September 12, 2008

An Example of Leveraged Management Reporting

Using BIRT

Richard ShepherdStudent Enrollment Services

Rebecca Gribble University Information Technology Services

BusinessIntelligence

ReportingTools

BIRT

• What are BIRT Reports?• Why BIRT?• How is it used?• Demonstration• Management Reporting• The Data• Questions

Developers: Eclipse

BIRT

Local Copy of

CVS Repository

ActualCVS

Repository

es55 / es65

.rptdesignFiles

IUIE

Desktop Browser

Birt Viewer

• Open Source

• HTML, CSV or PDF outputs

• Can use style sheets and libraries

• WYSIWYG editor or XML code

• Built in functions

• Report parameter linking

• IUIE integration

Why BIRT?

• Graphs• Drilldowns• Table of Contents• Hyperlinks• Crosstabs• Conditional formatting - facilitates Management

Reporting

Which means

Data Warehousing

• Process of providing information to support business decision making, including presentation and access capabilities.

• The foundation for Business Intelligence.

What makes up the IU Data Warehouse?

Data Warehouse and Reporting

IUIE

Departmental Systems

Aqua Data, Excel, Access

BIRT

Data Warehouse

Business Intelligence

• A natural flow of data, from genesis to action

• Reporting and analysis of data stored in the data warehouse

• Predictive analysis to improve the effectiveness of strategic and tactical decisions

DSS1PRD(data

warehouse)

Business Intelligence

OLAP, Oracle Data Mining, Excel, Access, Cognos, Business Objects, SAS,

etc.

BIRT

Departmental Systems

A Reporting Strategy for the Third Era

Management Reporting

Example of aBIRT Management Report

What We Mean By Management Reports

A reporting environment where

• Decision makers have the information they need to make decisions

• Managers have the information they need to manage• We see where we are going, not just where we are

or where we have been• We see where we need to be and what we need to do

What We Mean By Management Reporting

Tools that provide executives & managers with the ability to

• Compare actual performance to goals & objectives• Highlight areas that require attention• Discover the reason why things are the way they are• Identify a course of action

The Management ReportingLife Cycle

External Systems&Data Data

Business Goals & Objectives

Data Software ProcessesGoals Metrics Reports

Take Corrective

Action

IdentifyOppor-tunities

Reports

Dashboard

Summary Summary

Groupings Groupings

Transaction Detail

Key PerformanceIndicators

Hi LevelSummaries

Lower LevelGroupings

TransactionDetail

Is therea problem?

Where is the problem?

What iscausing it?

How do Ifix it?

