September 12, 2008 An Example of Leveraged Management Reporting Using BIRT Richard Shepherd Student Enrollment Services Rebecca Gribble University Information Technology Services Richard Shepherd Student Enrollment Services Rebecca Gribble University Information Technology Services

B usiness I ntelligence R eporting T ools

What are BIRT Reports? Why BIRT? How is it used? Demonstration Management Reporting The Data Questions

Developers: Eclipse BIRT Local Copy of CVS Repository Actual CVS Repository es55 / es65.rptdesign Files IUIE Desktop Browser Birt Viewer

Open Source HTML, CSV or PDF outputs Can use style sheets and libraries WYSIWYG editor or XML code Built in functions Report parameter linking IUIE integration Why BIRT?

Graphs Drilldowns Table of Contents Hyperlinks Crosstabs Conditional formatting - facilitates Management Reporting Which means

Data Warehousing Process of providing information to support business decision making, including presentation and access capabilities. The foundation for Business Intelligence. Process of providing information to support business decision making, including presentation and access capabilities. The foundation for Business Intelligence.

What makes up the IU Data Warehouse?

Data Warehouse and Reporting IUIE Departmental Systems Aqua Data, Excel, Access BIRT Data Warehouse

Business Intelligence A natural flow of data, from genesis to action Reporting and analysis of data stored in the data warehouse Predictive analysis to improve the effectiveness of strategic and tactical decisions A natural flow of data, from genesis to action Reporting and analysis of data stored in the data warehouse Predictive analysis to improve the effectiveness of strategic and tactical decisions

DSS1PRD (data warehouse) DSS1PRD (data warehouse) Business Intelligence OLAP, Oracle Data Mining, Excel, Access, Cognos, Business Objects, SAS, etc. BIRT Departmental Systems

A Reporting Strategy for the Third Era Management Reporting

Example of a BIRT Management Report

What We Mean By Management Reports A reporting environment where Decision makers have the information they need to make decisions Managers have the information they need to manage We see where we are going, not just where we are or where we have been We see where we need to be and what we need to do A reporting environment where Decision makers have the information they need to make decisions Managers have the information they need to manage We see where we are going, not just where we are or where we have been We see where we need to be and what we need to do

What We Mean By Management Reporting Tools that provide executives & managers with the ability to Compare actual performance to goals & objectives Highlight areas that require attention Discover the reason why things are the way they are Identify a course of action Tools that provide executives & managers with the ability to Compare actual performance to goals & objectives Highlight areas that require attention Discover the reason why things are the way they are Identify a course of action

The Management Reporting Life Cycle External Systems & Data Business Goals & Objectives DataSoftware Processes GoalsMetrics Reports Take Corrective Action Identify Oppor- tunities Reports

Dashboard Summary Groupings Transaction Detail Key Performance Indicators Hi Level Summaries Lower Level Groupings Transaction Detail Is there a problem? Where is the problem? What is causing it? How do I fix it? Management Reporting Roadmap

Management Reporting Perspectives Questions answered Decision making Report types Questions answered Decision making Report types Different views of the management reporting paradigm Processes Availability Reporting tools Processes Availability Reporting tools Demonstration 1 Demonstration 2

WhereStrategicExecutiveIntegratedInteractiveBIRT WhyTacticalSummary Multi-step Process Multiple reports IUIE, BIRT, Ad- Hoc WhatOperationalTransactionManual Request Information IUIE, Ad-Hoc Where Are We Vs Our Goals Why Is It The Way It Is What Do We Do

1 2 3 Strategic Tactical Operational WhereStrategicExecutiveIntegratedInteractiveBIRT WhyTacticalSummary Multi-step Process Multiple reports IUIE, BIRT, Ad- Hoc WhatOperationalTransactionManual Request Information IUIE, Ad-Hoc 1 2 3

1 2 3 Executive Summary Transaction WhereStrategicExecutiveIntegratedInteractiveBIRT WhyTacticalSummary Multi-step Process Multiple reports IUIE, BIRT, Ad- Hoc WhatOperationalTransactionManual Request Information IUIE, Ad-Hoc 1 2 3

DeploymentChartsDashboardsGauges

1 2 3 Integrated Multi-step Process Manual WhereStrategicExecutiveIntegratedInteractiveBIRT WhyTacticalSummary Multi-step Process Multiple reports IUIE, BIRT, Ad- Hoc WhatOperationalTransactionManual Request Information IUIE, Ad-Hoc 1 2 3

