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IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Panel PresentationAcademic Reporting and Data Analysis
Gerry DizinnoSt. Mary’s University
Debbie HeadKennesaw State University
Susan NiesIntelliSolve Group, Inc.
Shaun WilliamsIntelliSolve Group, Inc.
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Agenda
• Overview of Data Warehousing concepts and terminology
• Transitioning from Concept to Reality
• Issues now that the data warehouse is in production
• Some latest tools available and the old standards
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Differences Between a Data Warehouse and Simple Extractions
•More extensive data•Controlled environment for data validation•Pre-determined timing for the extracts•Software to view/manipulate data
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Current Environment Facts
• There is a wealth of information (data) in the transactional system
• Users are knowledgeable about the data• The challenge is that the users cannot
get access to the data!• The missing piece is the technology to
leverage the information and user knowledge
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
User Expectations
• Access and Tools to analyze and report. Easy access to both current and historical information (for comparison purposes)
• Data should be easily accessible and easily navigable through simple software tools
• Results of queries and reports should be easily understandable
• Data should be available regularly and reliably
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Institution’s Expectations
• Continue to improve the institution, for example through better student retention and student success
• Respond to requests for information from inside and outside the institution
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
The Benefits of a Data Warehouse
• Faster response to requests for information
• Consistent result to queries• Minimal data processing skills required• Maximizes your ability to understand
your institution• Ability to Access Historical Data
regardless of time period changes
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
The IntelliSolve Data Warehouse Model
• Limit scope to target deliverable in 90 - 120 days– Keeps momentum and interest high– Results can be put into action quickly
• Design for long term solution– Implementation plan should include
incremental deliverables• Use off-the-shelf tools wherever practical
– Don’t reinvent the wheel
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Data Base Design for a Transaction System
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Data Warehouse Design
TIME_KEYSTUDENT_KEYFACULTY_KEYCOURSE_KEYFINANCIAL_AID_KEYTERM_KEYLOCATION_KEY
FTE_COUNTHEAD_COUNTETC.
TIME_KEYDAY_OF_WKWK_OF_MONTHMONT_OF_YRDAYMONTHYEARETC.
TERM_KEY TERM_IDTERM_DESCTERM_NOTEETC.
COURSE_KEYCOURSE_IDCOURSE_DESCCOURSE_GROUPETC.
STUDENT_KEYSTUDENT_IDSTUDENT_SSNSTUDENT_CASSSTUDENT_STATUSSTUDENT_ETHNICITYETC.
FACULTY_KEY FACULTY_IDFACULTY_NAMEFACULTY_HIRE_DATEFACULTY_COURSE_IDFACULTY_GROUPETC.
LOCATION_KEY LOC_BLD_IDLOC_ROOM_IDLOC_CAPACITYETC.
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Warehouse KENNESAW
Where we are and how we got there…
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
The KSU Story In Brief
• Student System was the data jail and dictator
• Created stressful times in the functional offices
• Could not get (reliable) data during the first few terms
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Short History at KSU
3-years to realize what we needed
New Relational Student SystemUnexpected Politics OR
What’s in it for ME?
New HR Relational
System
Legacy Financia
ls
Untold Number of Shadow Systems
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
The Politics or “What’s in for me?” syndrome
New CIO Bought into the idea in theory
De facto small Data Warehousing Team EstablishedIntelliSolve interviewed 50+
usersResistance encountered
with ownership/protectiveness
issuesExcitement generated
but now cooled
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Politics or “What’s in it for me?” (continued)
Overcoming (or at least dealing) with the politics: Link the project to institutional and
administrators’ priorities Presenting something to the one VP who needs
something and can’t get it! (In process) Promising portal to VPs (CIO’s request)
Addressing some attitudes that all data are dirty so no warehouse will ever clean it up
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Thinking about the DW
Benefits Consistency Standardized data
sources Reliable numbers
from numerous sources
Enable users to get their own answers
Transactional System protected from queries
Costs Length of time to see
results of any kind Intensity of
personnel to understand, clean and manage the data
Education of the users
Actual dollars in tight financial times
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Where We Started or Wrong Assumptions
Assumed key administrators would be supportive of effort since it meant quicker responses
Thought the technical staff would appreciate the concept of static data
Did not want to assume responsibility for data extraction
Did not have a thorough understanding of the new relational table structure or fields
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Lessons Learned?
