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

2 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

3 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

4 About the University of Kansas History - The University of Kansas opened its doors in 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.

5 About the University of Kansas Staffing* Faculty, Librarians, Faculty Administrators1,426 Unclassified Nonfaculty1,756 Classified1,480 Student Employees 4,032 * As of Fall 2003

6 Polling Question: What business sectors are the attendees from? Educational institution Commercial sector Private sector Public sector

7 KU’s Data Warehouse Data from: –Human Resources –Financials –Budget –Student –Research Are extracted into a data warehouse as often as business needs require

8 KU’s Data Warehouse Data in the warehouse is exploited using: –Web query front-end (DEMIS) –BI analytic software for power users

9 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’

10 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)

11 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

12 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

13 DEMIS Main Menu

14 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

15 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….

16 Development of an Integrated Budget System Expectations A flexible, powerful reporting system Convenient for campus departments Accessible for the university community

17 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)

18 Limitations of Current System View access is limited Update access even more limited No departmental reporting

19 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

20 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

21 Can the web reporting product be made more robust?

22 Sources of related data in the Budget: Human Resources

23 Sources of related data in the Budget: Financials

24 Sources of related data in the Budget: HR related Financials

25 Data Choices How to structure data across fiscal years? What filters and report breaks do users need? How will users view entire transfer transactions?

26 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

27 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

28 Budget Web Report Filters

29 Web Form Report & Output Options

30 Sample Employee Report

31 Sample Employee Report Popup Window Transfer Detail

32 Initial System Overview

33 And with Success…. Comes more challenges Develop a salary forecast system Integrate it with the new budget system

34 New Implementation Issues Report links enable drill downs to non- Budget datamarts –YTD by Pay Period –Forecast by Pay Period Data warehouse dependencies

35 A Quick view of the Salary Forecast model…

36 A Quick view of the Salary YTD model…

37 Sample Employee Report

38 Sample Employee Report - YTD

39 Sample Employee Report - Forecast

40 Budget Web Audit Report

41 Current System Overview

42 Benefits of Integration to Users Flexible reporting Timely data Auditable –Balances Across Databases –Future Payroll Funding Problems Facilitated Decentralized Culture Shift

43 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

44 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

45 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.

46 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

47 QUESTIONS?

48 Contact Information Ryan Cherland, Director –University Management Information – Brenda Tucker, Senior Programmer Analyst –University Management Information –