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11/3/2015 WA S H I N G T O N S T AT E U N I V E R S I T Y Financial Data Financial Data Financial Data Financial Data Warehouse Warehouse Warehouse Warehouse Some day, on the corporate balance sheet, there will be an entry which

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11/3/2015 1 WA S H I N G T O N S T AT E U N I V E R S I T Y

“Some day, on the corporate balance sheet, there will be an entry which reads "Information"; for in most cases, the information is more valuable than the hardware which processes it.”

  • Grace Murray Hopper

Financial Data Financial Data Warehouse Warehouse Financial Data Financial Data Warehouse Warehouse

Updated 7-2015 Updated 7-2015 Updated 7-2015 Updated 7-2015

Log in to BusinessObjects Log in to BusinessObjects

  • Lecture & Lab

– Data Warehouse Background & Overview – Query Tool – Terms and Definitions – Financial Data Overview – Using Corporate Documents – Building a Query and Report in Business Objects – work through exercises in the lab

Training Schedule Training Schedule

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11/3/2015 2 WA S H I N G T O N S T AT E U N I V E R S I T Y

What is it?

  • Central warehouse for financial, personnel, etc.
  • Unlimited report building capabilities

Background Background

  • Data is organized for ad-hoc, reporting access

not transaction processing

  • Snapshots at various points in time
  • Easy access with query tools
  • Retention of additional historical data

– Accounting Activity from 1/2000 onward – Balances from 6/30/1998 onward

Data Warehouse Overview Data Warehouse Overview

ACCO CCOUNT UNT BA BALANCES NCES ACCO CCOUNT UNT BA BALANCES NCES FA FACTS FA FACTS DEPPS DEPPS DEPPS DEPPS Endowm Endowment ent Endowm Endowment ent BPS (PBL BPS (PBL data) data) BPS (PBL BPS (PBL data) data) PAPR, SC PR, SCBAIMS BAIMS PAPR, SC PR, SCBAIMS BAIMS P-C P-Card/C /CTA P-C P-Card/C /CTA WS WSU ORG U ORG WS WSU ORG U ORG END USER END USER (YOU) (YOU) END USER END USER (YOU) (YOU)

FINA FINANCIA NCIAL DA DATA WA WAREHOUSE FINA FINANCIA NCIAL DA DATA WA WAREHOUSE

Flow of Data Flow of Data

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11/3/2015 3 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • FACTS

CTS - Fi Financi nancial A Accou ccounti ting ng System System

  • Complete Ac

lete Accoun unt In t Inform formation ation

  • Codes, pic

des, picklists, desc lists, descriptions, riptions, etc etc.

  • BA

BALA LANCES NCES Syst System

  • Acco

ccounting ng T Transa sact ction n Detail

  • WSUOR

WSUORG

  • Endowment System

dowment System

  • BPS

BPS - PBL - BL - Permanent ermanent Budget Budget Level Level data data

Sources of Financial Data Sources of Financial Data

  • DE

DEPPS - Personnel & ersonnel & Employee ployee System System

  • Employee

ployee

  • Posi

Positi tion

  • n
  • Appointment

Appointment

  • Fu

Fund nding

Sources of Employment Data Sources of Employment Data

  • PAPR - Pur

urchasin asing, Ac g, Accoun unts P ts Payable, yable, Rec Receivin iving g System stem

  • Ve

Vendor I Information

  • Pu

Purchase hase Ord Order Li r Line ne Item Detai Item Detail

  • Cost Distrib

Cost Distribution tion

  • SCBA

SCBAIMS IMS

  • Servic

rvice C e Center er Billin Billing

  • Requisition

Requisitions

  • Pu

Purchasi hasing ng Card Card/CT /CTA Card Card

  • Pur

Purchase Description hase Description

  • Cost Distrib

Cost Distribution tion

Sources of Purchasing Data Sources of Purchasing Data

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11/3/2015 4 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • BusinessObjects

– Complete query and reporting tool

  • InfoBurst (Iburst)

– Scheduler for pre-defined reports – May only be used with Business Objects

– https://iburst.wsu.edu/InfoBurst/logon2.aspx?ReturnUrl=%2fInfoBurst%2fDefa ult.aspx

  • InfoView

– Use for managing documents on repository – Use for scheduling (apart from iBurst)

– https://businessobjects.wsu.edu/InfoViewApp/logon.jsp

Query Tool Options Query Tool Options

  • Universe

– a collection of information (e.g. a warehouse); A semantic layer between you and the database that adds descriptive information, security and enables “smart” queries.

  • Class

– a set of related objects. Classes can have sub-classes to further group objects together. (icon is a folder)

Terms and Definitions Terms and Definitions

Object - a data item or formula

  • dimension - a data object (icon is a blue cube)
  • measure - an object that is numeric and can be used

in a calculation or is the result of a calculation (icon is a yellow battleship/histogram)

  • detail - a qualification of another object, provides

more detail on another object (icon is a green diamond)

  • Pre-defined Condition - a special kind of object that

helps to limit or filter the amount of data returned (icon is a yellow funnel)

Terms and Definitions Terms and Definitions

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  • Document

– a BusinessObjects file that acts as a container for reports (.rep extension) – Can either be housed on the BO repository or on your hard drive.

  • BusinessObjects documents are composed of

3 items:

– Data Provider - the query that retrieves data for reports. – Data - the raw data that was returned from the data provider (database) and displayed on the report – Report - the formatted results of the query

Terms and Definitions Terms and Definitions

To To be begi gin n – sta tart the rt the p progra

  • gram,

m, op

  • pen vi

view tool toolba bars to rs to select to select toolbars in in head heading ing. Select all lect all but t “Lar “Large Butto Buttons” then ns” then drag ag ar around to arrange.

