MetaReports a Birds Eye View of Operational Data

Meta-Reports: a Bird’s Eye View of Operational Data at UMBC Saydeh Karabatis Division of Information Technology University of Maryland, Baltimore County (UMBC) UMBC An Honors University in Maryland 1

Presented at Higher Education User Group Mid Atlantic Regional HEUG Coppin State University, Baltimore, MD June 2, 2015 UMBC An Honors University in Maryland 2

Outline • • • UMBC at a Glance REX at a Glance Power of Data Meta-Reports Examples An Honors University in Maryland 3

UMBC at a Glance in 2014 President Dr. Freeman A. Hrabowski Student Enrollment Undergraduate Graduate Total Employees 11, 379 2, 600 13, 979 Programs Undergraduate Ø Majors Ø Minors Ø Certificates 42 41 17 Ø Masters Ø Doctoral Ø Certificates 37 24 24 Graduate Faculty Ø Full-time Ø Part-time Staff Total 520 265 1, 289 2, 074 Freshman Class Profile SAT Average Grade Point Average Living on Campus 1214 3. 78 72% 19 NCAA Division I Sports Carnegie Classification – Research Universities (High Research Activity) UMBC An Honors University in Maryland 4

Outline • • • UMBC at a Glance REX at a Glance Power of Data Meta-Reports Examples An Honors University in Maryland 5

Report EXchange (REX) at a Glance REX, a reporting and decision support environment for UMBC’s data warehouse that allows users to report and analyze University data for administrative purposes. 2006: UMBC purchased a data warehouse product from a local company, i. Strategy. The product loads data from People. Soft Student Administration (PSSA) into a set of SQL Server tables designed to facilitate reporting (came with many delivered reports) 2007: Converted critical legacy data into a “virtual” PSSA database, thereby getting the warehouse and its reporting tool to work 2009: Went live with People. Soft Student Administration (Recruitment, Admissions, Financial Aid, Registration and Student Billing). Branded the data warehouse as REX 2010: Converted census data from 1995 to present into data warehouse. Implemented Finance Module 2012: Implemented Learn Analytics Module using Blackboard data UMBC An Honors University in Maryland 6

REX by Numbers Distinct Reports Executed REX Users 824 1000 800 1174 858 689 1200 573 800 553 600 400 200 0 0 2012 2013 2014 2015 2012 Rows Retrieved in Millions 213 250 200 103 100 50 50 0 0 2013 2014 2015 An Honors University in Maryland 2014 2015 203 200 171 160 150 100 2012 2013 Execution Time in Hours 250 160 200 UMBC 905 1000 600 150 1108 2012 2013 2014 2015 7

Outline • • • UMBC at a Glance REX at a Glance Power of Data Meta-Reports Examples An Honors University in Maryland 8

The Power of Data User activities → enormous information 01010101 01010101 0101 Data: one of the most important assets of any organization Decisions are made depending on what type of information is made available Un-harvested data = unchecked book collecting dust UMBC gathers data related to faculty, staff, and students and stores it in People. Soft Nightly extract from People. Soft → SQL-Server Reports are written over the data to show various aspects of the university to various stakeholders UMBC An Honors University in Maryland 9

Outline • • • UMBC at a Glance REX at a Glance Power of Data Meta-Reports Examples An Honors University in Maryland 10

What is Meta-X? Me ta. Da ta Meta-Jokes Meta. Programming UMBC An Honors University in Maryland 11

Five Ws and Two Hs of Meta-Reports • Why? Better decision making from stakeholders • What? Capture activities as much as possible • When? Current and ongoing • Where? Data Warehouse - SQL Server • Who? Input from several IT members • How? Numerous reports are implemented • Happy? Yes UMBC An Honors University in Maryland 12

Why are Meta-Reports useful? • Monitor Report usage ü Who is using the reports ü At what time (often, periodically, rarely) ü Execution time; fine tuning the underlying code • Better decision making from stakeholders (Managers, Administrators, Department Chairs, etc. ) • Monitor the system/network and identify bottlenecks • Give thorough insight on the usage of the reporting environment of any organization. Respond better to user requests UMBC An Honors University in Maryland 13

Meta-Reports at UMBC REX Activities: Bird’s Eye View by Ø Division and Department Ø User Activities Ø Report Usage Most or Least … Within a Date Period Ø Active Departments Ø Active Users Ø Popular Reports Ø Interactive Reports Ø Subscribed Reports Ø Recently Executed Reports UMBC An Honors University in Maryland 14

Outline • • • UMBC at a Glance REX at a Glance Power of Data Meta-Reports Examples An Honors University in Maryland 15

REX Activities by Division and Department UMBC An Honors University in Maryland 16

REX Activities: Choose College or Division UMBC An Honors University in Maryland 17

REX Activities: Cascading List of Department Names UMBC An Honors University in Maryland 18

REX Activities: Selecting Date Intervals for Reports UMBC An Honors University in Maryland 19

REX Activities: Choosing any Date Range UMBC An Honors University in Maryland 20

REX Activities: Choosing any Date Range (cont’d) UMBC An Honors University in Maryland 21

REX Activities: Division → Dept. → User(LDAP) Adjmaddox, Executive Administrative Assistant UMBC An Honors University in Maryland 22

REX Activities: Viewing Division Activities UMBC An Honors University in Maryland 23

Detailed Division Activities (New Window) UMBC An Honors University in Maryland 24

REX Activities: Viewing Department Activities UMBC An Honors University in Maryland 25

Detailed Department Activities (New Window) UMBC An Honors University in Maryland 26

REX Activities: Linking to Initial Report UMBC An Honors University in Maryland 27

Target Report UMBC An Honors University in Maryland 28

REX Activities: Linking to Report Activities UMBC An Honors University in Maryland 29

Report Execution Statistics UMBC An Honors University in Maryland 30

REX Activities: Graphical Representation UMBC An Honors University in Maryland 31

REX Activities: Report Count by Division UMBC An Honors University in Maryland 32

REX Activities: Unique Reports by Division UMBC An Honors University in Maryland 33

REX Activities: Graphical Representation UMBC An Honors University in Maryland 34

REX Activities: Unique Users by Division UMBC An Honors University in Maryland 35

REX Activities: Linking to User Activities megan, Coordinator, Women’s Center, Provost and Academic Affairs UMBC An Honors University in Maryland 36

User Activities Within Date Period UMBC An Honors University in Maryland 37

Meta-Reports at UMBC REX Activities; Bird’s Eye View by Ø Division and Department Ø User Activities Ø Report Usage Most or Least … Within a Date Period Ø Active Departments Ø Active Users Ø Popular Reports Ø Interactive Reports Ø Subscribed Reports Ø Recently Executed Reports UMBC An Honors University in Maryland 38