University of East London Bringing Corporate Data to Life Business Intelligence

Cover Sheet for Proposals
(All sections must be completed)
Business Intelligence
Name of Lead Institution:
University of East London
Name of Proposed Project:
Bringing Corporate Data to Life
Name(s) of Project Partners(s)
N/A
This project involves one or more
commercial sector partners NO
Name(s) of any commercial partner company (ies)
N/A
Full Contact Details for Primary Contact:
Name:
Position:
Email:
Tel:
Address:
Gary Tindell
Information Improvement Manager
[email protected]
0208 223 2065
IT Services, University of East London, University Way, London, E16 2RD.
Length of Project:
18 months
Project Start Date:
1st February 2010
Total Funding Requested from JISC:
July 31st 2012
Project End Date:
£ (see budget)
Funding requested from JISC broken down across Financial Years (Aug-July)
Aug10 – July11
Aug11 – July12
£
£
Total Institutional Contributions:
Outline Project Description
The aim of the project is to produce a demonstrator model for the rapid development of a integrated
business intelligence system.
The project will:
Develop and implement three business intelligence applications (Student Lifecycle, Corporate
Performance and Benchmarking)
Information in each application will be presented using a range of interactive dashboards,
scorecards and charts with filtering and drilling down and up capabilities
Implement and roll-out a Business Intelligence solution across the University
I have looked at the example FOI form at Appendix A
and included an FOI form in this bid
YES
I have read the Funding Call and associated Terms and
Conditions of Grant at Appendix B
YES
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Proposal: ‘Bringing Corporate Data to Life’
Submitted under: JISC Business Intelligence Programme (JISC Grant Funding 12/10)
Submitted by: University of East London
Project timescale: 18 months, commencing in February 2011 for completion by July 2012
1. Appropriateness and Fit to Programme Objectives and Overall value to JISC Community
1.1
The overall aim of the project is to provide a demonstrator model for the rapid development
of an integrated business intelligence system. The model will make use of significant advances in
software tools that utilise in-memory technologies allowing instant analysis of large, often complex
datasets.
1.2
More specifically, the objectives of the project are to:
Significantly reduce the time taken to develop new business intelligence applications;
Develop and implement three business intelligence applications using QlikView:
1) Student Lifecycle (integrated application consisting of applications figures,
student enrolments, student retention and employability outcomes).
2) Corporate Performance (consisting of Key Performance Indicators for schools
and services, staffing data including SSR’s, results from the National Student
Survey, course and programme costs, financial modelling using ‘what…if’
testing).
3) Benchmarking (extracts of key benchmarking data from UCAS, HEIDI including
staff, student, finance, NSS, DLHE in addition to data purchased from HESA
examining patterns of local HE participation).
Information in each application will be presented using a range of interactive dashboards,
scorecards and charts with filtering and drill-down and drill-up capabilities;
Engage managers throughout the project in terms of how information is presented, the
design of dashboards, scorecards and reports and the identification of additional sources
of data;
Evaluate the results of the project, and in particular, the degree to which the business
intelligence applications facilitate improvements in strategic planning processes.
1.3
The project will contribute to upgrading the business intelligence capacity of the University
of East London in order in enhance our strategic planning processes and to meet the
implementation of the new University strategy ‘Transformation for Excellence, 2010-2020’. This
will provide managers with access to a much broader range of information than has previously
been available and presented using a range of interactive dashboards and scorecards. In addition,
it will provide a forecasting capability by allowing us to create a range of ‘what…if’ scenarios
particularly for example, relating to changes in student numbers, costs in delivering courses,
reductions in teaching grant funding, changes in tuition fees and subsequent impact on institutional
funding and budgets.
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2. Quality of Proposal and Robustness of Workplan
2.1 Project Background
2.1.1 Since 2001, the University of East London has been utilising a Management Information
System (MIS) developed by IT Services in conjunction with colleagues from Strategic Planning.
This application made use of OLAP technology and built a number of cubes (3 dimensional data
models) for specific applications such as enrolment and admissions data extracted from the SITS
student record system and subsequently integrated into a data warehouse. After initially
experimenting with Microsoft Excel, IT Services selected a reporting tool called ProClarity which
allowed us to display data from the data warehouse using a range of line, bar and pie charts and
provided users with the ability to drill-down and drill-up on a wide range of dimensions. MIS was
successfully demonstrated at the UCISA CISG Annual Conference in November 2001.
