Data Warehouse

Finance Data MartFinance Data MartData TrainingData Training

January, 2003January, 2003

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ContentsContents Introduction and Training ObjectivesIntroduction and Training Objectives Brio Products OverviewBrio Products Overview

Brio Portal and Brio Insight OverviewBrio Portal and Brio Insight Overview Brio Portal Username and PasswordBrio Portal Username and Password Database Username and PasswordDatabase Username and Password Information SharingInformation Sharing

Data AccessData Access Security SummarySecurity Summary Security DetailsSecurity Details

Executive Dashboard OverviewExecutive Dashboard Overview Published BQYsPublished BQYs Data Data

Star SchemasStar Schemas Meta Topics – Simplified Data AccessMeta Topics – Simplified Data Access OLM Fact Definitions and UsageOLM Fact Definitions and Usage Brio EssentialsBrio Essentials

Data Warehouse Team ContactsData Warehouse Team Contacts

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Training ObjectivesTraining Objectives

The goal of the session is to provide attendees The goal of the session is to provide attendees with a basic understanding of data within the with a basic understanding of data within the Finance Data Mart.Finance Data Mart.

Upon completion of the training, attendees should Upon completion of the training, attendees should be able to perform the following tasks:be able to perform the following tasks:

Download the Brio Insight plug-inDownload the Brio Insight plug-in Retrieve and analyze data from published BQYsRetrieve and analyze data from published BQYs Create their own queries from Brio meta topics and star Create their own queries from Brio meta topics and star

schemasschemas

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Brio Products Overview Brio Products Overview

Brio Portal

Data Warehouse

Folders, Published Documents, Personalized

Content, Dashboards

Brio Insigh

t

Each user will have separate Portal and database usernames and passwords. The Portal login provides the user with access to published content based on a security profile. The database login is necessary to

extract data from the Data Warehouse.

Web

Connects to the DW without Portal

Brio Insight User

Brio Desktop User (i.e., Brio Explorer, or

Designer)

Connects to the DW with Insight and Portal via

the Web

Portal and Insight are also

available to Desktop users via the Web

Finance Data Mart

Other Data Marts

Position Control

Data Mart

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Brio Portal and Brio Insight Brio Portal and Brio Insight OverviewOverview

Brio PortalBrio Portal:: Allows users to access published documents Allows users to access published documents

(e.g., BQYs, Brio manuals, training documents) (e.g., BQYs, Brio manuals, training documents) and personalize their contentand personalize their content

Brio InsightBrio Insight:: Web-based query, analysis, and reporting tool Web-based query, analysis, and reporting tool

available via Brio Portalavailable via Brio Portal Brio Insight is a browser plug-in that allows Brio Insight is a browser plug-in that allows

users to extract, analyze, and report on data users to extract, analyze, and report on data from the Data Warehousefrom the Data Warehouse

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Brio Portal and Brio Insight Brio Portal and Brio Insight OverviewOverview

Getting started with Portal and Getting started with Portal and Insight:Insight: The link below brings you to a The link below brings you to a

document that provides detailed document that provides detailed instructions for accessing Brio instructions for accessing Brio Portal and downloading Brio InsightPortal and downloading Brio Insight

http://www.rpi.edu/datawarehouse/docs/Brio-Portal-and-Insight-Getting-Started.dhttp://www.rpi.edu/datawarehouse/docs/Brio-Portal-and-Insight-Getting-Started.dococ

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Brio Portal Username and Brio Portal Username and PasswordPassword

The Data Warehouse team will The Data Warehouse team will provide you with a Portal username provide you with a Portal username and passwordand password

Change your Portal password after Change your Portal password after your initial login:your initial login: The link below brings you to a document that provides The link below brings you to a document that provides

detailed instructions for changing your Portal password:detailed instructions for changing your Portal password: http://www.rpi.edu/datawarehouse/docs/Changing-Portal-Passwhttp://www.rpi.edu/datawarehouse/docs/Changing-Portal-Passw

ord.docord.doc

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Database Username and Database Username and PasswordPassword

The Data Warehouse team will The Data Warehouse team will provide you with a database provide you with a database username and passwordusername and password

Change your database password Change your database password after your initial login:after your initial login: The link below brings you to a document that The link below brings you to a document that

provides detailed instructions for changing provides detailed instructions for changing your database password:your database password:

http://www.rpi.edu/datawarehouse/docs/Changing-Database-Password.http://www.rpi.edu/datawarehouse/docs/Changing-Database-Password.docdoc

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Information SharingInformation SharingInsight User

BQY documents can be emailed or placed in a shared directory. A BQY document that is

frequently used by multiple users may also be published to the Portal. Contact the DW team

for publishing guidelines.

