Cover Sheet for Proposals (All sections must be completed) Business Intelligence Name of Lead Institution: University of East London Name of Proposed Project: Bringing Corporate Data to Life Name(s) of Project Partners(s) N/A This project involves one or more commercial sector partners NO Name(s) of any commercial partner company (ies) N/A Full Contact Details for Primary Contact: Name: Position: Email: Tel: Address: Gary Tindell Information Improvement Manager g.c.tindell@uel.ac.uk 0208 223 2065 IT Services, University of East London, University Way, London, E16 2RD. Length of Project: 18 months Project Start Date: 1st February 2010 Total Funding Requested from JISC: July 31st 2012 Project End Date: £ (see budget) Funding requested from JISC broken down across Financial Years (Aug-July) Aug10 – July11 Aug11 – July12 £ £ Total Institutional Contributions: Outline Project Description The aim of the project is to produce a demonstrator model for the rapid development of a integrated business intelligence system. The project will: Develop and implement three business intelligence applications (Student Lifecycle, Corporate Performance and Benchmarking) Information in each application will be presented using a range of interactive dashboards, scorecards and charts with filtering and drilling down and up capabilities Implement and roll-out a Business Intelligence solution across the University I have looked at the example FOI form at Appendix A and included an FOI form in this bid YES I have read the Funding Call and associated Terms and Conditions of Grant at Appendix B YES Page 1 of 9 Proposal: ‘Bringing Corporate Data to Life’ Submitted under: JISC Business Intelligence Programme (JISC Grant Funding 12/10) Submitted by: University of East London Project timescale: 18 months, commencing in February 2011 for completion by July 2012 1. Appropriateness and Fit to Programme Objectives and Overall value to JISC Community 1.1 The overall aim of the project is to provide a demonstrator model for the rapid development of an integrated business intelligence system. The model will make use of significant advances in software tools that utilise in-memory technologies allowing instant analysis of large, often complex datasets. 1.2 More specifically, the objectives of the project are to: Significantly reduce the time taken to develop new business intelligence applications; Develop and implement three business intelligence applications using QlikView: 1) Student Lifecycle (integrated application consisting of applications figures, student enrolments, student retention and employability outcomes). 2) Corporate Performance (consisting of Key Performance Indicators for schools and services, staffing data including SSR’s, results from the National Student Survey, course and programme costs, financial modelling using ‘what…if’ testing). 3) Benchmarking (extracts of key benchmarking data from UCAS, HEIDI including staff, student, finance, NSS, DLHE in addition to data purchased from HESA examining patterns of local HE participation). Information in each application will be presented using a range of interactive dashboards, scorecards and charts with filtering and drill-down and drill-up capabilities; Engage managers throughout the project in terms of how information is presented, the design of dashboards, scorecards and reports and the identification of additional sources of data; Evaluate the results of the project, and in particular, the degree to which the business intelligence applications facilitate improvements in strategic planning processes. 1.3 The project will contribute to upgrading the business intelligence capacity of the University of East London in order in enhance our strategic planning processes and to meet the implementation of the new University strategy ‘Transformation for Excellence, 2010-2020’. This will provide managers with access to a much broader range of information than has previously been available and presented using a range of interactive dashboards and scorecards. In addition, it will provide a forecasting capability by allowing us to create a range of ‘what…if’ scenarios particularly for example, relating to changes in student numbers, costs in delivering courses, reductions in teaching grant funding, changes in tuition fees and subsequent impact on institutional funding and budgets. Page 2 of 9 2. Quality of Proposal and Robustness of Workplan 2.1 Project Background 2.1.1 Since 2001, the University of East London has been utilising a Management Information System (MIS) developed by IT Services in conjunction with colleagues from Strategic Planning. This application made use of OLAP technology and built a number of cubes (3 dimensional data models) for specific applications such as enrolment and admissions data extracted from the SITS student record system and subsequently integrated into a data warehouse. After initially experimenting with Microsoft Excel, IT Services selected a reporting tool called ProClarity which allowed us to display data from the data warehouse using a range of line, bar and pie charts and provided users with the ability to drill-down and drill-up on a wide range of dimensions. MIS was successfully demonstrated at the UCISA CISG Annual Conference in November 2001. 