1. March 24, 2009 Anaheim, California Implementing EPM: How Northwestern University Customized & Implemented EPM

2. 2 Presenters John Ewan John Ewan Financial Reporting Team Manager, Northwestern University Financial Reporting Team Manager, Northwestern University Manish Amin Manish Amin Lead Data Modeler, Northwestern University Lead Data Modeler, Northwestern University Rumy Sen Rumy Sen President and Founder, Entigence Corporation President and Founder, Entigence Corporation Jonathan Stegall Jonathan Stegall Senior Consultant, Entigence Corporation Senior Consultant, Entigence Corporation Katie Crawford Katie Crawford Associate, Huron Consulting Group Associate, Huron Consulting Group

3. 3 Agenda Northwestern University & Project Café Northwestern University & Project Café Reporting Strategy Reporting Strategy EPM Installation: Modification and Implementation EPM Installation: Modification and Implementation ETL Development ETL Development Environments and Hardware Environments and Hardware Row Level Security Row Level Security Report Development Report Development Lessons Learned Lessons Learned Questions Questions

4. Northwestern University & Project Café

5. 5 Northwestern University Academics Academics 17,000 Students 17,000 Students 7,100 Faculty and Staff 7,100 Faculty and Staff Campuses Campuses Evanston Evanston Chicago Chicago Qatar Qatar Annual Research Budget Annual Research Budget Over $1.5 billion Over $1.5 billion Sponsored Research Budget Sponsored Research Budget Over $439 million Over $439 million

6. 6 Northwestern & PeopleSoft Human Resources, 1997 Human Resources, 1997 HR, Benefits Administration, Payroll, Recruitment, Position Management HR, Benefits Administration, Payroll, Recruitment, Position Management Student, 1999 Student, 1999 Admissions, Academic Advisement, Financial Aid, Student Financials, Student Records Admissions, Academic Advisement, Financial Aid, Student Financials, Student Records Financials, 2008 Financials, 2008 Grants, Project Costing, Contracts, Billing, AR, GL, Commitment Control, Purchasing, Expenses, etc. Grants, Project Costing, Contracts, Billing, AR, GL, Commitment Control, Purchasing, Expenses, etc. Enterprise Performance Management (EPM), 2008 Enterprise Performance Management (EPM), 2008 Financials (AP, AR, GL), & Supply Chain Financials (AP, AR, GL), & Supply Chain

7. 7 Project Café Scope Research Pre-award (InfoEd) Research Pre-award (InfoEd) Go Live: July 17, 2007 Go Live: July 17, 2007 Aligned with PeopleSoft Department Structure: November 24, 2008 Aligned with PeopleSoft Department Structure: November 24, 2008 Facilities Management (FAMIS) Facilities Management (FAMIS) Go Live: December 1, 2008 Go Live: December 1, 2008 PeopleSoft Financials PeopleSoft Financials Go Live: December 8, 2008 Go Live: December 8, 2008 Enterprise Performance Management (EPM) Enterprise Performance Management (EPM) Go Live: December 8, 2008 Go Live: December 8, 2008

8. Timeline 8 Jun 07 Purchased EPM Sep 07 Gathered requirements from central offices, schools, and depts Created 160 report specifications, Conducted fit-gap analysis with EPM Determined major EPM enhancements Created data models Dec 07 Implemented custom stars and modified EPM facts and dimensions Apr 08 Nov 07 Oct 08 Nov 08 Conducted end-user testing Sign-off Dec 8, 2008 GO-LIVE!! Ongoing Support, schema enhancements, report modifications Ad Hoc Reporting Future Created 100+ EPM-based reports Created 40+ real-time reports Testing, testing, testing….

9. Reporting Strategy

10. 10 Northwesterns Reporting Strategy Reporting Environment Reporting Environment Web-based delivery of reports Web-based delivery of reports One-stop shopping One-stop shopping Row level security to control data access Row level security to control data access Reporting Goals Reporting Goals Support daily operations, reconciliation, and budget management reporting needs Support daily operations, reconciliation, and budget management reporting needs Integrate data from PeopleSoft and other sources Integrate data from PeopleSoft and other sources Deploy standardized prompts and report layouts Deploy standardized prompts and report layouts Promote self-service/ad hoc access and single version of the truth Promote self-service/ad hoc access and single version of the truth Reporting Access Reporting Access To financial data (PeopleSoft) To financial data (PeopleSoft) To each enterprise subject area (ex. InfoEd, FAMIS) To each enterprise subject area (ex. InfoEd, FAMIS)

