California Community Colleges Data Warehouse

1
California Community Colleges Data Warehouse

• Patrick Perry, Vice Chancellor of Technology,
  Research, and IS
• California Community Colleges Chancellors Office

2
Overview

• Californias Educational Data Quagmire
• The CCC System-All About Us
• Data Collection Methodology and System-Getting
  the Data
• Data Dissemination Systems-Using the Data

3
Educational Data in California

• Typical Silos
• UC-Unitary Student, Enrollment Summaries
• CSU-Unitary Student, Enrollment Summaries
• CDE (K-12)-Student/Institutional Summary, no
  enrollment
• CCC-Unitary Student, Unitary Enrollment
• CPEC-gets summary extracts from all

4
The CCC System

• 108 Community Colleges
• 71 Districts, locally governed
• 1.8 million Fall, 2.9 million year undup.
  Students
• Largest postsecondary system in the world
• 11 per credit, no entrance requirements

5
Data Collection

• In 1985, the Legislature said Let There Be Data
• Data good since 92-93
• CCCCO (Sacramento) is mandated to collect data
  from Districts

6
Uses of Data

• Funding (Mandate--legacy of K-12 based funding
  scheme)
• Policy Analysis
• Research
• Accountability
• PR, Spin, and Advocacy

7
What is Collected?

• Well-defined and stable Data Element Dictionary
• http//www.cccco.edu/divisions/tris/mis/dedmain.ht
  m
• Collected in local systems, sent to CO, stored in
  3rd normal form

8
COMIS Data Submission Timeline (orwhy we are
the bane of Susan Broyles existence)
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
JUL
EMPLOYEE ACTUAL (Due Aug 1) Employee Demographic
File Employee Assignment File
SPRING TERM END Student Basic File Student
Enrollment File Course File Section/Session/
Assignment File Student Matriculation
File Student Disability File Student EOPS
File Student Precollegiate Basic Skills
File Student VATEA File COLLEGE CALENDAR College
Calendar File
FALL TERM END Student Basic File Student
Enrollment File Course File Section/Session/
Assignment File Student Matriculation
File Student Disability File Student EOPS
File Student Precollegiate Basic Skills
File Student VATEA File
ANNUAL (Due Oct 1) Program Award File Financial
Aid File Assessment File
SUMMER TERM END Student Basic File Student
Enrollment File Course File Section/Session/
Assignment File Student Matriculation
File Student Disability File Student EOPS
File Student Precollegiate Basic Skills
File Student VATEA File
EMPLOYEE CENSUS (Due Nov 1) Employee Demographic
File Employee Assignment File
9
How is it Collected?

• 71 districts, 71 different MIS/ERP systems
• Colleges must push data to us in DED format
• Colleges submit ASCII flat files to us
• Master Database NCR Teradata
• Weekly update to mirrors and marts (MS-SQL)

10
Data Integrity

• Submission process
• 1. Syntactical Edit
• 2. Referential Edit
• 3. Load Processing Feedback

11
Data Integrity

• 4. Detail/Summary/Analysis Reports
• http//www.cccco.edu/divisions/tris/mis/submission
  .htm

12
Data Integrity

• 5. Public Humiliation by Reporting
• Ie no Leonardization
• 6. Fund off of itthat cleans things up real fast

13
What Else Can We Throw In The Warehouse?

• External Data Matches
• Transfer-CSU, UC, Student Loan Clearinghouseannua
  l transfers and cohort tracking
• Wage Data- EDD match for leaver cohorts
• Social Services DSS match to see whos on
  assistance
• CDE SAT-9 scores for HS test takers

14
We Have The Data

• Now Lets Do Something With It.
• The Data Mart
• The Cohort Study (SLOTS)
• The Expanded SRTK Files
• The Accountability Program
• The Brio Ad-Hoc Warehouse
• www.cccco.edu

15
Chancellors Office
Data Mart

• Public site
• Online query tool
• Create ad hoc queries
• Aggregate data
• Download queries in csv format
• Reports
• Updated as data are submitted or resubmitted
• Download into CSV format

16
The Cohort Study (SLOTS)

• Sudent Longitudinal Outcomes Tracking System
• http//www.cccco.edu/divisions/tris/mis/srtk.htm
• SRTK Rates Completions Transfer
• FTF Student Cohort Tracking
• Cohort Demographics
• Awards
• Transfer

17
The Expanded SRTK Datasets

• Comma-delimited relational dataset cohort study
  of FTF students
• Cohort table demographics
• Enrollment table enrollments
• Awards table Awards conferred
• Transfers table Transfers

18
The Accountability Program Partnership For
Excellence

• http//www.cccco.edu/divisions/tris/rp/pfe.htm
• Transfers
• Xfer Directed/Prepared/Ready
• Annual Certificates Degrees
• Successful Course Completion
• Basic Skills Improvement

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The Brio Ad-Hoc Warehouse

• Internally and Selectively Externally accessible
  data warehouse containing 3NF, summary, and mart
  files
• Just a SQL Server at an IP address, password
  protected
• Connectivity is by ODBC

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How Much?

• Annual Cost of Teradata
• Hardware lease 80k
• Maintenance 50k
• SQL Servers 5-30k
• Assorted Software (Brio, SAS,ColdFusion)
• Staff
• 1 Teradata DBA, 1 SQL DBA, 2 Programmers, 1 IPEDS
  Coordinator, 1 Submissions Coordinatorand me.

21
The Future

• CALPASS Regional Data Sharing Consortia
• Enrollment-Enrollment data collection done
  regionally, stored centrally
• Used for Program Evaluation Curriculum
  Alignment
• Bottom-Up Approach

22
Contacts

• Patrick Perry, pperry_at_cccco.edu
• Website www.cccco.edu