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 |
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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 |
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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 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: (YES we want calculations here – get with developer)
- 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.
- 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 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 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 a selected month to show appointments on particular dates in the month. (VERIFY)
- Drill down again to show appointments by hours of the day, such as 7 am or 2 pm. (VERIFY)
- 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 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
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.
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.
- Select the drop-down in the Advisor College field to view the colleges with which you are 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 you 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.
- Optionally 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.
Students Changing Majors
You can view metrics based on selected appointment reasons, such as students changing majors, to view appointment statuses or calendar concentrations.
- Optionally 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
Advisor College
Appointment Outcome
FIF Cohort
SRKALL Cohort
Report Elements
Avg Daily Appts
Avg Daily Appts for College
Total Appts
Total Appts for College
Appointment Status
Appointment Reason
Student UID
Count of Appts
Date Recent Appt
Campus
College
Department
Major
Report : IC - Supervisor Summary |
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The IC – Supervisor Summary dashboard provides metrics of advisor appointment data from a supervisor or coordinator viewpoint. Note that security permissions are set to enable viewing of this data according to permission level.
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.
Tab 1: Supervisor Summary |
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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 advisor, campus, or cohort; 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
- 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.
- Department: Select a department to view appointment data for a department within a college.
- Appointment 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 bars 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.
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 section of the pie or bar chart. To return to the full display, click the section again.
- To view the data in a table rather than a pie or bar chart, for example, 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:
x x y x z
Section 2: Total Appointments
This section displays the number of appointments for the selected filters by month. If you filter by a date range in the Filter Panel, it displays numbers only for that time period. You can drill up and down using the “drill” buttons at the top left of this section. The default selection displays numbers of appointments by month.
- Drill down to show appointments on particular dates in the month.
- Drill up to show appointments by year.
Using an additional feature in this section, you can drill down to see the appointments by dates for a particular month. To use this feature, click the down arrow at the top right of this section, then select a month. The display shows the calendar appointments by date for the selected month.
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 “Completed” in the pie chart, the other sections display actual numbers for the completed appointments. Select “Completed” 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 numbers in the other sections for that appointment reason.
Section 5: Student Appointments # Distribution
This section displays the number of appointments by college based on the filters selected. The numbers represent the colleges of the students having appointments with advisors of the selected college. For example, Jane Advisor in the Engineering college has seen seven students in Engineering, but also two students in Arts and Sciences and one student in Science & Mathematics.
Section 6: Appointments by Advisor
This table displays a list of advisors and is filtered based on your selections in the Filter Panel. This provides information on the number of advisor appointments by advisor as well as the number of working days and averages per day. You can expand the table by clicking the “Focus Mode” icon at the top right of this section.
The table layout displays the following fields:
- Advisor UID
- Name
- # Appts
- # Working Days
- Avg Appts
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.”
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.
Sample Tasks:
The visualizations 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.
Advisor Averages by Month
You can view average appointments by advisor for a selected college by viewing the table in the Appointments by Advisor section. Note that 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. 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.
Advisor Appointment Statuses
You can view appointments for a selected college and work with the data to view various statuses for the different advisors within that college:
- 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 totals.
- Hover over individual segments of the pie chart. The chart displays highlighted numbers in a darker shade but retains the numbers for the department.
- Click the advisor name again to return to the original display.
Filters
Report Elements
Tab 2: Supervisor Details |
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The report on this tab lists all students in a table format with the following details. You can change the results by selecting filters in the Filter Panel, and you can sort by selecting a column label in the Header.
Filters
Report Elements
Daily Appointment Capacity All
Tab 3: Students With No Appts Details |
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This tab provides a list all students for selected filters that do not have a record of an appointment with an advisor. You can sort the table by clicking on a column label in the Header.
The table below lists all the elements used in the Advisor Reports.
Element | Source (System->Table->Column) | Description | Frequency of Update |
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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 |