Self help and training resources

Who has access to the Planning and Statistics Portal?

The Planning and Statistics Portal is available to all employees of Griffith as a self-service Business Intelligence tool. Users have responsibilities in relation to the appropriate use, storage and sharing of information.

What are my responsibilities?

Visit our Information Management sharepoint for useful information and training on using University information. Also understand the University's policies:

• Code of Conduct
• Privacy Plan
• Information Security Policy
• Information Governance and Management Framework
• Information Management Policy
• Information Management Procedure
• Information Security Policy: Schedule A: Roles, Standards, and Operational Procedures

Which operational systems provide data?

The Planning and Statistics Portal draws from the University's data warehouse. The data warehouse extracts information from PeopleSoft (HR, Finance, and Student) and other systems and sources, including Learning@Griffith, Queensland Tertiary Admissions Centre, Student Experience Surveys, and Research.

How recent is the available data?

Most of the data is updated daily from overnight snapshots of the source systems. Visit the 'Tell me more about this report' section for information regarding the currency of the data.

Why can’t I access certain reports?

Some reports are owned by areas outside of Business Intelligence and Analytics and are therefore restricted. Where there are restrictions, there will be a comment in the report description.

Can I use the Planning and Statistics Portal without prior experience?

Yes. The Planning and Statistics Portal is user-friendly. We also offer training for first time users or anyone brushing up. To organise a training session, contact us via email: bi-info@griffith.edu.au or telephone extension 55444.

I have questions or problems — who do I contact?

For further assistance, contact us by email: bi-info@griffith.edu.au or telephone extension 55444.

How can I give the Business Intelligence and Analytics team feedback?

The Business Intelligence and Analytics team welcomes feedback via email: bi-info@griffith.edu.au

I don't have access

In order to access these tools:

• If you are not a permanent member of staff, you will not have access. (Casuals contractors and sessional will not have access).
• If you are off campus, ensure you are using the VPN.
• Use a new Incognito Window or In Private Browser window to avoid any caching issues and re-enter your university credentials.

Planning and Statistics Portal: Griffith intranet landing page for all Business Intelligence and Analytics reports regardless of whether the user has access to all reports.

Tableau server: where most of the Business Intelligence and Analytics reports are housed. Note, some are housed in PowerBI or in other tools.

Academic dashboard: a specific report within Tableau for Academic staff members – ensure that you have selected your name from the top left corner drop down.

For further information email bi-info@griffith.edu.au

Additional resources (Links to related information)

How to Access Tableau Dashboard Self Help Video

I can't find what I need

If the data you are looking for is not showing up in the Planning and Statistics Portal, please email bi-info@griffith.edu.au with details of what data you require, what format and when by and we will let you know as soon as possible if and where the data is available and if we are able to provide this information.

Important to note individual requests may take a minimum of 25 business days for delivery of reports. This allows us time to assess your detailed request, acquire data sources, develop software, develop and test results. If you require personally identifiable information, please email bi-info@griffith.edu.au with approval from the Senior Director/Executive of your area. Please keep in mind responsible use of data policies when using this data, it is each person's responsibility to keep the data secure and only use it for its intended purpose. Please be aware of your own exposure to legal action if there is a breach.

Additional resources (Links to related information)

Self Help and Training Resources

Information is missing from my Academic Dashboard

Depending on the type of information that is missing or incorrect:

1. Publications: Publication data entered into Symplectic isn’t displaying on the Academic Dashboard
   
   Please note changes to publications need to be verified by publication team in Office for Research. Once that is done, they will be updated in your Academic dashboard profile. Please check back in a few days. If the change has been approved but is still not appearing on the Academic Dashboard it maybe that the approval has not flowed through yet – The data in Symplectic does not update onto the Dashboard instantly it may take up until midday of the following workday to show the changes. For example, a change made on a Friday afternoon may not appear until the next Monday afternoon even Tuesday.

2. Grants and Income: Grants/Income information is missing or incorrect.
   
   Income Data is sourced from RIMS, which only records external income, not internal grants (like grants from Group or Centre the researcher is a member of). If you would like to add/edit external/internal grants, Applied/Clinical supervision details, Consulting/Advisory activities, professional achievements, awards: please enter them in your Symplectic Elements profile. Any changes made will reflect in the dashboard the next workday after midday.

