Workbook - Analytics

Engage Training Workbook
Analytics
Important
Please be aware that the course is designed to equip you with the skills to effectively manage this area of the
system. It is important that you allow sufficient time and resource to implement the setup after the training has
taken place. In many cases this will need to be completed before progressing to another stage of the system.
Contents
Introduction to Analytics Page 3 Daybook Pages 20 & 21
Introduction to Workbooks Page 4 School Events Page 22
Logging On Page 5 General Notes Page 23
General Settings Page 6
Connection Manager Page 7
Security Manager Page 8
User Manager Page 9
Group Manager Page 10
Attach a user to a group Page 11
Create a Widget Page 12
Conversion Ratio Widget Pages 13 & 14
Pipeline Page 15
Numbers on Roll (Advanced) Pages 16 - 19
© copyright Double First Ltd All Rights Reserved and use of this material subject to Terms and Conditions
2
Introduction to Analytics
Component/Screen Purpose Specific
Resources/Information
What is the purpose of this Required
Admin Options – General Edit preferred Analytics name to display for Name to display
course? Settings users
To enable users to set up a dashboard to give a Add schools to be analysed List of schools
global overview of school performance
SQL Server details (SQL
Admin Options – server name, SQL database
Connection Manager
Who is the course aimed at? name, SQL user, SQL
password) for each school
System Administrator, Principal/Deputy Principal, Marketing
and Admissions staff
Create Groups List of users
Admin Options – Security

What is the recommended Manager
Create users List of user types
course length? Assign Users to Groups Access requirements

¼ Day (1.5 Hours) Create Widget to show live Enquiries, Starters, List of Admission Stages that
Create Widget – Withdrawals constitute an Enquiry, a
Conversion Ratio Starter and a Withdrawal
Are there any prerequisites? Create Widget - Pipeline
Create Widget to show pupils assigned to an List of Admissions Stages to
To be actively using the Pupils, Admissions and Daybook Admission Stage on a defined date be included
functionality Create Widget to show pupil numbers on a List of categories to be
Create Widget - Numbers defined date with additional options analysed by (e.g. year group,
on Roll (Advanced) gender, boarder status etc.)
Create Widget to show the number of pupils List of Daybook Types to be

Create Widget - Daybook
against each Daybook Type analysed
Create Widget – School Create Widget to show events across the
Events schools
Admin Options – Widget Manage Widget content and positions
Manager
3
Introduction to Workbooks
The Engage Training Workbook contains key screen shots and
descriptions of each of the available functions within Engage
The purpose of this Workbook is:

To complement the training you will receive
To allow you to highlight and annotate key areas of Engage
To allow you to take notes during your training
To allow you to refer to this document for information and guidelines when required in the future.
In preparation for the training, it is expected that the customer will:

Provide a suitable training environment with no distractions
Provide a computer with access to the latest version of the software, ideally one per attendee
Have fulfilled the appropriate prerequisites as detailed in the Course Content Guide
Bring the appropriate resources and information as detailed in the Course Content Guide
Arrive at the training session punctually and be available for the full length of the course.
4
Analytics>Logging On
To log into Engage Analytics for the first time you will need to know the Administrator Username and Password that the
school have been given
1. Enter the username

2. Enter the password Notes
3. Click on Sign In
You will be asked to change your password when you log in for the first time
4. Enter the current password
5. Enter the new password twice
6. Click on Change Password button
NB The screen will be blank if the school has not used this software before
5
Analytics>Admin Options>General Settings
This screen enables you to change the Analytics Name, add your own school logo, change the colour theme and if you are a school who
uses a Resource Pack you will be able to select it from here
1. Click on Admin Options

2. Select General Settings from the dropdown list
Notes
3. Using the list of options on the left-hand side of the screen make the required changes
NB The Logo is a navigation icon and will return you to the Homepage
6
Analytics>Admin Options>Connection Manager
This screen enables you to select the database/s to be included in Engage Analytics

2. Select Connection Manager from the dropdown list
Notes
3. Click on Add Connection button
4. Enter the Connection Details for the first school

5. Click Update button
6. Repeat the process for each school
you wish to view in Engage Analytics
7. ‘Passed’ will display in the Data Test column if
the connection has been successful and by using
the icons on the right-hand side you can Edit,
Disable or Delete the connection
7
Analytics>Admin Options>Security Manager
This screen enables you to add users and create the groups to which the users can be assigned

