Page Comparison

Contents:

...

• Overview 
• Data Terms contained in this Workbook
• Using this workbook
• Workbook tabs: 
  
  • 1. Applications Overview
  • 2. By Department
  • 3. UG by Programme
  • 4. PG by Programme
  • 5. Domicile Report
  • 6. Conversion Trends
  • 7. End-of-Cycle Table
    
• Change Log

 

Anchor
overview overview

Overview

...

The Application Tracking workbook contains data about applications, offers and acceptances for:

• the current application cycle (data is refreshed daily overnight to show the close of business position for the previous day)
• completed application cycles (when compared with the current cycle, data for the equivalent date is shown; otherwise the end of cycle position is shown)

The workbook replaces a number of previously published workbooks and spreadsheets:

• Application Analysis (workbook showing Applications - current season)
• UG applications and offers by programme, current season (weekly updated spreadsheet showing UG Applications)
• PG applications by programme, current season (weekly updated spreadsheet showing PGT/PGR Applications) 
• Application Overview (workbook showing Applications - complete seasons)
• UG applications by programme, end of season (spreadsheet showing final UG Applications position)
• PG applications by programme, end of season (spreadsheet showing final PGT/PGR Applications position) 
  
  

(Return to Top)

 

 

Anchor
Data Data

Data Terms contained in this Workbook

...

Work has begun on building a full data dictionary to:

• ensure consistent field names and values are used within and across Tableau Workbooks,
• provide clear definitions of each term used.

This guidance will be updated when the data dictionary is available.
Application Tracking - Guidance Notes

(Return to Top) 

Anchor
using using

Using the Workbook

All workbook tabs (views) have a header at the top of the screen, and a set of filters down the right-hand side:

Image Added 

The header contains:

• view name,
• help icon.
• current filter values (displayed in orange)

The filter panel contains a number of options which determine or limit the data that is shown in the view.  Changes made to filters:

• usually persist when you change to a different tab (where applicable) 
• are shown in the header at the top of the screen

Application Tracking - Guidance Notes

 

(Return to Top) 

Anchor
1 1

Workbook Tabs:

1. Applications Overview

In theory, users' access to Tableau Server is automatically updated (overnight) following the equivalent changes to the MI Gateway:

• New Users - when created on the MI Gateway should be automatically added to Tableau (in groups matching their MI Gateway access categories) and licensed as "interactors"
• Modified Users - when added to new category access levels or removed from existing ones on the MI Gateway , should automatically be added to / removed from the appropriate Tableau groups
• Deleted Users - when removed from the MI Gateway should be automatically deleted from Tableau.

If change of access is required immediately then the Tableau Server steps (below) should be performed manually.  Otherwise by the following day the changes should have replicated through to Tableau Server.This view contains three separate charts, comparing the current application cycle with the equivalent point in previous cycles.

Changing the filters (in the right panel) affects all three charts.

Left Panel	Top - Whole Cycle	Bottom - Last 2 Weeks
Image Added The left panel compares the current number of applications, offers, live offers or UF acceptances (as selected in the filter panel) in the current cycle with: the previous year the average for the previous 3 years This is shown as a colour-coded summary (with orange indicating departments where the current numbers are below the previous year(s). The right-hand part of this panel shows a time series graph for the last 2 weeks, giving a closer view of how the current year data is varying from the previous year and 3-year average.	Image Added The top panel (under the header) shows the number of applications, offers, live offers or UF acceptances (as selected in the filter panel) on each day since the start of the 2012/13 cycle.	Image Added The bottom panel shows the number of applications, offers, live offers or UF acceptances (as selected in the filter panel) on each day in the last two weeks.

 

(Return to Top) 

 

 

 

 

Anchor
2 2

2. By Department: 

1. Open Tableau Server and navigate to "All Users"

2. In the "Filters" box, enter the person's user name (or surname)

3. If the user does not appear, this means they have no access to Tableau Server.

4. Otherwise, look at the user's 'License Level':

   1. Interactor - can access Tableau Server; 

   2. Unlicensed -  no access

   3. Viewer - shouldn't be used as doesn't allow use of filters

5. Click on 'Site Users' tab

6. Select the user (at the top of the screen) and click on 'Group -' to show which groups the user can access (these directly relate to MI Gateway access categories).

   1. NB do not actually remove any of these groups

Anchor
3. 3.

 3. UG by Programme: 

1. Open Tableau Server and navigate to "All Users"

2. 

