When More Complicated is Actually Easier

Many institutions struggle with their reporting and analytics deployment. They face a dilemma about how to roll out self service to users and still meet complex reporting requirements. These requirements appear to need the "high cost and high touch" of IT support for those users to be successful.

I hear frequently from BI project leaders that they've tried to give users the ability to create their own reports, but most can't figure out how to do it with the tools and training provided. The problem is, an assumption has been made (often perpetuated by the marketing and sales messages of BI and ERP vendor's themselves) that their drag and drop reporting and available templates are easy for anyone to use.

Let's break apart that conventional wisdom, however, and dig a little deeper into this paradox. True enough, conceptually, many of these environments such as SAP Business Objects WebIntelligence, which is the core technology in Datatel's (now Ellucian) Reporting and Operating Analytics (DROA) solution, are designed for casual users and ease of creating reports with advanced interactivity. The features of Cognos used with the Banner Enterprise Data Warehouse (EDW) are similar and you're faced with a similar dilemma. Pick your favorite BI tool to use with the complex data of a mature ERP system: Tableau, SAS, even Excel. You name it, soon you'll come to a brick wall.

The problem is, many reports users need are quite complex and don't fit neatly into the typical approach of trying to drag and drop all the necessary data and filters into a single query. Yet, that is the way that most projects approach the training and roll out. Everyone is lulled into the "it should be easy and all the data is here in one place to query" effect!

Take this real world example: the Graduate Studies division needs a report at the end of each term to determine those who are not eligible to continue. They need a list of students who are actively enrolled in the Graduate level, in certain programs, have more than one C grade in a 500 level course in the term, and alongside this info list their General Academic Advisor and not their program advisor.

There are at least 4 areas of data needed, namely, the student, registrations, enrolled program, and assigned advisors. Worse, many of the filters and conditions only apply to certain pieces of the data. One might think since they are all tied together (and they are, albeit loosely) by the student ID, shouldn't all this data be able to be dragged at once into the query? Magically there should be a result. There will be one, but not at all what is expected. Suddenly, IT is needed to help build this report!

Instead of trying to do this all in one query, it is much easier to break it apart into four distinct pieces. In Web Intelligence, each piece can be defined in query and tied together with "advanced" query techniques. This approach actually expresses the reporting requirements more naturally. One is the list of student in a program info. Another is the count of C grades but only for those in the query result of students in the graduate programs for that term. Web Intelligence allows you to do this type of filter from the results of another query quite easily. There is also sub-query and combined queries capability. Any report can combine data from more than one query and even more than one data source. These are very "complex" and powerful features, but actually make the reporting problem simpler because it is breaking it down into smaller, manageable pieces.

In fact, the seemingly more complex approach and teaching users how to do it actually makes them more likely to create the desired reports successfully and correctly. Part of the reason for this is that users think of their requirements in small chunks. Sometimes, they even forget to define very important little chunks and a query may run on the whole database! Any time you break a data problem down into smaller pieces it is easier to define and verify results. The query statements that can be better expressed as subsets of data and filters that are linked together by some common identifier such as the Student ID or a term ID. For Datatel users familiar with UniQuery or QueryBuilder used with the UniData database, this is fundamentally the same concept as savedlists and using the results of one query to select for another.

Take your pick of example. Maybe you need only those students with a GPA of 3.0 or higher, or 20 credits after 18 months, or have a Pell FA award. The list goes on. This type of query problem is also not unique to higher education. In any case, don't hesitate to introduce users to advanced query concepts. This will make them more self reliant and can reduce support requirements.