BI Executive Sponsors December 1, 2016 University of Wisconsin Business Intelligence BI Executive Sponsors December 1, 2016 Key Points for this meeting: Update from last meeting Student common data model: Decision was for each campus to proceed as they like, keeping in mind the possibility of collaboration. Confirmed date extension. Latest updates (student last) Remaining decisions

Agenda MEETING OBJECTIVES Executive Sponsors… Are briefed on the scope and progress of the project Give input on remaining decisions Are reminded of the Executive Sponsor role in the current stage of work locally Have an opportunity to ask questions and discuss transition of UW to OBIEE. AGENDA Review of UWBI effort Project activities completed and in progress Key decisions made Current project: updates and decisions Technical infrastructure Shared queries Student pilot Executive Sponsor next steps Questions and discussion

REVIEW of UWBI EFFORT

Overview The University of Wisconsin is replacing the legacy, system-wide reporting tool, Oracle’s Brio/Hyperion Interactive Reporting (IR) because support for this tool is ending soon, earliest in June 2017 although could be extended to end of life in spring 2018. UW has decided to transition to the Business Intelligence (BI) tool OBIEE 12c as the replacement of choice. The University of Wisconsin has hired Huron for a two month project, to advise UW on best practices and to create recommendations for implementing three aspects related to the groundwork of this transition.

Project Charter The foundational work for the UW BI project has begun. Goal Status Purchase hardware for OBIEE 12c Complete Decide on project governance and management Conduct RFP process for consulting partners Train campus resources on RPD development basics Install, configure, and set up security and authentication for the UW system institutions In progress Ensure that the system is configured so dashboards and reports can be shared across campuses Monitor readiness of campuses with student data Convert the shared (HR) queries In progress (Initiate/Analyze phase) Train campus end users; dashboard training Planning underway (Input from Executive Sponsors in 12/1 meeting)

Foundational work To retire IR, the following must also be accomplished: Foundational Work Status Convert the Finance Queries In Progress (Initiate/Analyze phase) Convert all campus queries (student + other data sources) Design and establish the support organization Planning underway (Input from Executive Sponsors in 12/1 meeting)

Decisions already made This following critical project decisions have already been made: Decided since we last met Decision Status When? Decision Maker Input OBIEE will be the replacement for Hyperion Interactive Reporting (IR). Decided Contract signed 11/30/2015 Sasi Pillay BI RFP Committees The System will maintain one OBIEE environment and one RPD. July 7, 2016 David Stack BI Executive Sponsors; BI Op. Gov Committee Should the date for IR retirement be extended? Decision: DATE EXTENDED TO APRIL, 2018. 11/4 BI Executive Sponsors Is there commitment to exploring what a shared data model would look like? (What will the future data model be for UW: One that allows us to continue to do operational reporting --- or one that moves us towards robust analytics locally and at the system level?) Decision: There was no interest/ability in aligning to a common system; each campus will select their own path. 11/11 Each local Executive Sponsor CIOs, BI Executive Sponsors; BI Project Coordinators Will OBIA be purchased, can EPM continue to be used, or will a custom warehouse be built for HCM? Decision: Submit a proposal to CSRG for OBIA for both HR and Finance. 11/17 Diann Sypula, Nikki Burton (Then, goes to CSRG for approval) Mary Kirk Lorie Docken Carlos Cruz Scott Larson Kathy Luker Will OBIA replace WISER and eventually WISDM?

Project UPDATES & KEY DECISIONS

Current project: Initiate and Analyze Huron is on track to complete work on time on UW’s 3 foundational aspects of this project, all of which result in recommendations and implementation plans to support UW’s shift from IR to OBIEE. Initiate & Analyze Data Modeling Build RPD Build Reports Test Train Deploy Maintain Student Pilot Implementation plans for early adopters, templates for all remaining campuses REVIEW, ANALYSIS & PRODUCTION OF RECOMMENDATIONS Shared Queries Fit gap analysis, Recommendation for Implementation plan for future state data architecture, Implementation plan REVIEW, ANALYSIS & PRODUCTION OF RECOMMENDATIONS Infrastructure Recommendations for infrastructure, security, and RPD change control and configuration management processes. REVIEW, ANALYSIS & PRODUCTION OF RECOMMENDATIONS Oct 10 Dec 9 TODAY

Infrastructure: Update Reviewed and made initial recommendations for architecture details for Development, Test (QA), and Production environments. Reviewed and made initial recommendations for the approach to configure OBIEE Authentication using the Wisconsin Federation of campus-specific SAML2 IdPs. Reviewed and made initial recommendations for the approach for OBIEE Authorization. Made initial recommendations for RPD change control process and configuration management processes. Next: Socialize and get feedback from UW system IT experts on detailed recommendations; incorporate feedback. Finalize.

