Course Snapshots

C) Course Snapshots

Applies To: Enterprise Plus Basic

Overview

Course Snapshots are an overview of key information and statistics important to daily decisions, marketing, and analysis.

Locations: The Course Snapshot appears as a tab in the following tables when in View mode. The metrics may vary based on location.
Permissions: Users who have permission to View the table record also have permission to view the Course Snapshot.
- Branch
- Course
- Course Activity Type
- Course Category
- Course Format
- Course Section
- Course Taxonomy
- Degree Type
- Department
- Facility
- Program Group
- Session
- Staff
Monetary values are truncated without decimal places, not rounded. Calculated totals and comparisons to reports may differ slightly due to this truncation method.
Unless otherwise listed, only course sections with a status of Offered and Cancelled are included. Course statuses of Pending and Inactive are ignored.
Enrollment numbers do not include course sections where the course ID = “RegFee—“.
All calculations include only course sections with a status of Offered, Cancelled, and Completed. Inactive and Pending status course sections are not included.
The values are only for the Branch the user is logged into even in a multi-Branch installation,
The print button will format the snapshot into a PDF format. Note that graphs do not display when using the print button.
Net Revenue is calculated using OnAccount Given and OnAccount Used. OnAccount Given is subtracted from and OnAccount Used is added to revenue. This allows for revenue to be attributed to the course section where it was ultimately used no matter the course section where the initial payment was made.
Discounts are included in the Reductions value if the Discount is recorded as a payment transaction. For Discounts recorded as a reduction to a Client Invoice, a separate field is displayed. However, that value is not included in the revenue calculations as Client Invoice entries are not yet considered revenue until paid.
Financial transactions not linked to a course section are not included in the financial calculations due to the inability to match the transaction with a course section.
Graphs use abbreviated labels to allow the graph to fit the space provided and assure some consistency in graph size. However, graphs are dynamically created each time the page is refreshed based on the latest date and any filters. Graph may vary in size and shape. However, variations are not an indication of a greater or smaller value than another graph.
When no data exists for a graph, the space allotted for the graph will be blank.

Filters

Session: This filter defaults to the Session default set in the Sessions table. The filter defaults to “All”. When this filter is changed, all the values on the Snapshot change unless otherwise noted. This filter displays on all Course Snapshots except Branch and Course Section.
Session Year: This filter is based on the Year field in the Sessions table. Using the Session Year allows the Snapshot to include all Sessions tagged with the same year. The year may be a calendar year or program year as entered into the Sessions table. When this filter is changed, all the values on the Snapshot change unless otherwise noted. This filter displays only on the Branch Snapshot.

Calculated Fields

Key Analysis:

Status Date/Time: The date and time the Snapshot calculations were created.
Session: The name of the session filtered or All.
Sections Offered: The number of course sections with a Status = Offered or Cancelled.
Sections Cancelled: The number of course sections with a Status = Cancelled.
Cancellation Rate: Number sections canceled/ Number sections offered.
Registrations: Quantity of assignments regardless of the Enrollment Status.
Enrollment: Quantity of assignments with an Enrollment Status of Enrolled/Active, Enrolled/OnHold, Completed-Satisfactory, Completed-Unsatisfactory, Did Not Complete-Failed, Did Not Complete-Incomplete, or Did Not Complete-No Show.
Dropped: Quantity of assignments with an Enrollment Status of Did Not Complete-Other, Did Not Complete-Dropped, Did Not Complete-Refunded, Did Not Complete-Transferred, Did Not Enroll or Did Not Enroll-Course Cancelled.
Drop Rate: The Dropped value divided by Registrations value.
Avg Reg/Sect/Ran: The average number of registrations per course section that were not cancelled.
Avg Reg/Sect/Cancel: The average number of registrations per course section that were cancelled.
Brochure/Reg Ratio: The number of brochures mailed and distributed in ratio to the number of Registrations. The number of brochures uses the two brochure fields within the Sessions table. When more than one session is calculated, it is the sum of all the brochures for each session. Brochure counts are added in Main Menu »» Selects »» Sessions.
Response Rate: The rate of response for brochure distribution = Registrations / Number of Brochures.

Performance Formula:

The Performance Formula is a commonly used financial formula for analyzing the financial health and success of a program. The formula is based on a financial formula made popular by LERN, an association of lifelong learning programming, offering information and resources to providers of lifelong learning programs.
The cost categories are recorded in the optional field called [Performance Formula] in the Revenue Items table.
Only Revenue Items tagged with these cost categories and entered as revenue or expense transactions are included in these calculations.
- Income: New Revenue.
- Promotion Costs: Costs associated with marketing and promotion. Examples: brochures and advertisements.
- Production Costs: Costs associated with offering and producing a course. Examples: staff costs, facility use fees, and supplies.
- Direct Costs: Promotion Costs + Production Costs
- Operating Margin: Income – Direct Costs
- Administrative Costs: Costs associated with managing the program. Examples: office staff, overhead, administrative fees, management costs.
- Net Income: Operating Margin – Administrative Costs

Financial:

Revenue: The total of all incoming revenue and reduction (i.e discounts) transactions.
Reductions: The total of all revenue transactions that reduce revenue except Refunds.
Refunds: The total of all revenue transactions tagged as Refund.
OnAccount Given: The total of all OnAccount Given transactions.
OnAccount Used: The total of all OnAccount Used transactions.
Session/Total Revenue: Revenue – Reductions – Refunds – OnAccount Given + OnAccount Used
Session/Total Expenses: The total of all expense transactions.
Net Revenue: Session/Total Revenue – Session/Total Expenses
Avg Revenue/Client: The average revenue per enrolled registration using the Revenue prior to deducting expenses.
Avg Revenue/Section: The average revenue per offered course section using the Revenue prior to deducting expenses.
Avg Revenue/Session: The average revenue per session using the Revenue prior to deducting expenses.

Graphs

Displayed below some graphs is a list of the graph segments with counts. Unless otherwise noted, the list names match the graph segments.

Registration Method: Quantity of assignments based on the How Registered field.
Enrollment Status: Quantity of assignments based on the Enrollment Status field.
Marketing Source: Quantity of assignments based on the How Heard field. The graph uses the Marketing Source Category for the segments. The list uses the actual Marketing Source Names.
Gender: Quantity of assignments based on the Client Gender field.
Ethnicity: Quantity of assignments based on the Client Ethnicity field.
Age: Quantity of assignments based on the Client Birth Date field. Age is calculated based on the date of registration.
Email Permitted: Quantity of assignments based on the value of the Marketing Methods Permitted for Email.
SMS Text Permitted: Quantity of assignments based on the value of the Marketing Methods Permitted for SMS Texting.
Alerts Permitted: Quantity of assignments based on the value of the Marketing Methods Permitted for Alerts Texting.