Delivering Decision Support Information to Departmental Units through a Management Portal

2004 AIR Forum 4:20-5:00 p.m.

June 1, 2004

Presenter
Ryan Cherland, Ph.D.: Director of University Management Information and Associate Director of the Office of Institutional Research and Planning at the University of Kansas. He has 19 years of experience in institutional research, with the last 11 years at the University of KansasLawrence.

Synopsis of Presentation
What is DEMIS? Development of DEMIS The place of DEMIS in KUs Information Architecture How data is gathered Staff resources related to DEMIS Future directions and goals Live Demo of DEMIS Questions?
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About the University of Kansas

History - The University of Kansas opened its doors in 1866. Academics - The university offers more than 100
undergraduate and graduate majors and programs including allied health, architecture, business, education, engineering, fine arts, journalism, law, liberal arts and sciences, nursing, pharmacy, and social welfare.

Lawrence Campus Enrollment 19,651

undergraduates and 6,131 graduate students from every state in the nation and more than 100 countries around the world.

What is DEMIS? Departmental Executive Management Information System

Campus Intranet system for the University of Kansas Developed gradually over the past decade from a few static web pages to a campus management portal
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What is DEMIS?
Uses a password protected web-site that allows customization of the links for a user 5 broad areas of information from DEMIS: General, Academic, Student Administration, HR/Pay, Financial, and User

What is DEMIS?
DEMIS as a decision support system, which can be defined in many ways. The definition that I think fits DEMIS the best is: A decision support system is an interactive system that provides the user with easy access to decision models and data in order to support semistructured and unstructured decision-making tasks.
(Watson, Houdeshel, & Rainer, 1997, p.265)
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What is DEMIS?
Key parts for a decision support system are: It is easy to use It contains models or analytical aids used to analyze the data Data are maintained to be used in the analysis

Development of DEMIS
Phase 1: Initial phase was to provide academic department trend information and major counts on a password protected web site 1995 Phase 2: Second phase was the development of ad hoc queries on student credit hours because of a change in business practices 1996 Phase 3: Third phase focused on academic department management information 1997 to 1998 Phase 4: Inclusion of academic/nonacademic departmental reporting from PeopleSoft systems data 1999 to present
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DEMIS in KUs Information Architecture

DEMIS is one part of a larger architecture for data warehousing / information delivery proposed by the Office of the Vice Provost for Information Services Link to KUs Technical Infrastructure Task Force Report:
www.vpinfo.ku.edu/warner/itarchitecture/index.shtml
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KU Enterprise Data Architecture

Layer Data Staging and Quality Source Data Operational Data Layer Operational Data Stores Sources
HRSA SRIS

Core DW Layer

Data Acquisition -- SAS/ OWB / Decision Stream

Data Feed / Data Mining Indexing / Layer

Data Mart Layer

KUFS
KUFS Detail

MCHR KUMC Fin SAKU

SRIS Legacy data

Feed / Mining / Indexing Process

FSKU

Integration/Consolidation Process

Central DW : Subject - Students Areas - Financial - Human Resources - Facilities / Equipment - Research

KUMCFS

CRINCFS

CRINC FS Detail

SCH MART

External Data

Others

IPEDS AAU

AMCAS

Other Subject Area Applications

Non-operational Data Sources Space Inventory

SA RDS
Downloads Spreadsheets Business Analysis Tools

DEMIS / Web Interfaces

Presentation / Desktop Layer Access

Metadata Repository Warehouse Management Layer Layer Application Messaging Transport Layer
Knowledge Management Infrastructure Definition Task Force Adapted from Ken Orrs Enterprise Data Architecture, 1998 06/2000

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DEMIS Menu Architecture

User Id Authentication via Web server

User web menu created based on role at KU Menu Links database User + Menu database User ID Key + Menu Key
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User database User ID Key