2. Select Security Manager from the dropdown list
Notes
3. Use the options on the left-hand side of screen to create users and groups (see next page)
NB The Administrator user will already be displayed and you will not be able to delete it
8
Analytics>Admin Options>Security Manager>User Manager
Adding an Engage Analytics User only
Eg a Shareholder/Governor who is not an Engage User but who will require access to view the school data in Analytics
1. Click on Add Engage Analytics User button

2. Type in the required User Name
Notes
3. Type in the full name
• The new user will be added to the table and a
random password will have been automatically
generated
• You will need to give them this password as there
is no automatic facility to send it to them
• The password will remain valid until they first log in
when they will be prompted to change it
Linking an existing Engage User

1. Click on the Link Engage User button
2. Use the filters to locate the required user
3. Click on the + button so that Analytics will look at Engage to authenticate the user’s password
4. If authenticated, the user will disappear from the list
5. Repeat the process as required
6. To view the users you have added click on the Back button
9
Analytics>Admin Options>Security Manager>Group Manager
The Linked Engage Users will not have a Password displayed as they will use the same one they log into Engage
and/or the Staff Portal with
Notes
NB After the users have been created or linked you need to put them into one or more groups so
that they can access the specific analysis charts that they need eg Admin Staff, Admissions, SMT,
Governors etc
Creating Groups
1. Click on the +Add Group button
2. Type in the name (description is optional)
4. Repeat as required
10
Analytics>Admin Options>Security Manager>User Manager
Attach a user to a group or groups
For each user in the list:
1. Click on the Assign Groups to User icon

2. The User Manager screen will display
Notes
3.On the left-hand panel (Add Groups) click on the + sign for the required group It will
display in the right-hand side panel (Current Groups)
4. Repeat for all required groups for this user
5. Click on the Back button to return to the User list
Using these icons you can:

• Add more groups to a
The list clearly
user
shows how many
• Lock a users account
groups each user is
• Reset the users password
now a member of
(not available for a
Linked User)
• Delete a user
NB you can only reset the

password for the
Administrator
11
Analytics>+Create Widget
Widgets are components that plug into the database/s and pull the data through to the Analytics dashboard There
are 6 widgets available:
• Conversion Ratio
• Daybook
• School Events Notes
• Numbers on Roll
• Numbers on Roll (Advanced)
• Pipeline
To create a Widget
1. Click on the +Create Widget button
2. Click on the required Widget Template
NB The Numbers on Roll widget has now been replaced by Numbers of Roll (Advanced) This
workbook will only cover Numbers on Roll (Advanced) widget
The following pages will take you through each option
12
Analytics>Conversion Ratio Widget
The Conversion Ratio Widget (Admissions ratios):
• This widget displays the number of Live Enquiries, Starters, Withdrawals and the Total number of Enquiries
• It works out and displays the % of Starters from the Total number of Enquiries and the number of Live Enquiries
If a pupil has not had an Admission Stage applied during the time period you specify they will not
•
appear in the analysis
Notes
1. Click on the Conversion Ratio template button to start the Wizard

2. Click Next button
3. Select the required school/s by clicking on the + sign

5. Select the required group/s by clicking on the + sign (the Administrator is automatically added)

7. Select each of the Stages one by one (Live Enquiries, Starters and Withdrawn)
8. Select the required Types from each of them (you will need to select at least
one from each section before the wizard will allow you to move forward)
13
Analytics>Conversion Ratio Widget [cont]
10. Insert a Widget name (Description is optional)
12. Click and Drag into the required position
13. Click on the Finish button Notes
Click and Drag the newly created

widget into one of the prepositioned
slots
These slots determine how the
widgets will be displayed on your
home screen
Widgets can be moved around as
you add/remove more widgets
14. The widget will display on the dashboard

