Business Intelligence & Institutional Research at Unisa: What it can do for you Presented to Unisa Capacity Development Programme 24 November 2009 Professor George Subotzky Suzette van Zyl Department of Information and Strategic Analysis Overview of presentation • Background & Context • Integrated Strategic Planning Framework – DISA role and mandate within this • What is BI? Key concepts: – – – – – – IM MI & BI OPM Outputs, outcomes and performance measures/indicators The Information Hierarchy: The BI Pyramid Analytic Maturity Curve Technological Maturity Curve • Special focus on External environmental scanning/ scenario building • Elements of the BI Framework • What is IR? Acknowledgements • Suzette van Zyl – Conceptual Genesis of BI Unisa – Research/PhD – Project leader • George Subotzky – Eager novice, quick learner • Prof Baijnath: Convinced supportive champion • Gartner: mixed value report • Business Intelligence 2008 Conference The Planning Imperative at Unisa 2004 Merger Organisational Hybridity & Complexity Policy & Regulatory Environment International Trend towards Managed HEIs Market Environment • National and International Competition • Increased Demand & Pressure • Academic & Operational Challenges • • • • • The Planning Process Thus Far • 2005: 2015 Strategic Plan – Vision, Mission, Social Mandate, SWOT Analysis, 10 Objectives, Strategies and Targets • 2006: IOP – Vertical Integration with 2015 SP – Actions, Performance Measures, Targets (rough) • 2007-9: 3-year Rolling IOP – Strategic/Operational Priorities – Increased Sophistication in PMs and Targets – Attempt to Identify Cross-functional Dependencies – Horizontal Integration • Integrated Planning Framework • BI/IR Framework– Monitoring & Evaluation Reflective Instruments • • • • • • • • • COL Trial Quality Audit HEQC Quality Audit Ongoing Quality Assurance Accenture Business Architecture Initiative Review of 2015 SP and IOPs Planning Makgotla Monitoring and Evaluation Risk Management Service Charter STRATEGY FORMULATION • Mission, Vision, Business Model (ODL) • Strategic Plan Strategic Outcomes, Objectives & Performance Measures (all shaped by Social Mandate) IOP & STRATEGIC PROJECTS Strategically-aligned Outcomes, Objectives, plan Outputs & Performance Measures FUNCTIONAL PLANS (PROJECT-BASED) eg Academic, Research, HR, Estates, ICT Functional Outcomes, Objectives, Outputs & Performance Measures, Integrated Scheduling Integrated Strategic RESOURCE ALLOCATION (SRAM) Management • Budget Framework • ACHRAM & PADRAM OPERATIONS • Functional/Operational Units act Inputs, Processes, Outputs, Outcomes & Performance Measures Business & Enterprise Architectures Shaped by strategy - the optimal configurations of: • People/capacity • Processes/Systems • Resources/Infrastructure • Technology Strategic Projects Enabling Conditions (in addition to appropriate Business & Enterprise Architectures) • Effective Leadership & Management • Conducive Climate & Culture CHANGE MANAGEMENT • Strategic Change Initiatives change • Continuous Improvement Initiatives These are identified through ongoing review process, and then find expression, as the case may be, in: • New or revised Strategy or Strategic Projects • Objectives and Actions in the IOP • Changes to Operations, the Business and Enterprise Architectures and Enabling Conditions review INSTITUTIONAL PERFORMANCE & STRATEGIC MANAGEMENT • Monitoring and Evaluation (BI/Institutional Research) • Quality Assurance/Service • IPMS • Risk Management Ongoing: • Strategic Reflection/Review • Environmental Scanning DISA Mandate UNISA Business Units Business Units/ Business 33 Units DISA ODL Business Units HE Dev. Pol. Ec. Business Units Business Units HE Policy Vision, Mission & Strategic Goals Integrated Strategic Management Framework Business Intelligence: Automated, webbased, enterprisewide intelligence architecture Decisionmaking, Planning & Management Institutional Research: Systematic gathering, analysis, interpretation & dissemination of relevant intelligence Vision, Mission, SP & Business Model (ODL) Integrated Strategic Management Framework DATA TO INFORMATION + ANALYSIS = STRATEGIC INTELLIGENCE change plan STRATEGIC MANAGEMENT AND ANALYTICAL SUPPORT SERVICES • Formal & informal • BI support act INFORMATION & ANALYSIS/IR OUTPUTS STATUTORY REPORTING Integrated • Calendarised Strategic• Periodic • Ad hoc Requests