Presented by:
Kent Brooks and Dallen Griffith
Casper Wyoming Community College
Gayle Jaacks, Ellucian
Sr. Project Manager,...
Session Rules of Etiquette
• Please turn off your cell phone/pager
• If you must leave the session early, please
do so as ...
Session Rules of Etiquette
• Conference Hashtag #elive14
• @kentbrooks
• @dallengriffith
Thank you!
3
Agenda
• State of Wyoming Commission Project
Goals
• Wyoming Environment
• Project Time Line
• Project Phases
• Describe S...
Wyoming Community
Colleges and
Commission Goals
Seven Colleges’ Journey to One Statewide
Reporting System
Problem:
• State Commission Office provides aggregate
reports to...
Project Goals:
• Migrate all seven community colleges to SQL platform.
• Design a standard data set for each college to se...
Wyoming Community
College Commission
and Campus
Environment
Wyoming Community College System
9
Wyoming Community College System
• Seven Community Colleges
• 20+ years on Colleague Unidata
• College’s historically atte...
System Solution
Solution
• Simultaneously migrate all colleges to Colleague
SQL Environment
• Implement Business Objects , ODS and
Dashboa...
Solution Time Line
Planning PhaseI
Business Object Training
& Consulting
Business
Objects
Consulting
SQL Migraiton - Data Cleansing and
Custo...
Deploy State-wide Reporting
Commission
Warehouse Assessment
TIMELINE PROJECT TIMELINE
JulyMayAprilMarchFebJan.Nov.Oct.Sept...
Solution Design
CROA Architecture – Another Viewpoint
Colleague
Universe
Metadata
Crystal
Reports
InfoView
Web Intelligence
Dashboards
Ope...
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...
Revision - Institution Research
19
The Experience
20
Kent Brooks and Dallen Griffith
The Experience
• Phase I Uni Data to SQL
– Hardware/ Software
– Data Preparation
– Custom Applications
– Test Migration/ T...
The Experience
• Hardware/Software
– Hp 3000 Chassis
– We installed basics
• OS
• SQL
– Ellucian Installed and Setup Colle...
The Experience
• Data Preparation
– Start as soon as possible
– Long Process
– Don’t Be afraid.
– Be Aggressive
– Get end ...
The Experience
• Custom Applications
– Re-think Processes
– Great opportunity
– CROA
– We failed to migrate a few key prog...
The Experience
• Test Migration/ Testing
– First Migration Took a Week
– Test Plan
– Held end users hand.
25
The Experience
• Go Live
– Started Friday 5:00 PM
– DMIG failed
– Hyper links
– Phased Approach to releasing new system
26
The Experience
• Phase II CROA Implementation
– Hardware/Software
– Training
– ETL
– Testing/Go Live
– State Reporting Sys...
The Experience
• Hardware/Software
– Same HP Hardware
– We Installed OS and SQL
– Ellucian installed CROA and Built DB
28
The Experience
• Training
– Took Recommended classes
– Paid for extra consulting time
29
The Experience
• ETL
– Built in to Ellucian
– Resolve errors frequently
30
The Experience
• Testing / Go Live
– Run alongside Query builder
– Did this Migration during migration to sql
31
The Experience
• State Reporting
– Test Site
– Most work was done by Ellucian
– Separate db
– Common IR universe
32
The Experience
• Phase III
– Beyond CROA to Business Intelligence
33
The Experience
“We don’t have enough data….the
sample size is too small”
-Moneyball
34
The Experience
The Data Challenge (Part 1)
• We have Web Intelligence but are lacking
the ability to create reports from o...
The Experience
The Data Challenge (Part 2)
• We are being asked to be wise stewards
of state resources about a field that ...
The Experience
Overcoming the Data Challenge
• TDWI
• BI Scorecard = http://tinyurl.com/l6u76yl
• Higher Ed BI Conference ...
The Experience
Observations for the BI Tenderfoot
• Getting a common set of definitions is
important
38
The Experience
Observations for the BI Tenderfoot
• We are decent at collecting data but not at
turning data into useful a...
The Experience
Observations for the BI Tenderfoot
• Not one tool does everything
• Even if you say you have a Data
Warehou...
The Experience
Observations for the BI Tenderfoot
• We need collect more data more rapidly
and turn it into information
• ...
