Workforce Central System Administrator’s Guide...

Workforce Central®

System Administrator’s GuideAnalytics

A guide to administering Workforce Analytics.

Kronos Workforce Central SuiteVersion 6

Part Number: 4703957-001 Document Revision: A

The information in this document is subject to change without notice and should not be construed as a commitment by Kronos Incorporated. Kronos Incorporated assumes no responsibility for any errors that may appear in this manual. This document or any part thereof may not be reproduced in any form without the written permission of Kronos Incorporated. All rights reserved. Copyright 2007.

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Document Revision History

Document Revision Product Version Release Date

A Workforce Analytics 6.0 June 2007

Contents

About This GuideOrganization of this guide ............................................................................. 6Workforce Analytics documents ................................................................... 7

Chapter 1: Overview of Workforce Analytics ManagerInstallation and configuration ...................................................................... 10System maintenance tasks ........................................................................... 11Using Workforce Analytics Manager .......................................................... 12

Workforce Analytics Manager menu options ....................................... 12

Chapter 2: System MaintenanceMonitor ETL jobs ........................................................................................ 16Maintain pay codes ...................................................................................... 19

Viewing pay code mappings ................................................................. 19Mapping a new pay code ...................................................................... 19

Update user access ....................................................................................... 21About the User Security utility ............................................................. 22Configuring user access ........................................................................ 23

Deploy External ETL Procedures ................................................................ 24Maintain Workforce Analytics reports ........................................................ 26

Appendix A: Pay Code Mapping Reference

Index

Contents

4 Kronos Incorporated

About This Guide

This guide is for Kronos® customers and service personnel who administer Kronos® Workforce Analytics™. It describes the ongoing maintenance of the Workforce Analytics product, including job monitoring, updating user security, and mapping pay codes. This preface contains the following sections:• “Organization of this guide” on page 6

• “Workforce Analytics documents” on page 7

About This Guide

Organization of this guide

This guide contains the following information:• Chapter 1, “Overview of Workforce Analytics Manager,” on page 9 identifies

Workforce Analytics Manager as the tool used by Workforce Analytics administrators and describes how and when to use it.

• Chapter 2, “System Maintenance,” on page 15 describes ongoing use of Workforce Analytics Manager after initial configuration.

• Appendix A, “Pay Code Mapping Reference,” on page 27 describes the Workforce Analytics pay categories in terms of what types of pay codes fit into each category.


Workforce Analytics documents

Workforce Analytics documents

The following documentation is available to help you install, maintain, and use the Workforce Analytics software: • Workforce Analytics Installation Guide provides instructions on planning,

installing, and configuring the core Workforce Analytics product.• Workforce Central System Administrator’s Guide—Analytics describes the

day-to-day system administration tasks that are performed through the Workforce Analytics Manager utility, such as examining the log files of Extract, Transform, and Load (ETL) processes, maintaining user security, and mapping pay codes.

• Workforce Analytics User’s Guide describes the analytic data the core Workforce Analytics product makes available, and how users can access and manipulate that data in enhanced reports and with business intelligence (BI) tools that perform multidimensional analysis.

• Online Help for Workforce Analytics Manager is installed automatically with the product. To access online Help: select Help > Workforce Analytics Help from the menu bar.

• Online Help for the Workforce Analytics Criteria Builder Web Parts is installed automatically with the product. To access online Help: click the down-arrow on the right side of the Web Part title bar, and select Help from the Web Part Menu drop-down list.

• Release notes provide additional information about Workforce Analytics, including a list of new features, resolved issues, and late-breaking changes.

Workforce Central System Administrator’s Guide—Analytics 7

About This Guide


Chapter 1

Overview of Workforce Analytics Manager

Workforce Analytics facilitates enhanced reports and provides access to multidimensional data through the use of a data mart and virtual cubes, which contain data extracted from the Workforce Central transactional database. The Workforce Analytics Manager is a separately installed client application where you configure data extraction, map pay codes, set user access, and monitor Extract, Transform, and Load (ETL) jobs. This chapter contains the following sections:“Installation and configuration” on page 10“System maintenance tasks” on page 11“Using Workforce Analytics Manager” on page 12

Chapter 1 Overview of Workforce Analytics Manager

Installation and configuration

The process for initially configuring Workforce Analytics using the Workforce Analytics Manager is documented in the Workforce Analytics Installation Guide.During the initial installation and configuration of Workforce Analytics, you use Workforce Analytics Manager to: • Configure the currency symbol used in analytic reports, using the Analytics

Setting menu option.• Populate analytic dimensions and tables in the analytics data mart using the

Load utility.• Configure the ETL process using the Configure ETL menu option. Workforce

Analytics extracts data from the Workforce Central database as part of an ETL job. This allows Workforce Analytics to store data in a separate database that is optimized for enhanced reporting and multidimensional analysis.