Management • Strategic Discussion Forum Framework • HEMIS • Other External Stakeholder Requirements 4 types of Outputs/Services DATA ICT + IR DISA External INSTITUTIONAL INFORMATION & ANALYSIS PORTAL • Institution-wide Web-based BI Analytic Tool • Downloadable I & A outputs BI/IR ENTERPRISE ARCHITECTURE review Portfolio Structure DISA Organogram Portal: Institution-wide Dissemination of Information & Analysis (BI & IR) Ops Domain 1 Ops Domain 2 Ops Domain 3 Ops Domain 4 Ops Domain 5 BI ‘Enterprise’ Architecture ICT Enterprise Architecture Business Architecture (Process Maps) Ops Domain 6 DISA 3-fold Initiative 1. Institutional information and analysis portal – Automated, web-based, easily accessible single, authoritative information source – Vast enhancements on HEDA – Now includes pilot Student Tracking System – First step towards BI framework – Software clunky – Remains management information DISA 3-fold Initiative 2. BI framework – Cutting edge, long-term solution to supporting organisational performance management, integrated planning & decision-making – By providing tools, method & support for the optimal utilisation of BI for this purpose DISA 3-fold Initiative 3. Institutional Research Capability – – – – – – Calendarised Outputs Ad hoc Projects Environmental Scanning Monitoring & Evaluation Forecasting & Prediction Strategic Discussion Forum The BI Process Thus Far • • • • • • • • • Genesis of concept Presentation to Mancom: August 2006 Enriching our conceptual understanding of BI Framework & Strategy document: Engagement with consultant: Gartner BI 2008 conference: confirmed this direction and approach Workshopping & finalisation of document: Working Group & SPCC Mancom approval: 10 March 2009 Approach from HR, CAES ED, Budget Microsoft Performance Point proof of concept What is BI? BI is actionable information which has been structured analytically and contextually in order to measure and manage organisational performance against strategic and operational targets and thereby to effective support management, decision-making and planning and, in particular, the attainment of organisational goals and effectiveness What is a BI framework? • A BI framework comprises a number of elements (see below) to govern the entire process of automatically collecting, integrating, analysing, presenting and utilising up-to-date, reliable, relevant institution-wide information from multiple sources to support OPM. • The BI framework utilises sophisticated web-based portal technology to disseminate customised information to each manager in the form of highly visible aggregated dashboards and scorecards, with the ability to drill down into detail. It systematically provides relevant information across the entire enterprise, covering and integrating all processes. It represents the single, authoritative source for institutional information. MI vs BI MI provides summarised operational information, usually only in one functional business area such as students, HR, research etc. It is designed to deal with simple data configurations. It thus lacks integration across functional areas. To take a simple example: • Management information merely provides an HR profile. • Business intelligence is structured to analyse and explain the changing gap between the current and historical HR profile and targets with a view to reaching the targets. IM vs MI • Information management refers to the process of organising, preserving, ensuring integrity and disseminating information • It involves defining and applying meta-data elements, in particular business rules which are consistent with operational processes (e.g. personnel categories, definition of part-time contracts), and ensuring that systems are structured accordingly and aligned to business needs • Responsibility for this lies with the owner – functional areas Key Features of BI • Uses sophisticated web-based IT to automatically collect, integrate, analyse and present up to date, reliable, relevant institution-wide information from multiple sources • Action oriented • Cross functional, integrated strategic perspective • Analytically and contextually structured (according to the information hierarchy) Oganisational Performance Management (OPM) • Aims the narrowing gap between strategy and execution • An integrated, evidence-based management practice • Involves