training to increase the effectiveness of your campus data warehouse maddy tuinstra technical...
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Training to Increase theEffectiveness of Your
Campus Data Warehouse
Training to Increase theEffectiveness of Your
Campus Data Warehouse
Maddy TuinstraTechnical Trainer and Consultant
Division of Information TechnologyUniversity of Wisconsin - Madison
Maddy TuinstraTechnical Trainer and Consultant
Division of Information TechnologyUniversity of Wisconsin - Madison
© Copyright Madaline Tuinstra 2003. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.
© Copyright Madaline Tuinstra 2003. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.
“In my twenty years of service for the University, this was the best use of my time
spent away from the office.”
-UW Data Warehouse User
“In my twenty years of service for the University, this was the best use of my time
spent away from the office.”
-UW Data Warehouse User
AgendaAgendaProject Background
Goals of Training
Steps for Developing Training
Obstacles Encountered
Evaluating the Training Program
Project Background
Goals of Training
Steps for Developing Training
Obstacles Encountered
Evaluating the Training Program
UW-MadisonUW-Madison
Enrollment - Fall 2002: 41,507
Budget - $1.6 Billion
Faculty / Staff – 2,213 / 12,624
Land acres - 10,649
Annual degrees granted – 8,900
Undergraduate cost of attendance - Resident $12,649 (Tuition/fees: $ 4,089)
- Non-Resident $24,709 (Tuition/fees: $15,976)
Enrollment - Fall 2002: 41,507
Budget - $1.6 Billion
Faculty / Staff – 2,213 / 12,624
Land acres - 10,649
Annual degrees granted – 8,900
Undergraduate cost of attendance - Resident $12,649 (Tuition/fees: $ 4,089)
- Non-Resident $24,709 (Tuition/fees: $15,976)
BackgroundBackground
DoIT (Division of Information Technology)
DoIT (Division of Information Technology)
BackgroundBackground
Data Access ToolsData Access Tools
Query Writing Tool - BrioQuery Writing Tool - Brio
UW-Madison Query Library-A collection of pre-defined queries designed to meet identified campus needs
BackgroundBackground
Why were the Data Access tools not widely used?
Why were the Data Access tools not widely used?
No IncentiveNo Incentive
Service FeeService Fee
Data AuthorizationData Authorization
Software InstallationSoftware Installation
Query WritingQuery Writing
Understanding the DataUnderstanding the Data
BackgroundBackground
Relative Size of Obstacles
Relative Size of Obstacles
No IncentiveAccess Fee
Data AuthorizationSoftware Installation
Query WritingUnderstanding the
Data
BackgroundBackground
Removing the ObstaclesRemoving the ObstaclesNo Incentive
Access FeeData Authorization
Software InstallationQuery Writing
Understanding the Data
BackgroundBackground
Removing the ObstaclesRemoving the ObstaclesNo Incentive
Access FeeData Authorization
Software InstallationQuery Writing
Understanding the Data
No paper reports + 2 years of denial
BackgroundBackground
Removing the ObstaclesRemoving the Obstacles
Access FeeData Authorization
Software InstallationQuery Writing
Understanding the Data
BackgroundBackground
Removing the ObstaclesRemoving the Obstacles
Access FeeData Authorization
Software InstallationQuery Writing
Understanding the Data
Gone as of July 1, 2002
BackgroundBackground
Removing the ObstaclesRemoving the Obstacles
Data Authorization
Software InstallationQuery Writing
Understanding the Data
BackgroundBackground
Removing the ObstaclesRemoving the Obstacles
Data Authorization
Software InstallationQuery Writing
Understanding the Data
Run Queries from the Library
BackgroundBackground
Removing the ObstaclesRemoving the Obstacles
Data Authorization
Software Installation
Understanding the Data
BackgroundBackground
Removing the ObstaclesRemoving the Obstacles
Data Authorization
Software Installation
Understanding the Data
Training
BackgroundBackground
Removing the ObstaclesRemoving the Obstacles
Data Authorization
Software Installation
Understanding the Data
Training
Training
BackgroundBackground
Removing the ObstaclesRemoving the Obstacles
Data Authorization
Software Installation
Understanding the Data
Training
Training
Training
BackgroundBackground
Goals of TrainingGoals of TrainingClarify the data access processClarify the data access process
Assist users in understanding the dataAssist users in understanding the data
Provide users with clear step-by-step Provide users with clear step-by-step instructions instructions
Ultimately get a larger portion of campus Ultimately get a larger portion of campus to use the Query Library successfully to use the Query Library successfully
Save money by saving time, gaining Save money by saving time, gaining efficiency, creating opportunities, and efficiency, creating opportunities, and developing in-house resourcesdeveloping in-house resources