• Map pay codes to pay categories. The Pay Code Mappings utility assigns pay codes to pay categories. In Workforce Analytics, pay categories are used to reduce a very large number of different pay codes into a few pay categories to organize and simplify analytics and reporting.

• Specify fiscal date information that can be used in the presentation of analytic data.

• Import historical data using the Historical Data Load utility. Historical data facilitates the generation of analytical data that can be used for trend analysis.

• Configure user access using the User Security tool. Access to data in Workforce Analytics is controlled by privileges that are assigned in Workforce Central and the Workforce Analytics Manager. In Workforce Analytics, you configure a user’s Workforce Analytics User Type, Network Account, and BI User Name. The employees and amount of data a user is allowed to see is controlled by the user’s access profile settings in Workforce Central.


System maintenance tasks

System maintenance tasks

After initial configuration, it may be necessary periodically to revisit the functions that are available in Workforce Analytics Manager to:• Monitor jobs. You can use the Job History tool to review the status of ETL

jobs and troubleshoot jobs that produce errors or warnings. • Map new pay codes. When a new pay code is added to the Workforce Central

database, you must map the pay code to a pay category or future ETL jobs will not complete.

• Update user access. If new users are added to Workforce Central or if user account information changes, you can use Workforce Analytics Manager to update user access.

• Configure external ETL procedures.The following chapters discuss these processes in detail.



Using Workforce Analytics Manager

To access Workforce Analytics Manager:1. Select All Programs > Kronos Workforce Central > Analytics Manager.2. When the Workforce Analytics Database Connection screen appears:

a. Select the database server platform.b. Enter the server name. c. Choose an authentication type and enter a User ID and Password. d. Click OK.

3. When the Welcome screen appears, click OK to bypass the Quick Start Menu and access the full utility.

Workforce Analytics Manager menu options

Workforce Analytics Manager provides the following menu options that are described both in the online Help and in the customer documentation:

Menu option Description Document

File > Exit Exits Workforce Analytics Manager

None

View > Job History Displays the status and details of the ETL (Extract, Transform, and Load) jobs

“Monitor ETL jobs” on page 16

View > Pay Code Mappings Displays all current pay code mappings

“Maintain pay codes” on page 19

Tools > Setup > Load Utility Initializes selected tables in the analytics database

Workforce Analytics Installation Guide

Tools > Setup > Configure ETL Configures the scope of, and control the Extract, Transform, and Load (ETL) processes that populate the analytics databases from the Workforce Central database.



Using Workforce Analytics Manager

Tools > Setup > Pay Code Mappings

Initializes and maintains the mappings of Workforce Central pay codes to Workforce Analytics pay categories.

“Maintain pay codes” on page 19 and Workforce Analytics Installation Guide

Tools > Setup > Fiscal Date Imports company-specific fiscal date information into the Workforce Analytics data mart


Tools > Setup > User Security Configures the user type, network account, and Business Intelligence (BI) user name for Workforce Analytics users

“Update user access” on page 21 and Workforce Analytics Installation Guide

Tools > Historical Data Load Utility

Loads a range of historical data from the Workforce Central database to the Workforce Analytics database.


Tools > Analytics Settings Sets the currency symbol used in the Workforce Analytics data mart


Tools > External ETL Procedures

Adds external ETL procedures to the ETL process for both the standard nightly ETL load and the historical load

“Deploy External ETL Procedures” on page 24

Window Switches between active windows in Workforce Analytics manager

None

Help > Workforce Analytics Help

Brings up Workforce Analytics Manager help in a separate window

None

Help > About Workforce Analytics Manager

Provides version information about the Workforce Analytics product and enables or disables the Quick Start menu on startup.

None

Menu option Description Document


Chapter 2

System Maintenance

After you have initially configured Workforce Analytics, you perform required system maintenance primarily to accommodate changes in the Workforce Central database (for example, if an employee or pay code is added to the system). You can also use the Workforce Analytics Manager’s job monitor tool to check the status of or troubleshoot ETL jobs. This chapter contains the following sections: • “Monitor ETL jobs” on page 16• “Maintain pay codes” on page 19• “Update user access” on page 21• “Deploy External ETL Procedures” on page 24• “Maintain Workforce Analytics reports” on page 26

Chapter 2 System Maintenance

Monitor ETL jobs

Job monitoring enables you to review the status and details of the ETL (Extract, Transform, and Load) jobs. The Transformation Engine maintains a log of each data load. Using Workforce Analytics Manager, you can review the status of each job, view any errors that may have occurred, monitor the amount of time each job is taking, and view job history.1. Log in to Workforce Analytics Manager. 2. Click View > Job History.

