Business Intelligence Self Service Consolidation. Discoverer Decommissioning

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Iris Goodman
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1 Business Intelligence Self Service Consolidation Discoverer Decommissioning

2 Contents Project Overview and Drivers Reference Group BI at the University BI User Community What is Self Service Reporting? Transition Approach Fast Track Delta Sessions Full Training Questions University of Adelaide 2

3 Business Intelligence Self Service Consolidation Overview

4 BISCC Project Overview Business Intelligence Self Service Consolidation Joint IIP funded project between Technology Services and Planning & Performance Reporting Consolidate self-service reporting to a single BI platform Project Structure and Governance Project Executive Project Board Business Lead Project Manager Business Analyst Project Officer Trainer Reference Group Mark Gregory (CIO) CBS/BI Board Adam Gardner (P&PR) David Stoward (TS) Don Telford (P&PR) Mary Rezvani (TS) Terry Hall (TS) To be introduced University of Adelaide 4

Executive Project Board Business Lead Project Manager Business Analyst Project Officer Trainer Reference Group Mark Gregory (CIO)

5 Data Warehouse Peoplesoft Campus Solutions Peoplesoft Human Resources Management System Peoplesoft Financials Supply Chain Management Integrated Data Warehouse Cognos Business Intelligence External Data University of Adelaide 5

Supply Chain Management Integrated Data Warehouse Cognos

6 Project Drivers Technical Drivers Oracle BI Discoverer tool is old technology and there is no upgrade path Discoverer is essentially a redundant component as the Cognos BI platform can replace all if its functionality and more There are significant costs involved supporting two BI platforms Discoverer is a stand alone ad-hoc querying tool with a one-size fits all approach Cognos BI is a modern platform with multiple integrated capabilities and ongoing Vendor enhancements Business Drivers Survey results and usage statistics indicate a large number of Discoverer users don t require the ability to develop their own reports if there was an alternative A significant number of users have been trained in Discoverer but rarely use it to potential, if at all If available a majority of Discoverer users would only require access to standard Professional Reports There is still a business requirement for appropriately trained and skilled staff to use an ad-hoc reporting tool Minimise training with a consistent tools set Free up resources for data integration projects University of Adelaide 6

platform with multiple integrated capabilities and ongoing Vendor enhancements Business Drivers Survey results and usage statistics indicate a large number of Discoverer users don t require the

7 What this means for you? You will be transitioned to a Cognos BI capability that best suits your requirements There will be no automated migration of Discoverer users workbooks to a Cognos equivalent Rebuild as required and reconfirm required filters and calculations clean house Support from the project team to assist you through the transition process High usage Discoverer templates will be developed as Cognos Professional parameterised reports Discoverer will be switched off at the end of February University of Adelaide 7

Discoverer users workbooks to a Cognos equivalent Rebuild as required and reconfirm required filters and calculations clean house

8 Business Intelligence Self Service Consolidation Reference Group

9 Reference Group Representatives from each faculty and central student related business units, they will provide feedback to you on project progress, outcomes and changes in business procedures. Name Faculty/Division Position Title Julie Reeves Faculty of Sciences Acting Manager Student Services, Faculty of Sciences Ryan Rosner Faculty of Health Sciences Acting Student Services Coordinator, Faculty of Health Sciences Jessica Raeburn Division of Deputy Vice Chancellor (Academic) Learning & Quality Support Officer, Learning and Quality Support Margaret Schiller Faculty of Engineering, School Manager, School of Mechanical Engineering Computer & Mathematical Sciences Velice Wennan Faculty of the Professions School Manager, School of Architecture & Built Environment Abhinay Katakam Daniel Moore Faculty of Humanities and Social Sciences Division of Deputy Vice Chancellor (Academic) Deputy Business Manager, Faculty of Humanities and Social Sciences Team Leader, Student System Solutions Terry Hall Services and Resources Training Officer, Technology Services Jodie Butler Rob Davies Division of Deputy Vice Chancellor (Academic) Division of Deputy Vice Chancellor (Academic) Manager, Performance Reporting Senior Business Intelligence Analyst, Business Intelligence Team University of Adelaide 9

Faculty of Health Sciences Jessica Raeburn Division of Deputy Vice Chancellor (Academic) Learning & Quality Support Officer, Learning and Quality Support Margaret Schiller Faculty of Engineering,

10 Business Intelligence Self Service Consolidation BI at the University

11 BI User Community 197 Active Users (was 350+) Survey of Active Users Results (76 responses) Frequency of Use Daily 12% Weekly 25% Monthly 30% Rarely 33% Business Area Usage Course Enrolments 90% Award Progress 56% How to access information preferences 52.9% want to develop their own reports and queries 47.1% want simple parameter driven reports - no training University of Adelaide 11

Enrolments 90% Award Progress 56% How to access information preferences 52.

