Using a Dashboard for Business Intelligence in a University

This is a transcript of a presentation by Stu Worman from Indiana University at an IT conference for unversity IT professionals.

We have data going back to 1992 back when PCs really began coming into universities, and now we’re on to Web 2.0. So we’ve done a lot during this time. I am going to show you some information here. We know that personal ownership of computers is 98%. We have surveys that tell us this. We know that classroom technology trends have increased. We have almost 100% technology installed in the classrooms at this point in time, in 640 classrooms.

Our course management system, we have an adoption rate of 80 percent of the faculty and 88% of the students. We know that our networks have just exploded. We have wireless coverage throughout all the campuses. We also know that our students and faculty have reported that they have increased their usage of information technology to do their job from 18 to 29 hours in just 2 years. So we know they are using this a lot.

Do you know what my budget trend has been? You see those lines that are going horizontal. That’s my budget, if not down slightly. What we’ve had to do is really add a lot to be able to know what we’re trying to get done. So this is really one form of business intelligence. We know a little bit about what is happening.

Case Study: Transforming University Admissions with InetSoft's Dashboard Solution

Northeastern Valley University (NVU), faced challenges with fragmented data systems, slow decision-making, and inefficient resource allocation in its admissions department. To address these issues, NVU implemented InetSoft's dashboard solution, which provided real-time analytics, improved data integration, and enhanced operational efficiency.

This case study explores how NVU leveraged InetSoft's dashboard solution to streamline its admissions workflow, improve applicant engagement, and optimize enrollment strategies.

Background

Northeastern Valley University is a mid-sized institution with an annual applicant pool of over 30,000 students. Before adopting InetSoft's dashboard solution, the admissions department faced several challenges:

• Data Fragmentation: Application data was stored across multiple disconnected platforms, making it difficult to analyze trends.

• Inefficient Decision-Making: Manual report generation caused delays in applicant evaluations and admissions forecasting.

• Limited Applicant Engagement: Lack of real-time insights resulted in missed opportunities to communicate effectively with prospective students.

• Resource Allocation Issues: Difficulty in predicting application surges led to inefficiencies in staffing and processing applications.

Recognizing these bottlenecks, NVU sought a data-driven approach to modernize its admissions process.

Implementation of InetSoft's Dashboard Solution

NVU's IT and admissions teams collaborated with InetSoft to deploy a customized dashboard solution tailored to the needs of the admissions department. The implementation focused on four key areas: data integration, predictive analytics, applicant engagement, and operational efficiency.

1. Data Integration: Unifying Admissions Information

Prior to implementing InetSoft's dashboard solution, NVU relied on multiple systems to manage applications, including online portals, financial aid records, and test score databases. This fragmentation made it difficult to obtain a comprehensive view of each applicant.

InetSoft's solution allowed NVU to:

• Integrate data from multiple sources (Common App, SAT/ACT databases, CRM systems, and financial aid platforms) into a single dashboard.

• Create a centralized admissions database that enabled instant access to applicant profiles.

• Improve data accuracy and consistency, reducing errors and duplicate records.

Results:

• Reduced data reconciliation time by 40%, enabling faster decision-making.

• Improved visibility into applicant demographics, academic performance, and financial aid eligibility.

2. Predictive Analytics: Enhancing Enrollment Forecasting

One of the biggest challenges NVU faced was accurately predicting yield rates—the percentage of admitted students who ultimately enroll. Using InetSoft's predictive analytics capabilities, the university was able to:

• Analyze historical admissions data to identify trends in applicant behavior.

• Develop AI-driven models to forecast enrollment numbers based on real-time application submissions.

• Optimize scholarship and financial aid distribution by predicting which students were most likely to enroll based on financial incentives.

Results:

• Increased enrollment yield by 12% due to more precise forecasting and targeted engagement.

• Reduced scholarship overspending by 18% by allocating aid more strategically.

3. Applicant Engagement: Improving Communication and Response Time

Timely and personalized communication is crucial for converting admitted students into enrolled students. NVU used InetSoft's dashboard solution to:

• Track applicant interactions (email responses, portal logins, and event attendance) to tailor follow-up strategies.

• Automate personalized outreach based on applicant behavior and stage in the admissions process.

• Monitor social media and website activity to identify engagement trends among prospective students.

Results:

• Increased applicant engagement by 25%, leading to a higher acceptance-to-enrollment conversion rate.

• Reduced average response time to applicant inquiries by 30%, improving the overall applicant experience.

4. Operational Efficiency: Streamlining Staff Workflow

The admissions team previously spent a significant amount of time manually processing applications, scheduling interviews, and generating reports. InetSoft's dashboard solution streamlined these processes by:

• Automating applicant scoring systems based on GPA, test scores, extracurricular activities, and essay evaluations.

• Providing real-time dashboards for admissions officers to track workload and prioritize high-priority applications.

• Enhancing team collaboration by enabling staff to share insights and coordinate outreach efforts more effectively.

Results:

• Reduced application review time by 35%, enabling faster admissions decisions.

• Increased staff productivity by 20% due to automation and improved workflow management.

Challenges & Lessons Learned

While the implementation of InetSoft's dashboard solution brought significant benefits, NVU encountered a few challenges:

1. User Adoption: Some staff members were initially resistant to transitioning from manual processes to a digital-first approach. Comprehensive training sessions helped ease the transition.

2. Customization Needs: Some departments required unique dashboard views, necessitating additional customization efforts.

3. Data Security Concerns: Ensuring compliance with student data privacy regulations (FERPA) required close collaboration with IT and legal teams.

Conclusion & Future Plans

By adopting InetSoft's dashboard solution, NVU transformed its admissions process, achieving greater efficiency, improved applicant engagement, and data-driven decision-making. The ability to analyze real-time data, predict enrollment trends, and personalize communication has given NVU a competitive edge in attracting top-tier students.

Looking ahead, NVU plans to:

• Expand dashboard usage to track alumni engagement and assess long-term student success.

• Incorporate AI-driven chatbots to further enhance applicant communication.

• Develop additional custom reporting tools to refine marketing and recruitment strategies.

Key Takeaways

• Data Integration Leads to Better Insights: Centralizing admissions data improved decision-making and reduced inefficiencies.

• Predictive Analytics Enhances Enrollment Management: Data-driven forecasting helped optimize scholarship distribution and yield rates.

• Automated Workflows Increase Productivity: Reducing manual processing allowed staff to focus on higher-value tasks.

• Personalized Engagement Drives Enrollment: Tracking and responding to applicant interactions in real time significantly improved conversion rates.

Next: Honking Business Intelligence Tools