Status update to at TBR presidents on the open business intelligence initiative (August 2010)

1. Originally Presented to the President’s Council (August 2010)
Data Warehousing - Business
Intelligence Initiative
Tennessee Board of Regents and
Tennessee State University
Participating Developers:
Motlow State Community College
Dyersburg State Community College
Columbia State Community College
Austin Peay State University
Business Intelligence Reporting and Analytics
1

2. Agenda
• Overview – 3 Phases of a DW/BI Project
• Phase #1 – TSU & Deloitte
Ph D l itt
• Objective and Approach – Phase #1
• KPI Repository Methodology
• Who Will Performance Metrics Serve?
• Phase #2 – TSU & TBR
• KPI Examples
• Phase #3 (& Completion of Phase #2)
• Credits
• Questions & Discussion
2

3. Developing a Data Warehouse (A Phased Approach)
Phase 1 Phase 2 Phase 3
Architecting &
g
Implementation
Planning
mplement
mplement
mplement
Project #1
Project #2
Project #n
Initiate Business ...
tation
qmts
esign
Project Requirements
Im
Im
Im
Req
P
P
P
Implement
De
and
Plan
Strategy
On going
On-going Governance
Legend
Business Data
Value Implementation Applications
Roadmap Roadmap Technology
Business/process
3

4. Phase #1 – Partnership in Strategic Planning
Initiate Business
Project Requirements
and
Strategy
Business
Value
Roadmap
4

5. Objective and Approach – Phase #1
Objective: Enhance TSU’s current operational and management reporting capability
by identifying executive and departmental key performance indicators (KPIs)
High Level As-Is Analysis To-Be Vision Gap Analysis & Roadmap
Activities Activities Activities
Refine data collection approach and schedule Conduct Visioning Workshop with Executive Define key initiatives to achieve desired future
interviews with Executive Leadership (pre-kickoff) Leadership state capabilities
p
Submit data collection request (pre-kickoff) Establish Executive Dashboard Vision and Finalize KPI and reporting priorities
priorities
Organize and kick-off project Identify interdependencies and required
Develop initiative write-ups including: implementation sequencing
Conduct key stakeholder alignment meeting
– Key metric definition, calculation, and Determine impact of future state KPI and
Meet with and interview TBU President and
ownership reporting requirements and desired timing on
University Executive Leadership
– D
Data di
dimensions and f
i d frequency current organization processes technology and
organization, processes,
Identify current KPIs by data
department/function – Currently being used or future use metric
Present consolidated roadmap, metrics design
Establish current and desired Document overall changes to process, and related definitions to TSU executives
requirements/priorities technology and data
Identify pain points and critical path Finalize framework for prioritizing KPIs and Deliverables
related initiatives
Review existing reports and documentation Refined Future S
R fi d F State KPI with related
KPIs i h l d
definitions, measures, ownership and data
Deliverables mappings
Deliverables
Future State Capability Vision Executive dashboard design
Current State assessment (KPIs , gap analysis
and process capability) Future State KPIs with related definitions, Future State strategic roadmap containing:
measures, ownership and data mappings
Interview key findings and observations – Implementation considerations and high level
Information and data assessment plan
Initial Reporting Requirements – Critical reporting requirements definition
5

6. KPI Repository Methodology
TSU Leadership Interviews TSU Documents/Plans Research
President Deans 2008-2028 Academic Master Plan Other University Dashboards
Vice Presidents Department Chairs 2005-2010 Strategic Plan SACS – 2008 Principles of Accreditation
Associate VPs Directors Facilities Master Plan NACUBO – Performance Measurement
Institutional Academic Integrity Committee Report Toolkit
Research Departmental SLAs NCAA.com
Diversity Plan US News & World Reports
Low-Producing Programs Status IPEDS
External Report Listing Tennessee Higher Education – Profile and
Departmental Strategic Plans Trends
University website
y
Key Performance Indicator
Repository
Through this process, over 180 key performance metrics were identified
6

7. Who Will Performance Metrics Serve?
• Information needs to reach all levels of campus
• Data from lower levels must be transformed to upper levels
Performance LEADERSHIP:
data Need visibility into progress
towards goals and objectives
MANAGEMENT:
Trend,
Need timely trends, summaries,
summary
analytics of operations
data
Detailed STAFF:
data Need detailed reports in many
formats and ad hoc access
ad-hoc
7

8. Phase #2 – Partnership in Architecting
Architecting &
g
Implementation
Planning
tation
qmts
esign
Req
Implement
De
Plan
Tennessee Board of Regents
Implementation
Roadmap
8

9. Business Intelligence Initiative - Web-Delivery
9

10. BI Folder Access - Permissions at Folder Level
10

11. BI Security – Internal Folder Permissions
11

12. BI – Report Level Access
Data that changes frequently can be made interactive
so that the most recent information is displayed.
Annual and Quarterly reported metrics can be
presented as PDF documents as content changes
q y
infrequently.
12

13. Sample KPIs
Please Refer to file: “Sample KPIs.PDF”
13

14. Level of Effort is Enormous
Identified Performance Project Staff and Resource
KPI Modeling
Metrics Scoping Identification
Business
Analysis
Project &
Infrastructure Planning
Data Mapping Security Roles
DB Architecture Argos Reporting
Tools Requirement
Data
Structure
and
Implementation
Management
g
& Testing
DB D i
Design
Reporting &
Analytics
Architecture
Reporting and
Analytics
Development
Reporting &
Analytics Design Deployment &
Implementation Testing
(KPIs, Dashboards, Support
Alerts, Etc.)
Al t Et )
14

15. Phase #3 (& Completion of Phase #2)
mplement
mplement
mplement
Project #1
Project #2
... Project #n
Im
Im
Im
P
P
P
On going
On-going Governance
15

16. Credits
Tennessee State University
Rehan Chaudhary, Database Analyst
S ao
Sharon Morris, Systems Analyst II
o s, Syste s a yst
Beth Smith, Systems Analyst III
Cindy Donnelly, Systems Analyst III
Kevin McGee, Database Administrator
Tracy Jennette, Web Developer
Eric Reed, Luminis Administrator
Mr. Ed Wisdom, Director of Information Systems
Dr.
Dr Dennis Gendron Vice President of Technology and Administrative Services
Gendron,
Tennessee Board of Regents
Pamela Clippard, Sr. Data Architect
Bob Coon, Luminis Senior Technical Consultant
Thomas Danford, Chief Information Officer
16

17. Questions & Discussion
?
?
?
17