2.1.2 Although MIS has served us well for a number of years, the escalating maintenance of corporate data using OLAP has meant developing new, useful applications has been less frequent. As a consequence, the University recognises that it is now the right time to significantly upgrade our business intelligence capability in order to support our operational processes and in particular, the implementation of the new University Strategy ‘Transformation for Excellence, 2010-2020’. 2.1.3 The requirements of a new business intelligence system were first articulated at a Data Quality workshop held for the University Management Team in April 2010. Senior managers indicated that a new system should be able to: Present key data in clear and concise formats, making use of dashboards and scorecards based on key performance indicators Encompass a much broader range of information than is currently available in MIS, particularly in terms of benchmarking performance against comparators Allow data to be analysed using a mapping function Possess drill-down and drill-up capability Regularly updated on at least a weekly basis, daily and hourly basis during clearing and enrolment Provides a capacity for scenario testing and asking ‘what…if’ questions Widely accessible and available for senior managers, preferably as a multimedia application available on an iPhone or iPad. 2.1.4 After reviewing and testing a range of BI products, the University selected QlikView as its future business intelligence tool. Our evaluation of QlikView found it to be comparatively easy to use, enables us to present a range of corporate data in clear and visible ways and more importantly, enables us to rapidly develop applications rather than the time- consuming online analytical processing (OLAP) which we currently use. This is largely the result of a significant improvement in data compression techniques, which now means that large quantities of data can be processed in memory. The development of dashboards at different levels is relatively straightforward and data from a wide range of different data sources can be integrated. 2.2 Overview of Proposed Work 2.2.1 The three demonstrator applications will be built and distributed using QlikView. The University is currently in the process of procuring a QlikView Business Enterprise Server coupled Page 3 of 9 with licences aimed at report developers and for end users via a web interface. The server is due for delivery in December 2010 and training is scheduled for late December/early January for IT staff before rolling-out to key university staff throughout January/February 2011. 2.2.2 The demonstrator intends to address the following JISC InfoNet BI Resource data subject categories: a) Finance and Costing b) Student data and information c) Performance measurement and management d) Staff data e) Benchmarking f) Strategic planning g) Marketing 2.3 Workpackage Breakdown Workpackage 1: Project Management 2.3.1 This includes all project management activities including planning, budgeting, interaction with internal (UEL senior and middle managers) and managing external relationships with JISC, our software supplier BME solutions and the QlikView HE User Group. In addition, it also includes managing the reporting requirements of the project and monitoring progress and risk mitigation. The project will be managed in accordance with the JISC Project Management Guidelines and overseen by a cross-disciplinary steering group comprising members from the IT Services, Strategic Planning, Admissions, Corporate Marketing, Finance and Human Resources. The steering committee will meet regularly throughout the project. Deliverables: Detailed project plan, progress and risk mitigation reports Blog Workpackage 2: Student Lifecycle Application 2.3.2 This demonstrator will make use of our existing data warehouse and will integrate student application, enrolment, retention and employability data into one application. Users will be able to drill-down into individual programmes and will able to select from a range of filters (for example, attendance mode, fee status, qualification aim, year of study, location of study and academic year). A range of interactive dashboards, scorecards and graphs will be developed examining for example, number of applicants compared to previous years, current student enrolments compared to targets, the origins of applicants and current enrolments using interactive Google Maps, student characteristics such as age, gender, ethnicity, etc and the employability outcomes of graduates using DLHE. After successful testing, we will design and develop a customised application that can be accessible and interactive using an iPad as the platform and a slightly abbreviated design for the iPhone. This application addresses the JISC Student Data and Information BI category. Deliverables: Demonstrator model Student data information case study Page 4 of 9 Workpackage 3: Corporate Performance Application 2.3.3 This demonstrator is aimed at integrating a wide range of different data sources aimed at assessing institutional performance across a range of areas. The application is likely to grow organically over time and for the length of this project will allow users to access key performance indicators developed for schools and services, monitor progress in delivering the objectives of the new University strategy ‘Transformation for Excellence, 2010-2020’, determine staffing and programme costs, and assess the relationship between student number and departmental finance. In addition, we will develop a forecasting tool that will allow us to undertake ‘what…if’ scenario testing to model for example, the effects of changing student numbers or