What is the Power BI Template? (Enrollment Reports) – iClassPro Support

The features described in this article are only available to customers with iClassPro subscription plans that provide access to the Data Warehouse.

IN THIS ARTICLE:
Learn more about the different Enrollment-related reports in the Power BI Template provided with your Data Warehouse account, what information is included, and how it is calculated.

What is Power BI?
What is the Power BI Template?
Definitions
Important Notes
Enrollment Reports
Learn More!

What is Power BI?

Power BI is a collection of software services, apps, and connectors from Microsoft™ that allow you to pull together different data resources and manipulate them to prepare reports, charts, and/or tables to view the information you need more easily. This can make it easier to obtain metrics that may not be easily available using the reports built into iClassPro, such as comparing data from several different locations or accounts in a single view.

Using Power BI’s Power Query you can manipulate report data in different ways than is allowed in iClassPro. For example, if you have several Class Levels that begin with the same prefix (such as Dolphins – Beginner, Dolphins – Intermediate, and Dolphins – Advanced), iClassPro’s Level Summary Report will treat each of these as a separate Class Level. However, in Power BI you can group these Class Levels by their shared prefix and therefore calculate enrollment data for all of the “Dolphins” Class Levels together.

What is the Power BI Template?

iClassPro’s ready-to-publish Power BI starter template consists of over 30 pages of reports incorporating tables and charts focusing on the following topics:

Enrollments
Student Demographics
Year-to-Date Progress
Charges and Payments
Entry Points
Exit Points
Family and Student Participation
Customer Portal Usage

By referring to the queries provided in the starter template, you can learn more about the database schema and how we are calculating specific metrics. From here, you can add, delete, or edit queries as needed to fit the needs of your business.

Definitions

“ACTIVE” (shown in all capital letters) refers to an enrollment type. “Active” (shown in mixed-case or all lower-case letters) refers to an enrollment status.
- An “active” enrollment status means that the start date of a specific enrollment must be equal to or prior to the start of a defined date range or specific date, and the enrollment drop date is equal to or PRIOR to the end of a defined date range or specific date.
Whenever it is used, the term "Customer Portal" actually refers to any customer self-service option (both the web-based Customer Portal and Mobile/Branded App).
A “slicer” is a "filter" that appear at the top of a report and allows users to amend the criteria used to calculate the results being displayed.
- A “relative slicer” is a slicer where all dates are relative to the current date (today). Options for these slicers use a modifying article such as Next/Last/This etc.
A “data point” is a block on a bar/column, or a single result within any chart.
A “legend” is a section in a chart that explains the meaning of particular colors, indicators, etc.

Important Notes

As these reports are based on data retrieved from the Data Warehouse, data as of the “Current Date” could actually be up to 24 hours old depending on when your data was last updated.
Certain reports have default values for dates/date ranges. If needed, these can be changed by adjusting the date/date range slicer at the top of the report.
- If a default value exists, this will be noted in the report description.
Unless noted otherwise, all reports will default to showing data divided by Site/Location if multiple Locations exist in your account.
Whenever multiple options exist (such as Site/Location,Gender, Program, Level, etc.), the report can be limited to a single option by selecting it from the appropriate slicer on the report. Multiple options can be selected by holding down CTRL/COMMAND and clicking on the option(s) to enable/disable them
- NOTE: For the purposes of analyzing data/performing calculations, selecting ALL options or selecting NO options will be treated in the same manner.
CTRL/COMMAND refers to keys on PC/Mac keyboards, respectively.
If a vertical line appears on a chart or graph, this indicates the average value across all Sites/Locations to be used for comparison.
When viewing charts and graphs, additional options may be shown in the upper right-hand corner. (Explanations are given below from L-R):
- [Up arrow] will move up one level in the data hierarchy. (For example, if you are viewing specific student data, this would return to looking at data for the Site/Location as a whole).
- [Down arrow] will enable you to “drill down” into the data by clicking on a specific data point on the chart/graph.
- [Two down arrows] will move down one level in the data hierarchy. (For example, if you are viewing Site/Location data as a whole, this would “drill down” to look only at the specific student data used to calculate the totals).
- [“Split” down arrow] expands the data to add an additional hierarchy level to the current view. (For example, if you are viewing Site/Location data as a whole, this would “drill down” to look only at both this information AND the specific student data used to calculate the totals).
- [Funnel] Filters on Visual - shows the filters that are currently applied to the data reflected on the chart/graph.
- [Expand window] Focus mode - will “zoom in” to show ONLY the selected chart/graph, hiding all other information on the report. (To exit this view, click the “Back to report” link in the upper left-hand corner of the window.)
- [...] More options - there are several options here, but some of the most useful will be:
  - Export data - allows you to export the data related to the selected chart/graph in CSV format.
  - Show as a table - will display the data related to the selected chart/graph as a table.
  - Remove - allows you to remove the chart/graph completely from the report. (This is not recommended as this will permanently alter the template and you will not be able to restore the chart/graph if you wish to use it later.)
  - Spotlight - toggles “Spotlight” mode, which highlights only the selected chart/graph and dims the rest of the report. (To exit this mode, simply select “Spotlight” again to toggle it off.)
  - Sort axis - allows you to change the sort order of items along the axis of the chart/graph.
Wherever they exist on a report, indicators (such as filled shapes or arrows) can be configured to show trends based on your specified range of values. For more information on using conditional formatting to set up these indicators, see the “Apply conditional formatting in tables and matrixes” document from Microsoft.

