Introductions. Training Agenda. Name Title/function Job responsibilities Expectations

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1 <name of school> <date> <consultant name> Banner Performance Reporting and Analytics Introductions Name Title/function Job responsibilities Expectations 2 Training Agenda Introductions Banner ODS Overview Banner ODS Architecture Banner ODS Concepts The Administrative User Interface Developing a Reporting Strategy Testing and Documentation Navigating through Banner ODS Questions and Concerns Report Writing Workshop 3 1

2 Course Goals To provide the participants with an understanding of the Module of concentration and related information within the Banner Operational Data Store (ODS). To provide an understanding of the Metadata and Business Concept Diagrams so you are able to successfully support the ad hoc operational reporting needs as appropriate from Banner ODS. Create reports from Banner ODS using the Universities reporting tool. 4 Course Objectives After completing this course, you will be able to: Understand what Banner ODS is and how it operates Understand how to use the Banner ODS data in conjunction with your reporting tool Navigate knowledgeably through the Banner ODS metadata Develop a reporting strategy 5 Information - The Common Component 2

3 Information: The Common Component Information is needed to address performance obligations Information is needed by: Executives: to monitor progress towards institutional priorities Administrators: to monitor daily operations IT: to provide enterprise intelligence and production reports IR: to monitor institutional trends, compliance Information and institutional intelligence required for measurable performance improvements 7 Information: The Common Component In order to achieve their institutional mission, colleges and universities must define their business objectives to address and combat these pressures, such as: increase operational efficiency maintain costs maximize funding respond timely and appropriately to ensure revenue opportunities, i.e., governmental reporting, grant applications, etc. optimize accountability legislative reporting, accreditation, budgetary reporting increase competitive positioning institutional rankings, align curriculum to constituents demands The common component to these and other objectives is timely access to the information that is needed to achieve these objectives. 8 Information: The Common Component Information needs to reach all levels of campus Data from lower levels must be transformed to upper levels Refined focus on supporting the actual business processes Performance data Performance Management EXECUTIVES: Need visibility into progress towards our goals, objectives Am I achieving my goals? MANAGEMENT: Need timely trends, summaries, analytics of our operations How am I doing? Detailed data Trend, summary data Enterprise Data Warehouse Operational Data Store KNOWLEDGE WORKERS: Need to analyze trends and root causes Why is this happening? STAFF: Need detailed reports in many formats and ad-hoc access What is going on? What do I need to do? 9 3

4 Banner ODS Overview Banner ODS Overview BPRA Data Warehouse Solution Ensures Consistent Reporting Results Common Data Source Common Business Concepts Banner Operational Data Store (ODS): Ad-hoc querying and daily reporting Enterprise Data Warehouse: Historic, trend reporting and analytics Admin Tools EDW: History Jan Feb Mar Apr May ODS: Today Finance HR EM Student Advancement AR Data Snapshots Based on Dates and Events Data Sets Frozen for Point in Time Historic, Trend Reporting Analytics One Set of Data Data Changes Daily Daily Reporting 11 Banner ODS Overview Performance Reporting and Analytics Architecture Operational Data Store Enterprise Data Warehouse Performance Management Legacy Common Data Model Denormalized Structures Enterprise Star Schemas Digital Dashboard Banner ETL Operational Data Store ETL Enterprise Data Warehouse Enrollment Funnel Other Reporting Tools Reporting Tools OLAP Tools Analytical Applications Business Intelligent Channels Operational Reports Enterprise Reports Trends/Forecasts Multi-Dimensional Analysis 12 4

5 Banner ODS Overview ODS and the Reporting Tool Oracle The Reporting Toolset Banner ODS Data Definition Report Output Report Definition Data Application Server End User 13 Banner ODS Overview Simplifies information access Provides timely information to support all levels of management Improves information access performance Provides access to historical and summarized information Data refresh occurs at your specified interval Ensures consistent reporting results by providing a common data source and common business concepts 14 Banner ODS Overview Data models and reports can be tailored to department-specific needs Uses Human Resources, Finance Fund/Orgn security Allows use of web-based reporting tools with graphical capabilities The ODS Administration component is web based Allows you to share solutions in an open environment 15 5

