Umoja Realisation Workshop Cluster 3

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4.8 UMOJA BUSINESS INTELLIGENCE OVERVIEW

Umoja Realisation Workshop – Cluster 3

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2 Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner

Agenda

 Introduction to BI

Reporting in Umoja: ECC, SRM, and BI

Available tools and technologies

User roles and capabilities

 Reports and data currently available

 Roadmap

 Training and support

 Governance and requesting new material

 Next steps

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Umoja Business Intelligence

3 Umoja Transactional System Umoja BI System Users and Processes Existing Systems Other FI SC HR CSS Consumers General Assembly Executive Management Audit Member States Da ta W ar ehouse

Web & Email Access to Reports Operational Management Donors Simple reports Specific to each area: “silos” Live data Expensive to customize Inspira, programmes and funds, etc.

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Reporting vs. Business Intelligence

 Transactional Reporting

 View transactional data (reports run in ECC)

 Real-time

 Simple lists, simple aggregation

 Some drill-down

 Usually very specific (silo orientation)

 Business Intelligence

 Aggregation, KPIs, trend analysis, ad hoc with drill-down

 Separate system devoted to reporting

 Time delay (usually daily snapshot)

 Variety of tools and output

 Users able to do their own reporting

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Standard SAP Reporting in ECC

 “Simple” reporting

Lists of items

Real-time (unless the report is

slow!)

 Features

Add and remove columns

Personalize and save layouts

Filter the results

Add totals and subtotals

Download to Excel

Aggregation (sometimes)

Drill-down (sometimes)

 Limitations

 No fancy output

 No large data sets

 Difficult to develop – what we

start with is what we get

 Specific to a purpose and area (silo effect)

 Only SAP data (no pre-Umoja history)

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BI Reporting in Umoja

 A suite of reporting tools

 Formatted reports for printing

 Flexible table and chart-based reports for online viewing

 Dashboards to collect KPIs

 Powerful self-service ad hoc reporting

 Features

 Separate system: data warehouse and reporting tools stand alone

 Browser-based access

 Data from many sources

Different SAP Modules, other UN systems

 Historical data (if it is loaded)

 Power users to build some reports

 Limitations

Data is not live (daily load)

Complicated to set up

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Umo ja BI T oo ls

Umoja Business Intelligence

7 Information

Maturity

Analytical Tools

•Broad & deep view, ad hoc analysis •Trend analysis, year-over-year •Highly interactive, for skilled users

Dashboards

•Organized, defined metrics & comparison •Drive strategic decisions

•Snapshot of status for executives

Query & Analysis

•Interactive, flexible •Power-user usage

•Investigate and solve specific problems

Operational Reports

•Real-time data, tactical day-to-day reports •Formatted, standardized

•View of narrow timeframe – daily, weekly

Spreadsheets

•Decentralized •Lack of standards

•Low collaboration – individual users

Powerful Enabler

Umoja will centralize financial, material, and HR data from across the UN.

The BI tools and processes will turn that data into critical information.

Information Maturity

• Transparency – within the organization and among stakeholders

• Performance management, using metrics, indicators, and dashboards

• Central control of data definitions

• No impact on transaction system – reporting is off-line with frequent updates

• Reduced time and resources spent gathering and managing data

• Speed up critical business processes (planning, budgeting, reporting)

• High-level overview of organizational status and trends; drill down into details

• Display of information tailored to business needs

• Trend analysis Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner

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Agenda

 Roadmap

 Next steps

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BI Reports: Web Intelligence for Basic Formatted

Reports

BI Portal Navigation – accessing a BI report

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BI Reports

Filter Prompt

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BI Reports

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BI Reports

Export to PDF

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BI Reports

Scheduling Reports

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BI Reports

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BI Reports

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BI Reports

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BI Workspaces

 BI Workspaces are highly interactive – and allows BI analytical users

to create and save views for other BI analytical users in the ‘Shared Analysis’ folder

 Slice and dice for curated collections of data from the data warehouse

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BI Workspaces

Workspace filter prompt

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BI Workspaces

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BI Workspaces

Shared Workspaces

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BI Workspaces

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BI Workspaces

Drilldown by Document Number

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BI Workspaces

Export to Excel

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BI Workspaces

Save to local drive

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BI Workspaces

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BI Workspaces

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Additional tools for future use

 Crystal Reports

Pixel perfect formatting for publication-ready reports

 Dashboard tools

Presentation of summary information and performance indicators

Some filtering and drilldown capability

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Agenda

 Roadmap

 Next steps

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Roles & Responsibilities

As an Umoja ECC user, you are assigned one of two general roles, defining the level of access extended to you within the Umoja BI Portal:

BI Users

All Umoja ECC users are provided a standard level of access to the Umoja BI Portal. ]

This is a basic level of access to the Umoja BI Portal, enabling you to view BI reports. The Umoja Enterprise Role assigned to an Umoja user dictates the level of access

provided to the BI Portal. Select folders and

reports may not display, based on your

specified level of access.

