March 24, 2009March 24, 2009Anaheim, CaliforniaAnaheim, California

Implementing EPM: Implementing EPM:

How Northwestern University Customized & How Northwestern University Customized & Implemented EPMImplemented EPM

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PresentersPresenters

John Ewan John Ewan Financial Reporting Team Manager, Northwestern UniversityFinancial Reporting Team Manager, Northwestern University

Manish AminManish Amin Lead Data Modeler, Northwestern UniversityLead Data Modeler, Northwestern University

Rumy SenRumy Sen President and Founder, Entigence CorporationPresident and Founder, Entigence Corporation

Jonathan StegallJonathan Stegall Senior Consultant, Entigence CorporationSenior Consultant, Entigence Corporation

Katie CrawfordKatie Crawford Associate, Huron Consulting GroupAssociate, Huron Consulting Group

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AgendaAgenda

Northwestern University & Project CaféNorthwestern University & Project Café

Reporting StrategyReporting Strategy

EPM Installation: Modification and ImplementationEPM Installation: Modification and Implementation

ETL DevelopmentETL Development

Environments and HardwareEnvironments and Hardware

Row Level SecurityRow Level Security

Report DevelopmentReport Development

Lessons LearnedLessons Learned

QuestionsQuestions

Northwestern UniversityNorthwestern University&&

Project Café Project Café

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Northwestern UniversityNorthwestern University

AcademicsAcademics 17,000 Students17,000 Students

7,100 Faculty and Staff7,100 Faculty and Staff

CampusesCampuses EvanstonEvanston

ChicagoChicago

QatarQatar

Annual Research BudgetAnnual Research Budget Over $1.5 billionOver $1.5 billion

Sponsored Research BudgetSponsored Research Budget Over $439 millionOver $439 million

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Northwestern & PeopleSoftNorthwestern & PeopleSoft

Human Resources, 1997Human Resources, 1997 HR, Benefits Administration, Payroll, Recruitment, Position HR, Benefits Administration, Payroll, Recruitment, Position

ManagementManagement

Student, 1999Student, 1999 Admissions, Academic Advisement, Financial Aid, Student Admissions, Academic Advisement, Financial Aid, Student

Financials, Student RecordsFinancials, Student Records

Financials, 2008Financials, 2008 Grants, Project Costing, Contracts, Billing, AR, GL, Commitment Grants, Project Costing, Contracts, Billing, AR, GL, Commitment

Control, Purchasing, Expenses, etc.Control, Purchasing, Expenses, etc.

Enterprise Performance Management (EPM), 2008Enterprise Performance Management (EPM), 2008 Financials (AP, AR, GL), & Supply ChainFinancials (AP, AR, GL), & Supply Chain

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Project Café ScopeProject Café Scope

Research Pre-award (InfoEd)Research Pre-award (InfoEd) Go Live: July 17, 2007Go Live: July 17, 2007

Aligned with PeopleSoft Department Structure: November 24, Aligned with PeopleSoft Department Structure: November 24,

20082008

Facilities Management (FAMIS)Facilities Management (FAMIS) Go Live: December 1, 2008Go Live: December 1, 2008

PeopleSoft FinancialsPeopleSoft Financials Go Live: December 8, 2008Go Live: December 8, 2008

Enterprise Performance Management (EPM)Enterprise Performance Management (EPM) Go Live: December 8, 2008Go Live: December 8, 2008

TimelineTimeline

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Jun ‘07

Purchased EPM Sep ‘07

Gathered requirements from central offices, schools, and depts

Created 160 report specifications,

Conducted fit-gap analysis with EPM

Determined major EPM enhancements

Created data models

Dec ‘07

Implemented custom stars and modified EPM facts and dimensions

Apr ‘08

Nov ‘07

Oct ‘08

Nov ‘08

Conducted end-user testingSign-off

Dec 8, 2008GO-LIVE!!

OngoingSupport, schema enhancements, report modifications

Ad Hoc Reporting Future

Created 100+ EPM-based reports

Created 40+ real-time reports

Testing, testing, testing….