12 What is Self Service Reporting? Professional Reports Pre-Built parameter driven Faculty, School, Enrolment Year, Head count and Load Online analysis Exportable to Excel No Class Room Training Authorised Access still required Ad-Hoc Reports User created with a Reporting Tool Cognos Workspace Advanced Drag and Drop fields, add filters and sort Exportable to Excel Class Room Training Required (new users) Authorised Access University of Adelaide 12

analysis Exportable to Excel No Class Room Training Authorised Access still required Ad-Hoc Reports User

13 What will you see in Cognos? Professional Reports (Everyone) Existing Cognos Student Reports An initial set of reports based on the following templates from Discoverer: Enrolment Tracking Timetabling Aid StudentProfilingRegularReports Student Profiling Course Enrolments (training exercises) Reports will be progressively rolled out during the project Further reporting requirements to be determine by the Reference Group Please feedback any requirements to your representative Cognos Workspace Advanced (where appropriate) University of Adelaide 13

Discoverer: Enrolment Tracking Timetabling Aid StudentProfilingRegularReports Student Profiling Course Enrolments (training exercises)

14 Data to be included in Self Service Reporting? Student Course Enrolments Award Progress Finance General Ledger Account Balances (separate authorisation required) Data no longer available through ad-hoc reporting tool: CEQ/GDS DEST Enrolments DEST Load Data is available on request from Performance Reporting team University of Adelaide 14

(separate authorisation required) Data no longer available through ad-hoc reporting

15 Business Intelligence Self Service Consolidation Your Transition Options

16 Transition Approach Existing Users - 3 Options Fast Track Delta - Presentation and Hands on Session Full Training New Users Full Training Available in October Nominate your preferred approach via University of Adelaide 16

Training New Users Full Training Available in October

17 Transition Options Fast Track You can request access now to be provisioned from 11 August Do you need Professional Reports or Ad-Hoc Reports? Professional Reports Access to Cognos granted Discoverer access removed immediately Ad-Hoc Reports Access to Cognos: Workspace Advanced granted Discoverer access in parallel for 2 months Support is available: Project Officer to assist with report development and usage University of Adelaide 17

Professional Reports Access to Cognos granted Discoverer access removed immediately Ad-Hoc Reports Access to

18 Transition Options - Delta Only where ad-hoc reports access is required Attend One Hour lecture style demonstration 2 hours Hands-on sessions available: Assistance with recreating queries in Cognos from Discoverer workbooks Access to Cognos: Workspace Advanced granted Discoverer access in parallel for 2 months Support is available: Project Officer to assist with report development and usage University of Adelaide 18

Discoverer workbooks Access to Cognos: Workspace Advanced granted Discoverer access in parallel for 2

19 Delta Sessions Delta One Delta Two Delta Three Wed 6 August Thu 14 August Monday 18 August 2:00pm 5:00pm 2:00pm 5:00pm 2:00pm 5:00pm ITS Meeting Room 2 ITS Meeting Room 2 ITS Meeting Room 2 Delta Four Delta Five Delta Six Wed 27 August Fri 5 September Mon 8 September 1:00pm 4:00pm 2:00pm 5:00pm 2:00pm 5:00pm ITS Meeting Room 2 ITS Meeting Room 2 ITS Meeting Room 2 University of Adelaide 19

Four Delta Five Delta Six Wed 27 August Fri 5 September Mon 8 September 1:00pm 4:00pm 2:00pm

20 Transition Options Full Training Full Training (only for ad-hoc reports) Instructor Lead Attend three hour Instructor-lead training Commencing October 2014 Access to Cognos Workspace Advanced granted Discoverer access removed (clean slate) on training date Support is available: Project Officer to assist with report development and usage University of Adelaide 20

Workspace Advanced granted Discoverer access removed (clean slate) on training date

21 Transition Timeline Fast Track Discoverer Access Removed July Aug Sept Oct Nov Dec Jan Feb Delta Sessions Discoverer Access Removed Full Training Discoverer Access Removed Discoverer Decommissioned Immediately after training New User Training Ongoing BAU after February 2015 University of Adelaide 21

22 What data will you have access to? All Discoverer users who transition to Cognos will have access to: Student Professional Reports Student Ad Hoc reporting (where appropriate) Course Enrolments Award Progress University of Adelaide 22

23 Your Preferred Approach Contact the Project Team Nominate your preferred transition option Complete the access request form University of Adelaide 23

24 Further Information Report Suggestions Discuss with your reference group representative Cognos Support Website: Assistance with Cognos: Mary Rezvani - ext Don Telford - ext University of Adelaide 24

Data Is Integral To Our Culture

Data Is Integral To Our Culture In the news On the streets Progress Update Recommendation #3 of ITSM Top 5 Service Recommendations from February 2013 Recommendation #3 summary Expand the Enterprise Data