November 2013 HEDA USER GROUP 2013 HomeWelcomeData Management & AdminReportingDecision SupportMonitoring & EvaluationOpen Session

November 2013

HEDA USER GROUP2013

Home Welcome Data Management & Admin Reporting Decision Support Monitoring & Evaluation Open Session| | | | | |

Version 1.0 2

2013 IDSC News• Staff Matters

• Kogie Moodley-Pretorius – Marketing Director – 1 February• Corne Muller – Office Manager - 1 June• Stanley Gricius – Operations Manager – 1 January• Stephan & Stanley Williams - Married• New position – Development, Training & Documentation - 2014

• Clients

• WSU Project

• University of Venda

• Mangosuthu University of Technology• IDSC web page (www.idsc.co.za)• Office Revamp

2013 IDSC News IDSC News 2 2013 Overview Clients & Modules UG Programme| | | |


http://www.idsc.co.za/

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2013 IDSC News cont.

• Community Engagement• Peer Data Sharing Project – PDS

• Web site with DHET HEMIS and Research Data• Viability

• HESA FEFS Benchmarking• Theology Faculties

• 9 X Student Bursaries• Vessels of Mercy



http://www.heda.co.za/pds/

4

2013 Planning• IDSC to be a preferred employer• HEDA

• Dashboard and Cube Report use at institutions• Planning Structures, Timesheets• Central query repository where queries are maintained and shared • Report Repository on web (SSRS, Cube reports, Widgets, Dashboards, Queries)• Module documentation• Modules via the “Cloud” and available as separate web applications• Data Level Security on Cube reports

• ITS Views Warehouse, Student Success Monitor, Peer Data Sharing • HEMIS Audit Tool for auditors, Private and FET presence• 1 x Publication• Client Communication via Skype and each client to visit IDSC for 2/3 days• Team Foundation Services, SQL Server Denali, Project Crescent

Planning Request Overview New Modules| |



1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 460

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IDSC Activity & Ad hoc Requests by Week(Only 5 of a possible 26 Projects)

PES Enrolment Planning Viability ITS Views WarehouseClient Visit Existing Adhoc Requests Cumulative IDSC Development Capasity Adhoc Requests ReceivedAve Adhoc Adhoc Requests Completed

Axis Title

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2013 Client Requests

1443 Ad hoc requests during first 46 weeks of 2013




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2013 New Modules

• Application Requirement System – Mobi site

• Bugnet Time Tracker

• Performance Evaluation Scorecard - web

• Enrolment Planning

• Academic Entity Viability - web

• Programme & Subject Viability - web

• Staff Activity Monitor

• ITS Views Warehouse

• Staff, Subject & Curriculum Audit




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Clients & Offerings

56% - Licenced

12 Clients

26 Modules



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Session 1 – Data Management and Admin

Specifications Session

Session 1 Session 2 Session 3 Session 4| | |



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Session 2 - Reporting

Specifications Session




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Session 3 – Decision Support




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Session 4 - Monitoring & Evaluation

Open Discussion

Session




Copyright © IDSC Ltd. 12

Background

• Research Publication data difficult to obtain• Different legacy systems at Institutions• No standard formatting or structure• No referential integrity

• RIMS (Research and Information Management System)

• Common application platform supporting research administration process• 23 Universities supporting the initiative• Structured data • Accessible by Institutions• Data can be extracted via templates and exported to Excel

• Workshop between IDSC, RIMS and UJ• Extracting data, integrating with HEDA

RIMS Process Cube PDS Current 1 Current 2 Pivots Indicators Future New PDS Integration| | | | | | | | | |

RIMS & PDS ITS Views Sign-on Time Sheets| | |



Process

HEDA Data Import

Warehouse

• XML Templates supplied by IDSC

• Templates for Excel reports to be exported

• The final templates and process will be tested in January, documented and communicated

• Upload XML templates to RIMS

• Run/ Schedule reports• Save as Excel• Upload Excel files to HEDA

server• Placed in specific folder like

Ascii files currently

• Setup Research Data Import on HEDA Dashboard

• Select years to import

• Research data imported into HEDA Warehouse

• Integrated with current Dimensions like Staff detail and Department detail

• Integrated Research data available in multi-dimensional Cube Reports

• Share with users• Build own Cube Reports for

Ad-hoc queries





Cube Report

• Demonstration





Background

• PDS Project was launched in 2006 by IDSC together with UJ to address the needs regarding benchmarking in Higher Education

