Selecting a Solution for Walden University s School of Information Technology and Management That Reports Student Status: A Recommendation Report
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1 Selecting a Solution for Walden University s School of Information Technology and Management That Reports Student Status: A Recommendation Report Prepared for: Prepared by: CC to: John Stachel, PhD Undergraduate and Graduate Academic Program Director for the School of Information Technology and Management Walden University Madison Estabrook Lora Mattix, instructor April 24, 2016
2 1 Table of Contents Introduction... 3 Description of Criteria... 4 Methods... 5 Tools... 5 Results... 5 Discussion... 5 Access Excel Evaluation of Solutions... 7 Access Excel Decision Matrix... 9 Recommendation Option 1 Excel 2016 Application Option 2 Access 2016 Database Closing Plan of Action References Appendix A Appendix B Appendix C Appendix D List of Illustrations Figures FIGURE 1 DECISION MATRIX... 9 FIGURE 2 SCREENSHOT OF STUDENT LOOKUP FIGURE 3 MASTER LIST OF ALL SECTIONS EXAMPLE FIGURE 4 LIST OF INACTIVE STUDENTS EXAMPLE FIGURE 5 LIST OF ALL STUDENTS EXAMPLE... 17
3 2 Executive Summary For over 5 years, Dr. Stachel has been requiring all faculty members within the School of Information Technology and Management to report their students enrollment status on a weekly basis, which is inefficient and presents some problems. These problems include: wasting time, inconsistent formatting and layouts, the faculty spending more time than needed to create such a list every term, lack of additional beneficial information about students, and, therefore, a lack of the support for students who need it most. The problem currently impacts 40 working professionals and has impacted over a thousand students. To determine the best solution for the School of Information Technology and Management, two potential solutions, which are Access Database and an Excel Application are evaluated. The required criteria include: uses common software, tracks student status, identifies at-risk students, conveys why students are inactive, saves time, is easy to use, as well as is secure. An Access Database is found not meet all of the required criteria, as it is not a common software and is difficult to use. An Excel Application is found to meet all the required criteria. In addition, an Excel Application provides many other beneficial features, such as the ability to look up a student identification number and courses in which they are enrolled when their name is imputed. Therefore, it is determined that an Excel Applicant is the best possible solution, which is reflected in the Decision Matrix. A recommendation is presented, which includes the preferred solution and a back-up or alternate solution. The closing features a plan of action, which provides a list of recommended tasks for implementing the solution. An Excel Application was developed, in accordance with the criteria. It was reviewed by Dr. Stachel and a faculty member; revisions were made, which reflect their feedback. The solution is awaiting further review. Screenshots of the solution are included in Appendices A-D.
4 Introduction For over 5 years, faculty at Walden University s School of Information Technology and Management have been required to report each student s status in each of their courses weekly. The faculty have spent an excess amount of time on administrative tasks, which takes time away from the course content and many faculty feel it is unpleasant to do. The faculty have been required to manually enter each of their students enrollment status, by section, on a weekly basis. Faculty have not been given guidelines or even a template, which reduces efficiency. Faculty have openly stated their desire for a more efficient way of reporting their students status. On the administrative level, there have been problems getting each faculty member to report each of their student s status weekly. The department chair, Dr. Stachel, has dealt with inconsistent formatting, as well as unclear data. After every faculty s worksheet of student status is received, Dr. Stachel must then compile each of the worksheets into a master worksheet, which wastes his time and there are better uses from his resources. Before the tedious process of compiling can begin, Dr. Stachel must remind some faculty to submit their worksheets. Some faculty members need more than one prompting; even with that, it is still not always done. Students are indirectly impacted by the problem. For example, students who are at high risk may not receive the extra attention that they need, due to failures or delays in the current student status reporting system. Students may have withdrawn from the University from the lack of personalized support that they needed. Students who need additional support, such as students who have repeated academic integrity violations, may not have received the help that they need. This report contains: a description of the criteria used for evaluating solutions, methods of research, an overview of possible solutions, the results of evaluating each potential solution, and a final recommendation. The descriptions of criteria include every criteria used, and why it was chosen. The methods section