Purchase Dashboard

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					            OBIEE Technical Conference


            Getting Started with a Dashboard
                  Development Project
                      Theresa May


12/4/2008                                      1
Agenda
      ■ Project Scope
            – Tied to Finance 9.0 upgrade
      ■ Partnership between ITS and Data Steward
            – Roles and Responsibilities
      ■ Process Followed to Implement Finance
        Dashboards
            –   Requirements Gathering
            –   Dashboard Prototyping
            –   Data Modeling
            –   Feedback
            –   Change Management


12/4/2008                                          2
Project Scope
      ■ Scope the Project for 90-8-2 Success
            – 90% of campus users require general functionality
               » Generally most campus users who require operational
                 information to support business processes on a daily
                 basis.
            – 8% of campus users require more flexibility or
              complex functionality
               » Generally most power users who write queries and work
                 with data directly. Requirements might be in a more ad-
                 hoc nature.
            – 2% of campus users require the ability to problem
              solve or do trend analysis by utilizing campus
              information.
               » Generally the functional support team and campus
                 executives.


12/4/2008                                                               3
Project Scope
      ■ Phases are Important
            – Phase the project for 90-8-2
            – Don’t try to tackle the entire project on day
              one
            – It’s better to deliver smaller components in
              shorter time frames than to ask the campus
              to wait for a larger deliverable over a long
              period of time
            – Phasing the project provides the support
              teams a chance to understand how to work
              within the new environment

12/4/2008                                               4
Project Scope
      ■ Review Current Campus Functionality
            – What is being replaced by the dashboard?
      ■ Review Timing of Campus Processes
            – When does the campus need certain
              information?
      ■ Is the Data Available?
            – In Finance Reporting Solution (RSOL)?
            – In PeopleSoft?
      ■ Joint Decision to Increase Scope

12/4/2008                                             5
Project Scope

      ■ Initial Phased Approach
            – Phase I - Department Page
              » Account summaries
              » Purchase orders
              » College based fees
            – Phase II – Fund Page
              » Trial balance
              » Expense summary
            – Phase III – Transaction Research


12/4/2008                                        6
Project Scope

      ■ Phase I – Pages Delivered
            –   My Revenue & Expense
            –   My Open PO’s
            –   My Trial Balance
            –   My Revenue & Expense Transactions
            –   My PO Transactions
            –   My Trial Balance Transactions
            –   My Budget Transactions


12/4/2008                                           7
Partnerships Work Best
      ■ Full Commitment by Data Steward and ITS
            – To the project
               » Communication
               » Compromise
            – To each other
               » Communication
               » Compromise
      ■ No Partnership – No Good
      ■ Must Trust Each Other



12/4/2008                                         8
Data Steward Role
      ■ Project Ownership (Extremely Important)
            – Data Warehousing is a business function
            – Data steward should own and drive the project
      ■ Project Direction and Vision
            – What information do they want to provide?
      ■ Validation/Testing
            – Data validation and testing
            – Dashboard design input
            – Dashboard validation and testing
      ■ Intake for Campus Feedback on Dashboard



12/4/2008                                                     9
Information Technology Services (ITS)
Role
      ■ Technical Support and Expertise
            – Supports the data steward
      ■ Provides the Technical Infrastructure
            – Oracle Business Intelligence Enterprise Edition (OBIEE)
            – Data warehouse
            – Servers, load balancers, network, etc.
      ■     Gathers and Documents Requirements
      ■     Designs and Implements Data Models
      ■     Designs and Implements Dashboards
      ■     Provides an Environment that Allows for a Quick
            Response to Fixes and Enhancements



12/4/2008                                                               10
Requirements Needed
      ■ Dashboard Requirements
            –   Key performance indicators
            –   Questions to be answered
            –   Flexibility
            –   Downloads
            –   Printing
      ■ Data Requirements
            – Sources for data
                 » Finance reporting solution (RSOL)
                 » PeopleSoft finance tables




12/4/2008                                              11
Requirements Gathering Process
      ■ Don’t Ask Data Steward to Write Down Requirements
      ■ First Learn about the Services the Data Steward
        Provides, Business Processes, and Reports
            –   Review RSOL prior to first set of meetings
            –   Set up long information gathering sessions (2-6 hours)
            –   Document information learned from working sessions
            –   Does ITS need an accounting 101 overview? We did!
      ■ Ask about the Goal for the Dashboard
            –   Is this dashboard to support operational requirements?
            –   Any key performance indicators (KPI’s)?
            –   What questions should be answered?
            –   Who is the audience?



12/4/2008                                                                12
Dashboard Prototyping Process
      ■ Data Steward should Drive Initial Design
            – Describe using
                 » Tool or
                 » Sketching or
                 » White boarding
      ■ ITS should Provide Guidance and Options
            – Deliver the dashboard as close to the data steward’s vision as possible
      ■ ITS should Develop Standards for Enterprise Dashboard Deployment
            –   Branding
            –   Column selectors
            –   Filter view
            –   Information box
      ■ ITS should Set Up Prototyping Sessions
            – Set up working sessions (2-6 hours)
      ■ ITS should Provide Guidance on Terminology (need consistency)
            – What’s a Page
                 » Page Prompt
                 » Filter




12/4/2008                                                                               13
Dashboard Prototyping Process
      ■ ITS should Provide Guidance on
        Dashboard Layout
            – Need to start with summarized information
            – Use drill capability to get to detail
            – Help demonstrate a new way of looking at
              data
            – This may be a major change management
              issue for campus depending on the tool
              they currently utilize for querying data


