General

What is the Controlling and Data Portal?

The Controlling and Data Portal is a comprehensive Business Intelligence System

for the University of Konstanz. The web-based portal allows for

systematic analysis, evaluation and illustration of data

in electronic format.

Why do I need the Controlling and Data Portal?

The Controlling and Data Portal allows you to collect web-based data

from all service areas of the university. The portal allows you,

for example, to retrieve aggregated data on student (bachelor, master, doctoral),

publication and funding numbers (including in

time series format). Beyond that, you have access to detailed reports that

Provide a structured overview of the contractual periods, project budgets

and available positions.

Which goals does the university have in utilising Business Intelligence?

The goal of the Business Intelligence System is to efficiently fulfill internal and external reporting requirements.

(E.g. monitoring reports on study and teaching, providing rankings,

reports for donors), and to reduce the growing workload for reporting tasks.

University employees who

are involved with internal and external decision-making, controlling, and/or

management responsibilities in their daily work, are supported by the availability and

usability of the data. This will significantly strengthen the strategic management of the university on all levels.

Who has access to the Controlling and Data Portal?

The portal is available to all all employees of the University of Konstanz as self-service BI, pursuant to its legal and user concepts.

Who is responsible for maintaining and supervising the Controlling and Data Portal?

The staff unit Controlling along with Communication, Information, Media Centre (KIM) are responsible for implementing the comprehensive Business Intelligence System at the University of Konstanz.

Access and login

How can I access the Controlling and Data Portal?

You need an up-to-date web browser (e.g. Firefox, Chrome, Safari) as well as a device with internet access (PC, laptop, tablet, smart phone) to use the Controlling and Data Portal Your device can then access the controlling and data portal under the following URL: www.controllingdaten.uni.kn

Due to security reasons, access to the portal is only available from your office computer on the internal university network . You can also log into the controlling and data portal from external sites with various devices (laptop, tablet, smart phone) and through different operating systems (Windows, iOS, Android, Linux). In this case, you will require a VPN-connection from the university (Cisco AnyConnect). For iOS, a specific App is available in the respective App store free of charge.

What is my user name and password?

All employees of the University of Konstanz can log into the controlling and data portal at any time by entering first name.last name and their email password.

The simultaneous login from more than one device is not possible due to security reasons. If this were to be attempted, you would receive notification that will allow you to discontinue the second connection to the portal. Please only use the controlling and data portal on devices that are configured to the security regulations of the university.

How can I change my password?

You can change your password using the IT Service Centre user account administration. Please take note, that changing your central password here will automatically change your password for other university services (e.g. SoGo).

Can I access the Controlling and Data Portal from outside the University Campus?

If you use the university’s VPN application (Cisco AnyConnect), you can also access the Controlling and Data Portal from locations outside the university campus network.

Can I access the Controlling and Data Portal using a Smart Phone or Tablet PC?

You can access the Controlling and Data Portal by opening your mobile device’s (laptop’s, tablet’s or smart phone’s) web browser (e.g. Chrome, Firefox, Safari) and entering the respective URL. www.controllingdaten.uni.kn. The portal is optimised for a variety of display sizes and adjusts automatically to fit the device.

It is even easier to use the portal with the applicable iOS  application which is available free of charge from the respective App Store. Simply enter the following connection information for the App in order to access the Controlling and Data Portal from a mobile device.

Connection name: Controllingdatenportal

User name: firstname.lastname

Password: *******

Server adress: https://www.controllingdaten.uni.kn

Organisation:

Connection Input: 10

Data origin and currency

Which operational systems provide data to the Controlling and Data Portal?

The analyses and reports in the controlling and data portal are based on data that is extracted from various operative feeder systems and then collected, stored, and prepared in the university's data warehouse.