BackgroundBackground
3 Query Library Classes are Born!
3 Query Library Classes are Born!
Introduction to the Query Library Introduction to the Query Library (3/28/02(3/28/02))
A Closer Look at Student Records QueriesA Closer Look at Student Records Queries(5/20/02)(5/20/02)
A Closer Look at Enrollment QueriesA Closer Look at Enrollment Queries(10/28/02)(10/28/02)
BackgroundBackground
Class DetailsClass DetailsWe offered 31 classes- 18 Intro, 10 Student Records, 3 Enrollment
305 UW employees attended- Average size class ~ 10
Classes were taught in Computer Labs with Instructor’s computer and projector in front
Class lengths ranged from 2 ½ to 3 hours
We offered 31 classes- 18 Intro, 10 Student Records, 3 Enrollment
305 UW employees attended- Average size class ~ 10
Classes were taught in Computer Labs with Instructor’s computer and projector in front
Class lengths ranged from 2 ½ to 3 hours
BackgroundBackground
Steps for Developing Training
Steps for Developing Training
1.1. Identify participant’s knowledge baseIdentify participant’s knowledge base
2.2. Identify all parties involvedIdentify all parties involved
3.3. Define unknown or ambiguous termsDefine unknown or ambiguous terms
4.4. Describe the “big picture”Describe the “big picture”
5.5. Define the data elementsDefine the data elements
6.6. Create practical, real, hands-on examplesCreate practical, real, hands-on examples
7.7. Define and document step-by-step proceduresDefine and document step-by-step procedures
8.8. Develop an effective presentationDevelop an effective presentation
#1- Identify the Participant’s Knowledge
Base
#1- Identify the Participant’s Knowledge
BaseTailor your class to your audience and ensure no one is left out
Tailor your class to your audience and ensure no one is left out
#1- Identify the Participant’s Knowledge Base (continued)
#1- Identify the Participant’s Knowledge Base (continued)
Participant Feedback Regarding Step #1
-“I wasn't even aware of the query library - good to know.”
-“I appreciate that the instructor realized that I was inexperienced and didn't go too quickly.”
-“I was glad this was truly an Intro course. I had no prior experience and now feel I have learned a great deal.”
#1- Identify the Participant’s Knowledge Base (continued)
#1- Identify the Participant’s Knowledge Base (continued)
Participant Feedback Regarding Step #1
All participants were asked “Was the Course Level Appropriate?”
-275 responded “Yes.”-30 responded “No.”
Participant Feedback Regarding Step #1
All participants were asked “Was the Course Level Appropriate?”
-275 responded “Yes.”-30 responded “No.”
Participant Feedback Regarding Step #1
All participants were asked
“Was the Course Level Appropriate?”
-275 responded “Yes.”-30 responded “No.”
#2 – Identify All Parties Involved#2 – Identify All Parties InvolvedExamples include:
- Technologists
- End Users
- Data Experts• Registrar’s Office• Enrollment Office
- End User Support Team
-Web Support
Examples include:
- Technologists
- End Users
- Data Experts• Registrar’s Office• Enrollment Office
- End User Support Team
-Web Support
#3 - Define Terms that May be Unknown to the Typical End-User
#3 - Define Terms that May be Unknown to the Typical End-User
UW-Madison Examples Include:
- InfoAccess
- Brio
- Oracle
- Data Warehouse
- Query
- Dataviews
UW-Madison Examples Include:
- InfoAccess
- Brio
- Oracle
- Data Warehouse
- Query
- Dataviews
#4 – Describe the Big Picture
#4 – Describe the Big Picture
Identify the hardware and software involved and how they work together
Identify the hardware and software involved and how they work together
UW-Madison Query Library
UW-Madison Query Library
Data Warehouse
Your Computer
Campus Network
FinancialHuman ResourceStudent
Web Browser
(Internet Explorer or Netscape)
Query
Tool
(Brio.Insight 6.6)
Catalog
Query
End User Committee
QueryQuery
Query
Query Library
#6 - Create Practical, Real, Hands-On
Examples
#6 - Create Practical, Real, Hands-On
Examples I will be awarding a scholarship to three students in Chemistry with the highest GPAs, who are these students?
