University of Regina Data Governance Model and Reporting Technologies Steering Committee Workshop. August 20, 2014 DRAFT

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1 University of Regina Data Governance Model and Reporting Technologies Steering Committee Workshop August 20, 2014 DRAFT

2 Agenda for today Introductions, background and a brief overview of the deliverables and Data Governance Framework Overview of the 9 dashboard concepts 10 mins 60 mins 1 University of Regina Data Governance Framework and Reporting Technologies

3 Background and overview (10 minutes) 2 University of Regina Data Governance Framework and Reporting Technologies

4 Deloitte has been engaged by the University of Regina to develop a vision for the future state of the University s data governance and identify technology needs to support it The University of Regina is facing challenges with: Current operational system (Banner) that has limited managerial reporting capabilities, and a lack of a formal, enterprise-wide data governance entity. The University has asked Deloitte to conduct a two-phased project to help define and develop a reporting governance model and supporting technology tools, as well as identify a limited set of critical standard managerial reports to provide the necessary analytical information to support decision-making. The Project has been divided into 2 phases, the first of which focuses on developing a clear understanding of the University s governance and reporting needs through stakeholder interviews and workshops, and developing a vision for the future state. 3 University of Regina Data Governance Framework and Reporting Technologies

5 We have developed recommendations for Data Governance, Reporting and Analytics, and Technology that will address the pain points and challenges of the current state that we discovered through the stakeholder interviews Before an organizational objectives can be attained, there must be institutionally-recognized data governance standards in place as well as basic supporting technology. Value cannot be created without the support and participation of each stakeholder within the University to build a strong data governance entity and to enable them with the right technologies Value Drivers 4 University of Regina Data Governance Framework and Reporting Technologies

6 Below is our proposed Data Governance operating model, which outlines the relationships of University stakeholders to create an enterprise-wide central data authority for the University and a Data Centre of Excellence Stakeholder representatives For example, the following individuals could sit on the Council Data Governance Council Provost Deans Directors Librarian Chief Data Officer Enablers ORP IS Policies and Standards Data Dictionary, Taxonomy, Data Quality Processes and Controls Data processes and controls Assurance Data Entry Data Centre of Excellence Data Steward Coordinator One window Data needs Single point of contact Change and Communication Engage Stakeholders Build Buy-in Communicate changes to data standards Pilot Value Realization Produce and share reports Promote selfsufficiency Data Stewards representing University Stakeholder groups Faculties Departments Program Managerial Units This operating model formalizes the roles and responsibilities, and their interactions, surrounding data governance and centralizes information flow at the enterprise level. 5 University of Regina Data Governance Framework and Reporting Technologies

7 We are proposing a set of dashboards* that can drive organizational value, derived from this Analytical Model that encompasses both academic and non-academic value streams The model incorporates top reporting priorities from an academic and student perspective, elements that were identified as critical by stakeholders. *A dashboard is a user interface that organizes and presents information in a way that is easy to read, understand, and use. Users can interact with dashboards to filter and drill down information on a single screen in a view that fits their individual needs. Data is automatically updated, presenting consistent data in real-time. 6 University of Regina Data Governance Framework and Reporting Technologies

8 Dashboards overview (1 hour) 7 University of Regina Data Governance Framework and Reporting Technologies

9 To create concepts for dashboards, we divided stakeholders into four groups based on their roles in the organization to better understand their information needs and define what types of managerial questions they need to answer on a daily basis Academics Research Administration External Relations How effective are my faculty members? Deans VP Research Financial Services Communications How do I keep my faculty competitive? Administrators Registrar AVP Academic and Research How successful are we in receiving grants? Human Resources Information Services Donor relations Alumni relations How many alumni do we have? What are they doing now? Student Affairs Where are my students coming from? Who are they? How do I target students effectively? Office of Resource Planning How are the faculties utilizing their budgets in comparison with one another? What will our budget need to look like next year? UR International Centre for Continuing Education Librarian 8 University of Regina Data Governance Framework and Reporting Technologies