  • und to arrange.

Corporate Documents Corporate Documents

Go to File, Impor Go to File, Import Fr From

  • m Reposito

Repository, select “Categor , select “Categories” ies” radio dio bu button tton then open “Cor then open “Corpor porate te Categor Categories es” ” folder folder , “Financial” and then , “Financial” and then select the “bu select the “budget dget statement.r statement.rep” p” and and impor import.

Import Corporate Documents Import Corporate Documents

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Enter criteria and hit OK hit refresh icon Balance Snapshot Date – can be last night or last month end

Run Corporate Documents Run Corporate Documents

The message will appear on accounts that do not have revenue detail to report – just hit OK.

Run Corporate Documents Run Corporate Documents

1 2 1 2

Begin Building Your Own Report Begin Building Your Own Report

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11/3/2015 7 WA S H I N G T O N S T AT E U N I V E R S I T Y Select from Available Universes Select from Available Universes

b c d e f i h g j k

Query Panel Display Query Panel Display

Top corner of Query Panel select all three boxes in the upper left corner. If you hover these will be “Show/Hide All Classes”, “Show/Hide Help on selected items”, “Wrap result objects.”

Query Panel Query Panel

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11/3/2015 8 WA S H I N G T O N S T AT E U N I V E R S I T Y Building Your Own Report Building Your Own Report

  • Select result objects - these are what

columns of data will be returned from the database and displayed in your report.

  • Build conditions - these put limitations on

the number of records that are returned from the database.

– Use pre-defined or your own conditions as much as possible. – If you don’t specify otherwise, you will get ALL records. – Be careful when combining data from multiple classes

Building Your Own Report Building Your Own Report

A brief walk- through of each class of data (folder) in BusinessObjects

  • Describe each class
  • Highlight key objects and pre-defined conditions

(filters)

  • Things to watch for in each class

Financial Data Overview Financial Data Overview

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11/3/2015 9 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • Set as Master creates a master/detail report
  • Can also add breaks, totals, sorts, etc.
  • How to “Slice and Dice” the data

Formatting the Report Formatting the Report

a. Show/hide the Available Variables box

  • b. Apply breaks, filters, sorts, rankings and calculations

c. Report Variables

  • d. View all variables, dimensions only, measures only, or all variables by

data provider. e. Show masters in master/detail reports f. Show the variables in the active table, chart or crosstab

  • g. Show the name and type (table, chart or crosstab) of each block

Slice and Dice Panel Slice and Dice Panel

  • If using more than one “snapshot” class, be sure

to specify the snapshot generation on EVERY class

  • Use Account Snapshot and Account Balance

Snapshot most of the time.

  • Only use Accounting Activity when detail is

needed or when date range is not compatible with snapshot dates.

  • ONLY use Supporting Data when a list of codes is

required.

Tips and Techniques Tips and Techniques

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11/3/2015 10 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • Build the query to get the data you want first,

then format the report.

  • Start with a small set of data, then add to it.
  • Look at each object to make sure you have put

appropriate conditions on each class used.

  • Conditions are what limit the amount of data returned; use

them as much as possible.

  • Notice the UPPER CASE objects; they are the

unique identifiers for each class.

  • Watch out for duplicate rows aggregation in

BusinessObjects.

Tips and Techniques Tips and Techniques

  • Save *.rep file on local or shared drive.

– Be sure to check the box “Save for All Users”

  • Upload document to repository

– Using InfoView – Using Deski

  • Share docs with others

– Send to Users (puts in repository inbox) – Send to Email (leaves an email trail) – Save in public folders (requires setup) – Save on a shared file drive.

Managing Documents Managing Documents Save for all users Save for all users

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11/3/2015 11 WA S H I N G T O N S T AT E U N I V E R S I T Y

Advantages of storing documents in the repository

– Safe and easily retrieved if your computer crashes – Repository can be passed on to successors in a position

Repository storage Repository storage

  • Sa

Safe fegua guard ID d ID and d password ssword

  • Sa

Safe fegua guard da d data ta and di d distri stributi bution

  • n of
  • f re

reports rts

Data Security/Privacy Data Security/Privacy

  • Acco

Accountab untabili ility in ty in cre creati ting re ng reports ports

  • Valid

Validate ate data ta in AIS in AIS – BALAN ALANCES, HEPPS HEPPS, DEPPS , DEPPS etc. etc.

Data Verification/Accuracy Data Verification/Accuracy

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11/3/2015 12 WA S H I N G T O N S T AT E U N I V E R S I T Y

Contact IT ntact IT to to request an request an Info InfoBurst Burst acco account. unt. Lo Log in g in to to Info InfoBurst Burst at at https://iburs https://iburst.wsu.ed t.wsu.edu

InfoBurst Access InfoBurst Access InfoBurst User profile set-up InfoBurst User profile set-up

  • WSU

U Data Data Wareho rehouse web page: use web page:

ht http://i //inf nfot

  • tec

ech. h.wsu. wsu.edu/da edu/datawa warehouse/ rehouse/

  • Financial Data

Financial Data Warehouse rehouse listproc listproc

financial_dw@ financial_dw@listpr listproc.wsu c.wsu.edu edu

How to learn more How to learn more

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If you attended this live training session and wish to have your attendance documented in your training history, please notify Human Resource Services within 24 hours of today's date:

hrstraining@wsu.edu

This has been a WSU Training Videoconference