Accessible, accurate and reliable data is at the heart of data-informed decision-making. At Ball State University, the Data Warehouse serves as the backbone for this, and facilitates one of our goals– supporting student success. We sat with Drew Miller, the Director of Institutional Research, and unpacked what the Data Warehouse does, how it functions, and why it matters.

So, what exactly is a Data Warehouse?

Imagine a central hub where all the university’s critical data, from student performance to faculty records, comes together. That’s the Data Warehouse. It consolidates information from various systems, making it easier to analyze trends, generate reports, and support institutional goals. Instead of digging through different databases, decision-makers can access one organized, reliable source.

How does the data actually get there?

Think of the Data Warehouse as the center of a wheel, with different systems acting as spokes. It starts with identifying relevant data sources, like the Banner student information system, which houses student and employee data. Before this data enters the warehouse, it undergoes rigorous validation with the help of the functional users, those who manage the original systems. Once approved, the data flows through an ETL (Extract, Transform, Load) process, where it’s cleaned, standardized, and loaded into the warehouse with the help of HelioCampus, Ball State’s data warehouse partner.

And what do we do with all that data?

The primary function of the Data Warehouse is to provide a reliable data source for reporting and analytics to support student success. It supports everything from student retention strategies to budget planning. For instance, when top management needs to understand enrollment patterns or measure student success rates, they turn to the insights derived from the warehouse. It also plays a key role in mandated federal reporting, such as IPEDS, and supports departments in making data-informed decisions.

I’ve heard a lot about data visualization. What tools does Ball State use? 

Tableau is the go-to tool. It allows users to transform raw data into intuitive charts and interactive dashboards. This means that instead of scanning through spreadsheets, decision-makers across the spectrum from department chairs to the university president can see trends, and other types of analysis, at a glance. Tableau is our dominant reporting platform due to its deep integration with BSU systems.

Who gets to use these tools?

While access to the Data Warehouse itself is limited to Institutional Research and Decision Support (IRDS) and selected IT personnel. Tableau dashboards are widely used. The President’s office, Provost, Deans, Department Chairs, Budget Directors, and more all rely on the insights it provides. Some faculty members, who hold administrative roles, may access it for specific needs, such as course planning.

How about those new to Tableau?

Training is available through the IRDS team, led by experts like Michael Lane and Cole Heady, who ensure users get the most out of the system. The process starts with a formal request via the Ball State Help Desk, followed by group or individual training sessions. Additionally, Ball State provides access to Udemy courses, offering a deep dive into Tableau for those looking to refine their skills.

With AI and machine learning on the rise, how do you see the Data Warehouse evolving?

AI is set to revolutionize analytics in higher education, making it easier for users with less technical expertise to interact with complex datasets. As machine learning tools become more embedded in data platforms, they will enhance efficiency by automating data transformations, improving accuracy, and streamlining reporting processes. While Ball State isn’t fully leveraging AI in its Data Warehouse yet, plans are in motion to integrate these technologies.

With so much data coming in, how do we ensure it stays accurate?

Working hand in hand with  Cole Heady, IRDS has a detailed Data Rating System. 

Bonus content: A look at the schema of our DWH and a couple of associated products. This is not an entire overview but covers some of the main concepts including a high level overview of the ETL process.