Business Objects Dashboards Drive Performance Improvements at North Carolina s Department of Transportation

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1 Business Objects Dashboards Drive Performance Improvements at North Carolina s Department of Transportation Tim Frost Manager, SAP Services North Carolina Department of Transportation

2 Learning Points Implementation of a Performance Management Framework in a Public Sector environment How Business Objects Dashboards help drive organizational focus on performance metrics Integration of Data from SAP and non-sap sources in SAP Netweaver Business Warehouse

3 NCDOT Overview Almost 80,000 state maintained road miles 2 nd largest state operated ferry system Over 13,500 employees 14 regional highway operation divisions across the state 12 central divisions including: - Highways (all other non-operational divisions) - Motor Vehicles - Financial Management - Information Technology - Technical Services - Transit - Etc.

4 Solution Manager SAP at NCDOT Enterprise Portal (Workplace) Enterprise Portal (Partner Connect) Process Integration (PI) ERP Central Component (ECC) Customer Relationship Management (CRM) Business Objects Business Warehouse Document Management (IXOS) Governance Risk and Compliance (GRC)

5 Historical Perspective Early 2000s: Performance accountability introduced randomly LRTP, Asset Management Systems, SAP, etc. 2007: Transformation Process Developed clear agency purpose/mission. New performance management system developed. 2009: Transportation Reform: Policy to Projects Organizational realignment Implemented a new strategic transportation program based on data and results Complete performance culture instituted - Through data and performance measures!

6 Our Old Performance Management Culture Not focused on organizational outcomes or success Complete performance management system not clear Minimal performance outcomes measured, tracked or reported Only delivering 25-50% of the Transportation Improvement Program Focused on general responsibilities and dimensions Not on employee results or actual outcomes, but on subjectivity Measured performance in organizational pockets System was 100% subjective Process not taken seriously (internally or externally) Employee development was disregarded But 90% of employees were rated outstanding (2007)

7 The New NCDOT Clear and unified mission, goals and values for every employee Performance is result driven with measures and targets Stable transportation work program Well defined performance management process and accountability framework Employee performance tied directly to agency outcomes and results

8 Principles & Objectives Established in 2012 to further institutionalize our mission and goals Performance-driven, action-oriented objectives connected to each principle OUR PRINCIPLES MOVING PEOPLE AND GOODS: Efficient transportation network CHOICES: Options in how to travel CONNECTIVITY: Integration of transportation and land use RESOURCE PROTECTION: Protection and conservation of natural resources PROSPERITY: Economic growth and development ACCOUNTABILITY: Balance of needs and interests with available resources HEALTHY COMMUNITIES: Livable communities and improved quality of life ORGANIZATIONAL RESPONSIBILITY: A sustainable organization

9 Our New Performance Process NCDOT s Mission and Goals setting program direction Work Program prioritizing projects and services Executive Measures tracking progress towards goals Dashboards/Scorecards reporting performance Unit Work Plans planning unit activities Employee Performance staff expectations Continuous Improvement!

10 DASHBOARDS at NCDOT

11 IMDB Highlights Internal Management Dashboard One stop shop for performance information Accessible through SAP Netweaver portal to all employees All KPIs arranged by Organization goals displayed in a visually appealing User Interface Summary level information for Executive Management level displayed by default automatically updated Easy Navigation options for Business Unit Heads to access information relevant for the Unit Drill-down options allow Business Analyst to perform Root Cause Analysis and to get detailed information

12 KPIs organized by Organization Goals displayed on one page Displays State Fiscal Year to date data KPI status compared to target is displayed by RYG scale Hover over each KPI to display description and process owner Executive View

13 Unit Head View Display as Map, Graph or Table Quick Filter drop down for each Unit Head to view results of their Unit Division, District and County Managers can access their Unit s performance results in this view using Quick drop-downs KPI definition explained Quick Navigation to other KPIs in the same Goal Quick Navigation to other Goals Export to Excel and PDF built in Footnotes display any special rules for the metric User guide link available for detailed documentation