• HEMIS data collected from DHET• Enriched with some Research data• Design and build a Multi-dimensional database• Define a number of Indicators and the ‘Indicator Explorer’• Publically available to all institutions on the PDS web site

www.heda.co.za/pds




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Current PDSRIMS Process Cube PDS Current 1 Current 2 Pivots Indicators Future New PDS Integration| | | | | | | | | |



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Current PDS - OverviewRIMS Process Cube PDS Current 1 Current 2 Pivots Indicators Future New PDS Integration| | | | | | | | | |



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Current PDS – Pivot TablesRIMS Process Cube PDS Current 1 Current 2 Pivots Indicators Future New PDS Integration| | | | | | | | | |



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Current PDS – Indicator ExplorerRIMS Process Cube PDS Current 1 Current 2 Pivots Indicators Future New PDS Integration| | | | | | | | | |



Version 1.0 20

Future development1. Replace the current PDS site with a HEDA Dashboard

• Dynamic design and layout• Grids, Charts, Rich-text, Sections

• Latest Dashboard functionality• Access to HEDA Explorer

• Documents• Reports• Links

• Tabs• Latest Cube Report functionality

• My Cube Reports

2. Integrating PDS data with HEDA/Institutional data




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Layout and Design

1. Default Dashboard• Layout, design, indicators, information, links• Cube Reports• SQL Server Reports• HEDA Explorer• Documents• Links




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Integrating PDS data

2. Integrating PDS data with HEDA/Institutional data• Benchmarking




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ITS Views Warehouse

The HEDA ITS Views Warehouse Module enables institutions using the ITS Operational System to obtain detailed data in an integrated manner from the following core processes:

Curriculum, Applications, Enrolment Quotas, Qualification Enrolments, Subject Enrolments, Bursaries, Residence, Graduates, Staff, Budget and Actual Financials.

SSRS Report TemplatesMy Cube Reports




Single Sign-On

Single Username and Password (Using the network username and password to access HEDA)When Accessing HEDA Directly:• Active Directory• CAS (Central Authentication Service)

Automatic Login Institutional Intranet / Portal Modifications Required• CAS Token• Userkey Pass-through

Single Sign-on 1 Single Sign-on 2|




Single Sign-On

Associated HEDA User• Why have an associated HEDA User?

User detail synchronisation• UJ – Synchronising User Detail and default Roles• NWU – Synchronising User Detail incl. Roles

Single Sign-on Between Institutions and Peer Data Sharing

Single Sign-on 1 Single Sign-on 2|



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Staff Time Sheets

This module is an easy web application which assists all staff in capturing their time spent on a particular HEMIS programme over a period of time. Data is automatically stored in the database and the quality of data is maintained through the process of checks and balances in the data entry.

This data is also used for the HEDA Programme Viability module and assists in the generation of the HEMIS Staff ASCII files.

Need to link Staff Member to Subject and Qualification



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Dashboards

A number of different dashboards can be created. LayoutSecurityWidgetsDetail data X 3NavigationFilter

Dashboards My Cube Reports Self Service BI Enrolment Planning| | |



Cube Reports

Purpose of this session• One step closer to bypassing the need to export to excel• One cube report can be used for multiple reports• My cubes functionality can easily be used to answer data queries (ad hoc

requests).• Sharing to specific users allows for personalised reports• Cube reports can be used to provide reports for recurring requests• General (non admin) users now have the functionality to save layouts

and reports• Single location to access all stored cube reports that are available to the

user’s account.

Purpose Overview Functionality My Cube Reports| | |




Cube Reports

Cube Reports vs. Cube Report Views (My Cube Report)

Cube Reports Role• Administrator and User differences in functionality

Cube Report Admin• Setting a default Folder for any Cube Report Views built from a Cube

Report





Cube Reports

Viewing and Saving Cube Report ViewsTools Menu Option• Cube Report Editor• Cube ReportsMy Cube Reports Menu OptionSave and Save As…• Saving options• Formatting• Filters• Custom Groupings• Location• Sharing





Cube Reports

My Cube Reports• Managing the folders and reports• Viewing and editing reports




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Self Service BI – Concepts

Key Elements• Business focus

• Intuitive user interface• Metadata dictionary

• Training on data and self service applications

Self-Service BI: DefinitionSelf-service business intelligence is an approach to data analytics that enables business users to access and work with institutional information without IDSC’s involvement. The self-service approach lets end users create personalized reports and analytical queries

