Data Dashboards for School and Community

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Loreen York
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1 Data Dashboards for School and Community MoASBO Spring Conference 2012 Presenter: Rick Green Director of Information Technologies

If not implemented judiciously, they can also be a timeconsuming exercise providing inaccurate and/or misleading business

2 Springfield Public Schools Why Dashboards? o Business Intelligence (BI) dashboards can be valuable business tools providing a quick overview of key business metrics. If not implemented judiciously, they can also be a timeconsuming exercise providing inaccurate and/or misleading business intelligence. o By defining clear objectives, involving key stakeholders, and identifying uniform data sources, then your dashboard will provide actionable data to fuel good and timely business decisions.

3 Springfield Public Schools Types of Dashboards o Operational dashboards track core operational processes and often display real-time data. These dashboards emphasize monitoring more than analysis or management. o Tactical dashboards track departmental processes and projects and emphasize analysis more than monitoring or management. They are often implemented using portals and run against data marts or data warehouses. o Strategic dashboards (or Scorecards) monitor the execution of corporate strategic objectives at each level of the organization and emphasize management more than monitoring or analysis. They are often implemented to support a Balanced Scorecard methodology.

4 Springfield Public Schools The fundamental rules and guiding principles for dashboard development are: o Defining your process o Setting a goal and clear success criteria o Identifying dashboard constituents and securing their buy-in o Validating and confirming key business metrics (KPIs) o Challenging Convention (paradigm shift) o Selecting your dashboard implementation process

5 Springfield Public Schools The Right Frame of Mind yields desired results o Good BI dashboards require an open mind, thoughtfulness, teamwork, discipline, knowledge of your business and the right tools. o Keep in mind, you will look at your dashboard every day; and make decisions that profoundly affect your business based on what you see. o The bottom line: if your dashboard is off either in purpose, execution, or accuracy your business is driving blind. You just don t know it. If your data is bad, your presentation unclear, or you are tracking the wrong metrics, you are in trouble

6 Springfield Public Schools Define Your Process o Set a dashboard goal o Define dashboard constituents and get buy-in o Identify critical business metrics o Select a dashboard team o Identify data sources and how you ll access them o Design your dashboard to present information in the most meaningful and accessible fashion o Survey the universe of tools available for creating your dashboard and allowing users to generate their own views o Develop a project schedule and budget for your dashboard project o Review your project and process with all concerned o Implement

7 A Common Vision & Goal does matter!

8 Springfield Public Schools Set a Goal and Clear success criteria o Set a goal for your dashboard. It may be the single most important thing you do! o Everyone needs to be in agreement on the purpose of the dashboard o Your goal may not only be to document and present enterprise data but to look into and plan for the future o Whatever your purpose, be specific, and make certain all your constituents know what the goal is o Plan for what the dashboard measures will be, and over what period of time they will be provided

9 Springfield Public Schools Know Your Business Identify Critical Business Metrics This is a critical phase in the definition of your dashboard. o Know your business o Know your information needs o Know the information needs of your constituents o Know the requirements for timeliness, and understand what types of decisions will be based on your dashboard

10 Springfield Public Schools Challenge convention o Really analyze what you want to track and measure on your dashboard both internally and externally o Don t accept what and how the business has measured things historically, this is an opportunity for change o Dig in and understand what is really important clear goals and indicators will make this easier

11 Springfield Public Schools Delivery Methods o Determine the software or application system you will use to develop and deliver your dashboard IBM Cognos Data Warehouse Microsoft SQL 2008 R2 with SharePoint 2010 Others

12 Springfield Public Schools Dashboards utilizing IBM Cognos 10 Data Warehouse

14 Springfield Public Schools SPS utilizes three dashboard models o News provides information related to the state of our data warehouse o Operational - provides an overview of recent attendance and behavior for either the district or an individual site o District summary - a multi-year overview of our district s important data

34 Examples of SharePoint 2010 and Office 2010 with Microsoft SQL Server 2008 R2 utilizing Microsoft Business Intelligence 2010 Microsoft Corporation. All rights reserved. Microsoft, SQL Server, Windows, and SharePoint are trademarks of the Microsoft group of companies

36 Springfield Public Schools Filtering Criteria

39 KPI Details Springfield Public Schools

40 Springfield Public Schools The future of Dashboards at SPS o Extending key district indicators from Cognos to SharePoint 2010 for the community o Development of a District Goals Dashboard by Community Relations for stakeholder feedback o The use of department or program dashboards to help promote transparency instead of using dashboards as an operational tool o As a delivery tool of strategic key district, department or program indictors and measures both internally and externally

42 Others Springfield Public Schools o LogiXML Another product for dashboard development and business analytics.

43 Q & A?

44 Resources o o o o o o o o Springfield Public Schools Best Practices for Digital Dashboards an Operating Executive s View by Michael Forrester - Other resources Magic Quadrant for Business Intelligence- gartner-magic-quadrant-for-business-intelligence-platforms/ IBM Cognos Business Intelligence Dashboards ibm.com/software/analytics/business-intelligence/dashboards.html Using a Dashboard Built on SharePoint Server, SQL Server, and Office. A Sales Dashboard for Contoso Dashboard Best Practices - LogiXML Developer Site - * Note: Government/Education - Contact person at LogiXML: Carrie Humphrey X:134

Business Intelligence and Reporting

Business Intelligence and Reporting With an immense amount of data located in a variety of systems, one of the great challenges organizations face is how to collect, categorize, understand, and make decisions