Implementing KPI Reporting in the College of LSA

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Implementing KPI Reporting in the College of LSA

• Rob Wilke
• Nick Hadwick

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• Our Data Environment
• LSA in Context
• KPI Development Process
• System Demo
• How used
• Technical Infrastructure
• Challenges encountered
• Future Directions

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BI Data -gt Information -gtKnowledge -gt Action
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UM Data EnvironmentThousands of tables in
PeopleSoftLarge datasetsPersonal data table
2.3 million rowsAdmissions Program table 2.3
million rows Student Enroll table 6.7 million
rowsJob table 1.4 million rowsPay Check table
8.5 million rowsDept table 20,000 rows/3700
distinct DeptIDs
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LSAUMDistinct DeptIDs - 1443700Student
Enrollments 3.8 million6.7 million
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College of LSA

• 40 Academic Depts/Programs (3 Divisions
  Humanities, Social Sciences, Natural Sciences)
• Museums
• Michigan Learning Communities
• Student Support Advising, Language Resource
  Center, Science Learning Center, Study Abroad
• Deans Office
• 80 of Budget is Salary/Benefits

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Heterogeneous Organization

• What to measure?
• Can you compare the Exhibit Museum with the
  English Department?
• Why did we develop the KPI measures?

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LSA KPI History

• New Dean and Associate Deans
• Provost Indicators
• Student Headcount, Diversity
• Faculty Appointments

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Charge

• Work within the realm of information were
  already producing to make information useful for
  planning at the Associate Dean and Executive
  Committee level that will show changes in the
  College over time and project to the future.

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Goals

• Clear, Consistent and shared measures
• Benchmarks to help think about resource
  distribution in the College
• Not be reliant on self-reported data by
  departments

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Principal Data Areas

• Faculty/Staff Counts and Characteristics
• Graduate Student Characteristics
• Funding
• Space and Energy Utilization
• Student Credit Hours
• Degrees
• Relationships between Inputs and Outputs

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Development Process

• Top down mandate from upper management
• Modeled after Provost Indicators
• Push detail down to departmental level
• Team of Finance, Budget and IS personnel
• 2 year trial period with departments
• Incremental changes to add/subtract measures
• Initial system was a Spreadsheet and PDF File

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System Demonstration

• http//www-a1.lsa.umich.edu/AdminData/KPIDeptCompa
  re.aspx

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Visualize Trends
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Visualize Trends
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Decision Making

• Student Credit Hours/TTFTE
• Computed Course Releases/TTFTE
• Small Sections
• Over or Under Target
• Faculty lines (Resource Commitment)
• Position requests
• GSI, grader and fellowship funding
• Lecturer positions

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Technical Environment

• SQL Server 2000 database 3 tables
• IIS Web Server
• ASP.Net 2.0 Development Environment
• Originally Excel with Macros

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Tables

• Header
• Key, Description, URL, DisplayOrder, Page,
  Classification (Profile, Indicator, Outline
  Separator)
• Data
• Key, DeptID, Year, Data value
• Notes
• Key, Title, Note content
• (Notes and Header tables include HTML stored with
  data)

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Sample data
45,000 rows
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Data must be pivoted
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(No Transcript)
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Challenges

• Inconsistent Source Data
• Lack of Understanding of Source Data
• Source Data Not Reflecting Reality
• Numeric Values only
• Making Assumptions Transparent
• Conflicting Indicators
• Minimizing of Indicators
• Communicating Context to Depts

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Future Direction

• Create Charts on the fly
• Drill down to see detail
• Top 10 lists of key values
• Additional Research Indicator

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Terminology Check

• Key result indicators (KRIs) tell you how you
  have done in a perspective.
• Performance indicators (PIs) tell you what to do.
• KPIs tell you what to do to increase performance
  dramatically
• David Parmenter, Key Performance Indicators

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Key Performance Indicators

• "KPIs represent a set of measures focusing on
  those aspects of organizational performance that
  are the most critical for the current and future
  success of the organization."

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Key Result Indicators

• KRIs typically cover a longer period of time
  than KPIs they are reviewed on monthly/quarterly
  cycles, not on a daily/weekly basis as KPIs are.

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Ask the Right Questions

• Rarely is the question asked, is our children
  learning?