The Workforce Analytics - [Job History] window appears. 3. Select the start and end dates that include the job history that you want to

view, and then click Apply. For example, if you want to check the status of jobs that ran in October you would select the start and end dates of October 1st and October 31st. To change the start or end date, click the drop-down arrow next to the default date on the upper-left side for the start or end date.

4. A list of jobs that ran within the selected time period appears in the Job Summary workspace, providing you with specific information such as a job ID number, an end code, start date and time, end date and time, and how long the job took to run (shown in the Duration column in minutes and a percentage of minutes).

5. Click the name of a job, to display details related to the job.The resulting display contains two sections.The top section includes the following details about each workflow in the ETL job:• Flow—Name of the workflow or sub-workflow.• Object—Name of the stored procedure executing within the workflow.• Itr—Iteration number of the instance of the stored procedure’s execution.• End Code—Status of the workflow or stored procedure. The status can be

any of the following:


Monitor ETL jobs

– SUCCESS—The workflow or stored procedure completed successfully.– WARNING—The workflow or stored procedure completed, but a

nonfatal condition occurred that may require attention.– FAIL—The workflow or stored procedure encountered one or more

errors.– NULL—The workflow or stored procedure is still in progress or did not

complete.• Parameters—Data supplied as input to the stored procedure. Often, this is a

date range or date from the ETL configuration table.• Start Date Time—Date and time at which the workflow or stored procedure

was started.• End Date Time—Date and time at which the workflow or stored procedure

completed.• Duration—Amount of time, in minutes and a percentage of minutes, for the

workflow or stored procedure to complete. A duration of 0.00 indicates that the workflow or procedure executed in less than 0.6 seconds.

A job detail highlighted in red indicates that an error or warning occurred when the workflow ran. To view further details of the sub-workflows and procedures within the workflow, click the plus sign (+) next to the workflow name. To view the details of all workflows, select the Expand Details check box at the top of the Workforce Analytics - [Job History] window and click Apply.The bottom section lists all of the tables in the Workforce Analytics staging database (IA_ETL_DB) and data mart (IA_DB) that were affected by the job. It displays a count of updates, inserts, and deletes performed on the table.Together, these sections provide a Workforce Analytics administrator with sufficient information to diagnose and fix most problems with ETL job execution.For example:• Job warnings indicate that the job completed, but that you must take some

action to ensure that the most useful data is loaded. For example, if a pay code is not mapped, you receive a warning. You should map the pay code before the next job runs.



• You may notice that there have been less or more than the expected amount of activity on the database tables, or that the date range supplied to a procedure does not accurately reflect the intended time frame of a load. These problems may be fixed by edits in the ETL configuration table prior to the next job.

Note: Historical loads are broken down into multiple jobs. You can obtain an accurate idea of the results of a historical load only by examining the results of all of its jobs in the aggregate.

For more severe problems, you may need to call your database administrator or a Kronos Service Representative. Using the buttons in the Workforce Analytics - [Job History] menu bar, you can print the job details, or export them to Microsoft Excel, in order to pursue further analysis.

Note: Although the menu bar offers an option to export to Adobe Acrobat PDF format, this option is not supported for Job History reports. An attempt to export a report to PDF will result in a “Operation is not valid due to the current state of the object” error.

Note: Warnings in the following format indicate that there was no data in the source database for the date range supplied to the job. (Literally, the job attempted to retrieve an ID range for data that did not exist in the source table and which, as a result, was neither loaded or assigned IDs.) In most instances, you can ignore these warnings:

ERR: I - WFAN0101T_INS_ACTY_INI: Unable to determine Begin WFAREPACTYRESLDID. (201)

ERR: I - WFAN0101T_INS_ACTY_INI: Unable to determine End WFAREPACTYRESLDID. (201)


Maintain pay codes

Maintain pay codes

When a new pay code is added to the Workforce Central database, you must map the pay code in Workforce Analytics. Then, the next time the ETL process runs, the new pay code will be treated correctly and the job will finish without any warnings.

Note: As a best practice, do not let more than three days pass before mapping new pay codes in Workforce Analytics.

Viewing pay code mappings

To view all current pay code mappings: 1. Log in to Workforce Analytics Manager.2. Click View > Pay Code Mappings. 3. When the Pay Codes by Pay Category report appears, click the plus sign (+)

next to each pay category. This will provide you with the list of existing pay codes associated with each pay category, specifying their core or non-core relations.

