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Text: DataVista CAEP Webinar

(SPEECH)
MYRA DIAZ: Good morning, everyone. Thank you, Amanda Lee. Good morning, everyone. Thank you for joining us today in our presentation on DataVista. We are really excited to be here with you all today and really appreciate you joining us. We're excited to bring these webinars back, annual releases, now that we are on schedule for the release of our CAEP data. Next slide, please.

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A slide listing the presenters appears.

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So to kick us off, today's presenter will include myself, Mayra Diaz, program lead for adult education with the Chancellor's Office. And I'm joined by my colleagues from WestEd, Karen Beltramo, who's a senior project manager, Megan McBride, senior program manager for WestEd, Debi Pezzuto, senior program associate, and Adriel Garcia, program associate from WestEd.

I also want to recognize our colleagues from the California Department of Education, Dr. Carolyn Zachry, Neil Kelly, and Diana Batista, who are joining us in today's webinar as well. Next slide, please.

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An Agenda slide with bullet points appears.

(SPEECH)
In today's presentation, what we will be covering is giving you a brief introduction and background to DataVista, otherwise known as LaunchBoard. And so we'll cover-- you may have been hearing a lot lately about our transition to DataVista, which has since replaced the LaunchBoard.

Our latest 2025 release, conduct a walk through of the WIOA and CAEP data alignment, DataVista, walkthrough, how to apply CAEP data in use case scenarios, and then lastly open it up for Q&A. We'll be monitoring the chat throughout this webinar, but we'll certainly open it up at the end for any Q&A. Next slide, please.

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Slide text: What is DataVista?

(SPEECH)
So what is DataVista? DataVista is the new platform that the California Community College Chancellor's Office has transitioned over to, that is designed to promote a greater understanding of student achievement and student outcomes, and to better support evidence-based decision making.

This was huge for us last year, in 2024. And that was one of the reasons why we have not had these type of release webinars. We didn't have one in 2024. We had them historically in the past, and so we're excited to bring these back starting this year, 2025, and hopefully on a regular, ongoing basis as the new data is released on an annual basis.

And the first public release we had was in October of 2024. So that was a bit later than the timeline that we're were usually set on. And so that's why we're here today in March, now that we have the next latest data set available on DataVista. Next slide, please.

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Text: CAEP Data Flow with flowchart.

(SPEECH)
So to kick us off, I'll be providing you with a brief overview on DataVista and CAEP data. And it is important to understand how the CAEP data flows before we dive into the next couple of slides.

And so to provide you with that overview, under AB 104, the California legislature required the California Community College Chancellor's Office and the California Department of Education to identify common measures for determining the effectiveness of members of each consortium in order to ensure that funding accelerates adults into employment, living wages, and full engagement in society.

This CAEP data and accountability systems, which is represented in this slide here, was established leveraging existing data collection and reporting processes that are administered under the Chancellor's Office, CDE, and EDD, to build this comprehensive annual data set on student enrollment and outcomes.

This publicly displayed dashboard and data set is used for annual reporting to the legislature on CAEP for educational code requirements for this program. The dashboard that we're using was long known as LaunchBoard, and is now, since 2024, it has transitioned over to DataVista. The data set that you have access to is also available to regional consortia for evaluation of their programs and data-driven program improvement.

The data set include our K12 adult schools and community colleges, which is aggregated into this comprehensive data set into DataVista. And it serves as a platform for matching the K12 adult school community college, EDD Wage file, and other data sets that we also use to report to the legislature and share with the field. So I'm going to request for the next slide and hand it over to our next colleague.

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Adriel Garcia

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ADRIEL GARCIA: Thank you, Mayra. And welcome, everyone. I think our team is fairly excited to have this conversation today. For those of you that might not know me, I'm Adriel Garcia, program associate working on DataVista team.

And we hope that you get-- our goal today is to really give a full understanding of DataVista, the data that's in here, and a little bit of that transition from LaunchBoard to DataVista. We've had our, what I like to say, road warriors, Meghan and Debi, going across various areas that also share how to utilize our data.

But our focus today is going to give you really an understanding of how did we come to DataVista from both the external and internal redesign and a little bit of what this new platform is, not trying to stretch you all too far with another new data platform, but really give you the key focuses of how it came to be and how you can really leverage this new tool for a lot of your student and adult learner success.

So I'm going to take a step back, and I'm going to go a little overarching with the design, the philosophy. When we think about this platform, we want to think about two things really-- we want to think about the visual design, and how that looks. And then the under the hood of how this has now been modernized, and really a key focus for a lot of the work that now we do.

When we think about the visual user experience, the user interface, we wanted to hear from the field. Now, we have individuals on our team-- Karen Beltaramo, who you'll be hearing from a little bit later, has been on this team for quite some time. You can ask her what the field thinks about what LaunchBoard was, and I'm sure she can give you a multitude of things of that work, of what they wanted to improve, of pain points, of highlights.

But we also wanted to keep that in mind and not just keep that internal of like, we know what's going on. We know what we need to change, but also how do we make this a collaborative effort? So the redesign was really a key focus to involve users, get the user perspective, understand what are the needs, how can we provide some sort of what we called wireframes or like mock-ups. Have individuals react to them and say, OK, this works. This language doesn't make sense. This color is too bright, and then iterate from there.

So we embarked on a user-centered design. And this really entailed focus groups. And we're very thankful. Maybe some of you were able to be part of our focus groups, or maybe you saw some of our surveys. But we identified various individuals, what we called sometimes super users, some of our institutional researchers, our partners at the Chancellor's Office. And we made that a back and forth effort. As we conducted changes, as we created mock-ups, we heard from them.

And that's really the approach that we took to have this overall redesign of the DataVista. So for those that are familiar with LaunchBoard, it's going to feel different. It's not going to be dashboard-based. It's going to be view-based. Now, there's components that we didn't want to create too much unfamiliarity. So there's some aspects that can feel somewhat similar, which we'll go into and dive into today. But we do want you to note that LaunchBoard is not being updated anymore. And this is our key platform.

So we want to build that knowledge alongside you. We want to support you all as you're going through this. And what we really want to leave this off with when we talk about the visual design is that this collaborative process between the field and the designers is something we hope to embark on and continue with as future functions, future updates, and future revisions of what DataVista is going to become in the future. That is a process we want to continue to hold and make sure that you all, as users, have your voice heard.

So we're going to hold to that as much as we can. And we hope that you all come to us, as well as like this is working, this isn't. And that's a little bit on the visual design. I'm going to talk now a bit about the platform modernization. And I'm not going to get too technical, but I just want to note a couple of things.

So our data is no longer on physical storage or physical servers. We're using now a cloud storage. The information is accessible by the Chancellor's Office, by our CCCCO partners. And what you're going to see on DataVista is that is that a lot of the visualizations are utilizing Tableau, which is a very modern and common way to visualize data in today's platforms.

And that's all supported by a Web Tier. So this web page that has various other functions that allow you, as user, to feel supported, that all built-in together. So it was a really large effort to think about the investment in terms of the infrastructure of what builds DataVista. This is something the Chancellor's Office had agreed wants to move toward, and we've achieved it.

Now, these next slides, I'm not going to go too deep because these are just quick screenshots. Later on, within this presentation, Karen and I are going to walk you through a demo. But if you type DataVista into Google or whatever browser you're using, this is going to be your home page.

So you're going to be welcomed with various ribbons at the top, so other sub-pages that you can go to. And then quick links that give you a direct snapshot into some of our views, which again, we'll go into a little bit later. And that's going to be how you're welcome to DataVista. We hope you enjoy. There's a little bit of dynamic views that you can kind of see as we go into the demo that make the experience hopefully somewhat enjoyable. But this is our home page.

Now, what I also want to move on to are the key ways that DataVista is structured. If we think back to LaunchBoard, we think about dashboards. We think about student success metrics. We think about California Education Adult Pipeline. We think about strong workforce program.

(DESCRIPTION)
Three Ways to View Same Metrics

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Now, that exist in some way-- I'm not going to say it's completely gone-- but the overall experience of getting into your data has completely shifted. We are now looking at three views. And this is, again on the homepage. We'll demo it a little bit later. But these three views are the exact way to view the same metrics-- all with a little bit of an intentional design to cater to the certain type of user.

