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Ellucian Live 2014 Presentation on Reporting and BI
This document summarizes a presentation about seven Wyoming community colleges migrating to a single statewide reporting system. The key points are: 1) The colleges previously had challenges with consistency, timing and accuracy of aggregate reporting to state entities due to using separate systems, so they migrated to a single SQL platform and reporting system. 2) The multi-year project involved migrating all colleges to the SQL environment, implementing Business Objects for reporting, designing a standard data set, and setting up a system for the Commission Office to report on behalf of the colleges. 3) Lessons learned included starting data preparation early, redesigning processes, rigorous testing, and later implementing additional business intelligence tools for real-time ad hoc
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Ellucian Live 2014 Presentation on Reporting and BI
- 1. Presented by: Kent Brooksand 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 ofEtiquette • 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 ofEtiquette • Conference Hashtag #elive14 • @kentbrooks • @dallengriffith Thank you! 3
- 4. Agenda • State ofWyoming Commission Project Goals • Wyoming Environment • Project Time Line • Project Phases • Describe Solution • Lessons Learned 4
- 5.
- 6. Seven Colleges’ Journeyto 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: • Migrateall 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 andCampus Environment
- 9. Wyoming Community CollegeSystem 9
- 10. Wyoming Community CollegeSystem • 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.
- 12. Solution • Simultaneously migrateall 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.
- 14. Planning PhaseI Business ObjectTraining & 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 WarehouseAssessment TIMELINE PROJECT TIMELINE JulyMayAprilMarchFebJan.Nov.Oct.SeptAug Dec June 18 Months
- 16.
- 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 - InstitutionResearch 19
- 20. The Experience 20 Kent Brooksand Dallen Griffith
- 21. The Experience • PhaseI 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 • DataPreparation – 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 • CustomApplications – Re-think Processes – Great opportunity – CROA – We failed to migrate a few key programs 24
- 25. The Experience • TestMigration/ Testing – First Migration Took a Week – Test Plan – Held end users hand. 25
- 26. The Experience • GoLive – Started Friday 5:00 PM – DMIG failed – Hyper links – Phased Approach to releasing new system 26
- 27. The Experience • PhaseII 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 • StateReporting – Test Site – Most work was done by Ellucian – Separate db – Common IR universe 32
- 33. The Experience • PhaseIII – Beyond CROA to Business Intelligence 33
- 34. The Experience “We don’thave enough data….the sample size is too small” -Moneyball 34
- 35. The Experience The DataChallenge (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 DataChallenge (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 theData Challenge • TDWI • BI Scorecard = http://tinyurl.com/l6u76yl • Higher Ed BI Conference = NKU • HEDW = http://www.hedw.org 37
- 38. The Experience Observations forthe BI Tenderfoot • Getting a common set of definitions is important 38
- 39. The Experience Observations forthe BI Tenderfoot • We are decent at collecting data but not at turning data into useful and timely information 39
- 40. The Experience Observations forthe 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 forthe 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 forthe 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 allof this… 43 Source: http://thedoghousediaries.com/
- 44. The Experience Our maindiscovery after this project: Our immediate needs/gaps are still real-time Ad Hoc Reporting and analysis. 44
- 45. The Experience CROA fordaily reporting combined with other tools for: • Data Visualization • Charts/ Graphs • Mobile • Analysis 45
- 46. The Experience …is avery reasonable solution. 46
- 47. The Experience CROA fordaily 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