Menu Code Key

DEMIS Query Architecture

A DEMIS Query web form Filters + Rpt Breaks User receives output in HTML, RTF, PDF, or Excel-ready format

CGI

SAS report program

Functional Subject Area Data mart

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Advantages of DEMIS Reports

Replace hard copy reports with web reporting options HTML, Word, PDF, CSV Allows user access to anytime / anywhere information Provides semi-flexibility in the user creating the report they want
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DEMIS Data Sources

Selected PeopleSoft (Oracle) tables and legacy system flat-file extracts and IR Analytical data marts Data marts
 Financials datamarts updated twice daily  Payroll and other datamarts updated once daily

Data warehouse
 Frequency of updates determined by business need
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DEMIS Extraction and Data Transformation

Use SAS with Access to Oracle Data is transformed and manipulated for the report model. Data marts are saved as SAS datasets and indexed for reporting Power users use desktop SAS and SAS/Connect to access the operational daily stores on the DEMIS Unix Server

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Staff Resources in Support of DEMIS

Total of 6 to 7 FTE
Department of University Management Information 3 FTE (+1 FTE next fiscal year) Office of Institutional Research and Planning 1 to 1.5 FTE (contributed by multiple analyst) in support of various analytical systems Office of Data Services 1 FTE in maintenance of users and interface with production control and technical support

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How has DEMIS Impacted KU?

The Institutional Research Office
Who am I today???

The University Overall

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More IR Offices developing Dual Personalities??

Institutional Research
Census extracts of operational data Analytical Skills Applies context to data Brings data from multiple systems together Creates value added data fields

University Management Information

Day-to-day operational data marts and reports Involved in meeting the business needs of the campus Involved in developing a core group of knowledge workers in the major functional areas

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Benefits of the IR Duality

Depth and knowledge of current and future operational data systems which is accessed often in IR quick-and-clean analyses Invited to meetings which can impact approaches to the setup of systems Acts as a bridge between the needs of the operational systems and the needs of the decision-makers we walk and talk in both worlds
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DEMIS Benefits to the University Community

One version of the truth with audits A one-stop shop for information High level of executive support on campus
We will use the data from the operational systems not from departmental shadow systems

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 Provost Directors Group

How DEMIS is Guided & Developed

Assc Vice Provost Budget Comptroller Human Resources Institutional Research

System Administrators Student Reporting Team

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Live DEMIS Demo

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Coming Systems to DEMIS

Develop an Academic performance metric query system in prototype Develop a Grant Overview query in prototype Deploy a Space Usage collection system in prototype Develop a pick-a-peer comparative analysis query in prototype Develop a Financial EIS dashboard
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Immediate Technical Goals for DEMIS / Decision-making at KU

Enhance the DEMIS interface with more of a portal look and feel Bring other data server(s) online in support of administrative decision-making and data collection needs Integration of the ETL and data warehouse meta-data with the reporting tools and web query systems Purchase data-mining/text-mining tools to apply to university data stores in support of decision-making and data discovery

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Contact Information: Ryan Cherland, Office of Institutional Research and Planning University of Kansas (785) 864-4412 ryan-cherland@ku.edu www.ku.edu/~oirp

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Hardware & Software resources in support of DEMIS

Software
SAS Modules (V8.2)
SAS/Base; SAS/IntrNet; SAS/MDDB; SAS/Access to Oracle; SAS/Warehouse Administrator

Apache Web Server software

Hardware
SUN 3500E 6 Processors SAN Storage (when more is needed it is allocated within a few days
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General Subject Area

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Academic Subject Area

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Student Admin. Subject Area

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HR/Payroll Subject Area

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Financials Subject Area

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Developer/TS Subject Area

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My Data Subject Area

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DEMIS Query Activity over time

As of 08AUG2003
1,200 1,100 1,000

Average Daily Queries

900 800 700 600 500 400 300 200 100 0 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 Month Year 2002 2003