Self-Service BI: It’s Not Just a Tool The BI tool vendors imply that if you buy their product, your business community will reap the benefits of self-service BI. Don’t kid yourself. There’s a bunch of work that has to get done before your business users can leverage this fabulous capability. Be realistic about how much work there is, and how much time and resources it’ll take to deliver great self-service BI to your user community

Source: http://searchbusinessanalytics.techtarget.com/definition/self-service-

business-intelligence-BI

Concepts Overview Data Sources Integration Meta Data Automation User Friendly Views Other Client need?| | | | | | | |



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Objectives of Self Service BI

Data Management

Applications

Reporting




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Data Sources

• Audited HEMIS Data• Student, Staff, Space• Enrich with Finance & Other

• ITS Views Warehouse• Student, Staff, Finance

• Operational Data• Institution specific

• Research data (RIMS)

• PDS data




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IntegrationConcepts Overview Data Sources Integration Meta Data Automation User Friendly Views Other Client need?| | | | | | | |



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Data Elements

Variable Value

ID V005

Description Qualification type

Definition Link Click <a href="javascript:void(window.open('~path~Ded_001_010.htm#E005','_blank'))">here</a> for the Valpac definition.

In Use Yes

Friendly Name Qualification Type description

Dashboard Filter Yes

Value Query SELECT DISTINCT QD_005 AS [Code], QD_005 AS [Desc] FROM HEDA_Warehouse.dbo.QUAL_DIM

Base Table HEDA_Datastore.dbo.V005

SSRS List Box Yes

Type Grouping,Filter




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AutomationConcepts Overview Data Sources Integration Meta Data Automation User Friendly Views Other Client need?| | | | | | | |



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Friendly Versions of Databases

Tables Views




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Self Service BI – HEDA Reporting and User Interfaces

• SSRS Templates

• SSRS Dynamic Parameters

• Data Element definitions

• My Web Cube Reports

• Excel Pivot tables

• Dashboard layout

• Query building

• Formatting/Themes

• FAM, Viability, Enrolment Planning…..

• Quick Starts, Training Power Points

Key Elements• Business focus• Intuitive user interface• Metadata dictionary• Training on data and self service

applications




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Self Service BI – Client Need

• What is the need of the clients?• Will the clients use the self service capabilities?

IDSC’s Focus Points• Wizards• Validations• Dynamic Help Documentation• Training?




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Enrolment Planning

The Enrolment Planning module assists institutions in the planning of future student enrolments, monitoring and reporting on planned vs. actual enrolments and automatic generation of the DHET Enrolment and Scarce Skills tables.

Methodology for the six year projection:

Is based on a default first time cluster growth percentage Uses historical throughput and retention statistics in determining the

projected returning enrolments and graduates per programme New planned programmes can be added and historic retention and

throughput rates can be adjusted based on evidence of previous interventions



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Viability – Academic Entities

The data is presented in a dynamic data grid and various chart components and is structured as follows:

Financial data (direct related and indirectly distributed (Institutional Overheads)

Academic data (Student-related and Staff-related) Ratios and Norms

Academic Entities Programme & Subject Staff Activity| |

Viability


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Viability – Programme and Subject

The main focus is at Module Level with the following data components:

Financial data direct related (tuition fees, government subsidies, other levies, salary expenses from academic staff timesheets)

Financial data indirectly distributed (owner department – institutional overheads and other income and expenditure)

Academic data (student and staff related) Ratios and Norms

Programme Level data is provided as a summary of all the Module Level data


Viability


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Viability – Staff Activity Profile


Viability



Audit Modules – Purpose

• Distribute the workload by making the audit application available to more personnel

• Intuitive / non-technical interface• Request changes to the operational data without requiring

access to the operational system• Administrator can export change-request list to excel• Audit applications indicate once requested changes have been

made on the operational data• Audit applications indicates / warns users if changes are made

to the operational data after the data was already verified• Changes and requests are logged• Data sets can be compared

• Snapshot - Audited data - Current (Operational) data

Purpose Data Sets Modules Statusses Functionality Audit| | | | |

Audit Applications Performance Evaluation Cohort Analyses Interrogator Pro| | |



Audit Modules – Datasets

3 DatasetsSnapshot• When the audit process is started a “once-off” snapshot is made of

the data Audit• When items are verified and audited, the audited data (incl. the

requested changes) are stored separate from the snapshot and operational data

Current• A dataset of the data as it is currently on the operational system. This

dataset is updated with changes on the operational data • This dataset is updated using a scheduled SQL job.