contains the tools used, the results, and discussion. The overview of possible solutions contains each of the possible solutions, which are the development of an Excel Application or Access Database. The evaluation of solutions section evaluates each potential solution against the criteria. This evaluation of solutions section includes a decision matrix. The recommendation section contains the final recommendation and a suggested plan of action. Attempts have been made to create a solution; all of which have been unsuccessful. Faculty members who have attempted to create a solution have not had the prerequisite skills for the solution to be worthy of Dr. Stachel s time to review it. Complex functions, such as nested ifs, have impeded progress on the attempts of the solution. Faculty who have the required skills and experience, felt that have were not being compensated enough in time for the effort. It was found that the best possible solution was to develop an Excel Application. The solution is currently under Dr. Stachel s review and awaiting further review by Upper Administration. 3
5 Description of Criteria The following are a list of criteria, which establishes the minimum requirements for possible solutions. Uses common software. A successful solution should be easy to use, for the audience, which can be achieved through the use of software that the audience is familiar with and has access to. Forcing future users to buy expensive software would limit the success of the solution; yet, other established criteria require the use of a paid software program. Therefore, the best solution uses a program that has no additional cost for future users. Walden University offers its faculty Office 365. Tracks student enrollment status. A successful solution is able to track each student s status, per week, by course and section. Without this feature, the solution does not address the primary concern of the client; this feature is, arguably, one of the most essential features. Identifies at-risk students. A successful solution helps with student retention by identifying students who have been flagged at least one time for being at an increased risk of dropping-out. Conveys why students are inactive. Students are inactive for many different reasons, such as health issues or not having the required textbook. This feature would provide additional help in increasing student retention and providing more personal attention to students who need it most. Saves the university and employees time. One main reason why a solution to this project was developed is to save time. The faculty are spending more time than needed for administrative tasks within their courses, rather than teaching. As faculty have limited hours, this takes away from teaching, which is a serious problem. Ease of use. For a solution to be widely used, it must be easy to use. Is secure. Student s statues need to be protected, in compliance with FERPA. 4
6 5 Methods This section contains the tools that were used, the results of the research, and a discussion about the data. Tools The tools used for the project included: meetings with Dr. Stachel, speaking with a representative faculty member, common sense, and the knowledge gained through another course. There were two different meetings with Dr. Stachel. At the first meeting, his overall impressions with the solution were noted. The need for a second meeting was also established. During the second meeting, the solution s complexity was revealed. Feedback was given by Dr. Stachel about the solution. Changes are being made in the solution before it is sent again for additional review. After the solution is finished, the steps regarding implementing the solution in the School of Information Technology and Management were discussed. Upper Administration faculty were named who could further revise the solution. Speaking with a representative faculty member provided feedback on the solution, as it evolved. It really helped shape the solution into what it is today. The representative faculty member was Brooke Goggin, who has been a professor at Walden University for over 10 years. Evaluating the solutions against the criteria used some common sense. Common sense was used to evaluate if each criteria was reasonable and beneficial. The knowledge that was gained through the completion of another course, CIS 201 Computer Applications for Business, was used to evaluate each solution and to determine potential solutions. The knowledge gained through successful completion of this course helped eliminate improbable potential solutions. Results What do the majority of the faculty and Dr. Stachel have in terms of software that they already own? The majority of people already have access Microsoft Excel 365, which was determined in an interview with a faculty member. The majority of people do not already own Microsoft Access 365, which was stated in an interview with a faculty member. Discussion This result, which is that the most of the users do not own Microsoft Access 365, is a surprise. This reduces the relative ranking of a Microsoft Access Database, which is reflected in Figure 1: Decision Matrix. This also had an impact on boosting the relative ranking of using a Microsoft Excel Application as the solution.
