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THE MANAGER’S S a PEECH

THE MANAGER’S S a PEECH. HERUG - MAASTRICHT APRIL 2011. UvAdata: managementinformation online. Pieter-Jan Aartsen Corporate Control p.j.aartsen@uva.nl. A datawarehouse for the UvA: A data warehouse as the one and only recognized source of data from and about UvA

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THE MANAGER’S S a PEECH

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  1. THE MANAGER’S SaPEECH HERUG - MAASTRICHT APRIL 2011

  2. UvAdata: managementinformation online Pieter-Jan Aartsen Corporate Control p.j.aartsen@uva.nl

  3. A datawarehouse for the UvA: • A data warehouse as the one and only recognized source • of data from and aboutUvA • relevant for governance and management UvA • comprehensible, reliable and consistent

  4. For whom? qualitate qua: academic management: members board, deans, institute directors, heads of department. on request: controllers, administrators, assistents-to, staff members, policy advisors

  5. UvAdata: The seven principles • Transparent: based on reliable data deriving from well maintained information systems, using clear definitions • Confidential: details only available for authorized employees • Obvious: only reports for the broad university community • Analytical: possibility to (finally) drill down to the elementary data, processed in the transaction systems • Reproductable: reports available after periode closing, preferably based on frozen data files • Perspective: after the initial launching (11/2008) periodically provide new releases (with new reports or enhancements) • Performance: simple reports: 5 sec. / performance appears to be knock out criterion for academic managers

  6. Authorization structure

  7. Before (2007): • Separate reports per domain (HR, F, RE, T&R) • Many figures, little meaning • Settlement days and definitions: each has his own • Different ways and moments of disclosure • Often available long after period closing • Continuously reinterpreting the past • One fixed format at fixed level: alienating

  8. Now: • One datawarehouse, available in employee portal (ESS) • > Sixty reports in different domains (T&R, HR, F, RE) • Countless zoom-in and drill-down possibilities • Disclosing data from SAP (FICO & HR), ISIS, PLANON • Disclosing also linked national databases (benchmarks) • Related to strategical KPI’s • In one architecture (back-end andfront end) • Based on one clearly defined organization model • Technically up-to-date (SAP BW 7.0)

  9. Preparatory measures in Finance and HR (I) • Reimplementation SAP FI / CO / PS (2005/6) • Design principles (based on lessons learnt): • Faculties have separate company codes; UvA in one controlling area (clear separation FI and CO in reporting) • Only Research and Teaching Institutes are (functional) Profit Centres, rest of UoA is Cost Centre • Organization structure: strictly monitored • All Teaching and Research activity: WBS (in PS) • Each transaction determined by: sort, entity, object, time and counterpart (Cost element / Profit center or Cost Center / WBS / date / AP-AR or internal party) • Identical Organization structure in CO and HR

  10. Preparatory measures in Finance and HR (II) • Design principles (based on new policy): • All shared services internally charged (cost drivers and price per entity) - M€ 160 • Full Cost throughout UvA, final cost object is T&R • Everybody is recording time (actively or passively), time recorded is charged on FC rates regardless of activity • New internal budget allocation accommodated: faculties get (90% of) government budget, based on performance parameters

  11. Project method and principles • Prototyping (frequent interaction with users and intensive user tests) • Time consuming but it pays out • But be aware: no second chance to give a first impression • Using hierarchies from source systems (not unwiring or reinterpreting source data,- only presenting them in the most easy-to-understand way • Obvious for non-financials / non educationals etc. • No financial terms or IT-codes (only organisation language) • Income: positive amounts! • Transparent how UvA-level is built up from transaction level • Always possible to drill down to bottom (provided authorization)

  12. Reporting standard: Go MAD • Monitor -> Analyze -> Drill to detail • All standard reports according to this pyramide-formula • High level: clear diagram • Next: possibility to analyze on different attributes • Then: go to detail (transactions, employees, students, rooms)

  13. Analysis personnel effort on T&R & OAAcademic staff Natural Sciences

  14. Analysis personnel effort on T&R & OAAcademic staff Humanities

  15. Average personnel costs faculties

  16. a

  17. Financial reports P&L – Behavioral Sciences

  18. Fin. Report – analysis amounts per account

  19. Zoom-in: Projects Research Council

  20. Collecting data is the first step toward wisdom, but sharing data is the first step toward community.

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