Audit Modules

• Current Staff Audit• Subject Audit• Curriculum Audit

3 Audit Modules





Audit Modules Overview – Status Icons

This record has not yet been verified, or marked as “Audited”. (Default status)

This record has been verified and the current item’s detail has been accepted “as is” and marked as “Audited”

This record has been verified but there are changes requested on the current item’s detail. This item is marked as “Audited but changes requested”

This record was initially marked as “Audited but changes requested”. The requested changes has subsequently been made on the operational data.

Although this record was initially marked as “Audited”, changes were made to this item’s detail on the operational data after this item was verified and “Audited”.





Audit Modules – Functionality

Subject Audit / Current Staff AuditMenu• Tools

• Export Requested Changes• HelpFilters• Define “list” to verify• Cascading Filters• Reset FilterSubject List• Paging and navigation• Page size• Returned Items• Status and Tooltip• Grid Actions





Audit Modules – Functionality

Subject Audit / Current Staff AuditDetail / Audit WindowRecord Information Section• 1 of 1000• Status• Navigate and audit data

• Snapshot vs. Audit vs. Current• Download dates displayed• Differences indicated




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Performance Evaluation Scorecard

Show progress towards reaching targets outlined in the institutional goals whether quantitative or qualitative

Allows for a “bottom-up” approach where the actual measurement occurs at the lowest level and then summarised upwards. Each level entry is given an importance weighting which is used in determining the weighted score.

Once institutional objectives have been specified and allocated to specific managers within the institution, the HEDA Scorecard will produce individual plans for managers.

The managers can then monitor their progress towards the attainment of their goals – both for those responsibilities assigned by management and other responsibilities or personal development initiatives that need to be tracked

Provision is made for objectives to be prioritised for performance management purpose by incorporating an order and a weight. The order of priority and the weight attached to an objective will be agreed between the respective manager and staff

There is provision for self-evaluation by the staff, provisional evaluation by the manager and a final agreed evaluation



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Cohort AnalysesThe Cohort Tracking module is a great tool to track student mobility and provides an analysis of student tracking from a management and programme management perspective. By using Cohort Tracking, institutions are able to evaluate specific cohorts. The tracking also allows for the meaningful evaluation and interpretation of data, which ultimately defines qualitative future planning and decision-making.

The Cohort Tracking module has two distinctive processes:Management (a number of predefined cohorts can be identified such as student numbers, campus/faculty etc. The predefined cohort datasets is automatically generated during a data refresh process and accommodates benchmarking between other institutions in terms of retention, throughput and dropout rates.Programme Planning is based on HEMIS or Operational data. The notion of first time cluster enrolment which is different to first time entering enrolment forms the basis of the programme planning perspective. Reporting is available which indicates to a programme owner the detail composition of a cohort in terms of retention, throughput, dropout and progression statistics.



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Background

• Interrogator supports an institution in their annual data management process and specifically the HEMIS data submission to the DHET.

• It further assists the HEMIS staff member(s) in:• Submitting a submission on time• Validating that the data is correct (Valpac error queries) • Distributing records in error to the appropriate personnel/

departments to be rectified

• Currently a HEDA Module installed and running at the Institution

Background Cloud Service Concept Feasibility| | |



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Cloud Service

• Interrogator Cloud service• Aimed at Institutions looking for a ‘lite’ version• No Interrogator installation at Institution necessary• No HEDA installation at Institution necessary• No local resources/ hardware necessary• Lower cost of ownership• Minimum setup required, depending on level of usage




Use

r res

pons

ibili

ty

Version 1.0 55

Concept

Distributions

Uploa

d

Interrogator

Validate&

Process

Email

Hierarchical structures




http://www.google.co.za/url?sa=i&source=images&cd=&cad=rja&docid=xFVcGVmcPR39zM&tbnid=5XZVnau5y2DRMM:&ved=0CAgQjRwwAA&url=http://shesgotsystems.com/2013/07/new-email-marketing-changes-affect-you/&ei=_h2LUrv4HISRhQfAoIGYCA&psig=AFQjCNFoVLiSr9C85aC1mr8OPuPXGe6FPA&ust=1384935294534366



Version 1.0 56

Feasibility

• Is there a need for a service like this?

• Which Institutions will make use of this service?




