Admissions Dashboard

Overview

The Admissions Dashboard provides a graphical way for your admissions department to keep track of your progress throughout the admissions cycle. The aim of the Admissions Dashboard is to help answer the following questions:

  • How are we doing this year compared to prior years, both overall and to date?
  • How close are we to meeting my goals for this year?
  • What does our pipeline look like? How many inquiries turned into applications, completed applications, and enrolled students?
  • How long does it take for our inquiries to turn in to applications?
  • Based on prior year data, how many applications should we accept this year?

This article explains the various features and components within the dashboard.

Features

Filters

The filters available will limit all numbers and graphs below to display data for the filtered/highlighted items only.

Gender – View Male or Female statistics separately

School Level – View School Level statistics separately

Grade Level – View Grade Level statistics separately

Res Status – View Day, Boarding or Undecided statistics separately

Financial Aid – View F/A applicant and non-F/A applicant statistics separately

Toggles

Under the various graphs, there are lines or bars for each year. By default, all three years will display. Click on a year to exclude it from the graph. Click again to include that year in the graph again.

Hover Stats

Hover over any graphs to see the specific data for that line or bar at that specific point. In the Pipeline, hover over the squares to see specific yield percentages.

Components

Note: All data includes inquiries and applications from prior years, but only those entered for the last two admissions years (e.g. inquiries that came in for 2012 in the year 2009 are not included).

Totals Graph

The total numbers across the top represent the overall counts in each category.

The Totals graphs show both the Year to Date values (YTD, represented by the columns) and the Final values (represented by flat horizontal lines) for each statistic. The graph includes 3 years of data, allowing for comparison of values across multiple years, both as of today’s date and overall.

Note: Today (mentioned below) is defined as 12:00am on the current day. So applications or inquiries that come in at 12:01am or later for the active admissions year won’t be counted in these graphs until tomorrow.

Inquiries – All inquiries that exist for the active admissions year that have a date on or after 2 years ago today. 

Applications All applications that exist for the active admissions year that have a date on or after 2 years ago today

Completed Applications – All completed applications that exist for the active admissions year that have a date on or after 2 years ago today. Completed is defined as applications that have all required checklist items checked as ‘complete’. The date the last required checklist item gets completed determines the month during which the application is considered ‘Complete’

Accepted Applications – All accepted applications that exist for the active admissions year that have a date on or after 2 years ago today

Enrolled – All newly enrolled students and future students for the active admissions year

Inquiry & Application Overview Graph

These graphs show both cumulative and per month figures. Inquiries and Applications received before August or after July of the active admissions year are not included in these numbers.

Overall Inquiries & Applications

The cumulative numbers showing how many total inquiries or applications have come in as of each month. The Goal line represents the number of inquiries and applications that have been set as goals for the current year. Be advised that this graph will not show data for months that have not yet happened in the current Admissions cycle, so the numbers may appear off. This is to maintain the cleanliness of the graphical appearance.

Monthly Inquiries & Applications

The monthly numbers show how many inquiries or applications came in during that month.

Pipeline

The Pipeline answers the question “How many of one thing turned into another?” For example, “How many of our inquiries turned in to applications?” or “How many of our applications were completed”?

The three sets of nested boxes represent the pipeline of inquiries down to accepted applications. The area of each box represents the yield of the that box’s statistic from the one containing it. For example, if the applications (light blue) box is half the size of the inquiries box (dark blue), that means there was a 50% yield of inquiries to applications.

Inquiries to Applications and Applications to Completed Applications

These sections represent specific types of yields, such as Inquiries to Applications, or Applications to Completed Applications. These sections answer both how many conversions there were and how long they took. The graph breaks down conversion by month. For example, for each year displayed, it answers “Of the inquiries submitted in August, how many have since turned in to applications?” The table next to the graph shows the total values for each year and final yield.

Each section also has a sentence showing how long conversions take. For example, this can show what percentage of conversions happen within 60 days. Toggle the year and days value to update the percentage by changing the value and pressing Enter on the keyboard.

Goals

The goals section shows performance against goals set for each category. Goals can be set in the Other – Goals section of the Admissions homepage. Goals cannot be set by month; only total goals can be configured.

The black vertical bar indicates how far along in the school year it currently is, giving you a point of reference. The horizontal blue bar in each category will fill in with this year’s totals to date. The grey bar provides a background to shows you how far you have to go to reach the goal set for that category. Inside each blue bar, a black line indicates last year’s final total for comparison. The Difference column calculates the absolute and percent difference between this year’s total amount and last year’s total amount.

Refreshing the Dashboard

For performance reasons, the data used to build the Admissions Dashboard is cached and refreshed every Friday night. If you need to update the figures, or the dashboard appears empty, you can run the “Refresh Admissions Dashboard Cache” procedure and the “Refresh Admissions Cube” procedure from the Action menu on the Admissions homepage. Allow 1 – 2 minutes after running these procedures to see the updated data reflected on the dashboard.

The Admissions Dashboard uses web technologies that are only available in modern web browsers. Using the Dashboard requires Chrome 9+ (recommended), Safari 5+, or Firefox 4+. It does not work in Internet Explorer.