INSTITUTIONAL DATA USERS GROUP - IT Communities · PDF fileMFK Elements Tables. ......

INSTITUTIONAL DATA USERS GROUP

Initial MeetingMay 15, 2014

Institutional Data Users Group

Institutional Data – all data created, collected, maintained, recorded or managed by the university

Users’ Group – A group of people who have similar interests, goals, or concerns

IDUG OverviewInstitutional Data Users Group

IDUG OverviewInstitutional Data Users Group

Purpose – Foster collaborative environment to promote awareness and share information about Institutional Data

Membership – any UI staff interested in or who accesses Institutional Data

Governance • Institutional Data Governance Team• IDUG Executive Committee• IDUG Members

Activities • Monthly Meetings• Training Opportunities• Special Interest Groups

University Data WarehouseInstitutional Data Users Group

dwprod toast.its.uiowa.edu

DW by the NumbersInstitutional Data Users Group

1 Oracle Database 6 TERABYTES of Storage

14 Subject Areas27 Tables with over 100,000,000 rows

2,000 User Accounts1,313,000 Avg. Connections Per Month1997 Year first Module was Implemented

1,567 Subject Area Tables3,637 Subject Area Indexes

4 Oracle DBA’s

DW OverviewInstitutional Data Users Group

OLTP

ETL

DW

EXTRACT TRANSFORM & LOADOracle Export/ImportJava and PL/SQL codeOracle Data PumpSQR jobs

ONLINE TRANSACTIONAL PROCESSINGPS HRISMAUIPS FinancialsGrant Accounting

DW MODELING FRAMEWORKSOperational Data StoreDenormalizedAggregationsPivot TablesViews

DW ACCESS TECHNIQUESSQL Queries via Tools

(MS Access, DB Vis, etc.)SSRS ReportsApplication Delivered Reports

DW VISIONInstitutional Data Users Group

NEW SUBJECT AREAS• Facilities, Advisor Dashboard, Academic (ICON)

STAR SCHEMA MODELS • Process Based STAR Marts for efficient dimensional analytical processing

WEB PRESENCE• Launching points for multiple subject areas• Frequently Asked Questions• Support Avenue

UNIFIED DATA DICTIONARY• Common format and interface for DW Meta Data

Departmental / Service Unit View Management• Methodology for externally owned/developed views within dwprod

BUSINESS INTELLIGENCE SOLUTIONS• Increased Utilization of BI toolsets, such as MS Excel Power View, Power Pivot, MS SQL Services

Analytical Server, Tableau

SECURITY• Removal or advanced protection of Personally Identifiable Information

DW CatalogInstitutional Data Users Group

http://itcommunities.uiowa.edu/content/institutional-data-users-group

General Ledger (GL)Institutional Data Users Group

Selina MartinAssociate Controller-Financial Reporting & Analysis, Controller’s Office

GL Current State - Data Warehouse


Transaction Detail Tables

Summary Tables

MFK Elements Tables Lookup Tables

Contains transaction level details with thesame information as transaction entries in the GL:M accountingsystem.

• GL_GL_FUND_IACT_SUMRY• GL_GL_FUND_ORG_DEPT _IACT_SUMRY• GL_GL_WHOKEY_SUMRY• GL_GL_WHOKEY_IACT_SUMRY• GL_GL_MFK_SUMRY• GL_GL_MFK_SUMRY_DAILY

• GL_GL_FUND_IACT_SUMRY• GL_GL_FUND_ORG_DEPT

_IACT_SUMRY• GL_GL_WHOKEY_SUMRY• GL_GL_WHOKEY_IACT_SUMRY• GL_GL_MFK_SUMRY• GL_GL_MFK_SUMRY_DAILY

• GL_GL_DTL• GL_GL_DTL_DAILY• GL_GL_DTL_DAILY_ENC

Contains summary values rolled up to specific Master File Key (MFK) combinations by accounting period for a given fiscalyear.

Contains each individual MFK element & WhoKey. Each table includes values for the element, descriptions, account status & open/close dates.

Contains supplementaryinformation about various codes used in the larger summary and detail tables.

• GL.GL_ACCTG_PRD• GL.GL_JRNL_AMT_CLAS

S• GL.GL_JRNL_ID• GL.GL_MFK_ACCT_TYPE• GL.GL_RPT_CAT

GL Current State - GLDSS Online Reports


Summary Reports

Transaction Detail Reports

Other Reports & Tools

Cumulative fiscal-year-to-date summary accounting reports in various report formats, including the standard six-column for the management summary MS series and grant/program summary, budget comparison and balance sheet reports.