Reporting StrategyReporting Strategy

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Northwestern’s Reporting StrategyNorthwestern’s Reporting Strategy

Reporting EnvironmentReporting Environment Web-based delivery of reportsWeb-based delivery of reports ““One-stop shopping”One-stop shopping” Row level security to control data accessRow level security to control data access

Reporting GoalsReporting Goals Support daily operations, reconciliation, and budget management Support daily operations, reconciliation, and budget management

reporting needsreporting needs Integrate data from PeopleSoft and other sourcesIntegrate data from PeopleSoft and other sources Deploy standardized prompts and report layouts Deploy standardized prompts and report layouts Promote self-service/ad hoc access and single version of the truthPromote self-service/ad hoc access and single version of the truth

Reporting AccessReporting Access To financial data (PeopleSoft)To financial data (PeopleSoft) To each enterprise subject area (ex. InfoEd, FAMIS)To each enterprise subject area (ex. InfoEd, FAMIS)

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Reporting Strategy DeliveredReporting Strategy Delivered

Cognos 8.2 – delivery of data to the usersCognos 8.2 – delivery of data to the users Report Studio – Standard ReportsReport Studio – Standard Reports Query Studio – Ad Hoc ReportingQuery Studio – Ad Hoc Reporting Cognos Connection – Web portal for reportsCognos Connection – Web portal for reports

EPM – baseline and customized mappingsEPM – baseline and customized mappings PeopleSoft – Supply Chain & Financials DataPeopleSoft – Supply Chain & Financials Data

Custom-built star schemas Custom-built star schemas InfoEdInfoEd FAMISFAMIS

EPM Installation:EPM Installation:Modification and ImplementationModification and Implementation

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Requirements GatheringRequirements Gathering

Functional TeamFunctional Team Reviewed more than 300 report requirements from central Reviewed more than 300 report requirements from central

offices, schools, and departmentsoffices, schools, and departments

Determined 160 reports for which Project Café would be Determined 160 reports for which Project Café would be

responsibleresponsible

Met with central offices, schools, and departments to gather Met with central offices, schools, and departments to gather

data requirementsdata requirements

Provided mappings for report fields to corresponding Provided mappings for report fields to corresponding

PeopleSoft sourcesPeopleSoft sources

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Gap AnalysisGap Analysis

Reporting TeamReporting Team Compared mappings to EPM fields Compared mappings to EPM fields

Determined where gaps existedDetermined where gaps existedo Small Gaps such as missing fields Small Gaps such as missing fields

o Large GapsLarge Gaps

Missing Tables (e.g. Commitment Control, Grants)Missing Tables (e.g. Commitment Control, Grants)

Data from other PeopleSoft modules (e.g. HR)Data from other PeopleSoft modules (e.g. HR)

External data (e.g. InfoEd, FAMIS) External data (e.g. InfoEd, FAMIS)

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Gap Analysis - ExampleGap Analysis - Example

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Data Warehouse DesignData Warehouse Design

Kimball approachKimball approach Started with EPM “Out of the Box”Started with EPM “Out of the Box”

The Good – Dimensions (Type 2)The Good – Dimensions (Type 2) The Bad – Fact TablesThe Bad – Fact Tables

o All inclusive, butAll inclusive, buto Did not match up with the reporting requirementsDid not match up with the reporting requirementso Required significant enhancementRequired significant enhancement

The UglyThe Uglyo EPM 8.9 does not have commitment controlEPM 8.9 does not have commitment controlo No Grants dataNo Grants datao Reporting requirements called for external dataReporting requirements called for external data

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Data Warehouse Design ResultsData Warehouse Design Results

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Conformed Dimensions: KK Summary Conformed Dimensions: KK Summary StarStar

Conformed Dimensions:Conformed Dimensions: TimeTime AccountAccount DepartmentDepartment Project and ActivityProject and Activity FundFund Vendor/SupplierVendor/Supplier

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Specialized Dimensions: Project Specialized Dimensions: Project Resource StarResource Star

Specialized Dimensions:Specialized Dimensions: Award attributeAward attribute Bill planBill plan Award mileAward mile Flattened PeopleSoft Flattened PeopleSoft

trees (department, trees (department, account, etc.)account, etc.)

