Performance Management Using Audit Trail
Upcoming SlideShare
Loading in...5
×
 

Like this? Share it with your network

Share

Performance Management Using Audit Trail

on

  • 1,264 views

bbcon 2013

bbcon 2013

Statistics

Views

Total Views
1,264
Views on SlideShare
1,264
Embed Views
0

Actions

Likes
1
Downloads
25
Comments
0

0 Embeds 0

No embeds

Accessibility

Categories

Upload Details

Uploaded via as Adobe PDF

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment

Performance Management Using Audit Trail Presentation Transcript

  • 1. 10/7/2013 #bbcon 1 Performance Management using Audit Trail PRESENTED BY DAVID ZEIDMAN AND MOHAMMED DASSER
  • 2. 10/7/2013 #bbcon 2 IF YOU ARE TWEETING… @ZEIDDEV @MOHAMMEDDASSER
  • 3. 10/7/2013 #bbcon 3 • Introductions • Overview of Audit Trail • What can be Recorded? • Audit Trail – Tracking the Detail • Audit Trail – The Bigger Picture WHAT WE WILL COVER
  • 4. 10/7/2013 #bbcon 4 INTRODUCTIONS
  • 5. 10/7/2013 #bbcon 5 INTRODUCTIONS David Zeidman, Zeidman Development david@zeidman.info http://www.zeidman.info Mohammed Dasser, University of Central Florida Foundation Inc. mohammed.dasser@ucf.edu http://ucffoundation.org/ www.ucf.edu
  • 6. 10/7/2013 #bbcon 6 OVERVIEW OF AUDIT TRAIL
  • 7. 10/7/2013 #bbcon 7 RECORD CHANGES
  • 8. 10/7/2013 #bbcon 8 RECORD CHANGES
  • 9. 10/7/2013 #bbcon 9 Changes are Made to the Record RECORD CHANGES
  • 10. 10/7/2013 #bbcon 10 RECORD CHANGES
  • 11. 10/7/2013 #bbcon 11 RECORD CHANGES
  • 12. 10/7/2013 #bbcon 12 DIFFERENCES? Change 1 Change 2 Change 3 Change 4 Change 5
  • 13. 10/7/2013 #bbcon 13 WHAT HAPPENS IF YOU ARE NOT THERE?
  • 14. 10/7/2013 #bbcon 14 AUDIT TRAIL VIEWER
  • 15. 10/7/2013 #bbcon 15 AUDIT VIEWER
  • 16. 10/7/2013 #bbcon 16 WHAT CAN BE TRACKED?
  • 17. 10/7/2013 #bbcon 17 • 30 Record types • 907 Different Fields • On Manual Save • On Import • On Batch • On Global Change • A Lot of Data AUDIT TRAIL CAN COLLECT:
  • 18. 10/7/2013 #bbcon 18 Training Protecting Group Data Data Conversion Data Validation / Protecting Data Entry Data Correction Resource Planning Performance Analysis HOW IS AUDIT TRAIL USED?
  • 19. 10/7/2013 #bbcon 19 PROTECTING GROUP DATA
  • 20. 10/7/2013 #bbcon 20 PROTECTING GROUP DATA
  • 21. 10/7/2013 #bbcon 21 PROTECTING GROUP DATA
  • 22. 10/7/2013 #bbcon 22 PROTECTING GROUP DATA
  • 23. 10/7/2013 #bbcon 23 DATA CONVERSION
  • 24. 10/7/2013 #bbcon 24 • Use Field Profiles to get exactly the fields that we want: DATA CONVERSION
  • 25. 10/7/2013 #bbcon 25 DATA CONVERSION
  • 26. 10/7/2013 #bbcon 26 • When you need to restore a record or part of a record with ease. BACKUP
  • 27. 10/7/2013 #bbcon 27 BACKUP
  • 28. 10/7/2013 #bbcon 28 TRAINING
  • 29. 10/7/2013 #bbcon 29 TRAINING
  • 30. 10/7/2013 #bbcon 30 • Errors waiting to be saved PROTECTING DATA ENTRY - VALIDATRIX
  • 31. 10/7/2013 #bbcon 31 USING COLLECTED TRANSACTIONS FOR PERFORMANCE MANAGEMENT
  • 32. 10/7/2013 #bbcon 32 • From The “ZD_Audit” Table: (15 columns + PK) - Over 5 millions transactions collected in 12 months . - Updates included 146 fields of 32 record types. - 98 users participated in generating 198K unique transactions against 109k constituent’s records. • From The “Records” Table: - Total constituent count in the database is over 425K. Initial Observations: Total of constituents edited in 12 months is only 25% of the entire database. Users that participated in the editing is over 80% of the total workforce. ACTUAL CIRCUMSTANCES:
  • 33. 10/7/2013 #bbcon 33 • To look for symptoms of process deficiency in over 5M rows of data. • To understand the challenges and the trends. • To propose enhancements to the data management operation. • To convince leaders of possibility of better performance. Solution: • Build a solution outside of Raiser’s Edge and the “Audit Trail Viewer” plugin to Analyze Audited transactions. • Use a basic implementation of multidimensional database for better performance. UNDERSTANDING THE CIRCUMSTANCES