15. Set the Start and End Dates for the analysis
according to your requirements
Click on the Analysis Chart to drill down

through the levels of data
14
Analytics>Pipeline
The Pipeline Widget:
• This displays the pupils assigned to an Admission Stage on a defined date
• All pupil stages are included in the count
• If a pupil is included then they will be displayed under the Admission Stage they were assigned to at
the defined date and this could be a current or an historical Stage Notes
1. Click on the Pipeline template button to start the Wizard
3. Select the required school/s by clicking on the + sign
5. Select the required group/s by clicking on the + sign
(the Administrator is automatically added)
7. Select each of the Admissions Stages that you
want to include in the analysis
10. Insert a Widget name (Description is optional)
12. Click and Drag the widget into the required position
13. Click on the Finish button
14. The widget will display on the dashboard
15. Set the date for the analysis according to
your requirements
You can change the Group by option from Stage Name to

Stage Type by clicking on the Group By button
Click on the Analysis Chart to drill down

through the levels of data
15
Analytics>Numbers on Roll (Advanced)
The Numbers on Roll (Advanced) Widget:
• Displays the pupil numbers on a defined date displayed by either a Preset Category or a school
defined Additional Information Field
• Includes New Intakes, Current, Leavers and Past Pupil stages
• Extra options now available: Notes
• Exclude Pupil Stages
• Include Targets and Forecasting
• Include Category %
• Remove Category items that you don’t wish to be included
• View the numbers month by month or a defined date
• Hide any categories that do not have pupils allocated to them
• Drill down to a grid view of pupils
• Export the grid view of pupils to Excel or as a PDF document
1. Follow the previous process

and move forward (and
backwards) through
the wizard as required
2. Make the
required selections on
this screen to exclude
pupil stages, select a
Preset Category etc as
required
Explanations of the features

are on the following pages
16
Analytics>Numbers on Roll (Advanced) [cont]
Pupils are included in the count if:
• Date of Entry is before the widget date
• Date of Leaving is blank or Date of Leaving is greater than the widget date
NB A pupil who’s Date of Entry is blank (01/01/1800) will not be included within the count
Notes
Additional Information Categories
These will only be available for multiple schools if the AIF’s match on description across all
the schools’ databases
Exclude Pupil Stages

The Pupil Stages selector within the ‘Analyse By’ page enables you to de-select the pupil stages that
you do not wish to include within the widget
Only pupils from the selected stages will be included within the pupil numbers
Include Targets
Targets are now optional
If you wish to use the targets feature, tick the ‘Include Targets’ check box in the ‘Analyse By’ page
and the targets function will be turned on for the widget
Include Forecasting
Forecasting is now optional
If you wish to use the forecasting feature, tick the ‘Include Forecasting’ check box in the
‘Analyse By’ page and the forecasting function will be turned on for the widget
Include Category %
This option displays the value that represents the percentage of pupils allocated to each category item
based on the total number of pupils included within the widget
17
Select Categories to Display
When a category is selected the items within that category will be displayed on screen
You are able to remove the category items that you do not wish to be included within the widget
Eg the Gender Category displays with 3 categories but you can remove Unassigned if required Notes
View by Month
View by options allows you to view the numbers on roll by date or month
The Month option displays the numbers on roll by month
With this option selected the widget has a ‘Year’ filter and will display a monthly breakdown of
the numbers on roll for the year selected
Widget Description
A ‘Used Default Description’ button has been added below the Widget Description field on the Widget Details
page
Clicking on this button will add a description based on the selections made on the Analyse by page
18
Hide Empty Value
Within the widget there is a new option to Hide Empty Values
When ticked, this option will hide any category items that have no pupils allocated to them
Grid View Notes

After you have drilled down to Pupil View, there is a Grid View button
Within the Grid View you have the options to export to Excel or export as a PDF and return to
List view again
19
Analytics>Daybook
The Daybook widget:
• Displays the number of pupils against each daybook type and their sub-types
• These numbers represent pupils who had that daybook type saved to their record during
the time period being viewed
Notes
Work your way through the wizard:
2. Select the required school/s by clicking on the + sign then click Next button
3. Select the required group/s by clicking on the + sign then click Next button
4. Select the required Daybook Types by clicking on the + sign then click Next button
NB
If the school has added a number
of databases and they are not all
identical in the Daybook Types you
will see duplicates in the list
5. In the Analyse By section make your selections (see next page)
20
Analytics>Daybook [cont]
How to Analyse:
• Monthly Breakdown can sometimes be better than using a date range
• Show each template (use the drop down at the top of the box)
• Hide empty axis – columns with no data in them
• If the template has been marked as ‘Is Confidential’ then it won’t open on the screen as the
system will not know who you are Notes
• X-axis – Year Groups or Gender might be good options to use rather than Incident
Analyse by value options:

