Providing Mission Critical Decision-Support Information to your Campus Community in a Quick,...

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.

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© 2

003

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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.

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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

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.


• 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


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

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What is DEMIS?Departmental Executive

Management Information System

• 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

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:

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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


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

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KU Enterprise Data Architecture

Knowledge Management Infrastructure Definition Task Force 06/2000 Adapted from Ken Orr’s Enterprise Data Architecture, 1998

Data Feed / Data Mining / Indexing Layer

Da

ta A

cqu

isiti

on

--

SA

S/

OW

B /

De

cisi

on

Str

ea

m

Data Staging and Quality Layer Operational

Data Stores

Inte

gra

tion/

Co

nso

lida

tion

P

roce

ss

Core DW Layer

Central DW

Fe

ed

/ M

inin

g /

Ind

exi

ng

Pro

cess

Space Inventory

Non-operational

Data Sources

IPEDS

External Data

AMCAS AAU

HRSA

SRIS

FSKU

MCHR

Source Data

Layer

KUMC Fin

SAKU

KUFS Detail

SRIS Legacy

data

CRINC FS Detail

Other Subject

Area Applications

Subject Areas

: - Students - Financial - Human

Resources - Facilities /

Equipment - Research

KUFS

CRINCFS

KUMCFS

SCH MART

Data Mart Layer

Others

Presentation / Desktop Access Layer Downloads Spreadsheets Business

Analysis Tools

DEMIS / Web

Interfaces

Metadata Repository Layer Warehouse Management

Layer Application Messaging Transport Layer

Operational Data Sources

SA RDS

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

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

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

• 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

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

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

Current DEMIS Interface

• Uses a password protected web-site that allows customization of the links for a user

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DEMIS

Provides decision-maker tools to manage:

• Student Enrollments• Space usage• Academic programs• Payroll and staffing• Financial expenditures

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In the beginning…

• Need to replace legacy system hard-copy reports

• Standard Operations Reports

DEMIS as a “Reporting Silo”

Evolution of DEMIS Financial Perspective


Stage 1: Standard Operations Reports

DEMIS as a “Reporting Silo”

Web reporting solutions for

• Financial

• Human Resource and Payroll



Evolution of DEMIS - Financial

Live Demo

Evolution of DEMIS - HR/Payroll

Live Demo

Stage 2: Inter-related Systems

Introduction of Decision Support Systems

Web reporting solutions for

• Budget Management

• Space Management



Evolution of DEMIS - Budget Management

Live Demo

Evolution of DEMIS - Space Management

Live Demo

Inter-related Systems Stage 2: Complete Project/Grant View

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Inter-related SystemsStage 2: Complete Project/Grant View

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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


Immediate Future Goals of DEMIS

Financial Perspective

• Stage 3: Develop Financial “dashboards”– department and campus financial sound bite

Stage 3: Develop Complete Financial View – campus / department financial

sound bite

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1.Prep work – chart of account issues

2.Performance measures

3.Organization of Information


sound bite

Performance Measures:

Measures that are felt on the “balance sheet”



sound bite

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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.

Academic Subject Area

Student Admin. Subject Area

Academic Trend Metrics

Sample Query Selections

Output from Sample Query

Academic Metric Ratio Query

Output from Metric Query

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)


Catherine Lumsden, Program Manager, SAS Corporation

[email protected] Ryan Cherland, Director, University of Kansas

[email protected]

Brenda Tucker, Senior Programmer/Analyst, University of Kansas

[email protected]

mailto:[email protected]













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