  • 34. 10/7/2013 #bbcon 34 • Business Intelligence Solution using the Microsoft BI Stack: - Integration Services: SSIS - Analysis Services: SSAS - Reporting Services: SSRS - Excel • Other visualization or reporting tools that can be utilized: - PerformancePoint on the SharePoint platform - Tableau - Business Objects / Crystal report - Any other tool that support a connection to Microsoft Analysis Services THE SOLUTION
  • 35. 10/7/2013 #bbcon 35 • Multidimensional database (AKA CUBE) allows for analysis from multiples perspectives • The most popular format of a multidimensional concept may be the Pivot Table in Excel • A Cross-tab view or Matrix is an example of a two-dimensional • This solution can easily be built on the top of a relational database designed as what’s known a star schema • Star schema consist of at least one fact table that store all the metrics. • This fact table will be related to several dimension tables that will allow for the creation of the multiple perspectives for the Analysis. • These dimension tables can be built with predefined hierarchies to allow for aggregation of metrics using roll-ups and drill-downs THE CONCEPT OF MULTIDIMENSIONAL
  • 36. 10/7/2013 #bbcon 36 • Multidimensional database (AKA CUBE) allows for analysis from multiples perspectives THE CONCEPT OF MULTIDIMENSIONAL Source: msdn.com
  • 37. 10/7/2013 #bbcon 37 • The most popular format of a multidimensional concept is the Pivot Table in Excel • A Cross-tab view or Matrix is an example of a two-dimensional THE CONCEPT OF MULTIDIMENSIONAL Source: msdn.com
  • 38. 10/7/2013 #bbcon 38 • This solution can easily be built on the top or a relational database designed as a star schema. THE CONCEPT OF MULTIDIMENSIONAL Source: msdn.com
  • 39. 10/7/2013 #bbcon 39 • This solution can easily be built on the top or a relational database designed as a star schema. THE CONCEPT OF MULTIDIMENSIONAL
  • 40. 10/7/2013 #bbcon 40 • Star schema consist of at least one fact table that store all the metrics. THE CONCEPT OF MULTIDIMENSIONAL
  • 41. 10/7/2013 #bbcon 41 • This fact table will be related to several dimension tables that will allow for the creation of the multiple perspectives for the Analysis. THE CONCEPT OF MULTIDIMENSIONAL
  • 42. 10/7/2013 #bbcon 42 • These dimension tables can be built with predefined hierarchies to allow for aggregation of metric using roll-ups and drill-downs THE CONCEPT OF MULTIDIMENSIONAL
  • 43. 10/7/2013 #bbcon 43 CONCEPTUAL DESIGN Fact_Transactions PK id FK2 SysIdType TransactionId FK6 Fieldid FK4 ConSysId FK1 UserChangedId FK3 Action_ID FK5 RecordTypeId FK7 DateDimID Dim_Date PK DateDimID DateChanged FiscalYear FiscalQuater FiscalQuaterName FiscalMonth FiscalMonthName CalendarYear CalendarQuater CalendarQuaterName CalendarMonth CalendarMonthName Dim_users PK UserChangedId Logon DisplayName Departement JobTitle SupervisorName SupervisorAccount Dim_Constituent PK ConSysId ConstituentDescr ConstituentID KeyIndicator FullName Gender MaritalStatus State Country ConstituentCode ConstituentCodeDesc Age IsHeadofHousehold NoValidAddress NoEmail IsProspect IsDeceased ProspectStatus Dim_SystemRecordName PK SysIdType SystemRecordName Dim_ActionType PK Action_ID ActionType Dim_RecordType PK RecordTypeId RecordType MetaData Dim_FieldName PK fieldId FieldName
  • 44. 10/7/2013 #bbcon 44 ANALYSIS SERVICES IMPLEMENTATION
  • 45. 10/7/2013 #bbcon 45 ANALYSIS SERVICES IMPLEMENTATION
  • 46. 10/7/2013 #bbcon 46 ANALYSIS SERVICES IMPLEMENTATION
  • 47. 10/7/2013 #bbcon 47 ANALYSIS SERVICES IMPLEMENTATION
  • 48. 10/7/2013 #bbcon 48 ANALYSIS SERVICES IMPLEMENTATION