increase in tuition fees on future funding, income and expenditure. After successful testing, we will design and develop a customised application that can be accessible and interactive using an iPad as the platform and a slightly abbreviated design for the iPhone. This application addresses the JISC Performance Measurement and Management, Finance and Costing, Strategic Planning and Staff Data BI categories. Deliverables: Demonstrator model Performance measurement and management case study Finance and costing case study Strategic planning case study Staff data case study Workpackage 4: Benchmarking 2.3.4 2.3.4 This application is intended to benchmark institutional performance against competitors on a wide range of measures. Data will be obtained primarily from sources such as UCAS (application statistics), and HESA (Staff, Student, Finance, National Student Survey, DLHE) as well as HEFCE (Performance Indicators covering widening participation, non-continuation rates, module completion rates and graduate employability) and integrated into one application. In addition, specific data sets purchased as part of long-term research into local HE participation will also be added to the application. After successful testing, we will design and develop a customised application that can be accessible and interactive using an iPad as the platform and a slightly abbreviated design for the iPhone. This application addresses the JISC Benchmarking and Marketing BI categories. Deliverables: Demonstrator model Benchmarking case study Marketing case study Workpackage 5: Testing and Evaluation 2.3.5 Initially, testing and evaluation will be carried out by the project team. Subsequently, the project team will select a group of managers and key staff to test the specific elements of the application in terms of design, functionality, data coverage, ease of use and this feedback will be used to make improvements to the application before roll-out. The software allows us to automate distribution for documents and reports to key users for evaluation. The testing processes undertaken by key stakeholders will be recorded and evaluated. Deliverables: Outcomes of testing and evaluation documented Page 5 of 9 Modifications to applications Workpackage 6: Final Reports 2.3.6 Produce a final report that will incorporate a case study outlining the processes undertaken in delivering the project, highlight difficulties in completing objectives and make recommendations in terms of emerging good practice. Deliverables: Video Final Project Report with budget Outline Project Timetable (February 2011-July 2012) Feb-Apr 2011 Workpackage 1 2 May-July 2011 3 4 5 Aug-Oct 2011 6 7 8 9 Nov 2011Jan 2012 Feb-Apr 2012 10 13 11 12 14 May-July 2012 15 16 17 18 Project Management Student Lifecycle Corporate Performance Benchmarking Testing and Evaluation Final Reports 2.4 IPR 2.4.1 All elements relating to the design of the applications, the look and feel of the dashboards, the selection of data elements and the design elements in developing an application for mobile delivery will be freely available. The software used for importing data and developing dashboards is a commercially licensed product but one which is freely available for download from the QlikView website for personal use. Colleagues in other institutions can recreate what we’ve designed using their own student data. 2.5 Sustainability 2.5.1 This project is part of a wider institutional programme aimed at enhancing the business intelligence capacity of the University of East London. The University will use QlikView as its primary reporting tool and will develop a wide range of applications aimed at facilitating operational processes which are outside the remit of this project. As a consequence, the project is sustainable over the long-term. 2.6 Project Risks Risk Staff recruitment and Probability Severity (1-5) (1-5) 1 3 Score (P x S) 3 Page 6 of 9 Action to Prevent/Manage Risk The project will use existing staff retention experienced in delivering intelligence solutions business The project cannot be delivered within the project time-scale 1 3 3 A component of the demonstrator project is to ascertain whether the challenging objectives can be fully delivered within the project time-scale. This would not indicate failure as one aspect of the project is to identify potential problems and communicate this to the wider community. A project report will identify these issues and offer potential solutions. Managers do not engage fully with the project 2 3 6 Support from senior managers and the new strategic planning processes will necessitate managers to be cognisant of the information contained in the BI applications. Technical challenges 2 3 6 Procure consultancy support from software providers, particularly in terms of developing scenario modelling and testing capacity. 3. Engagement with the Community 3.1 Engagement with project stakeholders 3.1.1 The project team will establish a steering group consisting of group of selected managers with the remit to test the specific elements of the application in terms of design, functionality, data coverage and ease of use. We will adopt a user-driven approach to development with each incremental stage of development subject to testing by our steering group and nominated staff within their teams. QlikView allows us to automate distribution for documents and reports to key users for faster evaluation. The feedback at each stage will consequently inform the next stage of development. 