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Data Warehouse Finance Data Mart Data Training January, 2003.

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Presentation on theme: "Data Warehouse Finance Data Mart Data Training January, 2003."— Presentation transcript:

1 Data Warehouse Finance Data Mart Data Training January, 2003

2 2 Contents Introduction and Training Objectives Introduction and Training Objectives Brio Products Overview Brio Products Overview Brio Portal and Brio Insight Overview Brio Portal and Brio Insight Overview Brio Portal Username and Password Brio Portal Username and Password Database Username and Password Database Username and Password Information Sharing Information Sharing Data Access Data Access Security Summary Security Summary Security Details Security Details Executive Dashboard Overview Executive Dashboard Overview Published BQYs Published BQYs Data Data Star Schemas Star Schemas Meta Topics – Simplified Data Access Meta Topics – Simplified Data Access OLM Fact Definitions and Usage OLM Fact Definitions and Usage Brio Essentials Brio Essentials Data Warehouse Team Contacts Data Warehouse Team Contacts

3 3 Training Objectives The goal of the session is to provide attendees with a basic understanding of data within the Finance Data Mart. The 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: Upon completion of the training, attendees should be able to perform the following tasks: Download the Brio Insight plug-in Download the Brio Insight plug-in Retrieve and analyze data from published BQYs Retrieve and analyze data from published BQYs Create their own queries from Brio meta topics and star schemas Create their own queries from Brio meta topics and star schemas

4 4 Brio Products Overview Brio Portal Data Warehouse Folders, Published Documents, Personalized Content, Dashboards Brio Insight Each 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. WebConnects to the DW without Portal Brio Insight User Brio Desktop User (i.e., Brio Explorer, or Designer) Connects to the DW with Insight and Portal via the Web Portal and Insight are also available to Desktop users via the Web Finance Data Mart Other Data Marts Position Control Data Mart

5 5 Brio Portal and Brio Insight Overview Brio Portal: Brio Portal: Allows users to access published documents (e.g., BQYs, Brio manuals, training documents) and personalize their content Allows users to access published documents (e.g., BQYs, Brio manuals, training documents) and personalize their content Brio Insight: Brio Insight: Web-based query, analysis, and reporting tool available via Brio Portal Web-based query, analysis, and reporting tool available via Brio Portal Brio Insight is a browser plug-in that allows users to extract, analyze, and report on data from the Data Warehouse Brio Insight is a browser plug-in that allows users to extract, analyze, and report on data from the Data Warehouse

6 6 Brio Portal and Brio Insight Overview Getting started with Portal and Insight: 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 The link below brings you to a document that provides detailed instructions for accessing Brio Portal and downloading Brio Insight

7 7 Brio Portal Username and Password The Data Warehouse team will provide you with a Portal username and password The Data Warehouse team will provide you with a Portal username and password Change your Portal password after your initial login: Change your Portal password after your initial login: The link below brings you to a document that provides detailed instructions for changing your Portal password: The link below brings you to a document that provides detailed instructions for changing your Portal password:

8 8 Database Username and Password The Data Warehouse team will provide you with a database username and password The Data Warehouse team will provide you with a database username and password Change your database password after your initial login: Change your database password after your initial login: The link below brings you to a document that provides detailed instructions for changing your database password: The link below brings you to a document that provides detailed instructions for changing your database password:

9 9 Information Sharing Insight User 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. Explorer, Designer User Insight User Explorer, Designer User A BQY document created and saved with Insight is compatible with Explorer and Designer A 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.

10 10 Data Access - Overview EIS Dashboards Published BQYs (including meta topics and star schemas) Data Warehouse Tables Training Low Cabinet, Deans, Department Chairs, Center Directors Department Financial Managers Finance Administration, Portfolio Financial Managers High

11 11 Data Access - Security Summary Portal security via user id and password Portal security via user id and password Brio documents secured based on user role and profile Brio documents secured based on user role and profile Data secured based on user role and profile Data secured based on user role and profile

12 12 Data 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 reports Data Base security applies to all individuals given either direct access to the warehoused data or given permissions to process Brio dynamic reports Financial Managers and the Management of Organizations will have access to the warehoused Financial data based on the following criteria: Financial Managers and the Management of Organizations will have access to the warehoused Financial data based on the following criteria: All financials posted against that Organization All financials posted against that Organization All funds listing that Organization as a home Organization All funds listing that Organization as a home Organization All funds listing the PI (or the Financial Manager) associated with that Org as Fund Financial Manager. (This resolves the Multi- disciplinary issue) All 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. 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. Administrative role: Individuals may be granted access to additional funds and orgs based on their needs and their role within Rensselaer.

13 13 Executive Dashboard Overview Accessed via the Portal Accessed via the Portal High-level, graphical views of Portfolio-specific data High-level, graphical views of Portfolio-specific data Designed primarily for executive use, though available to other users as well Designed primarily for executive use, though available to other users as well Currently, there are two dashboards: Currently, there are two dashboards: Financial Analysis Financial Analysis Research and Grants Research and Grants Comprised of monthly summary data, refreshed periodically Comprised of monthly summary data, refreshed periodically

14 14 Executive Dashboard Overview At the portfolio level, we pre-populate the dashboards with data At the portfolio level, we pre-populate the dashboards with data At the Department level, users must process to see data: At 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. 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.

15 15 Published BQYs There 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.