6 Banner ODS Overview What is the ODS? Banner ODS uses reporting views to provide access to the data. Security Display rules Banner ODS tables and reporting views were constructed with the business needs of Higher Education administration in mind. 16 Banner ODS Overview Why use the ODS? Ability to produce reports without the overhead of a transactional system. Built to address reporting queries not for efficiency of data capture. Provides for the freeze of data to accommodate point in time reporting. Most upgrades to the administrative system do not affect Banner ODS. 17 Banner ODS Overview Key Features Banner ODS tables are constructed specifically for reporting. Banner ODS resides on a separate reporting Server. Banner ODS is populated from Banner as the source system using composite views. 18 6

7 Banner ODS Overview Business Concepts Advancement Human Resources Common Finance Event Institution Organizational Entity Person Demographic Person Role Person Supplemental Relationship Advancement Prospect Advancement Rating Annual Giving Campaign Giving History Constituent Constituent Entity Designation Giving History Gift Organizational Constituent Pledge Budget Availability Ledger Budget Detail Encumbrance Endowment Distribution Endowment Units Fixed Asset General Ledger Grant and Project Grant Ledger Invoice Payable Operating Ledger Purchasing Payable Transaction History Employee Human Resource Application Human Resource Faculty Payroll Position 19 Banner ODS Overview Business Concepts Financial Aid Accounts Receivable Receivable Customer Receivable Revenue Financial Aid Application Financial Aid Award and Distribution Financial Aid Fund Student Active Registration Admissions Application Advisor Student List Course Catalog Enrollment Management Faculty Assignment Government Reporting Recruitment Information Residential Life Schedule Offering Student Detail 20 Banner ODS Overview Definitions ODS Operational Data Store EDW Enterprise Data Warehouse ETL Extract, Transform and Load OWB Oracle Warehouse Builder OLAP On Line Analytical Processing Source Where the data is coming from Target Where the data is going to 21 7

8 Banner ODS Overview Naming Conventions SunGard HE Banner Composite view Ax_name PERSON_UID SunGard HE Banner Operational Data Store Database tables MxT_name Reporting views English name reports Subset of Reporting views English name_slot 22 ODS Architecture ODS Architecture Populating the ODS Banner ODS is populated 3 ways. Initial Load Done during install Refresh Nightly? Weekly? Incremental Load Used when large amounts of data have been added to Banner Run the necessary Load Rule using the Administrative Tool 24 8

9 ODS Architecture Initial Load Process Banner Operational Data Store Reporting Tool Tool Reporting Views Banner Data Tables Operating Ledger Person View View Gift View Employee View Recruitment View Academic Study Composite Views OWB Person Employee Recruitment Op. Ledger Gift Academic View Security and Display Rules Employee Academic Table Table Operating Person Gift Recruitment Ledger Table Table Table Table Composite Tables 25 ODS Architecture Incremental Refresh Reporting Tool Tool Triggers Triggers Triggers Triggers Triggers Change Change Change Table Table Table Change Change Table Table Reporting View Reporting View Security and Display Rules Composite Table Reporting View Reporting View Composite Table Reporting View Extract View Extract View Extract View Banner Extract View Extract View DBLINK Composite Table PL/SQL ETL Composite Table PL/SQL DELETE ODS Composite Table PL/SQL UPDATE 26 Banner ODS Concepts 9