Study and Teaching

  • Application Process: HISinOne APP (Division of Student Affairs)
  • Students: HIS SOS GX (Division of Student Affairs)
  • Examinations: HIS POS GX (Division of Student Affairs)
  • Incoming Exchange Students: HIS SOS GX (Division of Student Affairs)
  • Outgoing Exchange Students: Mobility Online (International Office)
  • Survey Results: EvaSys (Quality Management)

Research

  • Publications: KOPS (KIM)
  • Citations: Google Scholar, Web of Science, Microsoft Academic Search (Controlling)
  • Patents: wtt-it (Division of Financial Affairs)
  • Research Metadata: HIS LSF GX (KIM)

Promotion of Young Researchers

  • Doctoral Degrees: ProKon (Division of Student Affairs)
  • Habilitationen (Post-Doctoral Qualifications): HabilKon (Division of Student Affairs)
  • Number of Postdocs: HIS SVA GX (Human Resources Division)

Equal Opportunities

  • Appointment Processes: BV DB (Office for Equal Opportunity and Family Affairs)

Finances

  • General and Equipment Funding HIS FSV GX (Division of Financial Affairs)
  • Cost Accounting: HIS COB GX (Division of Financial Affairs)

Human Resources

  • Positions and Personnel: HIS SVA GX (Human Resources Division)

Infrastructure

  • Rooms and Space: MORADA (Facility Management)

How recent is the available data?

The data available from the Controlling and Data Portal is updated each night through the operative feeder systems. The information available today reflects the data collected during the update from the previous day. Only the citation data for KOPS publications from Google Scholar, Web of Science and Microsoft Academic Search are updated on a quarterly basis.

Who can I contact, if I have questions about a specific topic?

In addition to the Controlling team, you can also contact certain individuals in the relevant divisions with questions on a specific topic:

Study and Teaching

  • Application Process: Thomas Piekorz (Division of Student Affairs)
  • Students: Thomas Piekorz (Division of Student Affairs)
  • Examinations: Thomas Piekorz (Division of Student Affairs)
  • Incoming Exchange Students: Ursula Lindel (International Office)
  • Outgoing Exchange Students: Ursula Lindel (International Office)
  • Survey Results: Hanja Blendin and Johanna Vogt (Quality Management)

Research

  • Publications: Susanne Bohner (KIM)
  • Citations: Monika May (KIM)
  • Patents: Mark Höper (Division of Financial Affairs)
  • Research Metadata: Stefanie Preuß (Research Support)

Promotion of Young Researchers

  • Doctoral Degrees: Thomas Piekorz (Division of Student Affairs)
  • Habilitationen (Post-Doctoral Qualifications): Thomas Piekorz (Division of Student Affairs)
  • Number of Postdocs: Catherine Lawal (Human Resources Division)

Equal Opportunities

  • Percentage of Women: Tanja Edelhaeusser (Office for Equal Opportunity and Family Affairs)

Finances

  • Budget Resources: Petra Walk (Division of Financial Affairs)
  • Third-party Funding: Project Administration Team (Division of Financial Affairs)
  • Cost Accounting: Judith Luedeke (Division of Financial Affairs)

Human Resources

  • Positions and Personnel: Catherine Lawal (Human Resources Division)

Infrastructure

  • Rooms and Space: Tobias Neth (Facility Management)

Help and support

Can I access data in the Controlling and Data Portal quickly and easily without having any prior experience?

The controlling and data portal offers you comfortable and user friendly access to relevant data for university management purposes. Many of its basic functions are intuitive and easy to understand. The first time you access the Controlling and Data Portal, we recommend you refer to our Quick Reference Instructions, as you take your first steps. In addition, more detailed help and background information are available in our Glossary and Handbook. You can get to know the whole palette of possibilities the Controlling and Data Portal has to offer by taking part in a the university continuing education programme accessible on the “Operating Procedures and Internal Know-How” section of the website.

Is there an online course I can take to get to know the Controlling and Data Portal in a few quick steps?

You can take a brief orientation tour that will provide you with a quick overview of the most important functions and content of the controlling and data portal. Once you log-in, the orientation storyboard is available by entering “Willkommen” into the “Search” box at the top right of the page and then clicking on the search button (magnifying glass). You may then click to open the (German) orientation tour „Willkommen im Datenportal“.

How can I learn more about how to best use the Controlling and Data Portal?

University of Konstanz employees have access to a variety of help information, training programmes and background information, in order to learn how to use the Controlling and Data Portal.