11. 11 Reporting Strategy Delivered Cognos 8.2 – delivery of data to the users Cognos 8.2 – delivery of data to the users Report Studio – Standard Reports Report Studio – Standard Reports Query Studio – Ad Hoc Reporting Query Studio – Ad Hoc Reporting Cognos Connection – Web portal for reports Cognos Connection – Web portal for reports EPM – baseline and customized mappings EPM – baseline and customized mappings PeopleSoft – Supply Chain & Financials Data PeopleSoft – Supply Chain & Financials Data Custom-built star schemas Custom-built star schemas InfoEd InfoEd FAMIS FAMIS

12. EPM Installation: Modification and Implementation

13. 13 Requirements Gathering Functional Team Functional Team Reviewed more than 300 report requirements from central offices, schools, and departments Reviewed more than 300 report requirements from central offices, schools, and departments Determined 160 reports for which Project Café would be responsible Determined 160 reports for which Project Café would be responsible Met with central offices, schools, and departments to gather data requirements Met with central offices, schools, and departments to gather data requirements Provided mappings for report fields to corresponding PeopleSoft sources Provided mappings for report fields to corresponding PeopleSoft sources

14. 14 Gap Analysis Reporting Team Reporting Team Compared mappings to EPM fields Compared mappings to EPM fields Determined where gaps existed Determined where gaps existed o Small Gaps such as missing fields o Large Gaps Missing Tables (e.g. Commitment Control, Grants) Data from other PeopleSoft modules (e.g. HR) External data (e.g. InfoEd, FAMIS)

15. 15 Gap Analysis - Example

16. 16 Data Warehouse Design Kimball approach Kimball approach Started with EPM Out of the Box Started with EPM Out of the Box The Good – Dimensions (Type 2) The Good – Dimensions (Type 2) The Bad – Fact Tables The Bad – Fact Tables o All inclusive, but o Did not match up with the reporting requirements o Required significant enhancement The Ugly The Ugly o EPM 8.9 does not have commitment control o No Grants data o Reporting requirements called for external data

17. 17 Data Warehouse Design Results

18. 18 Conformed Dimensions: KK Summary Star Conformed Dimensions: Time Account Department Project and Activity Fund Vendor/Supplier

19. 19 Specialized Dimensions: Project Resource Star Specialized Dimensions: Award attribute Bill plan Award mile Flattened PeopleSoft trees (department, account, etc.)

20. 20 Data Warehouse Fact Tables Supply Chain Supply Chain PO Line Match fact PO Line Match fact Voucher and Voucher line fact Voucher and Voucher line fact PO line fact PO line fact Receive Line fact Receive Line fact Voucher Accounting line fact Voucher Accounting line fact Grants Management Grants Management Project Resource fact Project Resource fact Project and Ledger Summary Project and Ledger Summary Effort max fact Effort max fact Item activity fact Item activity fact Grants Management Award fact Grants Management Award fact General Ledger (KK) Ledger KK Summary fact Ledger KK Detail fact Bank Statement fact Ledger fact Journal fact General Ledger Expense Sheet fact Budget Journal fact Human Resource Journal fact Cost Accounting line fact Investment Accounting line fact

21. 21 Additional Fact Tables Additional Fact Tables Research Pre-award (InfoEd) Research Pre-award (InfoEd) Award Summary fact Award Summary fact Request Summary fact Request Summary fact Request Detail fact Request Detail fact Award Detail fact Award Detail fact Facilities Management (FAMIS) Facilities Management (FAMIS) Job Control Extract fact Job Control Extract fact Purchase Order Fact Purchase Order Fact Receipt fact Receipt fact FAMIS Summary fact FAMIS Summary fact FAMIS Transaction fact FAMIS Transaction fact

22. ETL Development

23. 23 ETL Approach & Goals Keep a safe copy of the delivered code Keep a safe copy of the delivered code Clone the code and use NU_ naming standard for customized code Clone the code and use NU_ naming standard for customized code Use out-of-the-box ETL flow Use out-of-the-box ETL flow Staging Staging Data load Data load Fit into a nightly window Fit into a nightly window Parallel processing when feasible Parallel processing when feasible

24. 24 ETL Delivered Staging Staging 200 ETL staging jobs/scripts 200 ETL staging jobs/scripts Copied tables from the source system to the staging area Copied tables from the source system to the staging area Minimized impact / disruption of the source system Minimized impact / disruption of the source system Reduced risk of data inconsistency & partial transaction capture Reduced risk of data inconsistency & partial transaction capture Requires about an hour to execute Requires about an hour to execute ETL ETL 100 DW ETL jobs/scripts 100 DW ETL jobs/scripts Requires about 3 hours to execute Requires about 3 hours to execute

25. Environments & Hardware

26. 26 EPM Installation Environments Environments Development Development Test Test UAT (User Acceptance Test) UAT (User Acceptance Test) Production Production

