IT as enablers rather than owners of Business Intelligence

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1 Click to edit Master title style IT as enablers rather than owners of Business Intelligence - beyond the Business Intelligence Team Paul Colbran, Director of ICT Neil Randall, BI & Information Manager 17 March 2016

2 Click to edit Master title style Southampton Solent University 160 years of history An international University We deliver graduates with the right skills and experience for employers Over 11,000 students study degrees and postgrad from over 100 nationalities More then 10,000 additional students complete their CPD at Solent Leaders in apprenticeships and accelerated delivery Spanning industries from fashion to engineering, across six academic Schools Five specialist locations

3 Click to edit Master title style Brief for Management Information Develop an business intelligence capability which supports: A change to the way we deliver services and engage with staff and students Collaboration and joined up service delivery Appropriate information sharing and learning from the information held Using information to: create new value deliver a better student experience Inform our pedagogy and service design

4 Click to edit Master title style Brief for Management Information Data historically organised in organisational silo s leading to: Duplication >100 applications, 1,000 (approx) spreadsheets and databases, thousands of documents and unstructured data Multiple versions of the truth Unstructured data repositories Inability to accurately model data Disparate Information Structures Islands of information Data that cannot be joined across applications Lack of ownership and accountability for key datasets Absence of a structured approach to MI and BI

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6 Click to edit Master title style What are our drivers for BI? Increased applications, conversion and enrolment Increased academic achievement and completion rates Increase in retention Increase student participation and lifelong engagement Increase in recruitment Personalised experience anywhere Reaching new markets Predicting performance and retention risks Enabling positive, pro-active interventions Increase in reputation Harness social collaboration tools

7 Predictive Analysis Data Analytics Approach MIS Data Sources Applications Enrolment Points of Entry Swipe Portal LMS Engagement Data Lifecycle Data Achievement Data Swipe Portal Engagement Enrol Applications Progress Withdraw Points of Entry Results Which students are likely to be a retention risk? Combine to give Single 360 degree view of the Student Resnet CRM Behaviour Data Which of those.. Are WP Students? What is their postcode? Their gender, age, demographic? What course or school were they registered with? Modelling Retention Which demographics should we be targeting for our academic profile? Recruitment Which courses require Trigger intervention to aide student Intervention progression? Attainment Trigger Action Withdrawal Swipe Which Students withdrew post enrolment but before Enrolment the financial deadline?

8 Relationship Management System Participation and engagement Quercus SRS Academic Records Manage the Relationship Manage the Student Manage the Interaction Targeted campaigns using existing knowledge Retaining and building student relationship Identifying and reducing lead-toenrolment timescales Predicting dissatisfaction, low engagement and the potential for student departure Placing resources and measures to support students at risk Educating and enabling staff to take action Student Self Service Support students seeking post graduation employment Manage and develop commercial relationships Align industry connections with student, course and career

9 Key solutions supporting student lifecycle Learning Analytics Progression Data Application data Achievement data Trigger action Data Analytics Lifecycle data Manage, Retain & Progress CRM Case management Engagement Monitoring Engagement data Trigger action Touchpoint data Manage Relationship Manage Interaction Manage Student

10 Click to edit Master title style Neil Randall BI & Information Manager

11 Background of the Business Intelligence Team Who and What. Who Formed In November 2014 Greenfield site for a new approach to BI Created within the ICT function. BI Manager 3 Analysts with sql/database backgrounds Reports into the ICT function but.. Seen as a semi-autonomous function by the end users and viewed as part of the business rather than a traditional IT function Close working relationships with Planning/SIS (Student Information Systems) and Finance What Performs full lifecycle activities for delivering BI capabilities from initial business analysis, through to design, development and responsible for delivery of the systems

12 Background of the Business Intelligence Team Why? How? Why? Solent University recognized the need for a dedicated team to facilitate a new approach within the organisation to deliver BI and reporting. To support the student experience with high quality data and reporting. Applications and Student Journey identified as key areas Increasing demands for statutory reporting and government returns expected in the future Free end users from capturing data and copy/paste tasks and enable them to be analysts How? - By being integrated as a part of the organisation -Working closely in partnership with end users and data experts(you have those too!) -By facilitating not owning Business intelligence