Management ReportingRoadmap

Management Reporting Perspectives

• Questions answered• Decision making• Report types

Different views of the management reporting paradigm

• Processes• Availability• Reporting tools

Demonstration 1

Demonstration 2

Questions Answered

Where Strategic Executive Integrated Interactive BIRT

Why Tactical Summary Multi-step Process

Multiple reports

IUIE, BIRT, Ad-Hoc

What Operational Transaction Manual Request Information IUIE, Ad-Hoc

123

1

2

3

Where Are We Vs Our Goals

Why Is It The Way It Is

What Do We Do

Decision Making

1

2

3

Strategic

Tactical

Operational

Where Strategic Executive Integrated Interactive BIRT

Why Tactical Summary Multi-step Process

Multiple reports

IUIE, BIRT, Ad-Hoc

What Operational Transaction Manual Request Information IUIE, Ad-Hoc

123

Report Types

1

2

3

Executive

Summary

Transaction

Where Strategic Executive Integrated Interactive BIRT

Why Tactical Summary Multi-step Process

Multiple reports

IUIE, BIRT, Ad-Hoc

What Operational Transaction Manual Request Information IUIE, Ad-Hoc

123

Demonstration

Deployment ChartsDashboards Gauges

Management Reporting

Dashboards

Dashboards

Dashboards

Graphical & Textual

Trending & Projections

The ProcessSpectrum

1

2

3

Integrated

Multi-step Process

Manual

Where Strategic Executive Integrated Interactive BIRT

Why Tactical Summary Multi-step Process

Multiple reports

IUIE, BIRT, Ad-Hoc

What Operational Transaction Manual Request Information IUIE, Ad-Hoc

123

The AvailabilitySpectrum

1

2

3

Interactive

Multiple Reports

Request Information

Where Strategic Executive Integrated Interactive BIRT

Why Tactical Summary Multi-step Process

Multiple reports

IUIE, BIRT, Ad-Hoc

What Operational Transaction Manual Request Information IUIE, Ad-Hoc

123

The Reporting ToolSpectrum

1

2

3

BIRT

IUIE, BIRT, Ad-Hoc

IUIE, Ad-Hoc

Where Strategic Executive Integrated Interactive BIRT

Why Tactical Summary Multi-step Process

Multiple reports

IUIE, BIRT, Ad-Hoc

What Operational Transaction Manual Request Information IUIE, Ad-Hoc

123

DemonstrationDrilldowns HighlightsParameters Navigation

Management Reporting

IUIE

Drill to Chart detail

Drill down to other

groupings

Drill down to the detailsor other reports

Drill down to Funding Group

Graphics for rapid analysis

Drill down to Responsibility

Center

Drill down to the detailsGraphics

Drill down to Organization

Drill down to the detailsHighlight parameters

Parameter driven

highlight control

Highlight key information

Drill down to Account

Drill down to the details

Drill down to Item Type

Drill down to the details

Drill down to individual

transactions

Drill down to the details

We Started Here!

‘Parameter Reports’

Click here for an admissions

comparison for:ColumbusUndergrad

Degree Seeking4088 vs 4078

Parameter Driven Content

User selectable columns

User selectable columns

Select which column to display

Parameter Driven Content

Select how you want the

report grouped

Select how you want the

report grouped

Select how you want the

report grouped

Navigation WithinThe Report

Increase Profit

OrganizationalStructure

Goals For TheInstitution

Increase Sales By

Increase Sales

FinancialStatement

Profit

Sales

President

Vice Pres

Regional Manager

Sales Manager

Hierarchies which must be alignedReportingStructure

KPIs &Metrics

Dashboard

Dashboard

Summary

Summary

Percentage 5

(Not individuals)

Redesign Invoice

Percentage 7

Dollars 8m

Sales Reps 3

Increase % over prior

year

Sales volume

Increase sales force

by 3

Measure Metric#

Increase % over prior

year

What we need to know

• What do you manage, what do you have control over?

• What are your objectives for each thing you manage?

• What metrics can you use to measure performance?

• What information is needed to measure performance ?

• What information is needed to determine corrective action?

• What information is needed to take corrective action?

• Support, demand from executives & managers

• Understand the business objectives & metrics

• Understand the hierarchy of information and responsibilities

• Understand the information that is needed

• Design the data to fit reporting needs – efficiently

• Use data and information to drive positive business actions

Goals

DataFlow

Keys To Success

BIRT - one of many tools for the journey

What goes up

• Accessibility to actionable information

• Analyst’s time• Visibility of areas of

Key Performance Indicators

• Need for summary data

What goes down

• Development time• Reaction time to

potential shortfalls• Manual manipulation

of data

Parting thoughts

• BIRT is a powerful tool - and UITS and SES are providing resources to advance its use at IU

• Centralized Management Reporting is under-utilized and yet offers many benefits

• BIRT can provide self-sufficiency, better business management tools, ability to drive business decisions

Parting thoughts

• Management Reporting requires resources, data architecture and an understanding of your business needs.

• BIRT reports can be delivered from IUIE, OneStart, Web pages

• IUIE BIRT reports leverage IUIE security• Management Reporting should tell you what you

need to do – and how to do it.

• BIRT Exchange http://www.birt-exchange.com/

• Blogspot http://birtworld.blogspot.com/ • BIRT News Group Archive

http://dev.eclipse.org/newslists/news.eclipse.birt/index.php

• Technical http://www.eclipse.org/birt/phoenix/ref/

• IU BIRT User Group listserv: SES-IUBUG AT exchange DOT indiana DOT edu

BIR

T R

esou

rces

• IU BIRT User Group meetings• UITS

– Technical deployment– BIRT installation and training

• SES/DSS– Personalized BIRT demonstrations– Developer orientation and assistance– Assistance in translating your business

management needs into management reporting requirementsB

IRT

Res

ourc

es

Questions??

:

Richard Shepherd shepherr AT indiana DOT edu Rebecca Gribble

rgribble AT indiana DOT edu