the transition from accountability pdf’s to a business intelligence suite within the university of...
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The Transition from Accountability pdf ’s to a Business Intelligence Suite within the University of Texas System
November 2012
Office of Strategic Initiatives
Dr. Alicia Betsinger, Assistant Director for Strategic Initiatives
Annette Royal, Business Intelligence Research Analyst
Jennifer Carnes Whitman, Systems Analyst
UT System is a public institution of higher education and is prohibited by law and regulations from endorsing commercial vendors. This presentation is a demonstration of a UT System Electronic Accountability System. Any mention of a specific commercial vendor is not an endorsement by UT System and is for informational purposes only.
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• 15 institutions 9 academic institutions
6 health institutions
• 214,861 students (Fall 2011) 74% undergraduate
40% Hispanic
• 46,094 degrees/certificates awarded (AY 2011) 66% undergraduate
~35% of degrees awarded by public universities in Texas
~63% of degrees awarded by public health-related institutions in Texas
• 19,099 faculty, including 7,621 T/TT faculty
• $2.54 billion in research expenditures (FY 2011) 54% federally funded
65% by the health-related institutions
• $13.1 billion in budgeted expenses (FY 2012)
• $17.6 billion in endowments (FY 2011)
UT System By the Numbers
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• Board of Regents
• Chancellor
• State and national trends
• Calls for increased transparency and accountability
• Calls to demonstrate productivity, efficiency, and
impact
• Increases in requests from internal and external
constituents for more data
• Desire to streamline and automate office operations
Driving Forces
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• Framework for Advancing Excellence adopted in
May 2011.
• Framework Action Plan adopted in August 2011.
1. Undergraduate Student Access & Success
2. Faculty/Administrators/Staff Excellence
3. Research
4. Productivity and Efficiency
Framework for Advancing Excellence
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• Framework Action Plan continued.
5. Strategic Information Technology Infrastructure Investments
6. Enhance Philanthropic Success
7. Ph.D. Programs
8. The Health of Texas
9. Expanding Educational and Health Opportunities in
South Texas
Framework for Advancing Excellence (cont.)
The action plan prioritized the creation of an interactive data warehouse that
would support the management of the UT System and its institutions.
The Dashboard will support the Framework by providing an accessible,
customizable tool for monitoring institutional performance and progress
towards goals related to the nine areas in the action plan.
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• Purpose: Many Transparency, Accountability
Management Tool
“Fact Book”
Streamline Data Collection/Distribution Process
• Audience: Everyone Internal leadership and staff; campus leadership and staff; government;
private industry; media
Unchallenged Public Access for almost every data point.
Although available as context, this is NOT intended as a primary source of
information for perspective students or their parents
Dashboard Overview
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Technical
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• Data Sources IPEDS THECB NSF System and Institutional submissions Other federal and state
• Data Structure Star Schema with slowly changing dimensions.
Data
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• Three separate SAS environments DEV (development)
TEST
PROD (production)
Three environments ensure security and facilitate• extracting / cleaning data
• developing reports
• pushing data and reports to internal/external users
Promotion Workflow
Server Environments
DEV TEST PROD
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Server Environments
Purpose Server Structure Public AccessUnit Record Level Data
DEV Extraction, Transformation and Load (ETL) processes; De-identification of datasets for promotion; initial staging ground for developing reports, dashboards, and portals; work promoted to TEST for review
1 virtual server No Strictly Limited – small number of analysts in the office
Yes. ID information only available to a very limited subset of staff
TEST Cleaned datasets; place to develop and run reports & analysis; review reports & dashboards for promotion to PROD
3 dedicated virtual servers: JBOSS web server, metadata server, application server
No Limited – office staff and internal users only
Yes. De-identified
PROD Cleaned datasets; finalized reports & dashboards
3 dedicated virtual servers: JBOSS web server, metadata server, application server
Yes Open – public access Login (single sign on) – authenticated secure access for authorized users w/ role-based permissions
Yes. De-identified
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Server Environments
• Virtualized server environment (Vmware)• 7 virtual machines running 3 Business
Intelligence environments
PRODUCTION ENVIRONMENT
Metadata Server
WEB Server (JBOSS)
Application Server
Development Environment
Web, Metadata & Application Servers
WEB Server (JBOSS)
Metadata Server
Application Server
TEST ENVIRONMENT
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Server Environments• Data Storage
Each environment has a Network Attached Storage Device with 150 GB
Current projections for storage are for 15 GB of data for each academic year
• Security During implementation, conducted scan for potential security
threats Threats were addressed on a case-by-case basis to mitigate risk Reverse proxy server InCommon Secure Socket Layer certificate for additional
encryption and security Shibboleth will allow single sign-on capability across
organizational boundaries
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Dashboard Demo
data.utsystem.edu
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Dashboard Expansion: Beyond the Core Indicators
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1) Document processes as you go along, especially those that are executed regularly
2) Create a security model for OS and application permission
3) Ensure that big picture is translated into the appropriate detailed steps
4) Participate in training at the optimal point in your process. Too early is ineffective!
Lessons Learned…So Far
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5) Accept that you will never have enough time
6) Understand that data warehouse is built for end-user rather than technical user
7) Accept that there will be intermediate steps needed between your data warehouse and analyst end users
8) Anticipate mid-course adjustments on weekly, if not daily, basis
Lessons Learned…So Far (cont.)
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Conclusion: The Benefits
• Easy Access to Information• Ability to Access Multiple Years of
Historical Data• Standardization of Data Across a Large
Higher Education System• Ability to Answer Complex Questions• Transparency Results in Better Outcomes
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• Alicia Betsinger, Assistant Director [email protected]
• Annette Royal, BI Research Analyst [email protected]
• Jennifer Whitman, Systems Analyst [email protected]
data.utsystem.edu
Questions?