New UF Reporting Tools

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New UF Reporting Tools

• Warren Curry, Team Lead
• Diane Craig, Communications
• July 2003

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Long-Term Strategic Objectives

• Provide ready access to comprehensive data
  warehouse with new and historical data
• Provide common tools for entire university
• Provide reports and functionality to meet the
  needs of all users
• Provide self-service, on-demand access

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Benefits

• Deliver information faster and with lower costs
• Reduce hard copy reports (no need to print)
• Eliminate need for shadow databases (no need to
  download)
• Eliminate reliance on tools du jour
• Eliminate reliance on IT staff to run reports
• Share report definitions with others
  electronically
• Broader access to university data

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Cognos Reporting Tools

• PeopleSoft Partner
• Web-based queries, reports and analytics
• Ad hoc access to detailed, summarized and
  analytic views of data

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Cognos Reporting Tools

• PowerPlay
• Draws information from relational databases to
  build OLAP cubeslarge datasets developed by
  project or central offices
• Users analyze data using Web, Windows or Excel
  environment
• Create and share reports with others
• Impromptu Web Reports
• Managed, print-ready reports
• Users can subscribe to reports and customize them
  to meet their specific needs
• Cognos Query
• Similar to Viador but with simpler point and
  click capability
• Direct access to near real-time data via the Web
• Run existing queries, design new ones, publish
  queries

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Cognos Reporting Tools

• UF data available August 1, 2003
• UF Directory
• Payroll Cost Distribution
• Student Information
• Personnel
• FLAIR Financial Transactions
• PeopleSoft data available July 1, 2004
• Financial
• Human Resources/Payroll
• Facilities, Assets, Inventory
• Sponsored Research

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Enterprise Data Sources

• PeopleSoft transactional data
• PeopleSoft reporting data base
• Hours old copy of transactional data
• PeopleSoft data mart (EPM) for current reporting
• A copy of reporting data optimized for standard
  reporting needs (e.g., titles for codes)
• UF legacy data mart for historical reporting

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Publishers Security Metadata
University Mgmt Analytics Predictive Modeling
200 Information Analysts Create New Reports
OLAP Cubes
Technology Awareness
1,000 Report Users Run Prompted Reports or
Queries On-Demand
50,000 Report Viewers Direct Delivery
Number of Users
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Enterprise Reporting Users

• Publishers Involved in creation of complex
  end-user reports and analytics, maintenance of
  metadata, and security.
• Executive Users Vice Presidents, Deans, Chairs,
  Directors who need high-level analytical tools.
• Information Analysts Entering and verifying
  large amounts of data, performing complex
  reporting and inquiry functions, and creating new
  reports.
• Report Users Run prompted reports on-demand for
  inquiry, update or reporting purposes.
• Report Viewers Receive notification and access
  to delivered reports.

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Enterprise Report Types

• Production Complex, operational reports used for
  University business, from live data.
• Compliance Delivered production reports like
  Form W-2, Legislative Budget Request, Student
  Data Course File, etc.
• Managed Delivered or prompted queries and
  reports from PeopleSoft data.
• End-user ad hoc Customized reports based on
  using pre-defined multidimensional datasets (or
  cubes) in Cognos. Data may come from PeopleSoft
  EPM or UF Data Warehouse or both.
• Analytical Perform sophisticated data analysis
  (slice, dice, pivot and drill-down) using cubes
  for decision-making and high-level reporting.