10 Banner ODS Concepts Composite and Slotted Tables Composite Table Include the main data that is extracted from Banner and stored in Banner ODS Slotted Table Store data values for a specific code related to a base table Optimizes the speed of queries Need to keep these synchronized 28 Banner ODS Concepts List of Values Banner ODS has a database schema called ODSLOV which owns the list of value views. Most, but not all, of the views are based on the MGT_VALIDATION composite table. MGT_VALIDATION is loaded using OWB from: Validation tables In some cases static lists of values (from Banner). Used by: Self-Service Reporting for search criteria. Cognos for parameter and condition sets. Oracle Discoverer End User Layer for parameter and condition sets. Other reporting tools for parameter and conditions. 29 Banner ODS Concepts Display Rules Enable you to control and customize how data is stored in the Banner ODS composite tables and displayed in your Reporting views. Example test scores or address types. Determine the positional location of data in a view, or the hierarchical order in which a particular type of data should be retrieved. Positional display rules are required for all Slotted views. Hierarchical display rules are required for a sub-set of (non-slotted) Reporting views

11 Banner ODS Concepts Display Rules MGRSDAX is a copy of the Banner crosswalk validation table (GTVSDAX). MGRSDAX specifies the display rules that will define code values loaded into Banner ODS. Internal Groups, Internal Codes, and Sequences set by SunGard (eg. Address, ADMSADDR, 1) External Codes set by users (eg. PR) Need to review all delivered Display Rules. Edit to reflect your institution s specific code values. They will be used by report writers during development. NOTE: The rules for modules are detailed/defined in the modules slides. 31 Banner ODS Concepts Freeze Allows the saving of snapshots of data tables and/or views at a point-in-time Need to determine a naming convention for frozen tables and views Freeze multiple related tables/views at once Create list of tables/views Schedule a process to freeze them all Freeze single table or view 32 Security The Basics Fine-Grained Access Control (FGAC) is a good way to secure data within Banner ODS. It restricts a user to see only the data they have been given access to. For example, only their own department. A way to hide information in specified columns while still allowing a user to see other information associated with the record The security rules are applied when the user searches for information within Banner ODS

12 Security The User There are two types of Users in Banner ODS: Report writers requiring access to Banner ODS. Report consumers require an Oracle user account in your source system. 34 Security Access Full access to all data in Banner ODS. Full access to all data at the Organizational Concept level. Academic, Course and Academic, Financial, or Workforce Full access to all data at an element level. College, Department, Major, Organization, or Fund level Restricted access to data at the element level based on a list or range of values for a specific data element. Allow a user to access only data related to the user s department or a range of fund codes. 35 Banner ODS Concepts Security Using Fine-Grained Access Control you only have to create a single view or report and everyone can use the same version BUT again, access to specific data within the result-set is limited by the user s security. This should be kept in mind when reports are going to be shared to areas outside of those requesting the report. The numbers are only reflected for that area not across campus

13 Banner ODS Concepts Self-Service Reporting Provides simple, ad hoc access to information in Banner ODS Delivered with report templates. Provide examples of common data retrieval needs across your institution Uses a filter list detail approach 37 The Administrative UI More of the Details The Administrative UI Execute and Monitor Processes Load and Refresh Freeze Checks and Balances Review Control Reports Set up and Maintain Display Rules View and Maintain Meta Data Security Fine-Grained Access NOTE This is Primarily a technical responsibility that users should be aware of

14 The Administrative UI Schedule Process Schedule Banner ODS Mappings used to load or update data in Banner ODS composite and slotted tables. Can be done for all of Banner ODS using Load All Banner ODS Products Refresh All Banner ODS Products Or you can load by module Load Finance Refresh Student Or by individual mappings Refresh Validation Tables 40 The Administrative UI Schedule Process Freeze Multiple Banner ODS Tables/Views Create a list of tables and/or views to freeze Freeze a Single Banner ODS Table/View Enables the freeze of single Table/View situations 41 The Administrative UI Banner ODS Utilities Use this option to report source change table counts, reconcile tables, add comments to reporting views, and run checks and balances. Report Banner ODS Source Change Table Counts Transfer Banner Fine-Grained Access Reconcile Multiple Tables Reconcile a Single Table Banner ODS Checks and Balances 42 14

