Data Warehouses and Dashboard A Primer

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Data Warehouses and Dashboard A Primer

• Mr. Tod R. Massa
• Director, Policy Research Data Warehousing,
  State Council of Higher Education for Virginia
• Dr. Dave Oehler
• Director of Assessment, Information and
  Analysis, Northwest Missouri State University

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Presentation Overview

• Data Warehousing
• Goals of data warehousing
• Components of a data warehouse
• Data flow
• Dashboards
• Goals of dashboards
• Components of dashboards
• Drilling down

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Presentation Overview

• Data Warehousing
• Goals of data warehousing
• Components of a data warehouse
• Data flow
• Dashboards
• Goals of dashboards
• Components of dashboards
• Drilling down

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What is a Data Warehouse?

• Definition/use
• A repository of data, frozen in time
• Scrubbed/cleansed
• Some portions captured as is
• Some portions massaged to facilitate faster
  computation/reporting

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Goals of Data Warehousing

• GOAL 1 Accessible information
• Intuitive and self-describing
• Labeled appropriately
• Slicing and dicing
• Minimal wait times

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Goals of Data Warehousing

• GOAL 2 Consistent information
• Carefully collected from multiple operational
  sources
• Cleansed and quality assured
• Common definitions
• Unique describing labels

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Goals of Data Warehousing

• GOAL 3 Flexible during change
• Designed to handle change
• Avoids invalidating existing data
• Minimal disruptions in existing applications and
  data
• Accountable for changes

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Goals of Data Warehousing

• GOAL 4 Secured information
• Crown Jewels
• Usually contains sensitive business information
• Must effectively manage access

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Goals of Data Warehousing

• GOAL 5 Improved decision-making
• Data needed to make decisions
• Supply evidence to improve decisions
• Decision Support System

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Goals of Data Warehousing

• GOAL 6 Accepted among the organization
• Extent of deployment after training
• Meeting the needs of management
• Use of system to make business decisions

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Presentation Overview

• Data Warehousing
• Goals of data warehousing
• Components of a data warehouse
• Data flow
• Dashboards
• Goals of dashboards
• Components of dashboards
• Drilling down

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Components

• Operational source systems
• Student information systems
• Financial information systems
• Alumni information systems
• Human resource information systems
• Other shadow information systems

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Components - Operational Data Store

• Elements Considered
• Existing reports
• Existing dashboard displays
• Future research interests
• Collection cycles
• Census
• End of Term
• Completions
• Cleanse Data

• Including codes/descriptions
• Converting/Keeping operational code values
• Data similarities
• storage structure
• reporting usage
• Documentation

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Components

• Data staging area (ETL)
• Extract
• Collect data records from operation information
  systems
• Transform
• Massage data records (cleanse, combine,
  de-duplicate)
• Load
• Populating data records in the warehouse

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Components

• Data presentation
• Area accessible by management
• Integrated data marts (common dimensions and
  facts)
• Usually presented, stored, and accessed through
  dimensional schemas
• Contains detailed atomic data
• Operational by management

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Presentation Overview

• Data Warehousing
• Goals of data warehousing
• Components of a data warehouse
• Data flow
• Dashboards
• Goals of dashboards
• Components of dashboards
• Drilling down

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Phenomenon of Measurement
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Presentation Overview

• Data Warehousing
• Goals of data warehousing
• Components of a data warehouse
• Data flow
• Dashboards
• Goals of dashboards
• Components of dashboards
• Drilling down

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What is a Dashboard?

• Definition/use
• Both a process and a tool
• Looking for unfavorable trends or patterns and
  focusing energy on improving priority areas
• A (diagnostic) means for monitoring performance
  to ascertain what is working well and where
  additional attention is needed
• A few (4-6) sets of indicators, representing the
  most central areas related to high performance

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How Does a Dashboard Focus Activities and
Processes?

