BIP Annual Programme Evaluation Workbook - User Guide



BIP Annual Programme Evaluation Workbook - User Guide9th October 2018Reason for this documentThe Business Information Portal (BIP) is a series of Workbooks and Dashboards presenting important business information to various users across Aston University.The BIP Dashboards are grouped together in Tableau Workbooks. Tableau Workbooks can be viewed by using the Tableau Reader software. Please see separate document called ‘BIP - Help - Installing Tableau Reader.docx’ for help installing Tableau Reader onto Windows Desktop or Laptop machines.Although the Dashboards contained within the Workbooks are designed to be relatively self-explanatory, and contain pop-up help windows throughout, it was decided to create User Guides to help users to view, interact with and understand the Dashboards within the Workbooks. This document a guide to using the Annual Programme Evaluation Workbook.How to start the Annual Programme Evaluation Workbook in Tableau ReaderThe BIP Annual Programme Evaluation Workbook will be made available to uses from Aston Universities Intranet Pages – please go to for full details and to download the Annual Programme Evaluation Workbook.Please click on the Workbook name to download the file and save to a location of your choice.Once downloaded open the Workbook. This should automatically start the Tableau Reader software and display the first Dashboard in the Workbook.If Tableau Reader does not automatically start then please start Tableau Reader manually by finding it in your Windows Start Menu. Once running then choose the ‘Open’ option from the ‘File’ menu. Next, choose the file location where you downloaded the Workbook, click on the Workbook and press the ‘Open’ button.How to interact with the DashboardsPlease take some time to become familiar with the Dashboards displayed and how to interact with them.Help and Notes are displayed on screen.304710111430000Additional Help is available by hovering over the icons.It is important to note that the data shown by the Dashboard is not live data. It has been extracted from SITS (Aston University’s Student Records system) at the date and time shown in the bottom right corner of the Dashboard.First choose the Degree Programme that you are interested in. This can be selected from the drop down list or by typing some of the Degree Programme name, which will reduce the list to select from.Once a Degree Programme has been selected hovering over the ‘View Additional Programme Information’ button will display a pop-up help window showing additional information about the Degree Programme.Selecting a Degree Programme will instantly update the charts and tables in the displayed Dashboard with data relative to the selected Programme.If desired the data displayed can be restricted by choosing values from the ‘Global Filters’ section. This will filter data in all charts and tables across all Dashboards in the Workbook.Hovering over data items in charts and data tables will display additional information in a pop-up window.Clicking on data items or items within the colour Chart Keys will highlight these items across the charts and tables in the Dashboard where appropriate.Move from Dashboard to Dashboard by clicking on the Dashboard Tabs at the bottom of the screen.Tableau allows users to export some data by selecting data in charts or tables and then choosing the ‘Copy’ > ‘Data’ option from the right mouse click menu.Normally Dashboards look and work better in the ‘Presentation mode’. Most Workbooks are published already in ‘Presentation mode’, but if needed pressing ‘F7’ will turn ‘Presentation mode’ on and off.With ‘Presentation mode’ off a menu will appear at the top of the Dashboard. This allows the user to, amongst other things, copy or export an ‘image’ of the current displayed Dashboard or print (either to a printer or PDF document) the current displayed Dashboard (or all or selected Dashboards by selecting the appropriate options).Further details of each Dashboard within the Annual Programme Evaluation Workbook will now follow.Dashboard 1: Progression Totals This Dashboard is designed to show Progression totals for a Degree Programme. It splits the data by Progression Decision, Stage of Study and Academic Year.Additionally, Progression Decisions have been grouped into Progression Groups.Users are able to select a Degree Programme from the ‘Choose Programme’ drop down list. Once a Programme has been selected the Dashboard will update the chart and data table immediately.The Global Filters can be used to restrict the data contained in the charts and data tables across all of the Dashboards in the Workbook.The ‘Progression Group Percentages Chart’ is designed to show the percentage of students that receive Progression Decisions (grouped into Progression Groups) at the end of each Academic Year, split by the student's Stage of Study. It includes the last five years of data so that year on year trend analysis can be performed.The ‘Single Year Progression Details’ data table is designed to show the numbers of students for each Progression Decision, split by Stage of Study for a single Academic Year. To view this data table for different Academic Years please choose the required Year from the drop down list in the title of the data table.Dashboard 2: Progression SplitThis Dashboard is designed to allow the user to additionally split the Progression Totals ‘Proceed’ Progression Group data by various data fields. It continues to split the data by Progression Decision, Stage of Study and Academic Year.Additionally, Progression Decisions have been grouped into Progression Groups.Users are able to select a Degree Programme from the ‘Choose Programme’ drop down list. Once a Programme has been selected the Dashboard will update the charts and data table immediately.The Global Filters can be used to restrict the data contained in the charts and data tables across all of the Dashboards in the Workbook.Additionally users are able to choose a ‘Split by Field’ to split the data in the charts and data tables by that data field.In the example above the Progression Data has been split by Gender, allowing the user to see if one Gender category receives different percentages of ‘Proceed’ Progression Decisions.The ‘Percent of 'Proceed' Students Chart’ is designed to show the