A Typical SharePoint BI Project

Mark MacraeIntelligent Decisioning Ltd

mark@id-live.com@m_macraewww.id-live.com

Mark Macrae

Agenda

Reporting – Common ProblemsWhy would a BI project be necessary?

Planning PhaseInfrastructurePeopleSkills

Data ModelDevelopmentLessons Learned/Top 10 Tips

Common Problems

Reporting – Common Problems

Creating ReportsCut & Paste Raw Data from Source SystemsComplex Excel WorkbooksReliance on super-skilled peopleDevelopers building reportsDreaded month end operation

Delivering ReportsEmailedCorrections re-emailed

Storing ReportsUsers desktopsBuried on Network DriveMultiple versions

Uphold data integrity & securityDimensional Model approachOptimised for Reporting and OLAPDatabase Schema easy to understand for Report AuthorsDrill-down capability and self serve reportingHistorical Data for trend analysis and forecastingMake full use of SharePointRetain Excel as the main tool for reports

6

CURRENT GCIT REPORTING SYSTEM(CEO’s OFFICE)

Excel Data

ISAS2

Excel

Excel Workbook

(CFO)(Regan’s Workings)

Excel Workbook

(ED ORG CAP)Excel

Workbook(ED DIR STUD)

Excel Workbook

(CMO)Excel

Workbook(FAVIS)

StoredinFileShareFolders

PERFORMANCE SCORECARD

-BOARD-DET-FACULTY MGRS

Copy VariancesUpdate Pivot TablesCheck Accounts Check Vlookups Update FTE Spreadsheets Add FTE ColumnsUpdate AHC/FTE Graph Data

Update YTD Links Update Operating Statements

Copy AHC

Data Update AHC Pivot

Table Update FTE Links

Validate all Data

HOURS AND HOURS OF MANUAL EFFORT

Typical Scenario

TotallyManual

7

BIRS END USER TOOLS AND PERFORMANCE MANAGEMENT APPLICATIONS

Staging Database & Data Warehouse

SQL Analysis Services

ISAS2

Excel Lists

Web ServiceWeb

ServiceWeb ServiceData

Cubes

SQL Reporting Services

EnterpriseData Manager

InformationManagerSharePoint

Dashboards & Scorecards

SharePointCollaboration

SQL Server Integration Services

Typical End Goal

FullyAutomated

Planning

Microsoft’s VisionOverview

Delivered through a familiar environment

Integrated into business collaboration infrastructure

Built on a trusted and extensible platform

Improving organizations by providing business insights to all employees leading to

better, faster, more relevant decisions

Microsoft BI Stack - TodayOverview

Strategic• SQL Server 2008 R2 (SSAS, SSRS, SSIS)• PerformancePoint Services 2010• Excel Services 2010• Power Pivot• SharePoint 2010

Operational• MS Excel 2010, MS Visio 2010• SSRS Report Builder 3.0

Tactical• Chart Web Parts• Status Lists

Gartner Magic Quadrant (BI) - Jan 2011

Users

One of the first considerationsWho are they? Do you know them?What is their Job Role?Where will they be working?

Internal Office basedHome Beach?

Impacts on:SecurityAuthenticationLicensesNetwork Infrastructure (DMZ, Firewall etc)

Licenses

Windows Server2008 R2 Standard Edition

SQL Server2008 R2 Standard (OK in most cases)Reporting Services IncludedSeparate Instance for BI RecommendedEnterprise Required for PowerPivot

SharePoint ServerStandard CALs + Enterprise CALs

Excel ServicesPerformancePoint

Office

Licenses - Example

Windows Server 2008R2 x 6SQL Server Enterprise x 3SharePoint Server Enterprise x3SharePoint Standard CALs x XSharePoint Enterprise CALs x YOffice 2010 x YPowerPivot Add-In for Excel (Free)Reporting Services (Included)Integration Services (Included)BIDS (Included)

Client CapabilityPlan BI Features around client capabilityOS Version?.NET 3.5Browser Version?Silverlight

(PPS Decomposition Tree)

Excel 2010 for PowerPivot2007+ when connecting to SSAS 2008R2 Cubes

SSMS, Report Builder, Dashboard Designer

Don’t leave it too late!

Network CapabilityDepends on Users and UsageExternal Users

Firewall access (their end and yours!)Direct access to SQL/Cube?SSL

Inflexible IT Policies!

SecurityWhat data are exposing?How much do you want users to seeCan one user see more than another?Shared dashboards?

AuthenticationDepends on Users and Usage!External Users

Firewall access (their end and yours!)Direct access to SQL/Cube?SSL

Kerberos (pass through)Adds complexity but don’t be scared!

ClaimsMany parts are not claims awarePer user authentication is more difficult.

Skills

Data Expert

SQL DBANetwork

Guy

Excel Wizard

SP Architect

Data ModelDesigner

SQL DevsDesigners

+ Substitutes!

Cube Dev

Data Model

Data is King!THE most important component of a BI solution!Give it the time it deservesThe data must be accurate to be trusted by usersIf its not trusted it wont be used!

poor data model = poor BI solution

Data SourcesFully understand thesePinpoint a Data Expert for each sourceAccessing data – direct / extractsUser accounts/passwordsImpact on source system

Data Model DesignWhat questions need answering?

Designed for ReportingFacts (Numeric answers e.g. Revenue)Dimensions (by Time, by Department etc)Date/Time

Data Warehouse – OLTP vs OLAP

OLTP DesignNormalised to minimise redundancyProvide validation of input dataSupport high volume of fast transactionsTransaction = Business EventMany table joins

Data Warehouse – OLTP vs OLAP

OLAP DesignOptimised for reporting and cubesDe-normalised to minimise query sizeStar / Snowflake designLess table joins = enhanced query performance

Business Change

How do you react to business changes which affect dimension attributes?

1. Replace original recordEasy to manage but overwrites historyOK if it is not used for analysis or summary e.g. student middle name

2. Add a new recordAdd date from/ date to fieldsHistorical record retains original info.

3. Add new fieldsComplexOften only Original and Current values retained

Development

Data Model Implementation

SQL Server Database ServicesUse naming conventionsUse keys for Data IntegrityUse Views here rather than SSAS

Data Extract, Transform, Load - SSIS

SSIS Packages extract data from multiple data sources and formatsUse a staging area to cleanse and validate data.Error reporting and handlingAutomate as SQL jobsPush data from Excel files via SharePoint

Cube Development

Visual Studio - SSAS ProjectNot really a cube - multidimensionalMuch easier if database is well designedNot as complex as it soundsMDX is a different matter!

OLAP Cubes - Security

Data can be as secure as you want it to beSSAS Security Roles provide control and isolationSeparate Cubes

Distinct security rolesProcessed from separate physical data warehouse databasesBy user group if required

Security RolesImplement data security within a cube (e.g. report authors, executives)

PerspectivesNot security, but views on a cube

SharePoint Development

Site StructureBrandingLibraries/Lists for ContentDashboard DesignerReport Builder

Customisation rather than development

Demonstration - Finance

Lessons Learned / Top Tips

Top 10 Tips

1. Don’t give estimates until you understand the environment and data sources fully.

2. Conduct an assessment of your potential users

3. Audit Desktop Specs4. Plan for Authentication up Front!5. Demonstrate the BI Features (warts and all)6. Work Iteratively – Deliver in Stages7. Plan and test authentication upfront8. Start with basic Excel for users9. Don’t design dashboards for users – let

them!10.Audience?

Questions?