• Requires clear definition of outcomes
• Focuses on a manageable (small) set of key
  outcomes (results)
• Encourages cross-functional communication
• Requires fact-based decision processes
• Data reporting structures
• Process improvement orientation
• Layering of detail (summative vs. formative)

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Time is Increasingly a Precious Resource

• Dashboards help you know whats important
• Dashboards focus on actions that make a
  difference
• Collect data to create information you can use,
  then use it

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Data for Decision-making

• Assessment needs to answer questions
• Systems to collect, analyze, and report
  information need to be developed to support the
  specific information requirements

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Assessment System Design

• 1. Data Collection
• Centralized measures
• Decentralized measures
• 3. Reporting Systems
• Summative Information
• Formative Information

• 2. Data Processing
• Disaggregation system
• Aggregation system
• No transformation
• 4. Analysis/Decision-making
• Cabinet, Deans, Directors,
• Department Chairs
• Department Chairs, Faculty

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Data Collection
Reporting Systems
Analysis and Decision-making
Data Processing
Centralized
Summative Information (Dashboards, Profiles)
Cabinet, Governing Board, External Audiences
No Transformation
Disaggregation System
Deans, Directors, Department Chairs
Much Little Detail
Detail
Directors, Department Chairs
Formative Information (Operational)
Decentralized
Aggregation System
Directors, Department Chairs, Faculty, Staff
No Transformation
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Presentation Overview

• Data Warehousing
• Goals of data warehousing
• Components of a data warehouse
• Data flow
• Dashboards
• Goals of dashboards
• Components of dashboards
• Drilling down

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What Metrics are in a Dashboard?

• The Dashboard includes a balanced view of an
  organization
• Learning and Growth (student academic progress
  faculty
• and staff development, scholarship and
  research productivity)
• Customer Relations (students, faculty, staff,
  alumni,
• parent satisfaction and involvement)
• Internal Processes (functional area performance
  
• accuracy, timeliness, friendliness)
• Financial Measures (fiscal health and viability)

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Northwests Dashboard Model

• Our model includes several types of
  information/report presentations
• Dashboards single screen current status
• Trend charts key data element trends over time
• Data tables key data detail trends over time
• Majors, minors, advisees, degrees, SCH,
  financials
• Special interest charts/tables

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Features of the Northwest Balanced Scorecard
System

• Dashboard lights to indicate current status
• Hyperlinks to navigate through workbooks
• Hyperlinks to drill down to detail
• Comparative data links for setting targets
• Real-time data updates
• Accommodates various data sources
• Modular design to facilitate upgrading
• Automated updating of modules

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Presidents Dashboard

• General Dashboard categories
• Student Success
• Satisfaction
• Enrollment
• Financials
• Additional monitoring category
• Strategic Initiative Achievement

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Presidents Dashboard
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Provosts Dashboard

• General Dashboard categories
• Student Academic Performance
• Student Satisfaction
• Student Success and Placement
• Academic Workload
• Additional monitoring category
• Strategic Initiative Action Plan Progress

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Provosts Dashboard
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VP Student Affairs Dashboard

• General Dashboard categories
• Student Engagement
• Student/Stakeholder Satisfaction
• Auxiliary (financial)

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VP Student Affairs Dashboard
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Presentation Overview

• Data Warehousing
• Goals of data warehousing
• Components of a data warehouse
• Data flow
• Dashboards
• Goals of dashboards
• Components of dashboards
• Drilling down

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Comparative Data

• In order to judge how good your performance is,
  results should be put into some context
• Trends over time
• Comparisons to other internal units
• Comparisons with peer groups
• Comparisons outside of the education sector

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Interpreting Dashboard Indicators

• To follow up on indicators of interest, use
  hyperlinks to access increasing levels of detail
• Student satisfaction as an example
• Presidents dashboard to
• Provosts dashboard to
• Noel-Levitz Student Satisfaction Inventory data
  trends

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Provosts Dashboard Metrics Architecture
Department A Profile and Dashboard
College A Profile and Dashboard
Provosts Profile and Dashboard
Presidents Dashboard
Department etc. Profile and Dashboard
College etc. Profile and Dashboard
Academic Profile results module
Undergrad majors and minors, Graduate majors,
Degrees, Advisees module
Student opinionnaires of teaching module
Placement data module
Service unit A Profile and Dashboard
Service unit B Profile and Dashboard
Major Field test results module
General Education local module
Financial data module
Service unit C Profile and Dashboard
Praxis and C-BASE results module
Program SCH generation module
Major field local/senior capstone module
Student satisfaction module
Service unit etc. Profile and Dashboard
EMSAS module (freshman success)
Alumni satisfaction module
Comparative data for targets
July 28, 2002
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Data Warehouses and Dashboards A Primer

• Contact information
• Tod Massa
• State Council of Higher Education for Virginia
• 804.225.3147 (voice)
• todmassa_at_schev.edu
• Dave Oehler
• Northwest Missouri State University
• 660.562.1527 (voice)
• oehler_at_nwmissouri.edu