10 Here is a concept of a Prospect dashboard that could be built, the questions it answers, and the necessary components to build it Purpose of the dashboard The dashboard will allow the users to analyze existing prospect information, identify current and target student needs and enrollment behaviors, and identify best channels to interact with prospects. As a result, the University s recruiting efforts will be significantly improved upon. The audience of this particular dashboard would include AVP Student Affairs Deans Director CCE Director URI who would require various degrees of depth of the presented information The audience of this dashboard needs to answer the following questions in order to accomplish their objectives Student acquisition and enrollment Strategic planning and growth How do I best target my recruiting/marketing efforts? How do I screen and admit the highest quality students? How many students are inquiring, applying, offered positions, registered, and actually show up? How many transfer students arrived this year? How prominent are the barriers to confirmation / registration / attendance for prospective students? What are students looking for in a university? What are their personal and academic needs? What does the growth look like for our campus? What does the growth look like for our off-campus sites? What is my potential student demographic? Where are my students coming from? What programs are students interested in that I should be offering? Registrar External reporting and demographics How many students do I have? What province/country are the students coming from? What does the student demographic look like? What is the University s growth trajectory? Metrics and they will answer these questions using the following Data Enrollment funnel Year-to-year enrollment growth trends Percentage growth of enrollment by country Percentages of age, gender, citizenship, geography, language, Aboriginal versus non-aboriginal Percentages of geography, locations for high schools, provinces, countries Trends in program interest per faculty/program 9 University of Regina Data Governance Framework and Reporting Technologies Tests for English proficiency Results of student surveys Map of regions with reach of students, Results of focus groups applications, and acceptances year-toyear Ranking of events / visits held, money spent on each event, the number of resulting applicants, number of resulting enrollments

11 Here are some examples of dashboards that look at Prospects Source: Qlikview website Source: Deloitte work done for Canadian higher-ed institution 10 University of Regina Data Governance Framework and Reporting Technologies

12 Here is a concept of an Enrolled dashboard that could be built, the questions it answers, and the necessary components to build it Purpose of the dashboard The dashboard will allow the users to analyze existing enrollment information, monitor academic progress and identify students who are at risk of discontinuing or leaving the University, gain an understanding of students extracurricular activities while in school, and monitor retention and attrition rates. As a result, the University s overall academic performance should improve and retention rates should increase. The audience of this particular dashboard would include Administrators AVP Student Affairs who would require various degrees of depth of the presented information The audience of this dashboard needs to answer the following questions in order to accomplish their objectives Student / program performance How are the students performing academically? How does my program compare to other faculties within the University? How long does it take students to complete a degree? How many courses, on average, are students enrolled in? What students are at risk of discontinuing or dropping out of the program? Registrar Deans Student demographics How many students do I have in total? How many students are in each year of study? What are their time statuses? How many co-op, mature students, Aboriginal, international? What campus are they attending? Is the University growing in terms of enrollment? Librarian Director CCE Director URI AVP Human Resources AVP ORP Metrics Strategic planning and growth and they will answer these questions using the following How long does it take a student to complete a degree? How many courses, on average, are students enrolled in? How many students do I have in total? How many students are in each year of study? What are their time status? How many co-op, mature students, aboriginal, international? What campus are they attending? Is the University growing in terms of enrollment? How are the students segmented demographically and domestically versus internationally? How effective are we at converting prospects to enrolled students? How does all of this information compare year-to-year? What is my student demographic? Where are my students coming from? Data Average extracurricular activity participation Average time to completion Comparison of GPA, enrollment growth trends Drop-out rates Fail rate, attrition rate, retention rate Heat map of where the majority of students are coming from Demographic numbers High school average, entering average, GPA, CGPA, TGPA, UGPA, PGPA Maclean s ranking 11 University of Regina Data Governance Framework and Reporting Technologies Demographics Geography, locations for high schools, provinces, countries Results of program surveys and focus groups Usage of University services

13 Here are some examples of dashboards that look at Enrolled students Source: Deloitte work done for Canadian higher-ed institution Source: Tableau website 12 University of Regina Data Governance Framework and Reporting Technologies

14 Here is a concept of a Graduate dashboard that could be built, the questions it answers, and the necessary components to build it Purpose of the dashboard The dashboard will allow the users to develop an insight to the University s graduates by analyzing employment rates and sentiment analysis for research and community involvement, understanding their graduation rates, and building awareness of potential career opportunities for existing students. As a result, the University will gain a better insight into postgraduation opportunities for potential and current students which will improve their reputation and recruiting efforts. The audience of this particular dashboard would include Deans who would require various degrees of depth of the presented information The audience of this dashboard needs to answer the following questions in order to accomplish their objectives Graduate student performance How well are we positioning our students for careers and lives postgraduation? How many students are graduating from the institution, faculty, program? What is the University s average graduate employment rate? How does my faculty s employment rate compare? AVP Student Affairs External Relations University reputation management How well are we positioning our students for careers and lives postgraduation? How many graduates gain employment within six months? One year? Beyond? How many students are graduating from the institution, faculty, program? What is the University s graduate rate? What activities does a student need to undertake as part of their university experience so they are positioned for an impact on society when they graduate? and they will answer these questions using the following Metrics Data Employment rates Number of job offers based on specialty Number of summer and co-op term employment Number of students/graduates involved in community activities Number of students receiving awards for community contributions 13 University of Regina Data Governance Framework and Reporting Technologies

15 Here are some examples of dashboards that look at University Graduates Source: Santa Clara University Source: Deloitte work done for provincial ministry 14 University of Regina Data Governance Framework and Reporting Technologies