Enrollment Reports

Enrollment Charts / Enrollments (Active & Waitlist)

This report displays the number of ACTIVE and WAIT type class enrollments that were active within the selected date range. This date range defaults to the past 24 weeks.

Active and Waitlist counts are plotted on separate lines along the Y-axis of the grid.

The counts are based on the total number of ACTIVE and WAIT type class enrollments on the date(s) represented on the X-axis of the grid.

This graph allows you to see at a glance how your ACTIVE and WAIT type enrollments were trending on any given date within the specified date range (by hovering over a selected date), as well as a general view of how these enrollment numbers were trending over the entire date range.

Current Enrollments

This report displays the number of ACTIVE and WAIT type class enrollments that are active as of the current date.

The report consists of a table listing the number of ACTIVE and WAIT type class enrollments by Site/Location (with totals for each Site/Location), as well as grand totals for each of these enrollment types.

By default, the report includes enrollments for all Genders, however, this can be limited to a single Gender by selecting it from the Gender slicer.

The report also displays a “Current Students - Age Today” chart that breaks down each of these enrollments based on the student’s age.

You can enable/disable specific age groups by clicking on the age in the “Yrs” column on the chart legend.
You can limit the report to a single age at a particular Site/Location by clicking on the appropriate age data point on the chart itself.

This report allows you to see at a glance what your ACTIVE and WAIT typeclass enrollment numbers are on the current date, as well as adjusting the display of these enrollment numbers to show more age or Site/Location-specific information.

Daily Enrollment Count

This report displays the number of class enrollments that were active within the selected date range. By default, the report only includes ACTIVE enrollments and are broken down by Site/Location.

The counts are based on the total number of enrollments of the selected enrollment type(s) that were active on the date(s) represented on the X-axis of the grid.

This report allows you to see at a glance how your enrollments were trending on any given date within the specified date range, as well as a general view of how these enrollment numbers were trending over the entire date range.

New Enrollments

This report displays the number of new class enrollments that were created within the selected date range, as well as totals for new family and student accounts created within the same date range. By default, the report only includes ACTIVE enrollments.

The report contains several tables/charts, each broken down by Site/Location and/or Enrollment Type:

A chart showing the percentage of activity based on creation source (Customer Portal vs Office Portal).
A table showing the number of new family/new student profiles created within the specified date range (total).
A chart showing the number of new enrollments created within the specified date range (monthly).
A table showing the number of new enrollments created within the specified date range (monthly).

NOTE: enabling/disabling the Creation Source will affect the totals reflected on all other tables/charts. Likewise, selecting one or more Site(s)/Location(s) from any chart/table will affect totals for all others (including the percentages on the Creation Source bar chart).

This report allows you to see at a glance how many new families, students, or enrollments were created during any given month within the specified date range, as well as a general view of how these numbers were trending over the entire date range. (If the date range spans multiple years, months will concatenate totals for the given month for all selected years.)

Drops & Transfers

This report displays the total number of students whose class enrollments were or will be dropped/transferred within the specified date range. This date range defaults to the past 6 months. (Note that all specified date ranges are based on the current date.)

By default, the report only displays DROPPED enrollments.

The report includes two graphs:

Number of students with a dropped and/or transferred enrollment within the specified date range.
Age of student(s) as of the enrollment drop date
- NOTE: as transferring an enrollment from one class to another involves dropping the student from the original class, the age of the student on the transfer date will be reflected in the results.

This report allows you to see at a glance how many students with class enrollments were or will be dropped/transferred within a specified date range. It also lets you see the age(s) of student(s) as of their enrollment drop date, which will help you recognize the average age at which these events tend to occur.

Successful Conversions

This report displays the conversion rate by Site/Location within a specified year. This metric is based on the number of students who have records in the database for both a TRIAL type enrollment and ACTIVE type enrollment. To be counted as a successful conversion, the start date of the ACTIVE type enrollment must be equal to or after the date of the TRIAL type enrollment.

Clicking the “+” to the left of a Site/Location in the “Convertion Rate” table will expand the details to display all student records used to calculate the success rate. Clicking on a specific student name will automatically filter the other tables/graphs to reflect data only for that student.

By default, the report also includes a table displaying additional specific data used to determine the TRIAL to ACTIVE conversion, including the student ID and dates of the TRIAL and ACTIVE type enrollments. (This table can be revealed or hidden by holding down CTRL/COMMAND and clicking either the “Show Data” or “Hide Data” button.)

The “Conversion Rate vs. Loss Rate by Site” graph calculates the percentage of TRIAL to ACTIVE conversions based on all data.

This report allows you to see at a glance how your conversion rates compare across multiple Sites/Locations, as well as drilling down to specific information about the students to show enrollments were used in the calculations.

Learn More!