Georgetown UNIVERSITY Charles F. Leonhardt A Dashboard for the Board of Directors and Campus Executives January 11, 2012

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Presentation transcript:

Georgetown UNIVERSITY Charles F. Leonhardt A Dashboard for the Board of Directors and Campus Executives January 11, 2012

Georgetown UNIVERSITY Key Drivers for a Board System » Automate Labor Intensive process » Go Green: Reduce paper as well as printing and distribution costs » Provide online access to the Meeting Board Book to Directors and Senior Administrators in a more timely manner » Archive Board materials electronically » Extreme focus on information security » Mobile Access to Materials » Online Voting » Online Distribution of University News

Georgetown UNIVERSITY Selection Process » Reviewed system candidate landscape with Gartner consultant » Researched Top 15 products » Eliminated 10 of the 15 based on literature review (not secure enough, not functional enough, not appropriate for higher education) » Demonstrations of the top 5 to UIS staff, focusing on user interface, information security, ease of use, mobile options, use in higher education, cost » Selection of Top 2 for a “bake off” » Diligent Board Books was the clear winner  Only perfect score during UISO Security Review

Georgetown UNIVERSITY Characteristics of Board Books System » In the cloud with redundant data centers across the world » 24x7x365 Help Desk for System Administrators, Board Members, and University Officials » Training is usually done by gotomeeting.com » Excellent information security » All materials are encrypted, require passwords to download, can specify document expiration and revocation dates, can be auto erased

Georgetown UNIVERSITY Pilot Process » Contract for a 3 month pilot through June 30, 2011 » Office of the University Secretary  Built February Board Book online in 3 hours (with complete set of materials)  Built May 2011 Board Book for pilot group » Small group of Directors were trained to access May materials » Full Board trained for accessing October 2011 Book » Senior Administrators now being trained for accessing February 2012 Book

Georgetown UNIVERSITY Key University Metrics Currently Delivered in Board Book » ~220 page Management Report (joint effort of academic and admin leadership) » Organized in two parts » Part I: Integrated Data that cuts across University Units: Students, Faculty/Staff, Research, Financials, Endowment, Services » Part II: Organized by Operating Units: Main Campus schools and units, Law Center, and Medical Center

Georgetown UNIVERSITY Key University Metrics Currently Delivered in Board Book » Allows the Board to focus on major university topic area or focus an on operating unit » Comes with a commitment to develop an Executive Dashboard » Provides the springboard for the content of a dashboard » Contains some external benchmarking (which needs to be expanded)

Georgetown UNIVERSITY Characteristics of Management Report » Very Valuable Information » Labor Intensive » Very Distributed » Snapshot: 3 times per year » Voluminous (but indexed and searchable) » Raw Material for a Dashboard (pending Board and Executive review and comment)

Georgetown UNIVERSITY Characteristics of a Dashboard » More information than a published document » Automated » Centralized » Near Real Time Data » Summary Data » Ability to Drill Down

Georgetown UNIVERSITY Moving Forward » Create Dashboard in phases using our current BI environment (EDW, Cognos) » Deliver the Dashboard via BI Environment AND/OR » Frequently Publish an Automated Dashboard in Boardbooks » Create an Interactive Display Tool in Boardbooks