7 6 Overview of Possible Solutions This section contains the overview of possible solutions, which are the development of a Microsoft Access Database or the development of a Microsoft Excel Application. Access 2016 Microsoft Access is a software program, which is often referred to simply as Access. Access is designed to assist in the management of Databases. In Access, the same Database can be opened and edited by multiple people at the same time. Access can be used to develop a Database. Access allows the development of complex relationships between the fields of a Database. Access requires each entry in the data to have an identifying number or code, which is called the primary key. Each student would have primary key, which is their student identification number. It uses what it calls aggregate functions, which are basic statistical factions, to analyze data. Access can, through Queries, calculate the maximum, minimum, algebraic average, standard deviation, variance, sum, and a simple count from the information gathered in a Database. Access can create reports, based on tables. Reports summarize information in a manner that is easier to understand than looking at the raw data sorted in a table or Database. Access allows for the creation for forms, which allow Database entry and management to be easier. Instead of viewing the whole Database at once, forms, display only one record at a time. Routine tasks can be automated with a software program called a Macros (Adamski, Finnegan, & Scollard, 2014; Mircosoft, 2016a). Excel 2016 Microsoft Excel is a software program, which is often referred to simply as Excel. Excel is designed to hold, store, manage, and analyze data. An Excel application can only be edited by one person at a time. Excel has over 400 different formulas for a wide range of different fields; these formulas can be nested to create even more formulas. These include: mathematical, statistical, engineering, lookup and reference, financial, logical, date, time, web, information, and compatibility fields. Excel highlights the power of Marcos and their programming language, which is Visual Basic. Excel uses the power of Marcos to make complex, yet repetitive tasks automated to perform the touch a button or click of a keystroke. Excel contains a very comprehensive Visual Basic editor that allows users to edit or code Macros. Excel has the power to take the raw data, use it and transform the data; so, that it is easy to understand. Excel makes performing statistical calculations easy. Excel s advanced functions, combine functions from different fields, such a logical math function, and make advanced processes relatively simple perform. Unlike Access, Excel does not require any sort of key to identity to distinguish each entry. Users can add as many or as few fields to their worksheets as they wish. Excel allows the development of Databases. Excel has the ability to make raw, hard data very visual, with a variety of graphs. The groups include: line graphs, clustered column charts, lines graphs, pie graphs, and custom charts that are combination of different styles (Mircosoft, 2016b; Parsons, Oja, Ageloff, Carey, & DesJardins, 2014).
8 7 Evaluation of Solutions This section contains the comparison of each of the two potential solutions against the criteria. Access 2016 Uses common software. Access is an uncommon software, for the audience. Future users might not have a version of Microsoft Access. Tracks student status. As Access is a Database management software program, it can easily track student status for the entire School of Information Technology and Management. Identifies at-risk students. In Access, a data field that indicates if a student is atrisk, such as a yes-no checkmark, can be easily added. Data entities can be sort any field or combination or fields, which includes if students are at risk or not. Conditional formatting is possible to be applied within Access, which would help visually distinguish which students at an additional risk. Conveys why students are inactive. One the fields in Access can be short text, which can explain why a particular student is inactive. Users will have to manually enter why a student is inactive every time, which is a disadvantage. Saves the university and its employee s time. Once a student status Database is created, it could save time. Faculty would have to create tables or collections of data that can be converted into a table, which Dr. Stachel would then have to combine to create a master list. This could save Dr. Stachel some time, when compared to the current situation; however, it still leaves room for improvement. Is easy to use. Even for experienced Information Technology professionals, Access is difficult to use. It is not every user friendly (Chung, 2014). Even if faculty could just create a text file that could be imported into Access, creating a text file or another file that can easily imported into Access is difficult. An Excel worksheet can be easily imported into Access; however, a template would have to be created in Excel, to ensure content formatting. Dr. Stachel would have to manually import each Excel worksheet into Access. Is secure. Objects within Access and the entire Access Database can be protected, which would allow the solution to complex with applicable laws, such as FERPA. Overall, Access meets some, but not all, of the required criteria. Access meets the vast majority of the criteria; however, it still does not allow for all the necessary criteria to be met. Therefore, Access, at least with its current features, is not an ideal solution (Adamski, Finnegan, & Scollard, 2014; Mircosoft, 2016a). Its major limitation, which is not being very easy to use, can be overcome. The resources needed to overcome its limitations would be monetary resources for training. Each user would have to be trained in how to use Access, which is time consuming and expensive. Every time that a new faculty member within the School of Information Technology and Management is hired, they would have to undergo Access training on top of the current mandatory trainings. Excel 2016 Uses common software. For the audience, Microsoft Excel is a common software that all faculty have through their employment with Walden University.
