BI-IntroScanUser Guide

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WE ARE DYNAMIC CREATIVEBI-EXPERTS COMMITEDTO HELP YOU MOVE FORWARD

Based in Amsterdam

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The BI-IntroScanBusiness Intelligence. Every company has its specific set of requirements rergarding their management information. Therefore the necessary BI-environment will vary accross or-ganizations. How do you know what BI-tools and architecture you need to setup a BI-environment that will actually get you where you need to be considering your requirements.

The BI-IntroScan is there to help you understand what BI-Envi-ronment you need to provide all required management infor-mation. It will also show you where you need improvements.We have developed the BI-IntroScan to help you as a manager to quickly determine what your BI-status is. It is available online, it is completely free and it generates results in realtime.

GERRIT VERSTEEGprincipal architect

We believe in long-term relationships, based on trust. That’s why we developed the BI-IntroScan. To give you

an instrument to evaluate your own situation.

It is designed to work in a self-service fashion, to enable you to reap the benefits of our knowledge at your own

leisure. Let us know if you have any remaining questions.

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Are your managers complaining? Do they have the information they need to make the right calls? Decisions based on timely, accurate information will reduce the uncertainty that always underly the management process. A faulty decision can have a large impact on your organization. What BI-environment is needed to give your managers the information they require? Do you need a data warehouse or can you suffice with a smart self-service BI-tool? Do you really need realtime data in your boardroom? Let our BI-IntroScan figure this out for you. It is there to help you.

It is all about making sure that your BI-Environment matches your requirements.

OUR BI-INTROSCAN HELPS YOU TO UNDERSTAND WHAT BI-ENVIRONMENT YOU REALLY NEED

See for yourself

Our BI-IntroScan will help you understand what BI-environment is required to provide the management information that your managers need. It will also tell you whether your current BI-setup is up to par or in what area you need improvements.

Based on the ‘needs’ questionnaire the BI-IntroScan determines which BI-model (archetype) is required that will sufficiently cater for all your needs. It will show an overview of all scores per archetype and specifies which archetype you need as a minimum solution.

The required archetype implies a number of construction aspects that it needs to function properly. Based on the ‘current construction’ questionnaire, the BI-IntroScan also determines which of those construction aspects is already in place. The difference between existing and required construction aspects is shown in a spider diagram.

The BI-IntroScan therefore shows you not only what type of BI-environment you need, but also what areas you need to enhance.

In one quick view, you know the state of your BI solution!

What’s in it for me?

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DetermineMRA

(Minimum RequiredArchetype)

DetermineRequired

Construction

DetermineCurrent

Construction

1. Data IntegrationTooling

3. BI-Tooling

8. BI-Professionals

7. BI-Maintenance

6. BI-Change

5. BI-Support

4. AnalyticalApplications

2. Data warehouseSetup

67%

57%

69%50%

33%

72%

50%

13%

20%

24%

40%

33%

90%

25%

10%

50%

BI-ArchetypesThe BI-IntroScan bases its automatic evaluation on your answers to two questionnaires. The first one determines your requirements regarding the management information your managers need. Based on those requirements our IntroScan will determine the best fitting BI-Archetype. BI-Archetypes are models of typical ways to set up a BI-environment.

We have determined nine different BI-Archetypes ranging from very simple BI-solutions to the most complex. These archetypes are derived from analysis of commonly researched BI models combined with our own knowledge and experience of working in BI for the past twenty years.

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BI-Archetypes

0. Application Reporting

1. Spreadmarts

2. Desktop-BI

3. Server-based BI

4. Ad-hoc departmental dwh

5. Organized departmental dwh

6a. Consolidated data warehouse

6b. Central data warehouse

7. Enterprise data warehouse

8. Service-oriented BI

All Organizations, Great and SmallIt doesn’t matter what size company you are. Or if you have a small or large budget. Our BI-IntroScan gives you an architectural model that you can populate with low-end or high-end assets. Based on your requirements one of those archetypes is selected. The least complex one that meets your needs, called ‘minimal required archetype’. This archetype will give you the model on which you can construct your solution.

