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									Managing Better and Smarter


       Business Intelligence
                May 10, 2007

Sponsored by the Business Intelligence Community
                 Presenters
Mary Hill, Programmer Analyst Supervisor MSIS
• maryhill@umich.edu
• M.S. in Computer Science
• 20-some years experience in Commercial and
  University IT
• Responsible for applications development/
  deployment and planning




                         2
                 Presenters
Karen Dannemiller, Assoc Director Med School IS
• karendan@umich.edu
• M.S. /B.S. in Computer Science
• 20-some years University experience in IT
• Responsible for applications development/
  deployment and planning




                         3
                           Overview
• All experiencing revenue slow downs…
   – Research $$ available from the government
   – Educational support from the State
• Schools need to be proactive
   – If we wait to be reactive, it will be too late
• Schools need to focus on what is important
• Schools need to manage better/smarter




                                      4
      Managing Better and Smarter
•   What is important to us?
•   Where are we now?
•   Are we where we should be?
•   Don‟t wait for me to ask.




                             5
What’s Important to us?

     • Leadership tells us what‟s important




     • We work out…
        – What to measure
        – Where to find the appropriate data




                  6
         What’s Important to us?
• For example
  – Leadership says that research is important.




  – We gather $ expended, $ submitted and $ awarded by department
    and by researcher by year
  – We all agree on the data source and the calculations used.


                                   7
                   We are so lucky!!
• We are blessed with a rich / wonderful data warehouse
   –   General Ledger
   –   Human Resources
   –   Actual Payroll plus Expected Payroll
   –   Space
   –   Etc…
• In our example
   – We extracted research $ expended from the GL.
   – We extracted researchers from HR.
   – We gathered research $ submitted and awarded from our own
     application.



                                      8
    The Big Picture




9
             -Alert




Medical School Data Warehouse


               10
    Managing Better and Smarter
• What is important to us?
• Where are we now?
   – Reports
   – Report system
• Are we where we should be?
• Don‟t wait for me to ask.




                             11
What do we want in a report system?

  • Good Reports
    – Create quality reports which provide the data to
      facilitate decision making
  • Easily Accessible
    –   Would be nice to have ALL reports in ONE place
    –   And preferably on the web
    –   Easy to find the report you‟re looking for
    –   Appropriate security



                             12
             -Alert




Medical School Data Warehouse


               13
•Our official version of the truth

•Simple Navigation through more than
100 reports.




                  14
     Select Report Category:
     •Conflict of Interest Management
     •Faculty HR
     •Faculty Profile
     •Research Expenditures and Space
     •Research Submissions and Awards
     •Space Management
     •Teaching Effort



15
                 Table of contents


Report Catalog if unsure…




 16
     Select topic and
     grouping
     interested in




17
     Select Report




18
Select a department




 Generate Report

   Add to favorites
                           Want report emailed?


                      19
     Category: Submissions and Awards
     Topic:    Committed Awards
     Group:    Department
     Report:   Committed by Fed FY




20
     Category:   Expenditures and Space
     Group:      Department
     Topic:      Research Expenditures
     Report:     Research Spending Trend




21
                    What is the Output?
         M-Stat Outcomes…

• Don‟t worry about getting it right the first
  time.
• Functional and Technical staff work together
  to create useful reports quickly
• Iterate. Update reports based on user
  feedback




                       22
                What is the Output?
 We had
REPORTS.




                        but….


           23
              What was wrong?
• Our PBO said that he had lots of reports, but that he only
  used them for a doorstop.
• Using our example, he could look at the reports and see
  research $ expended, awarded, proposals submitted by
  department by year.
• He could see the current numbers for a particular
  department AND he could he the trend, but…
• that didn‟t tell him whether they were doing a good job or
  not.




                              24
      Managing Better and Smarter
•   What is important to us?
•   Where are we now?
•   Are we where we should be?
•   Don‟t wait for me to ask.




                             25
      What drives the Medical School
                    should Success?
   Are we where weToward be?

• PBO created a task force and asked us to
  – Obtain better understanding of metrics currently in
    use to manage various units of the Medical School
  – Determine relevant KPIs and Benchmarks
  – Ensure consistency with EVPMA and Dean‟s Strategic
    Vision
  – Create a Dashboard to facilitate an accessible shared
    understanding of organizational direction



                           26
                    Survivor Revisited
Are we where we should be? (cont.)

 KPI‟s – Key Performance Indicators

 • Find and implement a better way to benchmark:
    –   Financial Performance
    –   Research Performance
    –   Clinical Performance
    –   Educational Performance
    –   Management Performance




                                  27
                                      Performance Measurement: Attributes
      Attributes of Key Performance
                Indicators
•   Representative - Reflect mission/values of the School
•   Inclusive – based on inputs from those being measured
•   Dynamic – reviewed periodically
•   Comprehensive – Key financial and productivity data
•   Benchmarked – Past, Peer and External
•   Motivating – Promotes excellence, creativity and collaboration
•   Customized – Different measures for different departments




                                 28
Performance Measurement: Pyramid of Integrated Measures

Interrelation of KPIs
          Limited in number
    Key   Department’s primary accountability to School
          Thresholds to layout minimal (maximal) levels of performance


                                2-4 per mission
                    Strategic   Of interest to School
                                Examined if problems with key indicators/thresholds




     Department




                                          Departments maintain/monitor them
          Section          Operational    Defined at Department/Section/Faculty level
                                          May vary from (and within) departments




              Faculty
                What Drives Success…
 KPIs as the common language

• These are the metrics that the Dean will watch
• These are the way we will benchmark
• No more long discussions on how you got to
  your numbers and we got to ours…
• Transparency between departments




                       30
                    What Drives Success…
          Back to our example
• Are we using our space wisely?
• Space Productivity KPI: Research $ / Sq Ft
• What research $ do we use?
   – All research $ for a department?
   – Only research performed in Med School space?
• What space data do we use?
   – Do we include shared space?
   – Just include lab space?
• Refined definitions over time (Definition C/4)
• Now we can compare one department to another and to
  other Medical Schools.

