Delivering Decision Support Information to Departmental Units through a Management Portal 2004 AIR Forum 4:20-5:00 p.m. June 1, 2004

2 Presenter Ryan Cherland, Ph.D.: Director of University Management Information and Associate Director of the Office of Institutional Research and Planning at the University of Kansas. He has 19 years of experience in institutional research, with the last 11 years at the University of Kansas- Lawrence.

3 Synopsis of Presentation What is DEMIS? Development of DEMIS The place of DEMIS in KU’s Information Architecture How data is gathered Staff resources related to DEMIS Future directions and goals Live Demo of DEMIS Questions?

4 History - The University of Kansas opened its doors in Academics - The university offers more than 100 undergraduate and graduate majors and programs including allied health, architecture, business, education, engineering, fine arts, journalism, law, liberal arts and sciences, nursing, pharmacy, and social welfare. Lawrence Campus Enrollment – 19,651 undergraduates and 6,131 graduate students from every state in the nation and more than 100 countries around the world. About the University of Kansas

5 What is DEMIS? D epartmental E xecutive M anagement I nformation S ystem Campus Intranet system for the University of Kansas Developed gradually over the past decade from a few static web pages to a campus management ‘portal’

6 What is DEMIS? Uses a password protected web-site that allows customization of the links for a user 5 broad areas of information from DEMIS: General, Academic, Student Administration, HR/Pay, Financial, and User

7 What is DEMIS? “A decision support system is an interactive system that provides the user with easy access to decision models and data in order to support semistructured and unstructured decision-making tasks.” (Watson, Houdeshel, & Rainer, 1997, p.265) DEMIS as a decision support system, which can be defined in many ways. The definition that I think fits DEMIS the best is:

8 What is DEMIS? Key parts for a decision support system are: It is easy to use It contains models or analytical aids used to analyze the data Data are maintained to be used in the analysis

9 Development of DEMIS Phase 1: Initial phase was to provide academic department trend information and major counts on a password protected web site – 1995 Phase 2: Second phase was the development of ad hoc queries on student credit hours because of a change in business practices – 1996 Phase 3: Third phase focused on academic department management information – 1997 to 1998 Phase 4: Inclusion of academic/nonacademic departmental reporting from PeopleSoft systems data – 1999 to present

10 DEMIS in KU’s Information Architecture DEMIS is one part of a larger architecture for data warehousing / information delivery proposed by the Office of the Vice Provost for Information Services Link to KU’s Technical Infrastructure Task Force Report:

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12 DEMIS Menu Architecture User database User ID Key User + Menu database User ID Key + Menu Key Menu Links database Menu Code Key User Id Authentication via Web server User web menu created based on role at KU

13 DEMIS Query Architecture CGI Functional Subject Area Data mart A DEMIS Query web form Filters + Rpt Breaks SAS report program User receives output in HTML, RTF, PDF, or Excel-ready format

14 Advantages of DEMIS Reports Replace hard copy reports with web reporting options HTML, Word, PDF, CSV Allows user access to anytime / anywhere information Provides semi-flexibility in the user creating the report they want

15 DEMIS Data Sources Selected PeopleSoft (Oracle) tables and legacy system flat-file extracts and IR Analytical data marts Data marts Financials datamarts updated twice daily Payroll and other datamarts updated once daily Data warehouse Frequency of updates determined by business need

16 DEMIS Extraction and Data Transformation Use SAS with Access to Oracle Data is “transformed” and manipulated for the report model. Data marts are saved as SAS datasets and indexed for reporting “Power users” use desktop SAS and SAS/Connect to access the operational daily stores on the DEMIS Unix Server

17 Staff Resources in Support of DEMIS Total of 6 to 7 FTE –Department of University Management Information 3 FTE (+1 FTE next fiscal year) –Office of Institutional Research and Planning – 1 to 1.5 FTE (contributed by multiple analyst) in support of various analytical systems –Office of Data Services – 1 FTE in maintenance of users and interface with production control and technical support

18 How has DEMIS Impacted KU? The Institutional Research Office –Who am I today??? The University Overall

19 More IR Offices developing Dual Personalities?? Institutional Research University Management Information Census extracts of operational data Analytical Skills Applies context to data Brings data from multiple systems together Creates “value added” data fields Day-to-day operational data marts and reports Involved in meeting the business needs of the campus Involved in developing a core group of knowledge workers in the major functional areas

20 Benefits of the IR Duality Depth and knowledge of current and future operational data systems which is accessed often in IR “quick-and-clean” analyses Invited to meetings which can impact approaches to the setup of systems Acts as a “bridge” between the needs of the operational systems and the needs of the decision-makers – we walk and talk in both worlds

21 DEMIS Benefits to the University Community One version of the truth – with audits A one-stop shop for information High level of executive support on campus –We will use the data from the operational systems – not from departmental shadow systems

22 How DEMIS is Guided & Developed Provost Directors Group –Assc Vice Provost –Budget –Comptroller –Human Resources –Institutional Research System Administrators Student Reporting Team