Coverage

# Oké # Fails

86%

31 1

COVERAGE: The average coverage accross all relevant needs for this archetype. The average coverage does not have to be 100%. But the bigger the percentage, the better.

#OKÉ The number of needs (relevant to your situation) that are sufficiently covered by the archetype.

#FAILS The number of relevant needs that are NOT sufficiently covered by the archetype.

Understanding the Archetype scoresThe BI-IntroScan contains a large number of possible management information needs and combination of needs. For each individual need we have determined to what level that need is serviced by each of the archetypes. So each Need/Archetype-combination has a fulfillment score. Your answers on the ‘Needs questionnaire’ determine which of those needs apply to your situation. All BI-IntroScan scores are based on these coverage rates. The cut-off percentage determines whether a specific need is sufficiently covered by an Archetype. The generic cut-off that we use for the BI-IntroScan is 50%. If the coverage-score is equal or higher to 50% it is considered a pass (oké), while scores lower than 50% will result in a ‘fail’.

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Reading the archetype score overview

Minimum Required Archetype

The overview shows the scores for each of the archetypes. In one glance you can see the rising coverage percentage per archetypes, as well as the number of passes (oké) and fails. The first archetype that shows no fails is the MRA. This is the least complex archetype that sufficiently meets all your needs (given the cut off percentage of 50%).

The BI-IntroScan uses 112 possible needparameters. The overview shows that 32 of these needparameters apply to your situation.

The first (and therefore most simple) archetype that sufficiently meets all your needs is called the ‘minimum required archetype’ or MRA.

In the example to the right, the MRA is ‘6a. Consolidated Data warehouse’, because that’s the least complex archetype that has no ‘fails’ on your specific needs.

By way of definition, the sum of Oké’s and Fails equals the number of needs that are relevant to your specific situation.

One might wonder whether the determined MRA (Minimum Required Archetype) is very sensitive to the cut-off percentage used. In other words - ‘if I use a different cut-off percentage, how would the MRA vary?’ Although a cut-off at 50% renders the most optimal results, this remains a valid question. That’s why we extended our BI-IntroScan report, with an overview of the MRA’s for each of the cut-off percentages.

Looking at the barchart, you find that for the cut-off percentages 10% to 60% the MRA remains the same, namely 6a. Consolidated Data warehouse. Up from 70% the archetype 7. Enterprise Datawarehouse prevails. The barchart shows the robustness of the chosen MRA. The wider the range of cut-off percentages around the 50% mark that indicate the chosen MRA, the more robust this choice is. If the MRA varies a lot accross the range of cut-off’s, further architectural research is recommended.

But what if we use a different cut-off percentage?

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BI-Archetypesin short

Management Reports are created by individuals (heroes) using MS/Excel

on their desktops. They obtain and maintain their own business data.

The information workers now have sophisticated front-end BI-tools

(Tableau, QlikView) instead of Excel on their desktops. They still obtain/

maintain their own business data.

Behind the individual desktop BI-Clients, a common BI-server

component is used to store common reports. Some business data is

obtained and maintained centrally.

1. SM SPREADMARTS

2. DT-BI DESKTOP BI

3. SB-BI SERVER BASED BI

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The information workers in a specific department have created a first data

warehouse that feeds their desktop BI-tools. Source data for the department is

obtained and maintained centrally.

The growing departmental data warehouse comes in need of

professional maintenance. Within the department a separate BI-section is

setup to maintain their business data.

On top of two or more departmental data warehouses, an additional

common data warehouse is created that consolidates data from the DDW’s

into one organization-wide Dwh.

4. DDW DEPARTMENTAL DWH

5. ODDW ORGANIZED DEPT. DWH

6a. CoDW CONSOLIDATED DWH

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As an alternative for consolidation, the organization has created a central dwh

that potentially contains all source data. A central data model is introduced and

maintained professionally.

This highly professionally maintained central dwh is pre-emptively loaded

with all source data in real-time. BI-development is centralized and a BI

Comp. Center supports all BI end-users.

A high-end (rare) BI-setup that publishes data and information services

provided by a real-time enterprise Dwh. Using the BI-services, report

development is decentralized.

