Integrated Reporting Governance Committee. February 14 th, 2014

Transcription

1 Integrated Reporting Governance Committee February 14 th, 2014

2 Agenda Confirm Terms of Reference (20 mins) Program Updates (40 min) Financial Analytics Reports Tuition Allocation Model IR Roadmap (30 mins) FY14/15 Funded Projects Proposed Projects : SEoT, Marianne Schroeder PAIR, Marcela Hernandez

5 Progress of Financial Analytics and Reporting (FAR) User Acceptance Training (UAT) Arts & Science Pilot Testing of Foundational Focus on look and Platform: Replicate Feel of FAR, Test Nquery Reports and intuitiveness, get prove data. feedback from non accounting type users CFBA/NUBO Pilot Focus on Visualizations and new Home Page. Reinforce financial functionality with power finance users.

6 Project Gates: Finance R1 Completion Schedule March 2014 March 3-7 Mar Add NUBO/CFBA Users (50-60) Using Current Production Environment User Setup New Home Page Reinforce Financial Functionality Request Feedback for Improvement Additional Visualization Dashboards Iterative Approach with All Users Improve Navigation Additional Dashboards Summary Visualizations Move Executive dashboards to R2 Request Feedback for Improvement

7 Current Issues / Risks: Finance R1 Risks 1. Oracle BI Apps Financial package. Found significant immaturities in the package and the vendor has not been responsive in addressing these. 2. Planned changes may impact to campus during year end timeframe. Priority H-M-L H M Comments Impacts: UBC has experienced significant impacts to project time-lines due to immaturity of product. Currently, we have issues with crossing fiscal year boundaries the feature does exist in parallel product. Mitigation: Work with Oracle (not successful), review feature in parallel product, work with consultant for interim custom solution. Mitigation: Review impact with UAT for recommendation. Issues Priority H-M-L Comments 1. Financial Analytics Historical Chart field attributes. M Action: Custom work post effective dated trees solution (might have a combined solution with #2 as an option. 2. Financial Analytics Effective Dated Trees. H Action: Working with Oracle and consultant for custom solution. Feature is in parallel product, but not in our version. See risks. 1. Operations and Support Resources M Action: Technical skills availability is limited. Project manager still supporting FMS and IR.

8 Home Page Summary level Graphics - Executive Summary level Graphics Finance user (Nquery) Summary level Graphics Casual, Non Finance or Research User New General Ledger Dashboard AP Dashboard Payroll Dashboard PO Dashboard Commitments Dashboard

9 HOME PAGE FAR (Financial Analytics) TAM (Tuition Allocation) Graphic of most relevant Information Use Different Views for different Users (within the same homepage) Links to Graphic Summaries Links to existing Dashboards Use Different Views- -One Homepage, with selectable views for different Users

10 Home Page Summary level Graphics - Executive Summary level Graphics Finance user (Nquery) Summary level Graphics Casual, Non Finance or Research User General Ledger Dashboard AP Dashboard Payroll Dashboard PO Dashboard Commitments Dashboard

11 Summary level Graphics - Executive Summary level Graphics Finance user (Nquery) Summary level Graphics Casual, Non Finance or Research User A summary level can be created to facilitate navigation from the homepage as well as offer users new management tools Set up would be similar to Homepage with selectable views for different user groups This level can have different areas (dashboards), presenting Management focused summaries (Performance, time comparison, variance analysis, etc) Passing of filters can be helped by having this summary level Use of Views can be used to switch between summary and detail, tables and graphs, and high level summary to lower level summaries This level can be accessed directly from link on Homepage, or navigated to from the Homepage graphic

12 Home Page Summary level Graphics - Executive Summary level Graphics Finance user (Nquery) Summary level Graphics Casual, Non Finance or Research User General Ledger Dashboard AP Dashboard Payroll Dashboard PO Dashboard Commitments Dashboard

13 General Ledger Dashboard AP Dashboard Payroll Dashboard PO DashBoard Commitments Dashboard Existing Dashboards can be improved to include Views that can toggle between summary and detailed reports Currently Dashboards were designed to replicate Nquery and are detail oriented and facilitate troubleshooting at the transaction detail Views can let users select between all fields or few fields (similar to customizations) This view can be accessed directly from Homepage, or navigated to from Homepage Since these existing Dashboards are resource heavy, having the Homepage present users with relevant summaries may help direct traffic away from detailed reports (Saving system resources, and load)

