Designing a scalable reporting solution for Amherst

November 2009

IntroductionThe Colleague Advancement migration allows

us the opportunity to imagine reporting in a new way. In response, we understand that the centralization, accuracy and usability of our reporting solution will be the cornerstone of the College’s understanding of the past and the basis on which we plan for the future.

PurposeTo share our status and the vision of the

direction, scope and process by which we are framing the Advancement Reporting Solution.

AgendaReporting Conversion VisionPartnering with our UsersReporting PrioritiesDefinition of SuccessCurrent StatusNext Steps

Reporting Conversion VisionWe are striving to conform to a reporting

standard that holds centralization, accuracy and usability as its central tenants. Realizing this vision hinges on partnering with our users. Through this partnership we will build a team to define reports deliverables, establish priorities, and test/validate report output.

CentralizationSingle data source for all data elementsEncourages sharing of reporting Best PracticesConsistent Report Look and FeelCommon Naming ConventionsMinimizes Report Duplication

AccuracyEstablished through a controlled set of

Business RulesProvided by establishing a single validated

source of critical Advancement data elements Campaign Total Annual Fund Total Alumni Fund Total Etc.

Ensures that all reports represent the data in a consistent manner

UsabilityWeb Interface – Accessible on and off campusMinimizes specialized tool sets or

knowledgebaseCommon user interface minimizes support costCommon Naming Conventions ensures users

are discussing the same element

Partnering with our Users

Working directly with users, will help:Ease their transitionOpen dialog with them builds confidenceGreater understanding of common reporting

needsShared ownership of report requirements

Why Reporting Priorities Determine the minimal number of reports needed to support

the community Identify which users, need to:

be involved in conversations to combine data elements from many reports

to validate and test reports to schedule user involvement in a way complimentary to their

schedules and our Datatel training Establish an order to report development Determine the timely delivery of reporting data elements Minimize the number of unidentified reporting needs Establish joint ownership Negotiate the subset of reports that need to be ready day 1

Reporting Priority RulesHow priority will be established:

Who and how many usersWhat is a report attempting to communicateWhere in our Datatel Training scheduleWhen is the report needed: Daily, Weekly,

Monthly, Quarterly, AnnuallyWhy is this a unique requirement or an

augmentation to an existing reportHow to implement: BusinessObjects, Access,

CMS

Definition of SuccessOld Report Name New Report Name User(s) Use Due

DatePriorit

yXGOP – List of all Gifts Posted Gifts Posted Pat Daily 09/01/10 1

US News and World Report US News and World Report Denise Yearly 03/01/11 1

VSE - ReportingVSE – Reporting (Review internal CA Reporting)

Denise Yearly 07/01/11 1

Trustee Report Trustee Report Amy Monthly 10/01/10 1

Change of Address Report Constituent Mod Report Jan Weekly 09/01/10 3

Change of Employment Report Constituent Mod Report Jan Weekly 09/01/10 3

Alumni by Employer Alumni by Employer Elaine Quarterly 10/01/10 2

Pyramid Detail Pyramid Report All Daily 09/01/10 1Pyramid Detail $1 M and Up Pyramid Report All Daily 09/01/10 2Pyramid (short form) Pyramid Report All Daily 09/01/10 1

Current StatusRequirements Gathering

ADVIS Report Catalog – in progress Compiling User Email Feedback – in progress‘Thumbs up’ meeting Datatel TrainingsODS data definitions started

Short Term StepsMonthly Status MeetingsContinue, Report Aggregation of User Email

Feedback Meet with users to clarify, as neededIncorporate additional requirements, as needed

Establish and Communicate Report Priorities Communicate Project Goals, Status, Needs at

each All Advancement Staff Meeting

Long Term MilestonesInclude additional ADVIS team members in

report development and testingEnd User InvolvementReports Requirement Validation Testing

Set and Manage User Expectations, gain versus loss

End User Training, developed by ADVISDelivery of a scalable reporting solution