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Data Warehouse Fact TablesData Warehouse Fact Tables

Supply ChainSupply Chain PO Line Match factPO Line Match fact Voucher and Voucher line factVoucher and Voucher line fact PO line factPO line fact Receive Line factReceive Line fact Voucher Accounting line factVoucher Accounting line fact

Grants ManagementGrants Management Project Resource factProject Resource fact Project and Ledger SummaryProject and Ledger Summary Effort max factEffort max fact Item activity factItem activity fact Grants Management Award Grants Management Award

factfact

General Ledger (KK)General Ledger (KK) Ledger KK Summary factLedger KK Summary fact Ledger KK Detail factLedger KK Detail fact Bank Statement factBank Statement fact Ledger factLedger fact Journal factJournal fact General Ledger Expense General Ledger Expense

Sheet factSheet fact Budget Journal factBudget Journal fact Human Resource Journal factHuman Resource Journal fact Cost Accounting line factCost Accounting line fact Investment Accounting line Investment Accounting line

factfact

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Additional Fact TablesAdditional Fact Tables

Research Pre-award (InfoEd)Research Pre-award (InfoEd) Award Summary factAward Summary fact

Request Summary factRequest Summary fact

Request Detail factRequest Detail fact

Award Detail factAward Detail fact

Facilities Management (FAMIS)Facilities Management (FAMIS) Job Control Extract factJob Control Extract fact

Purchase Order FactPurchase Order Fact

Receipt factReceipt fact

FAMIS Summary factFAMIS Summary fact

FAMIS Transaction factFAMIS Transaction fact

ETL DevelopmentETL Development

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ETL Approach & GoalsETL Approach & Goals

Keep a safe copy of the delivered codeKeep a safe copy of the delivered code

Clone the code and use “NU_” naming standard for Clone the code and use “NU_” naming standard for

customized codecustomized code

Use out-of-the-box ETL flowUse out-of-the-box ETL flow StagingStaging

Data loadData load

Fit into a nightly windowFit into a nightly window Parallel processing when feasibleParallel processing when feasible

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ETL DeliveredETL Delivered

StagingStaging 200 ETL staging jobs/scripts200 ETL staging jobs/scripts

Copied tables from the source system to the staging areaCopied tables from the source system to the staging area

Minimized impact / disruption of the source systemMinimized impact / disruption of the source system

Reduced risk of data inconsistency & partial transaction Reduced risk of data inconsistency & partial transaction

capture capture

Requires about an hour to executeRequires about an hour to execute

ETLETL 100 DW ETL jobs/scripts100 DW ETL jobs/scripts

Requires about 3 hours to executeRequires about 3 hours to execute

Environments & HardwareEnvironments & Hardware

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EPM InstallationEPM Installation

EnvironmentsEnvironments DevelopmentDevelopment

TestTest

UAT (User Acceptance Test)UAT (User Acceptance Test)

ProductionProduction

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EPM - ArchitectureEPM - Architecture

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EPMEPM Hardware DeliveredHardware Delivered

   Component Development Test / QA       Production Note

OS system---based upon NU2003 SP2 enterprise/ standard

2003 SP2 enterprise/ standard

2003 SP2 enterprise/ standard

OS—is windows 2000 for NU

CPU requirements----for EPM (portal) and ETL(datastage)

2.66Ghz, 32GB RAM (4 CPU’s) (addl 600GB HD)

2.66Ghz, 32GB RAM (4 CPU’s) (addl 600GB HD)

2.66Ghz, 32GB RAM (dual core 4 CPU’s) (addl 500GB HD)

RAM = 1.5x of CPUs

Default PORTS 31538/TCP DSEngine rpc daemon23/TCP DataStage Telnet Service

31538/TCP DSEngine rpc daemon23/TCP DataStage Telnet Service

31538/TCP DSEngine rpc daemon23/TCP DataStage Telnet Service

Default ports for windows

DB sizing requirements Demo db approx 51GB.Recommended size of Dev DB – 60 to 90 GB

Min. 60-100 GB; Size DB based upon the PeopleSoft UNT environment

Min. 100-150 GB;Size DB based upon the PeopleSoft Production environment

 

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Row Level Security (RLS)Row Level Security (RLS)

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Paradigm ShiftParadigm Shift

Legacy StrategyLegacy Strategy Access based on combinations of chart-stringsAccess based on combinations of chart-strings

Secure but difficult to maintainSecure but difficult to maintain

Café ObjectiveCafé Objective RLS with an eye on flexibility and maintenance:RLS with an eye on flexibility and maintenance:

Users to have access based on a set of departmentsUsers to have access based on a set of departments Users to have access to a set of projectsUsers to have access to a set of projects Only select users have access to highly confidential data items Only select users have access to highly confidential data items

such as salary informationsuch as salary information

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Secure by DepartmentSecure by Department

Departmental security relatively easyDepartmental security relatively easy Leverage natural relationship between user and department(s)Leverage natural relationship between user and department(s)

