1. 1 Data Warehouse HR Power User Meeting July 22, 2010

2. 22 Welcome

3. 33 Meeting Agenda  Welcome  Current Events  Data Warehouse Support  Data Warehouse Phased Roll-Out  SHARP Subject Areas  Dashboard Demo  Data Warehouse Security  Data Warehouse Training Update  Wrap Up

4. 44 Welcome and Introductions Presenters Kent Olson, Project Director Jennifer Dennon, Data Warehouse Manager Connie Guerrero, Enterprise Readiness Team Manager Gina Vinyard, Data Warehouse Lead

5. 55 Housekeeping Bathrooms Please set cell phones and pagers to silent 10 minute break is planned Note cards for questions

6. 66 Opening Remarks Data Warehouse and Reporting Evolution Continued partnership with Accenture through Fall, 2010 implementation plan Steering Committee feedback on dashboards; continued oversight throughout implementation schedule

7. 77 Current Events

8. 88 Data Warehouse Current Events SHARP conversion is complete! SMART is live! Data Warehouse SHARP Subject Areas went live on July 19 First Finance Subject Area goes live on August 4

9. 99 Data Warehouse Team Jennifer Dennon Gina Vinyard Adriene Williams Subject Matter/Data Experts – SHARP HR, SHARP Payroll Teams

10. 10 Data Warehouse Support

11. 11 Data Warehouse Team Functions Provide end-user support Provide end-user training for BI Data Warehouse maintenance Contribute to Help Desk knowledge base Create Statewide Dashboards and Requests Foster User Community Coordinate Release Schedule, Testing, and Implementation of new subject areas

12. 12 Support for Data Warehouse Data Warehouse brings together SHARP and SMART Data Warehouse will make use of the Help Desk software program implemented with SMART to gain efficiencies in serving you You may have a role in supporting internal to your agency

13. 13 Incident Resolution Process Incidents are questions or issues that interrupt the ability of the data warehouse user and/or power user to gather the analytic that they need The incident resolution process is the cornerstone of the help desk support structure and ensures that each incident is accurately classified, documented and resolved in a reasonable amount of time to restore productivity as quickly as possible.

14. 14 Incident Resolution Process Each agency will select a single Power User to be the Data Warehouse Contact at their agency Data Warehouse end-users will go to their Data Warehouse Contact within the agency when they initially encounter an incident in the data warehouse Data Warehouse Contacts will go to their designated Help Desk Contacts to log any incidents that are not resolved at the agency level (Note: Agencies may choose to make their Data Warehouse Contact a Help Desk Contact)

15. 15 Incident Resolution Process Help Desk software is programmed to route data warehouse related incidents to the appropriate team –Category: Data Warehouse –Sub-Categories: Certification: HR Requests, Certification: Payroll Requests, Dashboards, Requests, Other Solutions to incidents will be documented within the Help Desk Software and the agency will receive an email with the resolution to the incident

16. 16 Help Desk Best Practices Give detail when describing the incident –Fully describe the situation –Include subject area and columns –Include screenshots and anything else that can help us recreate the issue Remember: do not enter sensitive information into ServiceDesk Do not reply to an e-mail generated from the Help Desk –Use the “Reply” feature within ServiceDesk

17. 17 Data Warehouse Phased Roll-Out to Agencies

18. 18 Data Warehouse Phased Roll- Out of Power User access Phased roll-out provides us the ability to focus on quality assurance and data integrity –Power User access, ability to create reports and dashboards All agencies will initially have access to view statewide dashboards –Agencies can request reports not delivered on the statewide dashboard Employees MUST complete training to receive Power User access – no grace periods

19. 19 Data Warehouse Phased Roll-Out – Phase 1 Agencies – 07/19/10 Agencies were selected based on the following criteria: DWAG members All branches of State government and a cross section of agencies De-commissioned major systems

20. 20 Data Warehouse Phased Roll-Out – Phase 2 Agencies – 08/16/10 034Adjutant General 082Attorney General 083Atny Gen-Ks Bureau of Invstgtn 122Citizens Utility Ratepayer Bd 177Ellsworth Correctional Fclty 195El Dorado Correctional Fclty 313Hutchinson Correctional Fclty 331Insurance Department 350Juvenile Justice Authority 352Kansas Juvenile Correct. Cmplx 367Kansas State University 379Emporia State University 385Pittsburg State University 400Lansing Correctional Facility 408Larned Corr Mental Hlth Fclty 410Larned State Hospital 412Larned Juvenile Correct.Facil. 482Board of Nursing 494Osawatomie State Hospital 507Parsons St Hosp & Trng Center 522Corrections Dept-Corrtnl Indus 523Kansas Parole Board 553Kansas Racing & Gaming Comm 555Rainbow Mental Health Facility 561Board of Regents 581Norton Correctional Facility 634Conservation Commission 652Department of Education 660Topeka Correctional Facility 671Pooled Money Investment Board 683Univ of Ks Medical Center 710Ks Dept of Wildlife and Parks 712Winfield Correctional Facility