So going from left to right, we start with reports and insights. That's going to be your overall snapshot. For individuals like yourself that want to understand, OK, what's going on with the California Adult Education Scorecard, you're going to want to go here. It's going to be an overview of the key metrics reported by the legislature. You're going to be able to do some manipulation of your data to go into some demographics or subgroups of our students programs. But that's going to be like your overall snapshot.

Metric themes is going to feel the most like LaunchBoard. It's going to have a scrollable function. It's going to be organized by student journeys. And this includes a variety of journeys, including progress, success, employment, earnings. So just a ways to go ahead and view those metrics in grouping.

And our single metric is really our deep dive. It's how much do you want to manipulate your graphs? How much do you want to manipulate your data? How far do you want to dive into this aggregations and customizable options for our data? So that's where we get a lot of our very research-heavy individuals or people that are very analytical that want to go into it.

But we want to-- if that's not maybe your role-- we also want to provide you all with just the knowledge of that. This is a very also-- this is also a very useful view to just get some overall analysis.

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Reports and Insights

(SPEECH)
Continuing with a bit more screenshots. So as you go into these tiles, you're going to be prompted with additional areas to go ahead and select your student groups. And I'm not going to spend too much time. But for this case, for all of you as an audience, note that our reports and insight, this is where our California Adult Education Program Scorecard is highlighted in that gold box. I'll talk a little bit more about the structure later when we're demoing.

For the other two tiles, so we see a single metric and metric themes-- they're going to be organized a little bit differently. We're going to have that snapshot view, that cohort view. But we just want you all to point your attention for now.

Unless you cross over into other programs, then please kind of note some of the subtext underneath those student groups below to inform, look at what students am I looking at? But for all of you right now, for the case of this webinar, we'll look at those capable learners a little bit later in our demo.

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Text: LaunchBoard to DataVista

(SPEECH)
So that's a bit about the redesign, about how we got here and a little bit of why DataVista is designed in the way that it is. I want to talk about, now, what from LaunchBoard is now in DataVista. And hopefully, this alleviates some stress and that a lot of it was intentionally designed to be brought over. We are still working on certain aspects, but we'll give you an overall understanding when we break it down via what the dashboards were.

So I'm just going to note when we look at Adult Education Pipeline. In 2024, all metrics and drill-downs were brought. So if you're looking at DataVista right now, everything that you need for Adult Education Pipeline, which is now the California Adult Education Scorecard, is in DataVista currently.

Now, there are some other dashboards that you all might be familiar with. Maybe you utilize that, have some metrics that are being brought in. Student success metrics. So there's additional metrics and drilldowns for Vision 2030. They're brought in with our 2025 release. That was a couple weeks ago or last week.

Our Community College Pipeline does still have a few metrics that we need to bring in. So note that there's all the SSM metrics and drilldowns at the top code level, but there's still some additional ones that you might not see just yet.

And then our K12 Strong Workforce Program is not currently on DataVista, so we want to make that very clear. These are in conversations of bringing it into that platform. And there is a large effort going there. But we just want you all to know that that information currently does not exist in DataVista.

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Text: CAEP Learners Main Data Sources; A table appears.

(SPEECH)
I'm going to talk about-- I've talked a little bit about the infrastructure when we talk about the technical side-- how it's become a robust cloud-based platform, how it's built on Tableau, kind of supported by this web here to give you that overall experience.

When we talk about the makeup of the data, what you're seeing, visualizations, it is all the same from LaunchBoard. So there's additional sources that we don't have noted here that are all the same data sources that built up your LaunchBoard visualizations. But what I'm focusing here on this slide are the data sources that pertain to our CAEP data.

So Mayra talked a little bit about earlier the COMIS and TOPSpro Enterprise portion metric calculations. Those are going to be the backbone of a lot of the database metrics that you see. Additionally, the Chancellor's Office matched with CSU, UC National Student Clearinghouse.

That's all the backbone for a lot of those determined exit from all post-secondary metrics, similar with our EDD and UI data. That's going to be the building blocks of the employment and earnings metrics. And then our self-sufficiency standard for California Center for Women's Welfare, University of Washington, that's going to be utilized for a lot of those living wage calculations. So all still very much similar and the same data sources that were in LaunchBoard now exist in DataVista.

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Slide change.

(SPEECH)
And I'm going to hit this one more time, just in case you missed it, that all these things are the same. What's the same? Data sources. The data sources are the same-- the metrics, the methodologies, the metric definitions. We wanted to stay very consistent. We didn't want to make this a whole different reorientation to how you get your data, what the building blocks of it, how it's calculated. We wanted to have that be an ease of understanding.

Now what's different? Talked about this a little bit. But for starters, we have more relevant data. So we have our '22-'23 and '23-'24 data that was just made available. You're not going to see that on LaunchBoard as it's no longer updated. So in order to view that data, come to DataVista.

The visualization of the data-- it will go into with a demo a little bit later, how it looks, how it's manipulated, how you access the data, and then obviously the beautiful features that our team has worked on in terms of customizing your data just for reporting or for your own analysis, that's also different.

So with that, I'm now going to pass it over, and we're going to talk a bit about what has occurred in our 2025 releases. So it's been brought this year, and what's a little bit more to come as well. So I'm going to pass this over to Karen.

KAREN BELTRAMO: Thanks, Adriel. Yeah, the next two slides, we're going to talk about what's coming, what was in the latest release, which was just a couple of weeks ago on March 13, and then what is coming in the next two releases.

I'm Karen Beltramo. I've been around a while. I worked in the Adult Education Pipeline years ago, and then oversaw this transition from LaunchBoard to DataVista. And just to restate what Adriel said, that LaunchBoard will be sunsetting probably this year.

So everything's been brought over into a DataVista, except for those few metrics that are in Community College Pipeline, like Adriel pointed out. So DataVista is your new source of information for all the dashboards that were in LaunchBoard. Next slide, please, Adriel.

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2025 Release.

(SPEECH)
So yeah, the 2025 release is the first one, where we bring in a new year of data, the '23-'24 academic year. And that doesn't mean that every metric gets '23-'24 data displayed. We've got a lot of metrics that are lagged, especially for CAEP adult learners. Those employment and earnings metrics, we want to make sure students have exited for a year. So for those, for example, '22-'23 data is now available. So all the metrics from last year have now been updated with a new year of data.

And just so you understand this process a little bit, there's this extracting, loading, transforming of all the data source files that happens for this. They're usually ready around-- most of them are ready around mid-January. So we got a little bit later this year. The TOPSpro Enterprise data is always available a little bit earlier.

And then we do all the calculations for all the metrics to add in that additional year of data, to recalculate other years of data. And then we try, as best as possible, to test on many, many levels-- validity testing, quality assurance testing, to try to ensure that when we release, you're looking at metric results that match our definition of the metrics and the intent of the metrics. And next little click there, Adriel.

And then for a new release, we always have new data and some new features. So we did add in some new metrics for the Vision 2030 reports. The Vision 2030 is our current overarching framework for California Community Colleges with a big focus on equity. And there's a report in that Reports and Insights. On vision 2030, they've got actually like defined goals and benchmarks statewide for a lot of the metrics. And we had to add in a few metrics for that report.

We did add a new functionality to Top 5. That's something that you had in the Adult Education Pipeline, that was to view Top 5 by a percent or count. And then we did do some additional UI/UX updates. And I'm going to go through really quickly those and then we're going to demo them in just a little bit. So next slide, please.

Yeah, so this toggle for Top 5 will be available for most metrics. And it's available for all student groups. So on the left hand there in that little red box, you see you can view the Top 5 by percent or count. This is just a screenshot. But we'll show you how that works again in the demo to make sure that's clear.

And that is only in-- if you recall the slide that Adriel had, the three views for accessing similar metrics. This would be in the single-metric view. This is available. We'll show you that in just a sec. And next slide, please.

We did do some updates to the CAEP scorecard and other reports. This is based on feedback from some folks that we used to not have the metrics in the report when they weren't available. So in that top red box where it says academic year, '22-'23 selected. And you can see we've got a couple metrics here, I've outlined in red, where the data is lagged. It's not available for that selection. There's only two. We got to go back another year.

And so it's just trying to be really clear what metrics are in the report. So these are the metrics that are in our CAEP scorecard that seem to be-- that are reported to the legislature. And now we need-- if you want to see the earned post-secondary credential, the employed four quarters after exit, that's noted in the left hand navigation, you'd have to go back an additional year to see that.

