Pennsylvania BANNER Users Group 2007 Structuring a reporting environment for success.

Pennsylvania BANNER Users Group

2007

Structuring a reporting environment for success

General Announcements

Please turn off all cell phones/pagers If you must leave the session early, please

do so as discreetly as possible Please avoid side conversations during the

session Questions will be answered at the end of

the session

Thank you for your cooperation

Introductions

Tom Chaves, Manager MaryLynn Kudey, Senior Manager

SMART Business Advisory and Consulting

Headquartered in Devon, PA Professional services firm with international

offices and over 600 consultants The SMART Advantage

– Depth of Higher Education experience– Proven methodologies with a history of success– Experienced functional, technical and project

management resources

Our goals

Identify components of an effective reporting environment

Ensure that the right information is available to the right people at the right time

Discuss the organizational structures, underlying processes and data requirements to support a successful deployment of a campus-wide reporting solution

Does this sound familiar?

Let’s listen to a conversation between a Director of IT and the Registrar about reporting at their institution . . .

Why is reporting a challenge?

Quantity and quality of information available Different needs for different institutional roles

– Formatting– Detail vs. Summary– Strategic vs. Operational

Multiple systems with different capabilities (including shadow systems)

Multiple reporting tools supported (or not) by the institution

<Insert your’s here>

Reporting Approach

PEOPLE

TECHNOLOGY PROCESS

STRATEGY PEOPLE

TECHNOLOGY PROCESS

STRATEGY

Technology• Reporting tools• ODS• Data Warehouse• Portals• XML

Strategy• Operational vs. Strategic

• Measurements• Communication• Culture

People• Sponsors• Committees• Work teams• Skills

Process• Methodology• Prioritization• Communication• Escalation• Issue resolution

Strategy

Why do you need a Strategy?– Sets the direction and structure for moving

forward– Gets everyone on the same page– Identifies the importance of the project– Manages expectations

How do you use it to your benefit?– Manage the progress and direction of the project

Strategy

People

Process

Technology

Strategy

Strategy

People

Process

Technology

Goals & Objectives

Reporting Tools & Environment

Governance Structure

Roles & Responsibilities

Data Sources

Processes

Security Strategy

Communication Plan

Phases and Milestones

What are the contents of a Strategy?

Lessons Learned

Develop a comprehensive Enterprise Reporting Strategy, versus independent application reporting strategies

Ensure the reporting strategy is supportive of the institution’s mission

Start at the top of the institution to identify the metrics to measure the institution’s performance

Strategy

People

Process

Technology

People

Define the skills required to develop and support the solution

Identify organizational changes that may be required

Develop a data integrity team Determine who will need access to what

information

Strategy

People

Process

Technology

Executive or SponsorCommittee

Steering Committee

StudentImplementation

Team

FinanceImplementation

Team

HR ImplementationTeam

AdvancementImplementation

Team

IT & InfrastructureTeam

Admissions

Registrar

Financial Aid

Etc . . .

Budgeting

Purchasing

Operations

Etc . . .

Reporting Tool

Data warehouse

Security

Payroll

Human Resources

EmploymentBenefits

Etc . . . Etc. . .

Alumni Relations

Pledge/GiftProcessing

Prospect Management

Etc . . .

Lessons Learned

Manage expectations from the beginning; the more that is learned about reporting, the more end-users will crave reporting

Develop a dedicated team to support an Enterprise Reporting strategy

Communicate, communicate, communicate!

Strategy

People

Process

Technology

Process

Departmental representation (e.g. each business area, IT)

Communication plan (e.g. up, down, and out) Data Integrity – plan for data cleanup Requesting, prioritizing, developing, deploying a

report Security – where & how Rollout & Training – who, what, & when

– Initial and ongoing (e.g. new staff, refreshers)

Support

Strategy

People

Process

Technology

Design Approach

Develop Reports

Inventory

Develop Report

Definition

Develop Functional

Spec

Develop Technical

Spec

• Identify all reporting needs

• Assign priorities

• 1-page description

• Outlines reporting need

• Created by Functional owner

• Defines requirements

• Created by programmer / analyst

• Defines tables, joins, etc.,

Strategy

People

Process

Technology

Lessons Learned

Establish key processes upfront and continue to identify, clarify, and evolve processes as project progresses

Involve key stakeholder in process definition and refinement

Strategy

People

Process

Technology

Technology

Reporting Tools - one, many, different purposes– Role of desktop tools – MS Access, Excel

Data Source(s) - Banner? ODS? Data warehouse?

Customization/extension of data warehouse – why, when, how?

Distribution of reports – portal? pdf? Integration of systems – XML?

Strategy

People

Process

Technology

Lessons Learned

Identify any underlying system configuration changes (i.e. ERP) that need to be in place to support the desired reporting outcomes

Evaluate the underlying data issues and establish a plan to manage data issues before initiating report development

Establish the right infrastructure to support reporting needs

Strategy

People

Process

Technology

Next Steps

Document . . . – reporting challenges at your institution At

what level and in what area(s)?– current reporting environment

Obtain a Project Sponsor (VP, Cabinet) Develop an Organizational Structure Create Reporting Strategy

Questions???

Tom Chaves, Manager

Office: 610.964.4279

tchaves@smartgrp.com

MaryLynn Kudey, Senior Manager

Office: 610.964.4279

mkudey@smartgrp.com

Uncompromised Commitment to Client Satisfaction

www.smartgrp.com