Key Performance Indicators
Presentation Overview
Main topics
BICC Team
Historical and current reporting of KPI’s at QUT
BICC project for KPI reporting
Progress and experiences of KPI project
Business Intelligence Competency Centre
(BICC) as part of Division of Finance and
Resource Planning
Formed: January 2008
Objective: To deliver a centralised reporting framework for the corporate reporting
requirements of QUT
The team works in conjunction with the university’s data warehouse staff and infrastructure
Staff: 2 x Business Intelligence Analysts (Business Objects administrators) Supported Applications: Business Objects XIR2 and Enterprise Performance
Key Performance Indicators
University blueprint defines QUT’s broad
goals
University Blueprint
Top Level Plans Top level plans underpin the blueprint to
set the defined objectives to reach goals
KPI’s are the metrics that are created to measure performance of each top level plan
KPI Reporting
Historically2005 saw the first round of the quarterly KPI reporting by the Corporate Performance Section to the major university committees.
The data supporting these reports was largely produced through the data warehouse in the format of web reports.
Continual refinement of the KPI definitions in the early stages made maintenance of data warehouse difficult resulting in a decentralised manual collection process.
Collection of KPI’s data became dependent on other organisational areas to provide data.
The Way Forward for QUT
Need for clearly defined KPI Business Rules
Need to create a centralised reporting framework with the ability to easily adapt to reviews of the KPI process
2008 KPI Project
Commenced: May 2008Objective: To centralise KPI reporting into the BICC framework and to build a stable and
supported environment for continuing KPI measures using endorsed KPI definitions and consistent calculation methodologies.
Major Activities:
Identify major KPI stakeholders
Create business rules in conjunction with stakeholders
Identify the KPI data sources and custodians
Develop design and technical specifications for the KPI framework and data collection Undertake ETL process to consolidate KPI data and store KPI values and targets
2008 KPI Project
Identify major stakeholders
Task: Who provides KPI data, what is the data source, what is the reporting process for
data
Outcomes: Formed the project plan scope of work and the extent of resources required
Experiences: Develop relationship with stakeholder and create confidence with
stakeholders that the KPI project will increase efficiency of KPI data collection and provide transparency and confidence in data
Task: Develop design and navigation of KPI’s, create business rule template and develop data
architecture
Outcomes: Creation of a KPI template that defined each KPI by three main definition categories
1. Business Rule Definition (summary)
2. Technical Definition for data collection and transformation and data warehouse architecture 3. Reporting Rules: Who, How & When
Experiences: Realisation that some university KPI data must be manually collected as no source
system exists.
How to effectively co-ordinate the cross divisional efforts in achieving an endorsed business rule for each KPI
2008 KPI Project
Create business rules in conjunction with stakeholders and
technical staff
Task: Design a reporting framework to support the KPI values.
To create a business objects universe and data warehouse design which supports sustainable framework.
Outcomes: Collaboration between data warehouse and business objects technical staff
Completion of a comprehensive technical specification.
Experiences: The technical specification and framework will undergo continual evolution.
Having a solid design and technical specifications are critical
Critical to ask the question: ‘Is this the most meaningful manner to report the data’ and ‘Who is my target audience/client’
2008 KPI Project
Task: To extract data at the granular level required for reporting now, and for drill down
Determine what level of reporting is required for each KPI and how manual data can be obtained to facilitate this need
Construct an interface to input manual data and to load target values
Outcomes:
Diverse range of data, recorded at all levels needed to be recorded
Use MS Visual Studio to input manual data flat files and target data
2008 KPI Project
Task: Snapshots of data to reflect the quarterly submissions to committees Outcomes:
Create versions that are open for the next due submission, then close that version and retain a snapshot of that data
Ensure that data integrity is maintained through comprehensive quality assurance processes of transparent data architecture and that data reported through reports match reports provided on line
