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titleOverview

The enrolments against targets monitor shows the FTE/headcount of students that have enrolled and how this compares to the FTE targets that were agreed during the MTP planning round. All FTE amounts are allocated to programme owners on the basis of the route owner in the RAMP planning application. This means that the FTE for a single student on a route will not be split between departments even when there is joint provision for a route. For each route a route owner has been assigned in RAMP and this is where FTE (planned and actual) is assigned in this report.

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titleData refresh schedule
During the enrolment period (1st August - 1st December) this workbook is refreshed daily at 5am and 2pm. Out of this period the data is static and shows the 1st December census only. A date picker filter can be used to select a recent snapshot (during enrolment) or the December static data.
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titleWorkbook tabs

The workbook has the following tabs:

Above and below target scatterplot

This tab gives a graphical representation of how far away from target FTE, enrolment FTE is by department and student mix, with the potential to filter the results to show all departments, all departments within a faculty or a single department. Each department is represented by a single mark on the scatter plot with a downward arrow if the enrolments are below target, and upward arrow if enrolments are above target and a dot if the two are equal. The dotted line in each panel shows where the marks would sit if enrolments were equal to target. Therefore the distance of the mark from this line indicates the distance from target.

Faculty Overview

The faculty overview tab shows the progress of enrolments against target for a single Faculty. The top panel shows the numbers summed for the faculty broken down by student mix and the bottom panel shows the same numbers but additionally broken down by programme owner. In each chart the grey bar shows the target FTE, whilst the coloured bar shows the FTE of enrolled students. The student enrolment bars are coloured according their percentage difference from target. The yellow / orange bars show where enrolments are below target and the blue bars show where enrolments are above target. The darker the colour the further away from target.

Department Overview

The department overview tab offers, for each department / programme owner the option to drill down into the data to see, by programme how the numbers for the department have been calculated. The top panel shows a summary for the whole department. Each square is coloured depending on the percentage difference from target for the department / student mix combination Clicking on any student mix row in that top panel will show a breakdown for that department / student mix by route below. As in the Faculty Overview, the grey bars show the target FTE, whilst the coloured bars show the FTE of enrolled students. The student enrolment bars are coloured according their percentage difference from target. The yellow / orange bars show where enrolments are below target and the blue bars show where enrolments are above target. The darker the colour the further away from target.

All Departments

This tab gives a university level overview of the progress of student enrolments against targets. The totals are shown in the top panel, followed by a breakdown by programme owner below. Each square is coloured depending on the percentage difference from target for the department / student mix combination.

The results can be shown as a total number for all years of study selected, or broken down by those years of study using the 'Split by year of study?' filter.

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titleKnown Issues
  • If no students are registered for a route than neither that route nor the target will be visible when the 'Include Pending?' filter is set to 'N'. Selecting 'Y' will display them. For HYMS to show the full traget for Hull and York the 'Enrolment Filter' should also be set to include 'Hull based students'.
  • For HYMS routes all pending students are being reported against department number 0009 until they register. The following routes have been mis-coded as 0009 (should be Hull 9038):

    • PCMEDSGTH1, PMCLISAEH1, PMCLISANH1, PMPHYSASH2, RPHUMSHUH3, RPMEDSMDH2, RPMEDSMEH3, UBMEDSHUL5

    • BIU technical explanation: the enrolments_monitor_v only maps the MTP target to the registered students row for each route. Another row exists to show pending students but the target is not joined to this row to avoid the target being duplicated in the Tableau report. The pending students come directly from enrol_current_v with the 0009 unit code for the above route. For the registered students, the unit code is still incorrect in enrol_current_v but these records are joined to ramp_targets_mv which has the correct unit code. A fix is need in SITS to change the route owner for these routes on ROU_UDFE and also a correction in route_apportionment_mv to fix these in previous year snapshots. The snapshots in DWH will be wrong and unlikely to be corrected but a correction should be applied somewhere.

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titleFilters

The workbook makes use of the following filters:

Filter NameFilter Options
FacultyThis filter allows you to restrict the results shown to a single faculty or (where applicable) show data for all faculties
DepartmentThis filter allows you to restrict the results shown to a single department or (where applicable) multiple / all departments
Include pending?If No is selected, then only enrolment records from SITS where the registration status equates to either 'Registered' or 'Hull Registered' will be included. Selecting Yes will additionally include student enrolment records from SITS where the registration status is pending
Routes included

This filter allows for the inclusion / exclusion of groups of registrations / targets that have been identified as necessary inclusions / exclusions for reporting purposes. The groups are defined as follows:

Hull based studentsIf the unit code is 9038 or the campus location for the enrolment record is Hull
CELTWhere there are enrolments against a course code that starts 'GCLT%' .
Dummy studentsWhere the course code is one of: 'GDUMDUM', 'PDUMDUM', 'UDUMDUM', 'RDUMDUM'
Lifelong LearningRoutes with a unit name of 'Centre for Lifelong Learning' or ones where the course code starts with 'UCLL' or is 'UCEDCED'
POD (PGCAP/PFA)Where the course code starts with 'PYRK'
Visitingenrolments with a visiting mode of study in SITS
NHS CPDWhere the unit code is 0026 and the course code is either 'UHEACPD' or 'UHEAMOD'
Think AheadWhere the unit code is 0022 and the course code is either 'PSPWSWP' or 'PSWKASW'
CPDWhere the target qualification is 'CPD%'
Year of StudyThe year of study that an enrolment is for. To see all new entrants, select 0 and 1 and additionally set New Entrant? (next filter) to 'Y'
New Entrant?This filter allows you to restrict the results to only show new entrants to the university. This is students on year 0 for a foundation course, or students on year 1 for other programmes. Select 'Y' to see just new entrants and both 'Y' and 'N' to see results for all students
IPC Flag

This filter allows for the inclusion / exclusion of targets and enrolments marked as 'IPC' - that is, a student who has progressed into the department from the IPC. This is done via a tag in RAMP for targets and by the UDF_B field on the SCJ record in SITS being set to IP2.

Selecting 'Y' in this filter includes records that are marked as IPC, selecting 'N' includes records that aren't marked as IPC and selecting both includes all records

Split by year of study?This is a filter option on the 'All Departments' tab that will show the results broken down by year of study if 'Yes' is selected and as a total across the selected years of study if 'No' is selected
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titleTechnical Notes
SQL Files

Q:\EDW\SQL\York Data\Enrolments\Registration Monitoringhttps://bitbucket.org/university-of-york/biu-enrolments-monitoring/src/master/

Tableau File

Q:\DISCOVEREnrolments\StudentEnrolments Monitor\WorkbooksTableau\Published\Registration Monitoring\New registration monitor\3. Production\Enrolment against targets monitor 2018.twbxv0.5 [PLANDISC].twbx

Checking FTE intake counts using Student numbers report

In Enrolments against targets monitor: set Year of study to 0 and 1, New Entrant = Y and Include Pending? set to N, all other filters set to 'all'. In Student Numbers need to include: Student Mix = all, Year of Study = 0 and 1. Bring in AC Year Enroll ensuring filtering on 2019/0 and New Entrant = Y. 

Checking targets against Confirmation Monitor

All UGH and UGO targets match except the targets for Electronic Engineering and Physics which include additional when New Entrant set to 'All'. This is because courses: UBELESFOU4 and UBPHYSFOU4 have New Entrant = N targets associated with them.