21. 21 Data Warehouse Phased Roll-Out – Phase 3 Agencies – 09/13/10 094Banking Department 105State Board of Healing Arts 167Dental Board 176Ks Development Finance Dept. 204Board of Mortuary Arts 234Fire Marshal 270Hlth Care Stabilization Fund B 288State Historical Society 300Dept of Commerce 328Indigents Defense Svcs St Bd 349Judicial Council 360Kansas Inc 371KS Technology Enterprise Corp 373Kansas State Fair Board 450The Kansas Lottery 549Real Estate Commission 562Board of Tax Appeals 604School for the Blind 610School for the Deaf 625Securities Comm of Kansas 663Technical Professions St Bd 694Veterans Commission 709Kansas Water Office

22. 22 Data Warehouse Certification Process Requests developed by agency power users can be submitted for data validation and receive a certification stamp Recommended for all requests; required if request will be used by decision-makers or presented to legislature or the public Requests found to be common across agencies will be incorporated into the Statewide Dashboards and requests available to all agencies

23. 23 Subject Area Strategy

24. 24 Data Warehouse HR and Payroll Subject Areas Data Warehouse subject areas to be deployed On July 19 th DW went live with the following: –Employee Job –Payroll Earnings –Payroll Earnings Other Additional subject areas will be deployed in phases: –Time & Labor –Workforce Profile –Position Management – Custom subject area

25. 25 Data Warehouse Finance Subject Areas Custom subject areas to be deployed for SMART: –KS AP Vouchers and Payments –KS AR Items and Deposits –KS Travel and Expense Delivered subject areas in these modules were not sufficient as stand-alone analytic reporting areas Enhances our ability to spot trends by bringing together additional facts and dimensions in to one reporting area

26. 26 Data Warehouse Finance Subject Areas Finance delivered subject areas –Commitment Control Activity Log –Commitment Control Budget Balances –Project Transactions –Project Current Activities –Purchase Order Line –Requisition Line –Requisition Analysis Delivered subject areas are sufficient to conduct analytic reporting with minor enhancements

27. 27 Data Warehouse Job Subject Area Employee Job –Data extracted nightly Use the Current Indicator in association with Employee Status Code for current dated analytics –Example: As of today, we have 100 active, classified employees. Use a Time Frame as opposed to a Point in Time/As of Date for historical trending analysis –Correct Example: For Fiscal Year 2008 we had 300 terminations and for Fiscal Year 2009 we had 200 terminations. –Incorrect Example: As of 6/13/2009 we had 100 active, classified employees compared to 6/13/2010 where we have 95 active, classified employees.

28. 28 Data Warehouse Job Subject Area Potential uses for Job Subject Area –Count of Current Active Employees –Count of Current by categories such as classified indicator, regular/temp, job code, department –Comparison of the number of job actions within a certain time period (hires, rehires, terminations, retirements) –Analysis of current data for employees (position, job code, pay rate, etc) Statewide Job Dashboard has been developed as a starting point

29. 29 Data Warehouse Job Dashboard – Detail Pages Headcount Details Page –Employee ID –Name –Department ID with description –Job Code with description –Position Number Salary Details Page –Employee ID –Name –Department ID with description –Job Code with description –Grade and Step –Hourly and Annual Rate

30. 30 Data Warehouse Payroll Subject Areas Payroll Earnings –Contains regular and overtime earnings and hours by employee and pay period –Core record for the payroll process Payroll Other Earnings –Includes detailed earnings data processed through Payroll that is not part of regular earnings –Contains earnings information that is not regular or overtime earnings Note: For Time and Labor agencies, ALL earnings (including Regular and Overtime earnings) are contained in Payroll Other Earnings due to delivered integration for Time Reporting Codes

31. 31 Data Warehouse Payroll Subject Areas Data is loaded every two weeks after final pay calculation Earnings information is tied to employee/period (cannot tie to Earnings Code in Earnings Subject Area) Paycheck number is 7 digit paycheck number from SHaRP (last 7 digits of payroll paycheck number in SMART) Must include on and off cycle paychecks to get full picture of pay period

32. 32 Data Warehouse Payroll Subject Areas Must be sure to include all applicable earnings codes when evaluating a ‘general’ earnings area such as Overtime or Holiday pay as multiple specific earnings code exist within a general area Regular/OT for Time and Leave agencies is included in Payroll Earnings Time and Labor agencies must utilize Earnings Codes in Payroll Other Earnings

