Student Lifecycle reporting available now

Reporting on current student lifecycle activity is based on data from Banner (student records) and CRM Recruit (managing applications).

New reports are developed in the College’s analytics platform, Power BI.  You can search through Power BI reports in the College analytics catalogue.

View College reports available in Power BI 

Some current student reporting using Banner data is still delivered through the old reporting tool. Imperial College Analytics (ICA). Reporting on historic student cycles in pre-Banner systems also remains in ICA for now. All ICA reporting will eventually be phased out as new reports become available in Power BI.

For staff with Banner access, there are some limited ways to look up student data in Banner itself. For staff managing admissions CRM Recruit access, there is operational reporting available using its Advanced Find tool.

Training guidance and access details for Banner are available, as are details for CRM Recruit.

New reporting becoming available

There are several co-ordinated initiatives working to deliver a single analytics platform. In the long term it will be possible to report on the student lifecycle from initial contact through the admissions process, the study cycle, graduation, and right through to alumnus activity, using one interface.

Initiatives include the Management Information project, which is delivering powerful new reporting datasets focussed on student records and applications data, and the ICA to Power BI project, which is looking at migrating historic data so that it can eventually be used with current data, to enable longitudinal trend analysis.

How reporting enhancements are being prioritised 

In late 2019, College stakeholders were surveyed to establish their management information requirements. The requirements have formed the basis of the reporting data structures designs. They are also being used as the basis for the new reporting which is being produced to meet people’s needs. 

Reports are developed and released in an agile manner, using the existing requirements to guide their development. Stakeholders will be contacted as the projects reach their requirements, reconfirming needs and engaging them in the development of reports through demonstrations of new features.

View the stakeholder requirements list - Reporting Requirements (Excel).

My requirements are not on the list!

If you think your requirements may have been omitted in error, or may need further clarification, please contact us. In many cases your needs may already be planned to be delivered by global functionality that helps all staff (e.g. being able to analyse by individual departments or programmes is a common need for almost all staff)

If you want to set up a meeting to make sure your needs are captured, get in touch at registrydata@imperial.ac.uk.

I need data, urgently!

If you need data quickly, you should first check the interim reports that already exist for Applicant and Student data. If these don’t cover your needs, and/or you need something more bespoke, you can get in contact with the relevant Registry team:

• Admissions
• Student External Returns

Either team will be able to provide one-off data, or escalate to ICT for a more complex or regular data supply until the Management Information project delivers an equivalent.

Will I need training?

No. Reports in Power BI are intuitive and easy to use. Reports have standard features (e.g. filters) that are common to all reports and are easy to get familiar with. As part of rolling out reports, Project staff will demonstrate how to access, use, and query reports. Find out more about the reporting tools and how to access them here.

Microsoft offers some handy online content here for general Power BI familiarisation.

The College’s ‘Business Analytics Community of Practice’ is also a great source of peer-assisted learning and a chance to share good practice. Find them on Teams and join in the conversation.

How do I get access to a report that already exists?

Access is granted based on role (e.g. if you role is connected with admissions process, you will have access to Applications reports) or by the team you work for (e.g. by faculty or by department, etc) This is enabled using distribution lists. Some general reports are granted to all users within the College.

The analytics catalogue allows you to look for reporting resources by subject. You can use it to see what resources are available, even if you can’t yet access them. If you find something that seems useful, you can look up the details of who owns the report. Similarly, you may become aware of a report that other colleagues use, but you can’t access.

In both cases you can request access by submitting an ASK request here.