planning, forecasting, scenariobuilding and budgeting • Utilises BI systematically to monitor, analyse and measure strategic and operational activities against targets in performance indicators OPM • OPM ensures that operational objectives are systematically integrated across functional areas and aligned to organisational strategic objectives. To achieve this, performance indicators and exception thresholds or triggers are derived from detailed process maps within and across organisational units which form part of the business architecture. Performance Indicators Performance indicators are customised in relation to the processes, objectives and targets across organisational units. They are presented on dashboards and performance scorecards for organisational units and for the organisation as a whole. Dashboards & Scorecards A dashboard is a single-screen, summarised and highly graphical display that enables managers and knowledge-workers to monitor and analyse an organization’s activities and processes. It presents up-to-date actionable BI at a glance on the status of key operational activities, processes and forecasts. This is sometimes referred to as Business Activity Monitoring (BAM). Dashboards & Scorecards A scorecard is a performance-oriented type of dashboard. It presents up-to-date actionable BI at a glance on the status of organisational performance against strategic and operational objectives and targets, by means of relevant performance indicators. This is referred to as Organisational Performance Management (OPM). OPM Dashboard The aim of the OPM dashboard is to empower managers to make evidence-based decisions by presenting summarised overviews of performance metrics. Sophisticated software applications allow managers to drill down into detailed operational information where required. What does BI look like? Current Institutional Performance against 2015 Strategic Plan: Scorecard of 17 PIs Performance Trend Performance Indicator PI 15: Personnel expenditure as a proportion of total expenditure, 2004-8 PI 2: Headcount Enrolments, 2006-9 PI 14: Assets-to-liabilities ratio 2004-8 PI 16: Nett surplus as a proportion of annual turnover, 2004-8 PI 6: Increase in Accredited Research outputs per year 2006–10 PI 9: Accumulated Total Thuthuka grant holders 2004-9 PI 13: Proportion (ETD) Expenditure of Payroll per annum PI 4: Unisa’s position among South African universities in terms of research outputs, 2007 PI 5: Unisa NRF Rated Researchers 2004-9 PI 7: Research outputs/academic against 2015 & DoE Targets, 2004-7 PI 10: Annual dropout Rates 2004-7 PI 11: Aggregate Course Success Rate against 2010 Ministerial Target, 2004-7 PI 17: Academic & Academic Professional Staffto-Admin Staff Ratio 2004-8 PI 1: General Unisa Satisfaction Index (GUSI) PI 3: Academic Staff/Student Ratio, 2004-8 PI 8:% Change in PG Headcounts and Graduations PI 12: Annual alumni contributions 2004-8 Target Target Date Current Performance Current Performance Against Target Prognosis of Meeting Target 59% 2008 59,1 0,1 Above Target Reached 235 000 250 000 3,5 2010 2015 2008 261 927 +3 000 Above Target Reached 3,9 0,4 Above Target Reached 5% 2008 6,7% 1,7% Above Target Reached 70 2010 -31,9 101,9 Below Target Possible 250 2015 177 73 Below Target Probable 3% of Payroll 2015 1% 2% Below target Possible 5th Position 2015 6th Position 1 Above Target Unlikely 2015 122 128 Below target 6 Above target Possible 2015 0,42 0,48 below Target Unlikely 2015 11% 14% Above target Unlikely 3% 2015 1,1% 2,9% Above Target Possible 45:55 2015 68:32 Ratio too high Unlikely 100% 174 25% 25% R3 M 2015 2015 63,15% 140 -3% -30% R122 654 36,85 below target 34 Above Target 28% Below Target 33% Below Target R2,878,000 below target Improbable Improbable 250 10 1,0 1,15 3% 2015 Annual Improbable Improbable Strategic Objective 6.2 Position Unisa as a leading provider of quality distance education programmes through an academic product range that expands on its comprehensive character Target 1: General Unisa Satisfaction Index (GUSI) aspiration of 100% in 2015 with a minimum threshold of 90% Performance Indicator 1: Unisa Student Satisfaction Indices, 2005-9 2009 Status: 36,85% below target 1. The 2008 USSI score was 63,15 2. This was substantially down from 70,18 in 2007 3. Since 2005, and overall downward trend of -10,09 is evident 4. Focused and sustained effort will be