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Introduction
Introduction

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titleIntroduction

This page explains how to use the Application

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Summary tool, which contains daily updated data about Applications made to the University of York

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Contents:

 

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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.

 

 

 

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  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

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

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

 

 

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  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'.

 

 

 

 

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  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'.

 

 

 

 

 

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  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.

 

 

 

 

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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)

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Open Tableau Server and navigate to "All Users"

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

...

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

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for the current, and previous, cycles.

The Application Summary tool forms part of the Application Dashboard suite of Tableau workbooks.


Both this workbook - and the underlying data set - have been redeveloped in 2019 for the new cycle (2020/21 entry year).

Besides some cosmetic improvements, the workbook has changed little but some underlying data definitions have been adjusted with the result that previously reported figures may now be presented differently - and more accurately.

Details of the changes made can be found below.


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Contents
Contents

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titleTable of contents

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Overview
Overview

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titleOverview

The Application Summary 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) 

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UsingTheWorkbook
UsingTheWorkbook

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titleHow to Use this Workbook

This workbook has a separate tabs for UG, PGT, PGR and IPC programmes. Each tab works basically the same way, though some filter options may not be available in all tabs (e.g. "Clearing" is not applicable to PGR).

Please note that the University of York handles admissions for English language pre sessionals and therefore these figures show on the UG and PG tabs. 


By default, the workbook shows the most recent application data, as at the current point in the application cycle. For previous cycles, comparable data is shown at the equivalent date.

For example, on 8th October 2019, the most recent data for the 2020/21 cycle is the overnight position on 7th October 2019. The equivalent data for the 2019/20 and 2018/19 cycles is, respectively, the 7th October 2018 and 7th October 2017.

Using the Date Selection options you can:

  1. Specify a different date in the application cycle to view data (for example, you can specify "03/10" if you wish to view current cycle data as at 3rd October 2019 (equivalent for previous cycles). Please note that when selecting a future date (for which data cannot be available) the workbook will instead show the latest data.
  2. For previous cycles, choose to view the "End of Cycle" position rather than the equivalent position.

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How to use the Data Filters and Display Options

Filter

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Faculty Name

  • All

  • Arts/Hums

  • Sciences

  • Social Sciences

Faculty is preselected, based on admissions entity selected on the Applications Dashboard homepage. 

Admissions Entity

NB IPC doesn’t feature in the Admissions Entity list. For IPC information, please see the relevant tab. 

Programme

Note that there may be courses listed here that look live (as they have exiting students on them), but are not live in terms of taking new applications.

Tip: you can search the filter by programme names (click on the drop-down and enter search criteria above the resulting list).

Applicant Category

  • All

  • E

  • H

  • O

  • HCI

Prior to 2018/19 cycle, applicant category was not split by H and E, so if you are running a comparison with years previous to 2018/9, be aware you are not comparing like for like.

Please note that you will need to combine H and EU to see where you are placed in relation to your UGH target.

HCI = Home Channel Islands.

Mode of Study

  • All

  • Distance

  • Full-time

  • Other

  • Part-time

  • Mode unknown

  • Visiting


Application Cycle Type (App Cycle Type)

  • All

  • Deferred from previous year

  • In-year (PG only)

  • Standard

Defaults to ‘All’.

Standard = all applications made within the application cycle (e.g. for 2020/1 entrants, the application cycle runs from 1st October 2019 to 30 September 2020).

Deferred from previous year = applications that were made prior to the start of the application cycle for the given academic year of entry (e.g. applications made for 2020/1 prior to 1st October 2019 are considered "deferred")

In-year (PG only) = applications that were made after the end of the application cycle for the given academic year of entry (e.g. applications made for 2020/1 later than 30 September 2020 are considered "in-cycle")


Admission Route

  • All

  • Adjustment

  • Clearing

  • Main scheme

  • RPA

Main scheme - describes any application that comes in before UCAS Extra starts. 

RPA - a ‘record of prior acceptance’ describes students haven’t applied via UCAS. We notify UCAS and the student immediately shows as UF on our systems.

Application Source

  • All

  • HEP

  • IPC

  • KICL

  • YORK

Describes where the application process was initiated.

HEP = Higher Education Partner (Distance Learning provision)

IPC = International Pathway College (pre-sessional, foundation and pre-Masters programmes)

KICL = the IPC's partner provider in London, with teaching provided by Kaplan

York = All other applications not made through one of the above partners (e.g. UCAS and direct applications).

Split by Home/Overseas

Yes

No

Displays a separate block of columns for Home and Overseas applications (When "Yes" selected)

Choose a Date

Specify a different date in the application cycle to view data (for example, you can specify "03/10" if you wish to view current cycle data as at 3rd October 2019 (equivalent for previous cycles). Please note that when selecting a future date (for which data cannot be available) the workbook will instead show the latest data.

For Previous Cycles Show

Choose to view the "End of Cycle" position - for previous cycles - rather than the equivalent position.

Show Faculty

Break results down by Faculty

Show Admissions Entity

Break results down by Admissions Entity

Show Programme

Break results down by Programme Name

Academic Year of Entry

Choose which Academic Years (application cycles) are displayed


Remember to check the text summary of the filters you have selected to ensure you have the data you require.

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WorkbookChanges
WorkbookChanges

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titleData Terms

Data Terms contained in this Workbook

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titleTechnical Documentation

Detailed technical notes can be found here: /wiki/spaces/BIU/pages/27559786.

If you do not have access to the internal BIU wiki pages, please contact business-intelligence@york.ac.uk to request a copy.

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ChangeLog
ChangeLog

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titleChange Log

7 Oct 2019 - major version release 2.0

Key changes:

  • Improvement to underlying data set
  • Minor aesthetic improvements to conform to BIU design standards
  • Removal of "original/current" option
  • Refactoring of date selector.
  • Minor update to definitions (see details above)

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