Implementing KPI Reporting in the College of LSA
Rob WilkeNick Hadwick
• Our Data Environment• LSA in Context• KPI Development Process• System Demo• How used• Technical Infrastructure• Challenges encountered• Future Directions
BI: Data -> Information ->Knowledge -> Action
UM Data EnvironmentThousands of tables in PeopleSoft
Large datasetsPersonal data table – 2.3 million rows
Admissions Program table – 2.3 million rows
Student Enroll table – 6.7 million rowsJob table – 1.4 million rows
Pay Check table – 8.5 million rowsDept table – 20,000 rows/3700 distinct
DeptIDs
LSA:UMDistinct DeptIDs - 144:3700
Student Enrollments – 3.8 million:6.7 million
College of LSA• ~ 40 Academic Depts/Programs (3 Divisions – Humanities, Social
Sciences, Natural Sciences)
• Museums
• Michigan Learning Communities
• Student Support: Advising, Language Resource Center, Science Learning
Center, Study Abroad
• Dean’s Office
• 80% of Budget is Salary/Benefits
Heterogeneous Organization
• What to measure?• Can you compare the Exhibit
Museum with the English Department?
• Why did we develop the KPI measures?
LSA KPI History
• New Dean and Associate Deans• “Provost Indicators”– Student Headcount, Diversity– Faculty Appointments
Charge
“Work within the realm of information we’re already producing to make information useful for planning at the Associate Dean and Executive Committee level that will show changes in the College over time and project to the future.”
Goals
• Clear, Consistent and shared measures
• Benchmarks to help think about resource distribution in the College
• Not be reliant on self-reported data by departments
Principal Data Areas
• Faculty/Staff – Counts and Characteristics• Graduate Student Characteristics• Funding• Space and Energy Utilization• Student Credit Hours• Degrees• Relationships between Inputs and Outputs
Development Process
• Top down mandate from upper management• Modeled after Provost Indicators• Push detail down to departmental level• Team of Finance, Budget and IS personnel• 2 year trial period with departments• Incremental changes to add/subtract measures• Initial system was a Spreadsheet and PDF File
System Demonstration
http://www-a1.lsa.umich.edu/AdminData/KPIDeptCompare.aspx
0100200300400500600700800
2002 2003 2004 2005 2006
Student Credit Hours per FTE
Visualize Trends
100
150
200
250
300
350
400
450
2002 2003 2004 2005 2006
Student Credit Hours per FTE
Visualize Trends
Decision Making
Student Credit Hours/TTFTEComputed Course Releases/TTFTE% Small Sections% Over or Under Target
Faculty lines (Resource Commitment)Position requestsGSI, grader and fellowship fundingLecturer positions
Technical Environment
• SQL Server 2000 database – 3 tables• IIS Web Server• ASP.Net 2.0 Development Environment• Originally Excel with Macros
Tables• Header– Key, Description, URL, DisplayOrder, Page,
Classification (Profile, Indicator, Outline Separator)
• Data– Key, DeptID, Year, Data value
• Notes– Key, Title, Note content
(Notes and Header tables include HTML stored with data)
Sample dataKPICode DeptID AcadYear KPIValue
1A 172000 2002 31.5
1A 172000 2003 32.5
1A 172000 2004 33.5
1A 172000 2005 31.5
1A 172000 2006 30.25
1A 172000 2007 30.25
1A 172000 2008 32
1B 172000 2005 25.52
45,000+ rows
Data must be pivoted
Challenges• Inconsistent Source Data• Lack of Understanding of Source Data• Source Data Not Reflecting “Reality”• Numeric Values only• Making Assumptions Transparent• Conflicting Indicators• Minimizing # of Indicators• Communicating Context to Depts
Future Direction
• Create Charts on the fly• Drill down to see detail• “Top 10” lists of key values• Additional Research Indicator
Terminology Check
1. Key result indicators (KRIs) tell you how you have done in a perspective.
2. Performance indicators (PIs) tell you what to do.
3. KPIs tell you what to do to increase performance dramatically
David Parmenter, Key Performance Indicators
Key Performance Indicators
"KPIs represent a set of measures focusing on those aspects of organizational performance that are the most critical for the current and future success of the organization."
Key Result Indicators
“KRIs typically cover a longer period of time than KPIs; they are reviewed on monthly/quarterly cycles, not on a daily/weekly basis as KPIs are.”
Ask the Right Questions
“Rarely is the question asked, is our children learning?”