13 Building a Business Intelligence Function(Infrastructure as people rather than tin and wires) Two choices BI Department Wider Organisation (Planning, SIS, Finance) Traditional BI Next Gen BI Import to IT, business knowledge Manage User security Build Data models Transform Data /ETL Implement Business rules for data Develop new capabilities Support Infrastructure Keep the lights on IT Department Support Infrastructure Keep the lights on Analyse information Submit change/development requests Build Data models Wider Organisation Transform Data /ETL Implement Business rules for data Develop new capabilities Export capability to the organisation Manage User security Analyse Information

14 Building a Business Intelligence Function How do we develop new datasets and capability? BI Department Provide skills in standard Data warehousing /dimensional modelling(kimball) building Provide Database skills Obtain infrastructure/servers 3-6 Month virtual project team Wider Organisation(Planning, SIS, Finance) * Here is your data expert! Domain knowledge experts Using source systems is their BAU Both suppliers and customers Security Model! *Build a dataset to support one area/function well. Keep it small enough to deliver, big enough to create organisational benefits *Keep the business engaged.deliver regularly in small chunks if you can. Output -Reports and datasets

15 Building a Business Intelligence Function Post Project Delivery Who owns What? BI Department Wider Organisation(Planning, SIS, Finance) Import to IT, business knowledge Infrastructure Databases Keeping servers live Implementing bug fixes/change Reports and report definitions Business rules 1 st and 2 nd line support Identifying required changes Providing new requirements Security access to BI toolset. Minimal Ownership post delivery Move onto the next dataset Export capability to the organisation Majority ownership. End users groups performing BAU are best placed to support questions about reports

16 Building a Business Intelligence Function BAU for a delivered dataset SIS Team Report Developer(1 st line) Tableau Report Reporting Web Portal SIS Team Tableau Site Security Manager SIS Team Data Developer (2 nd Line) End user queries 1,2,3 line Data Warehouse Database BI team ensure infrastructure support (3 rd Line) Report Consumers *VCG to analysts, planners, applications entry staff etc

17 Background of the Business Intelligence Team Tool Choice Traditional business intelligence (BI) and analytic models are being disrupted as the balance of power shifts from IT to the business, according to Gartner, Inc. The rise of data discovery, capabilities.will further democratize access to analytics and stress the need for governance. Gartner predicts that by 2017, most business users and analysts in organizations will have access to self-service tools to prepare data for analysis. Gartner,Jan 27,2015 Tableau Solent required a Tool with a minimal barrier to learn. We find users can build basic tableau reports within 2 hrs of training. Tool needed to be scalable for the end user from basic to advanced user without changing applications. Tool required capability to connect to both the data warehouse and directly to other data sources such as oracle, Sql server, excel while the DW is in development and beyond Tool should expand enable the adoption of BI beyond the IT dept. Many traditional first gen BI products are structured around a clear divide between IT and the organisation different applications and high levels of technical knowledge needed. Scalable from cost and infrastructure perspective.

18 Business Intelligence Team Where are we now? Delivered Application reporting.now an essential BAU function supporting our staff and students Provide Near real time reporting during clearing BI development and delivery principles implemented within organisation. Repeatable activity for new datasets Established relationships with key partners in the university. Work as part of the organisation, not just IT. Going live over the next quarter with a student journey reporting tool to show student status from pre-enrol to active, withdrawals, year on year continuation. BI is an organisational Activity - It as enablers of BI, not owners

19 Background of the Business Intelligence Team Example Applications report

20 Summary By 2020, 80% of all enterprise reporting will be based on modern BI and analytics platforms; the remaining 20% will still be on IT-centric reporting-based platforms Gartner,16 feb 2016 Modern Technology users : Use data as part of their lives. Are capable of performing BI activities and analysis that 10 years ago would have traditionally been considered an IT function Smart implementation of BI frees your IT department from report writing and report management and allows them to spend valuable time building the underlying infrastructure to support the organisations BI aims (NR)

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