Explorer, Designer User

Insight User

Explorer, Designer User

A BQY document created and saved with Insight is compatible

with Explorer and Designer

A BQY document created and saved with Explorer or Designer is not compatible with Insight.

To share with Insight users, desktop users should export results to Excel or use Insight to create a BQY document

that can be shared.

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Data Access - OverviewData Access - Overview

EIS

Dashboards

Published BQYs

(including meta topics

and star schemas)

Data Warehouse Tables

Training

LowCabinet, Deans, Department Chairs, Center Directors

Department Financial Managers

Finance Administration,Portfolio Financial Managers

High

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Data Access - Security Data Access - Security SummarySummary

PortalPortal security via security via user id and user id and passwordpassword

Brio documentsBrio documents secured based on secured based on user role and profileuser role and profile

DataData secured based secured based on user role and on user role and profileprofile

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Data Access – Security Data Access – Security DetailsDetails

Data Base security applies to Data Base security applies to all individualsall individuals given given either either direct accessdirect access to the warehoused data or to the warehoused data or given permissions to given permissions to processprocess Brio dynamic reports Brio dynamic reports

Financial Managers and the Management of Financial Managers and the Management of Organizations will have access to the warehoused Organizations will have access to the warehoused FinancialFinancial data based on the following criteria: data based on the following criteria: All financials posted against that OrganizationAll financials posted against that Organization All funds listing that Organization as a home OrganizationAll funds listing that Organization as a home Organization All funds listing the PI (or the Financial Manager) All funds listing the PI (or the Financial Manager)

associated with that Org as Fund Financial Manager. associated with that Org as Fund Financial Manager. (This (This resolves the Multi-disciplinary issue)resolves the Multi-disciplinary issue)

All funds and orgs listing that Org as a predecessor in All funds and orgs listing that Org as a predecessor in either one of the above three cases.either one of the above three cases.

Administrative role: Administrative role: Individuals may be granted access to Individuals may be granted access to additional funds and orgs based on their needs and their additional funds and orgs based on their needs and their role within Rensselaer. role within Rensselaer.

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Executive Dashboard Executive Dashboard OverviewOverview

Accessed via the PortalAccessed via the Portal High-level, graphical views High-level, graphical views

of Portfolio-specific dataof Portfolio-specific data Designed primarily for Designed primarily for

executive use, though executive use, though available to other users as available to other users as wellwell

Currently, there are two Currently, there are two dashboards:dashboards: Financial AnalysisFinancial Analysis Research and GrantsResearch and Grants

Comprised of monthly Comprised of monthly summary data, refreshed summary data, refreshed periodicallyperiodically

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Executive Dashboard Executive Dashboard OverviewOverview

At the portfolio level, At the portfolio level, we pre-populate the we pre-populate the dashboards with datadashboards with data

At the Department At the Department level, users must level, users must process to see data:process to see data: To process each To process each

dashboard, it is dashboard, it is currently necessary to currently necessary to login (with a database login (with a database password) more than password) more than once. This is because once. This is because there is more than one there is more than one query in each query in each dashboard.dashboard.

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Published BQYsPublished BQYsThere are several pre-built Brio Insight documents (i.e., BQYs) available on the Portal for Finance Data Mart users.

To find them, click on the Browse tab in the Portal and navigate to the Finance Data Mart folder within the Data Warehouse folder.

Click on a document to open it and Insight starts automatically.

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Published BQYsPublished BQYs

Published Insight BQYs were developed by members of Finance and the DW team. They reflect our estimation of what users want to see.

Publishing BQYs is an ongoing process. As the rollout progresses, publishing will be more user-driven.

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Published BQYsPublished BQYs

Document Title

Description

Subscribe

SmartCutDate Published

Brio Document Access Privilege

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Published BQYsPublished BQYs

Brio Document PrivilegesBrio Document Privileges Data Model and QueryData Model and Query

The highest privilege level with abilities to see the table The highest privilege level with abilities to see the table catalog, build queries, process, and analyze (i.e., drill)catalog, build queries, process, and analyze (i.e., drill)

Query and AnalyzeQuery and Analyze Able to query (i.e., add new fields), process, and drillAble to query (i.e., add new fields), process, and drill

Analyze and ProcessAnalyze and Process Has the ability to process and drillHas the ability to process and drill

AnalyzeAnalyze Able to drill into existing data, but not processAble to drill into existing data, but not process

View and ProcessView and Process Has the ability to process (i.e., refresh) static dataHas the ability to process (i.e., refresh) static data

