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California State College Chancellor’s Workplace reduces value and improves effectivity utilizing Amazon QuickSight for streamlined HR reporting in larger training


The California State College Chancellor’s Workplace (CSUCO) sits on the heart of America’s most important and numerous 4-year universities. The California State College (CSU) serves roughly 477,000 college students and employs greater than 55,000 employees and school members throughout 23 universities and seven off-campus facilities. The CSU supplies college students with alternatives to develop intellectually and personally, and to contribute again to the communities all through California. For this massive group, managing a large system of campuses whereas sustaining the decentralized autonomy of every is essential. In 2019, they wanted a extremely safe device to streamline the method of pulling HR knowledge. The CSU had been utilizing a legacy central knowledge warehouse based mostly on knowledge from their monetary system, but it surely lacked the robustness to maintain up with fashionable know-how. This wasn’t going to work for his or her HR reporting wants.

On the lookout for a device to match the cloud-based infrastructure of their different operations, the Enterprise Intelligence and Knowledge Operations (BI/DO) crew inside the Chancellor’s Workplace selected Amazon QuickSight, a quick, easy-to-use, cloud-powered enterprise analytics service that makes it simple for all staff inside a corporation to construct visualizations, carry out advert hoc evaluation, and shortly get enterprise insights from their knowledge, any time, on any machine. The crew makes use of QuickSight to arrange HR info throughout the CSU, implementing a centralized safety system.

“It’s simple to make use of, very easy, and comparatively intuitive. Once you couple the expertise of utilizing QuickSight, with an enormous value distinction to [the BI platform we had been using], to me, it’s a easy alternative,”

– Andy Sydnor, Director Enterprise Intelligence and Knowledge Operations on the CSUCO.

With QuickSight, the crew has the aptitude to harness safety measures and ship knowledge insights effectively throughout their campuses.

On this publish, we share how the CSUCO makes use of QuickSight to scale back value and enhance effectivity of their HR reporting.

Delivering BI insights throughout the CSU’s 23 universities

The CSUCO serves the college system’s school, college students, and employees by overseeing operations in a number of areas, together with finance, HR, pupil info, and house and amenities. Since migrating to QuickSight in 2019, the crew has constructed dashboards to help these operations. Dashboards embody COVID-related leaves of absence, historic monetary reviews, and worker coaching knowledge, together with a big collection of dashboards to trace worker knowledge at a person campus degree or from a system-wide perspective.

The crew created a course of for studying safety roles from the ERP system after which translating them utilizing QuickSight teams for inside HR reporting. QuickSight allowed them to match safety measures with the advantages of low upkeep and familiarity to their end-users.

With QuickSight, the CSUCO is ready to run a decentralized safety course of the place campus safety groups can provision entry straight and customers can get to their knowledge sooner. Earlier than transitioning to QuickSight, the BI/DO crew spent hours attempting to get to particular individual-level knowledge, however with QuickSight, the retrieval time was shortened to simply minutes. For the primary time, Sydnor and his crew have been in a position to pinpoint a selected worker’s work historical past with out having to take further actions to search out the precise knowledge they wanted.

Value financial savings in comparison with different BI instruments

Sydnor shares that, for a public group, one of the vital enticing qualities of QuickSight is the immense value financial savings. The BI/DO crew on the Chancellor’s Workplace estimates that they’re saving roughly 40% on prices since switching from their earlier BI platform, which is a large profit for a public group of this scale. Their earlier BI device was costing them in depth quantities of cash on licensing for options they didn’t require; the CSUCO felt they weren’t getting one of the best use of their funding.

The performance of QuickSight to satisfy their reporting wants at an reasonably priced value level is what makes QuickSight the CSUCO’s most well-liked BI reporting device. Sydnor likes that with QuickSight, “we don’t need to exit and purchase a subscription or a license for any individual, we are able to simply provision entry. It’s a lot simpler to distribute the product.” QuickSight permits the CSUCO to focus their funds in different areas slightly than having to pay for prices by rare customers.

Easy and intuitive interface

Getting began in QuickSight was a no brainer for Sydnor and his crew. As a public group, the procurement course of may be cumbersome, thereby slowing down invaluable time for placing their knowledge to motion. As an current AWS buyer, the CSUCO might seamlessly combine QuickSight into their package deal of AWS companies. A problem they have been operating into with different BI instruments was encountering roadblocks to establishing the system, which wasn’t a problem with QuickSight, as a result of it’s a totally managed service that doesn’t require deploying any servers.

The next screenshot exhibits an instance of the CSUCO safety audit dashboard.

example of the CSUCO security audit dashboard.

Sydnor tells us, “Our earlier BI device had an enormous library of visualization, however we don’t want 95% of these. Our shows look nice with the breadth of visuals QuickSight supplies. Most individuals simply need the information and in the end, want a strong car to get knowledge out of a database and onto a desk or visualization.”

Changing from their unique BI device to QuickSight was painless for his crew. Sydnor tells us that he has “but to see one thing we are able to’t do with QuickSight.” One in all Sydnor’s staff who was a consumer of the earlier device discovered QuickSight in simply half-hour. Now, they conduct QuickSight demos on a regular basis.

Trying to the longer term: Increasing BI integration and adopting Amazon QuickSight Q

With QuickSight, the Chancellor’s Workplace goals to roll out extra HR dashboards throughout its campuses and lengthen the device for school use within the classroom. Within the upcoming yr, two campuses are becoming a member of CSUCO in constructing their very own HR reporting dashboards by way of QuickSight. The group can also be planning to make use of QuickSight to report on pupil knowledge and implement external-facing dashboards. A few of the knowledge factors they’re excited to discover are insights into at-risk college students and classroom scheduling on campus.

Pondering forward, CSUCO is contemplating Amazon QuickSight Q, a machine learning-powered pure language functionality that provides anybody in a corporation the power to ask enterprise questions in pure language and obtain correct solutions with related visualizations. Sydnor says, “How cool would that be if professors might go in and ask easy, easy questions like, ‘What number of of my division’s college students are taking full course masses this semester?’ It has loads of potential.”

Abstract

The CSUCO is worked up to be a champion of QuickSight within the CSU, and are on the lookout for methods to extend its implementation throughout their group sooner or later.

To be taught extra, go to the web site for the California State College Chancellor’s Workplace. For extra on QuickSight, go to the Amazon QuickSight product web page, or browse different Massive Knowledge Weblog posts that includes QuickSight.


Concerning the authors

Madi Hsieh, AWS 2022 Summer time Intern, UCLA.

Tina Kelleher, Program Supervisor at AWS.

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