14 Examples of Visualizations

15 Agenda Confirm Terms of Reference (20 mins) Program Updates (40 min) Financial Analytics Reports Tuition Allocation Model IR Roadmap (30 mins) FY14/15 Funded Projects Proposed Projects : PAIR, Marcela Hernandez SEoT, Marianne Schroeder

16 SERA Tuition Allocation Model: Our Process Deconstruction of XLS model To automate what we can To operationalize what we cannot automate Better Visibility into TAM Information Analytical Access to TAM results for Projection Run and Final Run Drill into the detailed information behind the TAM To enhance understanding, increase insight To use for other purposes, e.g. allocation within the faculty To compare results from one run to another Eventually to monitor how changes in registration impact TAM

17 Tuition Rates Sidebar

18 TAM Design Overview

22 XLS-based Version

23 XLS-based Version

24 Project Scope: Student R1 Original Scope In Scope Out of Scope Tuition Allocation Model (TAM) Per Faculty Allocation Driver Detail Views Summary Dashboard ISI Dashboard Undergraduate Admissions Registration & Student Finance Foundation Tuition Allocation Model (TAM) Per Faculty Allocation Driver Detail Views Summary Dashboard ISI Dashboard Central Finance Dashboard TAM Monitoring Analysis NEW (Daily/Weekly/Monthly) Annual Operational Reviews: Next Fiscal Year Templates including any New Functional Work i.e., TAM for UBCO; Vantage College; Use of Course Ownership Table. Can also include Future Report Decommission Exercises. Undergraduate Admissions R2: FY2014/15 Funded Residual Registration & Residual Student Financials Additional TAM Analytics? 24

25 Project Gates: Student R1 Completion Schedule February 2014 March 2014 April 2014 Feb 5 TA/QA Feb 20 TA/QA Mar 31 TA/QA Apr 15 TA/QA PROG Pre-Prod Full PROG/SECT Pre-Prod Integrity Cleanup Pre-Prod Production Rollout Early UAT Feb Student Finance PROG FY 2013 Data Per Faculty Allocation Driver Detail Views Continued Development Early UAT Mar Student Finance - Select Users (Mar 10-14) PROG-SECT Bugs/Fixes FY 2014 Rules & FY2014 Data Summary Dashboard UAT Apr Student Finance - Select Users Remaining SECT Bugs/Fixes Integrity Cleanup ISI Dashboard Central Finance Dashboard UAT Sign-off Go / No Go Approval UAT Apr Student Finance Base TAM Dashboards TAM Monitoring Analysis Early Look and Feel - Governance Committee and Working Committee Demos - Student Finance Access Change Management Strategy Training: April 29/30 End User Access and Handout Material Support & Service Transition 25

26 Current Issues / Risks: Student R1 Risks 1. System Performance Monitoring. 2. Evolution of Business Processes and Integration with other Systems. Priority H-M-L M M Comments Mitigation: (1) Began monitoring in February (2) Determine a performance testing strategy moving into March-April Mitigation: (1) Engage business for direction (2) Revisit design model once complete Student R1.

28 IR Program Roadmap: Originally FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 Phase 0 (Initiation) Conduct RFP to choose BI vendor Secure approval & initial funding from program sponsors Phase 1 (Discovery) Mobilize program team Establish program governance Establish solution blueprint Prototype solution Confirm Release 1 Detailed Scope Current Focus Implement enterprise data warehouse foundation Initial integration of core Student & Financial base data Tuition Allocation Model & Financial Analysis Release 1: Finance (FMS) Student Bio (SIS) Student Records & Reg. (SIS) Student Revenue (SIS) Admission (SIS) Phase 2 (Foundation) Continue integration of remaining core Student Integration of HR data Integration of Budget & Planning data Release 2: Employee (HRMS) Budget & Planning (Hyperion) Recruitment (SIS) Phase 3 (Transformation) Begin integration of broader sets of campus data subject areas and analytics *Release 3: Learning (SEoT) Classroom Scheduling Grad Studies Continue integration of broader sets of campus data subject areas and anayltics *Release 4: Research (RISE) Land & Building Alumni * Phase 3 Funding and Scope to be confirmed with Governance committee in FY13/14

