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Technical Discussion on Delivering 120,000 Reports Each Month at the University of Florida May 8, 2007 4 th Annual Higher Education Data Warehousing Forum.

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Presentation on theme: "Technical Discussion on Delivering 120,000 Reports Each Month at the University of Florida May 8, 2007 4 th Annual Higher Education Data Warehousing Forum."— Presentation transcript:

1 Technical Discussion on Delivering 120,000 Reports Each Month at the University of Florida May 8, th Annual Higher Education Data Warehousing Forum Austin, Texas

2 Presenters Bryan Cooke IT Senior, BI Architecture Lead Lee Stevens IT Senior, BI Developer

3 University of Florida Approximately 52,000 Students –Undergraduate34,699 –Graduate10,828 –Professional 4,529 –Unclassified 1,464 (source UF Factbook – Office of Institutional Research) Approximately 35,000 Employees –Faculty 4,559 –Staff 8,223 –Temp 22, Colleges 150 Centers and Institutes 26 Component Units (including Shands Teaching Hospitals in Gainesville and Jacksonville) Century Tower

4 University of Florida Revenue (Millions) State Appropriations$557 Student Tuition & Fees$157 Auxiliary Sales & Services$163 Contracts & Grants$790 Direct Service Organizations$200 Health Science Center$439 Shands Hospital$1408 J. Hillis Miller Health Science Center

5 University of Florida - Gators

6 UF Bridges Mission –Collaborate with the university community to support and improve UF business via integrated information services. Responsible for all UF Enterprise Applications Team of approximately 130

7 Overview We will discuss how the University of Florida provided a financial reporting solution to allow fiscal administrators and staff across campus to understand their balances and reconcile associated financial transactions for each budgetary cost center every month.

8 Agenda Discuss the Past, Present, and Future of UF’s financial reporting solutions. Present Past Future

9 Agenda Past – An early attempt at delivering a financial reporting solution. –Background –Lessons Learned Present – A reporting solution is developed with the help of an initiative and task force. –Role of the task force –Reporting Solution –Development Approach –Technologies Involved Future – Delivering a robust solution that will allow users to explore (slice-and-dice) their financial position. –Analytic Solution (OLAP) –Oracle / PeopleSoft Technologies (EPM / OBIEE)

10 Background State of Florida “Devolution” – State Financials System (SAMAS) – All state universities “unplugged” July 1, 2004 University of Florida “Evolution” – myUFL Systems HR, Finance, Portal – Enterprise Reporting / EPM Business Intelligence

11 The Past Initial financial reporting solution rolled out. –OLAP (Cube) based solution. –Delivered summary data for each ledger group. –Users would “slice-and-dice” and save views of the cubes in their personal folders in ReportNet. –Drill-through to detail from the summary cubes.

12 The Past Issues –Lack of Understanding Large cultural change Tool mismatch with expectations –Data Issues PeopleSoft KK (Commitment Control) data was used – GL data was desired for expenditures (actuals) Very little sponsored program (grant) reporting –Communication Very little communication to campus and lack of UAT Lack of sponsorship Little training offered

13 The Past - BI Maturity Model Initial financial reporting solution was a mismatch for our reporting users. Data warehouse concepts / principles were not accepted by campus. Confidence in BI tools decreases. Source: TDWI Report Series – August 2005 Strategies and Technologies for Deploying BI on an Enterprise Scale by Wayne W. Eckerson with Cindi Howson

14 The Present – Report Initiative Task force assembled to resolve financial reporting issues. Objectives –Engage campus in financial reporting solution –Understand fundamental reporting needs –Document report uses –Determine sources of record / data requirements –Deliver fundamental financial reporting solution

15 The Present – Report Initiative Task Force Organization Sponsors Core OfficesUF Bridges Fiscal Administrators & Staff Chairs

16 The Present – Report Initiative Task Force Approach –Interview / Gather Requirements –Present Drafts / Mock ups –Design / Development –UF wide QAT / UAT –Training –Communication

