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Pennsylvania BANNER Users Group
2007
Structuring a reporting environment for success
General Announcements
Please turn off all cell phones/pagers If you must leave the session early, please
do so as discreetly as possible Please avoid side conversations during the
session Questions will be answered at the end of
the session
Thank you for your cooperation
Introductions
Tom Chaves, Manager MaryLynn Kudey, Senior Manager
SMART Business Advisory and Consulting
Headquartered in Devon, PA Professional services firm with international
offices and over 600 consultants The SMART Advantage
– Depth of Higher Education experience– Proven methodologies with a history of success– Experienced functional, technical and project
management resources
Our goals
Identify components of an effective reporting environment
Ensure that the right information is available to the right people at the right time
Discuss the organizational structures, underlying processes and data requirements to support a successful deployment of a campus-wide reporting solution
Does this sound familiar?
Let’s listen to a conversation between a Director of IT and the Registrar about reporting at their institution . . .
Why is reporting a challenge?
Quantity and quality of information available Different needs for different institutional roles
– Formatting– Detail vs. Summary– Strategic vs. Operational
Multiple systems with different capabilities (including shadow systems)
Multiple reporting tools supported (or not) by the institution
<Insert your’s here>
Reporting Approach
PEOPLE
TECHNOLOGY PROCESS
STRATEGY PEOPLE
TECHNOLOGY PROCESS
STRATEGY
Technology• Reporting tools• ODS• Data Warehouse• Portals• XML
Strategy• Operational vs. Strategic
• Measurements• Communication• Culture
People• Sponsors• Committees• Work teams• Skills
Process• Methodology• Prioritization• Communication• Escalation• Issue resolution
Strategy
Why do you need a Strategy?– Sets the direction and structure for moving
forward– Gets everyone on the same page– Identifies the importance of the project– Manages expectations
How do you use it to your benefit?– Manage the progress and direction of the project
Strategy
People
Process
Technology
Strategy
Strategy
People
Process
Technology
Goals & Objectives
Reporting Tools & Environment
Governance Structure
Roles & Responsibilities
Data Sources
Processes
Security Strategy
Communication Plan
Phases and Milestones
What are the contents of a Strategy?
Lessons Learned
Develop a comprehensive Enterprise Reporting Strategy, versus independent application reporting strategies
Ensure the reporting strategy is supportive of the institution’s mission
Start at the top of the institution to identify the metrics to measure the institution’s performance
Strategy
People
Process
Technology
People
Define the skills required to develop and support the solution
Identify organizational changes that may be required
Develop a data integrity team Determine who will need access to what
information
Strategy
People
Process
Technology
Executive or SponsorCommittee
Steering Committee
StudentImplementation
Team
FinanceImplementation
Team
HR ImplementationTeam
AdvancementImplementation
Team
IT & InfrastructureTeam
Admissions
Registrar
Financial Aid
Etc . . .
Budgeting
Purchasing
Operations
Etc . . .
Reporting Tool
Data warehouse
Security
Payroll
Human Resources
EmploymentBenefits
Etc . . . Etc. . .
Alumni Relations
Pledge/GiftProcessing
Prospect Management
Etc . . .
Lessons Learned
Manage expectations from the beginning; the more that is learned about reporting, the more end-users will crave reporting
Develop a dedicated team to support an Enterprise Reporting strategy
Communicate, communicate, communicate!
Strategy
People
Process
Technology
Process
Departmental representation (e.g. each business area, IT)
Communication plan (e.g. up, down, and out) Data Integrity – plan for data cleanup Requesting, prioritizing, developing, deploying a
report Security – where & how Rollout & Training – who, what, & when
– Initial and ongoing (e.g. new staff, refreshers)
Support
Strategy
People
Process
Technology
Design Approach
Develop Reports
Inventory
Develop Report
Definition
Develop Functional
Spec
Develop Technical
Spec
• Identify all reporting needs
• Assign priorities
• 1-page description
• Outlines reporting need
• Created by Functional owner
• Defines requirements
• Created by programmer / analyst
• Defines tables, joins, etc.,
Strategy
People
Process
Technology
Lessons Learned
Establish key processes upfront and continue to identify, clarify, and evolve processes as project progresses
Involve key stakeholder in process definition and refinement
Strategy
People
Process
Technology
Technology
Reporting Tools - one, many, different purposes– Role of desktop tools – MS Access, Excel
Data Source(s) - Banner? ODS? Data warehouse?
Customization/extension of data warehouse – why, when, how?
Distribution of reports – portal? pdf? Integration of systems – XML?
Strategy
People
Process
Technology
Lessons Learned
Identify any underlying system configuration changes (i.e. ERP) that need to be in place to support the desired reporting outcomes
Evaluate the underlying data issues and establish a plan to manage data issues before initiating report development
Establish the right infrastructure to support reporting needs
Strategy
People
Process
Technology
Next Steps
Document . . . – reporting challenges at your institution At
what level and in what area(s)?– current reporting environment
Obtain a Project Sponsor (VP, Cabinet) Develop an Organizational Structure Create Reporting Strategy
Questions???
Tom Chaves, Manager
Office: 610.964.4279
MaryLynn Kudey, Senior Manager
Office: 610.964.4279
Uncompromised Commitment to Client Satisfaction
www.smartgrp.com