Business Intelligence. Using business intelligence for proactive decision making

Transcription

1 Business Intelligence Using business intelligence for proactive decision making

2 Table of Contents What is Business Intelligence? Why Business Intelligence? Strategy and Approach Case Study

3 WHAT IS BUSINESS INTELLIGENCE?

4 What is Business Intelligence Business intelligence (BI) mainly refers to computerbased techniques used in identifying, extracting, and analyzing business data BI technologies provide historical, current and predictive views of business operations... Business intelligence aims to support better business decision-making. Thus a BI system can be called a decision support system (DSS).

5 AGAIN! What is Business Intelligence? Business intelligence (BI) Pulling data from a bunch of different systems and flattening it out to make is easily and more quickly searchable. Applying that flat data to dashboards in order to allow the Business to make decisions. What I am about to show you is the process to get your organization ready to support Business Intelligence.

6 WHY BUSINESS INTELLIGENCE?

7 New York Presbyterian Hospital - Portal Integrated Data-driven and Risk Management Organization Project Management Maintenance Management Capital Allowances The User Interface Provide single location for access to all critical information Encourage business units to publish consistent performance metrics Create cross-functional awareness Space Management Facilities Portal is organized in Risk Folders Safety and Compliance Space and Infrastructure Projects (Costs & Schedules) Finance and Operations

8 Business Challenges Business Drivers Do I know if my investment in Real Estate is at the right level? Do I know my total financial obligations? How will future growth or the re-pricing of my existing portfolio impact occupancy cost trends? Is the strategic view of the real estate organization aligned with my organizational and field-level goals? Operational Issues How long does it take to provide key analytical reporting? Do our tools effectively provide timely access to key information? Do I have historical data to model trends? Are standards in place to assure data integrity and accuracy?

9 Approach to Solution An effective BI strategy for RE&F will align facilities intelligence + enterprise objectives + business strategy + investments. Businesses should focus on increasing the maturity of processes and data that will yield value and enable measurement and communication. Note: Bottom line performance is basically overall efficiency that effects the profits and cost of the dept, BU or company overall Source: Life Cycle Engineering / Brynjolfsson (MIT)

10 Solution Effectiveness What Every Modern BI Tool Does Provide easy access to organizational information Provide access to corporate data Hide the complexity of corporate databases Allow the user a multitude of ways to summarize and present data Have a web-based interface Support a variety of users Create their own reports Run pre-existing parameterized reports Provide dashboard-like interfaces

11 BI STRATEGY

12 Capability Understand and Assess Business Process Maturity BI Readiness 1. INITIAL Processes unpredictable, poorly controlled and reactive 2. MANAGED Processes characterized for projects and is often reactive and manual Chaos 3. DEFINED Processes characterized for the organization and is proactive Spreadsheets 4. QUANTITATIVELY MANAGED Processes are measured and controlled Business Automation 5. OPTIMIZING Focus on process improvement Decision Support Systems Maturity

13 Maturity level 2 to 3 - Methodology Strategic Planning Model Where are we? Where do we want to be? What we will do to get there? How will we accomplish this? Assessment Analysis Recommendations Action Plan Measures for each functional area Prioritization Data Management Practices Data Gap Analysis Availability Accessibility Standardization Policies Performance monitoring Initiatives and Projects Sub initiatives Detailed Tasks Short Term Medium Term Long Term

14 Assessment - Where are we? Assessment Analysis Recommendations Action Plan # Priority Question 1 Please list the 5 most important business systems/applications, and rank them in importance to your business 2 What are the purposes of the current applications in use? 3 Please list the 5 most important business processes and rank them in importance to your business 4 What measures are used in those business process to determine performance? 5 Does the organization have clarity in the definition of information (common business frame of reference, structure and associations of data are consistent)? 6 Does the organization have a specified standard for the precision of measures? How is analysis defined, and by whom? 7 Are the business reporting tools correlating the information in an agreed to set of business definitions? 8 Are any industry standards being used in the coding and referencing of data? 9 Are the authoritative sources of data (domain owners) already identified? 10 Are there any known data needs beyond those described by the identified systems?.

