CIO Leadership Forum
Debbie Karcher
CIO, Miami-Dade County Public Schools
Outline for Customer Presentation
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Background on Miami Dade County School
Board
District Challenges
Overview of Solution & Performance
Management Vision
Deployment
Product Snapshots
Results and Benefits
Key Learnings
Experience with Cognos
Next Steps
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Background
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Fourth-largest U.S. school district
376 public schools; 85 Charter schools
Serving 2,400 square miles
345,000 students
53,000 employees
More than 180 Home Languages
Mobility rate of 40%
$6.1 billion budget
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District Challenges
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Requirement to facilitate data driven decision
making aligned to District goals
Tremendous pressure on the District because
of data requirements of No Child Left Behind
(NCLB)
District-wide performance management
based upon key performance indicators
Necessity to tie strategic initiatives to
outcomes for both budget and performance
management
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District Challenges
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District move to zero-based budgeting
paradigm
Many disparate systems and legacy
mainframe systems not integrated
 Need for agile response to rapidly
changing District information needs
 Diminishing budget and staff resources
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Overview of Solution & Performance
Management Vision
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Implement a three pronged approach for
agile information delivery utilizing data
warehouse, portal and business intelligence
(BI) technologies
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Increase Student achievement
Improve operations
Extend the life and enhance functionality of
legacy systems
Provide data to all of our users
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Overview of Solution & Performance
Management Vision
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Obtain an enterprise planning system that
accommodates the zero-based budget model
and interfaces to the District Strategic
Planning System
Expansion of historical data in the student
performance data warehouse that will
facilitate targeted instruction, prescriptive
teaching and predictive analysis capability on
an individual student basis
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Overview of Solution & Performance
Management Vision
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Extend the use of business intelligence
tools that permits educators and
administration to monitor key
performance indicators, create
individual queries, perform ad-hoc
reporting and perform real-time
analysis, all in an easy to use, graphical
web interface
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Deployment
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August 2005 Deployment begins
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Deployed Cognos 7 Business Intelligence in
January 2006
Initially to 150 “Power Users” in departments
such as School Operations, Curriculum and
Instruction, Budgeting, Personnel, Performance
Improvement, Data Analysis, Transportation,
Capital Construction and Maintenance
Enterprise license now in place with over 50,000
authorized users to Cognos BI
Currently running 8.2, in process of upgrading to
8.3
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Deployment
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June 2006
 Cognos Connection was integrated to the District Portal Lite
including single sign-on capability
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September 2006
 Target for improvement (COMSTAT ) reports were developed
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February 2007
 Implemented Cognos Budget Planning System integrated to the
District Strategic Planning system
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August 2007
 Cognos Metrics Studio was integrated into the District SharePoint
Portal (Microsoft Office Sharepoint Server 2007)
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Deployment
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December 2007
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January 2008
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Cognos Enterprise Training package including combination
of computer based training, curriculum development with
District trainers and coupons for Cognos training
HR and Position Control Data Mart deployed
April 2008
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10/3/2015
School Based Budget added to Cognos Budget Planning
System and all school site users (800+) trained
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Data Flow Diagram
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Mainframe
- Student, Class
& Academic
- Testing
- Finance
- Human Resources
- Payroll
- Supply & Distribution
- Work Order
- Food Services
- Textbook
Nightly Active Directory Update via MIIS and EXAAM
for Employee and Student Account Management
(400,000+)
ETL
- Informatica Pkgs
- Mainframe Extracts
- Transformation
Processes
- FTP
- DTS Pkgs
- Cleansing Processes
Gradebook
Nightly update to gradebook student, teacher, course,
etc. information
Reporting Services
Nightly Refresh, Delta Only
Server & External
- Edusoft Assessment
- Magellan Facilities
- Site Deficiences
- Student.Net Apps
- Business.Net Apps
- Transportation
- Budget
Data Transport Only
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Data Warehouse
- Staging Tables
- Operational Data
Stores (ODS)
- Data Marts (Fact &
Dimension)
- Cubes ( Aggregation
/Summary)
Cognos (Main)
Primary Cognos production and development
environments
Cognos (Portal)
Cognos instance for Portal running V3 Single
Sign-on (SSO), web parts and intelligent linking.
SharePoint Portal
Content driven from data warehouses.
Transaction updates to application tables and
mainframe systems.
Transaction Process
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Cognos Budget Planning
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Cognos Budget Planning
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Cognos Budget Planning
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Cognos Budget Planning
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Cognos Budget Planning
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Cognos Metric Studio
Main Metrics Studio
List
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Cognos Metric Studio
Drill in to a Specific
Metric
Main Metrics
Studio List
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Cognos Metric Studio
Drill from
Drill in to a
Report into Specific Metric
Student List
Main Metrics
Studio List
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Cognos Metric Studio
Drill from
Drill in to a
Report into Specific Metric
Student List
Drill to
Student
Profile: 3
years of
Grades,
Attendance,
FCAT,
Content,
ESE …
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Main Metrics
Studio List
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COMSTAT
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COMSTAT Report permits the Superintendent and Region staff to measure
school performance on 24 parameters in both a discrete and cumulative
fashion
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Experience with Budget Planning
Implementation
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Important because not only was the product
right for M-DCPS but it was implemented in
record time
Implementation was turn-key
 Project management
 Requirements gathering
 Implementation
 Testing
 Training
 Knowledge transfer
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Experience with Budget
Planning Implementation
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Benefits
 Pre-populated information reducing time
and increasing data integrity
 Provide users the ability to change
budgets and create “what ifs”
 Provide management rapid feedback and
answers
 Will continue to be the Budget Planning
tool through and after SAP financial
implementation
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Key Learnings
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The Watershed
 Once staff who never had access to information become
empowered, the requests for new reports, models, cubes, etc.
escalate rapidly. Ensure you have sufficient data warehouse and
Cognos resources to manage
Official vs. User Created Reports
 Once data models are provided to users for query and reports
building, they may produce reports with different results than the
“Official” reports. Establish clear business rules and embed, to the
greatest extent possible, these rules in the data layer. Also, sign
“Official” reports to differentiate them from those created by end
users
Leverage Cognos CBI Training
 It can be impossible to train all users hands-on. Cognos CBI
courses make an excellent alternative
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Experience with Cognos
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Extended a number of opportunities to M-DCPS
making it financially possible to extend our licenses
to the enterprise
Rapid implementation of both Budget Planning and
School Based Budget
Have also been a willing partner
Have assisted us in our strategic planning
Understand budget constraints
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Results and Benefits
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Improved student achievement through
targeted instruction
Improved student performance through
better school staffing
Reduced district costs through improved
operational efficiency and reduced district
costs through improved budgeting
Increased credibility in overall systems and
products
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Results and Benefits
Information delivered to all employees
including principals, teachers, and
administrative employees
 Made Information Technology Services
a flexible and agile organization able to
quickly respond to information requests
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Next Steps
Continue to expand the use of Cognos
and provide professional development
for more power users
 Extend the use of Key Performance
Indicators to all employees and display
with Metrics Manager
 Use Cognos to help trigger action
based on student performance and
apply and track intervention activities
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