Data Warehousing:You’ve Captured and
Cleansed It, Now Exploit It!
A Case Study Using Payroll and Budget Systems
Ryan Cherland and Brenda Tucker
University Management Information
University of Kansas
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Polling Question:
How many attendees currently have data warehouses that contain Payroll
and Budget data?
•Have this in a data warehouse
•Do not have this in a data warehouse
•Do not have a data warehouse
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Key Objectives:
• Discuss how KU has developed a data-warehouse that brings together payroll, budget, and financial data and the methods that the data is exploited
• What this has meant to users on our campus
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About the University of Kansas
• History - The University of Kansas opened its doors in 1865.
• Academics - The university offers more than 100 undergraduate and graduate majors and programs including allied health, architecture, business, education, engineering, fine arts, journalism, law, liberal arts and sciences, nursing, pharmacy, and social welfare.
• Lawrence Campus Enrollment – 20,692 undergraduates and 6,122 graduate students from every state in the nation and more than 100 countries around the world.
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About the University of Kansas
Staffing*• Faculty, Librarians, Faculty Administrators 1,426• Unclassified Nonfaculty 1,756• Classified 1,480• Student Employees 4,032
* As of Fall 2003
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Polling Question:
What business sectors are the attendees from?
•Educational institution
•Commercial sector
•Private sector
•Public sector
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KU’s Data Warehouse
Data from: – Human Resources– Financials– Budget– Student– Research
Are extracted into a data warehouse as often as business needs require
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KU’s Data Warehouse
• Data in the warehouse is exploited using:– Web query front-end (DEMIS)– BI analytic software for power users
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DEMIS
Departmental Executive Management Information System
• Campus Intranet system for the University of Kansas
• Developed gradually over-time from a few static web pages to a campus management ‘portal’
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What is DEMIS?
DEMIS is a decision support system, which can be defined in many ways. One definition that fits DEMIS well is:
“A decision support system is an interactive system that provides the user with easy access to decision models and data in order to support semi-structured and unstructured decision-making tasks.”
(Watson, Houdeshel, & Rainer, 1997, p.265)
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What is DEMIS?
Key parts for a decision support system are:
• Ease of use• Contains models or analytical aids used
to analyze the data• Data are maintained to be used in the
analysis
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DEMIS User Menu
DEMIS is password protected• User authenticates• Userid is used to create a custom series
of available links that their campus security profile allows
• 5 broad areas of information from DEMIS: General, Academic, Student Administration, HR/Pay, and Financial
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DEMIS Main Menu
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DEMIS Query Architecture
CGI
Functional Subject Area
Data mart
A DEMIS Query web form
Filters + Rpt Breaks
SAS report program
User receives output in HTML,
RTF, PDF, or Excel-ready
format
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Solving a Business problem by exploiting related systems
• With daily extracts of KU’s transactional systems, initial queries just reported on different views in those systems
• Then a business need arose….
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Development of an Integrated Budget System
Expectations• A flexible, powerful reporting system
• Convenient for campus departments
• Accessible for the university community
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Current Budget System
Customized system, housed within KU’s Financial system
• Dollars and FTE, if applicable, managed at three levels– Positions– Pools– Other Operating Expenditures (OOE)
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Limitations of Current System
• View access is limited
• Update access even more limited
• No departmental reporting
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Budget Data Limitations
• OOE expenditures not posted to the budget system
• Transactional data held in the source database
• No expenditure history• No position history• No detail on employees included in
pools
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The Problems:
• The budget data by itself provided a very “flat” view of the University’s financial activities
• Restricts auditing abilities
• Hinders reconciliation with other DEMIS tools
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Can the web reporting product be made more
robust?
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Sources of related data in the Budget: Human Resources
"Working Budget"
Data held atPosition or Pool ID
On& Off cycle YTDpostings
Budget updatedwith Transfer and
On & Off cycleactivity
BudgetHR Side
Decision:Enhance Budget Data
with enough HRTransactional data tofacilitate auditing and
reconciliation.