And Adriel is going to do a nice walkthrough of this report to make sure you understand-- there's a lot of places to click-- understand that what we're showing here are that year-to-year progress and the legend and kind of orientate you to the way to think about this scorecard. It's a little bit different than what the scorecard was in LaunchBoard. And next slide, please.

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Text: Data Caveats for Any Differences Between Releases

(SPEECH)
Yeah, so with every year of data, there can be changes for years in common between the newest release and the prior release. If there are any significant changes, we understand the challenges that this may bring, but want to just remind you about some of these data caveats and some of the reasons.

We are committed to being really transparent about any changes or updates by creating documentation to help support anything why the changes were made. If someone wants to put that link in chat, I'll be talking about it. But there is a link to the changes in definitions document.

So let me just go through the same reasons why this happened in LaunchBoard, same thing for DataVista. So some colleges resubmit data. And MIS colleges can change student data that could flow back in time. And so we update that that could be an impact on years in common between the 2024 build and the 2025 build. And then the idea that sometimes we get some updated source files, it's kind of similar as resubmitted data.

But we've seen some changes like in the EDD UI wage file. And there's also-- we've understood-- this is a little bit more of a recent thing. There's been some improvements in MIS, like student matching with external data source files, like, for instance, the EDD unemployment insurance file we use for wages. So there's just sometimes these changes in the source files that are they're kind of hard to detect. But if we see changes, sometimes we can trace it back to those source files.

The easiest thing for us to see, as the QA team and the testing team are part of all that team, is this updates to coding. So the metric development team, if they discover an issue with the code, so it's a SQL code, and it needs to be fixed to better align with the definition and 10 of the metric. And sometimes it's just a human error. Sometimes there's a bad join. There's a myriad of things like this. The code is fairly complex.

We want to fix that. We want to keep that wrong. And so that's another reason why you're going to see some changes to prior year data. And again, we produce this changes in document.

ADRIEL GARCIA: It's done on computer. Thank you. Sorry

KAREN BELTRAMO: We produced this changes document, and we do it by student group. We've got one for CAEP adult learners that I believe Debi just put in the chat. Thank you very much. And next slide, please, Adriel.

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Slide change.

(SPEECH)
So this next slide is going to go through, again, what to expect when you look at your data and you might see some changes compared to prior data. And there was a slight shift in reportable individuals. At the statewide level, it was pretty minimalistic. It was on like 1% to 2% early years down to less than half a percent. But whenever we see a change in reportable individuals or adults serve, that impacts nearly all metrics. That's a very base metric.

And we did see some larger shifts at the consortia micro, macro levels. I highly encourage you to look at that changes document to understand those shifts a little bit better. Very little shifts at-- or no shifts at all, basically, for any K12 institutions. A couple shifts for a couple colleges, but really not much. It's really more at that higher level of multi-college districts, consortia, and regions. And we try to explain that change document why that is.

We do believe there might have been some resubmissions of 605 since last year. There was some guidance from the Chancellor's Office on that positive attendance hours. It's so important. So we try as best we can in that changes document to describe those for you, because we understand you may be in meetings-- you may be getting questions about that. We just want to make sure that you're well-equipped to answer any questions for yourselves or other people.

And again, if there's anything you want further explanation about or to engage with, et cetera, please reach out and let us know. We get a lot of questions all the time about changes and I'm happy to walk through them.

The other shift we had was an ethnic student populations. This was a coding issue. There's a shift from Asian to Filipino that you're going to see in the data that happened, and a few other little shifts that we explained the changes document, that's the big one.

We did see a couple metrics in progress with significantly lower values. First is that participants taking courses at more than one adult school or community college. That had an incorrect denominator. We try to explain that the best is possible and it changes document, but that has changed. So if you use that metric in any significant way, please take a look at the changes document.

And the second metric, there is participants enrolled in adult education after taking college credit course. There's another improvement to the code to really match the intent of the metric that also shifted that, and we try to explain in that changes document. But that's it.

DEBI PEZZUTO: Karen?

KAREN BELTRAMO: Yeah.

DEBI PEZZUTO: Real quick, sorry to interrupt you. You're on a roll.

KAREN BELTRAMO: No worries.

DEBI PEZZUTO: But we do have a question in the chat. So Steve asked, does the updated information constitute a large percentage of the overall data? Are the changes small enough that would allow for the posting of data in a more timely manner? The longer the delay, the less useful the data can be.

KAREN BELTRAMO: Yeah, so as I try to explain, we don't get source files to build the dashboards until-- we always shoot for mid-January, but it usually trails into later January. In fact, there's one source file that we use for some of our other student groups you don't even have yet.

There's not much we can do on our end in terms of DataVista ingestion of the source files. This was the quickest turnaround I think we've ever had in LaunchBoard to get out data by March 13, we updated data.

We understand how frustrating this is. What happens is the colleges-- yeah, we're trying things, Steve. Yeah, so what happens is, just to give you an understanding, the California Community College is the largest post-secondary system in the US, possibly the world, except China. It's huge, almost 2 million students served.

So I probably don't need to tell you this, but between the end of June. so when our academic year ends on the college side, it takes about that six months for all the colleges to get all their final data in. And there's always some final submissions too. So these are all the term file, all the annual files. There's a lot of submissions that happen on the COMIS side, the Chancellor's Office MIS side.

So it is something just to be aware of. And sometimes we're like waiting for a couple colleges, student financial aid, that we wouldn't want to exclude them in the build. So we work really hard to get it out for everybody. But it's a lot of data to bring in. So I hope that gives you a little bit of an idea of why we can't, on July 30, have data ready for you. We really wish we could, but that's just not the reality of our situation.

DEBI PEZZUTO: Well, thanks for answering, Karen. Neil Kelly also has a question-- is now a good time to ask about the 16 to 18 age category?

KAREN BELTRAMO: Yeah, why don't we-- I saw that right before I jumped on. Why don't we try to answer that-- I'll try to answer it live, but I'm not quite sure how to answer it in the moment, so let me take some time to look into it. If I can, I'll answer it in chat. If not, maybe in the Adriel's demo, I can kind of look into it.

DEBI PEZZUTO: And I'll be saving the questions. So if you all ask a question and we don't have enough time to get to it, or it really needs to go to Karen for a deeper dive, I'll be sending her the chat with all the questions as well.

KAREN BELTRAMO: Yeah, and we do have a CAEP FAQ that I didn't link here. I'm still updating it with this newest ingestion and I'm really apologize, I'm not quite there yet. I was super close, but we will be adding any other questions you might have that get asked a lot to that FAQ. It's in our resource section. So as we do webinars, as you get additional questions through email, all that, we add those in there to try to keep that, making sure people have the information they need.

And then just to finish really quickly, we always have impact to our employment and earnings metrics. There is something pretty big this year though. We had some impact to our EDD UI Wage file. It had changed. We were not able to get it resolved by the time we released in March 13, we would have released later. And we're still re-ingesting those files. We're going to be testing that all again.

But we're trying to understand what the changes were. We've gotten some updated files. This is a little bit of a slow process. But this is important, that's why it's in yellow. When we re-ingest that data, it would impact your median annual earnings, your median change in earnings, and attain the living wage. And we will be-- I don't think we're going to get that in for our next release, which I'll show you in just a second, the timing of that.

But just make sure you remember this, that there will be an update to those source files that could impact those metrics. It's hard for us to know right now how. We think it'll be more in earlier years, not the later years, because more with earlier EDD UI Wage files. But please be on the lookout for that. We'll make sure it's announced through all the listservs so that's really clear.

And then we always do a cost of living adjustment update. So since we display earnings and changing in earnings on a time frame, the median annual earnings earned in 2017 needs to be equated to see the same-- to have it be equated to other years on a time frame. So we adjust based on the updated Department of Finance of California index.

So you always see a bit of a increase in median annual earnings. So we're looking at apples to apples. So that always happens. That's a common thing we do when we bring in a whole new year of data. Really importantly, the living wage metric has been updated to switch from 2021 to 2024 living wages.

We tend to only adjust to living wages every three years, and that's what the student-centered funding formula does at the Chancellor's Office. And because of that switch in that changes doc, in the appendix, I provided table that shows you your consortia, your County. The living wages in 2024 for a single adult, the living wages in 2021, and what that percentage increase has been.

And unfortunately, except for like one County, we are seeing really significant double digit increases in living wage between 2021 and 2024. I'm sure nobody's too surprised. I know we all feel it ourselves. And we know that everyone out there feels it in our state.