needed to address the issues underlying the relatively poor USSI score and to reach the target 5. The OU UK is the top-rated HE institution, according to the National Student Survey. This can inspire our aspirations in this regard in the challenging DE context Action/Responsibility 6. All portfolios involved in the total student experience. Specific co-ordinated action plans needed. Performance on 84 Targets in Unisa 2015 Strategic Plan Overall Performance Targets on Track - % Complete Example HR Performance against IOP June 2009 HR 2009 Performance Scorecard Performance Indicator SA 3.9: Integrate the DCLD into the Academic Portfolio SA 9.2: Develop and implement appropriate leadership and management education and training programmes SA 1.3: Finalise and implement an ODL capacity development and training plan for all staff and an effective ODL Strategy SA 2.2: Establish a culture and practice of service excellence SA 2.3: Advance Employment Equity SA 2.4: Empower and advance women within an equitable gender mainstreaming framework SA 2.5: Create an org culture and climate conducive to achieving our institutional vision, mission and identity SA 4.6: Improve postgraduate support and guidance SA 4.7: Redevelop the Library as an African research library with concomitant services SA 2.4: Empower and advance women within an equitable gender mainstreaming framework SA 8.7: Establish a Centre for health and wellness SA 9.5: Establish a culture of performance, accountability and stewardship through the (IPMS) aligned with CPM Target ICLD integrated i.t.o. structure and line functions Implement HRD Strategy and Plan Target Date Feb Nov Institution of Personal Librarian posts. Nov Dec %On Target & On Track Possible Probable Jul Jun Jun Jul 2009 Configure the IPMS on ORACLE Implement QA system for quality Ensure implementation 2009 IPMS cycle 2009 Sep Jun SA 8.1 Finalise and align institutional BA & ODL business model Use technology incrementally Roll out Self Service Module and train Develop an HRIS Strategy and Plan Produce MI and support 2009 SA 9.2: Develop and implement appropriate leadership and management education and training programmes Identify Senior Academics to Mentor YA Executive Development Programmes Senior and Mid Management Supervisory Development Programmes Nov SA 9.3: Develop and implement training programmes to build staff capacity Skills and Competency Audit. Comply Skills&Dev Act Workplace Skills & Annual Training Plan SA 9.4: Develop and implement succession planning in line with EE policy Succession planning policy and plan & and targets implement Exec Man Reached Nov Collective and individual labour rel processes SA 2.5: Create an organisational culture and climate conducive to achieving Enhance HR Website our institutional vision, mission and identity Org climate & staff satisfaction remedial interventions SA 7.6. Improve effectiveness of Unisa Contact Centre (UCC) Appointment of Additional UCC agents Prognosis of Meeting Target On Target & Completed May Satellite teaching Assist the IODL capacity & train plan Depart/Dir service charters developed and implemented Recruitment Processes comply EE Sexual Harassment Policy Gender mainstreaming Selection CC comply Develop an HR communication plan Preferred culture articulated by June Centre for Graduate studies workstudyoptimal structure&staffing Gender mainstreaming Inst Training Current Performance Against Target %On Target & Unchanged Possible Jun Nov 7 Protection Services Mid-Year Progress Dashboard June 2009 Actual vs Budget 2009 Strategic Project Milestones Project Mile stone Due Date Comment SP - Access Control PTA In Construction Phase Aug 09 Changed Contractor SP - Access Control Florida Technical Design Approved Mar 09 Tender Completed 2009 Combined Gender & Race EE Targets per Postgrade 100% 80% 60% 40% 20% 0% % Budget Spent Budget & Strategic Projects Budget 2009 Actual 2009 Budget 2009 R 17,189,298 R5884,020 36 SP - Access Control PTA R 12,400,000 R 2,784,127 24 SP - Access Control Florida R 10,800,000 R0 0 Criminal Incidents 2005-9 2008 2009 2009 Target PG 8-9 57% 56% 75% PG 7 100% 55% 60% PG 5-6 34% 40% 50% 250 200 150 100 50 0 -50 2005 2006 2007 2008 2009 Pretoria 204 108 93 88 24 Florida 41 45 47 53 26 Progress Monitoring vs OPM It is important to distinguish between: • Progress monitoring (monitoring of progress in relation to