27. 27 EPM - Architecture

28. 28 EPM Hardware Delivered Component Development Test / QA Production Note OS system---based upon NU 2003 SP2 enterprise/ standard OSis windows 2000 for NU CPU requirements----for EPM (portal) and ETL(datastage) 2.66Ghz, 32GB RAM (4 CPUs) (addl 600GB HD) 2.66Ghz, 32GB RAM (4 CPUs) (addl 600GB HD) 2.66Ghz, 32GB RAM (dual core 4 CPUs) (addl 500GB HD) RAM = 1.5x of CPUs Default PORTS31538/TCP DSEngine rpc daemon 23/TCP DataStage Telnet Service 31538/TCP DSEngine rpc daemon 23/TCP DataStage Telnet Service 31538/TCP DSEngine rpc daemon 23/TCP DataStage Telnet Service Default ports for windows DB sizing requirementsDemo db approx 51GB. Recommended size of Dev DB – 60 to 90 GB Min. 60-100 GB; Size DB based upon the PeopleSoft UNT environment Min. 100-150 GB; Size DB based upon the PeopleSoft Production environment

29. 29 Row Level Security (RLS)

30. 30 Paradigm Shift Legacy Strategy Legacy Strategy Access based on combinations of chart-strings Access based on combinations of chart-strings Secure but difficult to maintain Secure but difficult to maintain Café Objective Café Objective RLS with an eye on flexibility and maintenance: RLS with an eye on flexibility and maintenance: Users to have access based on a set of departments Users to have access based on a set of departments Users to have access to a set of projects Users to have access to a set of projects Only select users have access to highly confidential data items such as salary information Only select users have access to highly confidential data items such as salary information 30

31. 31 Secure by Department Departmental security relatively easy Departmental security relatively easy Leverage natural relationship between user and department(s) Leverage natural relationship between user and department(s) Allow user to be associated with more than one department Allow user to be associated with more than one department Use PeopleSofts user-to-department associations to drive RLS security in Cognos Use PeopleSofts user-to-department associations to drive RLS security in Cognos 31

32. 32 Secure Project Financials Project Security more complex Project Security more complex Who should be allowed to see financials for projects? Who should be allowed to see financials for projects? Users belonging to department that owns project (ex: dept administrator) Users belonging to department that owns project (ex: dept administrator) Users assigned project-level access (ex: PI and project team) Users assigned project-level access (ex: PI and project team) Users allowed to charge to the project (ex: cost-share activities) Users allowed to charge to the project (ex: cost-share activities) 32

33. 33 Business Rules for Projects Users belonging to department that owns project Users belonging to department that owns project If users dept = projects dept, allow access If users dept = projects dept, allow access Users with project-level access Users with project-level access Explicitly granted access in PeopleSoft Explicitly granted access in PeopleSoft Use PeopleSofts project_sjt table to drive user-to-project filters in Cognos Use PeopleSofts project_sjt table to drive user-to-project filters in Cognos Users allowed to charge to the project Users allowed to charge to the project Implicitly derived access Implicitly derived access Tough! Tough! Information on who is charging to the project is only available through transaction history Information on who is charging to the project is only available through transaction history 33

34. 34 Project Security: Take 1 Create a master userid-to-projectid security table: Create a master userid-to-projectid security table: Source #1: by default user can see all projects for their departments Source #1: by default user can see all projects for their departments Use dept_sjt table in PS to derive a list of projects for user Use dept_sjt table in PS to derive a list of projects for user Source #2: explicit authorization Source #2: explicit authorization Use project_sjt table in PeopleSoft Use project_sjt table in PeopleSoft Source #3: implicit access Source #3: implicit access Using ETL: Using ETL: Go through all transactions and build a user-id to project-id association Go through all transactions and build a user-id to project-id association Incredibly time consuming ETL Incredibly time consuming ETL But it worked… But it worked… 34

35. 35 Project Security: Take 2 For Source #3, push the heavy-lifting to PeopleSoft For Source #3, push the heavy-lifting to PeopleSoft Use SmartERP to develop a dept-id to project-id combo table in PS Use SmartERP to develop a dept-id to project-id combo table in PS Enhance project security ETL to use SmartERP combo table to populate a final project security table (sec) Enhance project security ETL to use SmartERP combo table to populate a final project security table (sec) Project sec table now contains rows for users and related projects using explicit and implicit associations Project sec table now contains rows for users and related projects using explicit and implicit associations One-time set-up followed by incremental maintenance overhead One-time set-up followed by incremental maintenance overhead Net effect: Net effect: SmartERP-provided comprehensive department-to-project associations drives RLS effectively and efficiently SmartERP-provided comprehensive department-to-project associations drives RLS effectively and efficiently 35