9 8 Tracks student status. Excel allows the creation of worksheets, which can contain large amounts of data in a single place. There can be over 16,000 columns and over 1 million rows, which is more than enough for the entire School of Information Technology and Management s student information data. This allows for the creation of a master list within a workbook that tracks all student s status in the department, which can then be sorted to create a list of inactive students. Alternatively, formulas can be used to determine which students are inactive from the master list of all students. A worksheet can be created for each section of each course within the School of Information Technology and Management, which makes entering each student s status much easier. Graphs, which are simple to create within Excel, provide a quick visual overview of the trends in the changes of student s status. Identifies at-risk students. Conditional formatting can be applied to each student s states when it does not equal the word active, which will indefinitely atrisk students. Functions can easily determine which students at an increased risk, when given their weekly status. Conveys why students are inactive. Excel s columns can widen to 3323 pixels, which is more than enough space to convey information about students are inactive. Numbers, short text, long text, currency, and among other formats can be entered into Excel s cells. This can convey any number of reasons why a student is inactive. Saves the university and its employee s time. After an Excel application is developed, users will not to recreate the format each time. Dr. Stachel will not have to combine wildly varying formatting each weekly to create a master sheet, which will save him time. Thus, this saves the university time by saving it its employees time. Is easy to use. Excel is easier to use than Access, which is beneficial. Since Excel is easier to use, it will be more widely used than Access (Chung, 2014). A dropdown list of student status can be created within Excel, which leaves the task of faculty entering students states left at the ease of a click. Excel is currently used to report student status; so, it can be inferred that the users have knowledge of Excel. Is secured. Each worksheet within Excel can be protected with a secure password and the entire Excel application can be protected with a password that is serious, which complied with all applicable laws. Creating a password protecting in Access and Excel have comparable difficult levels. Overall, Excel meets all of the necessary criteria. In addition, Excel s many functions can provide additional benefits, such a student lookup sheet (Mircosoft, 2016b; Parsons, Oja, Ageloff, Carey, & DesJardins, 2014). The student lookup worksheet determines a student s course number and ID number, when given their name, which displays the power of Excel s lookup functions. It will help Dr. Stachel be able to easily look up students, to gain the knowledge of their student identification number or their courses. From their course information, Dr. Stachel can determine a student s status by week. This saves time when compared to manually search for a student s name in each of the course worksheets. Because of its many beneficial features, Excel is the best solution, when compared against the criteria; therefore, is the first recommended solution.
10 9 Decision Matrix The following (see Figure 1) is a Decision Matrix that quickly summarizes the evaluation of possible solutions. The text that follows the figure explains the figure. Solution Name Microsoft Access Database Microsoft Excel Application Uses common software 15 FIGURE 1 DECISION MATRIX Identifies at-risk students 20 Conveys why students are inactive 20 Saves the university and its employees' time 10 Is easy to use 15 Is protected 20 Total The sum of the all of the criteria in the design matrix is 100, which makes the comparison of different potential solutions easy. The criteria, uses common software, which is worth 15 points, is either met or not. Each potential solution uses a common software or it does not. Microsoft Access is not part of a standard Microsoft Office Suite (Mircosoft, 2016c), which makes it not common software for the audience. The criteria, identifies at risk students, is determined by if a solution can produce a list of students who at risk. This is regardless of how the list is produced. It might be produced using complex logical functions or sorting filter. Both potential solutions meet this criteria. The criteria, saves the university and its employees' time, is evaluated by examining the potential of each solution to save time. The people invested are: Dr. Stachel and the faculty members within the School of Information Technology and Management. An Access Database would require each faculty member to create a data file weekly that contains all of their student s status. This can be achieved through creating an Excel worksheet, table with within Access, or a text file. A template would have to be created to ensure consistent formatting. Since one of the options for creating a data is Excel, resources could be saved by using one application. The value of using Excel or another program to create a data file to then import into Access is low and is not very efficient, which is why an Access Database did not receive full credit. Once a Database is created, it could save the time for Dr. Stachel and members of Upper Administration, which is why this paternal solution receives partial credit. An Excel application allows for faculty members to select each student s status from a drop down menu. Excel reduces the amount of time required for Dr. Stachel to perform analytics on the data. Once a template has been developed, faculty can create their worksheets that contain their student s States every term; student status can be updated weekly from the template. For these reasons, Excel receives full credit on this criteria. The criteria, is easy to use, is
