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Ellucian Live 2014 Presentation on Reporting and BI

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The Wyoming Community College State System made the strategic decision to migrate seven community colleges to the Colleague by Ellucian SQL platform and deploy BusinessObjects as their reporting …

The Wyoming Community College State System made the strategic decision to migrate seven community colleges to the Colleague by Ellucian SQL platform and deploy BusinessObjects as their reporting solution with the strategic goal to develop one state-wide reporting solution. This session will feature Caper College's journey, the collaboration with all six colleges, and a review of the data design and reporting strategy from the reporting solutions consultant.

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  • 1. Presented by: Kent Brooks and Dallen Griffith Casper Wyoming Community College Gayle Jaacks, Ellucian Sr. Project Manager, Ellucian April 7, 2014 Session ID 1610 Seven Colleges’ Journey to one Statewide Reporting System
  • 2. Session Rules of Etiquette • Please turn off your cell phone/pager • If you must leave the session early, please do so as discreetly as possible • Please avoid side conversation during the session Thank you for your cooperation! 2
  • 3. Session Rules of Etiquette • Conference Hashtag #elive14 • @kentbrooks • @dallengriffith Thank you! 3
  • 4. Agenda • State of Wyoming Commission Project Goals • Wyoming Environment • Project Time Line • Project Phases • Describe Solution • Lessons Learned 4
  • 5. Wyoming Community Colleges and Commission Goals
  • 6. Seven Colleges’ Journey to One Statewide Reporting System Problem: • State Commission Office provides aggregate reports to multiple state, federal and regulatory entities. • Timing, consistency and accuracy were ongoing challenges. • Commission frequently wrote reports and delivered to all colleges to run to attempt to gain efficiency and consistency. . 6
  • 7. Project Goals: • Migrate all seven community colleges to SQL platform. • Design a standard data set for each college to send to the Commission Office. • Design a reporting system to allow the Commission office to report on behalf of the colleges to multiple constituencies. • Provide all Institutional Research Offices the same data conventions for cumulative reporting and sharing reports. 7
  • 8. Wyoming Community College Commission and Campus Environment
  • 9. Wyoming Community College System 9
  • 10. Wyoming Community College System • Seven Community Colleges • 20+ years on Colleague Unidata • College’s historically attempted to maintain the same validation and code file naming conventions. • Institutional Research offices worked collaboratively to define a standard reporting data set. 10
  • 11. System Solution
  • 12. Solution • Simultaneously migrate all colleges to Colleague SQL Environment • Implement Business Objects , ODS and Dashboard for each campus and the Commission Office • Design a standard data set to accommodate reports • Develop data standards • Design a system to transmit data from the Colleges to the Commission for reporting. 12
  • 13. Solution Time Line
  • 14. Planning PhaseI Business Object Training & Consulting Business Objects Consulting SQL Migraiton - Data Cleansing and Custom Preparation TIMELINE PROJECT TIMELINE JulyMayAprilMarchFebJan.Nov.Oct.SeptAug Dec June 18 Month Project ALL Campuses LIVE on CROA and migrated to SQL
  • 15. Deploy State-wide Reporting Commission Warehouse Assessment TIMELINE PROJECT TIMELINE JulyMayAprilMarchFebJan.Nov.Oct.SeptAug Dec June 18 Months
  • 16. Solution Design
  • 17. CROA Architecture – Another Viewpoint Colleague Universe Metadata Crystal Reports InfoView Web Intelligence Dashboards Operational Data Store SQL
  • 18. Centralized ODS @ Wyoming CCC ODS ODS ODS ODS ODS ODS ODS CC CWC EWC LCCC NWC NWCCD WWCC BU BU BU BU BU BU BU Create State Subset SQL DB Back Ups CC CWC EWC LCCC NWC NWCC D WWCC Back Ups Uploaded to WCCC ODS Server WCC C Secure Transmission to WCCC
  • 19. Revision - Institution Research 19
  • 20. The Experience 20 Kent Brooks and Dallen Griffith