percentage of students that receive progression decisions within the 'Proceed' Group at the end of each Academic Year, split by the student's Stage of Study, and by the categories in the 'Split By Field'. This chart should hopefully show when there are categories in the 'Split By Field' that are receiving a 'Proceed' percent that is unusual when compared with other categories. It includes the last five years of data so that year on year trend analysis can be performed.The ‘Total Students against 'Proceed' Students Chart’ is designed to show the total number of students for each 'Split By Field', Stage of Study and Academic Year along with a corresponding data points for the number of students that received a progression decision that is in the 'Proceed' Progression Group. It includes the last five years of data so that year on year trend analysis can be performed.The ‘Single Year Progression Split by Field’ data table is designed to show the numbers of students for each progression decision split by category within the 'Split By Field', additionally split by Stage of Study for a single Academic Year. To view this data table for different Academic Years please choose the required Year from the drop down list in the title of the data table.Dashboard 3: Refer and Withdraw DetailsThis Dashboard is designed to show details of students who have received a ‘Referred’ Progression Decision during the year alongside information about Withdraw Reasons for a Degree Programme. It splits the data by Stage of Study and Academic Year.Users are able to select a Degree Programme from the ‘Choose Programme’ drop down list. Once a Programme has been selected the Dashboard will update the chart and data table immediately.The Global Filters can be used to restrict the data contained in the charts and data tables across all of the Dashboards in the Workbook.The ‘Percent of Students who Refer Chart’ is designed to show the percentage of students that were Referred to the Resit period for each Academic Year, split by the student's Stage of Study. It includes the last four years of data so that year on year trend analysis can be performed.The ‘Withdraw Reasons - Number of Students per Reason’ chart is designed to show the number of students for each Withdraw Reason for each Academic Year, split by the student's Stage of Study. Selecting a Withdraw Reason from either the Chart or the colour Key will highlight the same Withdraw Reason across all Stages of Study and Academic Years. It includes the last five years of data so that year on year trend analysis can be performed.The ‘Single Year Progression Details’ data table is designed to show the numbers of students for each Progression Decision, split by Stage of Study for a single Academic Year. To view this data table for different Academic Years please choose the required Year from the drop down list in the title of the data table.Dashboard 4: Final Degree ClassificationsThis Dashboard is designed to show details of Awards for the last five academic years, along with information about Award Types and Classifications. Users are able to select a Degree Programme from the ‘Choose Programme’ drop down list. Once a Programme has been selected the Dashboard will update the charts immediately.The Global Filters can be used to restrict the data contained in the charts and data tables across all of the Dashboards in the Workbook.The ‘Degree Classifications Percentages Chart’ is designed to show the percentage of Awards split by the Award Type & Classification given, for each Academic Year. It includes the last five years of data so that year on year trend analysis can be performed.The ‘Higher Grade Analysis’ chart is designed to help analyse any changes in higher grades in the Awards for the selected Programme. Award Classifications are grouped into one of two Classification Groups. They are:1st/2i Degrees - contains First and Upper Second Classifications Lower Classifications - contains everything elseThe chart shows numbers for each Classification Group split by Academic Year. Hover over the Bars in the chart to see percentages and full number information. It includes the last five years of data so that year on year trend analysis can be performed.The ‘Higher Grade Analysis – Split by’ chart allows the user to choose a ‘Split by Field’ to split the data shown in the ‘Higher Grade Analysis’ chart by the categories of that data field. The chart is additionally split by Academic Year. It includes the last five years of data so that year on year trend analysis can be performed.In the example shown above the Classification Groups have been split by Gender, allowing the user to see if one Gender category receives different percentages of each Classification Group.What next?The Annual Programme Evaluation Workbook will continue to be developed further to contain more information to help with the Annual Evaluation process.New versions of the Workbook will become available on a periodic basis. The version number of the Workbook will be in the filename and additionally displayed in the bottom left of each Dashboard. Once new versions of the Workbook have been made available then please download this new version and stop using the previous version, as the old version may contain out of date data and calculations. Old versions of Workbooks will expire and no longer show data after certain dates. This will force users to download and use the latest versions of the Workbook. Expired Workbooks will display a prominent message when they have expired.It is expected that more Workbooks will become available in time to help with other data processes.Further help, comments, questions, suggestions and ideasPlease send an email to bip_support@aston.ac.uk with any questions, comments, suggestions, queries and ideas you may have.The BIP project group will discuss all suggestions and ideas and will give feedback to users on these.Please remember that the BIP Dashboards and Workbooks are designed to provide standardised data and information that should work for all Degree Programmes across the University (where appropriate). Suggestions and ideas are more likely to be considered if they will be useful across the University and not just for a single Degree Programme or Department/Subject Area. ................
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