11 based on the user interface of each potential solution. An Access Database is not very forgiving of user s mistakes and its interface can be described as quirky. These allow for advanced Database monument features, such as complex relationships within objects in the Database, none of which are particularly beneficial for this project, which is why an Access Database did not receive any credit for this criteria. Although Excel is complex to use, it is felt that faculty members within the School of Information Technology and Management use Excel successfully, which is why it receives full credit. The criteria, is secured, is determined by if each solution can be secured with a password, which allows it to comply with FERPA. As both potential solutions can be secured with passwords, they receive full credit for this criteria. 10
12 11 Recommendation This section contains the recommendations solution, along with the alternative solution and the changes that it would require. Option 1 Excel 2016 Application The first and best recommended option is the implementation of an already developed Excel Application, which was developed by the author. This solution features: a student look-up fuction, a master list of all sections, a list of inactive students, a list of all students, and two sample course from the School of Information Technology and Management. The student lookup fact determines a student s ID and course number when given their full name; for a screenshot, see Figure 2. The master list of all sections is an example of a worksheet that contains all sections of all courses that are offered by the department; for a screenshot, see Figure 3. The list of active students details the students who are inactive for a week, which week 0; for a screenshot, see Figure 4. The list of all students contains the list of all students that are enrolled with all of the currently offered courses; for a screenshot, see Figure 5. Each of the sample courses, courses provides a template from which faculty can create their worksheet of student status. Figures 2-5 are located in Appendices A-D. Option 2 Access 2016 Database An Access Database is the second recommendation. For an Access Database to be the best solution, several items must occur. First, each user would have to acquire a different Office Suite 365 license that include Access 2016, which is beyond the School of Information Technology and Management s budget. Next, each user would have to receive training in Microsoft Access, which is expensive. Additionally, each new user would have to be trained, perhaps one at a time, which is even more inefficient and more costly.
13 12 Closing This section contains the plan of action. This is the recommended solution that is best for the problem, which is the implementation of an already developed Excel Application. Plan of Action The following list is a plan of action for the implementation of the proposed solution Have Dr. Stachel further review the solution Seek feedback from Upper Administration Improve the solution, based on feedback Recruit faculty for a pilot study Resolve any pilot study faculty s questions about the solution with the developer Improve the solution, based on the pilot study to create version 1.1 Conduct a meeting that introduces all of the faculty to the solution version 1.1 Give faculty time to explore the solution version 1.1 Resolve any questions to the developer of the solution version 1.1 Implement and require the use of version 1.1 of the solution starting the following term
14 13 References Adamski, J. J., Finnegan, K. T., & Scollard, S. (2014). New Perspectives on Mircosft Access 2013 Brief. Stamfort: Cengage Learning. Retrieved April 20, 2016 Chung, L. (2014, March 4). Microsoft Access versus Microsoft Excel for Data Analysis and Reporting. Retrieved April 23, 2016, from FMS Inc.: Mircosoft. (2016c, April 23). Buy Microsoft Office 365 Home & Personal subscriptions. Retrieved April 23, 2016, from Mircosoft.com: US/buy?Wt.mc_id=oan_EN-US_mscom_prog_office2016launchbuy Mircosoft. (2016a, April 2016). What's new in Access Retrieved April 24, 2016, from Mircosoft Office Support: Mircosoft. (2016b, January). What's new in Excel 2016 for Windows. Retrieved April 24, 2016, from Mircosoft Office Support: us/article/what-s-new-in-excel-2016-for-windows-5fdb9208-ff33-45b6-9e08-1f5cdb3a6c73 Parsons, J. J., Oja, D., Ageloff, R., Carey, P., & DesJardins, C. A. (2014). New Perspectives on Mricsoft Excel 2013 Introductory. Stamford: Cengage Learning. Retrieved April 19, 2016
15 Appendix A FIGURE 2: SCREENSHOT OF STUDENT LOOKUP 14
16 Appendix B FIGURE 3 MASTER LIST OF ALL SECTIONS EXAMPLE 15
17 Appendix C FIGURE 4 LIST OF INACTIVE STUDENTS EXAMPLE 16
18 Appendix D FIGURE 5 LIST OF ALL STUDENTS EXAMPLE 17
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