As a BI User, you can generate and save

reports to your personal Favorites folder

on the portal, but not within public, shared folders.

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Roles & Responsibilities

BI Analytical Users

A select subset of BI Users are also given the ability to generate additional types of custom BI Reports. Typically, BI Analytical users are Subject Matter Experts (SMEs) or Reporting Analysts.

These individuals are provided access to BI

reports and workspaces. They can save

custom-crafted reports to public folders for BI Users to

access/reference. They can create BI

Workspaces for other BI Analytical users to view in the shared folder.

The Umoja Enterprise Role assigned to an Umoja user dictates the level of access provided to the BI Portal. Select folders and reports may not display, based on your specified level of access. However, they do not have rights to:

• Modify or delete delivered BI reports • Save reports to delivered public folders

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Agenda

 Roadmap

 Next steps

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Reports and Data Currently Available in Umoja BI

 Finance

Funds Management (incl.

IMIS)

Budget Consumption (Summary and Detail)

Full-scope workspace

17 formatted reports (FMT)

FI/GL

Trial Balance workspace

GL Line Item workspace AP & AR

Workspaces for ad hoc analysis at line item level

Fixed Assets

Asset History Sheet workspace

Treasury reporting

Grants Management

Workspaces covering:

Full scope of GM

Donor and Statement of Accounts Status of Outstanding Advances GM/FM Budget Analysis GM Master Data 32 Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner

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Other Reports and Data Currently Available in Umoja BI

 Supply Chain

Ad hoc workspaces covering:

Solicitations

Requisitions

Purchase Orders

Contracts

Vendor analysis

SC end-to-end, incl. Goods Receipt

 Real Estate

Ad-hoc workspaces covering:

Conditions Measurements Cash Flow Occupancy Contract Measurements  Project Systems

Full scope analysis area

Budget Balance ad hoc

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Agenda

 Roadmap

 Next steps

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Roadmap for Upcoming Releases

 February/March

FI

Expanded reporting in FM

Formatted Trial Balance report

Formatted versions of the GM reports

Expanded Treasury reports

Formatted reports for Supply Chain, Project Systems, and Grants

 April

Sales and Distribution

Continued expansion of SC reporting

 July

Reports for UE1 Pilot, including personnel management, workflow

monitoring, payroll, and travel reporting

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Agenda

 Roadmap

 Next steps

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Training and Support

 BI Navigation and BI Advanced Navigation on iSeek. Please

coordinate with your training coordinator to enroll into these:

Course 203 - Umoja BI Navigation

Course 301 - Umoja Advanced BI Navigation

 The BI Navigational courses are not function specific – they provide

navigational instructions applicable to all functions covered in BI

 Quick guides and area-specific job aids under development to assist

with particular reports

 Support for all users:

All issues with access, passwords, location etc., will remain to be

an Umoja help desk function.

Local process experts to support with functional questions

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Agenda

 Roadmap

 Next steps

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Governance

 Who decides what reports are produced and what data is available?

Who determines the priorities?

 Current governance structure

Umoja, in consultation with the Process Owners and subject

matter experts from throughout the organization

 Ongoing governance for Umoja Business Intelligence will be

designed and decided later in 2014

Participation from all stakeholders

The goals:

Responsive, flexible governance to allow the organization to gain the benefits of the data in the ERP system

Clear, practical, well maintained standards for the production and use of reports

 For now: send all requests through the support mechanism, or

contact the Umoja BI Team directly.

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Agenda

 Roadmap

 Next steps

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Next Steps

 Per the Clusters 3 and 4 Deployment Guide:

Identify a BI Focal Point for the Local Deployment Team

Provision BI access for the BI Focal Point and Local Process and

Technical Experts

The above to complete basic and advanced BI navigation courses

Participate in sessions with the Umoja BI Team to become familiar

with available reports and the upcoming roadmap

Local Deployment Team to identify BI users and roles for User

Access Mapping

Site personnel to participate in testing of reports

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Agenda

 Roadmap

 Next steps