Allow user to be associated with more than one departmentAllow user to be associated with more than one department

Use PeopleSoft’s user-to-department associations to drive RLS Use PeopleSoft’s user-to-department associations to drive RLS

security in Cognossecurity in Cognos

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Secure Project FinancialsSecure Project Financials

Project Security more complexProject Security more complex

Who should be allowed to see financials for projects?Who should be allowed to see financials for projects? Users belonging to department that owns project (ex: dept Users belonging to department that owns project (ex: dept

administrator)administrator)

User’s assigned project-level access (ex: PI and project team)User’s assigned project-level access (ex: PI and project team)

Users allowed to charge to the project (ex: cost-share activities)Users allowed to charge to the project (ex: cost-share activities)

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Business Rules for ProjectsBusiness Rules for Projects

Users belonging to department that owns projectUsers belonging to department that owns project If user’s dept = project’s dept, allow accessIf user’s dept = project’s dept, allow access

User’s with project-level access User’s with project-level access Explicitly granted access in PeopleSoftExplicitly granted access in PeopleSoft Use PeopleSoft’s project_sjt table to drive user-to-project filters Use PeopleSoft’s project_sjt table to drive user-to-project filters

in Cognosin Cognos

Users allowed to charge to the projectUsers allowed to charge to the project Implicitly derived accessImplicitly derived access Tough!Tough! Information on who is charging to the project is only available Information on who is charging to the project is only available

through transaction historythrough transaction history

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Project Security: Take 1Project Security: Take 1

Create a “master” userid-to-projectid security table:Create a “master” userid-to-projectid security table: Source #1Source #1: by default user can see all projects for their : by default user can see all projects for their

departmentsdepartments Use dept_sjt table in PS to derive a list of projects for userUse dept_sjt table in PS to derive a list of projects for user

Source #2Source #2: explicit authorization: explicit authorization Use project_sjt table in PeopleSoft Use project_sjt table in PeopleSoft

Source #3Source #3: implicit access: implicit access Using ETL:Using ETL:

Go through Go through all all transactions and build a user-id to project-id transactions and build a user-id to project-id associationassociation

Incredibly time consuming ETLIncredibly time consuming ETL But it worked…But it worked…

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Project Security: Take 2Project Security: Take 2

For Source #3, push the heavy-lifting to PeopleSoftFor Source #3, push the heavy-lifting to PeopleSoft Use SmartERP to develop a dept-id to project-id combo table in Use SmartERP to develop a dept-id to project-id combo table in

PSPS Enhance project security ETL to use SmartERP combo table to Enhance project security ETL to use SmartERP combo table to

populate a final project security table (“sec”) populate a final project security table (“sec”) Project sec table now contains rows for users and related Project sec table now contains rows for users and related

projects using explicit and implicit associationsprojects using explicit and implicit associations One-time set-up followed by incremental maintenance One-time set-up followed by incremental maintenance

overheadoverhead

Net effect:Net effect: SmartERP-provided comprehensive department-to-project SmartERP-provided comprehensive department-to-project

associations drives RLS effectively and efficientlyassociations drives RLS effectively and efficiently

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A Picture is Worth a 1000 WordsA Picture is Worth a 1000 Words

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PS_D_DEPT_NU_SJT PS_D_PRJ_NU_SJT

PS_D_DEPT_SEC_NU PS_D_PRJ_SEC_NU

PS_SMERP_COMBO_NU

“Explicit Access”

List of projects that user has access to outside of user’s dept

“Implicit Access”

List of projects within user’s dept and projects that user’s dept is charging to

Notes:Notes: In reports, users allowed to pick only primary departments, not In reports, users allowed to pick only primary departments, not

departments associated with projectsdepartments associated with projects User id and role-names are embedded in sjt and sec tables as User id and role-names are embedded in sjt and sec tables as

appropriate for Cognos’ use appropriate for Cognos’ use

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Row Level Security DeliveredRow Level Security Delivered

Secure department and project prompt values:Secure department and project prompt values: If user can’t pick a value then they can’t see the financialsIf user can’t pick a value then they can’t see the financials

Alias dimensions and join to “sjt” (for dept) and “sec” (for Alias dimensions and join to “sjt” (for dept) and “sec” (for

project) tables to automatically filter valuesproject) tables to automatically filter values

