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Training to Increase the Effectiveness of Your Campus Data Warehouse

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Presentation on theme: "Training to Increase the Effectiveness of Your Campus Data Warehouse"— Presentation transcript:

1 Training to Increase the Effectiveness of Your Campus Data Warehouse
Maddy Tuinstra Technical Trainer and Consultant Division of Information Technology University of Wisconsin - Madison

2 © Copyright Madaline Tuinstra 2003.
This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

3 “In my twenty years of service for the University, this was the best use of my time spent away from the office.” -UW Data Warehouse User

4 Agenda Project Background Goals of Training
Steps for Developing Training Obstacles Encountered Evaluating the Training Program

5 UW-Madison Background

6 UW-Madison Background Enrollment - Fall 2002: 41,507
Budget - $1.6 Billion Faculty / Staff – 2,213 / 12,624 Land acres - 10,649 Annual degrees granted – 8,900 Undergraduate cost of attendance Resident $12,649 (Tuition/fees: $ 4,089) Non-Resident $24,709 (Tuition/fees: $15,976)

7 DoIT (Division of Information Technology)
Background DoIT (Division of Information Technology)

8 Data Access Tools UW-Madison Query Library Query Writing Tool - Brio
Background Query Writing Tool - Brio UW-Madison Query Library A collection of pre-defined queries designed to meet identified campus needs

9 Why were the Data Access tools not widely used?
Background Why were the Data Access tools not widely used? No Incentive Service Fee Data Authorization Software Installation Query Writing Understanding the Data

10 Relative Size of Obstacles
Background Relative Size of Obstacles No Incentive Access Fee Data Authorization Software Installation Query Writing Understanding the Data

11 Removing the Obstacles
Background Removing the Obstacles No Incentive Access Fee Data Authorization Software Installation Query Writing Understanding the Data

12 Removing the Obstacles
Background Removing the Obstacles No Incentive Access Fee Data Authorization Software Installation Query Writing Understanding the Data No paper reports + 2 years of denial

13 Removing the Obstacles
Background Removing the Obstacles Access Fee Data Authorization Software Installation Query Writing Understanding the Data

14 Removing the Obstacles
Background Removing the Obstacles Access Fee Data Authorization Software Installation Query Writing Understanding the Data Gone as of July 1, 2002

15 Removing the Obstacles
Background Removing the Obstacles Data Authorization Software Installation Query Writing Understanding the Data

16 Removing the Obstacles
Background Removing the Obstacles Data Authorization Software Installation Query Writing Understanding the Data Run Queries from the Library

17 Removing the Obstacles
Background Removing the Obstacles Data Authorization Software Installation Understanding the Data

18 Removing the Obstacles
Background Removing the Obstacles Data Authorization Software Installation Understanding the Data Training

19 Removing the Obstacles
Background Removing the Obstacles Data Authorization Software Installation Understanding the Data Training Training

20 Removing the Obstacles
Background Removing the Obstacles Data Authorization Software Installation Understanding the Data Training Training Training

21 Goals of Training Background Clarify the data access process
Assist users in understanding the data Provide users with clear step-by-step instructions Ultimately get a larger portion of campus to use the Query Library successfully Save money by saving time, gaining efficiency, creating opportunities, and developing in-house resources

22 3 Query Library Classes are Born!
Background 3 Query Library Classes are Born! Introduction to the Query Library (3/28/02) A Closer Look at Student Records Queries (5/20/02) A Closer Look at Enrollment Queries (10/28/02)

23 Class Details Background We offered 31 classes
18 Intro, 10 Student Records, 3 Enrollment 305 UW employees attended Average size class ~ 10 Classes were taught in Computer Labs with Instructor’s computer and projector in front Class lengths ranged from 2 ½ to 3 hours

24 Steps for Developing Training
Identify participant’s knowledge base Identify all parties involved Define unknown or ambiguous terms Describe the “big picture” Define the data elements Create practical, real, hands-on examples Define and document step-by-step procedures Develop an effective presentation

25 #1- Identify the Participant’s Knowledge Base
Tailor your class to your audience and ensure no one is left out

26 #1- Identify the Participant’s Knowledge Base (continued)
Participant Feedback Regarding Step #1 “I wasn't even aware of the query library - good to know.” “I appreciate that the instructor realized that I was inexperienced and didn't go too quickly.” “I was glad this was truly an Intro course. I had no prior experience and now feel I have learned a great deal.”

27 #1- Identify the Participant’s Knowledge Base (continued)
Participant Feedback Regarding Step #1 All participants were asked “Was the Course Level Appropriate?” 275 responded “Yes.” 30 responded “No.” Participant Feedback Regarding Step #1 All participants were asked “Was the Course Level Appropriate?” 275 responded “Yes.” 30 responded “No.”

