Managing Business Intelligence projects to fruition

Managing Business Intelligence projects to fruition Peter Ellenby 16 August 2010, 3:30 – 4:15 Department of Transport, Victoria

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Mission

The Department of Transport's mission is:

Building a safer, fairer and greener transport system for all Victorians to create a more prosperous and connected community.

Victorian Transport Plan (VTP)Through a $38 billion investment the Victorian Government is delivering:

– more trains and trams,

– more train tracks and stations,

– better roads,

– more transport choice in our suburbs & regions.

Current Systems @ DOT– Financial – Oracle e-business for GL, AP, AR, OPM,

iProcurement – BI - OBI, BI Publisher, Discoverer– Budgets - Hyperion (underway)– Payroll – Empower– Records Management - TRIM– Messaging – Lotus Notes– LOB – package & bespoke development on a collection of

technologies

Early System Observations

– Ubiquitous use of spreadsheets / Word for most types of reporting

– Tracking progress and finances typically outside of e-business

– System improvements in e-business challenging & expensive

Concurrent with ….

A willingness to address perceived reporting problems but expressed as ….

“We have Oracle Business Intelligence – why don’t we just use it?”

“But isn’t it just drag and drop”

Started with ….

Current State Analysis

- current state assessment of reporting on information that originates from the Oracle eBusiness system

Looks like this ….

S0002:Oracle eBusiness

(AP, GL, PO, AR, FA, PM, PA,CM)

CM

FA

GL Data Mart

E0003:GL Data Mart Extract

(Nightly)

B0005:Oracle DiscovererDesktop Edition

Discoverer ViewerReports

S0003:BMS

E0004:BMS Actual Load

(Nightly)

A0004:DTF

A0005:DivisionalManager

Oracle RDBMS

S0001:OPIS / FIS Database

SQL*Server

GL

E0001:OPIS – OPA Actuals,

Budgets and Transactions(Nightly)

A0001:Project

Managers

OPIS / FIS Summary and Transaction

Reports

Report

Report

B0003:Oracle Reports

B0001:Oracle BI Publisher

B0007:TOAD

(Adhoc)

B0002:FSG / ADI

C0001:Oracle Concurrent

Manager

C0002:Oracle Reports Server

C0003:Oracle Discoverer Server

SQL

A0006:Manager

B0008:Intelligent Apps

Reporting Package (Excel)

SQL*Server

B0006:Advisor

Report Writer

A0003:Departmental

Managers

eBusinessStandard /

CustomisedReports

A0002:Suppliers

AR Invoice / Credit Memo /Deposit Slip

FSG Reports

PO

AR

AP

PA

2/9/2009

Oracle Reports – Current State Analysis

User Interface DetailsSecurity: Active DirectorySoftware: FIS, OPIS Intelligent AppsReports: run from Excel

User Interface DetailsSecurity: Active DirectorySoftware: BMSReports: Advisor Excel Add-in

User Interface DetailsSecurity: Direct login toread only account.Software: Quest - ToadReports: SQL DevelopmentToolIDE. Requires SQLAnd product expertise

E0002:OPIS – GL Actuals,

Budgets and Transactions(Nightly)

E0005:Budget Load

(Nightly)

B0004:Oracle Discoverer

Viewer

Discoverer DesktopReportsA0004:

FinancialOperations

User Interface DetailsSecurity: Oracle ApplicationsSoftware: Oracle eBusinessReports: All reports run from a browser and are embedded with the Oracle menu system.Single-Sign On betweenThe different OracleComponents makesthe underlying technology somewhat transparent.