• Transaction Detail Report (TDR) Ad Hoc Search

• SA3

• Financial System Tools• WhoKeys• MFK Validation

Six Column Reports• Management Summary Reports

(4 reports)• Grant/Program Summary

ReportBalance Sheet Reports• Balance Sheet

Statement of account details for the actuals transaction type report.

Supplemental information related to accounting data, including WhoKey listing, Journal ID search and MFK validation.

GL Current State Electronic Financial Reports (EFR)


Transaction Detail Reports Grant Reports Dashboards Resources

Statement of account details for the actuals transaction type report. Used for electronic review & reconciliation.

• Financial Summary• IACT Recap• Transaction Detail• Payroll Summary• Award Information

• TDR Reconciliation Status• WhoKey Owner Role

Assignment• WhoKey Reviewer Role

Assignment• WhoKey Purpose Definition• Closed WhoKeys with Balances• WhoKeys in Deficit Status• Appropriated Funds Burn Rate

• TDR Inbox• Ad-Hoc Search• SA3 Search• Alternate Reconciliation

Grant Summary Reports

Dashboard tools used to monitor important information and key performance indicators.

Documentation & Special Permissions Tool

Documentation• EFR FAQ• TDR User Manual• EFR Dashboard User

Manual• TDR Drilldown List• ICON TDR Training Course

Special Permission• Alternate Reconciliation

GL Future Vision Electronic Financial Reports (EFR)


Transaction Detail Reports

Summary Reports * Grant Reports Dashboards Resources

Statement of account details for the actuals transaction type report. Used for electronic review & reconciliation.

• Additional users• Additional financial

metrics• Purchasing metrics?

• IACT Summary Report ?

• Balance Sheet Report

Grant Summary Reports

Dashboard tools used to monitor important information and key performance indicators.

Documentation & Special Permissions Tool

• Monthly Trend Report

• Comparative Report• IACT Summary

Report• Graphs/Charts

Financial Summary Reports

* Future Content

Cumulative CompensationInstitutional Data Users Group


Cum Comp Current State Data Warehouse


CumCompDetail Tables

CumCompSummary Tables

CumpCompSummary YTD Tables

Table consists of compensation transactions of individuals at the person, journal and MFK level by pay period. Transactions include entries into the HR PeopleSoft system and adjustments made through the PayCV application.

Includes 27 chartfields –examples below:• PAY_PERSON_ID_NBR• PAY_JOB_CD• PAY_GROUP • PAY_EARNINGS_CD• PAY_DEDUCT_CD

Table consists of summarized compensation to individuals at the person and MFK level by accounting period and fiscal year from the HR PeopleSoft system and adjustments made through the PayCV application

Table consists of YTD summarized compensation to individuals at the person and MFK level by accounting period and fiscal year from the HR PeopleSoft system and adjustments made through the PayCVapplication.

Includes 24 chartfields – Includes 19 chartfields –

Cum Comp Current State Query Tool Report


By Individual, by Accounting Period

By Individual, by Pay Period

By WhoKeyBy WhoKey, with IACCT &

JID

Includes compensation & fringe totals for the individual’s MFK(s) for the specified accounting period(s), the WhoKey/IACCT totals for the specified accounting period(s) as well as the fiscal year-to-date totals.

Includes compensation & fringe totals for the individual’s MFK(s) for the specified pay period(s), the WhoKey/IACCT totals for the specified pay period(s) as well as the fiscal year-to-date totals.

Includes compensation & fringe totals for the specified WhoKeyand accounting period(s) as well as the fiscal year-to-date totals.

Includes compensation & fringe totals for the specified WhoKey, IACCT and Journal ID for the specified accounting period(s).

http://afr.fo.uiowa.edu/financial-systems-applications

Financial Systems & Applications

http://afr.fo.uiowa.edu/financial-systems-applications

Asset Management (AM)Institutional Data Users Group


AM Current State Data Warehouse


Asset Detail Table

Custodian Table

Location Table

Cost Table

Contains relevant purchase details of the asset acquisition.

Contains custodial ownership information of the asset.

Contains physical location of the asset.

Contains all relevant details of the asset cost.

• Asset ID • MFK elements• Asset Category• Transaction information• Cost • Other fields

• Asset ID • Room Number• Building Location

• Asset ID• Custodian• Custodial Department• Custodial Org• Other fields

• Asset ID• PO Number• Voucher Number• Vendor Number• Other fields

AM Current State Online Query Tools


Asset Detail Search

Search for assets by single asset identification number, tag number, serial number, or PO number. Returns details including acquisition date, accounting date, transaction date, cost, custodian information and location.

Accounts Payable and Purchasing System (APPO)


Debby ZumbachDirector of Purchasing/Assoc Dir, Business Services

APPO Current State


• Data Dictionary• https://www.bo.uiowa.edu/~ap-po/help/psdss/tables.cfm

Purchasing TablesVoucher Tables Vendor Tables Payment Tables

Detailed information for Purchasing transactions – contains ebuy, preqs and inventory information.