ViewView The basic privilege level with static views onlyThe basic privilege level with static views only

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Published BQYsPublished BQYs

Brio Document Section Naming Brio Document Section Naming Standards:Standards:

EIS: Executive Information SystemEIS: Executive Information System Q: QueryQ: Query R: ResultsR: Results P: Pivot TableP: Pivot Table C: ChartC: Chart RPT: ReportRPT: Report

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Data: Star SchemasData: Star Schemas

In the Data Warehouse, data is In the Data Warehouse, data is organized in Star Schemasorganized in Star Schemas

Star Schemas are:Star Schemas are: Intuitive for developers and end-usersIntuitive for developers and end-users Designed for analysis and efficient Designed for analysis and efficient

performanceperformance

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Data: Star SchemasData: Star Schemas

Definition: A Star Schema is comprised of one Fact table joined to one or more Dimension tables through Key fields

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Data: Star SchemasData: Star SchemasA Star Schema is comprised of one Fact table joined to one or more Dimension tables through Key fields Fact Table: The central table in a

Star Schema. It contains numeric performance measurements, i.e., facts. For example, revenue, expenditure, and encumbrance amounts are facts.

Dimension Table: A table that describes the facts (e.g., expenditures by fund, account, etc.).

Join: A link between a fact table and a dimension table.

Key: A numeric field that identifies rows in fact and dimension tables.

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Data: Star SchemasData: Star Schemas

The Finance Data Mart contains 5 Star The Finance Data Mart contains 5 Star SchemasSchemas GLM: General Ledger Monthly summaryGLM: General Ledger Monthly summary OLM: Operational Ledger Monthly summaryOLM: Operational Ledger Monthly summary OLT:OLT:

Operating Ledger Transactions detail – ActualsOperating Ledger Transactions detail – Actuals Operating Ledger Transactions detail – BudgetsOperating Ledger Transactions detail – Budgets Operating Ledger Transactions detail – CommitmentsOperating Ledger Transactions detail – Commitments

Extensive information about the Data Extensive information about the Data Warehouse and Star Schemas is available at:Warehouse and Star Schemas is available at: http://www.rpi.edu/datawarehouse/http://www.rpi.edu/datawarehouse/

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Data: Star SchemasData: Star SchemasFinance Data Mart Tables

Each table name includes a three-character acronym (GLM, OLM, OLT) that describes which Star Schema it belongs to. In addition, table names include the words FACT or DIM (dimension) to indicate what kind of table it is.

GLM: General Ledger Monthly summary

OLM: Operational Ledger Monthly summary

OLT: Operational Ledger Transaction details

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Data: Star Schemas - Big Data: Star Schemas - Big PicturePicture

Data mart tables are the building blocks of Star Schemas.A Data Mart

contains data tables from a single business process, e.g., Finance.

Finance Data Mart Tables

A Data Warehouse is a centralized repository where operational data is arranged for query, analysis, and ease-of-use. A Data Warehouse is comprised of one or more Data Marts

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Data: Meta TopicsData: Meta TopicsA Meta Topic is a simplified display of a Star Schema.Star Schema

Meta Topic

Fact and Dimension tables are rolled into one table where the fields are separated by category headings. Generally, a Meta Topic will contain a subset of the important items for analysis.

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Data: OLM Fact Definitions and Data: OLM Fact Definitions and UsageUsage

Schema / Meta Schema / Meta TopicTopic

FactFact DefinitionDefinition UsageUsage

OLMOLM Annual Budget Amount Annual Budget Amount Annual budget amounts Annual budget amounts submitted to the Budget submitted to the Budget office as the full funds office as the full funds budget for the fiscal budget for the fiscal year. In the case of all year. In the case of all research, endowment research, endowment income, gift and income, gift and designated funds, the designated funds, the amount expected to be amount expected to be spent within the fiscal spent within the fiscal year. year.

Comparison by fiscal Comparison by fiscal years; comparison years; comparison against expenditures against expenditures and commitments and commitments

OLMOLM Project YTD Revenue Project YTD Revenue Budget Amount Budget Amount

Primarily used by Primarily used by finance administration finance administration to hold the anticipated to hold the anticipated revenue budget for the revenue budget for the fund. fund.

Not used by campus, Not used by campus, only finance only finance administration.administration.

OLMOLM Project YTD Budget Project YTD Budget Amount Amount

Represents the prior Represents the prior year ending balance year ending balance plus any current YTD plus any current YTD budget changes. budget changes.

Budget vs. Expenditures Budget vs. Expenditures by fund for a fiscal year.by fund for a fiscal year.