14 Access to detail information from the same application Review Information for a different time frame using the Change Filter button Drill-down for Root Cause using the Detail Analysis button Allows for creation of different views of detail information using drag-and-drop Context menu allows for defining complex filter criteria on any characteristic Display properties for objects can be configured Map, Graph and table views can be updated Business Analyst View

15 IMDB Technical Details User Interface built using combination of Business Objects Dashboards 4.0 (Formerly Xcelsius) and BW Web Application Designer 7.0 Data Organized in SAP Netweaver BW 7.01 system End User Access through SAP Netweaver portal Extensive Use of APD to manage performance in absence of BWA

16 IMDB Design Elements Business Objects BI 4.0 Dashboard formerly Xcelsius Header Template for the Dashboard Header Template for each Goal Web Template for Each KPI

17 Analysis Process Designer Lack of BWA mitigated using APD Long running queries are pre-calculated using APD and stored in Data targets designed for IMDB. Process chains automatically update the IMDB data targets Result - optimum performance of IMDB

18 Each KPI is defined as an iview and grouped into folders by Goal End Users can bookmark relevant KPIs for personalized view of IMDB SAP Netweaver Portal Integration

19 SPOT Dashboard SPOT Strategic Planning Office for Transportation Planning application built using Dashboards 4.0 (Formerly Xcelsius) Retrieves the list of candidate projects and related information from BW using a Live Office connection through a WEBI report Allows users to build investment scenarios to prioritize projects using multiple criteria

20 SPOT Dashboard

21 SPOT Dashboard

22 Business Unit Work Plans What a business unit plans to do Essentially a units/divisions actions or strategies that are measurable categories expected to be achieve during the year ( plan your work, work your plan ) Approximately 75 business units at NCDOT are required to maintain a work plan and report results quarterly Work plans activities and elements connect to employee performance as well An internal management and reporting tool only

23 Work Plan Tools Data Entry Tool Web Dynpro Java application on SAP Netweaver portal Business Units enter Plan Values and Actual values for Manually tracked metrics Plan values stored in SAP ECC Controlling module as statistical CO orders Work Plan Dashboard Allows all business units to monitor their work plan status using a simple dashboard

24 Work Plan Data Entry Tool

25 Work Plan Dashboard Allows all business units to monitor their work plan status using a simple dashboard Plan Data is loaded from SAP ECC Actual Data for all the metrics is aggregated in SAP BW from SAP ECC and non SAP systems Created using BI Dashboards 4.0 (formerly Xcelsius) with datasource as BW Bex query Print functionality supported by Crystal report

26 Work Plan Dashboard

27 New in 2013: Situational Reports A quick glance report that depicts subjective and objective data and results from business unit work plans and other systems to a performance template Includes various situational metrics and indicators Paper/hard copy based, but also electronic and automated Intended to only be 1-2 pages Intended for use by executive and senior leadership Currently under development for Highway Operations

28 SitRep

29 Next Steps Continue to improve competency in Business Objects Tools Implementation of Explorer and Visual Intelligence Performance Improvements HANA Mobility

30 Best Practices Business ownership of goals, objectives and metrics is essential to success of a performance management program Organize and integrate your data before starting a dashboard development effort Ease of access for users and quick system response is essential for adoption and use of dashboards

31 Key Learnings Implementation of a Performance Management Framework helps an organization focus on process improvement SAP BW and Business Objects Dashboards provide critical IT tools for implementation of a performance management program Focus on data quality and integration is key to allowing reporting on a wide range of performance metrics Use the right dashboard or reporting tool for your audience

32 QUESTIONS?

33

34 THANK YOU FOR PARTICIPATING Please provide feedback on this session by completing a short survey via the event mobile application. SESSION CODE: 3308 For ongoing education on this area of focus, visit

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