12/4/2008                                            14
Dashboard Prototyping Process
      ■ Used RSOL to Build Initial Page Prototypes
            – Set up RSOL tables in OBIEE Metadata layers
            – OBIEE requires fact and dimension tables
      ■ Utilized Preliminary Dashboard Design as Provided
        by Data Steward
      ■ Set Up Working Sessions to Build Upon Provided
        Samples of Dashboard Pages
            – Made modifications on the fly
            – Documented items to research
            – Created task list of items to implement after session
      ■ Encountered Issues with Drilling and Hierarchies
            – Determined that there was a Need for a Data Model



12/4/2008                                                             15
Dashboard Prototyping Process
      ■ Documentation
            – Utilize the dashboard prototypes
            – Document items not included in the
              prototype
              » Research items (things to figure out)
              » Task list
            – Don’t get hung up on documenting all
              components of the dashboard through
              prototyping sessions
              » Next two slides show unsuccessful attempts


12/4/2008                                                    16
   Dashboard Prototyping Process
ID #     Business Requirement                                                                     User Base        Priority   Phase   Benefit



         DEPARTMENT - DEPARTMENT REPORT


1.a.1    What are the budget, expenditure and encumbrance amounts for a given Department, by   Budget Specialist
         Fund and Account Group within a specific fiscal year?

1.a.2    What are the expenditure amounts for a given Department, by Fund and Account Group    Budget Specialist
         within each accounting period for a specific fiscal year?

1.a.3    What are the total expenditure amounts for a given Department(s) for a Fiscal Year?   Budget Specialist

1.a.4    What are the total expenditure amounts for a given Department and Account group, by   Budget Specialist
         Fund within each accounting period for a Fiscal Year?



         DEPARTMENT - OPEN PURCHASE ORDER LISTING


1.b.1    What PO’s are currently open for a given Department?                                  Budget Specialist

1.b.2    What PO's are currently open for a given Fund?                                        Budget Specialist

1.b.3    What is the detailed activity for a given PO?                                         Budget Specialist



         DEPARTMENT - DEPARTMENT REPORT BY SELECTED FUND


1.c.1    What is the Trial Balance for a given Fund by Object Code?                            Budget Specialist




   12/4/2008                                                                                                                          17
      Dashboard Prototyping Process
Req. ID
          Logical Data Element         Description/Alias           Physical Data Element                            Filter   Sum
#

1.a       Department ID                Department ID               FINANCE_SUMMARY_BALANCE_CMP.DEPTID

          Department Description       PS Department Description   FINANCE_DEPARTMENT.CSU_PS_DEPARTMENT_DESCR

          Fund Code                                                FINANCE_SUMMARY_BALANCE_CMP.FUND_CODE              Y

          Budgeted Amount                                          FINANCE_SUMMARY_BALANCE_CMP.BUDGETED_AMOUNT                Y

          Monetary Amount                                          FINANCE_SUMMARY_BALANCE_CMP.MONETARY_AMOUNT                Y

          Encumbered Amount                                        FINANCE_SUMMARY_BALANCE_CMP.ENCUMBERED_AMOUNT              Y

          Accounting Period                                        FINANCE_SUMMARY_BALANCE_CMP.ACCOUNTING_PERIOD

          GAAP Object Category Code    Account Group               FINANCE_ACCOUNT.CSU_GAAP_OBJECT_CATEGORY_CODE

          GAAP Object Category Descr   Account Group Description   FINANCE_ACCOUNT.CSU_GAAP_OBJECT_CATEGORY_DESCR

          Fiscal Year                                              FINANCE_SUMMARY_BALANCE_CMP.FISCAL_YEAR            Y

          CSU GAAP Account Type                                    FINANCE_ACCOUNT.CSU_GAAP_ACCOUNT_TYPE_CODE         Y



1.b       Document ID                  PO #                        FINANCE_ENCUMBRANCE.CSU_DOCUMENT_ID

          Document Line Number         PO Line #                   FINANCE_ENCUMBRANCE.CSU_DOCUMENT_LINE_NBR

          Fund Code                                                FINANCE_ENCUMBRANCE.FUND_CODE

          Department ID                                            FINANCE_ENCUMBRANCE.CSU_DEPTID                     Y

          Account                                                  FINANCE_ENCUMBRANCE.ACCOUNT




      12/4/2008                                                                                                       18
Data Modeling Process

      ■ Learned about the Data that Supports
        the Finance Business Processes
            – Data steward provided overviews
            – Discussed business rules
              » What makes up a revenue or expense?
      ■ Built Data Model using RSOL as Source
            – Reviewed design and all data elements
              with data steward


12/4/2008                                             19
Data Modeling Process
      ■ Data Modelers and Dashboard
        Developers – Communicate!
            – All need to understand the dashboard
              requirements
            – All need to understand data relationships
            – All need to understand hierarchies within
              the data
            – All need to understand the grain of data
            – All need to attend working sessions with
              data steward

12/4/2008                                             20
Feedback Process
      ■ Dashboard Users
            – Internal finance team
               » Used the dashboard to perform their daily activities
            – Pilot group
               » First set of campus users to use the new dashboard
            – Campus users
               » All users after roll to Production
      ■ All Feedback must be Funneled through Data
        Steward
      ■ Data Steward to Provide Fix-It/Enhancement
        List to ITS along with Priorities


12/4/2008                                                               21
Change Management Process

      ■ Open Forums
            – Data steward and ITS partnered
            – Project overview
            – Demonstrations of new tool & dashboard
      ■ Tool Training
            – ITS supported
      ■ Dashboard Training
            – Data Steward supported


12/4/2008                                              22
Questions?




12/4/2008    23
Contact

      ■ OBIEE Technical Conference:
            http://polydata.calpoly.edu/dashboards/obiee_conf/index.html

      ■ Email: polydata@calpoly.edu




12/4/2008                                                              24

				
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