1. 1 Deans and Decision Support A Partnership Approach to Dashboard Technology Copyright 2008 Board of Trustees University of Illinois

2. 2 Presentation Points  University of Illinois Context  Dashboard Analysis Program Proof of Concept Projects University Needs Assessments Technology Assessment  Dashboards in Enterprise BI Services  Building Support for Dashboards

3. 3 Things you can use:  Method for analyzing a new enterprise technology in a complex organization using a program and partnerships  Information on the business intelligence needs of high-level administrators and other groups  Some situations in which dashboards can be useful in higher education

4. 4 University of Illinois Context  Large research university  3 land campuses & Global Campus  University Administration (UA)  Decision Support unit is part of UA and provides Business Intelligence services to all

5. 5 University of Illinois at Urbana- Champaign  Established in 1867  Public research university distinguished by the breadth and quality of its programs  More than 41,000 students

6. 6 University of Illinois at Chicago  Urban university  Research center, particularly in urban affairs, medicine and the health sciences  More than 25,000 students

7. 7 University of Illinois at Springfield  Liberal Arts focused  Small class size, high-quality programs and internships in public affairs, journalism and government  About 5,000 students

8. 8 University of Illinois Global Campus  Offers fully accredited online bachelor's degree completion programs, master’s degrees, and graduate certificates  Programs are developed in collaboration with campuses at Urbana- Champaign, Chicago, and Springfield

9. 9 University Administration  University Administration system-wide operations of the University  A few academic affairs units that reflect University-wide efforts  Planning and Administration supports strategic planning operating and capital budgeting enterprise-wide administrative computing data warehousing human resources inter-institutional library resource sharing

10. 10 Decision Support Unit  Business Intelligence Competency Center  Solutions based on business process  Manages the University’s data warehouse, provides data access, supports staff report development, and provides data education and training  Transforms raw data into information to help guide decision making

11. 11 Current BI Architecture Source Systems EDW Data Marts ETL Report Environment Query Support Publishing Access

12. 12 Dashboard Analysis Program

13. 13 Dashboard Analysis Program  Deans expressed an interest in Decision Support providing dashboard capabilities  Decision Support proposed an analysis program to the UA IT Priorities Committee  If the outcome of the analysis is a recommendation to provide dashboards, a proposal for implementation will be submitted  http://www.ds.uillinois.edu/dashboards/ http://www.ds.uillinois.edu/dashboards/

14. 14 What Is a Dashboard?  Web site  Easy to interpret  Key Performance Indicators (KPI’s)  Visual – charts, gauges, maps, tables  Indicates points of action

15. 15 Scope of the Analysis  The proposed program will produce a recommendation as to whether dashboard business intelligence technology and services would meet the broader needs of the University, as an extension of the current enterprise-wide business intelligence architecture.

16. 16 Dashboard Analysis Program Dashboards for the enterprise? University Needs High- Level Needs Technical Needs UA: University Strategy UIS: Deans UIUC: College of Law UIC: Academic College Prove the Concept Fit the entire University? Analyze Solution Options Business Case

17. 17 Proof of Concept Projects  Enrollment  Cross-college administration  Admissions  Strategy Progress Reporting

18. 18 UIS Enrollment Dashboard  Provost asked for a dashboard that would help all Deans on campus  UIS Deans focused on enrollment management, using data updated daily  Supports decisions such as whether to add or close sections during enrollment, or add online courses  Also used for analysis comparing enrollment in courses across terms

19. 19 UIS Enrollment Dashboard

20. 20 UIS Enrollment Dashboard

21. 21 UIUC College of Law Dashboard  All Assistant and Associate Deans participated  Dashboards show key indicators for each area of the college  Some data is maintained by the college, other comes from EDW updated daily  Use to monitor progress and make changes to activities

22. 22 UIUC College of Law Dashboard

23. 23 UIUC College of Law Dashboard

24. 24 UIC Graduate College Admissions Dashboard  Purpose is to monitor current term applications submitted, accepted and rejected by program  Analyze applications by demographic breakdowns  Compare current term applications to previous terms  Data is updated automatically from the EDW  Provides a basis for adjusting decision timeframes and application deadlines

25. 25 University Strategy Dashboard  University Strategy Working Group needs to be able to report progress toward five goals  Dashboards for measures from each campus are easy to understand and evaluate in addition to detailed annual report  Future plans to provide “drill- down” to more detail