16 Here is a concept of an Alumni dashboard that could be built, the questions it answers and the necessary components to build it Purpose of the dashboard The dashboard will allow the users to analyze the impact on society the University is making through its graduates, understand the fields of work alumni are in that will promote marketing and recruitment activities, and enable communications with alumni for University initiatives, events, mentorships, and possible donations. The audience of this particular dashboard would include Deans who would require various degrees of depth of the presented information The audience of this dashboard needs to answer the following questions in order to accomplish their objectives Maintaining the public image of the faculty Who are my alumni? Where are alumni located? What is their impact to society? AVP External Relations Alumni relations and events Who are the alumni? Where are alumni located? What careers are they in? What is their impact to society? How best do I target alumni for events and relationship building? and they will answer these questions using the following Metrics Data TBD List number of alumni by industry, career-level, and community involvement Segment alumni by profession, geography, and faculty they graduated from 15 University of Regina Data Governance Framework and Reporting Technologies

17 Here is an example of a dashboard that looks at Alumni Source: LinkedIn website 16 University of Regina Data Governance Framework and Reporting Technologies

18 Here is a concept of a Donor dashboard that could be built, the questions it answers, and the necessary components to build it Purpose of the dashboard The dashboard will allow the users to understand the amount of donations coming into the University, where they are coming from, and where the money is being spent. The dashboard will enable users to better target potential alumni for donations with various engagement methods and to build better working relationships with the University s alumni. The audience of this particular dashboard would include Deans who would require various degrees of depth of the presented information The audience of this dashboard needs to answer the following questions in order to accomplish their objectives Strategic planning and reputation management How much funding comes to the University through gifts, donations, sponsorships and research grants? Where are the donated funds going? Who are the top donors/highest-priority relationships? AVP ORP AVP External Relations Budgeting Donor relations How much funding comes to the University through gifts, donations, sponsorships, and research grants? How am I utilizing my budget in comparison with other faculties/departments? Where are donated funds going? How much funding comes to the University through gifts, donations, sponsorships, and research grants? Where are donated funds going? Who are the University's top donors/highest-priority relationships? and they will answer these questions using the following Year-to-year trends Comparison/trends of budget spend for specific unit and for each faculty/university as a whole Metrics Dollar values segmented by gifts, sponsorships, research, etc. Key donors/organizations Heat map with numbers per region Ranking by dollar values Data 17 University of Regina Data Governance Framework and Reporting Technologies

19 Here are some examples of dashboards that look at Donors Source: Tableau website Source: Bloomerang Software Source: Tableau website 18 University of Regina Data Governance Framework and Reporting Technologies

20 Here is a concept of a Faculty/Department Planning dashboard that could be built, the questions it answers, and the necessary components to build it Purpose of the dashboard The dashboard will allow the users to understand their faculty s teaching load compared with other faculties within the University that will help to define a balanced teaching load and enable decision makers to make more efficient sessional/part-time hires. It will also give an insight to faculty/staff performance in terms of student satisfaction, peer and manager reviews, and University involvement. As a result, faculty productivity will improve and student satisfaction with quality of teaching is able to be recorded and improved upon. The audience of this particular dashboard would include Administrators Deans Librarian AVP Human Resources Credit-hours taught per semester Research hours per semester Practicum/co-op hours per semester who would require various degrees of depth of the presented information Metrics Full-time-to-sessional ratio Course averages Failure rates Student-to-faculty ratio Staff scheduling and management Performance management Program accreditation 19 University of Regina Data Governance Framework and Reporting Technologies The audience of this dashboard needs to answer the following questions in order to accomplish their objectives and they will answer these questions using the following How many faculty/staff do I need to support enrollment for the next year? How are my faculty balancing teaching and research? How well are my faculty/staff being utilized? What is my ratio of full-time faculty to sessional instructors? What is the student to faculty ratio? What is the composition of my staff? How effective are my faculty/staff compared to those in other programs? Is each instructor teaching enough hours? Are we, as a faculty, receiving comparable funding for research? How are my faculty balancing teaching and research? Are students getting the right levels of attention and knowledge transfer necessary to be successful in their courses? Do my staff teach their course materials effectively? Do I have enough field educating supervisors available throughout internships who actually have a social degree in their respective fields? What is my ration of full-time faculty to sessional instructors? What is the student-to-faculty ratio? Gap between projected student-teach ratio and desired student-teacher ratio Course enrollment Number of full-time, part-time, and seasonal lecturers Staff salaries/pay Staff demographics Data Union membership Number of tenured professors Number of disability, grievances, resignations, etc. Absenteeism Peer reviews Student reviews

21 Here are some examples of dashboards that look at Faculty/Department Planning Source: Tableau website Source: Quantrix website Source: University of Minnesota 20 University of Regina Data Governance Framework and Reporting Technologies