23 Live DEMIS Demo

24 Coming Systems to DEMIS Develop an Academic performance metric query system – in prototype Develop a Grant Overview query – in prototype Deploy a Space Usage collection system – in prototype Develop a “pick-a-peer” comparative analysis query – in prototype Develop a Financial EIS “dashboard”

25 Immediate Technical Goals for DEMIS / Decision-making at KU Enhance the DEMIS interface with more of a portal look and feel Bring other data server(s) online in support of administrative decision-making and data collection needs Integration of the ETL and data warehouse meta-data with the reporting tools and web query systems Purchase data-mining/text-mining tools to apply to university data stores in support of decision-making and data discovery

26 Contact Information: Ryan Cherland, Office of Institutional Research and Planning University of Kansas (785)

27 Hardware & Software resources in support of DEMIS Software –SAS Modules (V8.2) SAS/Base; SAS/IntrNet; SAS/MDDB; SAS/Access to Oracle; SAS/Warehouse Administrator –Apache Web Server software Hardware –SUN 3500E –6 Processors –SAN Storage (when more is needed it is allocated within a few days

28 General Subject Area

29 Academic Subject Area

30 Student Admin. Subject Area

31 HR/Payroll Subject Area

32 Financials Subject Area

33 Developer/TS Subject Area

34 My Data Subject Area

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38 Screen snapshots What follows are screen snapshots of what is anticipated to be shown during the ‘live’ demo of the presentation for those who were not able to attend…

39 Academic Program Review Statistical Overview

40 Additional trend Information on various categories

41 Overviews contain links to drill-down information

42 Detail of Faculty Workload

43 Student Information in the Major Drill-downs to additional statistics.

44 General Statistical Analyses on the students in the major

45 A continuation of the statistical analyses the ability to map data Click on anchor to map the distributions

46 Resulting map

47 Web form to create report selections Filters selections to restrict what’s included in the query 4 report breaks available for the query Selection of semesters to compare And the ‘census’ point within The semester

48 Output of resulting query

49 Classroom management report Course excluded from analysis Because it is cross- listed Course that is under- enrolled

50 Space Utilization menu English department has 77% Of the space it needs based On current resources

51 Drill-downs to Space detail

52 Staffing detail from HRMS PeopleSoft data

53 Opening menu of a user’s DEMIS screen – with General Links Password protected system allows customization for user and security checks and restrictions.

54 Academic / Instructional Links

55 HR/Payroll links

56 Financial Reporting Links

57 Individual User’s area

58 Financial Reports Menu of links

59 Web form for creation and submission of financial report Date/Time Stamp of last refresh Link to an overview of the system Main campus analyses has fiscal years stored in separate tables Budget year filter can be entered, otherwise all budget years are provided for a given fiscal year Organizational Unit drop down menu DEPTID values can also be entered freehand Project ID values can be entered free hand as well

60 Additional aspects of the financials report form Fund numbers can be selected from a drop down or entered directly The user can restrict the analyses to broad areas of account types A beginning and ending date for the financial report can be entered, otherwise it is as-of-today

61 Available report breaks for the DEMIS financial web reports Up to 4 nested report breaks are allowed, with the default break at the budget category. All 4 break drop-downs contain the same options.

62 Financial output using default settings for a given department

63 A report with ‘details’ checked and a beginning date provided Date range provided is included in output Detailed info include an ID#, the Source, the date, and descriptions of the transaction Pending transactions are highlighted by using RED with the Source Organizational reporting structure is included in the report.

64 An example of using the extract option Detail on the transaction is being requested Checkbox for sending back a tab-delimited file instead of html User can keep or exclude subtotals based on their selected report breaks Additional columns of the organizational structure can be requested in the extract file

65 Results of query as it looks in Excel

66 Gross and Fringe Reporting web form Date stamp of last refresh (nightly extract) Fiscal Year filter Check box to summarize across payroll vouchers Or select individual vouchers to analyze Budgetary unit or area of responsibility

67 Continuation of Gross & Fringe reporting options Filters for sources of funding Filters for person and/or position and/or job types

68 Report break options for Gross and Fringe report Additional columns of salary/fringe detail can be included as desired Up to 4 nested report breaks are available A tab- delimited extract file can be requested instead of html output

69 Output of a default Gross and Fringe report

70 A report requesting all the additional columns of detail All additional salary and fringe columns are selected ‘True’ pay end date is the requested report break

71 Report generated from previous selections ‘True’ pay end dates are the grouping variable Various salary and fringe columns provided as separate analysis columns Feedback to the user on the number of total records involved from the query Total time elapsed to subset the data and create the report

72 Employment Cessation report web form The user can subset the data based on EFFDT ranges or ACTION_DT ranges. Types of staff can be selected; so that if someone was just interested in faculty they wouldn’t have to look through all the students, etc.

73 Output of the Employee Cessation report If no date ranges are requested then the last 30 days are used. Report layout is as requested by the HR department

74 Admissions Reporting

75 Admissions Reporting Form

76 Admissions Sample Output