Standard Values eg Boarder Status, Form, Gender, House and Year Group
Template Values eg Checkbox (a checkbox defined on any of the Daybook Templates) and
Combo (a combo defined on any Daybook Template, but uses a Lookup Type of Lookup Details)
• These analyse by values options can be displayed using either X Axis or Series or a
combination of both
• You can choose up to 3 Analyses by options
• These can be 1,2 or 3 Axis or Series or a combination of both

7. Insert a Widget name (Description is optional) then click Next button
8.Click and Drag the widget into the required position then click on the Finish button The
widget will display on the dashboard
9. Select Monthly or a date Range for the analysis according to your requirements
10. Click on the chart to drill down into it (will separate out into different schools if you have
added them), click again to see the pupil names
• The Daybook widget analyses the Template types and their Sub types across a Date
range of January to December or a user defined date range
• Each widget can then be analysed using either a set of Default pupil values or certain values
defined in the Daybook Templates
21
Analytics>School Events
School Events widget:
The School Events widget displays the information from the Engage
Client (Engage>Setup>Configuration>School>Year)
It uses the dates set up for Terms, Breaks, Bank Holidays and Events
Notes
1. Work your way through the Wizard to place the
widget on the screen
2. Click on a date to see the event
3. Refresh the data to revert back to original display
using the Refresh icon
22
Analytics – General Notes
Widget Positions - Widgets can be placed in various locations on the home screen so that each user can set the positions of the
widgets that they have access to
• Click on the little four-headed cross on the top of the screen to enable the Drag and Drop Mode
Widget Permissions - Widget permissions are given by the groups assigned to a widget Notes
• Users in the Admin group will always be able to see all widgets
• Users in a Group assigned to a widget will be able to see that widget on their dashboard
Edit and Cloning - If you have a number of schools, you can create a widget for one school,
clone it, change the school it is looking at and it will keep all other options selected for the
original widget
Edit:
Only users in the Admin group can edit a widget by clicking on the Cog
on the widget header or through the Admin Options>Widget Manager>Edit Options
Clone:
Only users in the Admin group can clone a widget by going through:
Admin Options>Widget Manager>Clone Option
Collapsed Widgets
These don’t load the data onto the home screen so if lots of widgets are available but you
only want to see one or two, click on the minus sign to collapse them
Removing Widgets
• Click on Admin Options>Widget Manager>Widget Admin and click on the Delete icon to
send the widget to the Recycle bin so it can be restored if necessary
Return to Home Screen

• Click on the Engage Analytics heading on the top left of the screen
23

Workbook - Analytics

Uploaded by

Copyright:

Available Formats

Workbook - Analytics

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Workbook - Analytics

Uploaded by

Copyright:

Available Formats

Engage Training Workbook

Introduction to Workbooks Page 4 School Events Page 22

Logging On Page 5 General Notes Page 23

General Settings Page 6

Connection Manager Page 7

Security Manager Page 8

User Manager Page 9

Group Manager Page 10

Attach a user to a group Page 11

Create a Widget Page 12

Conversion Ratio Widget Pages 13 & 14

Numbers on Roll (Advanced) Pages 16 - 19

Admin Options – Security

course length? Assign Users to Groups Access requirements

Create Widget to show the number of pupils List of Daybook Types to be

The purpose of this Workbook is:

In preparation for the training, it is expected that the customer will:

1. Enter the username

1. Click on Admin Options

1. Click on Admin Options

4. Enter the Connection Details for the first school

1. Click on Admin Options

1. Click on Add Engage Analytics User button

Linking an existing Engage User

1. Click on the Assign Groups to User icon

Using these icons you can:

NB you can only reset the

The following pages will take you through each option

1. Click on the Conversion Ratio template button to start the Wizard

4. Click Next button

6. Click Next button

Click and Drag the newly created

14. The widget will display on the dashboard

Click on the Analysis Chart to drill down

You can change the Group by option from Stage Name to

Click on the Analysis Chart to drill down

1. Follow the previous process

Explanations of the features

Exclude Pupil Stages

Grid View Notes

5. In the Analyse By section make your selections (see next page)

Analyse by value options:

6. Click Next button

Return to Home Screen

You might also like