OsloMet gets a comprehensive solution for business intelligence and performance management

In January 2018, Oslo Metropolitan University received university status, but it has been a university college for much longer than that. In fact, the university colleges that have now merged into OsloMet have been providing higher educations for several hundred years.

Challenge

  • Highly manual administration and poor overview and low data quality

Solution

  • Hypergene for strategic management, budgeting & forecasting, reporting & analysis, performance reporting and risk management

Result

  • A comprehensive solution for business intelligence and performance management, better overview, reliable data, less manual work, ability to create a completely new type of statistics

 

Challenge

With over 20,000 students, more than 2,000 employees, four research centers, just as many faculties and over 90 programs, from bachelor degrees to the six doctoral programs, OsloMet is today Norway’s third largest university. Even though the university is rooted in history, they are highly focused on being at the forefront when it comes to performance management, planning and digitization. To that end, they began probing the market in 2017 for a system solution that could help them take the next step.

OsloMet had a clear idea of how they want their business intelligence and performance management system to work. At the same time, they were stuck in Excel and Word, which led to low transparency and reliability, as well as lots of administration and manual routines. Instead, they wanted management to have access to the right information to make the right decisions. In addition, they wanted to be able to break down strategic goals to achieve a clear division of responsibilities. Exactly how they would transform this vision into a system solution was unclear, but it was clear that they needed new technical support for their control processes. The system would have to be able to deliver the university’s 20 most important KPIs, which are retrieved from a variety of data sources. It would also need to have process support for strategic management, long-term plans and action plans, budget support, project portfolio management and risk management.

“We can’t imagine going back to how things were with all the Excel files and Word documents we used to send around,” said Idun Thorvaldsen, Head of Section for Corporate Performance Management at OsloMet, about the introduction of Hypergene.

Solution

The system solution from Hypergene is comprehensive and supports strategic management, budgeting & forecasting, reporting & analysis, performance reporting and risk management. The solution employs multi-system integrations, including the UBW ERP system, the SAP HR system, the national research information system (where they retrieve data from publications), as well as the student system. All data is stored in Hypergene’s proprietary data warehouse. Then, the workflow engine – the heart of the system – manages sorting and assigning permissions, what data is sent to whom and who has permission to see which tasks. 

The solution also includes support for working with performance management, action plans, annual cycle (YearWheel) with operational tasks and risk management. In addition, OsloMet will be using Hypergene for both tertiary reports, annual reports and quality audits, as well as for long-term budgeting, annual budgets, forecasting and portfolio management.

Among the users of the system are both managers and administrative staff. In addition, each unit has its own superuser. The feedback from users has been very positive and Hypergene has received praise for being intuitive and user-friendly. In other words, the system is easy to learn, it’s easy to find the right information and it saves time because the system response time is so short. According to Idun Thorvaldsen, users are constantly asking for more information as they begin to realize the potential of the system.

Results

“Now we have gathered relevant information in one place, which is in line with how we want to work, and we are constantly increasing the amount of information available in the management portal. Hypergene is really making a big difference for the managers in our organization and is a great tool in our work to achieve our performance management goals,” says Idun Thorvaldsen.

A feature that she mentions specifically is the ability to break down and derive KPIs from the profit and loss statement, i.e. the system’s drill-down function. This feature allows you to analyze each KPI, account, or expense item, and derive where a certain cost or number comes from. This may be a budget unit, classification level or project level. If you are looking at an invoice, you can easily drill down to both the quote and the invoice. With a simple menu bar, the system also guides the user so that you can always keep track of where you are and what you are looking at.

Since Hypergene is able to produce and compile almost any information, OsloMet has built a report that categorizes and shows the number of employees in each faculty, which helps them track the distribution of personnel categories. Another example is the follow-up of exchange students. In 2019, OsloMet will be working on what it calls Strategy 2024 in Hypergene, where strategic plans are broken down into main goals, sub-goals and activities with responsibility at each level or task.

“Hypergene is an all-encompassing solution which meets our needs within business intelligence and performance management going forward,” concludes Idun Thorvaldsen.