And so just make sure that if you're starting to have conversations about that, at least you have the source and you can see pretty clearly it was a 50% increase in some cases and some counties between 2021 and 2024. It doesn't really-- Adriel showed you the source of our living wage data. Almost no matter what source we use MIT or what we use University of Washington, it shows incredible increases. And next slide, please.

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New slide with graph appears.

(SPEECH)
Yeah, so we did just discover a recent issue for barriers to employment. And shout-out to our good friends at North Orange Continuing Education, last Thursday, that brought this to our attention. This was something that I'm still trying to figure out how we missed this in QA. It is only at the college level.

But right now, if you were to disaggregate for barriers to employment, and Adriel will show you this in a second, the college-level barriers are all the same. The data is wrong, and we're extremely sorry. All other locale levels are just fine-- institution, community college district, consortia, region, statewide. We will fix this. We already have a fix in place in our next mid-April release.

And if you need the data ahead of time, please reach out to me. I'll put my email in the chat. You can also do the DataVista at cccco.edu. We'll put that in chat. You'll see it in the last slide. And we apologize. This is an oversight on our part. And we're getting it fixed as soon as we possibly can. Next slide, please.

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Slide change.

(SPEECH)
Yeah, next. Click there, Adriel.

So our next release will be-- we're trying to do about a month between our pretty significant releases in the year. We understand pretty well the next two releases in their timing. So our next plan release will be in April. We're adding in a new comprehensive student report that will have all students. And then K12 Dual Enrollment Students. It will be a snapshot view. And we've gotten a lot of questions.

So I'll just say, I'm so sorry, but for this release, we will not have a toggle to look at adult Ed dual enrollment. But keep asking. Keep asking. We hear the needs. I've gotten a lot of nice explications, discussions with people during office hours about this. So please keep those requests coming. But for this release, we're going to have the all students, which would include adult Ed dual enrollment. But you won't be able to then look like you can for K12 dual enrollment to see that group of students. And then next click there, Adriel.

And then for our next release, which will probably be in May, June. We're going to add in a new first time K12 Dual Enrollment Cohort View. This has been needed for a long time. This is supposed to be released with a LaunchBoard. But it is finally coming. These are some really important metrics that the system needs.

And so then we're also going to be releasing some data to IR and IT offices. It won't be viewed on the platform but be distributed to some institutional researchers and IT offices for some new metrics to show units earned through credit for prior learning.

That data has kind of been-- it's a newer data being accumulated. We know it's a very important thing for the system. So we're going to be giving some of that data back to the colleges to look at, and then eventually, it would make its way into the platform. And next little click there, Adriel.

Yeah, so all release and webinar dates will be communicated through the DataVista website. I think Adriel will show you in just a second where you can find those, as well as the DataVista and other Chancellor's Office lists.

(DESCRIPTION)
Planned releases 2.1 and 2.2. Text: WIOA and CAEP Metrics.

(SPEECH)
Pause here, Debi, if there's any other questions.

DEBI PEZZUTO: Doesn't look like there's any questions in the chat. It doesn't look like anyone has their hand raised either. We're good.

KAREN BELTRAMO: So really quickly, it sounded from our broad voice, Debi and Meghan, that there's sometimes some questions about WIOA and CAEP. And so I just kind of wanted to quickly give you a very sort of simplistic way to understand, like accountability, that's the overarching with our CAEP adult learners students. And so next slide, please, Adriel.

(DESCRIPTION)
Slide change.

(SPEECH)
So we sort of have these alignment frameworks for DataVista and our CAEP adult learners. And first and foremost, I would say it really is we tried WIOA. We try to align with WIOA. And that actually-- some of that WIOA alignment percolates down to the employment earnings that are displayed for all student groups on DataVista.

So just know there's a little bit both ways. So our definitions of reportable individuals and participants, we try as hard as possible, we always have, to align those with the integration of TOPSpro Enterprise, the COMIS data, to be definitions that would be aligned with WIOA for those 12 hours for participants.

And then barriers to employment, those categories, we try as best as possible with the data elements we have in MIS for the Chancellor's Office, as well as the TOPSpros Enterprise export that's delivered to us to show you those barriers to employment for reportable individuals.

And then our outcome metrics are nearly always calculated for the participant. So it's like this overarching WIOA above the entire platform, and that, I would say, over the years, especially in the earlier years was really focused on. And then of course, along with CAEP, my goodness. These are CAEP adult learners. We have the six AE program areas. We have some other ways of breaking down some of the metrics that are part of the California Adult Education Program.

And then we also have this idea that we want to align some of the key metrics across our student groups, because some people live just in non-credit in adult Ed, other people sort of straddle. So there's one metric in particular, the Noncredit Workforce Milestone. That's a metric that was actually part of student success metrics, kind of an equivalent to earn 9+ CTE units. It's just a credit metric for progress.

And then we created this Noncredit Workforce Milestone metric that's 48 hours or CT non-credit course. And so that made its way back into adult Ed. So our completion metrics are sort of aligned in places. So there's these three sort of overarching ways we try to keep alignment.

It gets a little complex. That's why for us, CAEP scorecard is always something that is our student group that is a little bit more special in terms of we've got WIOA, we've got CAEP, and then we've got sort of alignment as well with the other metrics in our platform.

(DESCRIPTION)
Text: CAEP Scorecard Live Demo

(SPEECH)
Is there any question to answer? If not, I'll go. Great. Then Adriel, I think we're ready to go with the live demo.

ADRIEL GARCIA: Yes.

KAREN BELTRAMO: I'll turn it over to you.

ADRIEL GARCIA: Awesome Thank you, Karen. Also, a lot of just very valuable information. As I'm switching over, I'm putting on my tour guide hat because we're going to go a little bit over just DataVista in general. And what we've been explaining over the past 40 minutes and give you all the visual cues of where to go and how to navigate.

So as I mentioned earlier, as you launch into DataVista, you're going to be welcomed with our DataVista home page. As you can see, the dynamic background that our web team was able to build in. But we're going to note a couple of things, and I'm going to take some time going through all of our pages. So please, as you see questions, please feel free to put them in the chat.

(DESCRIPTION)
Hovers over tabs.

(SPEECH)
At the top, we are going to have our ribbon, and that's going to be our launch point into our other pages. I'll go through them in a bit, but I do want to scroll down and stay within our home page. So as I was mentioning earlier, we are focused on dashboards. We're focused on views. And there's a couple of ways to enter our DataVista views.

One of them is this top ribbon. By select on this, I get a drop down and we get our three views-- reports and insights, metric themes, single metric. Directly underneath it we have our quick links. And our quick links are going to be very catered to our reports and insights tile. So you're not going to hit the Reports and Insights menu here. You're going to go directly to your data.

So I'm going to demo this really quickly. I just want to directly get to our California Adult Education Program scorecard. I'm going to select this, and I'm going to be greeted with our scorecard. The last way are our three tiles, as I mentioned earlier, and that's located right underneath. I'm going to demo going into the Reports and Insights tile in just a bit so that you can see the menu. But those are the three ways.

We do have a DataVista Metric Explorer. So this is kind of like a case sort of I want to select a specific set of metrics. If I were to select I want to be metrics in Adult Education Pipeline. This is actually going to take me to a specified view within our metric themes.

(DESCRIPTION)
Clicks on DataVista logo.

(SPEECH)
Returning once more, at the final bottom portion of our homepage, we have some updates. So everything that you need to know in terms of what's going on with resources we updated that we feel would be beneficial. We have a LaunchBoard to DataVista infographic that kind of gives you the overall understanding of the structure, what went where, and what now exists in DataVista. And then our DataVista releases announcements will be here. Lastly, you can sign up for a listserv at the bottom of our page.

Really quickly, some of the additional pages, I believe Debi mentioned this. Mayra had mentioned this in the chat. Here is our resource library. You can go ahead and toggle between some of the resource or report type. So if I want to look at everything pertaining to California Adult Education Program, I'll toggle this and I'll get some updated information. We see some of those changes explained-- alignment of key success metrics across initiatives, metric definition dictionary. That's all going to exist within our resource library.

News and events announcements. What's coming up for DataVista registration, that all can be found here. Our About page is going to give you some context about our partners and some knowledge building resources. So general information on DataVista and FAQ, some of suppression and then that infographic.