User Interface DetailsSecurity: Oracle ApplicationsSoftware: Oracle DiscovererClientReports: Adhoc Software Development

ADI Reports(Excel)

User Interface DetailsSecurity: Oracle ApplicationsSoftware: Oracle ADIReports: FSG reports run from Excel

Reports

Server Components

User Interface

Data Extracts

Report Capabilities

Legend

InterfacesConsumers

5 interfaces8 Technologies 3 systems

A Project Is Born ….Objectives

- Enhance the ability of DOT eBusiness systems to support decision making

- Reduce complexity, cost and risk of eBusiness Reporting

Scope

- e-business sourced data

Critical Success FactorsCSFs - Organisation Strategy

Senior management support Finance Director as Project Sponsor

Governance & stakeholder support

Steering Committee as per DOT methods

Clear objectives, criteria for success & progression

Project Objectives agreed at high level & at each stage of project

Scope management Initial focus on e-business information, leveraging other information when established

Critical Success FactorsCSFs – Approach Strategy

Justification Expressed in terms relevant to DOT priorities

Complexity & Risk Approach as a series of Stages, each with objectives and “hold points”

Scalability More than adequate H/W, with fallback positions

Technology Oracle solution, consistent with DOT Architecture

Breadth & depth “Business Change” project, not technology deployment exercise

Using A Staged Approach ….Stage1. Oracle eBusiness Reporting – Current State Analysis

Stage1. Oracle eBusiness Reporting – Current State Analysis

Stage2. Impact Analysis of Implementing Oracle BI within DoT


Stage3. eBusiness Reporting Directions: Needs Analysis & Options Analysis


Stage 4. Oracle BI

Technology Discovery

Stage 4. Oracle BI


Progressively deploy to

further areas


further areas

Deploy to Project

Delivery area

Deploy to Project

Delivery area

Functional focus of

development eg. Finance

Functional focus of


Deploy to Pilot Area - FinanceDeploy to Pilot Area - Finance

Operational / Analytical

report development


report development

Standard / Personalised / Adhoc report development


Refine & generalise technology

delivery


delivery

Measure & review

Production Trial

Measure & review

Production Trial

Framework – tools,

precedents.


precedents.

Processes - standards, policies.


People – training,

responsibilities, expertise.



Hold PointOptions Analysis &

Build vs Buy Recommendation

Stage 5. Solution Design

Stage 6. Production Implement

Stage 7. Evaluation Trial




Stage 4.X Evaluate Solution Options


Hold PointReview of Trial and Revised Project Plan

Technology Evaluation, Design and Pilot

Stage 8. Reporting Capability Infrastructure

Stage 9. Reporting Technology Enablement Delivery

Stage 10. Reporting Capability Delivery

RFQ“Go to market”

for supplier

Requirements

Evaluation & Pilot

Implementation

RequirementsStage1. Oracle eBusiness Reporting – Current State Analysis






Stage 4. Oracle BI


Stage 4. Oracle BI


Needs Analysis – detailed assessment of business requirements

Options Analysis – developing a case for investment and options for implementation

Requirements

Needs Analysis – Key Issues• Reporting needs often complex – eg. aggregation

of information for report

• Inadequate Functionality eg. Program view required

• Personal reporting dominates - standard reports only meet minority of needs

• Source of Truth – reconciliation up to 25% of activity

• Solution architecture – disparate

• Delivery Method – agnostic

Options Analysis – Key Solution Characteristics

Definition of reporting - presentation of information irrespective of delivery mechanism ….

- Screen

- Objects – PDF, HTML etc.

- XLS download

- Printed

=> Need delivery to all mediums


Report Usage

Information Consumer – read, review, analyse

Executive, Managers, Analysts

Information Producer – additionally create, develop, publish

Financial Accountants, Project Managers

=> Need ubiquitous access, not just e-business users (can be key cost driver as well)


Sets of Reports

• Standard Reports – catering to majority of needs

• Personalised reports – individual needs

• Ad hoc single purpose reports – one-off report need

=> Need flexibility to deliver on reporting sets

Technology Enablement

Technology Integration

Report Type

BusinessProcess

User Type

Centre of Excellence

Governance

Options Analysis - eBusiness Reporting Solution Concept

eBusiness Database

Standard Reports

Applications for de-commissioning

Ad-hoc Reports

Operational

Analytical

Strategy

Reporting Support

StandardsPolicy

Personalised Reports

Interface

Repository

AccountabilitiesReport Output

Software Upgrades

Hard-copy

Disc

Online

PDF

HTML

Oracle BI

Data Architecture

Schemas

Security Model

The Technology Solution

Oracle Business Intelligence

• Oracle has been a strategic partner for DOT- Particularly for Finance systems- Many years of successful engagement

• Clear indicators that BI meets majority of known needs

Technology DiscoveryStage1. Oracle eBusiness Reporting – Current State Analysis






Stage 4. Oracle BI


Stage 4. Oracle BI



- Capability- Suitability- Boundaries- Guidance

for Oracle BI implementation.

