2Contents Introduction and Training Objectives Brio Products Overview Brio Portal and Brio Insight OverviewBrio Portal Username and PasswordDatabase Username and PasswordInformation SharingData AccessSecurity SummarySecurity DetailsExecutive Dashboard OverviewPublished BQYsDataStar SchemasMeta Topics – Simplified Data AccessOLM Fact Definitions and UsageBrio EssentialsData Warehouse Team Contacts
3Training ObjectivesThe goal of the session is to provide attendees with a basic understanding of data within the Finance Data Mart.Upon completion of the training, attendees should be able to perform the following tasks:Download the Brio Insight plug-inRetrieve and analyze data from published BQYsCreate their own queries from Brio meta topics and star schemas
4Brio Products Overview Brio Desktop User (i.e., Brio Explorer, or Designer)Data WarehouseConnects to the DW without PortalBrio PortalFinance Data MartPosition Control Data MartPortal and Insight are also available to Desktop users via the WebBrio Insight UserOther Data MartsBrio InsightWebFolders, Published Documents, Personalized Content, DashboardsConnects to the DW with Insight and Portal via the WebEach user will have separate Portal and database usernames and passwords. The Portal login provides the user with access to published content based on a security profile. The database login is necessary to extract data from the Data Warehouse.
5Brio Portal and Brio Insight Overview Allows users to access published documents (e.g., BQYs, Brio manuals, training documents) and personalize their contentBrio Insight:Web-based query, analysis, and reporting tool available via Brio PortalBrio Insight is a browser plug-in that allows users to extract, analyze, and report on data from the Data Warehouse
6Brio Portal and Brio Insight Overview Getting started with Portal and Insight:The link below brings you to a document that provides detailed instructions for accessing Brio Portal and downloading Brio Insight
7Brio Portal Username and Password The Data Warehouse team will provide you with a Portal username and passwordChange your Portal password after your initial login:The link below brings you to a document that provides detailed instructions for changing your Portal password:
8Database Username and Password The Data Warehouse team will provide you with a database username and passwordChange your database password after your initial login:The link below brings you to a document that provides detailed instructions for changing your database password:
9Information Sharing Insight User Insight User Explorer, Designer User A BQY document created and saved with Insight is compatible with Explorer and DesignerExplorer, Designer UserExplorer, Designer UserA BQY document created and saved with Explorer or Designer is not compatible with Insight.To share with Insight users, desktop users should export results to Excel or use Insight to create a BQY document that can be shared.BQY documents can be ed or placed in a shared directory. A BQY document that is frequently used by multiple users may also be published to the Portal. Contact the DW team for publishing guidelines.
10Data Access - Overview High Cabinet, Deans, Department Chairs, Center DirectorsDepartment Financial ManagersFinance Administration,Portfolio Financial ManagersHigh
11Data Access - Security Summary Portal security via user id and passwordBrio documents secured based on user role and profileData secured based on user role and profile
12Data Access – Security Details Data Base security applies to all individuals given either direct access to the warehoused data or given permissions to process Brio dynamic reportsFinancial Managers and the Management of Organizations will have access to the warehoused Financial data based on the following criteria:All financials posted against that OrganizationAll funds listing that Organization as a home OrganizationAll funds listing the PI (or the Financial Manager) associated with that Org as Fund Financial Manager. (This resolves the Multi-disciplinary issue)All funds and orgs listing that Org as a predecessor in either one of the above three cases.Administrative role: Individuals may be granted access to additional funds and orgs based on their needs and their role within Rensselaer.
13Executive Dashboard Overview Accessed via the PortalHigh-level, graphical views of Portfolio-specific dataDesigned primarily for executive use, though available to other users as wellCurrently, there are two dashboards:Financial AnalysisResearch and GrantsComprised of monthly summary data, refreshed periodically
14Executive Dashboard Overview At the portfolio level, we pre-populate the dashboards with dataAt the Department level, users must process to see data:To process each dashboard, it is currently necessary to login (with a database password) more than once. This is because there is more than one query in each dashboard.
15Published BQYsThere are several pre-built Brio Insight documents (i.e., BQYs) available on the Portal for Finance Data Mart users.To find them, click on the Browse tab in the Portal and navigate to the Finance Data Mart folder within the Data Warehouse folder.Click on a document to open it and Insight starts automatically.
16Published BQYsPublished Insight BQYs were developed by members of Finance and the DW team. They reflect our estimation of what users want to see.Publishing BQYs is an ongoing process. As the rollout progresses, publishing will be more user-driven.