Lastly, Karen mentioned that there's a few ways to go ahead and get in contact with us. This is one of the ways as well. If you want to contact, leave a message, put a request type, you're more than welcome to go ahead and put your inquiries right here. And then we do have a tour for-- what I'm sort of doing right now is also replicated in a video, in case you forget. So you can also click that to watch that.

Now, to get into our data. So I'm going to utilize the tile. And when I get onto the tile, I actually am given another landing page that's going to specify the types of reports that are broken down by programs in this case. So obviously our attention today is going to go to California Adult Education Program scorecard.

But I do want to note, just in case you happen to wear multiple hats in your role and you happen to look at other initiatives, the initiatives or the reports of Guided Pathways and strong workforce program are going to have a very similar feel to what we see our California Adult Education Program scorecard. So the way it's structured, the way you go into your data, the way you manipulate your visualizations, that's all going to be very much the same for those three views.

Our vision 2030 and Student Equity and Achievement Program are a little bit more unique. They have a couple of additional menu pages to really be intentional with the metrics that you're looking at. They're organized a little bit of a different way. We're not going to go into that today.

Now, the goal is, if you look at all this right-hand side, this is like the context as a user. So I want to know what's going on when I'm looking at maybe a summary of what these five reports are given, or in otherwise known as just resources to help you understand the data that you're looking at.

We do have a reports and insights tool that's going to do it-- again, I'm also doing today, but for the structure of these three programs-- so the California Adult Education, Guided Pathways, and SWP. The goal is to build a couple more for that individualized experience of Vision 2030 and Student Equity and Achievement.

What you're going to see is I select one of these tiles, or one of these groups in this report. So this is going to be our CAEP scorecard.

(DESCRIPTION)
The CAEP scorecad is shown.

(SPEECH)
Our resources are dynamic and they get updated. So now we have resources very much pertaining to our CAEP audience. We see some terminology as well, and then some conversation starters.

The way we organize our data, as we showed in some of the screenshots, is everything is going to be present on the right-hand side. Our latest year of academic data is what I'm currently viewing. So '23-'24 data, and we're noting a couple of things. So we see our scorecard. We see reportable individuals, participants. But let's say I'm an individual that's very much interested in transition to post-secondary. I want to see if there's been an increase of 5% from the previous year, a decrease, or if it's remained within that previous year-- remained within 5% within that previous year.

Now, you didn't click anything incorrectly. There's actually a reason as to why you're not viewing some of these metrics. And if you note in this side note underneath our dropdown menu, it's because there are some metrics that are not available because not enough time has been passed to calculate the metric, including earned a post-secondary, transition to post-secondary, median annual change in earnings.

So what I want to do in this case is I'm going to go ahead and go back here. And if I look at '22-'23 data, now I'll get that data populated. So I can go ahead and view that. I can have a little bit of an understanding. If I wanted to, I can PDF it and have this conversation, bring it to maybe some deans at my college or a consortia and we can have that be visually presented. But if I want all of these scorecards to be populated, I'm going to want to go ahead and go back one year.

So just note because metrics are missing, it doesn't mean that they're not available. It just means that not enough time has passed to calculate the metric so you're going to want to go back a couple of years. I'm going to stay with our '22-'23 data because I'm very interested in transition to a post-secondary.

So I'm going to manipulate my data just a little bit. Right now, by default, when you land on the scorecard, you're looking at statewide data. And the way you know this is if you look at our title. So right here, we're looking at statewide for all programs for all students. That's very apparent.

I want to start looking at, let's say, a different locale. We have actually quite a bit of locale types that are specific to all of you within the California Adult Education Program. So I can look statewide, I can look macro, micro, I can look at consortia. There is CC district, there is college, and then there's institution.

I'm actually going to just say statewide just for this demonstration. But I do want to note, let's say in the case that I want to look at the macro region, let's look at Central Mother Lode, for example. It's going to shift. You're going to see that the title is dynamic. It's changed. Now I know my selection has been made, alongside some of the metrics have also changed. I'm going to remain at all. So I'm going to select statewide.

And what I like to do is as I'm toggling some of these drop down menus that allow me to disaggregate my data, I like to collapse them and expand them just so that I can view everything in one space and I'll have to scroll down too much. So I'm going to look at AE programs.

We have a variety of adult basic education, adult secondary education. That was mentioned earlier, the six AE programs. I'm going to stay at all programs just for this demonstration. Again, what I do want to look at are some of our disaggregation.

So this is the Reports and Insights view, again, just sort of mentioning that. Within this Reports and Insights view for the scorecard, I can only select one disaggregation at a time. In this case, I want to look at a student group, let's say by gender. But for this example, I can only select one. So I'm going to start with female.

We're going to see it reflected. I'm looking at transition to post-secondary. So we had a 26% increase from year over year. We have 34,133 out of 223,000 learners.

Now, if I wanted to maybe do a little bit of comparison on what it looks like across additional subgroups, when we're looking at our gender, what you can go ahead and do in this case is you don't have to open up another tab and then have this side by side. You can actually double-click into this metric itself, and you're going to be brought to a time trend view.

Now, the time trend view is going to operate pretty much in a very similar fashion to our single metric. We're going to demo our single metric in a bit. But I just want to reiterate that we're in the reports and insights, but now this is the time trend view. So it looks a little bit different, but what I'm giving here are some additional options.

(DESCRIPTION)
Clicks dropdown.

(SPEECH)
So now when I look at drill down and I look at gender, I get this blue box on the left-hand side, alongside these banded rows of our selection. So if I want to now compare and look at all these subgroups of gender, I can select this blue box and I'll now get them populated and you'll see them below.

If I'm interested in maybe just a couple, I can unselect this. And what I'm going to do on my keyboard is I'm going to hold the Control or the Command button. I'm going to select female, select male. And now I get those two graphs, or those two subgroups on the same graph. And they're kind of following a similar trend, recovering from post-pandemic.

So that's just one of the features that, although this is the reports and insights, kind of operates in a similar fashion to the single metric. Alongside that there are options. So if I wanted to, let's say, really focus on the years of prior to pandemic and post and I wanted to manipulate my years displayed, I can look at 2019 or 2020 and now have that reflected.

Similarly, there's an option to show a table. So we can also get all the information with the value, so amount of students out of the total amount, and then the percentages that show that below. So we can kind of get that side by side. And if you want, you can take a screenshot or you can PDF it from here. And that gives you that full capability.

So just note that this is a very available feature. Also as I'm selecting, so in this case, I did select female students. When I went into this metric specifically, those female students were also reflected in the time trend view already. Now, I selected both male and female in this case. So that's why you're seeing that selected here. But whatever you select on the previous page will carry over. If you have no selections, then you'll be able to just start fresh and manipulate your data from here.

When I return that selection of two subgroups, so male and female is not reflected. So again, just heading on that note of that function is very, very much built in to the time trend look within the report. So I'm going to pause. I don't if there's been any questions, Karen, that have popped up, whether that's about the website or specifically the view of the reports and insights. But I'm going to give a little bit of time. I'm scrolling through the chat.

KAREN BELTRAMO: Yeah, Myra's answering Steve's question in chat.

ADRIEL GARCIA: OK.

KAREN BELTRAMO: We can see, as Maya is saying, you saw on the table, we saw values and percentages and hover over. You can see percents and values. Oh, there you go. But that's it, Adriel.

ADRIEL GARCIA: OK. So I'm going to now pass this over to Karen. And I believe we also have a question about downloading the data into Excel, which let's talk about that now in our single metric, correct, Karen?

KAREN BELTRAMO: Well, before you jump there, let's just go quickly to metric themes. I just want to remind people that the metric themes view is the most similar to LaunchBoard.

(DESCRIPTION)
Metric Themes View

(SPEECH)
We're still sort of exploring as that-- yeah, so there you had to select a student group like Adriel did. He had to select CAEP adult learners. That's always very intentional. Like, you've got to-- I know I get kind of tired of it sometimes, but we're trying to be really intentional. Who are you here to look at data for?

And then you see these little tiles and-- we call them chevrons-- that are like the stages of the student journey. So that should feel pretty familiar to the Adult Education Pipeline. And then if you're not sure where a metric is, yeah, click on that little drop down and click on that-- you can see-- if you want to know what metrics are in each of those chevrons because you don't want to click in there first, then you can look at each one and see where you might find a metric you're looking for.