                              31
                What Drives Success…
   What research $ do we use?

• Must be Federal / NonFederal Fund Group
• Exclude if…
   –   P/Gs coded as Undergrad / Grad Scholarship
   –   Research done off campus
   –   P/G is a clinical trial
   –   NIH construction or equipment
   –   VA or IPA agreement
   –   Subcontracted
   –   Research not performed in “Med School occupied space”




                                32
                   What Drives Success…
         What space do we use?

• Must be
   – Captured in M-Pathways space database
   – “Assignable Square Feet” – excludes restrooms, stairwells..
   – Space occupied by medical school department
• Exclude if Sheep Barn or Occupied by ULAM
• Include if room type = …
   –   Lab, Lab Service
   –   Office by Pct coded as Research function
   –   Animal Quarters
   –   Animal Quarters Services, if Room subtype is Surgery


                                 33
           Build me a Dashboard
I want …
• To see our metrics
• Transparency
• The ability to do simple
  „what if‟ analyses




                             34
             -Alert




         -Stat (Reporting)


Medical School Data Warehouse


                35
                              Functional Lead would draw it.




IT would implement it.




                         36
37
+




38
               What is the Output?

Insert slide shots of
MDash reports here…


  This is the demo


          39
               What is the Output?

Insert slide shots of
MDash reports here…


  This is the demo


          40
               What is the Output?

Insert slide shots of
MDash reports here…


  This is the demo


          41
               What is the Output?

Insert slide shots of
MDash reports here…


  This is the demo


          42
               What is the Output?

Insert slide shots of
MDash reports here…


  This is the demo


          43
                 M-Dash – Surprises
        Dashboard Outcomes…
                and Lessons Learned
• Surprises
   – Dashboard Transparency – Not a big deal
   – Dashboard creation and implementation was relatively quick


• Lessons Learned
   – Numbers must tie back to something users already trust.
   – Provide drill down for every table, every graph
   – People REALLY care about productivity when their salary is
     tied to it.




                                44
     Managing Better and Smarter
• What is important to us?
• Where are we now?
• Are we where we should be?
   – Reports, charts to show where we are with respect to our goals.
• Don‟t wait for me to ask.
   – Just tell me when something needs my attention.
   – Reports should come to me when I need to see them.




                                   45
             -Alert




         -Stat (Reporting)


Medical School Data Warehouse


                46
                                M-Alert
              M-Alert

• Expected Range of values for KPI is set
• KPIs are compare to range when data
  changes
• Automatically generates an e-mail to the
  user, if outside range




                   47
      Alert
      M-Alert Email Service
      07/01/2004



You have 1 Alert:

Alert 1: Sample Department – Percent Faculty
Salary On Grants Decreased By 5% Or More

% Chg from 4/1/04 to 7/1/04 = -7%

More information at
URL: https://www.umms.med.umich.edu/dashboard/




                              48
                        Summary
• What is important to us?
   – Need the Data.
• Where are we now?
   – Quality reports and a Report System.
• Are we where we should be?
   – KPIs and benchmarks in a dashboard
• Don‟t wait for me to ask.
   – Just tell me when something needs my attention.
   – Reports should come to me when I need to see them.




                                  49
             -Alert




         -Stat (Reporting)


Medical School Data Warehouse


                50
     The Big Picture




51
                  M-Stat

• Shows what’s important and where we
are now.

• Is web-based, user-friendly (point and click)

• Reports allow drill-downs from school to
individual faculty detail




                         52
              Strategic Reporting - M-Dash
               M-Dash
• Shows where we are now compared to
  where we want to be.
• Ability to perform „What if‟ scenarios
• Transparency – All Department level data is
  available to all users
• Ability to drill down to M-Stat reports




                       53
             Strategic Reporting – M-Alert
              M-Alert
• Doesn’t wait for you to ask.
• Most crucial KPIs identified
• Performance ranges set
• Automatic email – Report comes to you




                      54
                      Survivor

Thank you for your time !
      Questions?




             55
                      Contacts
Mary Hill
• Programmer Analyst Supervisor Med School Information
  Services
• maryhill@umich.edu

Karen Dannemiller
• Assoc Director Med School Information Services
• karendan@umich.edu




                              56
        Now We Need Your Input!
We want to leverage what units have done on campus to
help those interested in pursuing the use of KPIs to support
unit management.

• We need to understand where units are in terms of
  working with KPIs, what roadblocks exists and what
  avenues of support would provide the most immediate
  value.




                               57
      KPI Round Table Discussion
• Take 20-25 minutes at your table to share what you are
  doing, or would like to do with KPIs and any challenges
  that you have encountered or anticipate encountering
   – What are your top information needs are around KPIs
   – What do you see as the top challenges you need to overcome to be
     successful in using KPIs in your unit


• Share a summary of your table‟s conversation with the
  group




                                  58

								
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