What is the percentage of Hispanic students in Theatre and Drama?
What are the e-mail addresses of the students I advise?
I will be awarding a scholarship to three students in Chemistry with the highest GPAs, who are these students?
What is the percentage of Hispanic students in Theatre and Drama?
What are the e-mail addresses of the students I advise?
#6 - Create Practical, Real, Hands-On Examples (continued)
#6 - Create Practical, Real, Hands-On Examples (continued)
Who are the students that are enrolled in any Anthropology class this Fall?
Are my classes filling up? Should I ask for a new section?
What departments are students enrolling under for a cross listed class?
Who are the students that are enrolled in any Anthropology class this Fall?
Are my classes filling up? Should I ask for a new section?
What departments are students enrolling under for a cross listed class?
#7 - Define and Document Step-by-Step
Procedures
#7 - Define and Document Step-by-Step
ProceduresCreate a manual
-Include screen shots
-Clearly list steps
-Group information in “chunks”
Create a manual
-Include screen shots
-Clearly list steps
-Group information in “chunks”
#8 - Develop an Effective Presentation
#8 - Develop an Effective Presentation
Include diagrams for visual learners
Keep a good balance between lecture, discussion and hands-on activities
Include diagrams for visual learners
Keep a good balance between lecture, discussion and hands-on activities
Obstacles EncounteredObstacles Encountered
Balance between technologically disinclined vs.technologically inclined
Time limits
Changing technologies
Future classes?
Balance between technologically disinclined vs.technologically inclined
Time limits
Changing technologies
Future classes?
Success?Success?
Evaluated according to Dr. Donald Kirkpatrick’s “Four Evaluation Levels”:
- Reaction
- Learning
- Behavior
- Results
Evaluated according to Dr. Donald Kirkpatrick’s “Four Evaluation Levels”:
- Reaction
- Learning
- Behavior
- Results
Reaction-How do participants feel about the program? (Customer Satisfaction)
Reaction-How do participants feel about the program? (Customer Satisfaction)
Success - ReactionSuccess - Reaction
1=poor and 5=excellent
-Overall rating of the course – 4.7-Usefulness of course content – 4.5
-Instructor’s knowledge of material – 4.9-Instructor’s presentation – 4.8
-Usefulness of course materials – 4.7
1=poor and 5=excellent
-Overall rating of the course – 4.7-Usefulness of course content – 4.5
-Instructor’s knowledge of material – 4.9-Instructor’s presentation – 4.8
-Usefulness of course materials – 4.7
Success - LearningSuccess - Learning
Learning- To what extent did the participants
increase knowledge, improve skills, and/or change attitudes?
Learning- To what extent did the participants
increase knowledge, improve skills, and/or change attitudes?
- “Fine tuned some questions I had. Excellent course for beginners.”
- “I had a few things I didn’t understand and the instructor totally cleared it up.”
- “I got farther than I expected, sooner than expected.”
- “Fine tuned some questions I had. Excellent course for beginners.”
- “I had a few things I didn’t understand and the instructor totally cleared it up.”
- “I got farther than I expected, sooner than expected.”
Success – Learning (continued)
Success – Learning (continued)
Were the Learning goals met?- Clarify the data access process
- Assist users in understanding the data
- Provide users with clear step-by-step instructions
Were the Learning goals met?- Clarify the data access process
- Assist users in understanding the data
- Provide users with clear step-by-step instructions
aa
a
Success – BehaviorSuccess – Behavior
Behavior- To what extent did their job behavior
change?
Behavior- To what extent did their job behavior
change?-“The handout will be helpful to take back to office.”
-“This class highlighted things I will actually use, real situations.”
-“I appreciated the chance to use queries to look at our own departments.”
-“This class was easy to follow so I can get going.”
-“The handout will be helpful to take back to office.”
-“This class highlighted things I will actually use, real situations.”
-“I appreciated the chance to use queries to look at our own departments.”
-“This class was easy to follow so I can get going.”
Success – Behavior (continued)
Success – Behavior (continued)
Behavior- To what extent did their job behavior
change?
