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Data Warehouse Finance Power User Meeting

Data Warehouse Finance Power User Meeting. July 29, 2010. Welcome. Meeting Agenda. Welcome Current Events Data Warehouse Support Data Warehouse Phased Roll-Out KS Vouchers and Payments Subject Areas Dashboard Demo Data Warehouse Security Data Warehouse Training Update Wrap Up.

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Data Warehouse Finance Power User Meeting

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  1. Data Warehouse Finance Power User Meeting July 29, 2010

  2. Welcome

  3. Meeting Agenda • Welcome • Current Events • Data Warehouse Support • Data Warehouse Phased Roll-Out • KS Vouchers and Payments Subject Areas • Dashboard Demo • Data Warehouse Security • Data Warehouse Training Update • Wrap Up

  4. Welcome and Introductions Presenters • Kent Olson, Project Director • Jennifer Dennon, Data Warehouse Manager • Gina Vinyard, Data Warehouse Lead • Adriene Williams, Data Warehouse Analyst

  5. Housekeeping Bathrooms Please set cell phones and pagers to silent

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

  7. Current Events

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

  9. Data Warehouse Support

  10. 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

  11. 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

  12. 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)

  13. 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, Certification: AP 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

  14. 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

  15. Data Warehouse Phased Roll-Out to Agencies

  16. 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

  17. 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

  18. Data Warehouse Phased Roll-Out – Phase 2 Agencies – 08/16/10

  19. Data Warehouse Phased Roll-Out – Phase 3 Agencies – 09/13/10

  20. 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

  21. Subject Area Strategy

  22. Data WarehouseHR and Payroll Subject Areas • Data Warehouse subject areas to be deployed • On July 19th 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

  23. Data WarehouseFinance 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

  24. Data WarehouseFinance 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

  25. Data WarehouseAP Super Subject Area • KS – AP Vouchers and Payments • Data extracted nightly • Customized to bring in additional columns not available in delivered subject area, including Kansas-specific fields • Includes any voucher that is entered and saved; excludes deleted vouchers • Voucher information is updated (nightly) as the voucher moves through the lifecycle • Data available is based on Business Unit security

  26. Data WarehouseAP Super Subject Area • Potential uses for AP Super Subject Area • AP Expenditures by Fund, Department, Program, etc • Top 10 vendors by amount • Comparison of expenditures from each fund • Count of vouchers entered and paid during a time period • Overdue vouchers • Statewide Accounts Payable Dashboard has been developed as a starting point

  27. Dashboard Demo

  28. Data WarehouseHome Dashboard

  29. Security

  30. Data Warehouse Access On July 19, the “data warehouse” menu item was activated in SHARP for those employees who have data warehouse roles On August 4th at 8:30 a.m., the “data warehouse” menu item will be activated in SMART for those employee who have data warehouse roles. Note: Normal hours of operation are based on SMART access – 7 AM to 6PM M-F. Those with SHARP access can also get in Sat 1-6 PM and Sun 12-5 PM 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 Finance Power Users are coaches for Finance Users to help them setup dashboards – Use the dashboard lesson from RP301 as a guide

  31. 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 SMART 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/resources.html

  32. 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

  33. 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

  34. 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

  35. Security Recommendation • Determine one Power User to provide governance over permissions • Reduce the number of Power Users • Use security access with a high degree of caution • 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. • When in doubt, reach out. We are happy to help answer questions.

  36. Security Reminders • 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. • 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. • Use the SMART Security request process to add or remove Finance User and Finance Power User roles

  37. Training Update

  38. 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

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

  40. Wrap Up

  41. Project Resources • Sunflower Project website: http://www.da.ks.gov/smart/ • Sunflower Infolist • Subscribe at http://www.da.ks.gov/gov/listserv.htm • SMART Help Desk • Search the SMART Solutions Knowledgebase at https://dahelpdesk.ks.gov/sd/SolutionsHome.sd • Log in to Service Desk at 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

  42. Questions?

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