15 The Administrative UI Control Reports When a process runs a control report is created to show the status Review daily Use Admin tool to a distribution list Messages View for individual error messages Select lines of report using Filter option Save report to a CSV file 43 The Metadata Metadata Object Types Metadata is information about the structure of the data itself, such as the columns or fields in the data source, the format or the location of the data sources Target view Banner ODS views that join related information from the Banner tables. Source Table Tables from the Banner database Source Function Functions that use data from Banner tables to create new data that is stored in Banner ODS

16 Metadata Provides documentation of both target and source views At Target Banner ODS and Banner Source View level At the Column level Relates Banner to Banner ODS, and Baner ODS to Banner Customizable at the local level Delivered as data within the database to be subsequently generated as static HTML for deployment on the client intranet 46 Metadata Composite views represent a composite (mixture) of the tables selected from Banner and allow for a single piece of data to be extracted row-byrow. All the business logic is included in the view itself. Column names are generic Term becomes Academic Period PIDM becomes UID (unique ID) Data views are divided into the various Banner systems Accounts Receivable Advancement Common Finance Financial Aid Human Resources Student 47 Metadata Reporting View Structure Target Column Column name in the composite view target. Business Definition Defines the target column in business terms. Database Data Type Used for formatting purposes when writing reports. Source Name Source table, FUNCTION, CONSTANT, OR CALCULATION Source Column Source column name from the source table or view, if the source is a table or view. Name of the PL/SQL function if the source is FUNCTION, description of the constant if the source is CONSTANT, or description of the calculation used if the source is CALCULATION 48 16

17 Using the Metadata Business Concept Diagrams Entity Relationship Diagram (ERD) format. The Diagram provides a visual representation of the data. Only the primary keys are included in the Diagram in order to make it easier to read. The keys represent the columns that uniquely identify a row or rows in a reporting view. A FK (foreign key) next to a column name designates the columns that are common between associated reporting views. 49 Developing a Reporting Strategy Developing a Reporting Strategy Develop a Strategic Reporting Plan Data Standards Committee Develop a reporting team Strategic Reporting Team Members ODS Administrator usually from IT Reporting Tool Administrator Key Report Writers End Users Key Administrators The people who have a broad knowledge of the university and the ability to make or escalate key decisions regarding reporting on campus IT Representative 51 17

18 Developing a Reporting Strategy Strategic Reporting Team Responsibilities Manage expectations of reporting community Make recommendations on access Assist IT group with decision-making involving end users and executives ODS Administrator Responsibilities Manage the ODS (loads, refreshes, security, metadata) Review logs and checks for errors Freeze views 52 Developing a Reporting Strategy Organizational Experts responsible for data assist with design of reports Department Training Who will be responsible? When will training occur? 53 Developing a Reporting Strategy Who are the users? Power users ad hoc Business users - managed Casual users directed IT Why do we need this report? What is the value it adds to the organization? Where is the data for the report coming from? What tools do they need? 54 18

19 Testing and Documentation Testing and Documentation Use reports you trust Against Banner Banner forms Create reports focused on business issues via the reporting tool Testing Sufficiency of Content Is the data accurate? Is all necessary data available? What are the documentation needs? 56 Testing and Documentation Why is my Data out of Sync? Currency of data in the ODS Timing of a query and when ODS refreshed Display Rule Definitions Rules may differ between two systems Security Rule Definitions Rules may differ between two systems 57 19

20 Testing and Documentation Reference Materials Banner Operational Data Store Handbook Banner Operational Data Store Release Guide Banner Operational Data Store Installation Guide Banner Operational Data Store Upgrade Guide GTVSDAX Handbook 58 Testing and Documentation The ODS Handbook Provide core application documentation of the supporting processing and usage considerations Delivered in Adobe Acrobat format The Meta Data Provides documentation of both target and source At Target Banner ODS and Banner Source View level At the Column level Relates Banner to ODS, and ODS to Banner Customizable at the local level Delivered as data within the database to be subsequently generated as static HTML for deployment on the client intranet 59 Address Views 20

