Presented by:

Kent Brooks and Dallen Griffith

Casper Wyoming Community College

Gayle Jaacks, Ellucian

Sr. Project Manager, Ellucian

April 7, 2014

Session ID 1610

Seven Colleges’

Journey to one

Statewide Reporting

System

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• Please avoid side conversation during the session

Thank you for your cooperation!

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Session Rules of Etiquette

• Conference Hashtag #elive14

• @kentbrooks

• @dallengriffith

Thank you!

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Agenda

• State of Wyoming Commission Project

Goals

• Wyoming Environment

• Project Time Line

• Project Phases

• Describe Solution

• Lessons Learned

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Wyoming Community

Colleges and

Commission Goals

Seven Colleges’ Journey to One Statewide

Reporting System

Problem:

• State Commission Office provides aggregate

reports to multiple state, federal and regulatory

entities.

• Timing, consistency and accuracy were ongoing

challenges.

• Commission frequently wrote reports and

delivered to all colleges to run to attempt to gain

efficiency and consistency.

.

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Project Goals:• Migrate all seven community colleges to SQL platform.

• Design a standard data set for each college to send to

the Commission Office.

• Design a reporting system to allow the Commission

office to report on behalf of the colleges to multiple

constituencies.

• Provide all Institutional Research Offices the same data

conventions for cumulative reporting and sharing

reports.

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Wyoming Community

College Commission

and Campus

Environment

Wyoming Community College System

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Wyoming Community College System

• Seven Community Colleges

• 20+ years on Colleague Unidata

• College’s historically attempted to maintain

the same validation and code file naming

conventions.

• Institutional Research offices worked

collaboratively to define a standard reporting

data set.

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System Solution

Solution

• Simultaneously migrate all colleges to Colleague

SQL Environment

• Implement Business Objects , ODS and

Dashboard for each campus and the

Commission Office

• Design a standard data set to accommodate

reports

• Develop data standards

• Design a system to transmit data from the

Colleges to the Commission for reporting.

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Solution Time Line

Planning PhaseI

Business Object Training

& Consulting

Business

Objects

Consulting

SQL Migraiton - Data Cleansing and

Custom Preparation

TIMELINE PROJECT TIMELINE

JulyMayAprilMarchFebJan.Nov.Oct.SeptAug Dec June

18 Month Project

ALL Campuses LIVE on

CROA and migrated to

SQL

Deploy State-wide Reporting

Commission

Warehouse Assessment

TIMELINE PROJECT TIMELINE

JulyMayAprilMarchFebJan.Nov.Oct.SeptAug Dec June

18 Months

Solution Design

CROA Architecture – Another Viewpoint

Colleague

Universe

Metadata

Crystal

ReportsInfoView

Web Intelligence

Dashboards

Operational

Data Store

SQL

Centralized ODS @ Wyoming CCC

ODS

ODS

ODS

ODS

ODS

ODS

ODS

CC

CWC

EWC

LCCC

NWC

NWCCD

WWCC

BU

BU

BU

BU

BU

BU

BU

Create State

Subset SQL DB

Back Ups

CC

CWC

EWC

LCCC

NWC

NWCC

D

WWCC

Back Ups Uploaded

to WCCC ODS Server

WCC

C

Secure

Transmission

to WCCC

Revision - Institution Research

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The Experience

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Kent Brooks and Dallen Griffith

The Experience

• Phase I Uni Data to SQL

– Hardware/ Software

– Data Preparation

– Custom Applications

– Test Migration/ Testing

– Go Live

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The Experience

• Hardware/Software

– Hp 3000 Chassis

– We installed basics

• OS

• SQL

– Ellucian Installed and Setup Colleague

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The Experience

• Data Preparation

– Start as soon as possible

– Long Process

– Don’t Be afraid.

– Be Aggressive

– Get end users involved

– DMIG will still find errors.

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The Experience

• Custom Applications

– Re-think Processes

– Great opportunity

– CROA

– We failed to migrate a few key programs

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The Experience

• Test Migration/ Testing

– First Migration Took a Week

– Test Plan

– Held end users hand.

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The Experience

• Go Live

– Started Friday 5:00 PM

– DMIG failed

– Hyper links

– Phased Approach to releasing new system

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The Experience

• Phase II CROA Implementation

– Hardware/Software

– Training

– ETL

– Testing/Go Live

– State Reporting System

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The Experience

• Hardware/Software

– Same HP Hardware

– We Installed OS and SQL

– Ellucian installed CROA and Built DB

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The Experience

• Training

– Took Recommended classes

– Paid for extra consulting time

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The Experience

• ETL

– Built in to Ellucian

– Resolve errors frequently

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The Experience

• Testing / Go Live

– Run alongside Query builder

– Did this Migration during migration to sql

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The Experience

• State Reporting

– Test Site

– Most work was done by Ellucian

– Separate db

– Common IR universe

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The Experience

• Phase III

– Beyond CROA to Business Intelligence

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The Experience

“We don’t have enough data….the

sample size is too small”

-Moneyball

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The Experience

The Data Challenge (Part 1)

• We have Web Intelligence but are lacking

the ability to create reports from our whole

data set.

• SAP( for example) = good daily reports but

no ad hoc, no visualization no dashboards

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The Experience

The Data Challenge (Part 2)

• We are being asked to be wise stewards

of state resources about a field that is

brand new

• The skills we are being asked to learn to

do this right are in addition to all the other

things we must know

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The Experience

Overcoming the Data Challenge

• TDWI

• BI Scorecard = http://tinyurl.com/l6u76yl

• Higher Ed BI Conference = NKU

• HEDW = http://www.hedw.org

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The Experience

Observations for the BI Tenderfoot

• Getting a common set of definitions is

important

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The Experience

Observations for the BI Tenderfoot

• We are decent at collecting data but not at

turning data into useful and timely

information

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The Experience

Observations for the BI Tenderfoot

• Not one tool does everything

• Even if you say you have a Data

Warehouse you can only say you're doing

Business Intelligence if you have tools to

change data into useful information.

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The Experience

Observations for the BI Tenderfoot

• We need collect more data more rapidly

and turn it into information

• There is never enough resources allocated

to education

• The perfect is the enemy of the good

• People matter more than technology

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The Experience

Observations for the BI Tenderfoot

• Premise options give more options and

capabilities for customization than cloud

options

• This is all brand new, you need a data

scientist but they are not

common….yet

• The only KPI that matters is user adoption

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The Experience

After all of this…

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Source: http://thedoghousediaries.com/

The Experience

Our main discovery after this project:

Our immediate needs/gaps are still

real-time Ad Hoc Reporting and

analysis.

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The Experience

CROA for daily reporting combined with

other tools for:

• Data Visualization

• Charts/ Graphs

• Mobile

• Analysis

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The Experience

…is a very reasonable solution.

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The Experience

CROA for daily reporting combined with

other tools for:

• Data Visualization

• Charts/ Graphs

• Mobile

• Analysis

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Thank You!

Presenters

Kent Brooks, Dallen Griffith and Gayle Jaacks

Presentation Available on Ellucian Conference Site

or

http://bit.ly/1h8LfEI

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Session ID 1610

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