  • 49. 10/7/2013 #bbcon 49 ANALYSIS SERVICES IMPLEMENTATION
  • 50. 10/7/2013 #bbcon 50 ANALYSIS SERVICES IMPLEMENTATION
  • 51. 10/7/2013 #bbcon 51 ANALYSIS SERVICES IMPLEMENTATION
  • 52. 10/7/2013 #bbcon 52 EXPLORING RESULTS WITH EXCEL
  • 53. 10/7/2013 #bbcon 53 PIVOT TABLE FIELD LIST
  • 54. 10/7/2013 #bbcon 54 USING FILTERS AND DRILL DOWN
  • 55. 10/7/2013 #bbcon 55 USING SORT DIMENSIONS BY METRICS
  • 56. 10/7/2013 #bbcon 56 There are several opportunities for the collected data and here are some examples: • User based performance: Focus on transactions count by user or department • Constituent based performance: Focus on transactions on constituent records and constituent type • Record based performance: Focus on transactions of each record type and fields • Fundraising based performance Focus in the effect of transactions on fundraising PERFORMANCE MANAGEMENT
  • 57. 10/7/2013 #bbcon 57 There are several opportunities for the collected data and here are some examples: • User based performance: Focus on transactions count by user or department • Constituent based performance: Focus on transactions on constituent records and constituent type • Record based performance: Focus on transactions of each record type and fields • Fundraising based performance Focus in the effect of transactions on fundraising PERFORMANCE MANAGEMENT
  • 58. 10/7/2013 #bbcon 58 EXPLORING THE RESULTS WITH TABLE Department All Transactions Count Transaction Distinct Count Constituent Distinct Count User Distinct Count Record Type Distinct Count Field Distinct Count Advancement Services 4883699 109035 60382 8 27 144 Information Technology 139816 38161 37711 4 21 130 Alumni Relations 638182 24848 15089 23 22 102 Prospect Research 83145 10986 4814 3 19 80 Development 167032 10400 4475 40 22 96 Comm/Mktg/DR 11880 2507 1537 6 19 95 Operations 14238 976 682 4 15 96 College of Health & Public Affairs 12506 600 490 1 2 18 Athletics Development 3392 245 146 7 10 75 College of Medicine 3691 183 90 1 2 19 Executive 925 110 41 1 6 46 Grand Total 5958506 198039 108637 98 32 146
  • 59. 10/7/2013 #bbcon 59 PLOT OF TWO METRICS 60382 37711 15089 4814 4475 1537 682 490 146 90 41 Transaction Distinct Count Constituent Distinct Count
  • 60. 10/7/2013 #bbcon 60 TOP 5 DEPARTMENTS BY TRANSACTIONS 0 20000 40000 60000 80000 100000 120000 Advancement Services Information Technology Alumni Relations Prospect Research Development
  • 61. 10/7/2013 #bbcon 61 There are several opportunities for the collected data and here are some examples: • User based performance: Focus on transactions count by user or department • Constituent based performance: Focus on transactions on constituent records and constituent type • Record based performance: Focus on transactions of each record type and fields • Fundraising based performance Focus in the effect of transactions on fundraising PERFORMANCE MANAGEMENT
  • 62. 10/7/2013 #bbcon 62 TOP 5 CONSTITUENCY BY TIMELINE 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Sep 2012 Oct 2012 Nov 2012 Dec 2012 Jan 2013 Feb 2013 Mar 2013 Apr 2013 May 2013 Jun 2013 Jul 2013 Aug 2013 Q3 2012 Q4 2012 Q1 2013 Q2 2013 Q3 2013 2012 2013 Alumni Parent Individual/Friend Student Employee
  • 63. 10/7/2013 #bbcon 63 TOP 10 CONSTITUENTS BY USER COUNT Constituent ID User Distinct Count Transaction Distinct Count 0000069399 19 47 0000062433 17 41 2008002291 16 45 0000066600 16 32 0000037567 16 43 0000025743 15 44 0000077315 15 57 9100000578 15 35 0000000927 15 33 0000065892 15 53 Grand Total 48 430
  • 64. 10/7/2013 #bbcon 64 There are several opportunities for the collected data and here are some examples: • User based performance: Focus on transactions count by user or department • Constituent based performance: Focus on transactions on constituent records and constituent type • Record based performance: Focus on transactions of each record type and fields • Fundraising based performance Focus in the effect of transactions on fundraising PERFORMANCE MANAGEMENT
