic advising community (advisors, coordinators, supervisors, and leadership) with metrics they can use to measure the effectiveness of the university’s academic advising initiatives. Using the reports: IC - Advisor Summary, IC - Supervisor Summary, and IC - Drop-In Queue, 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 reports, provides tips on navigation, and identifies common tasks you can use to view the data.

Click here → IC Advisor QRG for a guide showing tips on using and navigating the IC reports.

Report Elements Glossary Table

Report: IC - Advisor Summary

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.

This report provides a summary of academic advisor appointments. The report 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 visual formats with charts, graphs, and tables.

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 Name: The advisor name displays at the top of the filter panel. If a supervisor with permissions views this report, the Advisor Name shows a drop-down selection of advisors to choose from. You can select more than one advisor by holding the Ctrl key as you click advisor names.
Advisor College: Select a college to view appointment data for that college; the list is filtered to show only the colleges associated with 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 that same 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 held 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 held these appointments, the average daily appointment count for the college is 11.

Section 2: Appointment Metrics

This section displays three pie charts showing metrics on the advisor/student contact. You can click on any segment of each pie chart to adjust the display of the remaining visuals. For example, if you select “Canceled” in the Appointment Status pie chart, the other visuals display numbers for just the canceled appointments. by "graying out" the remaining selections. 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.

Appointment Status: displays the current status for past and future appointments. Options include:

Canceled
Completed
Confirmed
Scheduled
Walk-in

Contact Method: displays how contact is made with the student. Options include:

Walk-In
Phone
Office
Skype
Microsoft Teams
Other
Not Available

Appointment Outcome: displays the result of the appointment (includes "In Progress" if yet to occur. Options include:

Walk-In
In Progress
Cancelled (Student Canceled - Fault, Student Canceled - No Fault, or SSP Canceled)
Attended

Section 3: 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. Depending on your view, the default selection may display numbers by month.

Hover over the visual, then click to turn on Drill Down.
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 upto 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:

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

Section 4: Reasons for Appointments

This section lists reasons for the appointments in a bar graph. Each advisor appointment ties to a single 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 select this icon, hover over the Appointments by Student section and click 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” at the top of the screen.

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 Metrics, 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 Show data point as a table. 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 Show data point as a table. 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

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; however, if you save your view of the report, your default setting may be different.

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 the Appointments (calendar) section.
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. Note that you may have to scroll to view all days.
Select the day again to return to all appointments.
Select an appointment reason, such as Holds, 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 “Student Canceled – Fault” in the Appointment Outcome pie chart in the Appointment Metrics section 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.

Reasons for Appointments

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

For example, select “Change of Major/Major Reselection” in the Reasons for Appointments section.
View the appointment statuses, the contact methods, and the concentration of this appointment type by month or day.
Right click the bar for “Change of Major/Major Reselection,” then click Show data point as a table to view the list of the students looking for advisor help in changing majors.
Select Back to report to return to the dashboard.

Filters

Intelligent Communication#Advisor Name

Advisor College

Appointment Outcome

Intelligent Communication#FIF Cohort

Intelligent Communication#SRKALL Cohort

Intelligent Communication#Select Date

Report Elements

Avg Daily Appts

Avg Daily Appts for College

Total Appts

Total Appts for College

Intelligent Communication#Appointment Status

Intelligent Communication#Appointment Reason

Intelligent Communication#Student UID

Intelligent Communication#Count of Appts

Date Recent Appt

Intelligent Communication#Campus

Intelligent Communication#College

Intelligent Communication#Department

Major

Intelligent Communication#Full Name

Email

Report: IC - Supervisor Summary

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

This dashboard provides a summary view of the appointments of all academic advisors; the data can be filtered by college and department. The report has three tabs: Supervisor Summary, Supervisor Details, and Students With No Appts Details. These are described in detail below.

Page 1: Supervisor Summary

The dashboard on this tab provides a summary of academic advisor appointments. The dashboard consists of two panels: the left panel allows you to filter the data by elements, such as advisor, college, or cohort; the right panel displays the appointment data in different formats with charts, graphs, and tables.

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:

Campus: Select from the list of campuses.
College: Select a college to view appointment data for that college; the list is filtered if an advisor is selected.
Appointment Major: Select the appointment major to view student appointments made with students in that major.
Appointments Outcome: Select an appointment outcome among the following choices:
- Attended
- No Show
- Not Available
- 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.
Advisor Name: Select an advisor name to view appointment data for that advisor; the list is filtered if a college is selected. Note that you can select more than one advisor using the Ctrl key.