Transcript Implementing KPI Reporting in the College of LSA

Implementing KPI Reporting in
the College of LSA
Rob Wilke
Nick Hadwick
• Our Data Environment
• LSA in Context
• KPI Development Process
• System Demo
• How used
• Technical Infrastructure
• Challenges encountered
• Future Directions
BI: Data -> Information ->Knowledge -> Action
UM Data Environment
Thousands of tables in PeopleSoft
Large datasets
Personal data table – 2.3 million rows
Admissions Program table – 2.3 million rows
Student Enroll table – 6.7 million rows
Job table – 1.4 million rows
Pay Check table – 8.5 million rows
Dept table – 20,000 rows/3700 distinct DeptIDs
LSA:UM
Distinct DeptIDs - 144:3700
Student Enrollments – 3.8 million:6.7 million
College of LSA
• ~ 40 Academic Depts/Programs
(3 Divisions – Humanities, Social Sciences,
Natural Sciences)
• Museums
• Michigan Learning Communities
• Student Support: Advising, Language
Resource Center, Science Learning Center,
Study Abroad
• Dean’s Office
• 80% of Budget is Salary/Benefits
Heterogeneous Organization
• What to measure?
• Can you compare the Exhibit Museum
with the English Department?
• Why did we develop the KPI measures?
LSA KPI History
• New Dean and Associate Deans
• “Provost Indicators”
– Student Headcount, Diversity
– Faculty Appointments
Charge
“Work within the realm of information
we’re already producing to make
information useful for planning at the
Associate Dean and Executive Committee
level that will show changes in the
College over time and project to the
future.”
Goals
• Clear, Consistent and shared measures
• Benchmarks to help think about resource
distribution in the College
• Not be reliant on self-reported data by
departments
Principal Data Areas
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Faculty/Staff – Counts and Characteristics
Graduate Student Characteristics
Funding
Space and Energy Utilization
Student Credit Hours
Degrees
Relationships between Inputs and Outputs
Development Process
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Top down mandate from upper management
Modeled after Provost Indicators
Push detail down to departmental level
Team of Finance, Budget and IS personnel
2 year trial period with departments
Incremental changes to add/subtract measures
Initial system was a Spreadsheet and PDF File
System Demonstration
http://www-a1.lsa.umich.edu/AdminData/KPIDeptCompare.aspx
Visualize Trends
Student Credit Hours per FTE
800
700
600
500
400
300
200
100
0
2002
2003
2004
2005
2006
Visualize Trends
Student Credit Hours per FTE
450
400
350
300
250
200
150
100
2002
2003
2004
2005
2006
Decision Making
Student Credit Hours/TTFTE
Computed Course Releases/TTFTE
% Small Sections
% Over or Under Target
Faculty lines (Resource Commitment)
Position requests
GSI, grader and fellowship funding
Lecturer positions
Technical Environment
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SQL Server 2000 database – 3 tables
IIS Web Server
ASP.Net 2.0 Development Environment
Originally Excel with Macros
Tables
• Header
– Key, Description, URL, DisplayOrder, Page,
Classification (Profile, Indicator, Outline
Separator)
• Data
– Key, DeptID, Year, Data value
• Notes
– Key, Title, Note content
(Notes and Header tables include HTML stored with data)
Sample data
KPICode DeptID AcadYear KPIValue
1A
172000
2002
31.5
1A
172000
2003
32.5
1A
172000
2004
33.5
1A
172000
2005
31.5
1A
172000
2006
30.25
1A
172000
2007
30.25
1A
172000
2008
32
1B
172000
2005
25.52
45,000+ rows
Data must be pivoted
Challenges
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Inconsistent Source Data
Lack of Understanding of Source Data
Source Data Not Reflecting “Reality”
Numeric Values only
Making Assumptions Transparent
Conflicting Indicators
Minimizing # of Indicators
Communicating Context to Depts
Future Direction
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Create Charts on the fly
Drill down to see detail
“Top 10” lists of key values
Additional Research Indicator
Terminology Check
1. Key result indicators (KRIs) tell you how you
have done in a perspective.
2. Performance indicators (PIs) tell you what to do.
3. KPIs tell you what to do to increase
performance dramatically
David Parmenter, Key Performance Indicators
Key Performance Indicators
"KPIs represent a set of measures focusing
on those aspects of organizational
performance that are the most critical
for the current and future success of the
organization."
Key Result Indicators
“KRIs typically cover a longer period of
time than KPIs; they are reviewed on
monthly/quarterly cycles, not on a
daily/weekly basis as KPIs are.”
Ask the Right Questions
“Rarely is the question asked, is our
children learning?”