  • The simplified Quick Reference Instructions offer users well-structured assistance with getting started on the Controlling and Data Portal.
  • The Glossary explains important key figures as well as report subjects and filters.
  • The manufacturer’s own Wiki is available in English and provides a well-structured overview of all the Controlling and Data Portal’s functions. This web-based handbook also includes a large number of screen shots and short instructional videos.
  • Taking part in a personalised training programme can give you the best overview of the many different functions and content available in the Controlling and Data Portal. For this reason Controlling offers multiple introductory and advanced courses in small groups within the University of Konstanz's continuing education programme each semester. While the two-hour long introductory course provides a solid overview of the various analysis techniques and contents, the one-hour advanced course offers participants a deeper look into specific report areas (e.g. Personnel and Positions). You can easily register at no cost to you for the individual courses via the continuing education programme website in the section on Operating Procedures and Internal Know-How.

Which continuing education courses can I participate in?

Controlling offers multiple introductory and advanced courses in small groups within the University of Konstanz's continuing education programme each semester. While the two-hour long introductory course provides a solid overview of the various analysis techniques and contents, the one-hour advanced course offers participants a deeper look into specific report areas (e.g. Personnel and Positions). You can easily register at no cost to you for the individual courses via the continuing education programme website in the section on Operating Procedures and Internal Know-How.

I have questions or problems: who can I contact?

The team of the staff unit Controlling will be glad to answer any questions you may have. If you have questions about the Controlling and Data Portal, please contact Sebastian Vogt (Phone: +49 7531 88-3483).

You can also contact the entire portal team via email with any questions or technical problems you may have: controlling-support@uni-konstanz.de

Security and data protection

How is the data available in the Controlling and Data Portal protected from theft?

The data in the Controlling and Data Portal is sometimes of a sensitive nature and are thus protected by a range of technical and conceptional measures from being accessed by external users. An IT security company confirmed the very high level of security by using a penetration test. Within the portal, sensitive data are additionally protected by assigning user based access privileges, which can, however, be transferred to authorised users upon request. The security concept for the Controlling and Data Portal is constantly being updated by the security representative at the Communications, Information, Media Centre (KIM) in order to be able to respond to current threats.

Which security regulations do I need to follow when accessing the Controlling and Data Portal?

The data accessed on the Controlling and Data Portal is only as secure as the device used to access them. For this reason, please only use the portal on devices that are configured to the security regulations of the university.

Which data is collected when I use the Controlling and Data Portal?

We take the protection of your personal information very seriously. We, therefore, only process the personal information that is collected when you visit the Controlling and Data Portal in accordance with current data protection regulations. Details are available in the Controlling and Data Portal’s privacy policy.

Why can’t I access certain reports?

Certain reports are only accessible if you have special access privileges (e.g. for human resources information). Upon REQUEST, the access privileges can be assigned to you quickly and easily once your application has been approved. The following thematic reports currently require special access privileges:

  • Human Resources (individual data)
  • Human Resources (aggregate data)
  • Doctoral Degrees Awarded (individual data)

Why can I not create my own reports?

In the standard role of “report consumer” you are only allowed to view reports, dashboards and storyboards. If you would like to be assigned the role of “report designer”, please contact Sebastian Vogt (+49 7531 88 -3483) or the Controlling team (controlling-support@uni-konstanz.de).

Feedback and requests

How can I give the Controlling team feedback, ideas or feedback?

Please take advantage of the possibility to provide the Controlling team with feedback on all aspects of the controlling and data portal (usability, reports, data, needs, problems) via phone or email. Please contact Sebastian Vogt (Phone: +49 7531 88-3483) or controlling-support@uni-konstanz.de.

How can I report technical errors or mistakes in content?

To report errors to the responsible individuals, simply use the comments function accessible directly from the reports that is included in the Controlling and Data Portal. You can comment on a report by clicking on the speech bubble on the right hand side of the user interface. Your current filter settings will also be included in the comment. Please also include the correct contact information, so your message will reach the right person. If you are unsure who to contact, simply send your comment to Sebastian Vogt (Phone: +49 7531 88-3483).

Is there a newsletter that informs users regularly about relevant new developments in the Controlling and Data Portal?

You will automatically be included in the Controlling-News mailing list after logging on to the portal for the first time. This mailing list informs you about planned maintenance work, training courses, new reports and functions.