Begin Your BI Journey

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2 Begin Your BI Journey As part of long-term strategy, healthcare entities seek opportunities for continuous improvement in order to meet the changing needs of their patients while also maintaining compliance with evolving government mandates and payment reform models. Through collaboration and partnerships with vendors, healthcare providers seek tools that support their growth as well as expand clinical and operational expertise. Ensuring a model of excellence across the patient care continuum is the ultimate goal. With these challenges in mind, Pandera Systems, LLC, has developed a methodology to assess current state data and business intelligence (BI) capability and thereby provide recommendations for a robust BI data reporting solution to meet healthcare clinical, operational and financial needs. Over the course of three weeks, the assessment involves a series of interviews with stakeholders at all levels of the organization and examination of current platforms, reporting structures and materials. The resulting documentation is used to develop a strategic Business Intelligence (BI) roadmap to ensure the healthcare entity continues its growth trajectory and remains a healthcare leader within its field, setting itself apart as a center of clinical excellence. 2

3 1 Assessment Assessment is the first of 5 Steps Pandera Systems uses to define and to establish a BI roadmap. This critical step establishes the foundation for the BI reporting, ensuring that the project is in alignment with stakeholder goals and objectives, is correctly prioritized, has the ability to be tracked for progress and has defined measures of success. This phase begins with a gap analysis of current BI governance capabilities, leading to better understanding of the project s overall scope. Based on this assessment, an organization may choose to take a bottom-up view, addressing individual components of BI governance and reporting. The alternative is a top-down view of BI governance, addressing the platform as a whole. Depending upon the level of BI capability maturity, the majority of businesses adopt a Hybrid approach to implementing BI Governance because it allows the most oversight and the greatest degree of alignment with existing organizational goals. 3

4 Upon completion of the current-state assessment, Pandera Systems will recommend the following: An analytical application that aligns with an operational plan to drive performance and efficiency top-down. A simple interface, available on any device from anywhere, which allows decision makers to assess core metrics at a glance and drill down into the data without running multiple reports. A complete view of performance relative to overall financial, operational and functional perspectives. Tools that provide capability to assign and track specific initiatives for focused improvement Bottom-Up Approach Hybrid Approach Top-Down Approach Overview of Approach Guiding principals developed to steer independently developed BI initiatives No formal strategy, roadmap or blueprints developed Change management limited to increasing basic communications across organization and to providing high-level guidance Incremental step forward from status quo Same as top-down except: Guiding principals are defined in advance Subset of key enterprise initiatives and investments are in scope Current state assessment and gap analysis limited to focused areas and initiatives Duration to develop vision, roadmap and blueprints is extended Roadmap will reflect critical path initiatives for enterprise A vision, integration roadmap and blueprints developed to drive and prioritize all related initiatives and investments Current state assessment conducted at enterprise level and agreed to be state vision established for enterprise All aspects of change management addressed, including clear definition of guiding principles and success factors Characteristics Driven by business needs Directional alignment Departmental commitment No formal program, no formal governance body Facilitative Balances business needs with strategic drivers Enterprise alignment C-level executive sponsorship Light program, thin governance body Facilitating within prescribed framework Driven by business strategy Enterprise alignment Enterprise executive sponsorship Formal program, full governance Directive Light Governance Highly Structured Governance 4

5 2 Qualify Qualifying specific needs is the second step to building a BI Roadmap, requiring the organization to do the following: Take an inventory of current reporting solutions across the organization Review support for report capabilities Business/Clinical reporting units IT department Define report owners and Users Are metrics standardized across the organization? Duplicate requests and work streams? Evaluate potential synergies? What can be capitalized on? What needs to be overhauled? What needs to be eliminated? 5

6 The qualification process will identify key reporting areas to be addressed with stakeholders and end users. This step is required prior to each new project the organization undertakes to ensure alignment with organizational goals and objectives and adherence to processes defined by the organization s governing principles. The following activities are important during qualification and all additional phases: Provide project team and intended users of the tools with clear assessment of where organization stands within its BI journey. Engage leadership and operations team in order to align the functionality of newly developed tools with business needs. Find key ways that the tools can impact business process and identify future strategic functionality opportunities. Work with technical team and project leads to understand reporting capabilities and to review recent changes (hardware, software, processes, etc.) Anticipate technical challenges and develop plan to mitigate risks. Review technical platform s baseline for project requirements and potential financial return to ensure license and user needs will be met 6