Requirements

• Capability – potential to meet core requirements

• Suitability – fits well with current infrastructure

• Boundaries – what can’t we do? … no compelling boundaries

• Guidance – Pre-production Trial to prove conclusions.

• Issues – LDAP, Licensing, Analytics

Technology Discovery Summary

Evaluation & Pilot










Evaluation & Pilot

Evaluate Solution Options

“Build vs Buy” analysis

1. Build warehouse from scratch

or

2. Purchase Analytics or comparable

Findings – Buy Metrics

Description Numbers In Analytics Common Financial Projects Procurement

Tables 23 20 87% 4 3 10 3

Columns 112 85 76% 7 12 55 11

Project Data (OPIS) Metrics

Financial Data (FIS) Metrics

GL Data Extract Metrics


Tables 27 26 96% 5 16 0 5

Columns 500 260 52% 40 145 0 75


Tables 30 26 87% 1 21 0 4

Columns 114 61 53% 1 54 0 6

Findings – Buy Metrics


Tables 66 59 89% 9 30 10 10

Columns 692 381 55% 46 193 55 88

Consolidated View of the 3 Extracts

What is the data required to complete the data warehouse for the extractsDescription Easy Dimension Analysis

Tables 1 4 2

Columns 307 0 4

RecommendationBUY & EXTEND is the low risk option for DOT because:

• BI Analytics provide an extensive data warehouse

• Fit for use at DOT based on high % data fit

• Accelerated deployment for an eBusiness Reporting Platform

• Well suited to incremental change

• Forward strategy aligned with your eBusiness Suite

• Proven solution

DecisionPurchase

- Oracle Business Intelligence – CPU-based license

- Oracle Financial Analytics

- Oracle Project Financial Analytics

Not purchase

- Oracle Procurement Analytics

Evaluation & Pilot










Evaluation & Pilot

Solution Design & Trial

Measures of success ….

1. User interface / interaction – subjective

2. Support for analysis – subjective

3. Reporting equivalence – subjective

4. System equivalence (OPIS/FIS) – objective

5. e-business data "as is“ – subjective

6. Adaptability to time dependencies – objective

7. System performance – objective (somewhat)

Implementation


further areas


further areas

Deploy to Project

Delivery area

Deploy to Project

Delivery area

Functional focus of


Functional focus of




report development


report development




delivery


delivery

Measure & review

Production Trial

Measure & review

Production Trial


precedents.


precedents.










ImplementationCapability Infrastructure

• Team Structure

• Guides – Style, Process, Standards

• Training – team, support

• Tools – OBI etc.

• Advanced User model – report developers

Implementation


further areas


further areas

Deploy to Project

Delivery area

Deploy to Project

Delivery area

Functional focus of


Functional focus of




report development


report development




delivery


delivery

Measure & review

Production Trial

Measure & review

Production Trial


precedents.


precedents.










ImplementationTechnology Delivery

• Production Environment

• Change Environments

Implementation


further areas


further areas

Deploy to Project

Delivery area

Deploy to Project

Delivery area

Functional focus of


Functional focus of




report development


report development




delivery


delivery

Measure & review

Production Trial

Measure & review

Production Trial


precedents.


precedents.










ImplementationCapability Delivery

• Reporting Domains (sub phases)

16 Reporting Domains

5 – 10 reports, 4 – 8 weeks of effort

Each treated like a project

Start, Focus, End

• Soft launch of solutions

Lessons Learnt• Constrain scope => single, strong sponsor

• Evolutionary, staged approach - successful for DOT

• Equivalence – more about “old” systems than new offering

• Critical Success Factors – define early, manage accordingly

• Services partners - fundamental to success

• Analytics - highly desirable

• Benefits of solution – Inherent in business – effectiveness mainly, but also efficiency

– Significant & progressive

Further information

<= Good reference

Also ….

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