  • 65. 10/7/2013 #bbcon 65 RECORD HIERARCHY UPDATES Records Transaction Distinct Count Constituent Distinct Count Field Distinct Count ACTION 150908 90582 39 Action 148796 90347 35 Action Attribute 125347 85335 4 Action Notepad 123228 84567 9 CONSTITUENT 124126 66466 86 GIFT 58934 28095 108 RELATION_SOLICITOR 52850 28523 5 Constituent Solicitor 52850 28523 5 Amount 48181 25822 3 Campaign ID 25 25 1 Solicitor Type 4722 3643 1 RELATION_INDIVIDUAL 6617 3918 23 PARTICIPANT 5460 3308 39 RELATION_ORGANIZATION 1927 1653 4 RELATION_EDUCATION 429 353 13 Grand Total 196114 106913 146
  • 66. 10/7/2013 #bbcon 66 There are several opportunities for the collected data and here are some examples: • User based performance: Focus on transactions count by user or department • Constituent based performance: Focus on transactions on constituent records and constituent type • Record based performance: Focus on transactions of each record type and fields • Fundraising based performance Focus in the effect of transactions on fundraising PERFORMANCE MANAGEMENT
  • 67. 10/7/2013 #bbcon 67 RECENCY: GIVING VS. LAST UPDATED Constituent Distinct Count Giving Recency Last updated 0 - 3 Months 3 - 6 Months 6 - 12 Months 12 - 18 Months 18 - 24 Months 24 - 36 Months 36 - 48 Months 48 - 60 Months 60+ Months Non Donor Grand Total 30 days or less 4309 4853 10420 1310 1499 1656 1782 1455 11753 23612 62649 30-60 days 416 95 231 47 115 88 73 60 327 10310 11762 60-90 days 1116 227 72 96 37 57 59 40 301 1303 3308 90-120 days 114 214 199 214 387 769 778 716 6119 7744 17254 120-180 days 390 900 1129 195 239 321 259 211 1636 5105 10385 180-360 days 47 47 341 14 16 10 20 8 216 294 1013 over a year 84 90 70 19 9 7 5 3 79 176 542 Grand Total 6476 6426 12462 1895 2302 2908 2976 2493 20431 48544 106913 Constituent Distinct Count Giving Recency Last updated 0 - 3 Months 3 - 6 Months 6 - 12 Months 30 days or less 4309 4853 10420 30-60 days 416 95 231 60-90 days 1116 227 72 90-120 days 114 214 199 120-180 days 390 900 1129 180-360 days 47 47 341 over a year 84 90 70 Grand Total 6476 6426 12462 60+ Months Non Donor 11753 23612 327 10310 301 1303 6119 7744 1636 5105 216 294 79 176 20431 48544
  • 68. 10/7/2013 #bbcon 68 • 3 types of dashboard can be produced: - Operational, - Tactical - Strategic • Before you begin: - Need a culture of measurement - Define your metrics - Decide your goals / Target - Set you baseline • Build your KPI: Key performance Indicator - Operational: Number of Address updates vs Goal every month - Tactical: percentage of Alumni records updated vs Goal every semester • Build your Dashboard / Scorecard - Multiple Metrics/KPIs on the same page/screen - Provide filtering capabilities and drill down to detail - Define thresholds for Alerts PERFORMANCE DASHBOARD
  • 69. 10/7/2013 #bbcon 69 SAMPLE PERFORMANCE DASHBOARD
  • 70. 10/7/2013 #bbcon 70 • Solution Design and Implementation Considerations: - Audit data is not available from Raiser’s Edge database - Audit data will need to be combined with Raiser’s Edge data for better understanding of the events - The OLAP/Cube can be deployed on the same SQL server database that host Raiser’s Edge database • How to be successful: - Create a prototype - Secure strong sponsorship - Deliver it as a tactical tool - Use what you already have (Excel, SharePoint, ETC) TO CONCLUDE
  • 71. 10/7/2013 #bbcon 71 QUESTIONS David Zeidman, Zeidman Development david@zeidman.info http://www.zeidman.info Mohammed Dasser, University of Central Florida Foundation mohammed.dasser@ucf.edu http://ucffoundation.org/ www.ucf.edu ANY QUESTIONS?