Punahou School

Imagination
To
Realization
Dashboarding through the Portal
Presented by: Wendi Takemoto and Lisa Watanabe,
Punahou School
April 3, 2006
3:30 pm – 4:30 pm
Evaluation Code 158
April 2-5 Orlando, Florida
Session Rules of Etiquette
ƒ Please turn off your cell phone/pager
ƒ If you must leave the session early, please do so as
discreetly as possible
ƒ Please avoid side conversation during the session
Thank you for your cooperation!
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Introduction – Punahou School
ƒ Largest single-campus K-12 independent school in
the US
ƒ 3,770 students
ƒ Founded in 1841 by Congregational Missionaries
ƒ 25,000 alumni living worldwide
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Mission of Punahou School
ƒ We are committed to provide an environment where students
can:
ƒ Develop moral and spiritual values consistent with the Christian
principles on which Punahou was founded, affirming the worth
and dignity of each individual.
ƒ Develop intellectual, academic and physical potential to the
fullest degree, preparing them for college and for challenges
facing them now and in the future.
ƒ Develop and enhance creativity and appreciation of the arts.
ƒ Appreciate cultural diversity and develop social
responsibility.
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Agenda
ƒ Vision for the School
ƒ 1 student, 1 record, 1 school
ƒ Information based decisions
ƒ Current reality = “project chaos”
ƒ Particular challenges
ƒ Data silos, data inconsistency, data flow and sharing
ƒ Obstacles to fully utilizing technology
ƒ Processes
ƒ How
ƒ Moving DBs to interoperable platforms
ƒ Building apps to share and use data, rather than recreate and
duplicate…
ƒ Portal channel development
ƒ Communication, launch
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Vision with Technology
ƒ Capture the Student Journey
ƒ One student, One record, One school
ƒ Mission-Based
ƒ “affirming the worth and dignity of each individual”
ƒ “develop intellectual, academic and physical potential”
ƒ “appreciate cultural diversity”
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Vision: Teaching and Learning with Information
ƒ Good teaching and learning
ƒ Recursive
ƒ Reflective
ƒ Capturing the student journey
ƒ Important and valuable
ƒ Cumbersome and hard to do
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Vision: Information Based Decisions
ƒ Technology maturity to
facilitate information
ƒ Administrative
efficiencies and
effectiveness
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The Trail…
ƒ Assessing current reality at start
ƒ Employees as “caretakers” of school and mission
ƒ Do what is needed to get it done
ƒ System architectures, silos, manual processes and
data flows
ƒ Result: project chaos
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October 2004 – Project Start
Punahou School
Employee
Reimburse.
Flat File
Pay Cycle
Current Data Flow
October 2004
2x/yr
flat file
Flat File/
GL
ry
cto
ire
Central
Supply
Wo
Track in/out
bound programs
Photos
Picture
Cafeteria
WWW
Flat file to AR monthly
1x export from Student Information System
Updates
Admissions
AR/AP/GL
Nightly to Server
Summer
School
Development
Student
Information System
Crystal
Reports
Master
Calendar
MIF
Enrollment
Form
Athletics
Student table (nightly)
Grades/
Registrar
Team Excuse, ILH Credit
u
St
= Manual labor involved
Document
Storage
System
n
de
ti
o
nf
Patron
,U
se
r
es
de
nt
,C
ou
rs
e
Bus
Schedule
Weekly input into
Physical Plant’s
database
d
ra
,g
t
ua
Class
Roster
e Punahou
Grading
After School
Program
Export grades to Student Information System
Import Student information
Import AR for existing records
Export billing to AR (Flat File)
Import student file – 1x beginning of year
Schedule/catalog of courses
Summer/co-curricular programs
Academy
Scheduling
Scheduling
File
Library
Updates
1x Applicant Parent/
Student
Grades
Info
Carnival
St
u
Athletics
Student information
Addresses
Sports Eligibility to ILH
Team Excuse
Coaches
- Employee ID
- Alumni
er
mm
Su
Photos
Photos (TBD)
HR
Human
Resources
D
Stand Alone Systems
1x
Employee Hire
Alumni
Directory
HR System
Payroll
Student/Punahou ID
No link to Student Information System
Email information changes
Input from Employee Reimbursement
Terminal
Server
Financial
Aid
PFA
Volunteer
Systems being evaluated
Asset
Management
Health
Center
Luke
Center
= Document / form
= Student record
= No Student data
Records
Management
(Invoices)
Help Desk
Database
F/A
Calcs
= Student record as
separate manual entry
AD
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The Road Being Paved…
Mapping desired state
ƒ Data consolidation and
normalization
ƒ Process changes needed
ƒ Communicating and
understanding systems
impacts and needs
- Culture of Technology
and Systems Thinking
ƒ Architecture needed
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Systems Thinking – what is it?
(This is the way I want addresses formatted.)
(It’s MY attendance process.)
(This is the way it’s
always been done.)
(Only I use this information. )
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Take a Step Back…
It’s an elephant!
(It’s a culture.)
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System Architecture - Goal
Punahou School
Proposed Data Flow
Track in/out
bound programs
Wo
Photos
Photos
Health
Center
Cafeteria
2x/yr
flat file
Picture
Employee
Reimburse.
Flat File/
Pay Cycle
To
Student info system
Flat File/GL
Carnival
Data
Warehouse
Online
Donations
F/A Calcs
HR
Crystal
Reports
HR
ODS
Financial
Aid
Master
Calendar
Bus
Schedule
Weekly input into
Physical Plant’s
database
Athletics
Student Info,
Graduates
Student,
Course, User
WWW
Help Desk
Database
Central
Supply
Asset
Management
Records
Management
(Invoices)
Enrollment
Form
MIF
ePunahou
Student info sys
Academy
Scheduling
Admissions
AR/AP/GL
LDAP
Identification
Authentication
Authorization
Deep Analytics
Data Mining
Trend Reporting
Stand Alone Systems
Document
Storage
System
Admissions
From
ODS (nightly)
Student table
Updates
Crystal
Reports
Oracle
Dir.
To
Server
(nightly)
Library
Development
Luke
Center
PFA
Volunteer
Language
CDs
PunaLink
Scheduling
Grades/
Registrar
Summer
School
After School
Program
Class
Roster
= Manual labor involved
Grading
= Document / form
= Student record
Terminal
Server
= No Student data
= Student record as
separate manual entry
= Noncompliant platforms
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Driving on the Road…
ƒ Moving DBs to interoperable platforms
ƒ Non-relational databases
ƒ Oracle, SQL, Java
ƒ Building apps to share and use data, rather than
recreate and duplicate…
ƒ Operational Data Store
ƒ Portal channel development
ƒ Delivery of data
ƒ Communication and Sharing
ƒ Show and Tell
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Executive Dashboard
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Online Gifts - Locations
ƒ Introduce idea of
“dashboard” to
executives
ƒ Illustrates
geography and
clustering of
Punahou
support.
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Admissions and Financial Aid - Gaining Efficiencies
Before:
SIS
After:
SIS
ODS
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Admissions
ƒ Total applications
received
compared to the
number of seats
available.
ƒ Real time
reporting
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Summary
ƒ
ƒ
ƒ
ƒ
Business Processes
Data normalization
Technology exists, shouldn’t be the challenge
Culture is key to the car
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Thank You!
Presenters: Wendi Takemoto and Lisa Watanabe
e-Mail: wtakemoto@punahou.edu
lwatanabe@punahou.edu
Please complete the on-line Evaluation Form
Evaluation Code 158
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