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Building
Information out of Data:EIS at Penn State
SPECIAL TOPICS OF BI
SIMIN TOKER - 135808023
A CASE STUDY BY THEPENNSYLVANIA STATE UNIVERSITY
EXECUTIVE INFORMATION SYSTEMCOORDINATING COMMITTEE
DEC, 1998
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1-Introduction-Motivation & System-About the University, Environment & Executives
2-EIS Implementation Process-Background-Development of EIS-Strategy -Tools-Models
3-Analysis-Internal Marketing-Current Status-View to the Future-Conclusion & Critic
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Pennsylvania State
University (PSU)
A public research university with campuses and
facilities throughout the Commonwealthof Pennsylvania, United States. Founded in 1855. Ranked among the top-fifteen public
universities nationally.
http://www.psu.edu/ -
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Motivation
Tailored requests of executives, exceptionalreporting options were limited
Need to do quick weekly check on Admissionsinformation Getting an accurate picture of overall
operations
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EIS System Features EIS provides (@PennState) : summary information for
executives, using data automatically extractedfrom a data warehouse (dynamic, OLAP technology) .
Operates on: Microsoft SQL Server Presented with: Cognos PowerPlay Server
Web Edition
Security on Web: DCE Authenticated, SSLEncrypted System Login (on Web) : via DCE user-id and
password
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Implementation Process-Background
Development began in Feb, 1995 with an EIS Coordinating Committee
Committe:-in charge of delivering the information to university &executives-consists of representatives from major operational units as wellas the Office of Administrative Systems (central operational andtechnical support)
The scope of the project was determinedaccording to their decisions
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-Key requirements of the system would be..
Cross Platform Ease of Use
Limited Training Quick Response Large Volumes of
Data
Deployment Throughthe Web
Easy GraphicalPresentation Options
Ability to AccessSubsets of Data (DrillDown)
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Implementation Process-Development of EIS
After evaluation of suggestions: OLAP (OnLine Analytical Processing) dynamic method was choosento cover the requirements.
The Cognos PowerPlay Server Web Editionwas identified as the best fit for the needs of Penn State executives.
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EIS
(summary data)
Data
Warehouse(detail data extracted
periodically)
Transaction Databases
(detail transactions processedimmediately)
Development Structure-Strategy
EIS was choosen to be builton the existing transactiondatabase.
This approach allowed the
realtime transaction detailsin case of the operationalneeds.
Includes a centralized, web-based data server; BUT theindividual units areresponsible for the data,design and preparation of the models.
EIS access is authorized.Fig.1: Penn State Information Access Strategy
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Development Structure-Tools a family of products from the Cognos Corporation PowerPlay is the primary tool for both developing
and displaying models PowerPlay enables the developer to construct
multi-dimensional models (a.k.a 'Cubes') from a varietyof sources These models are then distributed to other users via PowerPlay
Server Web Edition (Same basic principle as the BW / Query Designer / Bex Analyzer)
Product requires no plug-in to the browser User training is easy because of the familiarity of
the point and click interface, the ability to easilycustomized web pages or web-browser bookmarks.
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Development Structure-Models (~ Cubes)
the term model is used to describe the differentcubes that can be viewed.
they are summary level subsets of data focusing on aspecific issue.
-For instance, the "Official Enrollment Model" will allow the user to view summarylevel information in regard to enrollments. (i.e, gender, ethnicity, college, etc.)
Each model is designed based on the generalanticipated needs of the end user.
Several units : Admissions, Human Resources,
Graduate School, Office of Budget and Resource Analysis, Development and Alumni Relations. In addition,various organizations and individuals have built private models for their own use outside of the general EIS system
The continuous development of appropriate models is a
key component for the success of the EIS.
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Development Structure-Overview
PowerPlay Server Web Edition is an OLAP tool that providesdetailed analysis of the data and also offers graphical
capabilities . With this type of analysis tool the user is able totake on a multi-dimensional view , thereby finding answers to
questions not evident or discovered in a simple reportingstructure.
Fig.2: Dimension Bar
Fig.3: Display Area
Fig.4: Toolbar
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Internal Marketing Facing the user reluctance Ability to answer the question How can the
EIS be successful for Penn State?
Planning workshops (internal fairs and conferences, livedemonstrations, user group meetings etc.)
Providing new Data Models (covering thefinancial units) key to building interest and showing the power and value of the system.
Obtaining high-level executive support (to gainvisibility, acceptance)
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Current Status
Fig.5: Models available with 150 users
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View to the Future The direction is to expand the EIS by including
financial models This will provide full information for eachexecutive unit as well as for the University as a whole.
Handling the reluctance sustains- continuouseducation & encouregement a fully integrated Distributed Computing
Environment (DCE) security system will beimplemented (EIS is the initial step)
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Conclusion A progress rather than a finished product Need to improve system Supplies a summary level information and
support to the Penn State decision makers &executives
Increases efficiency and effectiveness
dramatically better, faster decisions, Positive impact within the University community Further benefits will be realized as additional
users become familiar with the EIS
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Critic of the Penn State EIS System fails by one of the most critical function of EIS: Future prediction & Trend analysisreason may be: year -1998- & educational institution External data flow (like news) also missing
Drill-down doesnt allow the financial analysis yet,but in progress Communication tool is also not mentioned Guiding and tutorials, system workshops are above
average aiming to sustain system usage GUI is easy to use CSFs are not clearly listed in the case study; but
discussed as requirements & needs of PennState
Even if they call it an EIS; its rather a MIS
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Thank you for yourattention!QUESTIONS?