from your spreadsheets to uaccess analytics an introduction to utilizing myanalytics lists
TRANSCRIPT
From Your Spreadsheets to UAccess AnalyticsAn Introduction to Utilizing MyAnalytics Lists
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Are you entering data from Analytics into your spreadsheets?
Do you have seemingly countless spreadsheets that you’re updating everyday with only one or two items of information?
Are your reports wrong sometimes because you typed something wrong or didn’t update your spreadsheets?
Current State
Your spreadsheet needs information from Analytics
Analytics needs information from spreadsheets
Overview
Propose solution: MyAnalytics Lists… and why use this feature?
Samples of how MyAnalytics Lists can be used
Quick primer on how to actually implement MyAnalytics Lists
General Considerations and Mentions
Pivotal Question
Can we link information from Analytics into our spreadsheets?
“Answer”
You can import minimal and pivotal information from your spreadsheets INTO Analytics – keep it simple
MyAnalytics Lists??
A place to enter your own data directly into Analytics
Your data can be combined with data inside Analytics
Your data can be linked on EMPLID, Account, and more
Why Invest Time in This Method?
Accuracy
Up-to-Date-ness
Power of Analytics
Sharing
Avoiding Pitfalls
Duplicate data entry and shadow bookkeeping is dangerous
Use Analytics and other automated methods as much as possible!
Let data be free – don’t imprison data under your reign!
Three Samples of Use
People are using MyAnalytics Lists!
1. Adding local details (data fields) to student data
2. Calculating an account balance from an added data field
3. Grouping or organizing items in localized ways
Let’s look at the three sample cases!Adding, Calculating, and Grouping
Sample Case 1: Adding Fields
Example of adding information from your files to an Analytics report
Subject: student data regarding internships
Sample Case 1: Adding Fields
Report without your data
Sample Case 1: Adding Fields
Report WITH your data
Sample Case 1: Adding Fields
Sample Case 2: Fields and Calculations
Example of adding fields and using them in calculations
Subject: providing a more accurate balance
Sample Case 2: Fields and Calculations
Sample Case 2: Fields and Calculations
Sample Case 3: Grouping Items
Example of grouping accounts
Type/Key used is Account
Sample Case 3: Grouping Items
Sample Case 3: Grouping Items
Again: Why Invest Time in Lists?
Accuracy
Up-to-Date-ness
Power of Analytics Formulas/Binning
and Lists
Sharing Sharing work tasks Sharing reports
Again: Why Invest Time in Lists?
Formulas and “Binning” versus MyAnalytics Lists
Formulas and Binning are often slower and make non-technically-savvy folks dependent on others
MyAnalytics Lists tend to be faster and allow non-technically-savvy folks to make their own modifications
Again: Why Invest Time in Lists?
Benefit of Sharing Work
Having advisors or business managers entering data on Lists that directly affect reports rather than them asking technical folks to change report figures
Providing data traditionally housed in Excel onto readily available and interactive dashboards in Analytics
How?
Handout from Steven Singkofer
Analytics Office Hours
Let’s briefly review how this is done!Quick and General Primer on Using MyAnalytics Lists
Primer on Using MyAnalytics Lists
Generalized Steps
1. Determine Requirements
2. Create Mockup of Report (Excel, paper, etc.)
3. Create Base Report in Analytics
4. Setup MyAnalytics List
5. Connect/Link MyAnalytics List to Base Report in Analytics
Primer: Requirements
Who is my audience?
What do I need from my spreadsheet at minimum to communicate with my audience?
What do I need from Analytics at minimum to communicate with my audience?
Primer: Mockup
Create mockup in spreadsheet (Excel) to test your requirements
Primer: Mockup
Primer: Base Report in Analytics
Create report in Analytics with fields from system
Primer: Setup
MyAnalytics Lists - Browse Summary of Lists
MyAnalytics Lists - Manage Create/Modify Lists
Primer: Setup
Create New List
Primer: Setup
Type = Key
Primer: Setup
Name
Local Fields 10 MAX
Save
Primer: Setup
Enter data or upload from your existing spreadsheet(s)
Primer: Setup
Export to Comma Separated Value (CSV) file to open in Excel Serves as a template
Primer: Setup
Copy and Paste your data into the exported template Make sure EMPLIDs have leading zeros as necessary
Primer: Setup
Save As CSV
Primer: Setup
Upload the saved CSV file
Primer: Setup
Delete rows and update as needed and save
Primer: Setup
Keep in mind! You can always simply edit the data directly here instead of dealing with CSVs and uploads. Just remember to save!
Primer: Connect
Add your fields
Primer: Connect
Filter for your MyAnalytics List
Primer: Connect
Primer: Connect
Primer: Connect
View results and modify
Primer: Connect
Format Headings to rename columns – make it nicer
Primer: Connect
All done with foundation, but it could be even better…
Summary of Primer
Summary of Generalized Steps to Using MyAnalytics Lists
1. Determine Requirements
2. Create Mockup of Report (Excel, paper, etc.)
3. Create Base Report in Analytics
4. Setup MyAnalytics List
5. Connect/Link MyAnalytics List to Base Report in Analytics
Considerations & MentionsThings to think about when creating reports, especially when using Lists
Considerations
Use of MyAnalytics Lists currently limits your report results
Considerations
MyAnalytics Lists are limited to 10 fields
Considerations
MyAnalytics Lists is not a solution to the University needing a more robust system to combine local data with enterprise data
UA Planning on the horizon
Mentions: Overview
Analyze
Agents
Audience
Structure
Mentions: Analyze
Utilize the Analyze link in existing reports to save you time during the report-creation process
Refer to Steven’s handout
Mentions: Agents
Save time by delivering reports via Agents (automated notifications)
Mentions: Audience
Think about your targeted users!
“Would I even understand what the heck I’m receiving if I got this report in my email?”
“Would this even make sense to my folks?”
Mentions: Structure
Think about your layout and structures
Keep it as simple as possible
Mentions: Summary
Analyze
Agents
Audience
Structure
ConclusionSummary & Thank You
Conclusion
Propose solution: MyAnalytics Lists… and why use this feature?
Samples of how MyAnalytics Lists can be used How can YOU use MyAnalytics Lists?
Quick primer on how to actually implement MyAnalytics Lists
General Considerations and Mentions
Thank You!
Doug Hester and all those who make this all possible for us
Catherine Zavala and everyone helping educate and train
YOU: all those active in the community at the University