29 IR Program Roadmap Where we are & What is funded for FY14/15 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Procure Funding Team Mobilization Finance R1 Finance R2 Vendor Selection Phase 0: Initiation Program Governance Solution Blueprint Finance (FMS) data integration nquery online operational report replacement Chartfields, JV, Payroll, AP, PO, Commitments Multi-Ledger GL Summary Plan & Forecast Ledger Arts, Science, CFBA/NUBO roll-out Researcher Report nquery Decommission Broader roll-out HR R1 Integrate Foundation HR data Subject Areas TBC Student Prototype: ISI Student R1 Student R2 Completed In-Progress Not Started (timeline tbc) Foundation Scope Phase 1: Discovery Student Bio Registration Student Financials Tuition Allocation Model (TAM) Reports CFBA, Budget Office roll-out Undergraduate Admissions Residual Registration Residual Student Financials Phase 2: Enterprise Data Warehouse Foundation Today

31 SEoT Mandate CTLT supports and advances scholarly and innovative approaches to teaching, learning, curriculum and educational technology practices. New Senate Policy on Student Evaluation of Teaching enacted in May 2007; monitored by Senate annually CTLT tasked with implementing online evaluation; all Faculties on both campuses use it CTLT and PAIR were charged with responsibility for the institutional data

32 Problem Statement SEoT data is confidential, requiring high levels of security; access is defined by Senate Policy. The data is used for high stakes decision making. The SEoT Reporting database design does not follow best practices, and to offer this service in a sustainable way would require substantial new investment. 32

33 Proposed Solution PoC was funded as part of the SiTP project, using IR resources. Implementation was never scheduled. It is inefficient and ineffective (as well as risky from a data security point of view) to duplicate services. In order to follow best practices in research and evaluation methodology, to ensure data security, to make effective and efficient use of UBC resources, the data needs to be moved to SERA.

34 Proposed Next Steps Extend license for current software for another six months Work with IR Team to determine when roadmap permits moving from PoC to production Present results at next Governance meeting

36 Proposed Projects: PAIR Agenda 1. PAIR Mandate 2. PAIR Data sets Problem Statement 3. Proposed Solution

37 PAIR Mandate To transform data into information, knowledge and strategic intelligence in support of the goals of the University of British Columbia To fulfill our mandate: Foster an environment where PAIR staff work effectively, efficiently, and collaboratively, sharing best practices, strengths in research methodology, access to resources, and knowledge of critical issues in higher education.

38 Problem Statement To work effectively: Single source of data Agree on data definitions and best practices Eliminate security risks Collaboration and knowledge transfer Appropriate ETL tools The EDW currently doesn t contain all the datasets required by PAIR.

39 Problem Statement To work effectively with Tableau: Define and implement a Tableau server environment Define and implement proper Security Best practices and use of UBC data definitions Tableau is a tool for data analytics to be used to query departmental data sets. PAIR has made some efforts to implement Tableau Server

40 Proposed solution Two projects: Project 1: Tableau Implementation Establish a vision for Tableau in the UBC Community Working with IR team and faculties to source a proper Tableau Server environment Project management Ongoing server and application support Tableau security

41 Proposed solution Two projects: Project 2: PAIR Database Single source of data for PAIR combining data from various systems across campus: Shared data definitions Best practices and collaboration Security and database administration IT functions should reside in IT

42 Proposed Solution Integrated Reporting In collaboration with the Integrated Reporting Team Work performed for implementation of the PAIR database will be used in the IR project when new data sources are incorporated Tableau implementation will be in collaboration with the IR Team to ensure best practices, minimize security risks and ensure proper ownership and administration of Tableau is in place.

43 Proposed solution Next Steps Initiate the project and establish a roadmap to incorporate PAIR data sets into IR. Initiate the implementation of Tableau Server in collaboration with the IR team. Present at the next Governance Committee