26. 26 University Strategy Dashboard

27. 27 University Strategy Dashboard

28. 28 Other Dashboard Examples

29. 29 Budget and Expense Pilot

30. 30 Click to Drill into Details

31. 31 Geographic Dashboard

32. 32 Dashboard Analysis Program Dashboards for the enterprise? University Needs High- Level Needs Technical Needs UA: University Strategy UIS: Deans UIUC: College of Law UIC: Academic College Prove the Concept Fit the entire University? Analyze Solution Options Business Case

33. 33 University Needs Assessment

34. 34 University Needs Assessment Overall Findings  Interviews with 25 Deans on all 3 campuses, plus Institutional Research, Strategic Planning  Highest value of a dashboard is quick access to relevant data presented graphically  Valuable to have a total picture of the college available to all the college’s administrators

35. 35 University Needs Assessment Overall Findings  For all academic units, admissions and enrollment is highly valuable due to the ability to directly influence outcomes and funding for college  For units with research, grants management dashboard would support interdisciplinary research

36. 36 University Needs Assessment Overall Findings  Start with common college- level dashboards for each campus and define data rules  Highest value areas: Enrollment Admissions Grants

37. 37 University Needs Assessment Overall Findings  Little interest in developing own dashboards  Some interest in customizing dashboards  Dashboards using local data (ex., FAA portfolio/audition ratings) would be useful to meet specialized college needs

38. 38 University Context Assessment  Analysis Question: Do the outcomes of the proof of concept projects apply to the entire University?  The answer seems to be “yes”. Review of the proof of concept project outcomes by A&A Deans across the campuses indicated they would find high value in similar types of dashboards.

39. 39 Other Dashboards at UI  A UIC college is developing own dashboard function as part of a SharePoint site – prefer to continue this path for the time being  UIUC college developing internal web based dashboard for summarization of data – interested in participating in enterprise level dashboards  UIUC IR Office is experimenting with dashboards.

40. 40 Technology Assessment  Researched multiple vendors  Selected three to use for proof- of-concept projects  Learned about: Flexibility of Dashboard Design Data Interface Publishing in Production Environment

41. 41 Technology Assessment Functional Needs  Web based application highly desirable - no client software to maintain!  Some customization at user level, but probably minimal  Must trust the data and have consistent representation of data across the campus

42. 42  Data available quickly to users - Short system response time and minimal login procedure  System & data security appropriate to needs - Campus, college, department levels may not fit all situations, like interdisciplinary research or cross-campus programs Technology Assessment Functional Needs

43. 43 Dashboards in Enterprise BI Services  Dashboard technology is one piece of a flexible Business Intelligence architecture.  Continue attention to data acquisition and optimization for use in reporting and analysis applications

44. 44 Dashboards in Enterprise BI Services  Decision Support will continue to focus on serving the common needs of colleges and departments and not focus on custom development initially for individual units.  Some units may develop their own dashboards using the selected tool if they have staff

45. 45 Business Intelligence Audiences Low High

46. 46 Business Intelligence Products Dashboard Reports EDW Access OLAP Cube

47. 47 Prioritization of Dashboard Audience Needs  Primary need is for Executive Information Summaries  Highly desirable to “get everyone on the same page” within the colleges  Define measurement at the campus level so all are consistent  Use the information summaries before defining formal KPI’s and benchmarks

48. 48 Dashboard Reports EDW Access OLAP Cube Business Intelligence Data Strategy Optimize Integrate Transform

49. 49 Future BI Architecture? Source Systems EDW Data Marts ETL Report Environment Query Support Publishing Access Dash- boards OLAP Cubes Data Optimization

50. 50 Building Support for Dashboards  Engage those who will help define business rules for data presentation Office of Admissions and Records Institutional Research Business and HR Offices  Identify objections: These are valuable and must be addressed!  Executive sponsorship

51. 51 Questions

52. 52 What Do You Think?  What types of dashboards do you think you would use?  How would you use dashboards in your regular business processes?  Would you use dashboard to monitor strategic plan progress?  To what extent do you think dashboards would be valuable to you? (timesaving, better decisions, etc.)

53. 53 Contact Information Lisa Courtney Assistant Director University of Illinois Decision Support ljcourtn@uillinois.edu 217.265.6528 I can send you:  Request for Proposal Technical Requirements  Business Case (in May, 2008)