1 2 3 Interactive Multiple Reports Request Information WhereStrategicExecutiveIntegratedInteractiveBIRT WhyTacticalSummary Multi-step Process Multiple reports IUIE, BIRT, Ad- Hoc WhatOperationalTransactionManual Request Information IUIE, Ad-Hoc 1 2 3

1 2 3 BIRT IUIE, BIRT, Ad-Hoc IUIE, Ad- Hoc WhereStrategicExecutiveIntegratedInteractiveBIRT WhyTacticalSummary Multi-step Process Multiple reports IUIE, BIRT, Ad- Hoc WhatOperationalTransactionManual Request Information IUIE, Ad-Hoc 1 2 3

DrilldownsHighlights Parameters Navigation IUIE

Drill to Chart detail Drill down to other groupings Drill down to Funding Group

Graphics for rapid analysis Drill down to Responsibility Center

Drill down to Organization Parameter driven highlight control Highlight key information

Drill down to Account

Drill down to Item Type

Drill down to individual transactions

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User selectable columns Select which column to display

Select how you want the report grouped

Increase Profit Organizational Structure Goals For The Institution Increase Sales By Increase Sales Financial Statement Profit Sales President Vice Pres Regional Manager Sales Manager Hierarchies which must be aligned Reporting Structure KPIs & Metrics Dashboard Summary Percentage 5 5 (Not individuals) Redesign Invoice Percentage 7 7 Dollars 8m Sales Reps 3 3 Increase % over prior year Sales volume Increase sales force by 3 Measure Metric # Increase % over prior year

What do you manage, what do you have control over? What are your objectives for each thing you manage? What metrics can you use to measure performance? What information is needed to measure performance ? What information is needed to determine corrective action? What information is needed to take corrective action? What do you manage, what do you have control over? What are your objectives for each thing you manage? What metrics can you use to measure performance? What information is needed to measure performance ? What information is needed to determine corrective action? What information is needed to take corrective action?

Support, demand from executives & managers Understand the business objectives & metrics Understand the hierarchy of information and responsibilities Understand the information that is needed Design the data to fit reporting needs – efficiently Use data and information to drive positive business actions Goals DataFlow Keys To Success

BIRT - one of many tools for the journey

What goes up Accessibility to actionable information Analyst’s time Visibility of areas of Key Performance Indicators Need for summary data What goes down Development time Reaction time to potential shortfalls Manual manipulation of data

Parting thoughts BIRT is a powerful tool - and UITS and SES are providing resources to advance its use at IU Centralized Management Reporting is under- utilized and yet offers many benefits BIRT can provide self-sufficiency, better business management tools, ability to drive business decisions BIRT is a powerful tool - and UITS and SES are providing resources to advance its use at IU Centralized Management Reporting is under- utilized and yet offers many benefits BIRT can provide self-sufficiency, better business management tools, ability to drive business decisions

Parting thoughts Management Reporting requires resources, data architecture and an understanding of your business needs. BIRT reports can be delivered from IUIE, OneStart, Web pages IUIE BIRT reports leverage IUIE security Management Reporting should tell you what you need to do – and how to do it.

BIRT Exchange exchange.com/ exchange.com/ Blogspot BIRT News Group Archive irt/index.php irt/index.php Technical IU BIRT User Group listserv: SES-IUBUG AT exchange DOT indiana DOT edu BIRT Exchange exchange.com/ exchange.com/ Blogspot BIRT News Group Archive irt/index.php irt/index.php Technical IU BIRT User Group listserv: SES-IUBUG AT exchange DOT indiana DOT edu BIRT Resources

IU BIRT User Group meetings UITS –Technical deployment –BIRT installation and training SES/DSS –Personalized BIRT demonstrations –Developer orientation and assistance –Assistance in translating your business management needs into management reporting requirements IU BIRT User Group meetings UITS –Technical deployment –BIRT installation and training SES/DSS –Personalized BIRT demonstrations –Developer orientation and assistance –Assistance in translating your business management needs into management reporting requirements BIRT Resources

Questions?? : Richard Shepherd shepherr AT indiana DOT edu Rebecca Gribble rgribble AT indiana DOT edu