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Business Intelligence Best Practices

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This primer on Business Intelligence (BI) explores best practices in data collection and reporting using the Target case study, where the retail giant determined a customer’s pregnancy through data insights. It offers a comprehensive overview of BI guidelines, effective data management strategies, and tools like Excel Power Pivot and SQL Server Reporting. The discussion emphasizes the importance of actionable information and highlights potential barriers organizations may face while using BI effectively. Real-world examples illustrate how BI can transform decision-making processes.

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Business Intelligence Best Practices

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  1. Business Intelligence Best Practices Brad HaasThe University of Akron

  2. Primer • How Target Figured Out A Teen Girl Was Pregnant Before Her Father Did • Using items purchased Target can: • Determine if customer might be pregnant • Approximate due date • Predict gender

  3. Primer continued • Father complained to Target about daughter receiving “new Mom” coupons. • Target apologizes. • Father calls back: “I had a talk with my daughter,” he said. “It turns out there’s been some activities in my house I haven’t been completely aware of. She’s due in August. I owe you an apology.”

  4. Primer • This practice still occurs today… • However, in additional to the targeted coupons, decoy coupons are sent to seem less intrusive http://www.forbes.com/sites/kashmirhill/2012/02/16/how-target-figured-out-a-teen-girl-was-pregnant-before-her-father-did/

  5. Outline • Definition • Background • Business Intelligence Guidelines/Best Practices • Options Available • WebTMA Queries/Browses • WebTMA Reporting • Excel Power Pivot • SQL Server Reporting Tools

  6. Business Intelligence: • the ability to learn, to understand, or to deal with new or trying situations • the skilled use of reason • the ability to apply knowledge to manipulate one's environment or to think abstractly as measured by objective criteria (as tests)

  7. Definition • Definition of intelligence from Merriam-Webster • Business Intelligence is a broad term that can encompass: • Knowledge Management • Data Warehousing • Data Mining (Target Example)

  8. Business Intelligence Simplified • Data collection • Organizing data into information in a manner that is both clear and actionable

  9. Collecting Data • Organized • (TMA gives you a head start!) • Accurate • Avoid • Garbage In • Garbage Out • Accessible • Some solutions may be unavailable in certain situations

  10. Information • Data presented to user in a digestible manner • Example: 10 work orders unaddressed after 2 weeks vs. reviewing a list of work orders • Avoid information overload • Space Shuttle Cockpit

  11. Information – Call to Action • Information should stimulate a response • Elicit positive reaction • Explore problem • Develop solution • Implement solution • Information must be actionable • Do not present information about a process that is not controllable

  12. Actionable Information • Give tools to affect change • Training • Time/Financial Resources • Positional Power • Top Down Support

  13. Training (in depth) • Ensure that intended audience: • Is technically capable of accessing solution • Understands the information presented • Has the tools (ad-hoc query) to research a problem • Important to empower audience to access information independently

  14. Barriers to Business Intelligence • Expense? • At least four inexpensive-to-free options already available to you • Complexity? • Leverage • Internal IT Department • TMA Support • TMA Yahoo Group • Internet as a whole • Lack of Resources? • Would you skip an oil change? • Can you afford NOT to measure your organization’s health?

  15. Caveat • Business intelligence can be as easy or as complex as you desire • With increasing complexity comes increasingly powerful information • Recommend Reading: • The Data Warehouse Toolkit: The Definitive Guide to Dimensional Modeling by Ralph Kimball and Margy Ross

  16. Queries • Answer quick questions • Fairly powerful • No need for “query language” • Real-time • “Or” functionality limited • (WebTMA) • Requires knowledge of data in WebTMA

  17. Dashboard/MyPage • Presents information in easy-to-digest format • From technician to executive • Real-time • Use of colors and graphs for “call to action” • Inspire to investigate and create solution • Cannot solve ad-hoc questions

  18. Reports • Criteria and logic more powerful • Easier to review large data sets • Can be scheduled • Receiving email can be “call to action” • Not real time • Potential for information overload

  19. Caution with Excel • Excel can be a powerful BI tool • Using Excel can be also be dangerous • The more separation from original data source, the more chance of data corruption • Time consuming to perform the same analysis over and over • Really want SQL server to be doing as much “crunching” as possible (more efficient) • Export from TMA Queries or Reports

  20. Excel BI Options • Power Pivot • Free download from Microsoft • Enhances Pivot Table functionality already available in Excel • Can address more data than Excel row limits • Multiple data connections • Power BI now available as part of Office 365 • Small Subscription Cost

  21. SSRS: SQL Server Report Services • The following will only work if: • You are client-hosted • You are running WebTMA • Already included in your install of WebTMA • WebTMA runs off of SSRS • Already paid for, no need to purchase Crystal! • Development Environment • Visual Studio • Report Builder 3.0

  22. SSRS Continued • Power users only • Need SQL knowledge • Need report definition language • Similar to Visual Basic • TMA provides tool in installer package to call report files from inside WebTMA • Will need to be re-created after every upgrade • Dangers • TMA can change data structure at anytime which can break reports • TMA will provide minimal help in supporting these reports

  23. Conclusion • Business intelligence is complicated yet attainable • Make sure solution creates a “call to action” • Ensure top-down support for BI solutions • You may already own powerful BI solutions

  24. Contact Information Bradley P. Haas Manager, PFOC Information Systems The University of Akron Physical Facilities Operation Center Akron, OH 44325-0401 bph3@uakron.edu (330) 972-6164 Office (330) 972-2462 Fax

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