You Don't Need Honking Business Intelligence Tools

This is the continuation of a transcript of a presentation by Stu Worman from Indiana University at an IT conference for unversity IT professionals.

But we know that it is only measured once a year. We measure it through a user survey that we take, and we take some data that we have. So what does this really have to do with the dashboard and business intelligence? Well first of all, there’s a whole lot of stuff going on out there at Indiana University, and it’s hard to know if anything is changing. With so many locations, so many people and a very large organization.

So, has this ever happened to you? A vice president has a question. Vice president contacts associate vice president and asks the question. The associate vice president contacts the director and asks the question. The director contacts the manager and asks the question.

The manager gets some staff member to write a report. The staff member stays all night to get that data. The staff member contacts the manager. The manager contacts the director. The director contacts the AVP. The AVP contacts the VP. The Vice president forgot why they wanted to know.

What I decided about three years ago is, I really need to know what is going on in my organization today without having to get somebody to go mine the data. I need to know at my finger tips what is going on. I need to know what is changing. I need to know what is out there. We have all this data. It’s not like they have to go make it up. It’s just finding it and then probably calculating it and reporting it. And guess what? Computers do that really, really well.

What are we really talking about? When we talk about business intelligence and making decisions, we sometimes think of business intelligence tools as honking – I think in Texas I can use a word like “honking,” don’t you? Honking expensive complicated applications. The big things that help us get answers.

But really what we need is agile, easy to use software such as InetSoft's. We needed a way to make decisions quickly based on facts that I knew. It doesn’t have to be those big honking expensive applications.

View live interactive examples in InetSoft's dashboard and visualization gallery.

You might have the data in all different places, as we do. We had it in our call tracking systems. We have it in systems management. We have it in ACD systems. Telephone systems, all kinds of places. So we know it’s all there. But we need to collect it and mash it up like you can do very powerfully with InetSoft's software.

The point is you want to be able to understand when something is changing. That is really what a dashboard is for. If it’s not broken, don’t fix it. And you need to make sure that it really is changing and not just a little blip on the radar.

If any of you had a manufacturing experience, you might recognize this from statistical process control in manufacturing that was popular 15 or 20 years ago. To try to measure, to see when things are changing, you really take data points every 5 pieces of manufacturing.

How Is Business Intelligence Used in the Astronomy Department?

Business Intelligence (BI) may not immediately seem like a natural fit for the field of astronomy, which is traditionally associated with scientific research rather than business operations. However, BI tools can be incredibly valuable in astronomy departments, particularly when managing large datasets, optimizing research workflows, improving resource allocation, and enhancing collaboration. Here's how BI is applied in the context of astronomy:

1. Managing Big Data from Observations

Astronomy generates enormous amounts of data from telescopes, satellites, and observatories. BI tools are essential for managing, visualizing, and analyzing this data in a way that helps scientists identify patterns, trends, and insights that might otherwise be hidden. With the advent of projects like the Square Kilometre Array (SKA) and space-based observatories like the Hubble Space Telescope, data storage and analysis have become major challenges.

BI tools help to:

• Aggregate data from various sources into centralized dashboards.
• Visualize trends in celestial phenomena, enabling astronomers to spot patterns in star formation, galactic movements, or cosmic background radiation.
• Optimize data processing pipelines, helping departments manage the vast amount of data generated, filtering relevant information and streamlining analysis workflows.

Example:

Astronomers working on a survey of exoplanets might use a BI dashboard to track data from multiple observatories worldwide, visualizing which instruments are operational and the status of each dataset. This could help in correlating observations and automating reporting on anomalies or discoveries.

2. Project Management and Resource Allocation

Astronomy departments often manage multiple research projects simultaneously, each requiring access to telescopes, supercomputers, and other expensive resources. BI tools can streamline project management by helping administrators allocate resources efficiently, track project progress, and identify areas where improvements are needed.

Key BI applications include:

• Tracking resource usage, such as telescope time, computing power, or funding allocations, to ensure that these are used efficiently.
• Monitoring research progress, enabling departments to manage timelines, track milestones, and ensure that all projects are on schedule.
• Optimizing budgets and funding distribution, particularly for large-scale, multi-year projects that rely on external grants or institutional support.