2.1.2 Although MIS has served us well for a number of years, the escalating maintenance of
corporate data using OLAP has meant developing new, useful applications has been less frequent.
As a consequence, the University recognises that it is now the right time to significantly upgrade
our business intelligence capability in order to support our operational processes and in particular,
the implementation of the new University Strategy ‘Transformation for Excellence, 2010-2020’.
2.1.3 The requirements of a new business intelligence system were first articulated at a Data
Quality workshop held for the University Management Team in April 2010. Senior managers
indicated that a new system should be able to:
Present key data in clear and concise formats, making use of dashboards and
scorecards based on key performance indicators
Encompass a much broader range of information than is currently available in MIS,
particularly in terms of benchmarking performance against comparators
Allow data to be analysed using a mapping function
Possess drill-down and drill-up capability
Regularly updated on at least a weekly basis, daily and hourly basis during clearing
and enrolment
Provides a capacity for scenario testing and asking ‘what…if’ questions
Widely accessible and available for senior managers, preferably as a multimedia
application available on an iPhone or iPad.
2.1.4 After reviewing and testing a range of BI products, the University selected QlikView as its
future business intelligence tool. Our evaluation of QlikView found it to be comparatively easy to
use, enables us to present a range of corporate data in clear and visible ways and more
importantly, enables us to rapidly develop applications rather than the time- consuming online
analytical processing (OLAP) which we currently use. This is largely the result of a significant
improvement in data compression techniques, which now means that large quantities of data can
be processed in memory. The development of dashboards at different levels is relatively
straightforward and data from a wide range of different data sources can be integrated.
2.2 Overview of Proposed Work
2.2.1 The three demonstrator applications will be built and distributed using QlikView. The
University is currently in the process of procuring a QlikView Business Enterprise Server coupled
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with licences aimed at report developers and for end users via a web interface. The server is due
for delivery in December 2010 and training is scheduled for late December/early January for IT
staff before rolling-out to key university staff throughout January/February 2011.
2.2.2 The demonstrator intends to address the following JISC InfoNet BI Resource data subject
categories:
a) Finance and Costing
b) Student data and information
c) Performance measurement and management
d) Staff data
e) Benchmarking
f) Strategic planning
g) Marketing
2.3 Workpackage Breakdown
Workpackage 1: Project Management
2.3.1 This includes all project management activities including planning, budgeting, interaction
with internal (UEL senior and middle managers) and managing external relationships with JISC,
our software supplier BME solutions and the QlikView HE User Group. In addition, it also includes
managing the reporting requirements of the project and monitoring progress and risk mitigation.
The project will be managed in accordance with the JISC Project Management Guidelines and
overseen by a cross-disciplinary steering group comprising members from the IT Services,
Strategic Planning, Admissions, Corporate Marketing, Finance and Human Resources. The
steering committee will meet regularly throughout the project.
Deliverables: Detailed project plan, progress and risk mitigation reports
Blog
Workpackage 2: Student Lifecycle Application
2.3.2 This demonstrator will make use of our existing data warehouse and will integrate student
application, enrolment, retention and employability data into one application. Users will be able to
drill-down into individual programmes and will able to select from a range of filters (for example,
attendance mode, fee status, qualification aim, year of study, location of study and academic year).
A range of interactive dashboards, scorecards and graphs will be developed examining for
example, number of applicants compared to previous years, current student enrolments compared
to targets, the origins of applicants and current enrolments using interactive Google Maps, student
characteristics such as age, gender, ethnicity, etc and the employability outcomes of graduates
using DLHE. After successful testing, we will design and develop a customised application that
can be accessible and interactive using an iPad as the platform and a slightly abbreviated design
for the iPhone. This application addresses the JISC Student Data and Information BI category.
Deliverables: Demonstrator model
Student data information case study
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Workpackage 3: Corporate Performance Application
2.3.3 This demonstrator is aimed at integrating a wide range of different data sources aimed at
assessing institutional performance across a range of areas. The application is likely to grow
organically over time and for the length of this project will allow users to access key performance
indicators developed for schools and services, monitor progress in delivering the objectives of the
new University strategy ‘Transformation for Excellence, 2010-2020’, determine staffing and
programme costs, and assess the relationship between student number and departmental finance.