3. HDR Completions and Supervision: Data is incorrect or missing.
   
   The Business Intelligence and Analytics team will need to cross check with a PeopleSoft query so please email your request through to bi-info@griffith.edu.au

4. Teaching Allocation:  Teaching Allocation information is missing or incorrect
   
   This is manual input by the School Manager. Inquiries to correct teaching allocations please email tatqueries@griffith.edu.au and cc bi-info@griffith.edu.au.

5. Awards: Awards information is missing or incorrect.
   
   Awards are maintained manually within Finance Business Partner team, so please email bi-info@griffith.edu.au. The Awards tab also displays internal grants.

6. Applied/Clinical Supervision: missing information.
   
   Any missing information should be entered via Symplectic Elements. Changes will be updated in the dashboard the following day after midday on weekdays.

7. Course Convenorship missing information on First Tab.
   
   This data is pulled from Peoplesoft please check with your school manager if the data has been entered.

For further information email bi-info@griffith.edu.au

Additional resources (Links to related information)

Definitions page of the Academic Dashboard

Academic Promotion info

Symplectic Elements help page

How do I download dashboards and reports from Tableau?

It is possible to download and image or pdf of the view you are in after you have made the filters and selections you require.

1. Go to download from the menu (this can be either at the top or the bottom the screen depending on how you have navigated to the Dashboard).
   
2. Once you click download it is possible to download an image or a PDF of the View you are on or the whole dashboard. Be mindful that only global filters will be applied to a PDF download – any filters made by clicking on the visualisation will not translate to all the pages within the Dashboard.
3. To download the data, choose ‘crosstab’ – ensure you have selected the correct view from the list of views to be downloaded, and there are 2 choices:
   1. Excel will download the data already pivoted
   2. CSV will download the data in the view as raw data
   3. Note that: only the data that has been used in the view will download, not all the data for the whole dashboard.

Further info on download types:

• Download image: will download the image of the view you’re currently in as a PNG file with filters applied if applicable.
• Data: will be blacked out.
• Crosstab: you can download the data for any of the sheets within the view. You can choose only 1 sheet at a time. Format will be Excel or CSV. This will be a pure data dump into excel, no ‘pretty pictures’ (eg: graphs), only the data behind the images.
• PDF: you can choose all sheets, just this page, specific sheets (can choose multiple sheets), can change the format, choose your scaling, “Use specific sheets from this workbook”. Be mindful of the global filter (any filters made by clicking on the visualisation will not translate to all the pages within the Dashboard only the view that they are applied on)
• Powerpoint: just the view or specific sheets from this workbook (sheets is synonymous with ‘views’ in this context). Be mindful of global filters.
• Tableau workbook: will be blacked out.

For further information email bi-info@griffith.edu.au

Additional resources (Links to related information)

The three minute 14 second mark in this video has an example of how to download

Microsoft Stream

How do I Download data / CSV / Excel from Tableau Dashboards?

Tableau Dashboards can have more than one view (page). It is possible to download the data from a sheet on the Dashboard view. (You can only download one sheet at a time. Click the mouse on the area of the view that you wish to download, this will automatically select the relevant sheet that you wish to download.

To download the data, follow the following steps

• Click the mouse on the area of the view that you wish to download
• Go to download from the menu (this can be either at the top or the bottom the screen depending on how you have navigated to the Dashboard).
• Select Crosstab
  
• From the resulting pop-up window check the relevant sheet has been chosen, all sheets are listed but only one can be chosen. If you wish to export multiple sheets you will need to repeat the above process for each sheet.
• Under Select Format, select Excel or CSV button depending on your needs
  • Excel will provide the information in a formatted cross table,
  • CSV will provide the information in a list with no formatting.
• Then Click the Download button

Any filters applied to the Tableau Dashboard are reflected in the downloaded crosstab.

Depending on how your browser is configured Excel will automatically open alternatively look for the downloaded file in your assigned download folder.

For further information email bi-info@griffith.edu.au

Additional resources (Links to related information)

Self Help and Resources