Data Warehouses and Data Warehouses and Dashboard – A PrimerDashboard – A Primer

Mr. Tod R. MassaDirector, Policy Research & Data Warehousing, State

Council of Higher Education for Virginia

Dr. Dave OehlerDirector of Assessment, Information and Analysis,

Northwest Missouri State University

5/10/2005 2

Presentation Overview Data Warehousing

Goals of data warehousing Components of a data warehouse Data flow

Dashboards Goals of dashboards Components of dashboards “Drilling down”

5/10/2005 3

Presentation Overview Data Warehousing

Goals of data warehousing Components of a data warehouse Data flow

Dashboards Goals of dashboards Components of dashboards “Drilling down”

5/10/2005 4

What is a Data Warehouse?

Definition/use: A repository of data, frozen in time Scrubbed/cleansed Some portions captured “as is” Some portions massaged to facilitate

faster computation/reporting

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Goals of Data Warehousing

GOAL 1: Accessible information Intuitive and self-describing Labeled appropriately “Slicing and dicing” Minimal wait times

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Goals of Data Warehousing

GOAL 2: Consistent information Carefully collected from multiple

operational sources Cleansed and quality assured Common definitions Unique describing labels

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Goals of Data Warehousing

GOAL 3: Flexible during change Designed to handle change Avoids invalidating existing data Minimal disruptions in existing

applications and data Accountable for changes

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Goals of Data Warehousing

GOAL 4: Secured information “Crown Jewels” Usually contains sensitive business

information Must effectively manage access

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Goals of Data Warehousing

GOAL 5: Improved decision-making

Data needed to make decisions Supply evidence to improve

decisions Decision Support System

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Goals of Data Warehousing

GOAL 6: Accepted among the organization

Extent of deployment after training Meeting the needs of management Use of system to make business

decisions

5/10/2005 11

Presentation Overview Data Warehousing

Goals of data warehousing Components of a data warehouse Data flow

Dashboards Goals of dashboards Components of dashboards “Drilling down”

5/10/2005 12

Components Operational source systems

Student information systems Financial information systems Alumni information systems Human resource information systems Other shadow information systems

5/10/2005 13

Components - Operational Data Store Elements Considered

Existing reports Existing dashboard

displays Future research

interests Collection cycles

Census End of Term Completions

Cleanse Data

Including codes/descriptions

Converting/Keeping operational code values

Data similarities storage structure reporting usage

Documentation

5/10/2005 14

Components Data staging area (ETL)

Extract Collect data records from operation

information systems Transform

Massage data records (cleanse, combine, de-duplicate)

Load Populating data records in the warehouse

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Components Data presentation

Area accessible by management Integrated data marts (common

dimensions and facts) Usually presented, stored, and

accessed through dimensional schemas

Contains detailed atomic data Operational by management

5/10/2005 16

Presentation Overview Data Warehousing

Goals of data warehousing Components of a data warehouse Data flow

Dashboards Goals of dashboards Components of dashboards “Drilling down”

5/10/2005 17

5/10/2005 18

Praxis andC-BASEresultsmodule

MajorField test

resultsmodule

AcademicProfileresultsmodule

Undergradmajors andminors,

Graduate majors,

Degrees, Advisees module

Studentopinionnairesof teaching

module

GeneralEducation

localmodule

ProgramSCH

generationmodule

Financialdata

module

Placementdata

module

EMSASmodule

(freshman success)

Alumnisatisfaction

module

Major fieldlocal/senior

capstonemodule

Department ‘A’ Profile andDashboard

College ‘A’Profile andDashboard

Department ‘etc.’ Profile andDashboard

College ‘etc.’Profile andDashboard

Provost’sProfile andDashboard

Service unit ‘A’Profile and Dashboard

Service unit ‘B’Profile and Dashboard

Service unit ‘C’Profile and Dashboard

Service unit ‘etc.’Profile and Dashboard

President’sDashboard

Provost’s Dashboard Metrics Architecture

July 28, 2002

Comparativedata for targets

Studentsatisfaction

modules

What is measured gets noticed

What is noticed gets acted on

What is acted on

gets improved

This and the following slide were adapted from a Dee W.