Example:

An astronomy department running multiple observational campaigns might use BI tools to manage telescope time across various projects. The system could visualize scheduling conflicts, resource usage trends, and budget allocations, enabling the department to make informed decisions about prioritizing certain observations or projects.

3. Enhancing Collaboration and Data Sharing

Astronomy is a highly collaborative field, often involving international teams of researchers, students, and institutions. BI tools can improve communication and collaboration by centralizing data access and enabling team members to share insights, reports, and findings in real-time.

BI platforms can:

• Enable collaborative data analysis by creating centralized repositories where astronomers can upload, share, and compare observational data.
• Automate reporting on research progress, allowing scientists to focus on their work rather than administrative tasks.
• Facilitate interdisciplinary collaboration by making data accessible to astrophysicists, cosmologists, and other related fields.

Example:

Researchers working on gravitational wave detection might use a BI platform to upload data from various detectors, visualize key trends, and collaboratively analyze results. BI tools can track contributions from different institutions and ensure that all collaborators have access to the most up-to-date information.

4. Optimizing Research Pipelines and Workflow Automation

Astronomy research often involves long and complex workflows, from data collection to analysis, modeling, and publication. BI tools can optimize these workflows by automating repetitive tasks, streamlining data processing, and providing visual insights into research pipelines.

BI applications for workflow optimization include:

• Automating data ingestion and preprocessing, which can save astronomers time by filtering and cleaning data as it's collected.
• Tracking data analysis workflows, providing insights into where bottlenecks occur and which processes can be improved.
• Optimizing publication and peer-review workflows, particularly in large teams where multiple drafts, datasets, and analyses need to be coordinated.

Example:

An astronomy team studying black holes might automate their data processing pipeline using BI tools. Data from observatories would be automatically ingested, preprocessed, and analyzed, while the system tracks the progress of different stages of the research and visualizes results.

5. Data-Driven Decision Making for Department Operations

At an administrative level, BI tools help astronomy departments manage day-to-day operations. This includes tracking student and staff performance, allocating research funding, and managing facilities. BI-driven analytics allow department heads to make data-backed decisions about staffing, resource management, and long-term planning.

BI in department operations can:

• Track research output, such as the number of publications, citations, and grant applications over time, helping department heads identify high-performing areas.
• Analyze student performance, particularly for astronomy programs that rely on research contributions from graduate students.
• Optimize facility management, such as scheduling telescope or laboratory usage efficiently.

Example:

An astronomy department may use BI tools to track which researchers are generating the most publications, receiving the most grant funding, or making the most progress on key projects. This helps in making decisions about funding allocation, promotions, or hiring.

6. Monitoring Funding and Grant Management

Astronomy departments, particularly in academic and research institutions, rely heavily on external funding from government grants, private foundations, and research institutions. BI can assist in managing these financial aspects by tracking which projects are funded, managing budgets, and monitoring the performance of grant-funded research.

Key uses include:

• Tracking grant applications, ensuring that the department meets deadlines and follows up on funding opportunities.
• Monitoring grant spending, ensuring compliance with funding requirements and maximizing the use of available resources.
• Analyzing return on investment (ROI), particularly in terms of research output, publications, and discoveries relative to the funding received.

Example:

A department might use BI dashboards to track spending across multiple grant-funded projects. This allows administrators to ensure that funds are used appropriately, meet deadlines for reporting, and identify which grants are producing the most valuable results.

7. Visualizing Research Findings for Public Outreach

Public outreach and education are key components of many astronomy departments. BI tools can be used to create engaging visualizations of complex astronomical data that are accessible to the general public, students, and educators. By turning raw data into interactive charts, graphs, or even immersive experiences, BI helps astronomy departments engage with non-expert audiences.

Example:

An astronomy department could create an interactive BI dashboard that allows the public to explore recent data on exoplanet discoveries. The platform could visualize the size, distance, and potential habitability of different exoplanets, making it easier for non-experts to understand the data.