Thank you for attending the MDM for the Enterprise Seminar Series!

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1 Thank you for attending the MDM for the Enterprise Seminar Series! Please do not distribute this presentations without permission from the speaker (see contact information within.) This is just intended as an additional reference for seminar participants. Keep in touch! What other MDM events, topics, articles or resources will help you? with your thoughts.

2 Advancement Technology Project at the University of Illinois Finding MDM while searching for CRM Andrea S. Ballinger Assistant Vice President for Decision Support October,

3 About the University of Illinois 2

4 Over 4,500 accounts in the BI/DW environment 1,343 active DW users from 436 departments Over 75 campus specific applications sourcing from EDW Over 14.5M queries in fiscal year 2008 (July 07 June 08) 3

5 In addition University of Illinois Foundation University of Illinois Alumni Association A not-for-profit corporation responsible for encouraging and administering private gifts made to further the University s mission. Although the Foundation is a separate entity from the U of I, the Foundation s sole reason for existence is to serve the University. A self-governing association with a mission to foster a spirit of loyalty and fraternity among the graduates and former students of the University of Illinois, and to effect united action in promoting the welfare of the University. Supporting the Advancement Community on all 3 campuses Over 700 End Users 4

6 Entities Tracked in FACTS Entity Type Count Alumnus 625,535 (excludes deceased) Non-Alumnus 368,623 (excludes deceased) Illinois Students (only Urbana-Champaign) 41,855 (excludes deceased) Total people 1,036,013 Corp / Business 45,675 ESTATES (OLD) 495 Foundation 2,051 Government 1,051 Higher Education 918 Special Group 8,624 Total Corps/Found/Other 58,814 Overall Total 1,094,827 Count of FACTS Users 782 Count of users of all UIF services 1,298 (includes FACTS Users, UIF Online, Cognos) 5

7 Defining the Problem to be solved by ATP Need to define and manage the multiple relationships the University has with all of its constituencies (CRM) Current students, alumni, employee, faculty, donor, prospect donor, friend, corporations, spouse and/or other family relationship Create a data governance that allows for data stewards to centralize management of data while allowing each to manage their own data UIAA, UIF, UI Find a way for each constituency to be able to share the use for the data they need while allowing the institution to protect its common information assets adhering to regulatory compliance needs Find the optimal (enabling) technical infrastructure that allows for increase efficiency, improved relationships, and ultimately improve donor commitment 6

8 ATP Project Scope The goal of the Discovery Phase was to assess the current architecture, gather needs and requirements from users, identify gaps between needs and current capabilities, and propose a range of solutions. 7

9 Project Challenges People Process Technology Information 8

10 Major Themes from Findings Technology Complex, disparate, not fully integrated technical environment Broad range of local solutions Lack of enterprise wide solutions for events management, social networking and portions of constituency relationship management (CRM) Segmented security schemas prevent clear data access plans Organization Inconsistent understanding and application of the advancement model Information/organizational silos make coordination of efforts difficult to achieve and promote a culture of separation Uneven access to and distribution of important constituent data 9

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12 Current Environment Local Systems Excel, Access, Filemaker, Paradox, paper, etc Employer DB Prospect Ranking Revocable Deferred Gift Registered Student Orgs Student Leadership Data Data Staging and Transfer Referral Donor Lifecycle Gift Forecasting and Student Fraternity and Sorority Mailing List and Newsletter Scholarship Data Suspect Donor Agreement Donor Historical/ Personal Data Student Camp Data Historical Ticketing Data Pledge Lead Follow-Ups Donor Special Event Student Awards Student Volunteer Data Parents DB Department Record Keeping Non- Traditional Partners Electronic Only Constituents Business Partners Fund Agreements and Correspondence Workflow Event Mgmt Drop/ Include Code International Students Budget Data Codes AST Students Illinois Connection UIS Surveys UIS Assessment Illios SEC Filings 11

13 Optimal Solution ATP Operational Solution Set 4 Outsourced Advancement Operations Innotrust incircle Social Networkng MatchMe In-House Advancement Operations Advancement Mart 1 Reporting Layer BO/Cognos Fund/ Fundware Purchased Application Advancement /Development Data Warehouse Advancement Mart 2 Advancement Mart 3 Tool 2 Tool 3 CRM Tool ETL Advancement Mart 4 Analysis Layer BO/Cognos Doc/Rec Manager Reporting MDM Advancement Mart 5 Mining Tool Internal Websites Advancement Mart 6 Tool 3 External Websites Banner Service Layer Ticketing Systems Career Services Other Distributed Datasources CRM Gift Mgmt Event Mgmt Gaps Social Networking Data Integration 12 Impacted by Change

14 There is much to be done before CRM Just as Evan Levy pointed out in Bullet-Proof MDM: Designing a World-Class Development Environment 1. Data Standards: Content: Constituent data definition and acquisition Relationship: tracking and creating integration services 2. Data Management: 1+ Access: data access plan, policy definition, external data sources (events management, social networking) Change Management: data quality, data stewardship 3. Master Data Management: 2+ Processing: workflow management (event, campaign, etc) services 13

15 ATP Quick Wins not in same order 1. Form the Advancement Technology Council (data governance group) 2. Develop the Data Access Plan taking into account current policies 3. Make changes to current systems to allow for better access (excel output, more data, data quality) 4. Roll out events management and social networking enterprise wide 14

16 Current Status on Quick Wins AIC is formed and meeting regularly. They have been working on: What is needed in order to positioned the advancement community for success What can each of the stakeholders do within their own organization to help in the short-term Early drafts of the Data Access Plan have been created and are almost ready for broader circulation UIF has been making several changes including adding more report templates, providing excel outputs, etc UIAA has been providing event management and is developing an enterprise service solution. In addition, is supporting one campus social networking tool (Always Illinois) Existing data policies have been cataloged Data Quality tools have been demoed for short term needs 15

17 Next 12 months Publish the Data Access Plan Compile and Publish data standards and business rules as part of the metadata Design technology integration layer for external data (events management and social networking) Further research options around service layer integration for internal data (ticketing system, career systems, etc) 16

18 Lessons Learned so far Make sure to plan for quick wins while positioning the organization for the big solutions Think broadly: don t focus as if you were implementing a tool Focus on what can be done: budget constraints might demotivate some Err on the side of being more inclusive with your constituencies including alumni and donors (consider and focus on the data/tools that can really make a difference in their missions) Communicate openly, transparently and often 17

19 Questions? Andrea Ballinger Assistant Vice President for Decision Support 18