transitioning to peoplesoft reporting for higher education · outline the considerations when...

Transitioning to PeopleSoft Reporting for Higher EducationDebbie Weisensee

Senior Manager Financial Systems Support (Acting), McMaster University

Sharan SharmaSenior Consultant, Deloitte

http://www.mcmaster.ca/home.cfm


© Deloitte & Touche LLP and affiliated entities.© Deloitte & Touche LLP and affiliated entities.

Agenda

Your Speakers

Session Objective

McMaster & Mosaic

Establishing Reporting Requirements

Defining Reporting Design Drivers

Evaluating Reporting Tools

Key Takeaways

Questions

1

Your Speakers


Your Speakers

Role: Senior Manager Financial Systems Support (Acting)McMaster: 27 + Experience: • 3 Years of PeopleSoft experience (Finance modules) with emphasis on GL & reporting• 13 years of Data Warehousing and BI experience• Financial Professional for 32 years

Debbie Weisensee

Role: PeopleSoft Financials and Reporting ConsultantDeloitte: 5 + Experience: • Over 5 years of PeopleSoft implementation and upgrade experience spanning GL and Reporting• PMP Certified• Oracle PeopleSoft 9 General Ledger Consultant Certified

Sharan Sharma

3

Session Objective


Objective

Outline the considerations when putting together a reporting strategy for a higher education institution

Showcase the tools and options available to report within PeopleSoft

Provide an overview of McMaster ’s journey from identifying a Chart of Accounts that supported the eventual organization’s various reporting needs

5

McMaster & Mosaic


Our Strengths Include:

• A medical-doctoral, research-intensive university dedicated to teaching, research and service• One of only four Canadian universities ranked among the top 100 in the world• The McMaster Model, a student-centred, problem –based , interdisciplinary approach to

learning, has been adopted worldwide• Eighth in Canada’s Top 50 Research Universities 2015, bringing in $310.6 million in sponsored

research income in 2014• First in the country for total corporate research income ($588.7 million) and total corporate

research income as a % of total university income (35.1%)• Home to more than 62 research centres and institutes

Our Students:

• 30,117 total student population• International students from 79 countries

7

McMaster University




Mosaic

8

• In 2013, working with Deloitte as our integration partner, McMaster replaced it’s 35 year old legacy system with PeopleSoft Financials, HCM and Campus solutions

• Finance was the first to go live in 2013 with GL and KK, Procure to Pay (Payables, Purchasing, Expenses), Quote to Cash Modules (Bank Reconciliation, Non Student Accounts Receivable, Billing), Project Costing, Grants, Hyperion

• We implemented the Interaction Hub (Portal) at the same time as FS. It is the common gateway to all PeopleSoft functionality as well as providing external access to applicants and job seeks.

• HCM went live October 2014

• Campus Solutions went live in phases. Phase I was November 2014 and the next phase was March 2015.

• We bought OBIEE and EPM but chose not to implement it until after we finished core PS. In the meanwhile we’ve turned on the first stage of the delivered ETL’s into our data warehouse and are using it as our Reporting instance. When we are ready for BI this will become our source for loading our multi-dimensional cubes/data marts.



Establishing Reporting Requirements


Reporting Requirements

10

• McMaster requires flexible and innovative reporting tools to ensure the transfer & sharing of knowledge to inform & enhance all levels of decision making in the institution

• Reporting requirements are complex and involve data from many disparate data sources

• The university’s PS chart of account structure was designed to be flexible and allow for comprehensive reporting, both internally and externally

• A great deal of effort was spent on data cleansing initiatives to ensure the university’s data is accurate

• PS Queries are used monthly to check for coding errors in GL and other modules

• The university is using Oracle EPM as a staging layer in the data warehouse for operational reporting purposes

• When using data from the data warehouse, McMaster is able to link queries on the Finance work centers using data from other modules (e.g. Student fee analysis with data from Campus Solutions is a linked query in Finance on the GL work center)

• Drilling URL’s are used in queries so that end users can click on the embedded links and be automatically taken to the underlying screen in PS

• The university has attempted to limit the number of trees used in order to minimize maintenance


McMaster Chart of Accounts

11

Defining Reporting Design Drivers


Reporting Design Drivers

13

Driver Decisions to Consider

Performance Measurement What value or strategic decision drives creation of specific managerial and operational reports?

Report Audience Who is going to consume this report?

Data Privacy Are there data security requirements for the intended audience?

Report Distribution How will the report users receive or retrieve the report?

Report Execution Access Who will run the report? Centralized vs decentralized?

Report Access If retrieval – how will retrieval access controlled through the organization?

User Interface What user interface does the audience need to consume the report?

Reporting Tools What reporting tool will provide those capabilities?

Data Retention & Archival How long does data need to be retained for reporting purposed?

Report Archival How will reports be saved and stored?

Evaluating Reporting Tools


Overview of PeopleSoft 9.2 Reporting Tools

15

Category Capabilities

PS Query

• PeopleSoft Query is a user friendly, intuitive way to quickly generate ad-hoc and scheduled reports from any data stored in PeopleSoft tables.