22 Here is a concept of a Research Grants dashboard that could be built, the questions it answers, and the necessary components to build it Purpose of the dashboard The dashboard will allow the users to manage grants more effectively by keeping track of deliverables and expiry dates, understand the volume of research grants being received by the University and what topics of research are receiving funding, the University s success rates for grant applications and approvals, and provide a basis for identifying potential leads and research opportunities. With this dashboard, the University s grants pursuits have the potential to be more successful and increase funding to the institution. The audience of this particular dashboard would include VP Research Deans who would require various degrees of depth of the presented information The audience of this dashboard needs to answer the following questions in order to accomplish their objectives Research spend and institutional reputation and they will answer these questions using the following How best do I promote the research being done within the University of Regina? How much funding comes to the University through gifts, donations, sponsorships, and research grants? How successful are we in applying and receiving research grants? What are the University's most valuable ongoing research projects? What percentage of our research dollars are allocated to overhead costs? What research topics are receiving the most interest (both within University's research and in general)? Which faculties/professors are publishing the most research/receiving the most funding? Which researchers are publishing the most/least research and publications? What topics are trending? Rank mediums/formats of research hits Application, consideration, and success funnel with numbers and percentages Ranking by dollar values Ratios of overhead to total funding Metrics Ranking of top topics per year/period per faculty Rank by dollar amounts and publications numbers Ranking of research publications by both number published and number of hits Dollar values segmented by gifts, sponsorships, research, etc. Key donor organizations Data 21 University of Regina Data Governance Framework and Reporting Technologies

23 Here are some examples of dashboards that look at Research Grants Hot Research Topics Source: 22 University of Regina Data Governance Framework and Reporting Technologies

24 Here is a concept of a Contracts dashboard that could be built, the questions it answers, and the necessary components to build it Purpose of the dashboard The dashboard will allow the users to manage contracts more effectively by keeping track of key items, values, and expiry dates and assigning responsibilities for key action items and deliverables. Items/deliverables with upcoming deadlines will be identified on-time and promote increased contract compliance and improve contract relationships. The audience of this particular dashboard would include AVP Information Services VP Research who would require various degrees of depth of the presented information The audience of this dashboard needs to answer the following questions in order to accomplish their objectives Vendor and Contract Management How can we manage contracts more effectively? How can we ensure that we are delivering according to commitments? Which contracts are approaching expiry and require attention? AVP Academic and Research and they will answer these questions using the following Ranking of contracts by overruns Ranking of contracts that have the most potential for extensions Contracts by granting organization Metrics Contracts with potential for crossdepartmental collaboration Track milestone/deliverables and list showing complete or incomplete List of contracts with expiry dates within [x] days/weeks Data 23 University of Regina Data Governance Framework and Reporting Technologies

25 Here is an example of a dashboard that looks at Contracts Source: Sage CRM Community 24 University of Regina Data Governance Framework and Reporting Technologies

26 Here is a concept of a Budget Management dashboard that could be built, the questions it answers, and the necessary components to build it Purpose of the dashboard The dashboard will allow the users to analyze existing budgeting information, understand where their budgets are being spent, how their spending is comparing against the budget as well as against other faculties in terms of where their spending is going, etc. Improved operating efficiency and spending accountability should be the result of this dashboard. The audience of this particular dashboard would include Administrators Deans AVP Financial Services AVP ORP who would require various degrees of depth of the presented information The audience of this dashboard needs to answer the following questions in order to accomplish their objectives Budgeting, financial planning and reporting How best do I allocate our resource (funding, buildings, assets) for use by faculties? How do my expenses compare to previous years? How do the faculties /University s expenses compare with the budgets? How do we compare actual costs against planned budget? How much money will I need to fund the program next year? How am I utilizing my budget in comparison with other faculties/departments? What are my costs per student? What are my current operating expenses/costs? What will by fixed and operating budget look like for the next period? AVP External Relations Metrics and they will answer these questions using the following Data Comparison/trends of budget Trends/comparative figures for spend for specific unit, for each faculty, and for the University salaries, wages, materials, expenses, utilities, etc. as a whole Year-on-year trends of figures Difference between budget vs actual for salaries, wages, materials, expenses, utilities, etc. Trends in prospect students Dollar figures for salaries, wages, Current number of FTEs across materials, travel expenses, University utilities, building, etc. Current/potential workload of Dollar values, comparison of faculty members budget to actual, composition of Current conditions of buildings budget Lease agreements of buildings Student enrollment numbers Requested operating spend 25 University of Regina Data Governance Framework and Reporting Technologies

27 Here is an example of a dashboard that looks at Budget Management Source: UX Magazine Source: Tableau website 26 University of Regina Data Governance Framework and Reporting Technologies

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