Intelligent Communication

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 the 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

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. 

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 or date range; the right panel displays the appointment data in different formats wiht 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 Name: Select an advisor name to view appointment data for that advisor; the list is filtered if a college is selected.
• Advisor College: Select a college to view appointment data for that college; the list is filtered if an advisor is selected.
• 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 bars 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 section of the pie or bar chart. To return to the full display, click the section again.

Section 1: Number of appointments:

This section displays the number of advisor appointments. You can select an advisor or a college to see statistics on 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
• 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 visuals in this dashboard work best when either a College or College and Advisor are selected. The following are a few examples of additional ways you can view the data.

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.

1. Select an advisor in the filter panel to show the number of appointments the advisor held.  
2. Select the drop-down in the Advisor College field to view the colleges with which this advisor is working.
3. Select each college (if more than one) to see how the appointments are concentrated.
4. 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.

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 this section (“Go to the next level in the hierarchy”).
3. Select a particular day of the month to view the reasons for the appointments that day.
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 a college in the filter panel.
2. Select “Student Canceled – Fault” to view the appointments canceled by students.
3. View the calendar concentration for the times of the year and times of the month when these cancellations occurred.
4. View the reasons the appointments were made to see if there are trends in the types of appointments.
5. 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.

1. Select a college in the filter panel. You can also optionally select an advisor.
2. Select the “Canceled” segment of the chart in the Appointment Status section.
3. 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.

1. Select a college in the filter panel.
2. Select “Change of Major/Major Reselection” in the Reasons for Appointments section.
3. View the appointment statuses and concentration of this appointment type by month or day.
4. Expand the Appointments by Student table to view a list of the students looking for advisor help in changing majors.

Filters

College

Department

Select Date

Daily Appointment Capacity

Advisor Name

Report Elements

Future Appointments

Total future Appointments

This report provides a summary view of the appointments of all advisors in the department/college and can be filtered.

Filters

College

Department

Report Elements

Future Appointments

Total Future Appointments

Appointment Status

Appointments by Outcome

This report provides the ability to 

Filters 

College

Department

Select Date

Daily Appointment Capacity

Advisor Name

Report Elements

Advisor Appointments

Appts for Advisor

All Appointments

Avg Appointments for Advisor

Average Appointments

Daily Appointment Capacity

Daily Appointment Capacity All 

Appointments by Outcome

Appointment Status

Advisor Name

Number of Appointments

Working Days

Average Appointments

This report provides the ability to 

This report provides a summary view of the appointments of all advisors in the department/college and can be filtered.

Filters

College

Department

Select Date

Daily Appointment Capacity

Advisor Name

Report Elements

Future Appointments

Total Future Appointments

Average Future Appointments

Future Daily Appointment Capacity

Appointments by Day of Week

Appointments by Hour

Total Appointments

Average Appointments

Daily Appointment Capacity All

Contact Method

Appointment Status

Appointments by Outcome

This report provides the ability to compare one advisor's appointment activity against others in the department/college

Filters 

College

Department

Select Date

Daily Appointment Capacity

Advisor Name

Report Elements

Advisor Appointments

Appts for Advisor

All Appointments

Avg Appointments for Advisor

Average Appointments

Daily Appointment Capacity

Daily Appointment Capacity All 

Appointments by Outcome

Appointment Status

Advisor Name

Number of Appointments

Working Days

Average Appointments

The table below lists all the elements used in the Reports.