17Published BQYs Subscribe Document Title Description SmartCut Date PublishedBrio Document Access Privilege
18Published BQYs Brio Document Privileges Data Model and Query The highest privilege level with abilities to see the table catalog, build queries, process, and analyze (i.e., drill)Query and AnalyzeAble to query (i.e., add new fields), process, and drillAnalyze and ProcessHas the ability to process and drillAnalyzeAble to drill into existing data, but not processView and ProcessHas the ability to process (i.e., refresh) static dataViewThe basic privilege level with static views only
20Data: Star SchemasIn the Data Warehouse, data is organized in Star SchemasStar Schemas are:Intuitive for developers and end-usersDesigned for analysis and efficient performance
21Data: Star SchemasDefinition: A Star Schema is comprised of one Fact table joined to one or more Dimension tables through Key fields
22Data: Star SchemasA Star Schema is comprised of one Fact table joined to one or more Dimension tables through Key fieldsJoin: A link between a fact table and a dimension table.Key: A numeric field that identifies rows in fact and dimension tables.Dimension Table: A table that describes the facts (e.g., expenditures by fund, account, etc.).Fact Table: The central table in a Star Schema. It contains numeric performance measurements, i.e., facts. For example, revenue, expenditure, and encumbrance amounts are facts.
23Data: Star Schemas The Finance Data Mart contains 5 Star Schemas GLM: General Ledger Monthly summaryOLM: Operational Ledger Monthly summaryOLT:Operating Ledger Transactions detail – ActualsOperating Ledger Transactions detail – BudgetsOperating Ledger Transactions detail – CommitmentsExtensive information about the Data Warehouse and Star Schemas is available at:
24Finance Data Mart Tables Data: Star SchemasFinance Data Mart TablesEach table name includes a three-character acronym (GLM, OLM, OLT) that describes which Star Schema it belongs to. In addition, table names include the words FACT or DIM (dimension) to indicate what kind of table it is.GLM: General Ledger Monthly summaryOLM: Operational Ledger Monthly summaryOLT: Operational Ledger Transaction details
25Data: Star Schemas - Big Picture Finance Data Mart TablesData mart tables are the building blocks of Star Schemas.A Data Mart contains data tables from a single business process, e.g., Finance.A Data Warehouse is a centralized repository where operational data is arranged for query, analysis, and ease-of-use. A Data Warehouse is comprised of one or more Data Marts
26Data: Meta TopicsMeta TopicA Meta Topic is a simplified display of a Star Schema.Star SchemaFact and Dimension tables are rolled into one table where the fields are separated by category headings. Generally, a Meta Topic will contain a subset of the important items for analysis.
27Data: OLM Fact Definitions and Usage Schema / Meta TopicFactDefinitionUsageOLMAnnual Budget AmountAnnual budget amounts submitted to the Budget office as the full funds budget for the fiscal year. In the case of all research, endowment income, gift and designated funds, the amount expected to be spent within the fiscal year.Comparison by fiscal years; comparison against expenditures and commitmentsProject YTD Revenue Budget AmountPrimarily used by finance administration to hold the anticipated revenue budget for the fund.Not used by campus, only finance administration.Project YTD Budget AmountRepresents the prior year ending balance plus any current YTD budget changes.Budget vs. Expenditures by fund for a fiscal year.Project ITD Revenue Budget AmountPrimarily used by finance administration to hold the cumulative revenue budget for the fund.
28Data: OLM Fact Definitions and Usage Schema / Meta TopicFactDefinitionUsageOLMProject ITD Budget AmountRepresents cumulative expense budget over the life of a project.Budget vs. Expenditures by fund over the life of the fund. Do NOT use for unrestricted fundsRevenueRecognized income prior to deductions.Comparative analysisExpenditure AmountA payment, or the promise of a future paymentTransfer AmountAmount moved between fundsTransfers function similar to expendituresEncumbrance AmountRepresents requisition amounts that have been turned into purchase orders, and any other actual and/or anticipated commitments of funds (e.g., tuition encumbrance against research funds)Commitment AmountRepresents the sum of Reservation & Encumbrance Amounts.
29Data: OLM Fact Definitions and Usage Schema / Meta TopicFactDefinitionUsageOLMITD Reservation AmountRepresents amounts reserved to be spent (i.e. purchase requisitions) over the life of the fundComparative analysisITD Encumbrance AmountRepresents requisition amounts that have been turned into purchase orders and any other actual and anticipated commitments of funds (e.g. tuition encumbrance against research funds) over the life of the fund.ITD Commitment AmountRepresents the sum of Reservation & Encumbrance Amounts over the life of the fund.
30Data: Brio Essentials Data Functions on Numeric Facts: You must either use a data function like Sum, OR change the data type to Real.The default data type is Automatic, however, there is a Brio bug that causes nulls to be returned instead of valid data.Right-click on a request line item to add a data functionUse the Item Properties to change the data type
31DW Team: Contact InformationData Warehouse team contacts:Keith Cushing (Brio training, data analysis)Phone:Christa Wilary (Brio installations, user setup)Phone:User CommunityHelp, Issues, Changes, etc…