BI-Driven Social and Cultural Change and the Building Blocks of Game-Changing BI

Jelena Roljevic

Ronald Layne

Margaret Roldan

Lois Brooks

Michael Hansen

Presentation Outline

BI Driven

• Social/Cultural Change

• Data Availability

• Open Source Interoperability

• Policy and Social Change

• Operational Strategies

• Data Governance and Stewardship

• Organizational Structure

• Information delivery strategy

• Summarize

• Success Stories / Lessons Learned

• Q/A

1

1995 - 2013 Data Warehouse and Self Service Reporting

time

ma

turity

2010 - 2012 Implementation of Vendors BI Solution

OSU’s BI History

anticipated

reality

vendors solution

OSU BI

project completion

user satisfaction levels project cost

Analysis of an Unsuccessful Implementation

year 1 year 2 year 3

year 1 year 2 year 3 year 1 year 2 year 3

high

low

neutral

technical challenges

year 1 year 2 year 3

high

low 0

100%

0

2.0 m

1.0 m

50% medium

Project terminated

“Data is a strategic asset of the University, but only to the extent that it is available, true and actionable.“

Lois Brooks

The OSU CORE Initiative for a Data Driven University

the re-starting point for OSU

solution lifecycle

effo

rt

BI Implementation Lifecycle

Agile Development

social change

technology

implementation

(iterative cycles)

1st year 2nd year 3rd year 4th year

Integrated

current state

Social Change Strategies

Social Change Strategies

communication

trust our

employees

data is part of strategic plan

champions

responsiveness

view data as an asset

data stewardship

Technology Strategies

Technology Strategies

no local mods

data architecture

Open Source

OSU CORE Technology

ETL

Report Development

Open Source

Existing Site License

OSU Data Warehouse Logical Architecture

Banner Source Systems Other Systems of Record

Oracle Streams talend ETL

ODS/EDW

CORE DataWarehouse HRHR FinanceFinance FAFAStudentStudentBenifitsBenifits

OSU CORE xPlorer

Su

pe

r AC

L S

ecu

rity

AC

L G

rou

p

Technology Strategies

role based

security

no local mods

data architecture

Open Source

Position/Role Based Security

Data Source Class Access Levels

Student STU 1 2 3 4 5

Finance FIN 1 2 3 4

Human Resources HR 1 2 3 4

Grants/Research RES 1 2 3 4

Office Manager Dean

Trades Maintenance Worker

aggregate detail

Technology Strategies

align people

role based

security

no local mods

data architecture

Open Source

Aligning People and Resources

database analyst

student worker2 etl programmer

project manager

systems analyst

director

Finance & Administration Enterprise Computing Services

Colleges and Departments

sme

programmer analyst

BIC business

intelligence center

business analyst

Operational Strategies

Building Blocks of Game Changing BI

Data

Governance Certification

Prioritization &

Sponsorship Self-service

Product Tree

Pruning

Agile

PEOPLE FOCUS

Leading BI

strategy

development &

roadmap

implementation

Development

of BI

infrastructure

and solutions

Increasing

shared data

and

reporting

consistency

and trust

2

OUR ROLE

GW BI

OPERATIONALIZING CHANGE

Training

NEW WAY

OLD WAY

Change

Management

PEOPLE FOCUS

DELIVERING BI CAPABILITIES

Hosting

Usage Metrics

Integrated, consistent data & reporting

TECHNOLOGY FOCUS

Security

Access

Dashboards

Reports

Cubes

Data Warehouse

Extract

Transform

Load

Organizational Structure

Business Intelligence Advisory Committee (BIAC) - Composed

of upper management from various university functions and

departments who have vested interest in guiding the BI strategy

direction, prioritization of BI projects and institutionalization of BI

policies and processes

Data Governance Committee - Composed of GW data stewards

responsible for identification and resolution of data quality, data

integrity, and governance of shared data

BI Delivery

oCentral Business Intelligence Services – provides strategic

leadership, delivery of university-wide data infrastructure and BI

capabilities, operations and support

oSelf-Service - Cross-functional BI power users extending BI

capabilities

GW BI

BIAC

DGC

3

GW BI

Information Delivery Strategy

BI Ready Data

Financial data Enrollment data Student data Faculty data

Data

Data

Int

egr

ation

&

Gov

ern

anc

e

Act

iona

ble

Ins

ight

4

Reports Dashboards Analytics Cubes

Self-service

GW BI

Share Govern Integrate Organize Describe

Going Agile: Scrum 2 Week Sprints

5

GW BI

- A set of principles and practices that help teams deliver products in short cycles, enabling fast feedback, continual improvement, and rapid adaptation to change. scrumalliance.org

Week 1&2 Week 3&4

Week 5&6 Week 7&8

Analysis Design

Development Testing Demo

Sprint 1 Sprint 2 Sprint 3 Sprint 4 Sprint n

Data Quality

• Allows us to assess the integrity of

data and resolve Data Quality issues

Analytics and Reporting

• Enables portfolios to define reports

and visualizations

• Provides workflow to share data

• Provides workflow to certify reports

and visualizations

• Provides metrics and KPIs to track

progress and maturity

Data Governance Center

Technology is helping us to

achieve our vision of commonly

understood, consistent, trusted and

high-quality data throughout GWU.