Secure ad hoc queries:Secure ad hoc queries: Filter fact tables with “or” condition on available Filter fact tables with “or” condition on available

department_sjt or project_sec values for userid and role-namesdepartment_sjt or project_sec values for userid and role-names

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Report DevelopmentReport Development

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Report DevelopmentReport Development

11-month development 11-month development

timeframe in conjunction timeframe in conjunction

with ETL developmentwith ETL development

Iterative process with the Iterative process with the

functional teamfunctional team

Area # of Reports

# of Users

General Ledger 33 Approx 4,000

Grants Management 40 Approx 4,100

Supply Chain 24 Approx 3,900

Grants Pre Award (InfoEd)

30 Approx 2,300

Facilities (FAMIS) 20 Approx 230

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Report DemonstrationReport Demonstration

GM044 Sponsored Project Portfolio

1 line per project activity

GM045 Sponsored Project Budget Statement

1 line per account

GL008 Revenue and Expense Activity Report

1 line per transaction type

GL059 Transaction Detail Drill-Thrus

1 line per transaction line

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Sponsored Project PortfolioSponsored Project Portfolio

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Sponsored Project Budget StatementSponsored Project Budget Statement

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Revenue and Expense Activity ReportRevenue and Expense Activity Report

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Payroll DrillPayroll Drill

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Expense Report DrillExpense Report Drill

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Voucher DrillVoucher Drill

Lessons LearnedLessons Learned

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Lessons Learned: FunctionalLessons Learned: Functional

Agree on data definitions prior or during gap analysisAgree on data definitions prior or during gap analysis Provide detailed source mapping for each report Provide detailed source mapping for each report

requirementrequirement Ensure the functional team understands the Ensure the functional team understands the

foundations of data warehousing/business intelligence foundations of data warehousing/business intelligence (e.g. de-normalization)(e.g. de-normalization)

Work closely with technical team to ensure they Work closely with technical team to ensure they understand the business rulesunderstand the business rules

Complete functional specs with an EPM contextComplete functional specs with an EPM context Develop a list of “reporting standards” to guide Develop a list of “reporting standards” to guide

developmentdevelopment

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Lessons Learned: TechnicalLessons Learned: Technical

Use of EPM saved months of Use of EPM saved months of

developmentdevelopment Conformed dimensions Conformed dimensions Easier to customize than create from Easier to customize than create from

scratch scratch Get enough hardware for EPM (avoid Get enough hardware for EPM (avoid

virtual servers)virtual servers)

Take advantage of Oracle Take advantage of Oracle

Customer ServiceCustomer Service

Beware of the deleted Beware of the deleted

Journal entry!Journal entry! Destructive vs. incremental reloadsDestructive vs. incremental reloads

Large increase of Large increase of

consultants staff will help, consultants staff will help,

but…but… Learning curve for different functional Learning curve for different functional

areasareas Heavy parallel work increases potential Heavy parallel work increases potential

for reworkfor rework Need to actively promote reuseNeed to actively promote reuse

Offshoring worked (Infosys)Offshoring worked (Infosys) Majority of ETL coding Majority of ETL coding Some Cognos report development Some Cognos report development Don’t offshore the way we did!Don’t offshore the way we did!

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Lessons Learned: Row Level SecurityLessons Learned: Row Level Security

RLS was expected by user community; think outside RLS was expected by user community; think outside

the box! the box!

Avoid building complex security rules on the reporting Avoid building complex security rules on the reporting

side; difficult to maintain incrementallyside; difficult to maintain incrementally

Cognos provides tremendous flexibility for role-based Cognos provides tremendous flexibility for role-based

security and RLSsecurity and RLS

Think about ad hoc reporting when securing standard Think about ad hoc reporting when securing standard

reportsreports

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Further InformationFurther Information

Available upon request…Available upon request… Detail design of the data warehouse & ETLs Detail design of the data warehouse & ETLs

Details of our row level security implementationDetails of our row level security implementation

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Contact InformationContact Information John Ewan - j-ewan@northwestern.eduJohn Ewan - j-ewan@northwestern.edu Manish Amin - m-amin@northwestern.eduManish Amin - m-amin@northwestern.edu Rumy Sen - rsen@entigence.comRumy Sen - rsen@entigence.com Jonathan Stegall - jstegall@entigence.comJonathan Stegall - jstegall@entigence.com Katie Crawford - kcrawford@huronconsultinggroup.comKatie Crawford - kcrawford@huronconsultinggroup.com

QuestionsQuestions