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As of 08AU 2003
110
100

100 90
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Ave age Daily Use s

80 70
60 67 59

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76 69 66 69 68 65 64

60 50 40 30 20 10 0 1 2

10 11 12

2002

e age Daily Use

ci iyo e

i e

79 74 75 66

79

on h Yea

2003

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Screen snapshots
What follows are screen snapshots of what is anticipated to be shown during the live demo of the presentation for those who were not able to attend

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Academic Program Review Statistical Overview

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Additional trend Information on various categories

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Overviews contain links to drill-down information

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Detail of Faculty Workload

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Student Information in the Major

Drill-downs to additional statistics.

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General Statistical Analyses on the students in the major

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A continuation of the statistical analyses the ability to map data

Click on anchor to map the distributions

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Resulting map

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Web form to create report selections

Selection of semesters to compare And the census point within The semester

Filters selections to restrict whats included in the query

4 report breaks available for the query

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Output of resulting query

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Classroom management report

Course excluded from analysis Because it is crosslisted

Course that is underenrolled

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Space Utilization menu

English department has 77% Of the space it needs based On current resources

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Drill-downs to Space detail

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Staffing detail from HRMS PeopleSoft data

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Opening menu of a users DEMIS screen with General Links

Password protected system allows customization for user and security checks and restrictions.

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Academic / Instructional Links

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HR/Payroll links

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Financial Reporting Links

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Individual Users area

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Financial Reports Menu of links

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Web form for creation and submission of financial report

Date/Time Stamp of last refresh Link to an overview of the system

Budget year filter can be entered, otherwise all budget years are provided for a given fiscal year Organizational Unit drop down menu DEPTID values can also be entered freehand Project ID values can be entered free hand as well

Main campus analyses has fiscal years stored in separate tables

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Additional aspects of the financials report form

Fund numbers can be selected from a drop down or entered directly

The user can restrict the analyses to broad areas of account types

A beginning and ending date for the financial report can be entered, otherwise it is as-of-today

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Available report breaks for the DEMIS financial web reports

Up to 4 nested report breaks are allowed, with the default break at the budget category. All 4 break drop-downs contain the same options.

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Financial output using default settings for a given department

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A report with details checked and a beginning date provided

Organizational reporting structure is included in the report. Date range provided is included in output

Detailed info include an ID#, the Source, the date, and descriptions of the transaction

Pending transactions are highlighted by using RED with the Source

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An example of using the extract option

Detail on the transaction is being requested User can keep or exclude subtotals based on their selected report breaks

Checkbox for sending back a tab-delimited file instead of html

Additional columns of the organizational structure can be requested in the extract file

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Results of query as it looks in Excel

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Gross and Fringe Reporting web form

Date stamp of last refresh (nightly extract)

Fiscal Year filter

Check box to summarize across payroll vouchers

Or select individual vouchers to analyze Budgetary unit or area of responsibility

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Continuation of Gross & Fringe reporting options

Filters for sources of funding

Filters for person and/or position and/or job types

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Report break options for Gross and Fringe report Additional columns of salary/fringe
detail can be included as desired Up to 4 nested report breaks are available

A tabdelimited extract file can be requested instead of html output

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Output of a default Gross and Fringe report

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A report requesting all the additional columns of detail

All additional salary and fringe columns are selected True pay end date is the requested report break

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Report generated from previous selections

True pay end dates are the grouping variable Various salary and fringe columns provided as separate analysis columns

Feedback to the user on the number of total records involved from the query Total time elapsed to subset the data and create the report

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Employment Cessation report web form

The user can subset the data based on EFFDT ranges or ACTION_DT ranges.

Types of staff can be selected; so that if someone was just interested in faculty they wouldnt have to look through all the students, etc.

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Output of the Employee Cessation report

Report layout is as requested by the HR department If no date ranges are requested then the last 30 days are used.

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Admissions Reporting

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Admissions Reporting Form

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Admissions Sample Output

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