21 Reporting Views Address Address Address_By_Rule Address_Current Address_Preferred Geographic_Region Person Person_Address Internet_Address Internet_Address_Current 61 Reporting Views Address Contains all mailing addresses in the administrative system for a person or entity. Contains Start and Stop Dates, Address Status Indicator, Address Type and Address Number and Preferred Address Indicator. You must understand the rules of selection such as Address Type, dates and statuses to limit the records returned. This does not use the address hierarchy approach. Advantage - lets you select addresses for future dates (those already coded to return active addresses use the SYSDATE as the date of currency) 62 Reporting Views Address_By_Rule Will return one currently active address for entity, based on the current date and address rule specified Utilizes the values defined within the MGRSDAX table to identify a hierarchy of addresses to select from, so that a user can obtain whichever hierarchy of addresses they choose based on the business need (one hierarchy for Admissions, another for Registrar, or defined address rule, etc.). Most important and most frequently overlooked, is that the ADDRESS_RULE parameter MUST be supplied or the resultant retrieval will appear as a Cartesian product

22 Reporting Views Address_By_Rule Set up to use the ODS profile selection, so that an individual can have their own hierarchy that overrides the address rule provided as the default. All addresses retrieved by this view could have the parameter set up in the reports to allow for the hierarchy of 'ADMSADDR", but specific individuals, using their own profile, can obtain the same report, using the same parameters, but with an overridden address hierarchy. 64 Reporting Views Address_Current Designed to allow the user to obtain only current addresses Multiple addresses will be returned Does not use the address hierarchy approach. Contains the Address Type, Address Number and Preferred Address Indicator 65 Reporting Views Address_Preferred Designed to return only the preferred, current address for an individual. Checks the preferred indicator in Banner, checking first in Advancement for a preferred address type, and then defaulting to PREFADDR Rule value for the Address Rule

23 Reporting Views Geographic_Region Contains data about the geographic regions associated with the addresses of an entity. 67 Reporting Views Person Contains the Preferred Address of the person as set by the preferred address of the institution Preferred Address of the institution is set in Banner in the GTVSDAX table ADDRESS Internal Group/ PREFADDR Internal Code. The value can be changed in the ODS by changing the Display Rule for ADDRESS and PREFADDR rule. 68 Reporting Views Person_Address Contains information used to add a mailing address to a report or print a mailing label. Since the main purpose of this reporting view is to support correspondence, only persons who are not deceased will appear in this reporting view. This view is the primary address view indicated on metadata business concept diagrams. Utilizes the values defined within the MGRSDAX table to identify a hierarchy of addresses to select from, so that a user can obtain whichever hierarchy of addresses they choose based on the business need (one hierarchy for Admissions, another for Registrar, or defined address rule, etc.). Most important and most frequently overlooked, is that the ADDRESS_RULE parameter MUST be supplied or the resultant retrieval will appear as a Cartesian product

24 Reporting Views Internet Internet_Address Contains all internet addresses data for entities (Person and Organizations in Banner ODS. Contains the Internet Address Preferred Indicator Internet_Address_Current Contains only active internet addresses 70 Banner and Banner ODS Making the Connection Banner and Banner ODS Making the Connection Simple Steps Know the Banner form you need data from Use dynamic help query to identify the table and field names Use the Metadata to crosswalk from Banner to Banner ODS Identify the Banner ODS views and fields needed 72 24

25 73 74 Match the Table Name In the web interface or via your reporting tool access the Meta Data Select the appropriate business reporting view Locate the Source Reports and select the table 75 25

26 Locate the Field Name 76 Questions and Answers <consultant name> <consultant 26

27 SunGard, the SunGard logo,, the logo, and Banner, Campus Pipeline, Luminis, PowerCAMPUS, Matrix, Plus, and PocketRecruiter are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. All other trade names are trademarks or registered trademarks of their respective holders SunGard 27