  • 21. The Experience • Phase I Uni Data to SQL – Hardware/ Software – Data Preparation – Custom Applications – Test Migration/ Testing – Go Live 21
  • 22. The Experience • Hardware/Software – Hp 3000 Chassis – We installed basics • OS • SQL – Ellucian Installed and Setup Colleague 22
  • 23. The Experience • Data Preparation – Start as soon as possible – Long Process – Don’t Be afraid. – Be Aggressive – Get end users involved – DMIG will still find errors. 23
  • 24. The Experience • Custom Applications – Re-think Processes – Great opportunity – CROA – We failed to migrate a few key programs 24
  • 25. The Experience • Test Migration/ Testing – First Migration Took a Week – Test Plan – Held end users hand. 25
  • 26. The Experience • Go Live – Started Friday 5:00 PM – DMIG failed – Hyper links – Phased Approach to releasing new system 26
  • 27. The Experience • Phase II CROA Implementation – Hardware/Software – Training – ETL – Testing/Go Live – State Reporting System 27
  • 28. The Experience • Hardware/Software – Same HP Hardware – We Installed OS and SQL – Ellucian installed CROA and Built DB 28
  • 29. The Experience • Training – Took Recommended classes – Paid for extra consulting time 29
  • 30. The Experience • ETL – Built in to Ellucian – Resolve errors frequently 30
  • 31. The Experience • Testing / Go Live – Run alongside Query builder – Did this Migration during migration to sql 31
  • 32. The Experience • State Reporting – Test Site – Most work was done by Ellucian – Separate db – Common IR universe 32
  • 33. The Experience • Phase III – Beyond CROA to Business Intelligence 33
  • 34. The Experience “We don’t have enough data….the sample size is too small” -Moneyball 34
  • 35. The Experience The Data Challenge (Part 1) • We have Web Intelligence but are lacking the ability to create reports from our whole data set. • SAP( for example) = good daily reports but no ad hoc, no visualization no dashboards 35
  • 36. The Experience The Data Challenge (Part 2) • We are being asked to be wise stewards of state resources about a field that is brand new • The skills we are being asked to learn to do this right are in addition to all the other things we must know 36
  • 37. The Experience Overcoming the Data Challenge • TDWI • BI Scorecard = http://tinyurl.com/l6u76yl • Higher Ed BI Conference = NKU • HEDW = http://www.hedw.org 37
  • 38. The Experience Observations for the BI Tenderfoot • Getting a common set of definitions is important 38
  • 39. The Experience Observations for the BI Tenderfoot • We are decent at collecting data but not at turning data into useful and timely information 39
  • 40. The Experience Observations for the BI Tenderfoot • Not one tool does everything • Even if you say you have a Data Warehouse you can only say you're doing Business Intelligence if you have tools to change data into useful information. 40
  • 41. The Experience Observations for the BI Tenderfoot • We need collect more data more rapidly and turn it into information • There is never enough resources allocated to education • The perfect is the enemy of the good • People matter more than technology 41
  • 42. The Experience Observations for the BI Tenderfoot • Premise options give more options and capabilities for customization than cloud options • This is all brand new, you need a data scientist but they are not common….yet • The only KPI that matters is user adoption 42
  • 43. The Experience After all of this… 43 Source: http://thedoghousediaries.com/
  • 44. The Experience Our main discovery after this project: Our immediate needs/gaps are still real-time Ad Hoc Reporting and analysis. 44
  • 45. The Experience CROA for daily reporting combined with other tools for: • Data Visualization • Charts/ Graphs • Mobile • Analysis 45
  • 46. The Experience …is a very reasonable solution. 46
  • 47. The Experience CROA for daily reporting combined with other tools for: • Data Visualization • Charts/ Graphs • Mobile • Analysis 47
  • 48. Thank You! Presenters Kent Brooks, Dallen Griffith and Gayle Jaacks Presentation Available on Ellucian Conference Site or http://bit.ly/1h8LfEI Please complete the online session evaluation form Session ID 1610 . © 2014 Ellucian. All rights reserved. 48