Planning and Controlling Planning and Controlling for Higher Education Institutionsfor Higher Education Institutions

Processes, Methodologies, Applications

Enrico BrighiHead of Planning & Controlling Division

www.u-gov.eu

University ConsortiumNo-ProfitFounded in 1969

43 Members:• 40 Universities• 2 Research institutes• Italian Ministry of University and

Research

Total turnover: ∼ 60 mil.Employees: ∼550Owned company: Kion (focused on student management system)

CINECA for Higher Education

www.u-gov.eu

CINECA for Higher Education

Mission & Core Activities:

• Supercomputing services for

scientific research

www.u-gov.eu

CINECA for Higher Education

Mission & Core Activities:

• Supercomputing services for

scientific research

• ICT services for the Italian Ministry

of University and Research

www.u-gov.eu

CINECA for Higher Education

Mission & Core Activities:

• Supercomputing services for

scientific research

• ICT services for the Italian Ministry

of University and Research

• ICT services for universities

AdministrativeApplicationsAdministrativeApplications

PortalsE-learning

Unified CommunicationCollaboration

PortalsE-learning

Unified CommunicationCollaboration

U-GOVAdministrative Application Suite for Higher Edu Institutions in Italy

www.u-gov.eu

Agenda

• Background:– Planning&Controlling model: From Methodology to BPM Framework– Example BI Applications

• Switching to BI Open Source• Q&A

www.u-gov.eu

An actual example, Italia-SlovacchiaWe planned to win, but….

Planning cycle…Italia-Slovacchia

New Actions:We don’t know…(Fair play please!!)

New Actions:We don’t know…(Fair play please!!)

• ObjectivesWin

• ResourcesTeam

• RisksLeave South-Africa

• ObjectivesWin

• ResourcesTeam

• RisksLeave South-Africa

Play the match!

Play the match!

Analyze the GAP Vs others Teams:

we must leave World CUP!

Analyze the GAP Vs others Teams:

we must leave World CUP!

The Score:2-3

The Score:2-3

Did Marcello Lippi have any Dashboard?

Maybe Not?

From Methodology…

New ActionsNew Actions

• Objectives• Resources• Risks

• Objectives• Resources• Risks

Unit Costs

Unit Costs

Actions

Performance Analysis

Gap AnalysisBudget vs Balance

Performance Analysis

Gap AnalysisBudget vs Balance

Reporting &Cost

Allocation

Reporting &Cost

Allocation

www.u-gov.eu

Timing, decision support and stakeholder

Decisions

…to a BPM Framework

Research&ProjectData Mart

AccountingData Mart

HRData Mart

Operational Data Store

Teaching&StudentsData Mart

IndirectCosts Allocation

Full costAllocation

HR&ABCAllocation Taxes Allocation

Cross-Functional Data Mart

Extra-Accounting cost-allocation Applications Layer

KPI Repository What-if Budget

Analytical Applications Layer

BPM Applications Layer

Reporting and Cost Allocation LayerMetadata

& Driver Repository

OLAP & Analisys Layer

KPI and Budgeting Layer

DimensionsRepository

…to a BPM Framework

Research&ProjectData Mart

AccountingData Mart

HRData Mart

Operational Data Store

Teaching&StudentsData Mart

IndirectCosts Allocation

Full costAllocation

HR&ABCAllocation Taxes Allocation

Cross-Functional Data Mart

Extra-Accounting cost-allocation Applications Layer

KPI Repository What-if Budget

Analytical Applications Layer

BPM Applications Layer

Metadata&

Driver Repository

DimensionsRepository

Example 1, Student & Teaching Analysis

Faculty Academic year

Studentsenrollment

Last yearenrollment % of both

www.u-gov.eu

Example 1, Student&Teaching Analisys

Faculty

Student dropout

Academic year

Studentsenrollment

Dropout VsEnrollment

www.u-gov.eu

Example 1, Student&Teaching Analisys

Faculty

% faculty tuitionfees Vs University

Total

www.u-gov.eu

Example 1, Student & Teaching Analysis

• Variance in incoming students

• Students dropout within the first two years

• Tuition fee

• Transferring to other Universities

• Graduate students

Example 2, HR

ACTUAL SCENARIO

TURNOVER SCENARIO

FTE employee in 2009

Unit

Employee numberon December

2009

Future Years

Costs

www.u-gov.eu

Example 2, HR

Savingsdue to

retirementby role

www.u-gov.eu

Example 2, HR

• Full Time Equivalent employees per unit

• Cost evolution per turnover

• Savings due to upcoming retirements

www.u-gov.eu

Example 3, KPI & Dashboarding

KPI meta-datadefinition

StudentsProductivity

Calc RuleDescription

www.u-gov.eu

Example 3, KPI & Dashboarding

Faculty

KPI

Faculty

KPI

www.u-gov.eu

Example 3, KPI & Dashboarding

UnitCost of activity

StudentsProductivity

Trend

www.u-gov.eu

Example 3, KPI & Dashboarding

• Number of students vs. instructors

• Foreign students recruitment

• Administration costs (Activity based costing)

• % of fundraising from business/industry

• Ranking of internal units based on research production

www.u-gov.eu

Example 4, Budget

• Program definition/planning & financial resources allocation

• Budget workflow management

• Master budget definition

• Budget distribution based on KPI

www.u-gov.eu

…for different Key Users

• Statistical• Planning and Controlling Unit• Advanced User

• Business Workers• Web&Mobile Users• Public Users

In a complex organization like HEI, it’s impossible to provideinformation to all key users with a single technology

So, we’re changing our approach:

“Tell me what information you want, and i will provide it in the most efficient way”

www.u-gov.eu

It’s possible…

…8 BI applications developed, with a specific lifecycle and roadmap…

…More than 400 business metadata objects: report template and indicators…

…More than 22 University users..

…More than 80 BI application and what-if solution up and running

…More than 400K reports launched every year…

www.u-gov.eu

…Switching to Open Source BI now!

Is it the right moment?

Are Open Source BI platforms at the same level than Vendors?

Should “IT Companies” invest in Open Source BI and in engineering ofadvanced functionality?

The best is trying…

Q&A

Enrico BrighiHead of Planning & Controlling Division

e.brighi@cineca.it