GeorgetownUNIVERSITY

Charles F. Leonhardtleonhardt@georgetown.edu

A Dashboard for the Board of Directors

and Campus Executives

January 11, 2012CSG@Stanford

GeorgetownUNIVERSITY

Key Drivers for a Board System

» Automate Labor Intensive process» Go Green: Reduce paper as well as printing and

distribution costs» Provide online access to the Meeting Board Book to

Directors and Senior Administrators in a more timely manner

» Archive Board materials electronically» Extreme focus on information security» Mobile Access to Materials» Online Voting» Online Distribution of University News

GeorgetownUNIVERSITY

Selection Process

» Reviewed system candidate landscape with Gartner consultant

» Researched Top 15 products

» Eliminated 10 of the 15 based on literature review (not secure enough, not functional enough, not appropriate for higher education)

» Demonstrations of the top 5 to UIS staff, focusing on user interface, information security, ease of use, mobile options, use in higher education, cost

» Selection of Top 2 for a “bake off”

» Diligent Board Books was the clear winner Only perfect score during UISO Security Review

GeorgetownUNIVERSITY

Characteristics of Board Books System

» In the cloud with redundant data centers across the world

» 24x7x365 Help Desk for System Administrators, Board Members, and University Officials

» Training is usually done by gotomeeting.com

» Excellent information security

» All materials are encrypted, require passwords to download, can specify document expiration and revocation dates, can be auto erased

GeorgetownUNIVERSITY

Pilot Process

» Contract for a 3 month pilot through June 30, 2011

» Office of the University Secretary Built February Board Book online in 3 hours (with complete

set of materials) Built May 2011 Board Book for pilot group

» Small group of Directors were trained to access May materials

» Full Board trained for accessing October 2011 Book

» Senior Administrators now being trained for accessing February 2012 Book

GeorgetownUNIVERSITY

Key University Metrics Currently Delivered in Board Book

» ~220 page Management Report (joint effort of academic and admin leadership)

» Organized in two parts» Part I: Integrated Data that cuts across

University Units: Students, Faculty/Staff, Research, Financials, Endowment, Services

» Part II: Organized by Operating Units: Main Campus schools and units, Law Center, and Medical Center

GeorgetownUNIVERSITY

Key University Metrics Currently Delivered in Board Book

» Allows the Board to focus on major university topic area or focus an on operating unit

» Comes with a commitment to develop an Executive Dashboard

» Provides the springboard for the content of a dashboard

» Contains some external benchmarking (which needs to be expanded)

GeorgetownUNIVERSITY

Characteristics of Management Report

» Very Valuable Information

» Labor Intensive

» Very Distributed

» Snapshot: 3 times per year

» Voluminous (but indexed and searchable)

» Raw Material for a Dashboard (pending Board and Executive review and comment)

GeorgetownUNIVERSITY

Characteristics of a Dashboard

» More information than a published document

» Automated

» Centralized

» Near Real Time Data

» Summary Data

» Ability to Drill Down

GeorgetownUNIVERSITY

Moving Forward

» Create Dashboard in phases using our current BI environment (EDW, Cognos)

» Deliver the Dashboard via BI Environment

AND/OR

» Frequently Publish an Automated Dashboard in Boardbooks

» Create an Interactive Display Tool in Boardbooks