3.1.2 The principal stakeholders of the project are: Stakeholder Interest Importance stakeholder UEL Vice-Chancellors Group Corporate level dashboards and High monitoring progress in meeting the objectives of the new corporate plan. Deans of School and Directors School and Service level derived KPI High of Service at UEL dashboards and scorecards. IT Services, UEL Responsible for running QlikView and Medium developing dashboards and scorecards. For use in the monitoring of IT operational services. Page 7 of 9 to JISC, UCISA CISG, QlikView Interest in good practice in the rapid High HE user group and the wider development of a business intelligence business intelligence system. community Research and partner organisations including local authorities, community and school/college outreach activities. Conducting benchmarking research into Medium Higher Education participation, particularly focusing on East London, an area with traditionally low levels of educational attainment. 3.1.3 The project steering team are composed of managers with the responsibility for the JISC InfoNet BI subject categories. They will be expected to lead on evaluating the specific component related to their role and liaise with colleagues in their respective teams. Feedback and improvements from evaluation will be implemented by the project team in a cycle of evaluation and implementation. In addition, the project team will be delivering training to the Vice-Chancellors Group and Deans of School and Directors of Service and seeking feedback in terms of the presentation of corporate performance indicators. 3.2 Liaison with other initiatives 3.2.1 We will liaise closely with other related projects and groups, particularly within the JISC business intelligence programme and with wider HE management information providers such as HESA, HEFCE and UCAS. We will fully participate in JISC programme evaluation and in particular, promote good practice in developing business intelligence applications fit for purpose across a range of organisational and operational activities. 3.3 Dissemination and take-up 3.3.1 Distribute the three business intelligence applications to management staff in schools and services across the University of East London. We will need to procure 48 additional QlikView licences in order to expand the user base, primarily to obtain feedback and advice from a larger number of expert users. Provide training to staff and facilitate the establishment of a crossdisciplinary network of planning professionals, researchers and other academic and service staff. 3.3.2 Participate in and present at JISC workshops/programme level activities. 3.3.3 Make all documentation freely available on the JISC website, produce a regularly updated blog detailing progress on the project and a short video outlining achievements and the obstacles that have needed to be overcome. 5. Previous experience of the Project Team Gary Tindell Information Improvement Manager – Responsible for developing and delivering enhancements to the University business intelligence function and for implementing data quality initiatives across the institution. In a previous role as Strategic Planning Manager, played a key role in developing the previous management information solution before seconded to a sub-regional partnership. In this role jointly funded from HEIF (Higher Education Innovation Fund) and the then Office of the Deputy Prime Minister, he developed a web-based observatory providing key information on the Page 8 of 9 economic, social and environmental conditions in the Thames Gateway that is used by central, regional and local government. Simon Gill Senior Analyst Programmer – Responsible for developing and maintaining the University of East London’s management information system and delivering reporting solutions across a range of activities such as student admissions, enrolment, destinations of leavers, internal data quality audits and HESES. Has extensive experience in SQL and PLSQL, OLAP cube development and data warehousing. Has development experience in Microsoft Analysis Services 2000 and 2005, Oracle Discoverer, Business Objects, Performance Point and Qlikview. Pervin Hussain IT Project Manager - Manage multiple IT projects ranging from implementation of new IT software systems to kitting out new buildings with IT equipment. Pervin is PRINCE II qualified with 5 years of project management experience. David Shelley Associate Director for Infrastructure and Information Systems, IT Services – David has in excess of 15 years experience in developing business intelligence applications for a range of private and public sector organisations. Has extensive experience in SQL and PLSQL, OLAP cube development and data warehousing. Previously responsible for developing the UEL management information system in 2001, David is responsible for the implementation and management of key corporate IT systems across the University. Dr Andrew Fisher Head of Strategic Planning – Responsible for co-ordinating, managing and implementing our strategic planning processes and for submitting our external data returns (HESA Student Return, HESES, etc). Andrew plays a key role in the delivery of the new University corporate strategy ‘Transformation for Excellence’ and evaluation of the progress made in meeting institutional objectives. Andrew has significant experience of the higher education sector and has worked in a wide range of higher education institutions. Page 9 of 9