In addition, we will develop a forecasting tool that will allow us to undertake ‘what…if’ scenario
testing to model for example, the effects of changing student numbers or increase in tuition fees on
future funding, income and expenditure. After successful testing, we will design and develop a
customised application that can be accessible and interactive using an iPad as the platform and a
slightly abbreviated design for the iPhone. This application addresses the JISC Performance
Measurement and Management, Finance and Costing, Strategic Planning and Staff Data BI
categories.
Deliverables: Demonstrator model
Performance measurement and management case study
Finance and costing case study
Strategic planning case study
Staff data case study
Workpackage 4: Benchmarking
2.3.4 2.3.4 This application is intended to benchmark institutional performance against
competitors on a wide range of measures. Data will be obtained primarily from sources such as
UCAS (application statistics), and HESA (Staff, Student, Finance, National Student Survey, DLHE)
as well as HEFCE (Performance Indicators covering widening participation, non-continuation rates,
module completion rates and graduate employability) and integrated into one application. In
addition, specific data sets purchased as part of long-term research into local HE participation will
also be added to the application. After successful testing, we will design and develop a
customised application that can be accessible and interactive using an iPad as the platform and a
slightly abbreviated design for the iPhone. This application addresses the JISC Benchmarking and
Marketing BI categories.
Deliverables: Demonstrator model
Benchmarking case study
Marketing case study
Workpackage 5: Testing and Evaluation
2.3.5 Initially, testing and evaluation will be carried out by the project team. Subsequently, the
project team will select a group of managers and key staff to test the specific elements of the
application in terms of design, functionality, data coverage, ease of use and this feedback will be
used to make improvements to the application before roll-out. The software allows us to automate
distribution for documents and reports to key users for evaluation. The testing processes
undertaken by key stakeholders will be recorded and evaluated.
Deliverables: Outcomes of testing and evaluation documented
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Modifications to applications
Workpackage 6: Final Reports
2.3.6 Produce a final report that will incorporate a case study outlining the processes undertaken
in delivering the project, highlight difficulties in completing objectives and make recommendations
in terms of emerging good practice.
Deliverables: Video
Final Project Report with budget
Outline Project Timetable (February 2011-July 2012)
Feb-Apr
2011
Workpackage
1
2
May-July
2011
3
4
5
Aug-Oct
2011
6
7
8
9
Nov 2011Jan 2012
Feb-Apr
2012
10
13
11
12
14
May-July
2012
15
16
17
18
Project Management
Student Lifecycle
Corporate Performance
Benchmarking
Testing and Evaluation
Final Reports
2.4
IPR
2.4.1 All elements relating to the design of the applications, the look and feel of the dashboards,
the selection of data elements and the design elements in developing an application for mobile
delivery will be freely available. The software used for importing data and developing dashboards
is a commercially licensed product but one which is freely available for download from the QlikView
website for personal use. Colleagues in other institutions can recreate what we’ve designed using
their own student data.
2.5
Sustainability
2.5.1 This project is part of a wider institutional programme aimed at enhancing the business
intelligence capacity of the University of East London. The University will use QlikView as its
primary reporting tool and will develop a wide range of applications aimed at facilitating operational
processes which are outside the remit of this project. As a consequence, the project is sustainable
over the long-term.
2.6
Project Risks
Risk
Staff recruitment and
Probability Severity
(1-5)
(1-5)
1
3
Score
(P x S)
3
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Action to Prevent/Manage Risk
The project will use existing staff
retention
experienced in delivering
intelligence solutions
business
The project cannot be
delivered within the
project time-scale
1
3
3
A component of the demonstrator
project is to ascertain whether the
challenging objectives can be fully
delivered within the project time-scale.
This would not indicate failure as one
aspect of the project is to identify
potential problems and communicate
this to the wider community. A project
report will identify these issues and
offer potential solutions.
Managers do not
engage fully with the
project
2
3
6
Support from senior managers and the
new strategic planning processes will
necessitate managers to be cognisant
of the information contained in the BI
applications.
Technical challenges
2
3
6
Procure consultancy support from
software providers, particularly in terms
of developing scenario modelling and
testing capacity.
3. Engagement with the Community
3.1
Engagement with project stakeholders
3.1.1 The project team will establish a steering group consisting of group of selected managers
with the remit to test the specific elements of the application in terms of design, functionality, data
coverage and ease of use. We will adopt a user-driven approach to development with each
incremental stage of development subject to testing by our steering group and nominated staff
within their teams. QlikView allows us to automate distribution for documents and reports to key
users for faster evaluation. The feedback at each stage will consequently inform the next stage of
development.