planned actions, activities, outputs and milestones by means of project management software and methods) and • Organisational/departmental performance management (analysis and explanation of performance and evaluation of impacts in relation to planned targets and outcomes by means of appropriate PIs) The Information Hierarchy: The BI Pyramid Value/ Aggregation/ Integration Analytic format Presentation format Intelligence Information Data Scorecards Strategic: VC & Portfolios Tactical: Department/ Directorate Operational: Division/Project Volume/ detail Dashboards Reports Management information Business intelligence Actionable intelligence The analytic maturity curve Prediction BI Analytic Maturity Evaluation Explanation Progress monitoring Analysis/ interpretation Real-time reporting Historical reporting How can we make things happen/improve? What will happen and why? What is the likely outcome and impact? What was the impact of an initiative? Was the intended outcome achieved? Why did it happen/not happen? What factors contribute to outcomes? Was the goal/target reached? Were any critical levels reached? What does the change signify? What trends are apparent? What is happening? What is changing? What happened? What changed? Time/technology BI Analytic Maturity The Technology Maturity Curve BI framework Automated, web based information portal Manual data digging & dissemination Future DISA Current DISA (still MI, not BI) BMI, Planning Office, DPA, early DISA Time/technology Manual data digging … Automated, web based information portal BI framework … And dissemination BI Strategy Management • Management & Operational Structures, including the BICC • Roles & Responsibilities Operational Standards • • • • • • Quality assurance Business rules Metadata Data models Data integrity Security & access control • Rationale • Elements & Definitions • Roadmap BI Framework Implementation • Advocacy • Change management strategy • Workplan BI Architecture Infrastructure • Technology - Data storage, Server & PC architecture, software • HR resources & capacity • • • • • • • Why? For whom? What? When? Where? How? By whom? BA/ Process maps Domains of BI at Unisa Student Intelligence Programme and Course Intelligence Operational Intelligence Different views: Institution, Portfolios/ Colleges/ Business Units HR Intelligence Financial Intelligence External Strategic Intelligence Data warehousing Reporting & Analysis ICT DISA/BICC DISA/BICC Outputs Source databases Portal Extraction Extraction HR U Finance Estates s No. of Members 70000 Legend Recreational COMPSK EXECUTIVE OFFICIAL PRECSK TESTSK 60000 Datawarehouse 50000 40000 30000 20000 10000 e 0 AB BC CO EO FO MB NB NF Students r s • Analyses/ Research Data Research Reports/ Briefings • Statutory Reports • Ad Hoc Queries Information Intelligence DISA BI Engagement Process • Engagement with functional areas to determine optimal BI requirements (truth test: why before what) • Scrutiny of College/departmental strategic & operational plans to determine consistency between objectives, actions, performance measures/indicators and different kind of targets (output, quantitative, outcomes, planned) – strategy map, identifying main contributing actions to desired outcomes • Determine appropriate/measurable PIs, information sources, formats and custodians • Arrange gathering, processing, formatting and dissemination of dashboards and scorecards (incremental approach) • Involve appropriate strategic and operational staff members, including identified ‘Super Users’ The BI Strategy Roadmap Main phases Action Plan / objective PHASE 1: FINALISATION OF BI STRATEGY FRAMEWORK Finalise document SPCC Working Group feedback MC approval PHASE 2: DETAILED ROADMAP FINALISED AND IMPLEMENTED Structures and team operationalised Consultants appointed Project launch Institution-wide Advocacy Campaign conducted with feedback March 2009 April 2009 May 2009 May 2009 - onwards Develop Project Charter with consultants June 2009 BI product procured through tender process June 2009 Initial set of PIs, dashboards and scorecards in place; feedback on usefulness PHASE 3: FURTHER ROLLOUT Time Frame June 2009 onwards BI product procured through tender process July 2009 Initial group of users identified and training commenced October 2009 onwards Revised project deliverables 2010-2011 What is Institutional