Irakli RostomashviliNovember 25, 2010

POLYTECHNIC INSTITUTE OF VIANA DO CASTELO

School of Technology and Management

Polytechnic Institute Viana do Castelo (IPVC) structure

IPVC Quality Management system (QMS) 2009

Quality Management System (QMS)

IPVC business needs- Access quickly integrated information - Obtain Key Performance Indicators (KPI) to evaluate, monitor, control, and manage all processes in IPVC- Improve educational processes

Applying Business Intelligence (BI) tools to support IPVC business requirements:- Develop Educational Data Warehouse (EDW)- Access integrated data and develop different kind of reports to support decision making activities

Data Warehouse based on KPI requirements

Answering the IPVC business requirements we deliver the KPI reports to support decision making activities in IPVC.

Controlling, Measuring and Managing IPVC educational processes using dashboard reports

Reach maturity level to develop multiple BI projects in the future

SQL Server 2005

- Develop Data Warehouse

- Integrate Data

- OLAP cube

- Develop KPI reports (Excel, Web, Dashboard)

Offering Tableau Software (Next Generation BI)

- Develop reports

- Self-Service opportunity

- Reduce Involvement and dependence on IT staff Figures 1: BI architecture [1]

6

IPVC KPI

Story of

Conference

Task Plans

Development

Sprint Demo

Retrospective

Time

Boxes

Time

Boxes

Time

Boxes

Time

Boxes

Time

Boxes

Developing IPVC BI project using “Agile BI” methodology

Advantages:

- understanding correctly business requirements

- Reacting quickly on changes

- deliver valuable software products

Figure 2 – Agile Lifecycle(adapted from [2]

ProcessProcess/ Sub-

processIndicator Calculation Formula

Unit of

Measure

Academic

Service

Academic

Service

online

subscriptions rate

Number of online

subscriptions / Total number

of subscriptions

%

Environment,

Health and Safety

Environment,

Health and

Safety

Simulacra indicatorNumber of simulacra

performed per yearNumber

Environment,

Health and Safety

Environment,

Health and SafetyNumber of complaints

Number of complaints per time

levelsNumber

Environment,

Health and Safety

Environment,

Health and SafetyManuals indicator

Number of Proposals / Number

of ManualsNumber

Social Service Alimentation Average Cost Average cost by product Number

Process Process/ Sub-process Indicator Calculation FormulaUnit of

Measure

Social

Service

Alimentation % of users in

canteens

Number of served meals / Number of

enrolled students%

Social

Service

Alimentation Average level of

satisfaction in

Canteens and bars

∑ satisfaction level / number of

responses obtained

Inquiry

scale

Social

ServiceAccommodation

Occupancy rate of

residences

Number of housed students / total

number of beds%

Social

ServiceAccommodation

Homologous

variation of

housed students

Number of housed students in year n /

Number of housed students in year n-1%

Social

ServiceAccommodation Satisfaction level

∑ (classification for question x

weighting) / number of responses%

To access data source of IPVC QMS

General and ambiguous KPI requirements list which have created difficulties in the definition of DW;

Communications problems – There was some difficulties to communicate with QMS persons in English in order to clarify KPIs;

Time – We have to implement the project in a short time period;

Limited human resources - The project was very huge and complex to be fully implemented by one person;

Availability problems – The IT project was not requested from the top managers, which had resulted in difficulties to be able to schedule meetings with QMS person;

In particular decision makers have not been directly involved in the project development cycle, which created difficulties to execute the validation process.

Start model of students online subscription

Delivered report in MS Excel

KPI requirement – students online subscription rate

Using MDX Parallel Period function

Delivered report in MS Excel

KPI requirement – Homologous variation of housed students

MDX Expression: ([Measures].[Fact Accommodation Occupancy Count]/ ((ParallelPeriod([Dim Time].[Year - Quarter -Month - TimeDate].[Year],1, [Dim Time].[Year - Quarter -Month -TimeDate].currentmember), [Measures].[Fact Accommodation Occupancy Count]))) -1)

Controlling, Measuring and Managing all educational processes

Identifying, Managing and Improving educational all processes

Overwhelmed reportsData Warehousing and Deliver BI reports

Academic Service

International Relation

HR office

Office workers

Decision Makers

KPI..n

KPI 1

KPI 2

KPI reports

BI Developer

Allocate all institution data in

DW

Thank you for listening!

If you have further questions or comments...

1. Cindy Howson, Founder, BIScorecard, Top 5 Challenges and Ways to Succeed with Self-Service BI, November 2, 2010. Sponsor: Microstrategy

2. A Forrester Consulting Thought Leadership Paper Commissioned By. Agile BI - Best Practice For Breaking Through The BI Backlog. Endeca. April 2010.