Behavior- To what extent did their job behavior
change?Goal: Ultimately get a larger portion of campus to use the Query Library successfully
Goal: Ultimately get a larger portion of campus to use the Query Library successfully
Did we accomplish this goal?Did we accomplish this goal?
Success – Behavior (continued)
Success – Behavior (continued)
Query Library Usage
680
1060 1022
1190 12151352
587
1145
1333
1882
1496
1069
1976
1361
0
500
1000
1500
2000
2500
20
02
-01
20
02
-02
20
02
-03
20
02
-04
20
02
-05
20
02
-06
20
02
-07
20
02
-08
20
02
-09
20
02
-10
20
02
-11
20
02
-12
20
03
-01
20
03
-02
Qu
ery
Do
wn
loa
ds
Success – Behavior (continued)
Success – Behavior (continued)
Query Library Usage
680
1060 1022
1190 12151352
587
1145
1333
1882
1496
1069
1976
1361
0
500
1000
1500
2000
2500
20
02
-01
20
02
-02
20
02
-03
20
02
-04
20
02
-05
20
02
-06
20
02
-07
20
02
-08
20
02
-09
20
02
-10
20
02
-11
20
02
-12
20
03
-01
20
03
-02
Qu
ery
Do
wn
loa
ds
Success – Behavior (continued)
Success – Behavior (continued)
Query Library Usage
680
1060 1022
1190 12151352
587
1145
1333
1882
1496
1069
1976
1361
0
500
1000
1500
2000
2500
20
02
-01
20
02
-02
20
02
-03
20
02
-04
20
02
-05
20
02
-06
20
02
-07
20
02
-08
20
02
-09
20
02
-10
20
02
-11
20
02
-12
20
03
-01
20
03
-02
Qu
ery
Do
wn
loa
ds
Success – Behavior (continued)
Success – Behavior (continued)
Query Library Usage - Student Records
130
264298
360
456
396
163
403427
558
395
353
520
381
0
100
200
300
400
500
600
20
02
-01
20
02
-02
20
02
-03
20
02
-04
20
02
-05
20
02
-06
20
02
-07
20
02
-08
20
02
-09
20
02
-10
20
02
-11
20
02
-12
20
03
-01
20
03
-02
Qu
ery
Do
wn
loa
ds
Success – Behavior (continued)
Success – Behavior (continued)
Query Library Usage - Student Records
130
264298
360
456
396
163
403427
558
395
353
520
381
0
100
200
300
400
500
600
20
02
-01
20
02
-02
20
02
-03
20
02
-04
20
02
-05
20
02
-06
20
02
-07
20
02
-08
20
02
-09
20
02
-10
20
02
-11
20
02
-12
20
03
-01
20
03
-02
Qu
ery
Do
wn
loa
ds
Success – Behavior (continued)
Success – Behavior (continued)
Query Library Usage - Student Records
130
264298
360
456
396
163
403427
558
395
353
520
381
0
100
200
300
400
500
600
20
02
-01
20
02
-02
20
02
-03
20
02
-04
20
02
-05
20
02
-06
20
02
-07
20
02
-08
20
02
-09
20
02
-10
20
02
-11
20
02
-12
20
03
-01
20
03
-02
Qu
ery
Do
wn
loa
ds
Success – Behavior (continued)
Success – Behavior (continued)
Query Library Usage - Enrollment Mgmt
3760 66
181
72
112
184
362
310
522495
322
468
230
0
100
200
300
400
500
600
20
02
-01
20
02
-02
20
02
-03
20
02
-04
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02
-05
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02
-06
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02
-07
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-08
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02
-09
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02
-10
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-11
20
02
-12
20
03
-01
20
03
-02
Qu
ery
Do
wn
loa
ds
Success – Behavior (continued)
Success – Behavior (continued)
Query Library Usage - Enrollment Mgmt
3760 66
181
72
112
184
362
310
522495
322
468
230
0
100
200
300
400
500
600
20
02
-01
20
02
-02
20
02
-03
20
02
-04
20
02
-05
20
02
-06
20
02
-07
20
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-08
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02
-09
20
02
-10
20
02
-11
20
02
-12
20
03
-01
20
03
-02
Qu
ery
Do
wn
loa
ds
Success – Behavior (continued)
Success – Behavior (continued)
Query Library Usage - Enrollment Mgmt
3760 66
181
72
112
184
362
310
522495
322
468
230
0
100
200
300
400
500
600
20
02
-01
20
02
-02
20
02
-03
20
02
-04
20
02
-05
20
02
-06
20
02
-07
20
02
-08
20
02
-09
20
02
-10
20
02
-11
20
02
-12
20
03
-01
20
03
-02
Qu
ery
