1. Providing Mission Critical Decision-Support Information to your Campus Community in a Quick, Dynamic, User-Friendly and Powerful Format Track 6, Friday, November 7 8:10am – 9:00am, Room 210D The University of Kansas © Copyright Ryan Cherland and Brenda Tucker 2003. This work is the intellectual property of the authors. 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 authors. To disseminate otherwise or to republish requires written permission from the authors.

2. Providing Mission Critical Decision-Support Information to your Campus Community in a Quick, Dynamic, User-Friendly and Powerful Format Track 6 Friday, November 7 8:10am – 9:00am Room 210D The University of Kansas © 2003 Beth Ridenour

3. Presenters Ryan Cherland is Director of University Management Information and Associate Director of the Office of Institutional Research and Planning. He has over 17 years of experience in institutional research, with the last 10 years at the University of Kansas-Lawrence. Ryan created DEMIS and has been involved with extracting and reporting KU’s Administrative systems since 1996. Ryan has a Ph.D. in Higher Education Administration with a minor emphasis in Educational Psychology and Research. © 2003 Beth Ridenour

4. Presenters Brenda Tucker is a Senior Programmer/Analyst for University Management Information (UMI) providing technical and analytical support for KU’s Support Services division that consists of the Comptroller, Human Resources, Equal Opportunity Office, and Budget Management areas. Brenda has 5 years of experience at the University of Kansas. She worked as an analyst in budget management and institutional research before joining UMI. Brenda has a BA in Accounting from the University of Kansas. © 2003 Beth Ridenour

5. Abstract The University of Kansas has developed a web-based information system called DEMIS that allows campus staff to quickly query and assimilate data from its transactional or OLTP systems. The presentation will demonstrate the system, describe its use by various types of staff, and discuss the future directions of the system. © 2003 Beth Ridenour

6. History - The University of Kansas opened its doors in 1866. 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 – Approximately 20,000 undergraduates and 6,000 graduate students from every state in the nation and more than 100 countries around the world. About the University of Kansas © 2003 Beth Ridenour

7. DEMIS: A Management Reporting System Our solution for providing Mission Critical Decision-Support Information to our Campus Community in a Quick, Dynamic, User-Friendly and Powerful Format © 2003 Beth Ridenour

8. What is DEMIS? D epartmental E xecutive M anagement I nformation S ystem Campus Intranet system for the University of Kansas Developed gradually over-time from a few static web pages to a campus management ‘portal’ © 2003 Beth Ridenour

9. 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 we think fits DEMIS the best is: © 2003 Beth Ridenour

10. What is DEMIS? Key parts for a decision support system are: Ease of use Contains models or analytical aids used to analyze the data Data are maintained to be used in the analysis © 2003 Beth Ridenour

11. What is DEMIS? 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: http://www.vpinfo.ku.edu/DataWarehouse/KMIDTF Full Report.htm © 2003 Beth Ridenour

13. 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 DEMIS Display Using htmSQL

14. 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

15. 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

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

17. KU Human Resources in Support of DEMIS Department of University Management Information – 3 FTE Office of Institutional Research and Planning – 1 FTE (contributed by multiple analyst) in support of various analytical systems Office of Decision Support Services – 1 FTE in maintenance of users and interface with production control and technical support

18. 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

19. Current DEMIS Interface Uses a password protected web-site that allows customization of the links for a user © 2003 Beth Ridenour

20. DEMIS Provides decision-maker tools to manage : Student Enrollments Space usage Academic programs Payroll and staffing Financial expenditures © 2003 Beth Ridenour

21. In the beginning… Need to replace legacy system hard-copy reports Standard Operations Reports DEMIS as a “ Reporting Silo ” Evolution of DEMIS Financial Perspective © 2003 Beth Ridenour

22. Stage 1: Standard Operations Reports DEMIS as a “ Reporting Silo ” Web reporting solutions for Financial Human Resource and Payroll Evolution of DEMIS Financial Perspective © 2003 Beth Ridenour

23. Evolution of DEMIS - Financial Live Demo

24. Evolution of DEMIS - HR/Payroll Live Demo

25. Stage 2: Inter-related Systems Introduction of Decision Support Systems Web reporting solutions for Budget Management Space Management Evolution of DEMIS Financial Perspective © 2003 Beth Ridenour

26. Evolution of DEMIS - Budget Management Live Demo

27. Evolution of DEMIS - Space Management Live Demo

28. Inter-related Systems Stage 2: Complete Project/Grant View © 2003 Beth Ridenour

29. Inter-related Systems Stage 2: Complete Project/Grant View © 2003 Beth Ridenour

30. Issues: Inter-related reports are duplicating information Too get a full picture people have to go to multiple reports The relationship between different reports are not apparent to users Evolution of DEMIS Financial Perspective

31. Immediate Future Goals of DEMIS Financial Perspective Stage 3: Develop Financial “dashboards” –department and campus financial sound bite

32. Stage 3: Develop Complete Financial View – campus / department financial sound bite © 2003 Beth Ridenour 1.Prep work – chart of account issues 2.Performance measures 3.Organization of Information

33. Stage 3: Develop Complete Financial View – campus / department financial sound bite Performance Measures: Measures that are felt on the “balance sheet” © 2003 Beth Ridenour

34. Stage 3: Develop Complete Financial View – campus / department financial sound bite © 2003 Beth Ridenour Organization of critical data: “Sound bite” of financial picture that makes sense to Deans, Chairs, functional staff quickly – with elaboration into the detail as a logical next step.

35. Academic Subject Area

36. Student Admin. Subject Area

37. Academic Trend Metrics

38. Sample Query Selections

39. Output from Sample Query

42. Academic Metric Ratio Query

43. Output from Metric Query

44. Immediate Future Goals of DEMIS Academic Perspective Integrate with KU’s Faculty/Staff Portal for authentication Develop a University Performance Indicator Measurement query system (primarily for Academic Units) © 2003 Beth Ridenour

45. Catherine Lumsden, Program Manager, SAS Corporation Catherine.Lumsden@sas.com.com Ryan Cherland, Director, University of Kansas ryan-cherland@ku.edu Brenda Tucker, Senior Programmer/Analyst, University of Kansas brenda-tucker@ku.eduCatherine.Lumsden@sas.com.comryan-cherland@ku.edu brenda-tucker@ku.edu

46. © 2003 Beth Ridenour Jayhawks on Parade