17 The Present – Report Initiative Business Requirements –Provide monthly Summary “Available Balance” reporting. Budget / Revenue Actual GL Expenditures Commitments Balances (YTD / LTD / MTD) –Provide Transaction Level Detail to quickly assess “reasonableness”

18 The Present – Report Initiative Facilitate Reconciliation –Monthly Activity –PS Commitment Control to GL reconciliation –Eliminate / reduce the need for shadow system dependency

19 The Present – Report Initiative Reporting Solution –Develop “delivered” monthly and prompted reports for organizational units and budgetary cost centers. –Delivered and Prompted Reports Delivered –Available for all previous periods –Run each month after GL closes –Official departmental reports –Standard reconciliation tool Prompted –Available for current and prior periods only –Allow for weekly reconciliations –Assist with interim fiscal planning

20 The Present – Report Initiative Development Approach –Development Team 1 Project Manager –Managed scope, timelines, and resources 2 Business Analysts –Gathered requirements and managed deliverables via design, development, testing, and training 1 Data Warehouse Architect –Developed technical concepts and designs from requirement specifications. 3 ETL Developers –Developed custom data mappings between PeopleSoft source system and warehouse 3 Report Developers –Developed reports and report views to satisfy requirements 1 Navigation and Automation Developer –Developed Batch processes to facilitate monthly burst processing. Developed custom navigation and report management interface (My Reports)

21 The Present – Report Initiative Summary Reports –Appropriations / Cash Summary Display “Available Balance / Check Book” look and feel. Summarized around Cost Center / Account Include Payroll (Projected) Encumbrances Summarized by YTD / LTD / MTD –PI (Principal Investigator) Summary Display Budget / Available Balance components. Summarize around Grant Budget Categories Summarized Grant LTD Projected Payroll Detail Components of GM module –KK – GL Summary Comparison Identify YTD variances between KK and GL by account.

22 The Present – Report Initiative Appropriations Summary

23 The Present – Report Initiative PI (Principal Investigator) Summary

24 The Present – Report Initiative KK to GL Summary Comparison

25 The Present – Report Initiative Detail Reports –Transaction Detail Display detail transactions and subsystem references for reconciliation. Should tie out to summary reports. –Open Encumbrance Detailed listing of encumbrance spending. Original and open balances per encumbrance. –Payroll Cost Distribution Detailed analysis of employee payroll costs. –Projected Payroll Detailed analysis of projected payroll costs.

26 The Present – Report Initiative Transaction Detail

27 The Present – Report Initiative Open Encumbrance Summary

28 The Present – Report Initiative Payroll Cost Distribution

29 The Present – Report Initiative Projected Payroll Cost Distribution

30 The Present – Report Initiative Technologies Involved in the Report Initiative Solution –PeopleSoft Transactional Systems (ERP) PeopleSoft Financials 8.4 PeopleSoft HRMS 8.8 PeopleSoft Portal 8.8 (myUFL) –Informatica (ETL) Custom Warehouse Built on PS “Jumpstart” foundation Not Incremental –Cognos ReportNet (BI Solution) Reporting Tool Burst Engine SDK –Appworx (Enterprise Scheduler) Batch Processing - Automation –LAMP (Linux, Apache, MySQL, PHP) My Reports Report Portfolio Creation / Management, Report Consolidation

31 The Present – Report Initiative Report Initiative Technical Overview

32 The Present – Report Initiative Report Initiative Solution – ETL Development

33 The Present – Report Initiative 1.Custom RI data structures are modeled. 2.Data packages published to ReportNet 3.Reports and report views are developed. 4.SDK code is used to burst reports. 5.SDK code is used to extract reports from the content store. Report Initiative Process Overview

34 The Present – Report Initiative How are Reports Delivered? –Delivered Reports Website. Provides navigation, searching and organizational tools to help find reports. Provides tools to bundle reports for easy delivery and organization. Each monthly batch is archived and easily accessible. Built on simple, reliable web architecture.

