What is the Power BI Template? (Family Participation Reports)

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IN THIS ARTICLE:
Learn more about the different Family Participation-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?

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):
    power_bi_filters.png
    • [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.

Family Participation

By default, these values are calculated for Active families at all Sites/Locations.

Families (Family Participation and Spend)

powerbi_family01.png

This report consists of several charts and tables providing several different metrics related to family participation.

Family Participation Timeframe/Overall Participation

The “Family Participation Timeframe” bar chart reflects the average number of months a family is enrolled at each Site/Location. This calculation takes into account enrollments for all students in the family, from the start date of the earliest enrollment to the drop date of the final enrollment.

NOTE: If a student in the family has an active enrollment without an assigned drop date, the total of active months enrolled is calculated based on the start date of their first enrollment linked to the family to the current date.

Average Family Spend

This table reflects the average amount a single family spends within the time frame during which they are actively enrolled, divided by location.

Family Members (Average Students/Family)

This table reflects the average number of students linked to a single family, divided by Site/Location.

SMS Opt Out/Email Unsubscribed

These tables reflect information related to communication with families:

  • The number of unique phone numbers that have opted out of SMS/Text Messaging, divided by Site/Location.
  • The number of unique email addresses that have opted out of Email Blasts, divided by Site/Location.

Residential Site/Location

powerbi_family02.png

This report includes:

  • Total number of family accounts
  • Total number of student accounts
  • A map indicating the physical location(s) of these families, based on the address(es) linked to the guardians.

You can limit the search results by using the slicers for Site/Location and/or enrollment status located at the top of the report.

Learn More!

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