7 3 Prioritize Prioritization is key to ensuring your organization is tackling the high impact areas first. Start small to achieve quick wins within your reporting solution; answer simple questions first, rather than attempting to create an enterprise solution all at once. Define and focus on 1-3 key areas to address in the first phase of your project to ensure the scope of your project in manageable and measurable. By focusing on key areas, the project team can develop a modular approach to BI which will lead to the development of resources and repeatable processes for future reporting needs. Building these foundational solutions will also enable a wash-rinse-repeat methodology for future modules. Keys to successful prioritizations include: Consolidate siloed reporting efforts Enhance analytic functionality to existing reports Communicate and engage to stakeholders early and often Think AGILE be prepared for change 7

8 4 Track Tracking BI success will rely on developing and maintaining a data governance strategy within the organization. It begins with a vision of the project and commitment to the process. The first step is to Assess the current BI governance capabilities. Pandera can provide a Data Governance framework that may be used to help establish governance within the organization as it pertains to business intelligence. This information will help drive success from inception, through implementation and to adoption. It is imperative to establish data governance early in the project. Identify data stewards for key areas or service lines. Pinpoint metric/data dictionary needs and uses, and define a change control process. Other governance areas to be considered: Align priorities with organizational goals for stakeholder buy-in Where possible, ensure beneficial relationship between Clinical, Operations and Finance Define realistic, attainable and measurable project deliverables 8

9 5 Measure The final step of defining your BI Roadmap is outlining measurable, attainable goals to ensure your analytical applications and reporting solutions align to operational plans and drive performance and efficiency. It is also important to build in capability to assign and track specific initiatives for focused improvement. Ultimately, your measurements of success will be evident by the broad acceptance and utilization of simple interfaces that visually indicate where operational decision-makers should look rather than running many report screens and make it available on any device from anywhere. The focus of the Pandera BI Roadmap Strategy is to provide recommendations so organizations can build the foundation for long-term, scalable BI reporting solutions and data warehousing. The beginning will shape the capabilities for tomorrow. It is imperative that long-term goals are in step with the corporate vision and mission to continue to provide high quality, affordable and compassionate healthcare for patients. 9

10 Pandera Systems, LLC, has studied and analyzed various approaches to deploying the solution, including scenarios for multiple BI Tools, data storage options and licensing needs. To arrive at a strategic BI solution and a sustainable data solution, several significant tasks must be included in the roadmap: Staff and resource the organization for success and sustainability. It is recommended that dedicated resource(s) be assigned to the project to ensure transparency, consistency and knowledge transfer at the projects closure. Complete an open, transparent and competitive process for selection of a BI tool to meet the needs of the organization. Pandera Systems can help provide recommendations based on the organization s current technical capabilities to ensure an appropriate fit, both functionally and financially. Establish formal data governance to facilitate a single source of truth reporting platform, consistent with policies and procedures of the organization s overall mission and values Commit to the project for the long-term and stay dedicated to completing the journey. Many goals have been identified which will take time to come to fruition. 10

11 Strategic Planning Reaching a defined and sustainable BI Strategic plan requires talented resources across the organization, as well as board oversight and leadership guidance. At Pandera, we want to help you make rapid progress to ensure clinical and operational efficiencies, while balancing the need for robust design and cost-effectiveness. Informational Directional Actionable Forensic Clearly show my current performance relative to time periods, then help me identify recent patterns. Provide simple tools for analysis to help me understand drivers. Guided tools for better understanding and detail to support action or decisions. Modules for mining confusing mathematics and complex pattern detection. To begin your Analytic journey, we will help you by developing tools and processes that support a shift toward decision automation, as businesses need to develop a plan for analytics modules that support the four key types of analysis. 11

12 Each of these areas Informational, Directional, Actionable and Forensic establish the foundation for Enterprise Decision Automation (EDA), creating a clear abstracted view and decision framework for analyzing operations. Tell how I am performing now, and make it clear how my current performance comparison relative to time periods, then allow me to discern if the variability is a recent pattern. It s not just reports, it s no longer the old concept of Summarize everything and show it all to me in one screen. We provide what s needed: Advanced visualizations with business-impacting actionable content in the context of a branded application. EDA models and aligns to critical decision making with strategic initiatives As you travel along your BI roadmap, you may determine that some of your assumptions were flawed or logic was faulty and you change processes accordingly. That is a part of the journey and you will learn and grow along the way. You may change the order of or the actual roadmap milestones themselves as a result. By working with Pandera to develop a strong BI Strategic Roadmap in the beginning of your journey, we can chart a path of innovation and success for years to come. 12

13 About Pandera Systems Pandera provides engineered solutions specifically crafted to satisfy your organization s DNA. We deliver constant access to centralized intelligence and unmatched analytics via user-friendly environments on the widest array of platforms, interfaces and mobile devices. Our approach enables actionable insights and enterprise-wide alignment that produce peak performance and sustainable success for our clients. Pandera Systems Atlanta Dallas Nashville Orlando Tampa Washington DC panderasystems.com 2014 Pandera Systems, LLC. All rights reserved. Rev. 8/4/

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