Infrastructure Recommendations For all technical recommendations, your BI Coordinator can walk you through the details. Architecture recommendation for Dev, Test (QA), and Prod environments Each campus will have their own environment. Executive Sponsors: Huron recommends installation and maintenance of OBIEE be done centrally, if needed. Where would you like the boxes to sit? i.e. Do you have the resources and skills internally to manage it yourself or do you think this should be done centrally? Eau Claire Green Bay Milwaukee Platteville Stout Whitewater Would like to maintain locally   Would like to maintain centrally

Infrastructure Recommendations For all technical recommendations, your BI Coordinator can walk you through the details. Security recommendation: Lightweight authorization registry Meets UW business requirements Technically simpler than alternatives RPD merge recommendation:

Infrastructure: Input from Executive Sponsors Cati to FInalize Executive Sponsors: Huron recommends the following staffing in order to support the OBIEE environment at UW. Huron recommends that UW centrally manage the Campus System Admin role and/or the backup to this. What thoughts do you have on this? FTE Recommendations Role Responsibilities Skills/Experience Convert Maintain Backup Central System Admin Administration of Master Dev/QA/Prod, HR/SFS/CDR Dev environments Provide oversight and guidance to campus administrators A well-versed system admin very familiar with the OBIEE Platform (Security, DBA pluses) 75% 40-50% Designated Campus Admin Merge Admin RPD Merge Management Campus offline RPD Merge Enforcement of RPD and catalog standards for all development, gatekeeper to Master Dev environment RPD Development Experience 75-100% 50% A seasoned Campus System Admin Campus Administration of Campus Dev environment including setup and update to match central environments 50-75% (few weeks) 15-25% Potential for this to be a centrally shared role

Shared Queries: Update Huron fit-gap analysis pointed to OBIA as the ideal solution for UW HR/FIN shared queries. CSRG’s Diann Sypula and Nikki Burton concurred with recommendation. Next: Recommendation will go to CSRG for funding approval. Open the real-time Excel. Review each row --- at a very high level --- through “Day in the Life” story. Field questions throughout.

Student Pilot: Update Partnered with early adopter campuses to assess reporting environments and data models, recommended ideal future state, and drafted highly customized implementation plan for each early adopter campus. Next: For remaining campuses: template implementation plans will be provided by mid December. (Scenario 1: if your campus currently has RDS; Scenario 2: if your campus is hitting the tables directly.) Eau Claire Green Bay Milwaukee Platteville Stout Whitewater Develop local rollout plan for student data   In progress and on time Not yet started Delayed

Training: Update, Input from Executive Sponsors The budget for the UWBI effort included training two people per campus (report development, modelling, etc…). The project concluded this effort this Fall semester. (And the budget has now been exhausted.) Critical remaining training need: Answers Need: Early February: 1 training class for early adopters campuses (3-day class for 6 campuses, 2 people each.) The course will likely be funded via chargeback (~$400/day per person; supposed to be 5 days). UW system will work with training vendor to slim it down and tailor for UW. Executive Sponsors: Huron recommends the delivery method of “train the trainer” (to reduce cost for UW and to keep the knowledge in house at UW.). Your BI Coordinators will be informed of the logistics, but would like your input. Thoughts on the method of training or funding model?

SUMMARY for EXECUTIVE SPONSORS

Executive Sponsors: Your role Mid-December 2016 Review your implementation plan with your BI Coordinator; tailor and finalize it for your campus; share the necessary information with your key local stakeholders. (Huron is creating implementation plans specifically for early adopter campuses. Huron is also designing sample implementation plans for remaining campuses.) Secure resources for your project based on your campus needs and plans; connect with other campuses and the system to share resources and combine efforts, where possible. (Huron is defining this specifically for early adopter campuses. And designing sample implementation plans for remaining campuses, which will indicate resources required.)

Discussion & Questions What remains unclear? What help does your campus need? What could the UW system do to support your efforts to get off IR and to welcome a business intelligence culture more broadly?

Good-bye! Next Update: DATE Wisline Web

APPENDIX

Roles and Responsibilities BI Executive Sponsors Ultimately responsible for securing spending authority and resources for the project. Vocal and visible champion, legitimizes the project’s goals and objectives, keeps abreast of major project activities, and is the ultimate decision-maker for the project. Provides support for the BI Project Coordinator and has final approval of all scope changes, and signs off on approvals to proceed to each succeeding project phase.

Campus scorecard of BI activities Early adopter campuses are beginning to make progress on their BI activities. Eau Claire Green Bay Milwaukee Platteville Stout Whitewater Develop local rollout plan for student data   Develop local rollout plan for shared queries work Develop rollout plan for all other IR reports Develop approach for enabling ad hoc query users Map/define security roles Identify OBIEE resources Train OBIEE resources Define OBIEE Support process Request Funding Obtain Funding Design Build Test Deploy In progress and on time Not meant to start yet Delayed