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Business Intelligence at Penn State

June 2011

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Agenda

• Introduction and Status Update.

• Who is Using iTwo and how they are using it.

• Conclusion


Introduction and Status Update


Initiative Approved by Executive Sponsors Early 2005

Over 80 Interviews with representatives from both academic and administrative units.

June 2005 through May 2006

Proposed Business Intelligence Strategy for Penn State finalized and published. http://ais.its.psu.edu/media/bi_final_strategy.pdf

November 2007

Obtained Executive Approval to move forward with proposed strategy.

November 2007

Issued RFP for an Information Access and Analysis Solution

July 2008

Commenced Contract with Oracle for Oracle Business Intelligence Enterprise Edition Tool Suite

June 2009

Business Intelligence – Early History

http://ais.its.psu.edu/media/bi_final_strategy.pdf

http://ais.its.psu.edu/media/bi_final_strategy.pdf


• Web based, no client software is needed.

• Provides users with ad hoc query and analysis capability. Users do not need to understand physical data, joins are pre-defined, and each attribute has a definition.

• Availability of dashboards, which provide users with an interactive collection of analytic content with a variety of visualizations.

• Analysis objects can be shared with other users.

Oracle Business Intelligence


What has happened since

• Deployed Oracle Business Intelligence under the name of Institutional Insight System (iTwo).

• Piloted Access and Security Representative Dashboards.

• Worked with Registrars Office and a Committee of Student Information users to create the Registrars Student Enrollment Answers Model and a set of representative Dashboards. Subject area is currently available to Registrars, Financial Officers as well as to Departments Heads, Academic Management, Chancellors, and Deans.

• Worked with Controllers Office and a Committee of Financial Information users to create the Financial Information Pilot. Currently available in production to the pilot user group.

• Deployed “Basic” and “Advanced” training classes.

https://itwo.ais.psu.edu/





What are the steps for an iTwo project

• Work with data stewards, process owners and information users to create data model representative of Subject Area “Business” processes.

• Identify required new Data Warehouse table structures or changes to existing structures.

• Create new Data Warehouse processes and/or modify existing processes.

• Create Metadata model.

• Test and validate model. Ensure integration/integrity of source data records.


Who is Using iTwo and how they are using it.


iTwo Queries per Month

0

750

1,500

2,250

3,000

201002 201004 201006 201008 201010 201012 201102 201104 201106

Avg Daily Query Count


iTwo Monthly Unique Users

0

12.5

25

37.5

50

201002 201004 201006 201008 201010 201012 201102 201104 201106

Max # Daily UsersAvg # Daily Users

Penny Carlson

Director, Academic Services and Records

Office of the Vice President for Commonwealth Campuses

Current usage example.

Introduction

Future usage.


Mary Lou D'Allegro

Senior Director Office of Planning, Research and Assessment

Penn State Berks

Current usage example.

Introduction

Future usage.


Carol S. Findley, Information Technology Director

Office of RegistrarsFrom Enrollment Reporting System (ERS) and EIS to

iTwo

Patti Cochrane, Financial Officer

Office of the Vice President for Commonwealth Campuses

Using Dashboards to track Enrollments


Using Dashboards to answer questions.

Comparison between ERS and iTwo

Mark Weaver, Assistant Director

University Budget Office

Ross Brode, Assistant Registrar Security and Network Support

Office of Registrars


Using the Access and Security Representative Dashboard.

How the Budget Offices plans to use iTwo for Official Reporting.


Conclusion


What is new with iTwo

• Available via the web.

• Availability of pre-defined online, interactive reports.

• Accessible to non-technical users. Significantly easier to use than the Data Warehouse or the Enterprise Information System.

• For functional groups like Deans, Chancellors, Registrars, and others access is granted automatically ensuring that everybody that is supposed to have access has access.

• Strong emphasis on data consistency on the creation of the back-end systems.

• Extensive documentation available.

• Focus on the University needs, not the needs of a specific office or unit.


What is coming next from the BI team

• Work with Pilot group to define and create a set of representative dashboards for Financial Information. Make Subject Area and Dashboards available to a larger group of users by Q4 2011.

• Deploy Financial Information training classes.

• Work in conjunction with the Registrars Office to retire the ERS system and the Registrars’ EIS Enrollment cubes. Completion planned for Q4 2011.

• Model and deploy next iteration of student life-cycle information with the initial focus on admissions information. Pilot planned for Q1 2012.

• Continue to migrate current EIS Models. Next focus area will potentially be Human Resources. Pilot tentatively planned for Q1 2012.

• Upgrade to new version of Oracle product suite to make expanded functionality available to end-users. Tentatively planned for Q1 2012.


What is coming next from other teams

• With the support of the BI team, the Budget Office is currently in the process of migrating the “Official” Student Enrollment information to iTwo. They will, subsequently, initiate report and dashboard development.

• The Outreach Marketing department is currently in the process of developing a Subject Area model that is customized to their specific needs.


Risks and Challenges

• Current culture of distributed data ownership can create barriers to the creation of an integrated and view of Penn State’s data.

• The same culture can impose limitations on the solution by asking for non-integrated, customized solutions for each stewardship area.

• Availability and retention of skilled Business Intelligence development and consulting staff.

• Even though they work well for operational purposes, Penn State’s information systems can be challenging to use when it comes to data analysis and reporting purposes.


iTwo Information Site

Business Intelligence Strategy Site

iTwo

Where to find more Information

http://ais.its.psu.edu/services/itwo/

http://ais.its.psu.edu/services/itwo/

http://ais.its.psu.edu/services/bi

http://ais.its.psu.edu/services/bi

https://itwo.ais.psu.edu/%0Dhttps://itwo.ais.psu.edu/%0D

https://itwo.ais.psu.edu/%0Dhttps://itwo.ais.psu.edu/%0D

business intelligence at penn state and rod's... · asking for non-integrated, customized...

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