6b. CeDW CENTRAL DWH

7. EDW ENTERPRISE DWH

8. SO-BI SERVICE ORIENTED BI

The second questionnaire is meant to get info about your current BI-situation. In this way the BI-IntroScan can determine the differences between your current situation (“As Is”) and the required situation based on your management information needs (“To Be”). The BI-IntroScan considers a large number of aspects that apply to the construction of a BI-solution. We have classified these aspects along eight aspect areas.

TECHNICAL ASPECTS

1. Data integration tooling

2. Data warehouse setup

3. BI tooling

4. Analytical applications

ORGANIZATIONAL ASPECTS

5. BI-Support

6. BI-Change

7. BI-Maintenance

8. BI-Professionals

Comparing your current situation with the MRA

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Spider Diagram: Construction Aspects

1. Data IntegrationTooling

3. BI-Tooling

8. BI-Professionals

7. BI-Maintenance

6. BI-Change

5. BI-Support

4. AnalyticalApplications

2. Data warehouseSetup

As Is (current)

To Be (MRA)

67%

57%

69%50%

33%

72%

50%

13%

20%

24%

40%

33%

90%

25%

10%

50%

1. Data IntegrationTooling

3. BI-Tooling

8. BI-Professionals

7. BI-Maintenance

6. BI-Change

5. BI-Support

4. AnalyticalApplications

2. Data warehouseSetup

67%

57%

69%50%

33%

72%

50%

13%

20%

24%

40%

33%

90%

25%

10%

50%

Analyzing the gaps between AS-IS & TO-BEThe axis of the spider diagram that is generated by our BI-IntroScan represent the eight aspect areas. Each of the eight axis show the average score of the aspects involved in that specific aspect area. All axis range from 0% to 100%, where 100% means that all aspects of that specific area are covered.

The spider diagram gives you a quick visual overview of how your current situation holds up against the MRA. In other words, to what level your BI-setup relates to the construction aspects that you actually need to fulfill your requirements regarding the supply of sufficient management information.

www.FourPoints.nlThe blue score (To-Be)Indicates the average score for the required BI-construction,

based on the Minimum Required Archetype

Derived from your answers to the needs questionnaire

The red score (As-Is)Represents the average

fullfilment of construction aspects that are already

in place within your own organization

Derived from your answers to the introspective

questionnaire

1. Data IntegrationTooling

3. BI-Tooling

8. BI-Professionals

7. BI-Maintenance

6. BI-Change

5. BI-Support

4. AnalyticalApplications

2. Data warehouseSetup

67%

57%

69%50%

33%

72%

50%

13%

20%

24%

40%

33%

90%

25%

10%

50%

1. Data IntegrationTooling

3. BI-Tooling

8. BI-Professionals

7. BI-Maintenance

6. BI-Change

5. BI-Support

4. AnalyticalApplications

2. Data warehouseSetup

67%

57%

69%50%

33%

72%

50%

13%

20%

24%

40%

33%

90%

25%

10%

50%

1. Data Integration Tooling

General impression

In a BI-environment, data needs to flow. Through various components. Extracted out of the source systems, temporarily staged, cleansed, transformed and loaded into a data warehouse and possibly in data marts. Flowing can be quick or slow (real-time or daily, weekly).

Although the selected MRA does not need extravagant data logistics (50%), the current situation (25%) needs some extensions to meet the requirements.

Looking at the spider as a whole we can spot two more general observations.

Firstly, in the technical section (axis 1 to 4) it is clear that there is a lack of back-end tooling

to robustly provide data to the apparently sophisticated front-end BI-tools used.

Secondly, it is clear that organization-wise (axis 5 to 8) the current situation lacks professional

embedding of the BI-tooling into the organization.