33. 33 Data Warehouse Payroll Subject Areas Potential uses for Payroll Earnings/Other Earnings –Comparison of Total Earnings by period –Evaluation of OT by Department (Hours/Cost) –Review/Comparison of Leave/Comp Time payouts –Evaluation of Shift Differentials/Holiday Pay –Comparison of Employee hours by period –Evaluation of Longevity cost by Dept/Period Statewide Payroll Dashboard has been developed as a starting point

34. 34 Dashboard Demo

35. 35 Data Warehouse Home Dashboard

36. 36 Data Warehouse Job Dashboard - Welcome

37. 37 Data Warehouse Job Dashboard – Summary

38. 38 Data Warehouse Payroll Dashboard - Welcome

39. 39 Data Warehouse Payroll Dashboard - Summary

40. 40 Data Warehouse Payroll Dashboard - History

41. 41 Data Warehouse Payroll Dashboard – History Details

42. 42 Data Warehouse Payroll Dashboard – Other Earnings

43. 43 Security

44. 44 Data Warehouse Access On July 19, the “data warehouse” menu item was activated in SHARP for those employees who have data warehouse roles When you click on this link, the data warehouse environment will open in a new window All users see a shared Home dashboard when they first sign on. The statewide HR and Payroll dashboards will be available as well. HR Power Users are coaches for HR Users to help them setup dashboards – Use the dashboard lesson from RP301 as a guide

45. 45 Data Warehouse Security Power Users have ‘Full Control’ permission for their Agency folder structure –Note: Folders will be invisible to users until reports are saved in them. For example, when viewing an Agency folder in Answers, the SHARP folder will be invisible until the Power User first saves a report under it. Job Aids: –Power User Security Guide has been posted on the SMART website: http://da.ks.gov/smart/Training/CourseMaterials/WBT/resourc es.html

46. 46 Data Warehouse Security As Power Users, you have a great deal of responsibility for ensuring appropriate access to agency data –Request Level Permissions –Folder Permissions –Dashboard Permissions All agency groups and users are available and power users can provide permission to those both inside and outside your agency

47. 47 Security Risks All Power Users have the ability to: –Remove permission from someone who has a request stored in a shared folder –Remove permissions from another power user to actually belong to the power user group –Display information statewide that you did not intend to display

48. 48 Security Risks Risk of Deleting Agency Folders –Full Control access includes the ability to accidentally delete entire folders and all of the shared reports underneath. To help mitigate this risk, the user is always asked to confirm the delete operation. Agency is responsible for fixing any permission- related errors at the agency-level

49. 49 Security Recommendation 1.Determine one Power User to provide governance over permissions 2.Reduce the number of Power Users 3.Use security access with a high degree of caution 4.Agree upon a method for documenting permissions –Users’ access will be constantly granted, updated, or removed. Therefore, be sure to manage user security in a living document so that at any time a user’s access can be determined. 5.When in doubt, reach out. We are happy to help answer questions.

50. 50 Security Reminders 1.Removing a power user’s permissions is not enough. The Agency Security Administrator must also send a security request to inactivate the access to the data warehouse itself. 2.Adding a User or Power User can only occur after the person has been through training and their role added through a security form. They must have security to see the data warehouse link. They must have a user id in data warehouse before you can give them permissions to objects. 3.Use the SHARP Security request process to add or remove HR User and HR Power User roles

51. 51 Training Update

52. 52 Data Warehouse Training Staff from pilot agencies who did not complete DARP301 training did not receive access to the data warehouse. Please submit a security form to add the access once training is complete. Additional course sessions for DARP301: Ad Hoc Business Intelligence Reporting are available in July and August. New sessions of this course are scheduled as half-day courses. Developing a new course, DARP303: Intermediate Data Warehouse Reporting

53. 53 Data Warehouse Training DARP303: Intermediate Data Warehouse Reporting: –Pivot Tables –Drill-Down –Guided Navigation –Conditional Formatting –Prompts –Column Selectors

54. 54 Wrap Up

55. 55 Project Resources SHARP website: http://www.da.ks.gov/sharp/http://www.da.ks.gov/sharp/ Sunflower Project website: http://www.da.ks.gov/smart/http://www.da.ks.gov/smart/ SHARP Infolist and Sunflower Infolist –Subscribe at http://www.da.ks.gov/gov/listserv.htmhttp://www.da.ks.gov/gov/listserv.htm SMART Help Desk Search the SMART Solutions Knowledgebase at https://dahelpdesk.ks.gov/sd/SolutionsHome.sd https://dahelpdesk.ks.gov/sd/SolutionsHome.sd Log in to Service Desk at https://dahelpdesk.ks.gov/https://dahelpdesk.ks.gov/ Call 785-368-8000, Select Option 2 Data Warehouse Team Location: SMART Team, 915 SW Harrison, Room 1181, Topeka, Kansas 66612

56. 56 Questions?