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Open Discussion Contents

• IDSC Business Model

• What do you pay for

• Proposed Changes in the Way we do business

• Discussion Points

There is a reason why we need to change the way

we are doing business!

Contents Reason IDSC Processes Client Support Changes Discussion Points| | | | | |


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2013 Client Requests

1443 Ad hoc requests during first 46 weeks of 2013

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 460

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IDSC Activity & Ad hoc Requests by Week(Only 5 of a possible 26 Projects)

PES Enrolment Planning Viability ITS Views WarehouseClient Visit Existing Adhoc Requests Cumulative IDSC Development Capasity Adhoc Requests ReceivedAve Adhoc Adhoc Requests Completed

Axis Title

Dev

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“to serve with Integrity and provide Integrated InstitutionalPlanning and Reporting Tools for the Education Sector

through Innovative Solutions”

To be a sustainable company who focuses on client satisfaction through excellent support and innovative and

cost effective products

Sustainable productsClient service

InnovationImpartiality

IntegrityReliable

Loyal

Focused on a partnership and based on a “win win” strategy



IDSC Processes to Support Mission

1. Client Support (66%)

1.1 HEDA Module Maintenance•Maintenance•Enhancements•Bug fixes

1. 2 User Support•Ad hoc queries•Report/dashboard building•Data Imports…

1.3 User Training•Training material•Training sessions•Help documentation

2. New Developments

(6%)

New HEDA Modules

3. Consultation (8%)

Additional Support needed by Client

4. Other (20%)

Administrative

Marketing

Community

Challenge is to apply our effort at the same time to all 4

processes without impacting the quality and outputs

There seems to be a need that IDSC must take on a more prominent role

as Business Analysts



Client Support Process

1. HEDA Module Maintenance

60%

2. User Support

30%

3. User Training

10%

1. Fixed Annual support hours wrt Support and Training per licenced HEDA

Module

2. Base HEDA Module price (Impact of between +6% and -6% over 12

clients)HOURS UJ VEN CPUT WSU TUT UNISA NWU UCT MUT UOFS CUT UL

User Support

175 112 129 167 181 107 175 79 47 151 107 115

User Training

66 42 48 63 68 40 66 30 17 57 40 43

% Diff Fee -3% 3% -1% 3% -2% 1% -2% -6% 2% 6% 3%



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What must IDSC change to Implement it’s Mission

• Realign Resources to fit Processes

• Allocate time for IDSC to do technical training

• Work within a schedule/Project Plan

• After Hours Support = 2.5 * Support Hour

• Manage the Role of the Institution during the Support Process

• Manage the period and number of unfunded HEDA Module implementations

• Manage client visits

• Implement a process so that the client can monitor support hours

• Implement a Satisfaction Survey – (In-time, In-spec, Value added, Overall rating)

Proposed Changes 1 Proposed Changes 2|



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Proposed Agreement Changes

1. Discuss Open Source Modules

2. Discuss Cloud Solutions

3. Consultation with User Group in determining annual licence fee increase

4. All clients pay on same date – 1st March

5. Notion of Post level 6/60 is not relevant anymore

6. Major Developments to be Approved by User Group

Proposed Changes 1 Proposed Changes 2|



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Discussion points 1

Page 1 Page 2 Page 3 2014 Priorities 2014 Priorities cont| | | |



1. 2014 Priorities1. Cube Reports (Data level security, Sharing interactively)2. Dashboard (Default filters, default dashboard, indicator images, Bells &

Whistles)Repository of objects (Dashboards, queries, widgets)3. RIMS4. PDS Website (Dashboard, Integration, Single Sign-on)5. ITS Warehouse – IDSC Warehouse6. Enrolment Monitor/Planning7. Timesheets/Workload8. Self-service BI (Interface)9. Curriculum, Subject Audit (Integration and enhancements)10.Performance Evaluation Scorecard11.Viability/ Finance user group12.Business Plan Generator13.Central Applications14.Data Mining15.Interrogator Cloud Service

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Discussion points 2




1. Bursaries

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Discussion points 3




1. aa

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2014 Priorities

• Staff Time Sheets

• UJ Staff Schema’s

• RIMS Data

• Dashboards

• New Widgets

• Enhancements

• Enrolment Planning – Web

• Business Plan Generator – Web

• Interrogator Pro Cloud Service




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2014 Priorities cont..

• Cube Reports

• Data Level Security

• Mobile Platform

• Viability

• Performance Evaluation Scorecard


