GeorgetownUNIVERSITY
Charles F. [email protected]
A Dashboard for the Board of Directors
and Campus Executives
January 11, 2012CSG@Stanford
GeorgetownUNIVERSITY
Key Drivers for a Board System
» Automate Labor Intensive process» Go Green: Reduce paper as well as printing and
distribution costs» Provide online access to the Meeting Board Book to
Directors and Senior Administrators in a more timely manner
» Archive Board materials electronically» Extreme focus on information security» Mobile Access to Materials» Online Voting» Online Distribution of University News
GeorgetownUNIVERSITY
Selection Process
» Reviewed system candidate landscape with Gartner consultant
» Researched Top 15 products
» Eliminated 10 of the 15 based on literature review (not secure enough, not functional enough, not appropriate for higher education)
» Demonstrations of the top 5 to UIS staff, focusing on user interface, information security, ease of use, mobile options, use in higher education, cost
» Selection of Top 2 for a “bake off”
» Diligent Board Books was the clear winner Only perfect score during UISO Security Review
GeorgetownUNIVERSITY
Characteristics of Board Books System
» In the cloud with redundant data centers across the world
» 24x7x365 Help Desk for System Administrators, Board Members, and University Officials
» Training is usually done by gotomeeting.com
» Excellent information security
» All materials are encrypted, require passwords to download, can specify document expiration and revocation dates, can be auto erased
GeorgetownUNIVERSITY
Pilot Process
» Contract for a 3 month pilot through June 30, 2011
» Office of the University Secretary Built February Board Book online in 3 hours (with complete
set of materials) Built May 2011 Board Book for pilot group
» Small group of Directors were trained to access May materials
» Full Board trained for accessing October 2011 Book
» Senior Administrators now being trained for accessing February 2012 Book
GeorgetownUNIVERSITY
Key University Metrics Currently Delivered in Board Book
» ~220 page Management Report (joint effort of academic and admin leadership)
» Organized in two parts» Part I: Integrated Data that cuts across
University Units: Students, Faculty/Staff, Research, Financials, Endowment, Services
» Part II: Organized by Operating Units: Main Campus schools and units, Law Center, and Medical Center
GeorgetownUNIVERSITY
Key University Metrics Currently Delivered in Board Book
» Allows the Board to focus on major university topic area or focus an on operating unit
» Comes with a commitment to develop an Executive Dashboard
» Provides the springboard for the content of a dashboard
» Contains some external benchmarking (which needs to be expanded)
GeorgetownUNIVERSITY
Characteristics of Management Report
» Very Valuable Information
» Labor Intensive
» Very Distributed
» Snapshot: 3 times per year
» Voluminous (but indexed and searchable)
» Raw Material for a Dashboard (pending Board and Executive review and comment)
GeorgetownUNIVERSITY
Characteristics of a Dashboard
» More information than a published document
» Automated
» Centralized
» Near Real Time Data
» Summary Data
» Ability to Drill Down