OLMOLM Project ITD Revenue Project ITD Revenue Budget Amount Budget Amount

Primarily used by Primarily used by finance administration finance administration to hold the cumulative to hold the cumulative revenue budget for the revenue budget for the fund. fund.

Not used by campus, Not used by campus, only finance only finance administration. administration.

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Data: OLM Fact Definitions and Data: OLM Fact Definitions and UsageUsage

Schema / Meta Schema / Meta TopicTopic

FactFact DefinitionDefinition UsageUsage

OLMOLM Project ITD Budget Project ITD Budget Amount Amount

Represents cumulative Represents cumulative expense budget over expense budget over the life of a project. the life of a project.

Budget vs. Expenditures Budget vs. Expenditures by fund over the life of by fund over the life of the fund. Do NOT use the fund. Do NOT use for unrestricted fundsfor unrestricted funds

OLMOLM RevenueRevenue Recognized income Recognized income prior to deductions.prior to deductions.

Comparative analysisComparative analysis

OLMOLM Expenditure Amount Expenditure Amount A payment, or the A payment, or the promise of a future promise of a future paymentpayment

Comparative analysisComparative analysis

OLMOLM Transfer Amount Transfer Amount Amount moved between Amount moved between fundsfunds

Transfers function Transfers function similar to expendituressimilar to expenditures

OLMOLM Encumbrance Amount Encumbrance Amount Represents requisition Represents requisition amounts that have been amounts that have been turned into purchase turned into purchase orders, and any other orders, and any other actual and/or actual and/or anticipated anticipated commitments of funds commitments of funds (e.g., tuition (e.g., tuition encumbrance against encumbrance against research funds)research funds)

Comparative analysisComparative analysis

OLMOLM Commitment Amount Commitment Amount Represents the sum of Represents the sum of Reservation & Reservation & Encumbrance Amounts. Encumbrance Amounts.

Comparative analysisComparative analysis

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Data: OLM Fact Definitions and Data: OLM Fact Definitions and UsageUsage

Schema / Meta Schema / Meta TopicTopic

FactFact DefinitionDefinition UsageUsage

OLMOLM ITD Reservation Amount ITD Reservation Amount Represents amounts Represents amounts reserved to be spent reserved to be spent (i.e. purchase (i.e. purchase requisitions) over the requisitions) over the life of the fundlife of the fund

Comparative analysisComparative analysis

OLMOLM ITD Encumbrance ITD Encumbrance Amount Amount

Represents requisition Represents requisition amounts that have been amounts that have been turned into purchase turned into purchase orders and any other orders and any other actual and anticipated actual and anticipated commitments of funds commitments of funds (e.g. tuition (e.g. tuition encumbrance against encumbrance against research funds) over research funds) over the life of the fund.the life of the fund.

Comparative analysisComparative analysis

OLMOLM ITD Commitment ITD Commitment Amount Amount

Represents the sum of Represents the sum of Reservation & Reservation & Encumbrance Amounts Encumbrance Amounts over the life of the fund. over the life of the fund.

Comparative analysisComparative analysis

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Data: Brio EssentialsData: Brio Essentials

Data Functions on Numeric Facts:Data Functions on Numeric Facts: You must either use a data function like You must either use a data function like

Sum, OR change the data type to Sum, OR change the data type to RealReal. . The default data type is The default data type is AutomaticAutomatic, however, , however,

there is a Brio bug that causes nulls to be there is a Brio bug that causes nulls to be returned instead of valid data.returned instead of valid data.

Right-click on a request line item to add a Right-click on a request line item to add a data functiondata function

Use the Item Properties to change the data Use the Item Properties to change the data typetype

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DW Team: Contact DW Team: Contact InformationInformation

Data Warehouse team contacts:Data Warehouse team contacts: Keith Cushing (Brio training, data analysis) Keith Cushing (Brio training, data analysis)

Phone: 518-276-4038Phone: 518-276-4038 Email: Email: cushik@rpi.educushik@rpi.edu

Christa Wilary (Brio installations, user setup)Christa Wilary (Brio installations, user setup) Phone: 518-276-2117Phone: 518-276-2117 Email: Email: wilarc@rpi.eduwilarc@rpi.edu

http://www.rpi.edu/datawarehouse/dw-team.htmlhttp://www.rpi.edu/datawarehouse/dw-team.html User CommunityUser Community

Brio-users-l@lists.rpi.eduBrio-users-l@lists.rpi.edu Help, Issues, Changes, etc…Help, Issues, Changes, etc…

Iacs-dw-sup-l@lists.rpi.eduIacs-dw-sup-l@lists.rpi.edu