Do
wn
loa
ds
Success - ResultsSuccess - Results
Results- What final results occurred? (Quantity,
quality, safety, sales, costs, profits, ROI)
Results- What final results occurred? (Quantity,
quality, safety, sales, costs, profits, ROI)
We offered 31 classes-18 Intro, 10 Student Records, 3 Enrollment
305 UW employees have attended-Average size class ~ 10
Success - Results (continued)Success - Results (continued)
Cost to Offer a Query Library Class:
TaskNumber of Participants Cost Total
Books 15 $10/per book 150.00$ Registration 15 $10/per participant 150.00$ Room Rental - $265 for 3 hours 265.00$ Instructor's Time (Delivery) - $77/hr for 3 hours 231.00$
Total Cost For One Class 796.00$
79.60$ Cost Per Participant for Break Even at 10 *
* This cost was covered by the Office of Quality Improvement
Success - Results (continued)Success - Results (continued)
Cost to develop the Intro Query Library Class:
* This cost was covered by the Office of Quality Improvement
Task Hours Cost TotalMeetings with Subject Matter Experts 6 $77.00 $462.00Learning the Technology 5 $77.00 $385.00Development of class presentation, handouts and activities 20 $77.00 $1,540.00
$2,387.00Total Development Cost *
Success - Results (continued)Success - Results (continued)
= $133.00$2387.00Total Development Cost
/ 18Number of Intro Classes
Success - Results (continued)Success - Results (continued)
= $133.00/$2387.00Total Development Cost
18Number of Intro Classes
$133.00
Success - Results (continued)Success - Results (continued)
= $133.00
$929.0010 participants
$93 per participant
/$2387.00Total Development Cost
18Number of Intro Classes
$133.00+$796.00Price to Offer One Class
Success - Results (continued)Success - Results (continued)
Price of the Data Warehouse:Price of the Data Warehouse:
~ $8.5 million
Success - Results (continued)Success - Results (continued)
ROI Goal Met?- Save money by:
•Saving Time
•Gaining Efficiency
•Creating Opportunities
•Developing In-House Resources
ROI Goal Met?- Save money by:
•Saving Time
•Gaining Efficiency
•Creating Opportunities
•Developing In-House Resources
Success - Results (continued)Success - Results (continued)
ROI Goal Met?- Save money by:
•Saving TimeQuicker to train staff then for them to figure out on own
•Gaining Efficiency
•Creating Opportunities
•Developing In-House Resources
ROI Goal Met?- Save money by:
•Saving TimeQuicker to train staff then for them to figure out on own
•Gaining Efficiency
•Creating Opportunities
•Developing In-House Resources
Success - Results (continued)Success - Results (continued)
ROI Goal Met?- Save money by:
•Saving Time
•Gaining EfficiencyWhat if all 160 Departments wrote the same query?
•Creating Opportunities
•Developing In-House Resources
ROI Goal Met?- Save money by:
•Saving Time
•Gaining EfficiencyWhat if all 160 Departments wrote the same query?
•Creating Opportunities
•Developing In-House Resources
Success - Results (continued)Success - Results (continued)
ROI Goal Met?- Save money by:
•Saving Time
•Gaining Efficiency
•Creating OpportunitiesWithout training some staff would not take the time to learn, leading to missed opportunities
•Developing In-House Resources
ROI Goal Met?- Save money by:
•Saving Time
•Gaining Efficiency
•Creating OpportunitiesWithout training some staff would not take the time to learn, leading to missed opportunities
•Developing In-House Resources
Success - Results (continued)Success - Results (continued)
ROI Goal Met?- Save money by:
•Saving Time
•Gaining Efficiency
•Creating Opportunities
•Developing In-House ResourcesCreating 305 in-house “support staff”
ROI Goal Met?- Save money by:
•Saving Time
•Gaining Efficiency
•Creating Opportunities
•Developing In-House ResourcesCreating 305 in-house “support staff”