The Experience
Observations for the BI Tenderfoot
• Premise options give more options and
capabilities for customization t...
The Experience
After all of this…
43
Source: http://thedoghousediaries.com/
The Experience
Our main discovery after this project:
Our immediate needs/gaps are still
real-time Ad Hoc Reporting and
an...
The Experience
CROA for daily reporting combined with
other tools for:
• Data Visualization
• Charts/ Graphs
• Mobile
• An...
The Experience
…is a very reasonable solution.
46
The Experience
CROA for daily reporting combined with
other tools for:
• Data Visualization
• Charts/ Graphs
• Mobile
• An...
Thank You!
Presenters
Kent Brooks, Dallen Griffith and Gayle Jaacks
Presentation Available on Ellucian Conference Site
or
...
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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 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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Ellucian Live 2014 Presentation on Reporting and BI

  1. 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. 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. 3. Session Rules of Etiquette • Conference Hashtag #elive14 • @kentbrooks • @dallengriffith Thank you! 3
  4. 4. Agenda • State of Wyoming Commission Project Goals • Wyoming Environment • Project Time Line • Project Phases • Describe Solution • Lessons Learned 4
  5. 5. Wyoming Community Colleges and Commission Goals
  6. 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. 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. 8. Wyoming Community College Commission and Campus Environment
  9. 9. Wyoming Community College System 9
  10. 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. 11. System Solution
  12. 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. 13. Solution Time Line
  14. 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. 15. Deploy State-wide Reporting Commission Warehouse Assessment TIMELINE PROJECT TIMELINE JulyMayAprilMarchFebJan.Nov.Oct.SeptAug Dec June 18 Months
  16. 16. Solution Design
  17. 17. CROA Architecture – Another Viewpoint Colleague Universe Metadata Crystal Reports InfoView Web Intelligence Dashboards Operational Data Store SQL
  18. 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. 19. Revision - Institution Research 19
  20. 20. The Experience 20 Kent Brooks and Dallen Griffith
  21. 21. The Experience • Phase I Uni Data to SQL – Hardware/ Software – Data Preparation – Custom Applications – Test Migration/ Testing – Go Live 21
  22. 22. The Experience • Hardware/Software – Hp 3000 Chassis – We installed basics • OS • SQL – Ellucian Installed and Setup Colleague 22
  23. 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. 24. The Experience • Custom Applications – Re-think Processes – Great opportunity – CROA – We failed to migrate a few key programs 24
  25. 25. The Experience • Test Migration/ Testing – First Migration Took a Week – Test Plan – Held end users hand. 25
  26. 26. The Experience • Go Live – Started Friday 5:00 PM – DMIG failed – Hyper links – Phased Approach to releasing new system 26
  27. 27. The Experience • Phase II CROA Implementation – Hardware/Software – Training – ETL – Testing/Go Live – State Reporting System 27
  28. 28. The Experience • Hardware/Software – Same HP Hardware – We Installed OS and SQL – Ellucian installed CROA and Built DB 28
  29. 29. The Experience • Training – Took Recommended classes – Paid for extra consulting time 29
  30. 30. The Experience • ETL – Built in to Ellucian – Resolve errors frequently 30
  31. 31. The Experience • Testing / Go Live – Run alongside Query builder – Did this Migration during migration to sql 31
  32. 32. The Experience • State Reporting – Test Site – Most work was done by Ellucian – Separate db – Common IR universe 32
  33. 33. The Experience • Phase III – Beyond CROA to Business Intelligence 33
  34. 34. The Experience “We don’t have enough data….the sample size is too small” -Moneyball 34
  35. 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. 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. 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. 38. The Experience Observations for the BI Tenderfoot • Getting a common set of definitions is important 38
  39. 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. 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. 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. 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. 43. The Experience After all of this… 43 Source: http://thedoghousediaries.com/
  44. 44. The Experience Our main discovery after this project: Our immediate needs/gaps are still real-time Ad Hoc Reporting and analysis. 44
  45. 45. The Experience CROA for daily reporting combined with other tools for: • Data Visualization • Charts/ Graphs • Mobile • Analysis 45
  46. 46. The Experience …is a very reasonable solution. 46
  47. 47. The Experience CROA for daily reporting combined with other tools for: • Data Visualization • Charts/ Graphs • Mobile • Analysis 47
  48. 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

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