Hook presentation.

Phenomenon of Measurement

5/10/2005 20

Presentation Overview Data Warehousing

Goals of data warehousing Components of a data warehouse Data flow

Dashboards Goals of dashboards Components of dashboards “Drilling down”

5/10/2005 21

What is a Dashboard? Definition/use:

Both a process and a tool Looking for unfavorable trends or patterns and

focusing energy on improving priority areas A (diagnostic) means for monitoring

performance to ascertain what is working well and where additional attention is needed

A few (4-6) sets of indicators, representing the most central areas related to high performance

5/10/2005 22

How Does a Dashboard Focus Activities and Processes?

Requires clear definition of outcomes Focuses on a manageable (small) set of key

outcomes (results) Encourages cross-functional communication Requires fact-based decision processes

Data reporting structures Process improvement orientation Layering of detail (summative vs. formative)

5/10/2005 23

Dashboards help you know what’s important

Dashboards focus on actions that make a difference

Collect data to create information you can use, then use it

Time is Increasingly a Precious Resource

5/10/2005 24

Assessment needs to answer questions

Systems to collect, analyze, and report information need to be developed to support the specific information requirements

Data for Decision-making

5/10/2005 25

Assessment System Design

1. Data Collection Centralized measures Decentralized

measures

3. Reporting Systems Summative

Information Formative Information

2. Data Processing Disaggregation system Aggregation system No transformation

4. Analysis/Decision-making

Cabinet, Deans, Directors,

Department Chairs Department Chairs,

Faculty

Data Collection

Reporting Systems

Analysis and Decision-making

Centralized

Decentralized

Disaggregation System

Aggregation System

Summative Information (Dashboards,

Profiles)

Formative Information (Operational)

Cabinet, Governing Board, External

Audiences

Directors, Department Chairs,

Faculty, Staff

No Transformation

Deans, Directors, Department Chairs

No Transformation

Directors, Department Chairs

Much Little

Detail Detail

Data Processing

5/10/2005 27

Presentation Overview Data Warehousing

Goals of data warehousing Components of a data warehouse Data flow

Dashboards Goals of dashboards Components of dashboards “Drilling down”

5/10/2005 28

What Metrics are in a Dashboard?

The Dashboard includes a balanced view of an organization Learning and Growth (student academic progress;

faculty and staff development, scholarship and research

productivity) Customer Relations (students, faculty, staff, alumni,

parent satisfaction and involvement) Internal Processes (functional area performance –

accuracy, timeliness, friendliness) Financial Measures (fiscal health and viability)

Sample Traditional Balanced Scorecard

Measure/Index title 10 9 8 7 6 5 4 3 2 1 Wgt

Index 1 - Student Academic Progress 20%

Index 2 - Faculty & Staff Development 10%

Index 3 - Scholarship & Research Productivity 5%

Index 4 - Student Satisfaction & Involvement 12%

Index 5 - Faculty & Staff Satisfaction & Involvement 4%

Index 6 - Alumni & Parent Satisfaction & Involvement 4%

Index 7 - Internal offices process accuracy 10%

Index 8 - Internal offices process timeliness 5%

Index 9 - Internal offices process friendliness 5%

Index 10 - Fund balance 10%

Index 11 - Endowment 10%

Index 12 - Expenditures 5%

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5/10/2005 31

Northwest’s Dashboard Model

Our model includes several types of information/report presentations Dashboards – single screen current status Trend charts – key data element trends over

time Data tables –key data detail trends over time

Majors, minors, advisees, degrees, SCH, financials Special interest charts/tables

5/10/2005 32

Features of the Northwest Balanced Scorecard System

Dashboard “lights” to indicate current status

Hyperlinks to navigate through workbooks Hyperlinks to “drill down” to detail Comparative data links for setting targets Real-time data updates Accommodates various data sources Modular design to facilitate upgrading Automated updating of modules

5/10/2005 34

President’s Dashboard

General Dashboard categories: Student Success Satisfaction Enrollment Financials

Additional monitoring category: Strategic Initiative Achievement

President’s DashboardPresident’s Dashboard

5/10/2005 36

Provost’s Dashboard General Dashboard categories:

Student Academic Performance Student Satisfaction Student Success and Placement Academic Workload

Additional monitoring category: Strategic Initiative Action Plan

Progress

Provost’s DashboardProvost’s Dashboard

5/10/2005 38

VP Student Affairs Dashboard

General Dashboard categories: Student Engagement Student/Stakeholder Satisfaction Auxiliary (financial)

VP Student Affairs’ DashboardVP Student Affairs’ Dashboard

5/10/2005 40

Presentation Overview Data Warehousing

Goals of data warehousing Components of a data warehouse Data flow

Dashboards Goals of dashboards Components of dashboards “Drilling down”

5/10/2005 41

Comparative Data In order to judge how good your

performance is, results should be put into some context Trends over time Comparisons to other internal units Comparisons with peer groups Comparisons outside of the education

sector

Academic Workload - SCH Production

50%

60%

70%

80%

90%

100%

110%

120%

130%

140%

150%

SCH Production (SU Total) % 100.0% 107.5% 106.1% 134.5% 146.0% 125.9% 125.1% 124.2% 122.0% 120.5%

SCH Production (FA Total) % 100.0% 101.5% 100.2% 102.2% 104.2% 106.2% 104.9% 103.3% 99.6% 102.1%

SCH Production (SP Total) % 100.0% 102.0% 100.8% 104.4% 102.5% 105.9% 102.4% 99.8% 94.8%

SCH Production (Total) # 12,339 73,770 68,564 13,259 74,908 69,945 13,089 73,906 69,143 16,601 75,386 71,599 18,011 76,857 70,282 15,533 78,312 72,580 15,442 77,356 70,213 15,328 76,177 68,421 15,055 73,504 65,000 14,868 75,286

0 0 0 Su 96 F 96 Sp 97 Su 97 F 97 Sp 98 Su 98 F 98 Sp 99 Su 99 F 99 Sp 00 Su 00 F 00 Sp 01 Su 01 F 01 Sp 02 Su 02 F 02 Sp 03 Su 03 F 03 Sp 04 Su 04 Fa 04 Sp 05 Su 05 Fa 05 Sp 06

Student Satisfaction

1.0

1.5

2.0

2.5

3.0

3.5

4.0

Instructor made objectives clear 1.5 1.5 1.5 1.5 1.5 1.4 1.4 1.4 1.4 1.4

Instructor helped me achieve them 1.7 1.7 1.7 1.7 1.6 1.6 1.6 1.6 1.6 1.5

Instructor provided regular feedback 1.8 1.8 1.8 1.8 1.7 1.6 1.6 1.6 1.6 1.6

Instructor accessible during office hrs 1.6 1.6 1.6 1.5 1.4 1.4 1.4 1.4 1.4 1.4

Alumni - overall satisfaction rating 1.8 1.7 1.4

Alumni 'N'

95-96 96-97 97-98 98-99 99-00 00-01 01-02 02-03 03-04 04-05 05-06

Positive Referrals - Alumni Outcomes Survey

70%

80%

90%

100%

Per

cen

t P

osi

tive

(0-

100)

choose national 77.8% 81.2% 81.7%

choose cohort 75.7% 80.3% 79.1%

recommend national 94.3% 97.0% 97.0%

recommend cohort 94.6% 98.0% 97.5%

if beginning again, choose this school NW 85.0% 92.9% 94.1%

recommend to others NW 97.0% 99.5% 99.4%

2000 2001 2002

Graduation Rate

35%

40%

45%

50%

55%

60%

65%

sp 99data

sp 00data

sp 01data

sp 02data

sp 03data

sp 04data

sp 05data

Better

MAJOR/MINOR, ADVISEE and DEGREE COMPLETIONS information - ANNUAL

Major/Minor Headcounts F 96 F 97 F 98 F 99 F 00 F 01 F 02 F 03 Fa 04 Fa 05Total Baccalaureate Majors - duplicated count 5,728 5,800 5,855 5,926 6,145 6,056 6,105 5,927 5,375 5,485Total Baccalaureate Majors - unduplicated count 0 0 0 0 0 0 0 0 5,045 5,132Certificate Majors Fa 96 Fa 97 Fa 98 Fa 99 Fa 00 Fa 01 Fa 02 Fa 03 Fa 04 Fa 05