28 #2 – Identify All Parties Involved
Examples include: Technologists End Users Data Experts Registrar’s Office Enrollment Office End User Support Team Web Support

29 #3 - Define Terms that May be Unknown to the Typical End-User
UW-Madison Examples Include: InfoAccess Brio Oracle Data Warehouse Query Dataviews

30 #4 – Describe the Big Picture
Identify the hardware and software involved and how they work together

31 UW-Madison Query Library
End User Committee Query Library Catalog Query Query Query Campus Network Your Computer Web Browser (Internet Explorer or Netscape) Data Warehouse Financial Query Tool (Brio.Insight 6.6) Human Resource Student Query

32 #5 - Define the Data Elements

33 #6 - Create Practical, Real, Hands-On Examples
I will be awarding a scholarship to three students in Chemistry with the highest GPAs, who are these students? What is the percentage of Hispanic students in Theatre and Drama? What are the addresses of the students I advise?

34 #6 - Create Practical, Real, Hands-On Examples (continued)
Who are the students that are enrolled in any Anthropology class this Fall? Are my classes filling up? Should I ask for a new section? What departments are students enrolling under for a cross listed class?

35 #7 - Define and Document Step-by-Step Procedures
Create a manual Include screen shots Clearly list steps Group information in “chunks”

36 #8 - Develop an Effective Presentation
Include diagrams for visual learners Keep a good balance between lecture, discussion and hands-on activities

37 Obstacles Encountered
Balance between technologically disinclined vs. technologically inclined Time limits Changing technologies Future classes?

38 Success? Evaluated according to Dr. Donald Kirkpatrick’s “Four Evaluation Levels”: Reaction Learning Behavior Results

39 Success - Reaction Reaction
How do participants feel about the program? (Customer Satisfaction) 1=poor and 5=excellent Overall rating of the course – 4.7 Usefulness of course content – 4.5 Instructor’s knowledge of material – 4.9 Instructor’s presentation – 4.8 Usefulness of course materials – 4.7

40 Success - Learning Learning
To what extent did the participants increase knowledge, improve skills, and/or change attitudes? “Fine tuned some questions I had. Excellent course for beginners.” “I had a few things I didn’t understand and the instructor totally cleared it up.” “I got farther than I expected, sooner than expected.”

41 Success – Learning (continued)
Were the Learning goals met? Clarify the data access process Assist users in understanding the data Provide users with clear step-by-step instructions a

42 Success – Behavior Behavior
To what extent did their job behavior change? “The handout will be helpful to take back to office.” “This class highlighted things I will actually use, real situations.” “I appreciated the chance to use queries to look at our own departments.” “This class was easy to follow so I can get going.”

43 Success – Behavior (continued)
To what extent did their job behavior change? Goal: Ultimately get a larger portion of campus to use the Query Library successfully Did we accomplish this goal?

44 Success – Behavior (continued)

45 Success – Behavior (continued)

46 Success – Behavior (continued)

47 Success – Behavior (continued)

48 Success – Behavior (continued)

49 Success – Behavior (continued)

50 Success – Behavior (continued)

51 Success – Behavior (continued)

52 Success – Behavior (continued)

53 Success - Results Results We offered 31 classes
What final results occurred? (Quantity, quality, safety, sales, costs, profits, ROI) We offered 31 classes 18 Intro, 10 Student Records, 3 Enrollment 305 UW employees have attended Average size class ~ 10

54 Success - Results (continued)
Cost to Offer a Query Library Class: * * This cost was covered by the Office of Quality Improvement

55 Success - Results (continued)
Cost to develop the Intro Query Library Class: * * This cost was covered by the Office of Quality Improvement

56 Success - Results (continued)
/ 18 Number of Intro Classes $ Total Development Cost = $133.00

57 Success - Results (continued)
/ $ Total Development Cost 18 Number of Intro Classes = $133.00 $133.00

58 Success - Results (continued)
/ $ Total Development Cost 18 Number of Intro Classes = $133.00 $133.00 + $796.00 Price to Offer One Class $929.00 10 participants $93 per participant

59 Success - Results (continued)
Price of the Data Warehouse: ~ $8.5 million

60 Success - Results (continued)
ROI Goal Met? Save money by: Saving Time Gaining Efficiency Creating Opportunities Developing In-House Resources

61 Success - Results (continued)
ROI Goal Met? Save money by: Saving Time Quicker to train staff then for them to figure out on own Gaining Efficiency Creating Opportunities Developing In-House Resources

62 Success - Results (continued)
ROI Goal Met? Save money by: Saving Time Gaining Efficiency What if all 160 Departments wrote the same query? Creating Opportunities Developing In-House Resources

63 Success - Results (continued)
ROI Goal Met? Save money by: Saving Time Gaining Efficiency Creating Opportunities Without training some staff would not take the time to learn, leading to missed opportunities Developing In-House Resources

64 Success - Results (continued)
ROI Goal Met? Save money by: Saving Time Gaining Efficiency Creating Opportunities Developing In-House Resources Creating 305 in-house “support staff”

65 Questions? ? ? ?

66 THANK YOU!

67 UW-Madison Query Library
End User Committee Query Library Catalog Query Query Query Campus Network Your Computer Web Browser (Internet Explorer or Netscape) Data Warehouse Sample from presentation. Financial Query Tool (Brio.Insight 6.6) Human Resource Student Query

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