Making data transparent

• Serves as single source of truth of all our

data governance and stewardship activities

• Makes business terms visible an searchable by all

• Common agreed upon business terms and data

assets

• Provides traceability between business and

technical assets, policies and rules

6

Orchestration of –

within GWU to derive optimal

value from enterprise data.

Data Governance @ GWU

Treating GWU data as an asset!

Everyone has a seat at the table

Academics

Research

Advancement

Finance

Human Resources

Services &Resources

The Data Governance Committee meets once a month to review data quality issues, discuss proposed business terms, review policies and discuss other institutional data related topics. This committee is comprised of functional data stewards from across all functions and departments of the university.

7

GW Data Governance Roles

No one person, department, division, school or group "owns" data, even though

specific units bear some responsibility for certain data. Several roles and

responsibilities govern the management of, access to and accountability for

institutional data.

Data Steward

Responsible

A Data Steward is a person that defines, produces or uses data as part of their job and has a defined level of

responsibility for assuring quality in the definition, production or usage of that data. Data Stewards responsibilities

include:

• Developing and maintaining data classification policies.

• Developing, implementing, and managing data access policies.

• Ensuring that data quality and data definition standards are developed and implemented.

• Resolving stewardship issues and data definitions of data elements that cross multiple functional units.

Data Trustee

Accountable

Data Trustees are defined as institutional officers, (i.e. Vice Presidents, Vice Provosts, Deans, Chancellors, etc.) who

have authority over policies and procedures regarding business definitions of data, and the access and usage of that

data, within their delegations of authority. Each Data Trustee appoints Data Stewards for their specific Subject Area

Domains.

Data

Custodian

Supportive

Data Custodians are system administrators responsible for the operation and management of systems and servers

which collect, manage, and provide access to institutional data. Data Custodian responsibilities include:

• Maintaining physical and system security and safeguards appropriate to the classification level of the data in their

custody.

• Maintaining Disaster Recovery plans and facilities appropriate to business needs and adequate to maintain or restart

operations in the event systems or facilities are impaired, inaccessible, or destroyed.

• Managing Data User access as prescribed and authorized by appropriate Data Stewards.

• Following data handling and protection policies and procedures established by appropriate Data Stewards.

Subject Matter

Expert

Consulted

A subject-matter expert (SME) are those individuals that support and consult the business and the technical

professionals with their knowledge of business operations and the data that is necessary to operate and perform

analysis. These people can be Business Analysts, Reporting Analysts, Data Architects, Data Modelers, and Project

Management.

Data Users

Informed

Data users are university units or individual university community members who have been granted access to

institutional data in order to perform assigned duties or in fulfillment of assigned roles or functions within the university;

this access is granted solely for the conduct of university business 8

GWU BI Roadmap & Success Stories

Institutionalized

BI and Data

Governance

• PI Dashboard

• Travel & Expense

Dashboard

• Enrollment

Dashboard

• Executive

Dashboard

• Advancement

Decision

Center

• Missing Grades Dashboard

• Diversity Dashboard

• Veterans Dashboard

• Manual Registration

Dashboard

• Finance

Directors/Deans

Dashboard

• General Ledger

Decision Center

• HR Decision Center

Actionable

insight

Q2/Q3 FY 13

Q4 FY13 / Q1 FY14

Q2 FY 14

Q3/Q4 FY 14

Q1/Q2 2015

GW BI

9

Lessons Learned

Expect resistance to change from those who

are performing same work today

Engage them early, and often; add value with

new features they do not have today or can’t

easily get otherwise

Find a top level executive(s) who will actively

and visibly champion the change

“Its not the strongest of the species that survive, nor the most intelligent,

but the one most responsive to change”-Charles Darwin

GW BI

10

OSU Lessons Learned

Common Vision

Develop a Data Architecture

Role Based Security Model

Follow Brooks Law

Agile Development isn’t Everyone’s Cup of Tea

Create an Interactive Work Environment

Face to Face Communication

Backup Slide

Our University and Role

Jelena Roljevic AVP Business Intelligence roljevic@gwu.edu Margaret Roldan Senior Business Intelligence Analyst/Developer mfroldan@gwu.edu Ronald Layne Manager, Data Governance and Data Quality rlayne@gwu.edu

GW Business Intelligence -turning GW data into actionable insight-

2

• Largest higher-ed institution in DC; 20,000 +students from all 50 states, DC & 130+ countries

• Rich range of disciplines-from forensic science and creative writing to international affairs and computer engineering, as well as medicine, public health, law and public policy

• Currently ranked in the top 100 universities in the USA • Three campuses-Foggy Bottom, Mt. Vernon, VSTC Our Role • Business Intelligence Services reports in to the GW

Division of Information Technology • Responsible for the development of business

intelligence solutions and data governance university-wide

For more information visit https://it.gwu.edu/business-intelligence https://it.gwu.edu/data-governance

OSU CORE

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