16 16 Published BQYs Published 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.

17 17 Published BQYs Document Title Description Subscribe SmartCut Date Published Brio Document Access Privilege

18 18 Published BQYs Brio Document Privileges Data Model and Query Data Model and Query The highest privilege level with abilities to see the table catalog, build queries, process, and analyze (i.e., drill) The highest privilege level with abilities to see the table catalog, build queries, process, and analyze (i.e., drill) Query and Analyze Query and Analyze Able to query (i.e., add new fields), process, and drill Able to query (i.e., add new fields), process, and drill Analyze and Process Analyze and Process Has the ability to process and drill Has the ability to process and drill Analyze Analyze Able to drill into existing data, but not process Able to drill into existing data, but not process View and Process View and Process Has the ability to process (i.e., refresh) static data Has the ability to process (i.e., refresh) static data View View The basic privilege level with static views only The basic privilege level with static views only

19 19 Published BQYs Brio Document Section Naming Standards: EIS: Executive Information System EIS: Executive Information System Q: Query Q: Query R: Results R: Results P: Pivot Table P: Pivot Table C: Chart C: Chart RPT: Report RPT: Report

20 20 Data: Star Schemas In the Data Warehouse, data is organized in Star Schemas In the Data Warehouse, data is organized in Star Schemas Star Schemas are: Star Schemas are: Intuitive for developers and end-users Intuitive for developers and end-users Designed for analysis and efficient performance Designed for analysis and efficient performance

21 21 Data: Star Schemas Definition: A Star Schema is comprised of one Fact table joined to one or more Dimension tables through Key fields

22 22 Data: Star Schemas A Star Schema is comprised of one Fact table joined to one or more Dimension tables through Key fields 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. Dimension Table: A table that describes the facts (e.g., expenditures by fund, account, etc.). Join: A link between a fact table and a dimension table. Key: A numeric field that identifies rows in fact and dimension tables.

23 23 Data: Star Schemas The Finance Data Mart contains 5 Star Schemas The Finance Data Mart contains 5 Star Schemas GLM: General Ledger Monthly summary GLM: General Ledger Monthly summary OLM: Operational Ledger Monthly summary OLM: Operational Ledger Monthly summary OLT: OLT: Operating Ledger Transactions detail – Actuals Operating Ledger Transactions detail – Actuals Operating Ledger Transactions detail – Budgets Operating Ledger Transactions detail – Budgets Operating Ledger Transactions detail – Commitments Operating Ledger Transactions detail – Commitments Extensive information about the Data Warehouse and Star Schemas is available at: Extensive information about the Data Warehouse and Star Schemas is available at:

24 24 Data: Star Schemas Finance Data Mart Tables Each 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 summary OLM: Operational Ledger Monthly summary OLT: Operational Ledger Transaction details

25 25 Data: Star Schemas - Big Picture Data mart tables are the building blocks of Star Schemas. A Data Mart contains data tables from a single business process, e.g., Finance. Finance Data Mart Tables 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

26 26 Data: Meta Topics A Meta Topic is a simplified display of a Star Schema. Star Schema Meta Topic Fact 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.

27 27 Data: OLM Fact Definitions and Usage Schema / Meta Topic FactDefinitionUsage OLM Annual Budget Amount Annual 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 commitments OLM Project YTD Revenue Budget Amount Primarily used by finance administration to hold the anticipated revenue budget for the fund. Not used by campus, only finance administration. OLM Project YTD Budget Amount Represents the prior year ending balance plus any current YTD budget changes. Budget vs. Expenditures by fund for a fiscal year. OLM Project ITD Revenue Budget Amount Primarily used by finance administration to hold the cumulative revenue budget for the fund. Not used by campus, only finance administration.

28 28 Data: OLM Fact Definitions and Usage Schema / Meta Topic FactDefinitionUsage OLM Project ITD Budget Amount Represents 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 funds OLMRevenue Recognized income prior to deductions. Comparative analysis OLM Expenditure Amount A payment, or the promise of a future payment Comparative analysis OLM Transfer Amount Amount moved between funds Transfers function similar to expenditures OLM Encumbrance Amount Represents 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) Comparative analysis OLM Commitment Amount Represents the sum of Reservation & Encumbrance Amounts. Comparative analysis

29 29 Data: OLM Fact Definitions and Usage Schema / Meta Topic FactDefinitionUsage OLM ITD Reservation Amount Represents amounts reserved to be spent (i.e. purchase requisitions) over the life of the fund Comparative analysis OLM ITD Encumbrance Amount Represents 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. Comparative analysis OLM ITD Commitment Amount Represents the sum of Reservation & Encumbrance Amounts over the life of the fund. Comparative analysis

30 30 Data: Brio Essentials Data Functions on Numeric Facts: Data Functions on Numeric Facts: You must either use a data function like Sum, OR change the data type to Real. 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. 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 function Right-click on a request line item to add a data function Use the Item Properties to change the data type Use the Item Properties to change the data type

31 31 DW Team: Contact Information Data Warehouse team contacts: Data Warehouse team contacts: Keith Cushing (Brio training, data analysis) Keith Cushing (Brio training, data analysis) Phone: Phone: Christa Wilary (Brio installations, user setup) Christa Wilary (Brio installations, user setup) Phone: Phone: User Community User Community Help, Issues, Changes, etc… Help, Issues, Changes, etc…


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