Mapping a new pay code

To map a new pay code after the initial installation and configuration of Workforce Analytics:1. Log in to Workforce Analytics Manager.2. Click Tools > Setup > Pay Code Mappings.

The Pay Code Mappings screen appears. The upper pane contains pay codes that have not yet been assigned to a pay category.

3. For each unmapped pay code, select the appropriate pay category and whether or not the associated hours should be counted as core hours.

4. Click Apply to update the mapping in the database. The changes will take effect after the next data load occurs.



The bottom pane contains the pay code mappings that are already set up. This pane can be used as a reference of the existing mapping structure.


Update user access

Update user access

Workforce Analytics recognizes certain domain groups and gives these groups access to the SharePoint portal server on which the Workforce Analytics Web Parts are installed. A user who is not part of any of the domain groups that Workforce Analytics recognizes cannot access the portal. The domain groups also govern the report folders to which a user has access. Users in the Users domain group see only report folders that are assigned to their group. Users in the Administrator domain group see all report folders. Workforce Analytics stores a security table of all users who are allowed to run reports and build criteria. This list of users is generated from Workforce Central. As a result, you must consider the following when setting up Workforce Analytics security:• The domain and user name of the user who attempts to access the reports or

the Criteria Builder Web Parts must exist in the Workforce Analytics security table. If the name does not exist, make sure that the user has been added to the Workforce Central database and that the user’s domain is set correctly in the Network Account area in the Workforce Analytics Manager User Security utility.

• Workforce Analytics assumes that Workforce Central user names match their Windows account names. If this is not the case, a mapping must be established between the two. Contact your Kronos Service Representative for assistance.

When new Workforce Central users are added to the Workforce Analytics data mart as a result of the historical and nightly ETL loads, use the User Security utility to adjust Workforce Analytics to allow these users access to analytic data.

Caution: Only people assigned a Workforce Manager license in Workforce Central will have access to Workforce Analytics. Each time the ETL routine runs, any changes in license assignments are reflected in the Workforce Analytics data mart. As a result, if a manager is terminated, that manager will continue to have access to Workforce Analytics until the next time the ETL runs. Similarly, if a new manager is assigned, that manager will not have access to Workforce Analytics until the next time the ETL runs.



About the User Security utility

The User Security utility enables you to configure the following information: • Workforce Analytics User Type — Administrator (A) or User (U).

Administrator types have access to all users and labor accounts within the system. User types are allowed to see only labor accounts and users within their Workforce Central access profile.

Note: Only two Administrator users are allowed by the utility.

Note: The Workforce Analytics administrator does not have to be assigned to the Administrator user group. The Workforce Analytics User Type controls data access only.

• Network Account — The Network Account is used to authenticate users who want to use components of Workforce Analytics. The component list includes, but is not limited to: Criteria Builder, Assign Criteria, Duplicate Criteria, and the Workforce Analytics Reports. The Network Account should be the account the user uses to access the network. It should be in the form: “Domain\Username”. If the Network Account does not match the user’s Windows network account, the user will not have access to the various components of Workforce Analytics.

• BI User Name — The BI (Business Intelligence) User Name is used to apply security at the row level in a BI tool. This should be the user name that is used to access the BI tool. This attribute is applicable only to customers who use a BI tool that does not use the user’s Windows Account for authentication.

To access the utility, select Tools > User Security.


Update user access

Configuring user access

To configure user access: 1. Log in to Workforce Analytics Manager.1. Click Tools > Setup > User Security. 2. To view a specific employee’s security access, type the first few characters of

the employee’s last name in the Full Name / User Name text field box and click Search. The system displays employee names that match the characters that you entered.

3. Set the appropriate user type, network account, and BI user name and click Apply.

Important: Any changes in user security will not take effect until after the nightly ETL process is next run.



Deploy External ETL Procedures

Workforce Analytics provides mechanisms and services that allow its data mart to be augmented by customer data that is imported from sources other than Workforce Central applications. The IA_EXT_ETL database is reserved for this purpose.Because implementing a custom feed into the IA_EXT_ETL database requires both an extensive knowledge of the objects within the database, as well as expertise in writing ETL procedures, such customization typically requires assistance from your Kronos Service Representative.After the ETL processes have been established to load data from the external sources to the IA_EXT_ETL database, the External ETL Procedures utility is used to add these ETL procedures to the ETL process for both the standard nightly ETL load and the historical load.Use the External ETL Procedures utility as follows:1. Log in to Workforce Analytics Manager. 2. Click Tools > External ETL Procedures.Select the ETL process to which you want to add the external procedure:

3. Within the flow table, select the Flow Step before or after which the external procedure will run. That Flow Step is known as the associated procedure of

ETL Process Description

Standard Load Nightly ETL load for the Workforce Analytics core productHistorical Load Historical load for the Workforce Analytics core productRetail Load Nightly ETL load for the Workforce Analytics for Retail productManufacturing Load Nightly ETL load for the Workforce Analytics for Manufacturing

productManufacturing Historical Load

Historical load for the Workforce Analytics for Manufacturing product

Healthcare Load Nightly ETL load for the Workforce Analytics for Healthcare product


Deploy External ETL Procedures

the external procedure. An external procedure can be added to all step types except for a Process Flow (PF).

4. Enter the external procedure’s name and description.5. If there are multiple external procedures defined to run before or after a given

associated procedure, indicate the numeric order in which this external procedure should be executed.

6. Indicate whether the external procedure should be executed before or after its associated procedure.

7. Enable or disable this procedure.

Note: You can use the Manage External Procedures button to enable or disable an external ETL procedure that you have added to an ETL process flow. However you can neither edit not delete a procedure that you have added.



Maintain Workforce Analytics reports

The Basic Time Detail and Totalized Time Detail reports and their subreports must reside in the same folder. If you relocate any of the subreports to a different folder and do not also relocate the main report, the following error message is displayed within the report itself when it is run:

Error: Subreport could not be shown.


Appendix A

Pay Code Mapping Reference

Workforce Analytics defines a set of pay categories to which you map the pay codes defined within Workforce Central. The way in which pay codes are mapped to these categories typically depends on the policies in use by the organization. Workforce Analytics categorizes all mapped pay codes as either Core or Non-Core hours. • Core — Core pay codes recognize activities that are associated with specific

events in which hours are tracked. This includes non-productive pay codes, such as PTO and FMLA.

• Non-Core — Non-Core pay codes recognize premiums, such as a shift premium, associated with a work event in which hours are tracked. The tracked hours are accounted for in a Core pay code. The premium hours are accounted for in a Non-Core pay code. For example, if an employee worked 8 hours of regular with 4 hours of shift premium, the money the employee would be paid would be cumulative, based on 12 hours, but only 8 hours would count as Core. The 4 shift premium hours would count as Non-Core.

The following table gives examples of pay codes that you might assign to each pay category. When you map a pay code to a category, you also choose if that pay code represents core or non-core hours.

Category Core Non-Core

Regular Regular worked events in which time is recorded and paid.

Premiums associated with regular worked events (for example, shift premiums).

Overtime Worked events in which overtime is recorded and paid.

Premiums associated with overtime worked events.

Appendix A Pay Code Mapping Reference

Note: Combined Pay Codes are not assigned a Pay Category within Workforce Analytics.

Workforce Analytics for Healthcare additionally categorizes all mapped pay codes as applying to either productive or non-productive hours. • Productive — Usually synonymous with worked hours. Sometimes

organizations choose to identify some types of workload hours (such as in-service and education) to create a subset of hours that they consider to be productive hours.

• Non-Productive — Vacation, sick, or holiday hours. Sometimes known as paid time off (PTO) or paid leave. Some forms of worked hours, such as education, may also be considered non-productive.

Non Productive Recognized pay code in which time is recorded and paid; however, work is non-productive (for example, PTO, holidays, or vacation ).

Premiums and direct money amounts associated with non-productive time.

Training Training event in which time is recorded and paid.

Premiums that are associated with training activities (for example, premium for staying late or for offsite training).

Other Customer’s unique use for other situations in which hours are recorded and paid.

Customer’s unique use for other premium and amounts paid.

Unknown Applied when new pay code is added to Kronos configuration. A warning is created during the nightly data extract and load routine to indicate that the new pay code needs to be assigned to a pay category in the Workforce Analytics configuration table.

Category Core Non-Core


Index

BBI User Name 22

EETL procedures

external 24managing 25

ETL processmonitoring 16

External ETL Procedures page 24

Iinstallation and configuration tasks 10

JJob History workspace 16

Mmaintenance tasks 11

NNetwork Account 22

Ppay categories

definition 19, 27mapping to pay codes 19, 27

Pay Code Mappings utility 19pay codes

core 27mapping to pay categories 19, 27non-core 27non-productive 28productive 28viewing 19

Ssecurity 21

data mart 22

Uuser access

configuring 23User Security utility 21

WWorkforce Analytics Manager

accessing 12menu options 12Quick Start menu 12

Workforce Analytics User Type 22

Index


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