Research? Defining IR and its scope • Numerous useful, if predictable, definitions • Some claim that an overarching grand narrative definition is not possible (postmodern assumption?) • Key: Defining ‘research’ and ‘institutional’ • IR defined in terms of its purpose, scope & activities • Narrow & broad definition and interpretation of IR in relation to: MI, reporting, BI, planning, management • Key claim: if we accept a broad organisational purpose for IR and a broad range of activities as constituting IR, then we are committed to a broad and integrated definition related to strategic management Purpose • To provide intelligence- & evidence-based support for management, decision making & planning in order to attain organisational strategic and operational goals • Unisa VP: Strategy, Planning & Partnerships, Professor Narend Baijnath: – Institutional research renders the organisation strategically intelligible to itself • Dressel – To identify organisational weaknesses & obstacles to achieving objectives & efficiencies Some well-known definitions An attitude of critical appraisal of all aspects of higher education, which has as its primary purpose the assessment and evaluation of the expressed goals of the institution and the means to achieve these goals (Suslow, 1971) Research conducted within an institution of higher education to provide information which supports institutional planning, policy formation and decision making (Saupe, 1990) Watkins & Maddison Self-study is about collective reflective practice carried out by a university with the intention of understanding better and improving its own progress towards its objectives, enhancing its institutional effectiveness, and both responding to and influencing positively the context in which it is operating • Intimately linked to strategy, culture & decisionmaking • Conceptually distinct from the related field of HE research in that it is undertaken to directly influence action Range of activities • Sourcing – Internal – External (Environmental scanning, Comparative benchmarking) – Quantitative & qualitative • Process – Extraction/gathering of data – Aggregated organisation into quantitative MI (data warehousing) – Analytic formatting into Business Intelligence • Analysis & reporting via various outputs to various audiences – Web/Portal – Narrative reports, briefings, presentations – Statutory reporting Key elements Understand internal & external context Appraise current practices Compare and benchmark against other practices Draw conclusions and design and implement initiatives to enhance practices • Constitutes intrinsic component of action learning/SM cycle: • • • • – – – – Learning Planning Implemention/action Review/reflection Varying location in organisation • • • • • • • Academic affairs Principal IT Strategy & Planning Finance Student affairs Development Towards a comprehensive broad definition of IR • IR comprises: – a range of activities & outputs – involving the systematic collection, organisation, analysis & dissemination of – relevant, accurate & timely – internal and external, structured and unstructured information and organisational/environmental intelligence – for the purpose of supporting strategic & operational management, planning & decision-making – in order to optimise performance and execute strategy and thereby attain institutional goals, outcomes & impacts IR: ‘Vision gathered from the promise of actual things’ All we can do is search the world as we find it, extricate the forces that seem to move it, and surround them with criticism and suggestion. Such a vision will inevitably reveal the bias of its author; that is to say it will be a human hypothesis not an oracular revelation. But if the hypothesis is honest and alive it should cast a little light upon our chaos. It should help us to cease revolving in the mere routine of the present or floating in a private utopia. For the vision of latent hope would be woven of vigorous strands; it would be concentrated on crucial points of contemporary life, made in a living zone where the present is passing into the future. It is the region where thought and action count. Too far ahead there is nothing but your dream; just behind there is nothing but your memory. But in the unfolding present man [sic] can be creative if his vision is gathered from the promise of actual things. (Lippmann, 1914)