1 data warehouse hr power user meeting july 22, 2010

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Data Warehouse HR Power User Meeting

July 22, 2010

22

Welcome

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Meeting Agenda

WelcomeCurrent EventsData Warehouse SupportData Warehouse Phased Roll-OutSHARP Subject AreasDashboard DemoData Warehouse SecurityData Warehouse Training UpdateWrap Up

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Welcome and Introductions

Presenters

• Kent Olson, Project Director

• Jennifer Dennon, Data Warehouse Manager

• Connie Guerrero, Enterprise Readiness Team Manager

• Gina Vinyard, Data Warehouse Lead

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Housekeeping

• Bathrooms

• Please set cell phones and pagers to silent

• 10 minute break is planned

• Note cards for questions

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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

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Current Events

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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

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Data Warehouse Team

• Jennifer Dennon

• Gina Vinyard

• Adriene Williams

• Subject Matter/Data Experts – SHARP HR, SHARP Payroll Teams

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Data Warehouse Support

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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

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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

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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.

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• 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)

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• 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

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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

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Data Warehouse

Phased Roll-Out to Agencies

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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

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Data Warehouse Phased Roll-Out – Phase 1 Agencies – 07/19/10

039 Department on Aging046 Kansas Dept of Agriculture143 Corporation Commission171 Kansas Health Policy Authority173 Department of Administration264 Dept of Health & Environment276 Department of Transportation280 Highway Patrol296 Department of Labor363 Kansas Neurological Institute365 Ks Pblc Employees Retirmnt Sys425 Legislative Research Department521 Department of Corrections540 Post Audit Legislative Div565 Department of Revenue622 Secretary of State629 Dept of Social & Rehab Svcs670 State Treasurer677 Judicial Branch682 University of Kansas715 Wichita State University

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

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034 Adjutant General

082 Attorney General

083 Atny Gen-Ks Bureau of Invstgtn

122 Citizens Utility Ratepayer Bd

177 Ellsworth Correctional Fclty

195 El Dorado Correctional Fclty

313 Hutchinson Correctional Fclty

331 Insurance Department

350 Juvenile Justice Authority

352 Kansas Juvenile Correct. Cmplx

367 Kansas State University

379 Emporia State University

385 Pittsburg State University

400 Lansing Correctional Facility

408 Larned Corr Mental Hlth Fclty

410 Larned State Hospital

412 Larned Juvenile Correct.Facil.

482 Board of Nursing

494 Osawatomie State Hospital

507 Parsons St Hosp & Trng Center

522 Corrections Dept-Corrtnl Indus

523 Kansas Parole Board

553 Kansas Racing & Gaming Comm

555 Rainbow Mental Health Facility

561 Board of Regents

581 Norton Correctional Facility

634 Conservation Commission

652 Department of Education

660 Topeka Correctional Facility

671 Pooled Money Investment Board

683 Univ of Ks Medical Center

710 Ks Dept of Wildlife and Parks

712 Winfield Correctional Facility

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094 Banking Department105 State Board of Healing Arts167 Dental Board176 Ks Development Finance Dept.204 Board of Mortuary Arts234 Fire Marshal270 Hlth Care Stabilization Fund B288 State Historical Society300 Dept of Commerce328 Indigents Defense Svcs St Bd349 Judicial Council360 Kansas Inc371 KS Technology Enterprise Corp373 Kansas State Fair Board450 The Kansas Lottery549 Real Estate Commission562 Board of Tax Appeals604 School for the Blind610 School for the Deaf625 Securities Comm of Kansas663 Technical Professions St Bd694 Veterans Commission709 Kansas Water Office

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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

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Subject Area Strategy

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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

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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

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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

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Data WarehouseJob 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.

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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

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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

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Data WarehousePayroll 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

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• 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

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• 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

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• 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

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Dashboard Demo

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Data WarehouseHome Dashboard

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Data Warehouse Job Dashboard - Welcome

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Data Warehouse Job Dashboard – Summary

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Data WarehousePayroll Dashboard - Welcome

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Data WarehousePayroll Dashboard - Summary

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Data WarehousePayroll Dashboard - History

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Data WarehousePayroll Dashboard – History Details

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Data WarehousePayroll Dashboard – Other Earnings

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Security

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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

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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/resources.html

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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

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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

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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

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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.

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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

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Training Update

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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

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Data Warehouse Training

• DARP303: Intermediate Data Warehouse Reporting:

– Pivot Tables– Drill-Down– Guided Navigation– Conditional Formatting– Prompts– Column Selectors

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Wrap Up

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Project Resources

• SHARP website: http://www.da.ks.gov/sharp/

• Sunflower Project website: http://www.da.ks.gov/smart/

• SHARP Infolist and 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

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Questions?

1 data warehouse hr power user meeting july 22, 2010

Documents