But if you do go into a chevron, go into any one, Adriel.

(DESCRIPTION)
Clicks a chevron.

(SPEECH)
By just clicking on one of those, you can easily-- just like Adult Education Pipeline, you can scroll through the different segments. Oh, yeah. Sorry, on top and then scroll down. We'll leave that long list of metrics that update based on the left hand navigation. So like if you selected your consortia there, your program or drill down, that would flow through all the metrics on the page.

(DESCRIPTION)
A graph appears.

(SPEECH)
So that is one way to view. And if like that idea of seeing several metrics related to a certain segment of a student journey, like progress or transition, this is the place for you. If you want a little bit more functionality and manipulation of a single metric, now let's go into that single metric view. And you see Adriel just easily navigating from the top there, same kind of screen where you have to think about the student group you're here to look for.

This one does sometimes take a little bit longer to load.

(DESCRIPTION)
A graph appears titled Reportable individuals by Overall.

(SPEECH)
The selections on the left should look pretty familiar. Although there's one new one is that student type. And that's where you could toggle to another student group. That's non-special edit-- snapshot or first time non-special edit credit cohort. So we're going to stay with the CAEP adult learners.

But basically, if Adriel, you wanted to go to a metric, and we get basically the same view we can get in that time trend of the scorecard, you want to find our transition metric, you can either scroll down or start typing.

(DESCRIPTION)
She types into the metric search on the left-hand side under the dropdown Metric, then clicks on a result.

(SPEECH)
And as you see, that's very similar to the display that we were seeing before when we clicked on one of those little icons on the report. And here is where you have the same manipulations of looking at it in a program area drilldown.

(DESCRIPTION)
She scrolls through.

(SPEECH)
So again, the same functionality that Adriel just demoed where you could select the left to see all genders or you can select one, I call them student populations or subgroups, to view. That's all, or view a couple at a time with just the Control-Click.

(DESCRIPTION)
She clicks on Female gender.

(SPEECH)
And maybe we want to just quickly-- Adriel, do you want to go back to-- I think we're going to show really quickly the-- I would like to show the barriers to employment because I think sometimes they're a little bit buried. So if you go back to 200-- the one right above that one. There's two.

So we only have the barriers to employment. And if you click on the drilldown and then you scroll down, I know there's a lot of-- this is just how Tableau is a little-- there's some pros and cons of Tableau, but you'll scroll down, you'll see we've got them batch the same way we did in the Adult Education Pipeline. There's some that are, if ever flagged and there's some that are in the selected year.

So do you want to select the batch that's if ever flagged? And we'll see then on the graph, this is how you can access your reportable individual data.

(DESCRIPTION)
A new graph appears.

(SPEECH)
Can you scroll up just a little bit, Adriel, to see that top ribbon. If you want-- like if this gets a little cluttered again, you can do the same thing where you do the Control-Click to declutter.

And that's going to do it right now. So if you just wanted to see ex-offender and foster youth or something, it's really easy to just manipulate your display. And we heard that so loud and clear in our focus groups. People thought LaunchBoard was a little bit too static and people weren't able to manipulate, the way they wanted to, their data. So we've given you more options for that.

And if you look at that options tag there, you're going to see that that dropdown has the most of any view. So Adriel showed you about the years display. We also have the Show/Hide labels here. So if you wanted to show the labels on your graph, sometimes they're hidden just because the same way, you get too cluttered. So you might not get all.

(DESCRIPTION)
Clicks on Options.

(SPEECH)
And then we have the same table that's available. We also have the ability to look at the data not as a line graph but as a bar graph.

(DESCRIPTION)
Clicks Show Bar Graph.

(SPEECH)
MYRA DIAZ: Karen, there's two questions in the chat. One of them is, is it possible to download data into Excel? Can you show us where-- I guess, show us on screen-- for anyone that's interested in downloading the data that they're viewing where that feature is displayed.

KAREN BELTRAMO: Yep, we were just about to get there. We were just going there. I was just going to mention how once you've got-- you want to unclick the options, Adriel-- I mean, once you've got what you like on the screen with those options, you can PDF it-- the button up there at the top. And that is getting a little used to. There's a menu up here and then there's a menu to the left to make your selections. So if we go back and if you see that download to CSV.

(DESCRIPTION)
Clicks CSV.

(SPEECH)
So let me just walk you through this a little bit. So for your student group selection, so on the left, all adult education learners are all CAEP adult learners. For your locale selection, for your program selection, for your year selection, up. at the top, you can easily go select another academic year or school year. You're going to get all the metrics and all the dis-tags.

And Adriel, can you just click that CSV option to show what the next-- there's one little extra step I just want to point out. So it defaults to Excel. If you download it to Excel, it will look a lot like this. If you want it more in sort of a database with a repeated rows, please click CSV. That way, you get it in a nice. All those labels will be repeated, so every row is almost easy to import into Python or whatever you're going to use it for, or just filter to create a visualization.

I recommend that it's much easier to work with a CSV than the Excel file. But if you're more comfortable with Excel, that's absolutely fine. You'll see what happens when you export. It'll look more like this. Really have to, look up to see what is it on that row. And then you can put all your filters on. It's just a really nice way then to just easily show like for the same student group, a bunch of different metrics or whatever, whatever you're trying to do.

(DESCRIPTION)
Clicks Back button.

(SPEECH)
DEBI PEZZUTO: We also have another question in the chat from Neil. For students enrolled from non-credit or K12 adult into credit degree applicable, do we track their progress like units completed or persistence rates?

(DESCRIPTION)
A graph titled Reportable Individuals by If Ever Flagged; Clicks on Data Views then Metric Themes.

(SPEECH)
KAREN BELTRAMO: You want to go to-- if you have time, why don't we go quickly-- it would be more like in the metric themes view. It might be a good place to think about the metrics we have in terms of-- so go ahead to keep adult learners. Let's go to progress. It's going to be a lot of scrolling. But I believe we've got persistence metrics here. Let's go kind of slowly.

We've got Noncredit Workforce Milestone, occupational skills gain, immigration integration milestone. Keep going. Sorry. Subsequently took a translated English course, math course. Here's our persistence year to year, but that's for locale program drilldown, that you can look at that metric in terms-- I think what you're asking is for-- you're trying to I think cross metrics, which we don't have that functionality. That's like explosion of the data.

So if you made your selections in that locale menu to view, we have a number of metrics for persistence. I'm sorry, Debi. What else were we asking about-- was Neil asking about?

DEBI PEZZUTO: Units completed persistence rates.

KAREN BELTRAMO: So to get the complete list of metrics on the right in the toolkit, we've got that resource metrics for CAEP adult learners. And then it tells you when the metric was added to the dashboard since we had some metrics added later. But that's just a nice quick resource to know what's available to look through and see what the denominator is. Oh, I don't have the denominator, but what the metric name is, the submetric, it gives you the metric ID.

So we have that available for every student group as well as the metric definition dictionary. That's also over there. That's that really comprehensive document. And we are bringing back sometime this year that technical definition link to take you straight to the definition, will be actually housed in a web-based database. We think it's going to improve your experience in terms of understanding metrics. Yeah, feel free, Neil, to email me, too, if there's additional questions you want answered that I could look into.

OK, great. But the same metrics we had in AEP, we haven't added any new ones or taken away any. The only functionality we don't have available, if anybody misses it, the first time versus returning that was a drilldown. But we didn't hear there was a lot of need for that data. One quick thing. And then I want to make sure Meghan has time to do her use case walkthrough. But thank you for the questions.

(DESCRIPTION)
Clicks on Single Metric.

(SPEECH)
Let's go back to single metric, and let's just quickly look at the Top 5.

(DESCRIPTION)
Clicks on CAEP Adult Learners; it loads.

(SPEECH)
And Adriel, maybe we can come back to the comparison view at the end if we have time. But I think we need to let Meghan perhaps do her walkthrough. Yeah, so Top 5, do you see it's up here on the right-- I'm sorry, in the top.

And Adriel just clicked on there. And you see there, we see by percent or count. Why don't we go to our transition metric or any other metric. This is a count metric, a portable individual. So she selected percent. It's not going to show you anything different. There's no percentage or denominator for a portable individuals.

(DESCRIPTION)
Hovers over results.

(SPEECH)
Why don't you do any of those? 500, 602. Perfect, yep.

(DESCRIPTION)
Text: Not seeing data?

