Web Tools for Enrollment Management

1
Web Tools for Enrollment Management

• By
• Ken Meehan, Research, Fullerton College
• Bob Hughes, I.S. NOCCCD
• Deborah Ludford, I. S. NOCCCD

2
Agenda

• Welcome and Introductions - Deborah
• History and Development - Deborah
• Demonstration of Product Ken
• Technical Aspects of Development Bob
• Questions and Answers Deborah

3
History Development

• Identified a need to track FTES at the campus
  level Fullerton College
• Identifying Essential Information
• Defining the domain
• Specification of Variables
• Meeting with Information Services - 2001
• Hired consultants to work with Information
  Services and campus researchers to develop a set
  of tools beginning with Current Enrollments

4
History and Development

• Refinement of Current Enrollment
• Cross-listed sections
• Shared FTEF
• Census enrollment
• Enrollment Projection Report
• Projecting positive attendance
• Choice of appropriate terms
• Five Year Comparison Report

5
Training

• Presentation at Presidents Staff
• Demonstration at Deans Council
• Annual Updates and New Deans
• Development of ER Light
• Use by Deans and Chairs
• Correction of Contact Hours
• Evaluation at End of Term
• Current Focus on Maximizing FTES

6
Demonstration

• Current enrollment Report
• https//www.banner-forms.nocccd.cc.ca.us/reports/r
  esearchers/currentenrollment/index.jsp
• Projected enrollment Report
• https//www.banner-forms.nocccd.cc.ca.us/reports/r
  esearchers/enrollmentprojection/index.jsp
• Five Year Comparison Report
• https//www.banner-forms.nocccd.cc.ca.us/reports/r
  esearchers/fiveyear/index.jsp
• Capturing in Excel and SPSS
• Daily Reporting to President and CIO

7
Current Enrollment
8
Current Enrollment
9
Enrollment Projections
10
Enrollment Projections
11
Five-Year Trends
12
Five-Year Trends
13
Project Timeline

• April 2003 project design approved
• July 2003 Current Enrollment in production
• Nov 2003 Historical trends delivered
  (performance issues needed to be addressed)
• April 2004 Historical Trends in production
• May 2004 Projected Enrollment in production

14
Technical Details

• PL/SQL procedures run to populate 3 tables
• CurrentEnrollment
• FiveYear
• EnrollmentProjection
• JavaServer Pages are used to display the results
• PL/SQL functions provide aggregate data made up
  of elements within the underlying table

15
Current Enrollment

• Up to 2 weeks of daily enrollment activity is
  captured per college, per term
• PL/SQL procedure run automatically on a nightly
  basis to populate a single table
• 86 columns, 104,827 rows (3 terms)
• Data captured at the CRN (section) level

16
Enrollment Projection

• Current term, 2 future terms, and 4 past terms
  are captured per college
• PL/SQL procedure run automatically on a nightly
  basis to populate a single table
• 86 columns, 20,884 rows
• Data captured at the CRN (section) level

17
Five Year Comparison

• One row per course for each college and term is
  stored following MIS reporting for the prior
  term
• 84 columns, 61,604 rows (29 terms)
• Data captured at the course level

18
Issue 1 Attendance Methods

• Handling various attendance methods (Weekly,
  Daily, Positive Attendance)
• Aggregate totals needed separate functions to
  keep PA courses from being calculated in FTES
• Attendance methods for some courses changed from
  term to term

19
Issue 2 Cross Listed Courses

• Some cross-listed courses would be entered with
  max seats at each CRN
• Cross List group has 45 seats
• Class 1 has 45 seats
• Class 2 has 45 seats
• Class 3 has 45 seats
• Some cross-listed courses would be entered with
  counts unique to each CRN
• Cross List group has 45 seats
• Class 1 has 20 seats
• Class 2 has 15 seats
• Class 3 has 10 seats

20
Cross List Compromise

• We ended up using the class in the cross-list
  group scheduled with the highest number of seats
• Doesnt work well when courses cross departments

21
Issue 3 Projection Basis

• Enrollment Projection report uses a projected
  FTES at the class (CRN) level
• Populated by a function based on averages from
  previous terms
• Which terms to include?
• X number of prior terms?
• X number of prior like terms?
• Exclude unique terms due to construction, other
  issues?
• How to project Summer?

22
Requested Future Enhancements

• Ability to see historical trends alongside
  current enrollment
• Display data graphically
• Allow projections to be entered at the CRN level

23
Questions and Answers

• Thank You for attending
• Enjoy the conference!
• kmeehan_at_fullcoll.edu
• bhughes_at_nocccd.edu
• dludford_at_nocccd.edu