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Volume Reports

Overview

Volume Reports provide you with a visual representation of the number of submitted applicants (i.e., applicants who have paid for and submitted their application to at least one program). These reports provide a holistic view of applicant activity and are generated as running totals or as discrete measures. Running totals are the summation of applicants over time, while discrete measures identify the number of applicants in a given time period. 

As you review the following reports, refer to the Working with Report Data page for specific information on filters and tooltips. 

Notes:

  • The data that appears in these reports may be impacted by annual program deadline changes. For example, a program may set a deadline for the upcoming cycle which is different from the deadline for the current (or previous) cycle. 
  • The reporting timeframe for Volume Reports begins with the start of the application cycle and includes data that was received within the given timeframe. For example, if your cycle begins in September but you don't start receiving applications until October, the visualizations appear starting with October.

Submitted Applicants by Month – Running Totals

This report provides a running total of submitted applicants by month of submission. For example, the running total for June includes the number of submitted applicants in that month plus all submitted applicants from the previous months since the start of the application cycle. The data is presented via two visualizations: tabular (the top of the report) and bar chart (bottom of the report).  

Using this report, you can:

  • Analyze how your applicant pool is growing month-by-month within each cycle.
  • Easily compare how many applicants you have in this year (or a given month) versus previous years (or given months) and determine any variances. 
  • Use the data trends to plan accordingly for increases or decreases in applicants.

Submitted Applicants by Month.png

Note: to accommodate application cycles greater than 365 days, the tabular section of the report includes the year number under the month labels (e.g. Year-1Year-2, etc.).

Submitted Applicants by Week – Running Totals

This report provides a running total of submitted applicants by week of submission. It’s similar to the Submitted Applicants by Month report, except that each block represents a weekly cumulative total of submitted applicants. There are 52 weeks in each calendar year, with each one running from Monday-Sunday. For example, in the following report, Week 18 of calendar year 2018 begins on April 30. 

Also similar to the Submitted Applicants by Month report, you can compare applicants across cycles, spot trends, and plan accordingly for increases or decreases in applicants, but within a shorter timeframe. For example, you can use this report to pinpoint a particular week each year and determine if applicant volumes tended to drop or rise across cycles.

Submitted Applicants by Week - Running Totals 2-15.png

Note: to accommodate application cycles greater than 365 days, the tabular section of the report includes the year number under the week labels (e.g. Year-1Year-2, etc.).

Submitted Applicants by Month – Discrete Totals

This report provides the discrete total of submitted applicants by month of submission (i.e., the counts for each month do not include the counts from the previous months). The report is useful in determining applicant submission behavior trends, like the months with the highest number of submitted applicants. You can use this information to help you plan your admission activities. For example, are applicants all submitting at the end of a cycle, or are they submitting regularly throughout the cycle? If the data indicates that applicants tend to wait until the end of the cycle to submit, you could use this information to adjust your communication schedule or support hours.

Submitted Applicants by Month - Discrete Totals 2-15.png    

Submitted Applicants by Month with Cohort – Discrete Totals

This report provides the same information as the Submitted Applicants by Month – Discrete Totals report, but the data is visualized a bit differently and includes a cohort line. The cohort line represents the average number of submitted applicants per month across all organizations in the CAS, allowing you to benchmark your program. In the example below, we can see that this organization is performing better than the CAS average for monthly submissions. 

Submitted Applicants by Month with Cohort - Discrete Totals.png

Submitted Applicants by Month with User–defined Cohort

This report is similar to the Submitted Applicants by Month with Cohort – Discrete Totals report, except that it allows you to select a custom cohort of five organizations for benchmarking purposes (e.g., you may create cohorts for top competitors, schools with similar populations, private vs. public, etc.). In this report, the cohort line represents the average number of submitted applicants per month across the five selected organizations. In the example below, we can see that in some months, this organization is outperforming the cohort, while in other months, the organization is underperforming.  

Submitted Apps with User-defined Cohort.png

To run this report, configure cohort settings as follows: 

  1. Select Create New... from the Select Cohort drop-down (note: any saved cohorts appear in this drop-down). 
  2. Select the five organizations to be included in the cohort. 
  3. If you want to save the cohort, turn on the Save Cohort? toggle switch and enter a cohort name. 
  4. Click Generate Report.

 Cohort Settings.png

Volume Report Example Scenarios

Natural Disaster

Andrea, the Admissions Director, takes a look at the Submitted Applicants by Month – Running Totals report for the 2017 cycle. She immediately notices that the number of submitted applicants in the month of September is down from what it was last year. She can see that the August numbers are on par, but a dip begins in September. Andrea wants to take a closer look at this month to see when the numbers are dropping. She opens the Submitted Applicants by Week – Running Totals report and sees that the third week in September has the largest variance from the same week last cycle. She then attributes this variance to the fact that a high volume of applicants come from the state of Mississippi, where severe flooding occurred after a tropical storm. She considers providing these applicants with an extended due date to accommodate the disruption. She will take up her proposal at the next Admissions Committee meeting. 

College Fair

Andrea takes a look at the Submitted Applicants by Month – Discrete Totals report for the 2017 cycle. She notices that the number of submitted applicants in the month of July is up by 3,000 applicants from what it was last year. She then opens the Submitted Applicants by Week – Running Totals report and sees that the second week in July has the largest variance from the same week last cycle. She remembers that they added an additional set of college fairs in the last week of June and thinks this may have had an impact on the increase of submissions. She plans to monitor the total number of applicants for the month and the cycle to see if this increases their overall total for the year, or if applicants were just submitting earlier. Depending on the outcome, she may decide to permanently add this additional week of college fairs to their admissions outreach plan.

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