35 The Present – Report Initiative Burst, Extract and Publish –Burst the reports. Pre-run all of the reports and save them within the Cognos Product. –Extract the reports. Use custom software to extract the report files from the Cognos product and organize them in our network file system. –Publish the reports. Use custom software to index new cost centers and report types to our website database.

36 The Present – Report Initiative Delivered Reports Website General Features –Utilizes the PeopleSoft portal for single sign on. –Archive of pre-run Monthly Financial Reports. –Information Warehousing. –Needed because ReportNet output management interface was not adequate for UF’s requirements. Cost Center Navigation –Click-based hierarchical navigation to desired ‘Burst Cost Center’. –Add favorite reports / cost centers to My Reports portfolio. My Reports –Provides content management “portfolio” interface for organizing user reports. –Quick links to users favorite cost centers and report types. Report Search –Quick access to known cost centers. –Add favorite reports / cost centers to My Reports portfolio. Report Bundling –Combine many PDF reports into one PDF file with table of contents. –Combine Excel reports into one zip file. –Available from Drill-thru, My Reports and Search Results interfaces Other Features –Auto-feeding of cost center prompt information into a prompted version of any report. –Simple, lightweight, dependable design. –Built on the LAMP architecture stack.

37 The Present – Report Initiative Cost Center Navigation Hierarchical drill-thru to your desired cost center. Can add some or all reports to your My Reports page. Can bundle PDF or Excel output. Select desired accounting period. Link directly to an on- demand prompted report, auto-feeding cost center prompts.

38 The Present – Report Initiative Cost Center Navigation Hierarchical drill-thru to your desired cost center. Can add some or all reports to your My Reports page. Can bundle PDF or Excel output. Select desired accounting period. Link directly to an on- demand prompted report, auto-feeding cost center prompts.

39 The Present – Report Initiative My Reports Provides content management “portfolio” interface for organizing user reports. Quick links to users favorite cost centers and report types. Select desired accounting period. Link directly to an on demand prompted report, auto-feeding cost center prompts.

40 The Present – Report Initiative Report Search PeopleSoft like interface. Allow users to find cost centers without knowing cost center hierarchy. Search criteria look- ups.

41 The Present – Report Initiative Search Results You may add some or all reports to your My Reports page. Can bundle PDF or Excel output. Can select accounting period. Can link directly to an on demand prompted report, auto-feeding cost center prompts.

42 The Present – Report Initiative Report Bundling Create one PDF file containing many reports. Table of Contents with hyperlinks to each report. Can be created via 3 separate interfaces: My Reports, Cost Center Navigation and Search Results.

43 The Present – Report Initiative My Reports Architecture Enterprise products coupled with custom software.

44 Delivered “By The Numbers” Raw hit counts for April 2007 Website My Reports75136 Cost Center Navigation Search Page16062 Search Results Bundled Reports PDF Bundles9367 Excel Zip127 Specific Monthly Financial Reports Cash Summary PDF4830 Cash Summary Excel113 Transaction Detail PDF10164 Transaction Detail Excel887 Appropriations Summary PDF1568 Appropriations Summary Excel43 Cost Distribution Detail PDF4002 Cost Distribution Detail Excel463 Projected Payroll PDF982 Projected Payroll Excel123 Grant Summary PDF6325 Grant Summary Excel52 Construction Summary PDF203 Construction Summary Excel2 KK to GL Summary Comparison PDF1475 KK to GL Summary Comparison Excel25 Open Encumbrance Summary1589

45 The Future Back to the past... exciting times lie ahead! –Moving to OLAP summary solution with drill-down to RI detail reports. –Deliver solution that will allow users to “slice-and-dice” and derive their own financial statements. –Empower the users to create custom reports that are not possible with the RI reports –Peoplesoft Upgrades / Student Implementation –Heavier involvement with Institutional Research –PeopleSoft EPM / OBIEE –Ad-hoc Reporting –BPMF – IT Governance

46 Questions


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