Strategic Enrolment Management – SUNZ Feb 2011

7 April 2023

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• Graeme Grieve– Wellington Institute of Technology

• SAS Data Warehouse Implementation Project Manager• Manager Business and Financial Performance for 7 years

– Financial Services / Banking Background• AMP, BNZ / NAB (Melbourne) / Michigan National Bank

(USA)I have held a suite of financial management and reporting roles both domestically and offshore specialising in the education and financial services sectors

Introduction

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Agenda

WelTec Background Business Need The Data Warehouse Next Steps

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WelTec – 2009 Key StatisticsTotal EFTS 4,465Total Students 10,747FTE 379.3Retention 84%Success 82%Total Revenue $49.2 millionNet Surplus $3.7 millionABM Result $1.1 millionCampuses Petone, Wellington,

Auckland, ChristchurchTertiary Education Commission has awarded WelTec a low risk rating for its financial performance.Tribal Education Ltd reports WelTec is one of only four ITP’s surveyed who are profitable.

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WelTec – Programme Areas By EFTS• Construction Trades• Business Studies• Automotive Technology• Hospitality• Engineering• Addiction , Counselling and Health Studies• Information Technology• Foundation• Creative Technologies• Hairdressing, Beauty Therapy and Make-up Artistry• Social Services• Built Environment• Horticulture and Landscaping• Travel & Tourism• Vetinary Nursing and Animal Care• Teaching and Training

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Environment Background WelTec is heavily reliant upon government funding

directly from SAC or other grant funding indirectly – ITO , student fees (e.g. student loans).

Impact of recent government policy changes EFTS caps Removal of soft funding and reduction in ACE provision Youth Guarantee Trades Academy Council role and Council appointments From 2012 some SAC funding (5% – 10%) will be dependent

upon retention and success of students. Student loan eligibility

Tertiary Education Strategy calls for better performance from the tertiary education sector as well as raising achievement for all learners and for Maori

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Strategic Enrolment Management

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Student Management

General Ledger

Timetable System HR

Information Silos

Data Gaps

Data Gaps

Business Reasons for a Data WarehouseWelTec has established a data warehouse and information delivery framework to enable Integration of data / removal of silos Student Management System is compliance focused rather than

business focused. Ability to shape reports and information to influence staff behaviour for

achievement of WelTec goals and objectives (scorecard) Enhance the quality and availability of information about students and

their demographics to better predict education outcomes One version of the truth, reducing cost of gathering information and to

increase the analysis of the information Business performance can be assessed against historical data

To improve education outcomes – secure funding

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Level 2 Data

Guided Analysis

ReportsBusiness Metadata

ARTENA

Finance One

Level 1 Data

Dashboards

Power User / Analyst

General Business User

WelTec’s Data Warehouse

Strategic Enrolment Management

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Leveraging predictive insight for proactive decision making

Why did WelTec partner with SAS• Partnership arrangement with SAS

• SAS has a strong education focus including their academic programme and research

• Prior successful dealings with SAS – Activity Based Management

• Strength / support of local SAS office and SAS partners (The Knowledge Warehouse Ltd)

• Implementation of SAS solution at other educational providers – The University of Newcastle

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• Governance– Sponsor– Steering Committee meetings– Project team meetings– SAS project team meetings– Weekly Status Reporting

• Risk Management– What could go wrong?– What could we do about it?

• Reduce impact• Reduce probability

– Prioritize– Review

SponsorMichael Hesp

WelTec Project Manager

Graeme Grieve

SAS Project Manager

Angus Galloway

SAS Project Director

Campbell JohnsSteering Committee

Michael HespGraeme GrieveCampbell Johns

Alan CadwalladerBrian Rumbelow

Amanda TorrBrian Rowe

Project Management

• Initiation– Establish business need– Business case development & approval

• Scoping & Planning– 6 week exercise to establish high level architecture – Agree scope, deliverables, timelines, assumptions

• Requirements Gathering– Focused on reporting

• Design– Transform requirements into systems design– Level 1, Level 2, Info Maps/Report template– Detailed Architecture Design

• Build– Software installation & configuration– Level 1, Level 2, Info maps & reports

Project Phases• Test

– System Test (SAS)– User Acceptance Testing (WelTec)

• Implementation– Development of tested build -> Test &

Production– Go Live & Handover to WelTec BAU– Lessons Learned

Who SAS Role Champion Type

Jacquie Broome BI Generator Reporting Group

Kerryn Andersen BI Generator Reporting Group

James Smith BI Generator Reporting Group

Graeme Grieve BI Generator Reporting Group

Neville Weal BI Generator Reporting Group

Michelle Thomson BI Generator Reporting Group

Mary Weddell Report Generator User Group (Resource Centre)

Margarette Weddell Report Generator User Group (Student Experience)

Colleen Hurley Report Generator User Group (Faculty)

Sue O’Connor Report Generator User Group (Faculty)

Barbara Kelly Report Generator User Group (Registry , Artena 09)

Caryn Ellis Report Generator User Group (CEO Area)

Doug Webb Report Generator User Group (Training)

Champions

Business Developer and User Groups

Release 0 - Post Implementation

Review

DWH KPI Reporting (Balanced Scorecard)

DWH Benefits plan for 2011/12

Fees Go Live

Fees DWH Requirements

DWH Fees Integration

DWH Release 0

Close Project

Enrolment Pipeline and Online integration

Phase 1

HR System moved in house

HR System Stable and

PR Complete

CRM+Pipeline Requirements

DWH Planning and Budgeting Go Live

Release 0 to

Production

Core Systems Owners Group

DWH Ad-hoc

Reporting

Artena 07 DWH

Release 0Pipeline needs

defined

Academic Pilots CRM

and Live@Edu

Phase 3

Phase 4

DWH/HR integration

HR system established

Finance One

Integration

EIS Decommissioned

Phase 2

Pilot Live@Edu

Single Sign-on and AD

integration

DWH Service Desk /SLA

KPIs Integration

DWH enables competitive advantage

Data normalisation and cleansing

PM10 Mandatory

PM10 Desired

Decommission EIS

DWH Artena Reporting (M)

DWH Artena 09 Upgrade

Rehearse EIS

Shutdown

Data enabled WelTec

Data Quality Standards/G

aps

Release 2 Artena 09 + Interfaces

Environments/Virtualisation and Production Release

Management

Production Spt & rehearse EIS

Shutdown

AD Security for

Warehouse data access

SAS Updates

DWH Vision and Comms

Business Rules and Glossary in

Portal & used.

Fact Based Culture

@WelTecDWH

Programme Definition Doc

DWH Reconciliation

DWH Update/ETL Monitoring

A++ Integration

DWH Business Benefits

(EMT)

Academic and Faculty

Systems (AC)

2010 – Feb 2011

Mar – May 2011

June – Aug 2011

Sept – Dec 2011 2012

Finance and Facilities Systems

(MH)

Registry Systems

(AT)

Data Warehouse Programme (ITGC/MH)

IT Services Support (BR)

Student Experience & Marketing

(EMT/ITGC/TA)HR Systems (EMT/MB-S)

Data Governance (EMT/ITGC)

DWH Artena Reporting

(D)

Interfaces options paper (GG)

Data Warehouse Strategic Roadmap

CompletedKeyIn Progress

Any Questions ?