15 Analysis - Performance Measures Framework Assessment Analysis Recommendations Action Plan Aggregated and Distributed Metrics Strategic Level % Maintenance expenditure as proportion of rent collection Total RE Lease Obligations (Capital /Operating) Impact of Occupancy Costs on Earnings Per Share Data in Silos Management Level % Rent collection rate $ Rent lost due to vacant properties % Current tenants in serious arrears Average dispatch to close time for WO Operational Level % Unplanned repairs completed on time Completed Work orders /day # Tenants under contract Data Diagnostic Metrics Data Management Level Exception Reports Data policies Data Standards Performance Monitoring

16 Importance >>> Recommendations What needs to be done? Assessment Analysis Recommendations Action Plan 1 RE Payments Reporting 6 2 RE Priority Performance Metrics RE Operations Cost Reporting RE Operations Efficiency Reporting RE/OPS Customer Satisfaction Data Governance - Data Standards Data Visualization - Platform Non-WREF Sites Conversion Planning Data Governance - Process/Controls RE Industry Performance Metrics RE Operations Industry Reporting Complexity/Risk >>> 12 Data Visualization - Wireframe Designs

17 Version 1 6 DEC 2011 Action Plan How will we accomplish this? Phase 1Q 2Q 1 3Q 4Q 1Q 2Q 2 3Q 4Q 1Q 2Q 3 3Q 4Q RE Performance Metrics RE Operations Cost s RE Operations Efficiency Reporting RE Industry Performance Metrics RE Operations Industry Reporting Projects Data Visualization - Platform RE Payments Data Visualization - Prototypes Non-WREF Sites Conversion Planning Data Governance - Data Standards Data Governance Process/Controls RE Customer Satisfaction Rent Obligation (current) Footprint Reduction Critical Dates Space Utilization Space Occupancy Rent Obligation (term) Design Capacity vs. Actual Capacity Shared Space vs. Dedicated Space Revenue per Business Group/Entity Measures Resulting from Projects Cost per Person (base rent) Lease Revenue Payment - Receivable Payment - Payable Non-rent Occupancy Cost Cost to Revenue Cost to Gross Profit Asset Valuation Cost per Area (s.f/m) Churn Rate Customer Satisfaction Metrics Risk/Complexity Profile High Medium Low

18 Information Management Business Intelligence 4 Dashboard BI Tool Selection Develop Performance Metrics 3 Data Repository Centralized Reporting Strategy Identify Performance Measures Implement 2 Integration Requirements Integration Enabling Process Integration Enabling KPIs Integration Plan Implement 1 Master Data Management Data Identification Data Standardize Data Ownership Implement

19 Data Types Master Data Nouns of a business (People, Assets) Hierarchical Data Relationship between data (Organization, Location, Uniformat Class, Room Type) Transactional Data Verbs of a business (Work Orders, Deficiencies, Projects, Cost, Timekeeping) Metadata Data about data Unstructured Data s, Articles, PDF files

20 CASE STUDY NEW YORK PRESBYTERIAN HOSPITAL

21 New York Presbyterian Hospital Case Study Business Challenge Space Management Risk of incomplete planning information and missed revenue opportunities: Infrastructure Management Reputational Risk resulting from poor visual appearance: Regulatory Compliance Life Safety Risk resulting from noncompliance with regulatory standards: Work Order Management Client/Patient Satisfaction Risk with poor work management processes: Business Intelligence Lack of unified Business Process Measurement and Management: Benefits/Results Scored a 100 % during the Joint Commission survey with $1.6 M savings in the first year Productivity increased by 30 %. Patient satisfaction scores shows an overall improvement in the patient experience related to the physical environment. Decrease in Fire/Smoke incidents by 25% (high priority) Average work request response time reduced by 64%

22 Understanding Risk Risk 1 Manage the Process to Identify, Prioritize and Implement a Capital Plan to best achieve the institutional mission Risk 5 Improve and maintain Financial and Operational Strength Risk 4 Maintain Safe and Compliant Facilities Risk 2 Provide appropriate Space and Infrastructure necessary to support future programs and operations Risk 3 Manage Project Planning, Cost and Schedule and minimize the velocity of change

23 Functional Areas for Risk Mitigation Asset / Equipment Management for Compliance Infrastructure Management Increased Patient Care Experience Business Intelligence for Information Management Operational Process - Disposition of hazardous materials