Total Certificate Majors 0 0 0 2 7 4 3 2 14 9Associate Majors F 96 F 97 F 98 F 99 F 00 F 01 F 02 F 03 Fa 04 Fa 05

Total Associate Majors 0 0 0 0 41 86 95 94 91 107Pre-Professional Majors F 96 F 97 F 98 F 99 F 00 F 01 F 02 F 03 Fa 04 Fa 05

Total Pre-Professional Majors 1 0 96 119 98 101 88 84 179 220Undergraduate Majors - duplicated count F 96 F 97 F 98 F 99 F 00 F 01 F 02 F 03 Fa 04 Fa 05

First-Time Full-Time Freshmen 1,232 1,143 1,163 1,276 1,315 1,230 1,210 1,242 1,137 1,186First-Time Part-Time Freshmen 9 13 8 6 7 12 9 24 7 11Total First-Time Freshmen 1,241 1,156 1,171 1,282 1,322 1,242 1,219 1,266 1,144 1,197All Other Freshmen 507 535 477 474 491 513 446 466 708 725Sophomores 1,198 1,255 1,285 1,219 1,333 1,250 1,290 1,135 1,007 1,045Juniors 1,192 1,190 1,325 1,268 1,237 1,295 1,350 1,203 990 1,061Seniors 1,590 1,664 1,641 1,748 1,817 1,813 1,843 1,888 1,501 1,445Post-baccalaureate 0 0 0 0 0 0 0 0 25 12Total Undergraduate Majors (duplicated count) 5,728 5,800 5,855 5,926 6,145 6,056 6,105 5,927 5,375 5,485

Undergraduate Majors - unduplicated count F 96 F 97 F 98 F 99 F 00 F 01 F 02 F 03 Fa 04 Fa 05Total Undergraduate Majors (unduplicated count) 0 0 0 0 0 0 0 0 5,045 5,132

Undergraduate Minors F 96 F 97 F 98 F 99 F 00 F 01 F 02 F 03 F 04 F 05First-Time Full-Time Freshmen 1,143 1,061 1,068 1,168 1,183 1,137 1,105 1,131 0 0First-Time Part-Time Freshmen 8 13 8 4 7 12 6 22 0 0Total First-Time Freshmen 1,151 1,074 1,076 1,172 1,190 1,149 1,111 1,153 0 0All Other Freshmen 469 486 438 433 437 475 405 414 0 0Sophomores 1,036 1,094 1,140 1,087 1,196 1,107 1,149 1,011 0 0Juniors 1,021 1,028 1,115 1,123 1,112 1,138 1,153 1,045 0 0Seniors 1,217 1,301 1,325 1,423 1,541 1,550 1,576 1,446 0 0Post-baccalaureate 0 0 0 0 0 0 0 0 0 0Total Undergraduate Minors 4,894 4,983 5,094 5,238 5,476 5,419 5,394 5,069 0 0

Graduate Majors - Masters Level F 96 F 97 F 98 F 99 F 00 F 01 F 02 F 03 Fa 04 Fa 05Total (duplicated) Masters Majors 635 535 502 460 455 513 473 460 947 923

Graduate Majors - Specialist Level F 96 F 97 F 98 F 99 F 00 F 01 F 02 F 03 Fa 04 Fa 05Total (duplicated) Specialist Majors 31 34 44 49 59 43 37 29 49 38

Advisee Headcount F 96 F 97 F 98 F 99 F 00 F 01 F 02 F 03 F 04 F 05Freshmen 1,573 1,624 1,576 1,642 1,554 1,521 1,376 1,450 0 0Sophomores 1,037 1,081 1,085 1,025 1,105 1,068 1,091 952 0 0Juniors 985 995 1,077 1,073 1,040 1,056 1,099 995 0 0Seniors 1,197 1,259 1,279 1,353 1,408 1,432 1,451 1,497 0 0Post-baccalaureate 0 0 0 0 0 0 0 0 0 0Graduate Students 621 572 598 556 524 597 633 542 0 0