1. Data IntegrationTooling

3. BI-Tooling

8. BI-Professionals

7. BI-Maintenance

6. BI-Change

5. BI-Support

4. AnalyticalApplications

2. Data warehouseSetup

67%

57%

69%50%

33%

72%

50%

13%

20%

24%

40%

33%

90%

25%

10%

50%

1. Data IntegrationTooling

3. BI-Tooling

8. BI-Professionals

7. BI-Maintenance

6. BI-Change

5. BI-Support

4. AnalyticalApplications

2. Data warehouseSetup

67%

57%

69%50%

33%

72%

50%

13%

20%

24%

40%

33%

90%

25%

10%

50%

1. Data IntegrationTooling

3. BI-Tooling

8. BI-Professionals

7. BI-Maintenance

6. BI-Change

5. BI-Support

4. AnalyticalApplications

2. Data warehouseSetup

67%

57%

69%50%

33%

72%

50%

13%

20%

24%

40%

33%

90%

25%

10%

50%

2. Data warehouse setup

4. Analytical Applications

3. Front-end BI-Tooling

The way your source data is stored and combined can vary heavily. One can use data layers, various types of data modeling, pre-emptive loading, etc.

The scores on the axe show that there is too little structured combination and storage of data, which will lead to a burden on the logic in the front-end BI-tools, that can be avoided by creating or expanding the data warehouse.

These applications directly support the management process using ‘embedded’ BI functions. They use data delivered from the data warehouse. You can buy analytical applications for each management discipline (marketing management, risk management, operational management, etc.).

The spider diagram shows that there is sufficient coverage for these app’s.

Front-end BI-tools provide the reports/dashboards that your managers need. Tools vary from Excel to sophisticated self-service tools. They are aligned

best with certain types of end-users (scientists, analysts or managers). Yet, no single tool will satisfy all end-user needs equally sufficient.

The graph shows extensive BI-tooling is present, in fact more than needed.

1. Data IntegrationTooling

3. BI-Tooling

8. BI-Professionals

7. BI-Maintenance

6. BI-Change

5. BI-Support

4. AnalyticalApplications

2. Data warehouseSetup

67%

57%

69%50%

33%

72%

50%

13%

20%

24%

40%

33%

90%

25%

10%

50%

1. Data IntegrationTooling

3. BI-Tooling

8. BI-Professionals

7. BI-Maintenance

6. BI-Change

5. BI-Support

4. AnalyticalApplications

2. Data warehouseSetup

67%

57%

69%50%

33%

72%

50%

13%

20%

24%

40%

33%

90%

25%

10%

50%

1. Data IntegrationTooling

3. BI-Tooling

8. BI-Professionals

7. BI-Maintenance

6. BI-Change

5. BI-Support

4. AnalyticalApplications

2. Data warehouseSetup

67%

57%

69%50%

33%

72%

50%

13%

20%

24%

40%

33%

90%

25%

10%

50%

1. Data IntegrationTooling

3. BI-Tooling

8. BI-Professionals

7. BI-Maintenance

6. BI-Change

5. BI-Support

4. AnalyticalApplications

2. Data warehouseSetup

67%

57%

69%50%

33%

72%

50%

13%

20%

24%

40%

33%

90%

25%

10%

50%

5. BI Support

7. BI Maintenance

8. BI Professionals

6. BI ChangeThis axe involves

components to effectively support end-users and

decentral developers. Think of a helpdesk, training, BICC

and governance.

Current support appears to be almost at par but

may need some additional organization.

This organizational axe entails functional, application, technical maintenance and service level management. The current support is clearly in need of organization enhancements.

The current support from BI-professionals to the end-users appears to be almost at par with the required situation. Looking at the scores there is probably need for some additional support-roles.

Change entails all processes, tools and organization that are needed to efficiently develop new BI-applications, like: versioning, datamodeling, DTAP, architecture.

The scores show us that although there is some BI-development in place, it is largely insufficient to support professional change in the minimum required archetype.

The BI-IntroScan translates your needs into one of nine construction models.

This enables automatic evaluation of your BI-environment. Reality can never be fully covered by a model.

Use the results as an indication.

NOT PRECISEBecause there is only one person

filling out the questionnaires, there is a limitation on the gathered

info. Our BI-FullScan uses multiple respondents generating a more

weighed evaluation.

N = ONEAlthough the BI-IntroScan harbours

20 years of experience in its logic, it still is an automated tool. Before

drawing final conclusions it is good practice to combine the scan with an

assessment by our senior consultants.

NOT MANUAL

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