    

3. Compare the list of groups you've added the new user to by clicking on "Group -" (don't actually remove the groups!)

 

 

Anchor
4 4

4. PG by Programme: 

1. Open Tableau Server and navigate to "All Users"

2. In the "Filters" box, enter the person's user name (or surname)

3. If the user does not appear, this means they have no access to Tableau Server.

4. Otherwise, click on 'License User' and choose 'Unlicensed'.

 

 

 

 

Anchor
5 5

5. Domicile Report: 

1. Open Tableau Server and navigate to "All Users"

2. In the "Filters" box, enter the person's user name (or surname)

3. If the user does not appear, this means they have no access to Tableau Server.

4. Otherwise, click on 'License User' and choose 'Interactor'.

 

 

 

 

 

Anchor
6 6

6. Conversion Trends:

1. NB Only use this process for users who have left employment with the university and are not expected back (otherwise user the Application Tracking - Guidance Notes process)

2. Open Tableau Server and navigate to "All Users"

3. In the "Filters" box, enter the person's user name (or surname)

4. If the user does not appear, this means they have no access to Tableau Server.

5. Otherwise, click on Delete.

...

Anchor
Data Terms Data Terms

Anchor
7 7

7. End-of-Cycle Table:

1. NB Only use this process for users who have left employment with the university and are not expected back (otherwise user the Application Tracking - Guidance Notes process)

2. Open Tableau Server and navigate to "All Users"

3. In the "Filters" box, enter the person's user name (or surname)

4. If the user does not appear, this means they have no access to Tableau Server.

5. Otherwise, click on Delete.

 

 

 

This workbook contains daily updated data about Applications made to the University of York since 2011/12.

 

 

Anchor
Change Log Change Log

 

Anchor
8 8

8. Change Log:

 

09 Jan 2014 - version 3.6

Key changes:

- Reinstatement of Application Overview table

- Redesign to conform to BIU Design Standards and addition of help links

- Change of "arbitrary date" selector to static "final position" (end-cycle)

 

20 Nov 2014 - version 3.5

 

Key changes:

- Extra Domicile views (showing History).

- Enhanced sparklines and more readable "daily trend" data

(- Display of all programmes, even those with zero applications)

(- Breakdown of PG by Qual Aim and also separation by PGCE)

(- Addition of demographic breakdown tbc)

 

 

14 Nov 2014 - version 3.4

 

Key changes:

- Combined Domicile views to a single tab; updated sparklines view.

 

12 Nov 2014 - version 3.3

 

Key changes:

- Displayed Departments by Depts, IDC & Admission Entities throughout

- Added 'Distance Learning' option to Mode of Study

- Combined UG by progr summary (and detail) tabs and replicated for PG

- Various minor aesthetic changes

 

10 Nov 2014 - version 3.2

 

Key changes:

- Dashboard showing departmental sparklines (compared to 3 year average)

 

 

05 Nov 2014 - version 3.1

 

Key changes:

- Improved response time (loading tabs)

- Set default value for views to show position as of COB on previous day

 

 

03 Oct 2014 - version 2.10

 

Key changes:

- Fixed BOXI report replacement (different York route codes were appearing in the same UCAS code groupings)

- Split offers by C offers and U offers

- Separated withdrawals into withdrawals-pre-offer and withdrawals-post-offer

- Demographic information now available for all students (was previously unavailable from week 33 in 2013/4)

- Corrected data error noted in "By Department" tab where data was being aggregated for each day in application cycle rather than showing position a final day in date range selected.

- Added "AdmissionRoute" field/filter showing: "Main Cycle", "Clearing", "Adjustment", "RPA"

- Improved display filters and removed colour coding in By Department View

- Added Rejections (at outset / after offer conditions not met), declines and withdrawals to tabular views. Also added pending and the % difference

- Added a weekly dashboard for departments to use (this could potentially be published to a separate workbook so that departments would not view the other tabs)

- Added replica of DM's Boxi reports (sent to SMG)

 

10 Sep 2014 - version 2.0

 

Key changes:

1. Consolidated the following reports:

- Applicant Tracking (Tableau)

- Applicant Overview (Tableau)

- PG Applications & UG Applications (Business Objects)

- Additional reports used by DM to report to SMG

 

2. Correction of source data to "fill-in" gaps where snapshot did not take place

 

3. Separation of applications into: "standard" (current cycle), "deferred" and "in-cycle"

 

4. Addition of multiple filters/grouping options

 

Anchor
Data Data

Image Added

23 January 2012 - First release