Total Advisees 0 5,413 5,531 5,615 5,649 5,631 5,650 5,436 0 0

Certificates and Degrees AY 96-97 AY 97-98 AY 98-99 AY 99-00 AY 00-01 AY 01-02 AY 02-03 AY 03-04 AY 04-05 AY 05-06Certificates

Total Certificates 15 14 10 14 11 11 6 7 0 #N/AAssociates

Total Associates Level 0 0 0 0 0 0 30 38 50 #N/ABachelors Level

Total Bachelors Level 1,061 1,106 1,052 1,155 1,204 1,205 1,158 1,271 0 #N/AGraduate Level - Masters

Total Masters Level 217 195 220 269 218 241 210 193 0 #N/AGraduate Level - Specialist

Total Specialist Level 12 18 23 25 26 21 14 9 0 #N/ATotal Certificates and Degrees 1,305 1,333 1,305 1,463 1,459 1,478 1,418 1,518 50 #N/A

5/10/2005 48

Interpreting Dashboard Indicators

To follow up on indicators of interest, use hyperlinks to access increasing levels of detail

Student satisfaction as an example President’s dashboard to Provost’s dashboard to Noel-Levitz Student Satisfaction

Inventory data trends

Praxis andC-BASEresultsmodule

MajorField test

resultsmodule

AcademicProfileresultsmodule

Undergrad majors and

minors, Graduate majors,

Degrees, Advisees module

Studentopinionnairesof teaching

module

GeneralEducation

localmodule

ProgramSCH

generationmodule

Financialdata

module

Placementdata

module

EMSASmodule

(freshman success)

Alumnisatisfaction

module

Major fieldlocal/senior

capstonemodule

Department ‘A’ Profile andDashboard

College ‘A’Profile andDashboard

Department ‘etc.’ Profile andDashboard

College ‘etc.’Profile andDashboard

Provost’sProfile andDashboard

Service unit ‘A’ Profile and Dashboard

Service unit ‘B’Profile and Dashboard

Service unit ‘C’Profile and Dashboard

Service unit ‘etc.’Profile and Dashboard

President’sDashboard

Provost’s Dashboard Metrics Architecture

July 28, 2002

Comparativedata for targets

Studentsatisfaction

module

Current Status

Satisfaction 1.160 highest 1.160Students 1.074 overall 1.074 Link to

0.756 lowest 0.756 run chart

Item Perf WgtRatio

Calculation annualFr. Noel-Levitz Academic Advising 0.350 1.8% 1.160 1.160 show me!Fr. Noel-Levitz Safety and Security 1.360 1.4% 0.756 0.756 show me!Fr. N-L Instructional Effectiveness 0.640 5.0% 1.044 1.044 show me!Fr. Noel-Levitz Student Centeredness 0.490 2.2% 1.104 1.104 show me!Fr. Noel-Levitz Campus Climate 0.530 6.1% 1.088 1.088 show me!Fr. Noel-Levitz Concern for Individual 0.580 2.2% 1.068 1.068 show me!Fr. N-L Registration Effectiveness 0.700 1.8% 1.020 1.020 show me!Fr. N-L Campus Support Services 0.420 2.5% 1.132 1.132 show me!Fr. Noel-Levitz Recruitment/Fin. Aid 0.690 2.2% 1.024 1.024 show me!Fr. Noel-Levitz Service Excellence 0.590 2.9% 1.064 1.064 show me!Fr. Noel-Levitz Campus Life 0.600 5.4% 1.060 1.060 show me!

5/10/2005 54

Data Warehouses and Data Warehouses and Dashboards – A PrimerDashboards – A Primer

Contact information: Tod Massa State Council of Higher Education for Virginia 804.225.3147 (voice) todmassa@schev.edu Dave Oehler Northwest Missouri State University 660.562.1527 (voice) oehler@nwmissouri.edu