Session M3.405 AACRAO 97th Annual Meeting
Business Processes are to Reporting as Oil is to ____? Session M3.405 AACRAO 97th Annual Meeting Seattle, WA March 14th, 2011
Monday, March 14, 2011
1
Carrie Trentham, Interim Director of Admissions, University of Nevada, Las Vegas M. Kivanc Oner, Executive Director of Enrollment Technology, University of Nevada, Las Vegas
Monday, March 14, 2011
2
Is there really a problem?
Kivanc: “We pulled some data, and there seem to be some inconsistencies.” Carrie: “We should probably meet.”
Monday, March 14, 2011
3
Is there really a problem?
Kivanc: “How do I find x population of students that meet y criteria.” Carrie: “Well, it depends.”
Monday, March 14, 2011
4
Is there really a problem?
Kivanc: “We used x field to generate these numbers for this report.” Carrie: “That field doesn’t mean that.”
Monday, March 14, 2011
5
Is there really a problem? Kivanc: “Last year, there were x number of students that met y criteria. This year, there is only 5% of the x number.” Carrie: “We stopped entering that data into the system.”
Monday, March 14, 2011
6
Data ownership Who owns the data? Who knows the data inside and out? Who enters data daily? Are these two always in synch?
Monday, March 14, 2011
7
How to get to know your data Pull raw data for your core analyses over a long period of time Talk to your operations people Get close with your reporting people Understand what is being reported If you are going through an implementation/upgrade/ conversion, take that opportunity
Monday, March 14, 2011
8
Is there a gap in understanding? Is data collected?
Is it in any system?
Yes
No
N/A
N/A
Yes
Yes
No
Self
Yes
Yes
No
Validated
No
N/A
N/A
N/A
Yes
Yes
Yes
Self
Monday, March 14, 2011
Is it validated / Is it intuitive? self reported?
9
Different perspectives of data Functional user’s perspective Report producer’s perspective
Monday, March 14, 2011
10
Functional user’s perspective Data Entry - Business processes - Move the workflow - Track a student or a process
Operational Reports - Performance - Audit - Clean-up
Monday, March 14, 2011
11
Functional user’s perspective My Own Small World #1
My Own Small World #2
My Own Small World #3
Monday, March 14, 2011
12
Report producer’s perspective
Data: - Consistent - Intuitive - Verified - Clean, etc.
Monday, March 14, 2011
Institutional State-wide Federal College/Dept Advising Ad-Hoc Reports
13
Report producer’s perspective Budget Office Institutional Research DW
Financial Aid Central Reporting
Monday, March 14, 2011
14
Considerations to address some of these issues Determine who has the authority for business process decisions Formalize a process to communicate any changes Close the gap between documented business processes and what the operations people actually do Functional and reporting needs documentation Regular audits and cleanup
Monday, March 14, 2011
15
A Data Dictionary is not always enough Data Dictionary: Data Elements - where it is stored and what it means How records get updated and when All possible iterations/scenarios/exceptions Reporting Library: Report definitions, requirements, timelines, and frequencies Mapping between requirements and raw data Monday, March 14, 2011
16
Data Clean-up Clean-up can happen too late Know your repeat offenders Regular audit reports will help Follow the official reporting timelines First run!
Clean-up Monday, March 14, 2011
Third run!
Second run!
Clean-up
Report is due!
Clean-up 17
Questions? Carrie Trentham, [email protected] Kivanc Oner, [email protected] Business Processes are to Reporting as Oil is to _____? Session M3.405 AACRAO 97th Annual Meeting, Seattle, WA March 14th, 2011
Monday, March 14, 2011
18
Monday, March 14, 2011
1
Carrie Trentham, Interim Director of Admissions, University of Nevada, Las Vegas M. Kivanc Oner, Executive Director of Enrollment Technology, University of Nevada, Las Vegas
Monday, March 14, 2011
2
Is there really a problem?
Kivanc: “We pulled some data, and there seem to be some inconsistencies.” Carrie: “We should probably meet.”
Monday, March 14, 2011
3
Is there really a problem?
Kivanc: “How do I find x population of students that meet y criteria.” Carrie: “Well, it depends.”
Monday, March 14, 2011
4
Is there really a problem?
Kivanc: “We used x field to generate these numbers for this report.” Carrie: “That field doesn’t mean that.”
Monday, March 14, 2011
5
Is there really a problem? Kivanc: “Last year, there were x number of students that met y criteria. This year, there is only 5% of the x number.” Carrie: “We stopped entering that data into the system.”
Monday, March 14, 2011
6
Data ownership Who owns the data? Who knows the data inside and out? Who enters data daily? Are these two always in synch?
Monday, March 14, 2011
7
How to get to know your data Pull raw data for your core analyses over a long period of time Talk to your operations people Get close with your reporting people Understand what is being reported If you are going through an implementation/upgrade/ conversion, take that opportunity
Monday, March 14, 2011
8
Is there a gap in understanding? Is data collected?
Is it in any system?
Yes
No
N/A
N/A
Yes
Yes
No
Self
Yes
Yes
No
Validated
No
N/A
N/A
N/A
Yes
Yes
Yes
Self
Monday, March 14, 2011
Is it validated / Is it intuitive? self reported?
9
Different perspectives of data Functional user’s perspective Report producer’s perspective
Monday, March 14, 2011
10
Functional user’s perspective Data Entry - Business processes - Move the workflow - Track a student or a process
Operational Reports - Performance - Audit - Clean-up
Monday, March 14, 2011
11
Functional user’s perspective My Own Small World #1
My Own Small World #2
My Own Small World #3
Monday, March 14, 2011
12
Report producer’s perspective
Data: - Consistent - Intuitive - Verified - Clean, etc.
Monday, March 14, 2011
Institutional State-wide Federal College/Dept Advising Ad-Hoc Reports
13
Report producer’s perspective Budget Office Institutional Research DW
Financial Aid Central Reporting
Monday, March 14, 2011
14
Considerations to address some of these issues Determine who has the authority for business process decisions Formalize a process to communicate any changes Close the gap between documented business processes and what the operations people actually do Functional and reporting needs documentation Regular audits and cleanup
Monday, March 14, 2011
15
A Data Dictionary is not always enough Data Dictionary: Data Elements - where it is stored and what it means How records get updated and when All possible iterations/scenarios/exceptions Reporting Library: Report definitions, requirements, timelines, and frequencies Mapping between requirements and raw data Monday, March 14, 2011
16
Data Clean-up Clean-up can happen too late Know your repeat offenders Regular audit reports will help Follow the official reporting timelines First run!
Clean-up Monday, March 14, 2011
Third run!
Second run!
Clean-up
Report is due!
Clean-up 17
Questions? Carrie Trentham, [email protected] Kivanc Oner, [email protected] Business Processes are to Reporting as Oil is to _____? Session M3.405 AACRAO 97th Annual Meeting, Seattle, WA March 14th, 2011
Monday, March 14, 2011
18
