Introduction

This guide outlines the steps required for an end user to setup an IPEDS (Integrated Postsecondary Education Data System) report.

IPEDS is a US Reporting standard. There are multiple report types that need to be generated and submitted at different times during the reporting period. 

Access the Survey Materials (Format) required to submit the report. Input the Institution details here for the specific format or View All a general format via Import Spec.

Example for IPEDS 2023-24 data collection schedule:

Prerequisites

• The following managed packages must be installed in the Salesforce org:
  • EDA.
  • RIO Education.
  • RIO Reporting (US) - IPEDS.
• The "REDU - IPEDS Reporting" permission set must be assigned to the user.
• Refer to RIO Reporting Engine (Generic) documentation here to see how it works

Procedures

Reporting Configurations

The default configuration are generated once you installed the additional plan - "RIO Reporting - IPEDS" and it breaks into 2 main components:

1. The backend configuration - Custom Metadata Types.
   • Navigate to Setup >> Home >> Search for Custom Metadata Types and manage the following records:
     • Export File Standard.
     • Export File Type.
     • Export File Section.
     • Export Data Field.
     • Export Data Holder Config.
   • User can update the field mapping for the report generation here.
   • Refer to the field mapping spreadsheet here for details.
     
     
2. The front-end configuration - Custom Object.
   • From the Apps menu, select the 'RIO Reporting Engine' and click of the following tab:
     • Reporting Configurations.
       • By the default, there are 3 Reporting Configurations created based on the reporting period of Fall, Winter, and Spring.
       • Each of the Reporting Configuration are configured with the reporting type which referring to the Export File Standard of the Custom Metadata Types; while the Reporting Queries are linked to the Export File Type and Export File Section.
       • User can configure the query/ the criteria of which records should be considered for the report generation.
         
         
     • Reporting Exports.
       • This is the reporting export interface where user can generate the IPEDS reporting based on the reporting period.
       • By the default there are 3 Reporting Exports created and linked to the Reporting Configuration above according to the reporting period.
         
         

Data Preparations

Before the export can be generated, we will have to ensure that the following data are ready:

• Reporting Exports
  
  These are data relevant to the reporting scope which will need to be defined in a yearly basis. To ease the process, it is recommended to clone the current's year "Reporting Export" record and make the updates accordingly for the upcoming year.
  (Note: The updates will mainly focuses on defining the data collection period for the upcoming year.)
  
  
• IPEDS Default Values
  
  These are information relevant to the institution (for example, does your institution offer housing?, etc.).
  Generally, these data are very likely to be similar every year, thus it is recommended to clone the "IPEDS Default Values" record for the newly cloned Reporting Exports (as mentioned above) every year.
  The following shows the relationship of "IPEDS Default Values" and "Reporting Export":
  
  
  
  
• Master Data
  
  These are data relevant to the program, offered courses, fees, and scholarship. These data are typically populated once unless there are new programs/ offered courses/ fees/ scholarship introduced to the system. In that case, user will need to populate the dedicated fields for the involved records.
  • Account (Educational Institution).
  • Account (Academic Program).
  • Plan Requirement (Course).
  • Course Offering.
  • Funding.
  • Fee.
    
    
• Student Data
  
  These are transactional data relevant to the student such as contact, program application, program enrollment, and scholarships granted.
  • Contact.
  • Program Application.
  • Program Enrollment.
  • Funding Allocation.
  • Course Connection.

Refer to the spreadsheet here for the full list of objects and fields.

Automation

Following fields will be populated by the automation comes with IPEDS Reporting package.