Data-led Org Performance - CIPD presentation - 06 Nov 2014

1| Data & Org Performance|

JUNE 2012

Data and Organisational Performance

Giles Slinger


Data and Organisational Performance

Why is this important?

• Usable data is vital to organisational strategy and initiatives

• Most org initiatives have to start off with messy data, so methods and tactics for

handling messy data are crucial

• Here are two examples of organisations making the most of their data

– Case study 1: Organisational analytics – Hospital Trust 1

– Case study 2: Objectives Management to improve performance – Hospital Trust 2


Why clean data is important


Data is often the first step in business initiatives

Business questions need data

What recruitment

sources are most likely

to provide us with good

employees?

Without clean data we cannot understand the scale of the business opportunity

Procurement

Analytics

Key Customer

Management

Employ Records

Stock Control

What is the

main customer

segment?

Which material are in

inventories across

multiple sites?

How much do I spend

with each supplier?


Despite this, messy data is everywhere

The situation among companies right now:

• The average large organization has 8 different databases. The spread of data across disparate

systems generates multiple versions of truth1)

• >90% of companies have chronic problems with their data, e.g. missing, outdated, inaccurate,

typos…1)

In 2/3 of organisations, the majority of time is wasted on consolidating, repairing and

manipulating data instead of analysing them2)

Source: 1) Experian, White paper: the state of data quality, 2013

2) Ventana, CIOs need to make information management a real priority, 2012


Don’t panic! Data will always be messy

• Corporate activity: mergers, divestments

• Changing structures: new organisation

configurations

• New versions of analysis

• Changing systems: new applications, new

systems, new databases

• Changing markets: new products &

services, new activities, new teams

• Changing people: skills, names,

responsibilities, grades, salary,

job titles (slow moving data)

Reasons for messy data

Shire goes shopping after AbbVie deal falls through

Shire is reportedly back on the acquisition trail, after AbbVie'sboard turned its back on its £32bn

takeover attempt last week. The FTSE 100 company is believed to have reopened discussions with various takeover targets, including NPS and Cubist, it was reported over the weekend…Lauren Davidson, Daily Telegraph, 19 Oct 2014

“>40 different

systems”


What’s the solution?

7 Steps to using data.

7 steps to use data

You will need to:

1. Merge data from multiple sources

2. Clean data live

3. Use tips & tricks to close gaps

4. Visualise data easily and beautifully

5. Intervene early and Agile

6. Understand the organisation as a

system

7. Sustain impact by tracking

achievements

• As-Is data analysis

• To-be org design

These three

steps form a

continuous

cycle.


Case study 1: Using analytics to locate and improve poor data


Healthcare Trust #1 had 9 major data sources

Overview of Healthcare Trust #1: The Challenge

• Runs 3 major hospitals with 7500 employees;

• Data from across these operations needs merging.

• Nine data sources:

1. Staff list with demographic data

2. Training in Infection Control

3. Absence

4. Overtime

5. Agency staff usage

6. Hierarchy of approvers in the organisation (for time, expenses, absence etc)

7. Incidents and complaints

8. Matrix mapping specialities to budget codes

9. HR Structure

1Merge data sources


The solution


All nine sets merged: visualisations combine data across all sources

Data Cleansing;

Visualise to analyse

2

Organisation structured by

division and coloured by division

4


The Trust had 3 major hospitals with 19 other sites listed – possibly signalling a need for data cleansing

Visualisation of headcount by Location

SOME DATA CHALLENGES:

POSSIBLE CLEANSING REQUIRED ON

SITE LIST

4Clean data live

2


HR systems of the future will let you clean data live*

Drag and drop data cleaning

Clean data live

2

*And OrgVue lets you do this, right now


Some powerful technological tricks helped tidy up data

Webforms to crowd source the org hierarchy

1. Type the email address of

your main/appraisal

manager (only one)

3. Add details about any

direct reports you have

2. If their email does not

appear in the drop down,

enter it manually

4. Click submit

3Tips & tricks


Visuals of combined data show some areas worth further investigation

Example: someone working a 12 day stretch including 2 x 24 hours shifts

Does this data identify a risk to the Trust?