HR Data
Create link toaccess PositionHistory
Create link toaccess PoolPeople Detail
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Sources of related data in the Budget: Financials
"WorkingBudget"
Beg ApprUpdated with
Transfers
BudgetOOE Side
Decision:Enhance Budget Datawith enough FinancialTransactional data tofacilitate auditing and
reconciliation.
Financials
Post OOEExpenditures toUBUD Datamartfrom KUFSDatamart
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Sources of related data in the Budget: HR related Financials
YTD postingsonly include On
& Off cycleactivity
BudgetHR Side
Decision:Enhance Budget Datawith enough FinancialTransactional data tofacilitate auditing and
reconciliation.
Financials
Post payrolladjustments notincluded in Offcycle postings tofunding level
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Data Choices
• How to structure data across fiscal years?
• What filters and report breaks do users need?
• How will users view entire transfer transactions?
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Implementation Issues
• Report links enable drill downs to non-Budget datamarts – Pool type-staffing detail– YTD
• Separate datamarts for each fiscal year• Data warehouse dependencies• Create link to view complete transfer
transaction
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The Initial System
• Two levels of web form: Power User and Departmental User
• Multiple report summary/break levels • Web forms created twice daily • Powerful datamart accessible to campus power
users• Datamart updated twice daily to capture
transfer transactions and expenditure data• Dynamically created links show detail behind
the summary numbers
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Budget Web Report Filters
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Web Form Report & Output Options
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Sample Employee Report
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Sample Employee Report Popup Window Transfer Detail
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Initial System Overview
Integrated BudgetReporting Datamart
PayrollDatamart
FinancialsDatamart
BudgetDatamart
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And with Success….
Comes more challenges
• Develop a salary forecast system
• Integrate it with the new budget system
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New Implementation Issues
• Report links enable drill downs to non-Budget datamarts – YTD by Pay Period – Forecast by Pay Period
• Data warehouse dependencies
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A Quick view of the Salary Forecast model…
University BudgetWeb Reporting
Datamart
Funding dataDept budget earnings
Salary ForecastGrab Future dated job and
earnings changes to generateforecast
Job dataPosition data
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A Quick view of the Salary YTD model…
University BudgetWeb Reporting
Datamart
Payroll ReportingDatamart
Summarizationby Pool Key, by
Employee
SalaryExpendituresby Pool, byEmployee
By PPNo Yes
Summarizationby Pool Key, byEmployee, by
PP
SalaryExpendituresby Pool, byEmployee,
by PP
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Sample Employee Report
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Sample Employee Report - YTD
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Sample Employee Report - Forecast
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Budget Web Audit Report
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Current System Overview
Integrated BudgetReporting Datamart
PayrollDatamart
FinancialsDatamart
BudgetDatamart
ForecastDatamart
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Benefits of Integration to Users
• Flexible reporting
• Timely data
• Auditable– Balances Across Databases– Future Payroll Funding Problems
• Facilitated Decentralized Culture Shift
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Future Directions
• Increasing the “drill-down to detail” functions in reports to other related systems– Reusable code– No data duplication– Increases validity of reports and data to the users
• Development of an integrated Executive Dashboard for high level administrators
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Data Warehouse Benefits to Users
• Standardized approach to data fields and reporting
• Time saver – single place for reporting needs• Provides historical data• Consistency of information• Decreased reliance on department “shadow
systems”• Transactional systems are protected from
having to allocate resources for reporting
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Conclusion
Campus users have stated that the Budget reporting system has proved to be a truly valuable management tool for financial planning and analysis. Projects that used to take several days now take minutes.
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Conclusion
• How we did it:– Incremental approach
• Financial 1999; Payroll 2000; Budget 2001; Forecast 2002; Integrated Budget 2003
– Created systems which met the largest needs first
– As we learned more and the users learned more, we increased the number of specialized reports using the same data
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QUESTIONS?
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Contact Information
• Ryan Cherland, Director– University Management Information– Email: [email protected]
• Brenda Tucker, Senior Programmer Analyst– University Management Information– Email: [email protected]
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