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Data Warehouse Finance Power User MeetingJuly 29, 2010

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Welcome

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Meeting Agenda

WelcomeCurrent EventsData Warehouse SupportData Warehouse Phased Roll-OutKS Vouchers and Payments 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

• Gina Vinyard, Data Warehouse Lead

• Adriene Williams, Data Warehouse Analyst

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Housekeeping

• Bathrooms

• Please set cell phones and pagers to silent

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Opening Remarks

• Data Warehouse 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 SMART Subject Area goes live on August 4

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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

• 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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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

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

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

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 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

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• 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

Data WarehouseAP Super Subject Area

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Dashboard Demo

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Data WarehouseHome Dashboard

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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

• 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

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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 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

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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 Users3. Use security access with a high degree of caution4. 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 SMART Security request process to add or remove Finance User and Finance 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

• 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

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Questions?