3. 10/7/2013 #bbcon 3
• Introductions
• Overview of Audit Trail
• What can be Recorded?
• Audit Trail – Tracking the Detail
• Audit Trail – The Bigger Picture
WHAT WE WILL COVER
5. 10/7/2013 #bbcon 5
INTRODUCTIONS
David Zeidman, Zeidman Development
david@zeidman.info
http://www.zeidman.info
Mohammed Dasser, University of Central Florida Foundation Inc.
mohammed.dasser@ucf.edu
http://ucffoundation.org/
www.ucf.edu
17. 10/7/2013 #bbcon 17
• 30 Record types
• 907 Different Fields
• On Manual Save
• On Import
• On Batch
• On Global Change
• A Lot of Data
AUDIT TRAIL CAN COLLECT:
18. 10/7/2013 #bbcon 18
Training
Protecting Group Data
Data Conversion
Data Validation / Protecting Data Entry
Data Correction
Resource Planning
Performance Analysis
HOW IS AUDIT TRAIL USED?
32. 10/7/2013 #bbcon 32
• From The “ZD_Audit” Table: (15 columns + PK)
- Over 5 millions transactions collected in 12 months .
- Updates included 146 fields of 32 record types.
- 98 users participated in generating 198K unique transactions against 109k
constituent’s records.
• From The “Records” Table:
- Total constituent count in the database is over 425K.
Initial Observations:
Total of constituents edited in 12 months is only 25% of the entire database.
Users that participated in the editing is over 80% of the total workforce.
ACTUAL CIRCUMSTANCES:
33. 10/7/2013 #bbcon 33
• To look for symptoms of process deficiency in over 5M rows of data.
• To understand the challenges and the trends.
• To propose enhancements to the data management operation.
• To convince leaders of possibility of better performance.
Solution:
• Build a solution outside of Raiser’s Edge and the “Audit Trail Viewer”
plugin to Analyze Audited transactions.
• Use a basic implementation of multidimensional database for better
performance.
UNDERSTANDING THE CIRCUMSTANCES
34. 10/7/2013 #bbcon 34
• Business Intelligence Solution using the Microsoft BI Stack:
- Integration Services: SSIS
- Analysis Services: SSAS
- Reporting Services: SSRS
- Excel
• Other visualization or reporting tools that can be utilized:
- PerformancePoint on the SharePoint platform
- Tableau
- Business Objects / Crystal report
- Any other tool that support a connection to Microsoft Analysis Services
THE SOLUTION
35. 10/7/2013 #bbcon 35
• Multidimensional database (AKA CUBE) allows for analysis from
multiples perspectives
• The most popular format of a multidimensional concept may be the
Pivot Table in Excel
• A Cross-tab view or Matrix is an example of a two-dimensional
• This solution can easily be built on the top of a relational database
designed as what’s known a star schema
• Star schema consist of at least one fact table that store all the metrics.
• This fact table will be related to several dimension tables that will allow
for the creation of the multiple perspectives for the Analysis.
• These dimension tables can be built with predefined hierarchies to
allow for aggregation of metrics using roll-ups and drill-downs
THE CONCEPT OF MULTIDIMENSIONAL
36. 10/7/2013 #bbcon 36
• Multidimensional database (AKA CUBE) allows for analysis from
multiples perspectives
THE CONCEPT OF MULTIDIMENSIONAL
Source: msdn.com
37. 10/7/2013 #bbcon 37
• The most popular format of a multidimensional concept is the Pivot
Table in Excel
• A Cross-tab view or Matrix is an example of a two-dimensional
THE CONCEPT OF MULTIDIMENSIONAL
Source: msdn.com
38. 10/7/2013 #bbcon 38
• This solution can easily be built on the top or a relational database
designed as a star schema.
THE CONCEPT OF MULTIDIMENSIONAL
Source: msdn.com
39. 10/7/2013 #bbcon 39
• This solution can easily be built on the top or a relational database
designed as a star schema.
THE CONCEPT OF MULTIDIMENSIONAL
40. 10/7/2013 #bbcon 40
• Star schema consist of at least one fact table that store all the metrics.
THE CONCEPT OF MULTIDIMENSIONAL
41. 10/7/2013 #bbcon 41
• This fact table will be related to several dimension tables that will allow
for the creation of the multiple perspectives for the Analysis.