36. 36 A Picture is Worth a 1000 Words 36 PS_D_DEPT_NU_SJTPS_D_PRJ_NU_SJT PS_D_DEPT_SEC_NUPS_D_PRJ_SEC_NU PS_SMERP_COMBO_NU Explicit Access List of projects that user has access to outside of users dept Implicit Access List of projects within users dept and projects that users dept is charging to Notes: In reports, users allowed to pick only primary departments, not departments associated with projects In reports, users allowed to pick only primary departments, not departments associated with projects User id and role-names are embedded in sjt and sec tables as appropriate for Cognos use User id and role-names are embedded in sjt and sec tables as appropriate for Cognos use

37. 37 Row Level Security Delivered Secure department and project prompt values: Secure department and project prompt values: If user cant pick a value then they cant see the financials If user cant pick a value then they cant see the financials Alias dimensions and join to sjt (for dept) and sec (for project) tables to automatically filter values Alias dimensions and join to sjt (for dept) and sec (for project) tables to automatically filter values Secure ad hoc queries: Secure ad hoc queries: Filter fact tables with or condition on available department_sjt or project_sec values for userid and role-names Filter fact tables with or condition on available department_sjt or project_sec values for userid and role-names 37

38. Report Development

39. 39 Report Development 11-month development timeframe in conjunction with ETL development 11-month development timeframe in conjunction with ETL development Iterative process with the functional team Iterative process with the functional team Area# of Reports # of Users General Ledger33Approx 4,000 Grants Management40Approx 4,100 Supply Chain24Approx 3,900 Grants Pre Award (InfoEd) 30Approx 2,300 Facilities (FAMIS)20Approx 230

40. 40 Report Demonstration GM044 Sponsored Project Portfolio 1 line per project activity GM045 Sponsored Project Budget Statement 1 line per account GL008 Revenue and Expense Activity Report 1 line per transaction type GL059 Transaction Detail Drill-Thrus 1 line per transaction line

41. 41 Sponsored Project Portfolio

42. 42 Sponsored Project Budget Statement

43. 43 Revenue and Expense Activity Report

44. 44 Payroll Drill

45. 45 Expense Report Drill

46. 46 Voucher Drill

47. Lessons Learned

48. 48 Lessons Learned: Functional Agree on data definitions prior or during gap analysis Agree on data definitions prior or during gap analysis Provide detailed source mapping for each report requirement Provide detailed source mapping for each report requirement Ensure the functional team understands the foundations of data warehousing/business intelligence (e.g. de- normalization) Ensure the functional team understands the foundations of data warehousing/business intelligence (e.g. de- normalization) Work closely with technical team to ensure they understand the business rules Work closely with technical team to ensure they understand the business rules Complete functional specs with an EPM context Complete functional specs with an EPM context Develop a list of reporting standards to guide development Develop a list of reporting standards to guide development

49. 49 Lessons Learned: Technical Use of EPM saved months of development Use of EPM saved months of development Conformed dimensions Conformed dimensions Easier to customize than create from scratch Easier to customize than create from scratch Get enough hardware for EPM (avoid virtual servers) Get enough hardware for EPM (avoid virtual servers) Take advantage of Oracle Customer Service Take advantage of Oracle Customer Service Beware of the deleted Journal entry! Beware of the deleted Journal entry! Destructive vs. incremental reloads Destructive vs. incremental reloads Large increase of consultants staff will help, but… Large increase of consultants staff will help, but… Learning curve for different functional areas Learning curve for different functional areas Heavy parallel work increases potential for rework Heavy parallel work increases potential for rework Need to actively promote reuse Need to actively promote reuse Offshoring worked (Infosys) Offshoring worked (Infosys) Majority of ETL coding Majority of ETL coding Some Cognos report development Some Cognos report development Dont offshore the way we did! Dont offshore the way we did!

50. 50 Lessons Learned: Row Level Security RLS was expected by user community; think outside the box! RLS was expected by user community; think outside the box! Avoid building complex security rules on the reporting side; difficult to maintain incrementally Avoid building complex security rules on the reporting side; difficult to maintain incrementally Cognos provides tremendous flexibility for role-based security and RLS Cognos provides tremendous flexibility for role-based security and RLS Think about ad hoc reporting when securing standard reports Think about ad hoc reporting when securing standard reports

51. 51 Further Information Available upon request… Available upon request… Detail design of the data warehouse & ETLs Detail design of the data warehouse & ETLs Details of our row level security implementation Details of our row level security implementation

52. 52 Contact Information Contact Information John Ewan - j-ewan@northwestern.edu John Ewan - j-ewan@northwestern.edu Manish Amin - m-amin@northwestern.edu Manish Amin - m-amin@northwestern.edu Rumy Sen - rsen@entigence.com Rumy Sen - rsen@entigence.com Jonathan Stegall - jstegall@entigence.com Jonathan Stegall - jstegall@entigence.com Katie Crawford - kcrawford@huronconsultinggroup.com Katie Crawford - kcrawford@huronconsultinggroup.com Questions