The Usage Statistics tool provides a snapshot of a user's entry and upkeep of activities in Faculty Success. While viewing the usage statistics for users, you can see how many times a user has logged in and how many records have been modified at a glance. The Usage Statics tool also allows you to download an audit log on a user-by-user basis, which is an excel file that contains information on which activities were modified and when.
Note: You will only be able to view Usage Statistics for users who have track activities enabled in Faculty Success - users with Manage Activities and a Yearly Data record with a College and Department assigned.
How to Access Usage Statistics
To access the Usage Statistics tool, go to the "Tools" utility from the Navigation Bar and select "Usage Statistics." The units and users that appear are dependent on your scope of access, as defined as part of a Security Role.
You will then be directed to the Usage Statistics page, where you can view a snapshot of how many records were added and edited at a point time specified in each column for each college that you have permission to view. By clicking the "Excel" hyperlink in the upper right corner, you can export this page as an excel file.
If a user has the ability to track their own activities and has added or edited records, but has not been assigned to a College and Department via their Yearly Data record, their account activity will still be included in the instrument total.
Viewing Usage Statistics by College/School
To see a snapshot of how many records were added and edited but for users within a specific college, select the college from the Usage Statistics page to see a list of users for that college. You will then be able to see the total number of times each user in that college has logged into Faculty Success, as well as the total number of records added or edited per each user in the selected college for the times specified in each column. The audit log for each user can be downloaded per user. Downloading the Audit log for a user provides a detailed view of what records have been added and edited for them.
A user is included in the Usage Statistics table based on their primary, or first-listed college.
A user's audit log is an excel file that allows you to see the history of changes made to the user's activities, allowing you to drill down to see who made a change and when it was made.
How to Download the Audit Log
The audit log can be downloaded on a per-user basis. You can search for the user from the Usage Statistics page by selecting the college the user attends. After you've located the user, click the chart icon in the "Audit" column. The audit log report will then be automatically downloaded to your computer.
Note: The list of users displayed will include both disabled and enabled users. Disabled users will appear in light grey text.
Reviewing the Audit Log
When you open the audit log, it will be an excel file with 7 columns that display useful information to view the history of a users records.
Each column in the excel file of the audit log provides the following information:
- Column A: Owner
The individual for whom the record was created/belongs, making them the record's owner. Only activities where the user is the record owner appear in the audit log. Linked entries will not appear in this table.
- Column B: Date
The date and time at which the record was updated or added.
- Column C: Screen
The activity screen for which the record was updated or added in. The activity screen's code is displayed in this column for easy viewing, a list of the activity screen codes for your Faculty Success instance can be viewed by downloading the Configuration Report.
- Column D: RecordID
The RecordID for the record, that serves as its unique identifier. The numbers are formatted in scientific notation by default in Excel, which can be changed by following the steps outlined here. You can add a filter using excel to filter to a specific ID, which will represent a wholistic view to the history of changes to an activity.
- Column E: Event
Describes how a record was changed by listing if it was created, deleted, or updated.
- Column F: Source
The method by which the record was changed, by specifying whether the change was made by a user, data import, or web services.
- Column G: User
The user who made the change to the record. If the User is a username for a user in your institution, the record was manually updated by the record owner or someone in your institution using Manage Data. If the username is Faculty Success, the record was modified by the Faculty Success team via a Work Request.
- Column H: Data
This column displays the entire record in XML format in its new state after the change occurred, it can be used to view the details of the type of change that occurred.
Note: Linked records/locked records will only appear in the audit log for the user who is the record owner of the record. To determine who the record owner is visit this article.
New User Creation in Audit Log
When a new user is created, a record creation event appears in their audit log. This event will appear in the audit log differently than other records because it always results in two rows within the audit report, both with a Source of "IMPORT." This is because adding a new user automatically populates the Name and Email fields on both the Personal and Contact Information and Yearly Data activity screens, resulting in a new record in both screens for the current academic year.