THE CONCEPT OF MULTIDIMENSIONAL
42. 10/7/2013 #bbcon 42
• These dimension tables can be built with predefined hierarchies to
allow for aggregation of metric using roll-ups and drill-downs
THE CONCEPT OF MULTIDIMENSIONAL
56. 10/7/2013 #bbcon 56
There are several opportunities for the collected data and here are
some examples:
• User based performance:
Focus on transactions count by user or department
• Constituent based performance:
Focus on transactions on constituent records and constituent type
• Record based performance:
Focus on transactions of each record type and fields
• Fundraising based performance
Focus in the effect of transactions on fundraising
PERFORMANCE MANAGEMENT
57. 10/7/2013 #bbcon 57
There are several opportunities for the collected data and here are
some examples:
• User based performance:
Focus on transactions count by user or department
• Constituent based performance:
Focus on transactions on constituent records and constituent type
• Record based performance:
Focus on transactions of each record type and fields
• Fundraising based performance
Focus in the effect of transactions on fundraising
PERFORMANCE MANAGEMENT
58. 10/7/2013 #bbcon 58
EXPLORING THE RESULTS WITH TABLE
Department
All
Transactions
Count
Transaction
Distinct Count
Constituent
Distinct Count
User
Distinct
Count
Record Type
Distinct Count
Field
Distinct
Count
Advancement Services 4883699 109035 60382 8 27 144
Information
Technology 139816 38161 37711 4 21 130
Alumni Relations 638182 24848 15089 23 22 102
Prospect Research 83145 10986 4814 3 19 80
Development 167032 10400 4475 40 22 96
Comm/Mktg/DR 11880 2507 1537 6 19 95
Operations 14238 976 682 4 15 96
College of Health &
Public Affairs 12506 600 490 1 2 18
Athletics Development 3392 245 146 7 10 75
College of Medicine 3691 183 90 1 2 19
Executive 925 110 41 1 6 46
Grand Total 5958506 198039 108637 98 32 146
60. 10/7/2013 #bbcon 60
TOP 5 DEPARTMENTS BY TRANSACTIONS
0 20000 40000 60000 80000 100000 120000
Advancement Services
Information Technology
Alumni Relations
Prospect Research
Development
61. 10/7/2013 #bbcon 61
There are several opportunities for the collected data and here are
some examples:
• User based performance:
Focus on transactions count by user or department
• Constituent based performance:
Focus on transactions on constituent records and constituent type
• Record based performance:
Focus on transactions of each record type and fields
• Fundraising based performance
Focus in the effect of transactions on fundraising
PERFORMANCE MANAGEMENT
62. 10/7/2013 #bbcon 62
TOP 5 CONSTITUENCY BY TIMELINE
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Sep 2012 Oct 2012 Nov 2012 Dec 2012 Jan 2013 Feb 2013 Mar 2013 Apr 2013 May 2013 Jun 2013 Jul 2013 Aug 2013
Q3 2012 Q4 2012 Q1 2013 Q2 2013 Q3 2013
2012 2013
Alumni Parent Individual/Friend Student Employee
63. 10/7/2013 #bbcon 63
TOP 10 CONSTITUENTS BY USER COUNT
Constituent ID User Distinct Count Transaction Distinct Count
0000069399 19 47
0000062433 17 41
2008002291 16 45
0000066600 16 32
0000037567 16 43
0000025743 15 44
0000077315 15 57
9100000578 15 35
0000000927 15 33
0000065892 15 53
Grand Total 48 430
64. 10/7/2013 #bbcon 64
There are several opportunities for the collected data and here are
some examples:
• User based performance:
Focus on transactions count by user or department
• Constituent based performance:
Focus on transactions on constituent records and constituent type
• Record based performance:
Focus on transactions of each record type and fields
• Fundraising based performance
Focus in the effect of transactions on fundraising
PERFORMANCE MANAGEMENT
66. 10/7/2013 #bbcon 66
There are several opportunities for the collected data and here are
some examples:
• User based performance:
Focus on transactions count by user or department
• Constituent based performance:
Focus on transactions on constituent records and constituent type
• Record based performance:
Focus on transactions of each record type and fields
• Fundraising based performance
Focus in the effect of transactions on fundraising
PERFORMANCE MANAGEMENT
67. 10/7/2013 #bbcon 67
RECENCY: GIVING VS. LAST UPDATED
Constituent Distinct Count Giving Recency
Last updated 0 - 3 Months 3 - 6 Months 6 - 12 Months 12 - 18 Months 18 - 24 Months 24 - 36 Months 36 - 48 Months 48 - 60 Months 60+ Months Non Donor Grand Total
30 days or less 4309 4853 10420 1310 1499 1656 1782 1455 11753 23612 62649
30-60 days 416 95 231 47 115 88 73 60 327 10310 11762
60-90 days 1116 227 72 96 37 57 59 40 301 1303 3308
90-120 days 114 214 199 214 387 769 778 716 6119 7744 17254
120-180 days 390 900 1129 195 239 321 259 211 1636 5105 10385
180-360 days 47 47 341 14 16 10 20 8 216 294 1013
over a year 84 90 70 19 9 7 5 3 79 176 542
Grand Total 6476 6426 12462 1895 2302 2908 2976 2493 20431 48544 106913
Constituent Distinct Count Giving Recency
Last updated 0 - 3 Months 3 - 6 Months 6 - 12 Months
30 days or less 4309 4853 10420
30-60 days 416 95 231
60-90 days 1116 227 72
90-120 days 114 214 199
120-180 days 390 900 1129
180-360 days 47 47 341
over a year 84 90 70
Grand Total 6476 6426 12462
60+ Months Non Donor
11753 23612
327 10310
301 1303
6119 7744
1636 5105
216 294
79 176
20431 48544
68. 10/7/2013 #bbcon 68
• 3 types of dashboard can be produced:
- Operational,
- Tactical
- Strategic
• Before you begin:
- Need a culture of measurement
- Define your metrics
- Decide your goals / Target
- Set you baseline
• Build your KPI: Key performance Indicator
- Operational: Number of Address updates vs Goal every month
- Tactical: percentage of Alumni records updated vs Goal every semester
• Build your Dashboard / Scorecard
- Multiple Metrics/KPIs on the same page/screen
- Provide filtering capabilities and drill down to detail
- Define thresholds for Alerts
PERFORMANCE DASHBOARD
70. 10/7/2013 #bbcon 70
• Solution Design and Implementation Considerations:
- Audit data is not available from Raiser’s Edge database
- Audit data will need to be combined with Raiser’s Edge data
for better understanding of the events
- The OLAP/Cube can be deployed on the same SQL server
database that host Raiser’s Edge database
• How to be successful:
- Create a prototype
- Secure strong sponsorship
- Deliver it as a tactical tool
- Use what you already have (Excel, SharePoint, ETC)
TO CONCLUDE
71. 10/7/2013 #bbcon 71
QUESTIONS
David Zeidman, Zeidman Development
david@zeidman.info
http://www.zeidman.info
Mohammed Dasser, University of Central Florida Foundation
mohammed.dasser@ucf.edu
http://ucffoundation.org/
www.ucf.edu
ANY QUESTIONS?
