1 ACTUATE RETIREMENT PROJECT Proposal for Replacement of the Actuate Monthly Financial Statements Butch Labrecque 7/?/07

2 Outline Why Retire Actuate? How Retire Actuate? Articulated Business Requirements & Vetted Assumptions Options Considered: Web Fin & Hyperion-based Solutions The Monthly Statements Proposed Solutions – Retention, Security, Support Schedule for Replacement of Accounting Reports Test Drive

3 Why Retire Actuate? High vendor costs Aged hardware AIX operating system not supported (1/08) Heavily invested in other reporting systems

4 How Retire 48* Actuate Reports? Gather requirements –Data Stewards = Report Owners –User Survey Perform Business & Technical Analysis Propose replacements Replace –Security Issues, Data Warehousing, Report Development, Delivery Obtain Acceptance Rollout –Communications & Training Decommission Actuate Reports * Excludes reports already replaced by HR & those that will not be replaced.

5 Articulated Business Requirements Replace the Actuate Accounting reports “as is” Retain time-boxed report snapshots, i.e., no prior period adjustments Ensure reports are accurate and available on demand Reports are accessible. Provide any training, instruction, and support Access is secured, data security is appropriate, security is maintainable

6 Vetted Assumptions The Actuate Accounting reports are considered to be the “University-approved monthly financial statements” When replacing the Monthly Statement reports, no changes will be made to the SQL logic except in cases where errors or flaws are found DFA has very limited resources from July 1st through September 21st DFA will facilitate/coordinate decision-making on security issues, if/where required DFA will coordinate the acceptance process, including user acceptance testing and any business approvals (e.g., from SFG, if required) DFA will approve Data Warehouse and ETL changes needed to meet requirements Hyperion Intelligence Server will be utilized to deliver reporting solutions

7 Options Considered – Why Not Web Financials? Current concerns: Performance? Accuracy? Unknowns: DFA-CIT Transition? Desire for rewrite? Need for enhancements? Resource constraints: DFA subject matter experts, CIT database administration, CIT Applications Developers Competing interests: STARS, COLTS III, Web Financials maintenance* (*assumes transition) Different user bases? Readiness for distribution of security to support Monthly Statement access?

8 Options Considered – Why Hyperion Solutions? We “know” Hyperion Resources are available Pilot solutions demonstrate an easy, secure user experience Clear support model Path toward improvement of customer experiences for other Hyperion reports Faster time to delivery

9 Actuate Accounting Monthly Statements ACCOUNTS RECEIVABLE BY MONTH & YTD INVESTED FUNDS BY MONTH & YTD TRANSACTIONS BY MONTH & YTD ANALYSIS MULTIYEAR ANALYSIS UNIV FY COMMITMENT DEPARTMENTAL BALANCE

10 Hyperion-Based Solutions Overview More secure, easier to use, easier to maintain Eliminates Database Login Uses Oracle Result Tables to speed processing Uses Oracle VPD for row level security Dashboard avoids old Brio prompts –Click to run reports Advanced Filtering Solutions

11 Data “Images” Report-specific tables will be created in the ADW Time-keyed data appended each month No dependence on application layer to provide data “images” ADW Report-specific tables Existing Tables Monthly ETL It is possible to users, “Monthly Statements are available”

12 Security No change needed to current processes & roles –Eliminate FISC at your own pace –Relies on ADW for security No database login needed –Better for users –Less work for DBAs Use Oracle VPD for row-level security Use Oracle Result Tables to improve performance

13 Security (cont.) No change to current processes No affect on current systems Use existing “ACT” & “ACC” roles Use existing ADW acct.security table just as we do today FISC ADW Oracle VPD to CIT Security Administration to create other database roles

14 Support Level 1 support by DFA –Vet issues Level 2 business support by DFA Level 2 technical support by CIT –Assume change requests are approved –Assume all Level 1 issues have been vetted

15 Schedule Schedule depicts high level view. Effort may be applied in staggered fashion. Schedule may be impacted by progress made with HR, Payroll, & Student reports. Schedule depicts duration, not actual effort. Dates and estimates subject to change.

16 Test Drive Multiyear Analysis Analysis Univ FY