(SPEECH)
And then we have to go-- I love when this happens. If you're not seeing data, don't freak out. We're trying to tell you it's like picking earlier academic year, or sometimes you got to make it a locale selection if you've been messing around a bit. So just please take a deep breath and just try to read the note. I know there's a lot there. But we just had to go back a year because these metrics are delayed because we let students have the subsequent year to be able to transition. So we have to wait a year.

So you can see counts here. So top in the state, LAUSD, that's our largest school district. But then if we switch to percent in that toggle, then you see how these will be different colleges or institutions displayed, that are now displayed by percent. If you hover over like Adriel is doing, it's kind of important to note that, like, this is a big number of students. So that's a pretty impressive thing.

If you go to the next one, Adriel, and hover over, you can see that's only 11 out of 22. Just pay attention to the sizes. It could be that-- you could also look at trends for that institution in if you went back to the other view. But just make sure you hover over to understand when you see these top five.

One thing that I just discovered myself, which I find is pretty interesting, is an options. You can view a table for this, which is kind of nice. Like, if you want to print something.

(DESCRIPTION)
Clicks Show Table.

(SPEECH)
I knew it was there, but I hadn't really played with it until a couple months ago and saw that this is just a nice way that is our Tableau developers have been trying to add in to the visualization to show you how you can enhance a bar graph with the information that's the hover over, but also include in the table.

And it's one of I really quickly want to make sure that you understand. You can also view Top 5 if you go over to locale.

(DESCRIPTION)
Clicks on Locale.

(SPEECH)
You can do view Top 5-- and click on that. Yeah, perfect. And you can view it by macro region, micro-region or consortia. So once you click on any of those, if you want to see just the top? 5 for any of those locale areas, that's how you would do that.

Yeah, if you had a consortia and you want to select your consortia, you'd see the Top 5 in your consortia, not your Top 5 statewide. So I want to make sure it's clear to people how that works. And here's an example where a smaller consortia, perhaps with not as many members or maybe not as many having this outcome, we don't have top five, we've got four. So that's going to happen when you're at the consortia or possibly a micro, micro-region level.

(DESCRIPTION)
Clicks through Locale dropdown.

(SPEECH)
OK, I think we're going to save the comparison view. It's up there right next to Top 5. It has a lot of instructions that we've worked at-- this one, I think our second or third iteration of this. We're trying really hard to describe some tips, some ways to use this view. Instead of showing a demo right now, I think we're going to pass it over to our colleague Meghan to share her screen and kick us off with a use case.

(DESCRIPTION)
Meghan McBride

(SPEECH)
MEGHAN MCBRIDE: Thank you. Debi, did you want to do any questions before I go or?

DEBI PEZZUTO: We did have one question come in. For this transition information, transitioning to post-secondary includes adult Ed CTE courses that are deemed post-secondary. Is that correct?

KAREN BELTRAMO: Right. Yeah, for the full definition here, I'll put the link in chat. We have in the toolkit under terminology. Yeah, Meghan, you want to share your screen really quickly, wherever you're going to go to. It'll have a tool kit.

(DESCRIPTION)
On Single Metric View, a left arrow is clicked to show toolkit on the right side.

(SPEECH)
Perfect. Yeah. So in terminology, especially from the CAEP report, you're going to-- I'll put the link in chat-- but you're going to have a link straight to that metric.

I know it takes some time. But let me put that in chat and then you can look at that definition to see what we're capturing for transition. That's the best way to do it. And if you don't like the data elements in pseudocode, just read the bold. It's kind of a plain language walkthrough. Yeah, OK. I'll put that in right now.

MEGHAN MCBRIDE: All right. My turn. Hey, everyone. It's good to see so many of you on here. As I'm going through this walkthrough, I encourage you to follow along. If you are a monitor diva like me and you have a spread of monitors before you, please open up DataVista on one of them and follow along with me.

I'll be walking through the way I might use DataVista if I were you and I were running a consortium or doing data for a consortium. So I have already asked for permission from Sharmila at Northern Alameda to use her data. But again, please look at your own data.

And as I have traveled around California, I've noticed that folks learn a lot better if they're doing it alongside with me. It reminds me of teaching my 15-year-old to drive. As much as I would love to just tell him how to drive, I have to actually let him do it while I'm in the passenger seat. So please follow along.

So I'm going to start at the home page. And just in case my computer doesn't want to cooperate, I do have the screens pulled up that I'm going to use, so I might jump over to those. But when I'm looking at a consortium and wanting to see what's going on there, I'll start with the CAEP scorecard. And as Adriel showed, there was any number of ways to get to the CAEP scorecard I'm going to do this way. So the dropdown on the quick link and choose the scorecard.

(DESCRIPTION)
The CAEP Score Card appears for 2023-24.

(SPEECH)
So as you saw a moment ago, this is where we kind of default to when we enter into the scorecard. And there's a couple of things I like to do. I don't like the toolkit showing. Collapse that, clean that up. Tidy it up a little bit. And as I mentioned, we're going to look at Northern Alameda as our example. So we're going to drop down. You've seen all this before. Adriel showed this to you. We're going to look at consortia so we can find the one we want.

Now, there's multiple ways to do this. To look for your CONSORTIUM, You can type in a part of the name, which is what I prefer. But other people like to scroll and search for it. That's not my preferred way. So I'll just type in Northern and I'll click Northern Alameda. And then I like to, again, tidy things up here and close the menu. I don't want to see all that.

And what we're brought to, as Adriel showed us earlier, are all of the metrics that are reported to the legislature. And just at a quick glance, you can see in program year '23-'24, when comparing to the previous program year, Northern Alameda went up on all metrics that are available. And how do I know that? There's a little green arrow. That's my cheat code. It tells me they went up on every metric. Adriel, also, please let me know how much time I have in the chat. I'm keeping an eye on it.

So that only tells you-- and it tells you the percent that we went up year over year here underneath the little green icon. But that only tells us from one year to the next how our numbers have changed. And we may be interested in looking more closely at that to see what the time trend was over the last several years, to try and figure out if we can get a baseline for how many-- what our projections may be for enrollment for the next year.

So we have, at the top here, our enrollment metrics. Reportable individuals, which as you are probably aware, are students with positive enrollment or at least one hour of enrollment. But nothing really matters until they become a participant at 12 hours of enrollment. So if the student gets a GED when they haven't hit 12 hours, it never happened. They won't count in your metrics because they have to hit 12 hours.

So this is where things start to matter. And the denominator for most of our metrics will be based on participants, except of course for participants. So if I want to look and see what's been happening in Northern Alameda over the course of several years, I'll just click on that metric, and it's going to bring up a time trend of all of their enrollment participants since 2016, 2017.

So you can see, as expected, they had a little drop in 2021. But they've since been increasing every year up to our most recent year of data, '23-'24. And immediately as I look at this, I can see they have surpassed their pre-pandemic enrollment. So that's notable and that's wonderful to see. And again, we can hover over this. And Mayra asked in the chat about percentages versus numbers. And as I will do my data walk, I'll share how I see that when I think it's more helpful to see percentages or what that information might tell me as an administrator.

So there are a couple of ways, always in DataVista, to look at things. And we can hover and see what our yield is. This is the number of students you're converting from reportable to participants. Remember, it only really matters, once they get to participants, what they do. So we really want to have a high yield, a high percentage that we're converting to pass 12 hours. But it's a little bit of a headache to hover and figure out what all of this is. So I would prefer to look at it as a table. And to do that, I'm going to click Options and Show Table.

(DESCRIPTION)
Graph shrinks.

(SPEECH)
Now, that does squish together our graph here, which is why I don't keep that up by default. I pull it up only if I need it. And what we're looking at here is our denominator of reportable individuals, because this is telling us what we're converting. This is our participant number. These are our reportable individuals. And so in the most recent program year, Northern Alameda converted 78% of their students from reportable to participants.

I've seen this number higher. I've seen it lower. You all can determine-- when you're looking at your data-- if that number should be higher, if that might be something you want to work on. Because retaining students, of course, is very important to their outcomes. So that's that.

Now, I'm going to go back quickly and go back to the CAEP scorecard. And I'm going to look at one more metric. And that's going to be earned an award diploma GED or high school equivalency. I like to look at this one because we all kind of know what that means, that they completed their high school credential. And as you can see, they had a nice 35% year-over-year increase. But that doesn't tell us the whole story of what's been going on over time. So again, I'll click on that to look at it.