24 Asset Management for Regulatory Compliance Performance Management 3 Inspection Audit Monthly Audit Program Check for evidence of compliance Failed Audit escalated to Site Inspectors Audit review with Steering Committee 2 Asset Inspections Set up Inspection Schedule Vendor walk through with mobile device Scan Barcodes to respond to inspection Failed Inspections triggers WO 1 Asset Inventory New barcode / Scan existing barcode Insert / Update asset location on drawings Insert / Update Detail Asset Data QA checks for Data Integrity

25 Asset Inspections Performed Deficiency Data Collected through ARCHIBUS Web Central Identification of Deficiencies

26 Asset Inspection Results Inspection test results color coded (Red = Fail, Green = Pass) Asset Information

27 Deficiency Management

28 Performance Management Current Deficiencies What is my risk of noncompliance? ILSM Risk Are we getting more efficient at closing Deficiencies? Do we have the necessary funds and resources for our mitigation activities?

29 Performance Management Aggregated Space and Deficiency Data Tower A Hospital D Building B Hospital C Pavilion D Clinic E Building F Pavilion D Institute H

30 Infrastructure Management Patient Care Performance Management 3 Patient Satisfaction Conduct Patient Satisfaction Survey Plan on continuous improvement programs 2 Capital Planning Develop Multi- Year Capital Plan Plan projects to annual budget Manage Projects to budget and schedule 1 Patient Room Assessments Develop Assessment Criteria Train Assessment Team Perform Assessments Action Plan Based on Results

31 Facilities Aesthetic Condition Enhancement Inspect Room and record findings and Report Room Data Inaccuracy

32 Facilities Aesthetic Condition Enhancement

33 Performance Management Assessment/ Priority: What is the current condition of facilities and where are areas of greatest need? Results Metrics: What effect are the improvements having on Press Ganey patient satisfaction scores?

34 Master (Hierarchical) Data Management Work Order Work Order Data WO ID Asset Data Asset ID HR Employee Data Employee ID Space Management Space Portfolio Data Campus ID Bldg ID Floor ID Room ID SOC Data PFI ID Asset ID (life Safety) Financial Cost/budget Data Cost Codes Defined Data Ownership for each System and Relationships to Metrics and KPIs Project Management Project Data Project ID

35 Integration Plan

36 New York Presbyterian Hospital - Portal Integrated Data-driven and Risk Management Organization Project Management Maintenance Management Capital Allowances The User Interface Provide single location for access to all critical information Encourage business units to publish consistent performance metrics Create cross-functional awareness Space Management Facilities Portal is organized in Risk Folders Safety and Compliance Space and Infrastructure Projects (Costs & Schedules) Finance and Operations

37 Questions? Thank You!

38 Data Standards Standardize data formats Example: Asset ID is 8 characters long and alphanumeric in all systems (CMMS, SOC, Condition Assessment and Location) Establish / Refine procedures for data creation for all systems Example: Follow check list to create a new projects in Unifier (Attach documents, Identify team, Communicate schedules) Refine drawing standards CAD standards approved and in production Refine as necessary Define drawing methods Establish Symbol library for life safety and other engineering disciplines Ensure existing policies are followed Quality review of record drawings in production Develop Data Standards

39 Integration Approach Integration Work Order Work Request Time Keeping 1 Space Integration Middleware Projects Data Warehouse Data Warehouse 2 Reporting and Analysis BI 3

40 Integration Approach Prioritize Integration Points 2 1 Work Order Work Request 1 Time Keeping Space Integration Middleware Projects

41 Integration Approach Source Application IWMS System Financial HR Reporting and Analysis BI

42 Integration Plan

43 Data Warehouse Strategy Typical BI Workflow RE &F Data Facilities Data Mart Financial Data Clinical Data DATA WAREHOUSE Medical Data Mart BI Vendor Data Financial Data Mart Operational Data Level External data legacy applications Operational Reports built in the system Warehouse Level Collect cleanse, organize and distribute Analytical Level Query, reporting & analysis End User Analysts Managers 44

44 Data Mart Strategy Prioritize Data Mart Load 3 4 Condition Assessment Operations & Maintenance Work Requests 2 3 Regulatory Compliance Project Management 1 2 Space Facilities Data Mart Time Keeping 1

45 Business Intelligence Prioritize Data Mart Load 3 4 Condition Assessment Operations & Maintenance Work Requests 2 3 Regulatory Compliance Project Management 1 2 Space Facilities Data Mart Time Keeping 1 BI Platform