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Planning and Controlling Planning and Controlling for Higher Education Institutionsfor Higher Education Institutions
Processes, Methodologies, Applications
Enrico BrighiHead of Planning & Controlling Division
www.u-gov.eu
University ConsortiumNo-ProfitFounded in 1969
43 Members:• 40 Universities• 2 Research institutes• Italian Ministry of University and
Research
Total turnover: ∼ 60 mil.Employees: ∼550Owned company: Kion (focused on student management system)
CINECA for Higher Education
www.u-gov.eu
CINECA for Higher Education
Mission & Core Activities:
• Supercomputing services for
scientific research
www.u-gov.eu
CINECA for Higher Education
Mission & Core Activities:
• Supercomputing services for
scientific research
• ICT services for the Italian Ministry
of University and Research
www.u-gov.eu
CINECA for Higher Education
Mission & Core Activities:
• Supercomputing services for
scientific research
• ICT services for the Italian Ministry
of University and Research
• ICT services for universities
AdministrativeApplicationsAdministrativeApplications
PortalsE-learning
Unified CommunicationCollaboration
PortalsE-learning
Unified CommunicationCollaboration
U-GOVAdministrative Application Suite for Higher Edu Institutions in Italy
www.u-gov.eu
Agenda
• Background:– Planning&Controlling model: From Methodology to BPM Framework– Example BI Applications
• Switching to BI Open Source• Q&A
www.u-gov.eu
An actual example, Italia-SlovacchiaWe planned to win, but….
Planning cycle…Italia-Slovacchia
New Actions:We don’t know…(Fair play please!!)
New Actions:We don’t know…(Fair play please!!)
• ObjectivesWin
• ResourcesTeam
• RisksLeave South-Africa
• ObjectivesWin
• ResourcesTeam
• RisksLeave South-Africa
Play the match!
Play the match!
Analyze the GAP Vs others Teams:
we must leave World CUP!
Analyze the GAP Vs others Teams:
we must leave World CUP!
The Score:2-3
The Score:2-3
Did Marcello Lippi have any Dashboard?
Maybe Not?
From Methodology…
New ActionsNew Actions
• Objectives• Resources• Risks
• Objectives• Resources• Risks
Unit Costs
Unit Costs
Actions
Performance Analysis
Gap AnalysisBudget vs Balance
Performance Analysis
Gap AnalysisBudget vs Balance
Reporting &Cost
Allocation
Reporting &Cost
Allocation
www.u-gov.eu
Timing, decision support and stakeholder
Decisions
…to a BPM Framework
Research&ProjectData Mart
AccountingData Mart
HRData Mart
Operational Data Store
Teaching&StudentsData Mart
IndirectCosts Allocation
Full costAllocation
HR&ABCAllocation Taxes Allocation
Cross-Functional Data Mart
Extra-Accounting cost-allocation Applications Layer
KPI Repository What-if Budget
Analytical Applications Layer
BPM Applications Layer
Reporting and Cost Allocation LayerMetadata
& Driver Repository
OLAP & Analisys Layer
KPI and Budgeting Layer
DimensionsRepository
…to a BPM Framework
Research&ProjectData Mart
AccountingData Mart
HRData Mart
Operational Data Store
Teaching&StudentsData Mart
IndirectCosts Allocation
Full costAllocation
HR&ABCAllocation Taxes Allocation
Cross-Functional Data Mart
Extra-Accounting cost-allocation Applications Layer
KPI Repository What-if Budget
Analytical Applications Layer
BPM Applications Layer
Metadata&
Driver Repository
DimensionsRepository
Example 1, Student & Teaching Analysis
Faculty Academic year
Studentsenrollment
Last yearenrollment % of both
www.u-gov.eu
Example 1, Student&Teaching Analisys
Faculty
Student dropout
Academic year
Studentsenrollment
Dropout VsEnrollment
www.u-gov.eu
Example 1, Student&Teaching Analisys
Faculty
% faculty tuitionfees Vs University
Total
www.u-gov.eu
Example 1, Student & Teaching Analysis
• Variance in incoming students
• Students dropout within the first two years
• Tuition fee
• Transferring to other Universities
• Graduate students
Example 2, HR
ACTUAL SCENARIO
TURNOVER SCENARIO
FTE employee in 2009
Unit
Employee numberon December
2009
Future Years
Costs
www.u-gov.eu
Example 2, HR
Savingsdue to
retirementby role
www.u-gov.eu
Example 2, HR
• Full Time Equivalent employees per unit
• Cost evolution per turnover
• Savings due to upcoming retirements
www.u-gov.eu
Example 3, KPI & Dashboarding
KPI meta-datadefinition
StudentsProductivity
Calc RuleDescription
www.u-gov.eu
Example 3, KPI & Dashboarding
Faculty
KPI
Faculty
KPI
www.u-gov.eu
Example 3, KPI & Dashboarding
UnitCost of activity
StudentsProductivity
Trend
www.u-gov.eu
Example 3, KPI & Dashboarding
• Number of students vs. instructors
• Foreign students recruitment
• Administration costs (Activity based costing)
• % of fundraising from business/industry
• Ranking of internal units based on research production
www.u-gov.eu
Example 4, Budget
• Program definition/planning & financial resources allocation
• Budget workflow management
• Master budget definition
• Budget distribution based on KPI
www.u-gov.eu
…for different Key Users
• Statistical• Planning and Controlling Unit• Advanced User
• Business Workers• Web&Mobile Users• Public Users
In a complex organization like HEI, it’s impossible to provideinformation to all key users with a single technology
So, we’re changing our approach:
“Tell me what information you want, and i will provide it in the most efficient way”
www.u-gov.eu
It’s possible…
…8 BI applications developed, with a specific lifecycle and roadmap…
…More than 400 business metadata objects: report template and indicators…
…More than 22 University users..
…More than 80 BI application and what-if solution up and running
…More than 400K reports launched every year…
www.u-gov.eu
…Switching to Open Source BI now!
Is it the right moment?
Are Open Source BI platforms at the same level than Vendors?
Should “IT Companies” invest in Open Source BI and in engineering ofadvanced functionality?
The best is trying…