3.1.2
The principal stakeholders of the project are:
Stakeholder
Interest
Importance
stakeholder
UEL Vice-Chancellors Group
Corporate
level
dashboards
and High
monitoring progress in meeting the
objectives of the new corporate plan.
Deans of School and Directors School and Service level derived KPI High
of Service at UEL
dashboards and scorecards.
IT Services, UEL
Responsible for running QlikView and Medium
developing dashboards and scorecards.
For use in the monitoring of IT operational
services.
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to
JISC, UCISA CISG, QlikView Interest in good practice in the rapid High
HE user group and the wider development of a business intelligence
business
intelligence system.
community
Research
and
partner
organisations including local
authorities, community and
school/college
outreach
activities.
Conducting benchmarking research into Medium
Higher
Education
participation,
particularly focusing on East London, an
area with traditionally low levels of
educational attainment.
3.1.3 The project steering team are composed of managers with the responsibility for the JISC
InfoNet BI subject categories. They will be expected to lead on evaluating the specific component
related to their role and liaise with colleagues in their respective teams. Feedback and
improvements from evaluation will be implemented by the project team in a cycle of evaluation and
implementation. In addition, the project team will be delivering training to the Vice-Chancellors
Group and Deans of School and Directors of Service and seeking feedback in terms of the
presentation of corporate performance indicators.
3.2
Liaison with other initiatives
3.2.1 We will liaise closely with other related projects and groups, particularly within the JISC
business intelligence programme and with wider HE management information providers such as
HESA, HEFCE and UCAS. We will fully participate in JISC programme evaluation and in
particular, promote good practice in developing business intelligence applications fit for purpose
across a range of organisational and operational activities.
3.3
Dissemination and take-up
3.3.1 Distribute the three business intelligence applications to management staff in schools and
services across the University of East London. We will need to procure 48 additional QlikView
licences in order to expand the user base, primarily to obtain feedback and advice from a larger
number of expert users. Provide training to staff and facilitate the establishment of a crossdisciplinary network of planning professionals, researchers and other academic and service staff.
3.3.2
Participate in and present at JISC workshops/programme level activities.
3.3.3 Make all documentation freely available on the JISC website, produce a regularly updated
blog detailing progress on the project and a short video outlining achievements and the obstacles
that have needed to be overcome.
5.
Previous experience of the Project Team
Gary Tindell
Information Improvement Manager – Responsible for developing and delivering enhancements
to the University business intelligence function and for implementing data quality initiatives across
the institution. In a previous role as Strategic Planning Manager, played a key role in developing
the previous management information solution before seconded to a sub-regional partnership. In
this role jointly funded from HEIF (Higher Education Innovation Fund) and the then Office of the
Deputy Prime Minister, he developed a web-based observatory providing key information on the
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economic, social and environmental conditions in the Thames Gateway that is used by central,
regional and local government.
Simon Gill
Senior Analyst Programmer – Responsible for developing and maintaining the University of East
London’s management information system and delivering reporting solutions across a range of
activities such as student admissions, enrolment, destinations of leavers, internal data quality
audits and HESES. Has extensive experience in SQL and PLSQL, OLAP cube development and
data warehousing. Has development experience in Microsoft Analysis Services 2000 and 2005,
Oracle Discoverer, Business Objects, Performance Point and Qlikview.
Pervin Hussain
IT Project Manager - Manage multiple IT projects ranging from implementation of new IT software
systems to kitting out new buildings with IT equipment. Pervin is PRINCE II qualified with 5 years
of project management experience.
David Shelley
Associate Director for Infrastructure and Information Systems, IT Services – David has in
excess of 15 years experience in developing business intelligence applications for a range of
private and public sector organisations. Has extensive experience in SQL and PLSQL, OLAP cube
development and data warehousing. Previously responsible for developing the UEL management
information system in 2001, David is responsible for the implementation and management of key
corporate IT systems across the University.
Dr Andrew Fisher
Head of Strategic Planning – Responsible for co-ordinating, managing and implementing our
strategic planning processes and for submitting our external data returns (HESA Student Return,
HESES, etc). Andrew plays a key role in the delivery of the new University corporate strategy
‘Transformation for Excellence’ and evaluation of the progress made in meeting institutional
objectives. Andrew has significant experience of the higher education sector and has worked in a
wide range of higher education institutions.
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