This document discusses planning and controlling processes for higher education institutions. It provides background on CINECA, a non-profit university consortium in Italy with 43 member institutions. CINECA's mission includes providing supercomputing and ICT services for scientific research and the Italian Ministry of University and Research. The presentation then discusses CINECA's planning and controlling model, from methodology to a business process management framework. It provides examples of business intelligence applications for analyzing student and teaching data, human resources data, key performance indicators, and budgets. The presentation concludes by discussing CINECA's decision to switch to open source business intelligence platforms.

1. Planning and Controlling
for Higher Education Institutions
Processes, Methodologies, Applications
Enrico Brighi
Head of Planning & Controlling Division

2. CINECA for Higher Education
University Consortium
No-Profit
Founded in 1969
43 Members:
• 40 Universities
• 2 Research institutes
• Italian Ministry of University and
Research
Total turnover: ∼ 60 mil.
Employees: ∼550
Owned company: Kion (focused on
student management system)
www.u-gov.eu

3. CINECA for Higher Education
Mission & Core Activities:
• Supercomputing services for
scientific research
www.u-gov.eu

4. CINECA for Higher Education
Mission & Core Activities:
• Supercomputing services for
scientific research
• ICT services for the Italian Ministry
of University and Research
www.u-gov.eu

5. CINECA for Higher Education
Mission & Core Activities:
• Supercomputing services for
Administrative
Administrative
scientific research
Applications
Applications
• ICT services for the Italian Ministry
of University and Research
• ICT services for universities Portals
Portals
E-learning
E-learning
Unified Communication
Unified Communication
Collaboration
Collaboration
www.u-gov.eu

6. U-GOV
Administrative Application Suite for Higher Edu Institutions in Italy

7. Agenda
• Background:
– Planning&Controlling model: From Methodology to BPM Framework
– Example BI Applications
• Switching to BI Open Source
• Q&A
www.u-gov.eu

8. An actual example, Italia-Slovacchia
We planned to win, but….
www.u-gov.eu

9. Planning cycle…Italia-Slovacchia
••Objectives
Objectives
Win
Win
••Resources
Resources
Team
Team
••Risks
Risks The Score:
Play the
Play the The Score:
Leave
Leave match!
match! 2-3
2-3
South-Africa
South-Africa
Analyze the GAP
Analyze the GAP
New Actions:
New Actions: Vs others Teams:
Vs others Teams:
We don’t know…
We don’t know… we must leave
we must leave
(Fair play please!!)
(Fair play please!!) World CUP!
World CUP!

10. Did Marcello Lippi have any Dashboard?
Maybe Not?

11. From Methodology…
••Objectives Actions Reporting &
Objectives Unit Reporting &
••Resources Unit Cost
Resources Costs Cost
••Risks Costs Allocation
Risks Allocation
Performance
Performance
New Actions
New Actions Analysis
Analysis
Gap Analysis
Gap Analysis
Budget vs Balance
Budget vs Balance

12. Timing, decision support and stakeholder
Decisions
www.u-gov.eu

13. …to a BPM Framework
KPI KPI and Budgeting Layer
What-if Budget
Repository
BPM Applications Layer
Dimensions
Repository
Cross-Functional Data Mart
OLAP & Analisys Layer
HR Teaching&Students Research&Project Accounting
Data Mart Data Mart Data Mart Data Mart
Analytical Applications Layer
Operational Data Store
Metadata
& Reporting and Cost Allocation Layer
Driver Repository HR&ABC
Taxes Allocation
Full cost Indirect
Allocation Allocation Costs Allocation
Extra-Accounting cost-allocation Applications Layer

14. …to a BPM Framework
KPI
What-if Budget
Repository
BPM Applications Layer
Dimensions
Repository
Cross-Functional Data Mart
HR Teaching&Students Research&Project Accounting
Data Mart Data Mart Data Mart Data Mart
Analytical Applications Layer
Operational Data Store
Metadata
&
Driver Repository HR&ABC
Taxes Allocation
Full cost Indirect
Allocation Allocation Costs Allocation
Extra-Accounting cost-allocation Applications Layer

15. Example 1, Student & Teaching Analysis
Faculty Academic year
Students Last year
% of both
enrollment enrollment

16. Example 1, Student&Teaching Analisys
Faculty Academic year
Students Dropout Vs
Student dropout
enrollment Enrollment
www.u-gov.eu

17. Example 1, Student&Teaching Analisys
Faculty
% faculty tuition
fees Vs University
Total
www.u-gov.eu

18. Example 1, Student & Teaching Analysis
• Variance in incoming students
• Students dropout within the first two years
• Tuition fee
• Transferring to other Universities
• Graduate students
www.u-gov.eu

19. Unit Example 2, HR
FTE employee in
2009
Employee number
on December
2009
C TURNOVER SCENARIO
o
s
t ACTUAL SCENARIO
s
Future Years

20. Example 2, HR
Savings
due to
retirement
by role
www.u-gov.eu

21. Example 2, HR
• Full Time Equivalent employees per unit
• Cost evolution per turnover
• Savings due to upcoming retirements
www.u-gov.eu

22. Example 3, KPI & Dashboarding
KPI meta-data
definition
Students
Productivity
Calc Rule
Description
www.u-gov.eu

23. Example 3, KPI & Dashboarding
Faculty
Faculty
KPI
KPI
www.u-gov.eu

24. Example 3, KPI & Dashboarding
Unit
Cost of activity
Students
Productivity
Trend
www.u-gov.eu

25. Example 3, KPI & Dashboarding
• Number of students vs. instructors
• Foreign students recruitment
• Administration costs (Activity based costing)
• % of fundraising from business/industry
• Ranking of internal units based on research production
www.u-gov.eu

26. Example 4, Budget
• Program definition/planning & financial resources allocation
• Budget workflow management
• Master budget definition
• Budget distribution based on KPI
www.u-gov.eu

27. …for different Key Users
• Statistical
• Planning and Controlling Unit
In a• complex organization
Advanced User like HEI, it’s impossible to provide
information to all key users with a single technology
So, we’re changing our approach:
“Tell me what information you want,
• Business Workers
and i will provide it in the most efficient way”
• Web&Mobile Users
• Public Users
www.u-gov.eu

28. It’s possible…
… 8 BI applications developed, with a specific lifecycle and roadmap…
…More than 400 business metadata objects: report template and
indicators…
…More than 22 University users..
…More than 80 BI application and what-if solution up and running
…More than 400K reports launched every year…
www.u-gov.eu

29. …Switching to Open Source BI now!
Is it the right moment?
Are Open Source BI platforms at the same level than Vendors?
Should “IT Companies” invest in Open Source BI and in engineering of
advanced functionality?
The best is trying…
www.u-gov.eu

30. Q&A
Enrico Brighi
Head of Planning & Controlling Division
e.brighi@cineca.it