12 d

ay p

erio

d o

f co

nce

rn

2Visualise to analyse

• Hours per day for one Agency

individual (example #1)

4


Accident & emergency, Trauma and Orthopaedics, general surgery, Neurorehab and Gastroenterology all have high % of agency staff

Agency Staff as percentage of overall workforce by specialty

5Agile interventions


However, it is Site 1 Pathology services that have the highest rate of clinical incidents per staff

Clinical incidents vs. staff WTE by cost code

5Agile interventions


Case study 2: Making the most of your data


Case Study #2: An excellent hospital in the heart of the community

Hospital Overview

• Dual strength - serving a population of

>300,000 for general hospital services

and >1 million for cancer services

• 500 beds across 20 wards

• >50,000 inpatients

• >200,000 outpatients

• >3,000 employees (WTE)

• Annual income approx. £300m

• Annual surplus approx. £3m


But Objectives Setting remained a problem

• One ‘mega-spreadsheet’ of objectives

• Employees overloaded with objectives

• No visibility of objectives through the organisation

• Little alignment of staff with high level goals

• Existing performance review was entirely paper based

• HR system contained no reporting line information

CEO: “This is my number #1 priority for 2014-15”


The solution


Are there any

objectives that have

no owner?

Are we measuring all

of the required

properties for

successful objective

tracking?

Do some people

have too many

objectives?

Build an approximate objectives tree, then carry out basic sanity checksbefore finalisation

Taking a step back

Are there key aspects

of strategy not

represented by set

objectives?

After these checks have been made objectives can go ‘live’ and tracking can begin

Ownership

DistributionStrategy

Tracking


Top level objectives have been cascaded and linked to people

Cascading strategic objectives to create a linked tree

It took <1 day to generate this real RAS matrix, objectives tree, and linked cards

BE THE BEST AT IMPLEMENTATION

HAVE THE BEST CLIENT EXPERIENCE

ACQUIRE THE BEST PEOPLE

DO INTERESTING, USEFUL PROJECTS

GIVE BACK TO THE COMMUNITY

VIEW BY OBJECTIVES

OROWNERS

Org as a System76


Online webforms make it easy to generate, update and agree objectives

Objective input form mock-up

SPECIFIC

TIME-BOUND

RELEVANT

ACHIEVABLE

MEASURABLE

Org as a System76


Printable pdfs let employees physically “sign-off” on their objectives

Objective sign-off form

• Each employee will be able to either sign-off

their objectives within OrgVue or by paper

signature on a pre-printed .pdf document

• The latter is a very powerful tool that

facilitates the “psychology of committing” –

increasing buy-in and accountability

Personal Performance Contract

Manager name

Date due: 17/02/14

Date due: 17/02/14

Org as a System76


Intuitive and impactful: Data is no longer a chore to work with or difficult to understand

Easier, sleeker, better

Vs.

HOW IS THE TYRE

OBJECTIVE GOING?

INFORMATION FROM THE

ENTIRE ORGANISATION

DOWN TO AN INDIVIDUAL

ALL IN ONE PLACE

Sustain the impact6 7


The future? Instant hierarchical snapshot of the performance of a department or location

Overview

VISUALISATION OF

ACHIEVEMENT LEVELS

(B)RAG

STATUS

Sustain the impact6 7


Let’s look again at the 7 Steps to use data

Align the 7 steps to organisational analytics needs

Do these…

1. Merge data from multiple sources

2. Clean data live

3. Use tips & tricks to close gaps

4. Visualise data easily and beautifully

5. Intervene early and Agile

6. Understand the organisation as a

system

7. Sustain impact by tracking

achievements

Inputs and outputs merged: temps/ absence/ incidents

Gain confidence in data that is maintained easily

Quickly recognise & deal with data issues intuitively

See patterns in the organisation

Keep momentum in change discussions

Understand change implications in system terms;

Responsibilities, Costs, Outcome Impacts

Sustain the impact of benefits achieved

…For these benefits:

= delivered in these 2 case studies


9

8

9

6

8

Systems will need to “enable users to visually explore

their data…"

Systems should “use visualisations to reveal outliers that

correspond to errors in the dataset”

Systems should enable “jumping among the tasks of

exploring, finding, integrating and cleaning data in a

consistent, integrated fashion"

Systems should “facilitate the integration and study of

multiple datasets at the same time"

Systems should “support collaboration through sharing

visualisations and data online for both viewing and

editing"

Looking to the future, a 2014 Tableau report on next generation data analytics systems suggests new capabilities will be needed

Key capabilities of next generation systems

Visual data interaction1

Source: Morton, Balazinska, Grossman and McKinlay, Support the data enthusiast: challenges for next generation

data analysis systems, 2014

Data cleaning

Seamless experience

Integration of multiple

datasets

Collaboration by

sharing visualisations

Capabilities Quotes Reasons

Interactive data quality dashboards

and intuitive drag-and-drop make

data cleaning quick and playful

Importance

Rating

Changes in data should reflect

instantly in visualisations and vice

versa

Innovative visualisations let users

explore data from multiple angles

Multiple contributors can work in

collaboration under clear data

control system

Data must be merged from multiple

datasets and multiple sources

2

3

4

5


Integrate and clean your data to manage your organisation

For more information contact us at: [email protected]

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