• Connected Queries expands use of PS Query and allows connection of two PS Queries in a parent-child relationship

PS/nVision

• PS/nVision is a tool used for creating business reports in Microsoft Excel.

• Working within MS Excel, create a report layout that defines the data to retrieve and the format of the report.

• DrillDown features expose the supporting details.

Structured Query Reports(SQR)

• Tool extracts data from any relational database based on Structured Query Language (SQL) and print or display it in a prescribed format.

• Users familiar with SQR can also customize the report to suit specific needs.

BI Publisher • BI Publisher generates clear and easy-to-read reports, developed using more common desktop applications like Microsoft Word and Adobe Acrobat

Pivot Grids• Visual representation of PS Query data, through grids and charts

• Viewable through dashboards to support operational reporting

Workcenters are one stop shops for users that allow them to access key components and perform daily tasks.

A group of pagelets and links that provide users with quick access and views to what they want to see.

They can provide direct access to: • Delivered and custom pages and reports• Online inquiry views• Pivot Grids and PS Query


Reporting Tool Functionality Comparative

16

PS Query PS/nVision SQR BI Publisher Pivot Grid

Common Usage

• SQL data access for business users

• To build Connected Queries & Pivot Grids

• Reports that require rollup/drilldown data (ex: Financial reports)

• PDF Reports that range from simple to difficult logic/layout complexity

• Flat file creation

• Generates clear and easy-to-read reports that contain data from PeopleSoft applications

• Represent PS Query data visually for operational reporting

Drill Down to other reports x x

Requires Development Effort x x x

Development Functional usersFunctional users and/or technical

developersTechnical developers Technical developers Functional users

Run Access Online Online or within Excel through Excel Add-In Online Online Online

Interactive / Prompts / Filters x x x x x

Distribution Channels

• Ad-hoc through PS Query Viewer or workcenters.

• Excel, Online, CSV

• Excel-based output, run ad-hoc or batch.

• To web, file or e-mail delivery.

• Ad-hoc through various delivered PS pages.

• Ad-hoc through various delivered PS pages.

Ad-hoc through PS Pivot Grid Viewer or workcenters.

Report Bursting x x

Can Include Charts / Graphs x x x

Workcenters / Dashboards Distribution x x


PS Query - Prompts

17


PS Query – Drilling URLs

18


PS/nVision

19


SQR (Structured Query Reports)

20


BI Publisher

21


Pivot Grids

22


Workcenters/Dashboards

23


Sample Utilization of Workcenters/Dashboards

24

Dashboard Sample analytics / Managerial questions Activities/processes

Prospect

Prospect segmentationHow can we develop a more robust understanding of our prospective students?

• Analyze existing prospect information• Identify current and target student needs and enrollment behavior• Define prospect value drivers• Identify best channels to interact with prospects• Identify channels’ and/or campaigns’ effectiveness

Enrolled

Retention analysisWhat can we do to improve the retention rate in our programs?Personal developmentHow can we ensure the personal development of our students while they are enrolled?

• Which students are going to be moving to the next semester/year?• Which students are at risk of dropping out? What are the reasons driving these decisions?• Are there certain courses or faculty acting as a bottleneck? How can these be addressed?• What are the fixed and variable costs associated per enrollment?• What are the operational budget impacts from a faculty’s perspective?• What are the volunteer and extracurricular activities that students take part in and how

much time do they spend on these activities?

Graduate

Education-employment alignment modelHow do we make sure that our programs are setting our students up for success in the current employment market?Impact on SocietyHow do we ensure that we are graduating well-rounded individuals who will benefit their communities and society?

• Building awareness of the potential career opportunities • Provide career guidance and planning• Introduce and align with prospective employers• Conduct surveys/research on political involvement, overall health, extracurricular activities,

volunteerism, etc.

Alumni

Alumni engagement modelWhat is the impact that our alumni are making in today’s economy and society?At what level are the alumni working in their organizations?

• List the alumni along with the industry in which they work• Identify current occupation and level: e.g., analyst, manager, director, spokes person,

political activist, etc.• Recruitment, knowledge sharing, guidance

DonorValue segmentationHow do we identify who are the alumni of the University and engage them in the University events?

• Identify alumni and non-alumni who are in a position or are willing to donate• Segment the individuals based on level at which they work and frequency of their contact

with the University• Target them with direct mails of donation campaigns

Key Takeaways


Key Takeaways

Start Early Ensure Chart of Accounts align with financial reporting needs Take opportunity to rationalize reporting inventory - engage end users outside of project

team

Be realistic Project team will be engaged with numerous activities

Plan for and resource a reporting role What is really required for go-live – focus on the 90% Reporting frequency and the need for real-time vs batch

Use Design Drivers Evaluate and logically group institution’s reporting requirements Create a requirement to design driver matrix Each dashboard/report should drive value and support specific decision making processes Draw visibility to any gaps or potential issues early in the project lifecycle

26

Questions?

transitioning to peoplesoft reporting for higher education · outline the considerations when...

Documents