(DESCRIPTION)
Graph with text: Earned an Award.

(SPEECH)
And remember I said it squishes our graph. I like to get rid of the table to see the full curve here. So I'm going to hide table and then collapse my options back. And this is something that I've seen kind of in programs across the state decline, of course, into the pandemic where we sort of bottomed out. And then we start to recover. We saw a little dip going into '22 and '23.

But as you can see, and as the CAEP scorecard showed us, we had a nice strong increase from '22-'23, the '23-'24 to 188 students.

Now, Mayra, and all of you out there, when we're talking about percentages, and I showed you a percentage in participants that I found helpful, I don't necessarily find the percentage helpful here. I will in just a minute though, but not here, because when we hover, we see that we're looking at 188 students completed their high school credential out of all participants. But the reason I don't like this denominator here is because not all participants are pursuing a high school equivalency.

I would rather see the percentage of students who are pursuing a high school equivalency, their rate at which they're completing. So I'm going to demonstrate that for you in just a minute.

To do that, I'm going to switch views. And it's not necessarily that you can't look at what I'm going to look at here in the scorecard. It's just that I prefer single metric view because I don't like going back and forth. I like to swap between my metric while I'm in the view. So let me show you what I mean.

If you're following along, like I hope you are, I'm going to hit the dropdown here at this ribbon and choose single metric. And then we're going to pick CAEP adult learners.

(DESCRIPTION)
Graph titled Reportable Individuals by Overall.

(SPEECH)
As the name indicates, we're going to be looking at a single metric at a time. Remember, I like to tidy up my view and get rid of the toolkit. I'll bring it up if I need it, and I'll show you when sometimes I need it in a moment.

And of course, we are defaulted to state wide. But we don't want to look at state wide. No offense. We just want to look at our consortium. So we're going to find Sharmila's consortium Northern Alameda. Again, I'm a searcher. I typed in the name and now we're going to find that and collapse our menu here because it gets a little sloppy, particularly if you're on a laptop and have a small screen.

So what we are on right now is reportable individuals. Again, that's where we start when a student enrolls and gets some attendance. But what really matters, again, is our participants. So if I wanted to see where Northern Alameda is enrolling their students, I need to isolate the correct metric.

Now, I happen to know that the metric for participants is 202. So I would type that in. You can scroll and look for it. You'll be scrolling for a while. So take my advice and put 202 in there and hit Enter. And it's going to bring up our participant metric. Now, as you might have seen, there's a ton of metrics in there that you can look at.

(DESCRIPTION)
Graph shifts.

(SPEECH)
So please do that on your own.

Again I'm going to collapse my menu just to clean things up. One thing that you may notice when you get into single metric view is it doesn't put the numbers here, but we can show those, the labels. And I like to do that. I'm a bit of a maximalist when it comes to my numbers, so I'm going to show those. And you don't have to, but I like to see what the numbers are, particularly because I want to commit some of these numbers to memory so I can easily figure out what the denominator is if I don't feel like digging into the metric dictionary.

Now, one thing I like to do when I'm looking at your consortia as I travel around the state is see what your enrollment is, where it's strongest. And typically, it's in one of the four main program areas. And I'll just show you a couple, how I do this real quick. So let's hit the dropdown for AE program.

And again, you'll see the CAEP programs that all of you have, or are eligible to have. And the big four are usually ABE, ASC, CTE, and ESL. And so I am going to guess that ESL is their biggest enrollment. So I'm going to click ESL. And what we'll be left with here are just the participants who are enrolled in ESL.

(DESCRIPTION)
Graph points with numbers.

(SPEECH)
And when we hover, we get a new way of looking at this data. So this is not telling us our conversion rate this time. Our denominator here-- remember I said I like to commit numbers to memory. I know 6,438 is the number of participants they had. If I wanted to make sure I could hover and read what was going on here, or I could look in the metric dictionary and see what the denominator is. But I'm lazy and I just want to remember it so I don't have to go doing all that.

Now, if I want to look to see-- so about 65% of their enrollment is ESL. And again, I can look at that as a table at the bottom and see if ESL has always taken up so much space in that program.

(DESCRIPTION)
Scrolls down to table.

(SPEECH)
Not really. It's kind of varied. 65% is not much different from the year before.

Now, just for the purpose of comparison, I'll look at ABE and compare ESL enrollment to ABE, and then I'll jump into another metric.

(DESCRIPTION)
The graph shifts.

(SPEECH)
So when we look at ABE, we can see the trend in their enrollment. But what I really came here for was to see what percentage of enrollment they're taking up.

I left the table here so we can see the history of its share of enrollment. It's kind of been pretty stable over the years, or we can hover. So it's just under 10% of their enrollment, 586 students out of their total participant number of 6,438.

KAREN BELTRAMO: Yeah, Meghan, we only got five minutes left. Sorry to interrupt. And there's a couple announcements I want to make if you just want to wrap it up a minute or two.

MEGHAN MCBRIDE: Yeah, OK.

KAREN BELTRAMO: Thank you.

MEGHAN MCBRIDE: All right. Sure. Thank you for letting me know. I didn't see what Adriel said on my time.

KAREN BELTRAMO: Oh cool.

MEGHAN MCBRIDE: So I can stop there actually. If you're interested in walking through this together, I've done it all over the state in our regional trainings. Those are done now. But please feel free to reach out to me or Debi, and we'll schedule some time to walk through your data the way that I just looked at Northern Alameda. So I'll stop there.

KAREN BELTRAMO: We would love to record you sometime and put a video. Adriel, I'm really into getting things done, quick little videos, and you just did such a beautiful job. I was half-listening as I was answering questions, but thank you so much. If you want to stop sharing, and then Adriel, you're going to pick up where we left off and we'll wrap it up.

MEGHAN MCBRIDE: All right.

KAREN BELTRAMO: Thank you.

MEGHAN MCBRIDE: Thanks, y'all.

(DESCRIPTION)
Questions and Answers

(SPEECH)
ADRIEL GARCIA: Exactly. So I've seen that we've put quite a bit of questions into the chat and have had, I hope, most of them answered, but just one more additional portion at this point. Are there any other questions that maybe we as presenters can maybe help and assist you all with right now?

DEBI PEZZUTO: I don't see any new questions, Adriel. But if anyone wants to add any, go for it now, or forever hold your pieces.

ADRIEL GARCIA: And I can also just close out the next slide, and then we'll hold off on the final one just a bit. So just as an update for what's coming with DataVista, so we are in the midst of providing a couple of more presentations. Later this week, we'll actually have a focus on the strong workforce program.

So if any of you happen to overlap and have some involvement with that strong workforce program, you can feel free to register here, which I'm going to put a link into the chat for all of you. And this is, again, going to be our DataVista news and events page that you can also find by just searching. Oops, sorry did not mean to put that like that. But I will put that.

And then we also have the RP conference-- thank you, Karen-- we'll have the RP conference next week, which we will be at. Following that, we'll have the CCCAOE conference in Sacramento, which will be providing a couple of presentations as well. So we hope to see you all THERE, In case you all are going to be at any of those events or any of our upcoming webinars.

Thank you, everyone, again. If there's no questions at this time, there is a little QR code for a feedback that we all ask you all to go ahead and fill out. So thank you, everyone, for your time today, and we'll stick around to see if there's any questions.

(DESCRIPTION)
Text: Thank you!

(SPEECH)
MANDLEE GONZALES: And I will just move to officially start to close us out. And everyone, take this opportunity to grab that QR code to give them direct feedback. We also have added, into the chat, our evaluation, which allows us to review and help ensure that we continue to provide professional development that you all need.

We also dropped in the link as well as, Adriel, some upcoming PD opportunities. So you get all of the professional development you need across all of the various buckets that you are looking for. We really do appreciate the WestEd team coming here providing this DataVista walkthrough.

As I previously mentioned before, everyone got here a little over my head, but I really do appreciate it as we dove in. I always like understanding and learning how we can review the data and help us do better and do more. So I am going to go ahead and move to Exodus as I don't see any questions coming into the chat.

Thank you all, WestEd team, Mayra, CDE, I think I saw Dr. Zachry, as well as Neil and Diana Batista. We appreciate everyone being here and supporting this webinar. We'll see you guys all next time.

(DESCRIPTION)
Text: Additional questions contact datavista@c c c c o.edu.