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University of Florida
Information Value Chain
Executive
Operational
Management
WebbasedReports
PeopleSoft (Student, HR, FIN, Payroll)
EnterpriseReporting (Optimized forbest response)
Information delivered to end user
OLAPcubes
Internal Analysis
Web based
Predictive Modeling
DirectDelivery
Reports Spreadsheets Via email
InformationETL
Data Mining
EnterpriseData Warehouses (Optimized easy ad
hocaccess)
UF LegacyData
Data Mining
Individually generated data stores, reports and
spreadsheets
Self-service data access for consumer
Data Mart reporting
Enterprise Data Marts and Cubes
Detailed
Summarized
Analyzed
Data Dissemination Data prepared presented to
various audiences
Data Transformation Data extricated, transformed
and loaded
Data Acquisition Data collected in Transactional
Systems
Data to Information
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Approach

• Use myUFL portal
• Use Cognos Reporting Tools
• Leverage UF Security (GatorLink)
• Leverage UF Directory (roles)
• Engage existing data providers
• Engage existing report providers
• Engage existing training resources
• Team at Union Street Station
• Advisory User Councils

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EPM/Reporting AUC

• Bi-weekly meetings
• Feedback, Brainstorming
• Four workgroups to determine initial data cubes
  and reports where can we add value to current
  UF data?
• Distributing development load

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Roll-out Tactics for Cognos

• Prepare the UF community for new reporting
  strategy and culture
• Train and early practice for all types of users
• Enhance access to university information between
  August 1, 2003 and July 1, 2004

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Replace
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Your personal folder where you store data,
queries and reports you ran or created or copied.
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NewsIndex is the main, public folder that
contains items you have access to based on your
role. It may hold reports, shortcuts, custom
views, data sources, and links to external Web
sites or documents.
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The NewsBox (folder icon) holds information on
that particular subject. It may be the data
cubes, data dictionary, reports, queries,
etc. Click on the link to open that NewsBox.
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This is an example of PowerPlay. The OLAP cube
is a multi-dimensional data set. These are
current warehouse data with enhancements. Click
on the link to open the cube.
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Drill down to details by dragging in left-hand
items or clicking on Authority Code links.
Save your view in your personal folder by
clicking on Save As in bottom right-hand corner.
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This is an example of an Impromptu report. This
particular query will be available to all faculty
and staff. It is similar to what is currently
called My Self Service in the Admin Menu.
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Type in your name and click on Finish.
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This is an example of Cognos Query. New Query
Wizard (spreadsheet with magnifying glass icon)
allows you to easily create new reports. Click
on the New Query Wizard link.
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• Choose List or Crosstab option.
• Click on Variables to include.
• Run Query in Design Mode.
• Filter, Sort, Group, Summarize, Format,
• Modify Columns, Export, etc.

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The NEW drop down menus allow you to create new
reports, NewsBoxes, URLs, and upload files.
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The EDIT drop down menu allow you to edit your
reports, NewsBoxes, URLs, and other files.
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The VIEW drop down menu allow you to hide
details like when the data or report was
modified, or change your view to open to your
personal NewsBox by default.
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User Support

• On-line Cognos help and tutorial
• Provide training for basic users
• Provide training for advanced users
• Let units train end-users as needed
• Develop Help Desk support and processes
• Sharing

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Reporting Documents

• UF Reporting/Data Warehouse Statement of
  Direction
• University of Florida Information Value Chain
• EPM/Reporting Status reports
• Project Web site
• www.bridges.ufl.edu/epm

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More Info

• Project Web Site
• http//www.bridges.ufl.edu
• Training Latest Project News
• UF Bridges pagelet at http//my.ufl.edu
• Subscribe to Enterprise Reporting section
• Email
• beta-reporting_at_ufl.edu

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Team Members

• Warren Curry, Project Manager
• Bryan Cooke, Development
• Haiquan Dai, Development
• Noel Svercek, Development
• Allen Rout, Integration
• Lee Stevens, Integration
• Scooter Willis, Information Technology
• Christine Schoaff, Processes and Standards
• Diane Craig, Communications and Training

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UF Bridges Timeline

• Portal March 31, 2003
• Cognos Reporting Tools August 1, 2003
• Campus Community May 1, 2004
• Finance July 1, 2004
• Human Resources/Payroll July 1, 2004
• Enhanced Reporting Tools July 1, 2004
• Student Administration January 1, 2006

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