Illustrate key questions (priority of the moment) that had to go unanswered for a time
Educate technical staff on the importance of consistent data…census date
Change our attitude (earlier) about client/server environment
Use incremental solutions - little steps at a time
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
St. Mary’s UniversityData Warehouse Project
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
What They Don't Tell You (at least very loudly) in "Data Warehouse School"
• Maintenance Needs• Consistency Needs• Training Needs
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Data Warehouse Lifespan
• Portability– Source data can change or additional
sources– Target database can change– Information access tools can change
• Scalability– Start small, but plan for orders of magnitude
more data and users• Reliability
– Ensure repeatable processes
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Maintenance and Consistency Needs
• Prior to each extract: accuracy checks
• After each extract: checks for consistency, calculations
• Modifications
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
The Cycle
1. People
2. Process
3. Technology
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Retention Cube Built from a Data Warehouse
• Enables cohort analysis• Easily allows looking at the cohort
by different demographic and other characteristics
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Migration and Retention:School of Humanities & Social Sciences Fall 1997 Cohort
0.00%
20.00%
40.00%
60.00%
80.00%
100.00%
Semester (Beginning)
Perc
ent o
f Orig
inal
Coh
ort
Business & Administration 0 0.037433155 0.048128342 0.07486631 0.080213904 0.085561497 0.058823529
Humanities & Social Sciences 1 0.909090909 0.732620321 0.668449198 0.561497326 0.550802139 0.534759358
Science, Engineering, & Technology 0 0.010695187 0.032085561 0.021390374 0.037433155 0.032085561 0.032085561
Undeclared 0 0 0 0 0 0.005347594 0.005347594
Not enrolled 0 0.042780749 0.187165775 0.235294118 0.320855615 0.326203209 0.368983957
Fall 1997 Spring 1998 Fall 1998 Spring 1999 Fall 1999 Spring 2000 Fall 2000
N = 187
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Migration and Retention: School of Science, Engineering, & Technology Fall 1997 Cohort
0.00%
20.00%
40.00%
60.00%
80.00%
100.00%
Semester (Beginning)
Perc
ent o
f Org
inal
Coh
ort
Business & Administration 0 0.031111111 0.04 0.053333333 0.08 0.071111111 0.075555556
Humanities & Social Sciences 0 0.044444444 0.097777778 0.093333333 0.115555556 0.12 0.124444444
Science, Engineering, & Technology 1 0.871111111 0.693333333 0.595555556 0.48 0.44 0.426666667
Undeclared 0 0 0 0 0 0 0
Not enrolled 0 0.053333333 0.168888889 0.257777778 0.324444444 0.368888889 0.373333333
Fall 1997 Spring 1998 Fall 1998 Spring 1999 Fall 1999 Spring 2000 Fall 2000
N = 225
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Migration and Retention: School of Business & Administration Fall 1997 Cohort
0.00%
20.00%
40.00%
60.00%
80.00%
100.00%
Semester(Beginning)
Perc
ent o
f Orig
inal
Coh
ort
Business & Administration 1 0.94 0.85 0.79 0.76 0.73 0.74
Humanities & Social Sciences 0 0 0 0.03 0.04 0.04 0.05
Science, Engineering, & Technology 0 0 0 0.01 0 0 0
Undeclared 0 0 0 0 0 0.01 0
Not enrolled 0 0.06 0.15 0.17 0.2 0.22 0.21
Fall 1997 Spring 1998 Fall 1998 Spring 1999 Fall 1999 Spring 2000 Fall 2000
N = 100
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
The Solution
• OLAP Cubes• Reporting Tools• Data Mining tools
IntelliSolve Group, Inc. St. Mary’s University Kennesaw State UniversitySan Antonio, TX San Antonio, TX Kennesaw, GAwww.intellisolve.com www.stmarytx.edu www.kennesaw.eduContents copyright 2001 IntelliSolve Group Inc.
Sources of Information
• Adamson, Christopher and Venerable, Michael, Data Warehouse Design Solutions, 1998
• Brobst, Klauer, and, Poe, Building A Data Warehouse for Decision Support, 1998
• Kimball, Ralph, The Data Warehouse Toolkit, 1996
• www.IntelliSolve.com