Detailed information for Voucher transactions. Contains evouchers, TEV and PO vouchers.

Detailed address information for vendors.

Detailed payment information for vouchers listed in voucher tables.

APPO Current State


• New Report Purchasing Departmental Dashboard• Types of Purchases

• Confirming/Blanket/On-Contract• Contract Spend vs. Non-Contract• Spend by individual Departmental Purchasers• Procurement Card Spend• Opportunities for better pricing

Currently Available by contacting Renee Funk.

APPO Vision


• Data to be made Available in Future• Evoucher• Inventory• Procurement Card • Travel

Grant Accounting Post Award Management


Tom BendixenSenior Financial Analyst, Grant Accounting

GRANTACCT Current State


Electronic Financial Reports – Grant ReportsGrant Reports are electronically distributed to the Electronic Financial Reports (EFR) Portal. The EFR portal is accessed through Employee Self-Service (“Administration” tab).

Financial Summary IACT Recap Transaction Detail Payroll Summary Award Information

http://gao.fo.uiowa.edu/electronic-financial-reports-grant-reports



Grant Decision Support System Reports

View financial reports for sponsored projects. Different than the standard EFR reports, the Grant DSS reports/data allow additional flexibility to easily download and query financial and management data for sponsored awards and cost sharing accounts. Also includes documentation on the GRANTACCT data tables and fields.

http://www.bo.uiowa.edu/~grantdss/



GRANTACCT

GRANTACCT_GRANT_ACCOUNT

GRANTACCT_GRANT_ACCOUNT_CREDIT

GRANTACCT_GRANT_FMS-CAT

GRANTACCT_ACCOUNTING_CONTACT

GRANTACCT_GRANT_MGMT

GRANTACCT_GRANT_ACCOUNT_FINANCI

AL_MANAGE

GRANTACCT_GRANT_DEPT_CONTACT



GRANTACCT_GRANT_ACCOUNTProvides primary data about the grant; including MFK, award information, and attributes

GRANTACCT_GRANT_FMS-CATContains Financial Management Summary (FMS) codes, descriptions and groups.

GRANTACCT_GRANT_MGMTContains grant compliance information and billing information.

GRANTACCT_GRANT_ACCOUNT_FINANCIAL_MANAGEContains budget, expense, encumbrance and revenue information.

GRANTACCT_GRANT_ACCOUNT_CREDITContains credit account information for the award.

GRANTACCT_ACCOUNTING_CONTACTContains information about the Grant Accounting Office contact associated with the grant/contract.

GRANTACCT_GRANT_DEPT_CONTACTContains information about the department contact associated with the grant/contract.

GRANTACCT Vision for Future


GRANTACCT

GRANTACCT_GRANT_ACCOUNT

GRANTACCT_GRANT_ACCOUNT_CREDIT

GRANTACCT_GRANT_FMS-CAT

GRANTACCT_ACCOUNTING_CONTACT

GRANTACCT_GRANT_MGMT

GRANTACCT_GRANT_ACCOUNT_FINANCI

AL_MANAGE

GRANTACCT_GRANT_DEPT_CONTACT

Additional data to enhance

existing data

Human ResourcesInstitutional Data Users Group

Mike KaplanDirector, Administrative Systems Information ManagementHuman Resources

Human Resources Current State


HR SystemJobs@UIowa

Self ServiceUI Workflow

ComplianceTime/Attendance

Human Resources Current State


• Online Reports

• Online Inquiry Tools

• Self Service Query Application

• Data Warehouse Tables

Human Resources Vision


• Dedicated BI Resource• Business Intelligence Tools• Efficient Distribution• Data Dictionary

MAUI AdmissionsInstitutional Data Users Group

Karen KnightDirector, Admissions Information Systems

MAUI Admissions Current State




• MAUI Data Warehouse - Beginning Fall 2012

• Historical Data - Summer 2004 thru Fall 2012

• Online Reports• Undergrad and Grad Application Report

• Demographic Info, Application Data, Test Scores, Institutions Attended

• Undergrad and Grad Prospect Report• Demographic Info, Test Scores, Interests, Self-

Reported Data


• Row Level Security• Application Data Program of Study/Admission

Decision• Prospect Data Program/Prospect

Type/Prospect Status

• Snapshot Types• 0 (first day of class) through the 10th day• Census• Weekly (based on yearly calendar)• Weekly (based on academic calendar)• End of Session

MAUI Admissions Vision


• Expand Warehouse Data to Include:• Event Management Data• On-line Application Data not currently stored

in MAUI• Interactive Dashboards

• Monitor applications by decision, programs of study, academic, region, etc.

• Predictive Analytics and Data Mining Tools

MAUI BillingInstitutional Data Users Group

Marty MillerDirector, Billing Information Systems

MAUI Billing Current State




Data retrieved through online reports



• Reports by charge type or whokey• Same information as TDR link - one

accounting period• Fin Aid Disbursement by Student• Security by org/dept of whokey

MAUI Billing Vision


• Creation of fiscal year snapshot –allowing multiple accounting periods in online reports

• Financial Aid Disbursement will expand to allow whokey entry – results will be by session

• Course Fee Revenue Reconciliation

MAUI FINANCIAL AIDInstitutional Data Users Group

Beth ColeDirector, Financial Aid Systems

MAUI – Financial Aid Current State




• Majority of Financial Aid Data Access through MAUI Reporting

• Limited access to MAUI Financial Aid Data Warehouse

• Financial Aid Office does create some departmental data extracts

• Financial Aid Reports Available

• Awards Not Released to Billing – This report shows awards that the Office of Student Financial Aid has not released to the University Billing Office. Reasons for this could be:• Not time to release yet for the applicable session• Student does not have required enrollment or is not enrolled for

the session• Athletic or other hold on the aid

You can request access to this report through the regular Maui access request form.



MAUI REGISTRARInstitutional Data Users Group

Tom KruckebergIT Director, Registrar’s Office


Registrar/Student Records Current State

Registrar/Student Records Current State


• MAUI Data Warehouse Authoritative beginning Fall 2013• Various fixed snapshot times

• Day 0 (first day of the semester) thru the 10th Day• Census (end of 10th day• End of Session (Last day of Finals)

• There are floating times as well during the session• Daily• Weekly• Monthly

• Currently Student Record data between Fall 1993 and Fall 2013 will remain on the Registrar’s Data warehouse. (However there are plans to try and move the data to the MAUI warehouse.)

Registrar/Student Records Vision


• Work toward migrating the Registrar’s Student Record data to the MAUI warehouse.

• Continue to create views to make it easier and quicker to create queries.

• Work toward creating a Business Intelligence (BI) toolset to make it easier for non-technical staff to use the data.

• Work toward eventually phasing out Infobank.

Survey Results

IDUG DW SurveyInstitutional Data Users Group

Primary DW Data Usage


0 10 20 30 40 50 60 70

Asset Management (ASSET_MGMT)

Student Financial Aid (MAUI)

Grant Accounting (GRANTACCT)

Cumulative Compensation (CUMCOMP)

University Billing (MAUI)

Accounts Payable and Purchasing (FINANCIALS)

Admissions Information (MAUI)

General Ledger DSS (GLDSS)

Human Resources (HRIS)

Student Record (MAUI or Infobank)

Number of ResponsesTotal Responding = 114

DW Data Utilization


0 20 40 60 80 100 120

Fund Raising

Other

Research

Accreditation Reports

Efficiency Analysis

Departmental Research

External Reporting

Integrate into Business Processes

Internal UI Reporting


DW Access Methods


0 10 20 30 40 50 60 70

Tableau

Toad

Aqua Data Studio

Excel Power Pivot

Other

DB Visualizer

Oracle SQL Developer

Infobank

On-line Query Tools

Departmental Reports

Standardized On-line or Canned Reports

SQL Server

Excel

MS Access


DW Support Opportunities


0 10 20 30 40 50 60 70

Other

DW Access Request

DW Connectivity

Tool Specific Training

Data Interpretation

Query Development

Primary Contact

Data Definitions


Survey Key Themes


• Institutional Data More Useful and Accessible –• DW Overview, catalog, data definitions• Training – DW Usage, Tools, Queries

• Increase Productivity with Institutional Data• DW Overview, catalog, data definitions• Training – DW Usage, Tools, Queries• Customizable Reports

• Potential IDUG Agenda Items• Data Integration Strategies• DW Security and Access Overview• Business Intelligence• Query Development

• Security• Significant Interest in Data Security• Sensitive Data should be protected at all levels

User Group Discussion

IDUG User InputInstitutional Data Users Group

Rebekah AhrensApplication Developer, College of Liberal ArtsMatt AnsonEducation Support Services Manager, University College

UCC2520-D2nd Wednesday of Each Month

8:30 – 10:00

For IDUG Executive Committee and Session Feedback or Ideas

[email protected]

For IDUG Peer to Peer Discussion, Collaboration and Sharing

[email protected]

IDUG Website

http://itcommunities.uiowa.edu/content/institutional-data-users-group

IDUG Next SessionInstitutional Data Users Group

mailto:[email protected]

mailto:[email protected]

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