The Enterprise Project Reporting & Analytics Environment Requirements Gathering September 2017
Requirements Collection BOT Executives Metrics Visioning Sessions, Existing Metrics & Strategic Direction Deans/VPs Chairs Managers Directors Analysts Subject Matter Experts BAR Guided Epics & Design Sessions Business Process Discovery & Design Compliance and Mandatory Reporting BAR Guided Epics & Design Sessions 2
Overview Scope & Overview Requirements Collection Requirements Review & Matching Requirements Detail JIRA Additional Info 3
Transformational Analytics Data is a critical university asset & should be treated as such Complete, consistent, and well defined data Focus on analytics and data innovation Metrics driven measurements of success Easy and intuitive reports & dashboards to run the university The ability to answer ad hoc questions with data quickly The right levels of data access and security Data quality and data governance focus 4
Project Reporting Scope Workday Reporting Tableau Other Tools Local Tools Workday Reporting & Analytics Environment Historical Repository Data Lake Data Warehouse Virtualization Local Analytics Sources One core primary data source Consolidated data store, query capabilities, and report & dashboard building technologies Unified reporting in Workday & consolidated data within the new Reporting & Analytics Environment, aligned to enterprise security Modern BI and analytics tools, powered by cloud-based flexibility & scalability Drastically minimize, if not eliminate, out of tool analytics and integrations by providing increased business intelligence capabilities A new enterprise analytics community 5
Reporting Requirements Backlog Plan & Foundation Architect Configure & Prototype Testing Legacy Reports, Calculations, & Metrics Business Process Discovery Business Process Design BAR Guided Epics Sessions Business Process Configuration Reporting & Analytics Needs Catalog Metrics Visioning and Workshop Requirements Project Testing & Deployment BAR Led Design Sessions Workday & Tableau Configuration & Build 6
2017 2018 Near-Term Timeline Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr Plan & Foundation Architect Configure & Prototype Initial Inventories & Discovery Institutional & Regulatory Requirements Tools/Resources Guidance Formulation Project Reports Governance Policies Intro to RAE Reporting Requirements for BAR Led Design Sessions Reporting Requirements for BP Team Design Sessions Data Modeling, Standards, & Templating New RAE Environment Setup & Architecting Environment Configuration Reports & Analytics Prototyping Reports & Analytics Build and Validation Community & Training Rollout 7
BAR Reporting Lead Lonnie Morgan Team Structure Technology Areas Business Process Areas Standards Governance Finance Workstream HR Workstream Payroll Workstream Student Workstream Cross Functional Training Security BAR Lead BAR Lead BAR Lead BAR Lead BAR Lead Environment Others BP Oversight BP Oversight BP Oversight BP Oversight BP Oversight BP SMEs & Owners BP SMEs & Owners BP SMEs & Owners BP SMEs & Owners BP SMEs & Owners WD Report Lead WD Report WD Report WD Report WD Report WD Report Core Core Core Core Core Extended WD Extended WD Extended WD Extended WD Extended WD 8
Team Roles Role BAR Lead BP Reporting Oversight BP SMEs & Report Owners Workday Report Consultants Core Extended WD Report Release Manager / OCM Description Coordinate & manage the delivery of reporting and analytics for the workstream; work w/ workstream SMEs as data experts in high-level requirements and design; own JIRA tracking of workstream reporting stories and tasks During BP Design, the BP Reporting Oversight team members will review the list of requested reports and help to validate requirements; they will work with the WD team to understand which requirements are fulfilled by OOTB reports and which require modification or new development; this work will primarily be covered by the BP Functional Leads The BP SMEs will serve as experts for the business area and assist in overall report review and prioritization; Report Owners will have final approval of requirements, prioritization, and designs for their portion of the workstream WD Consultants assigned as experts for content and capabilities of the Workday product for the workstream; each consultant will serve as a lead developer, as well as a key resource in understanding what exists OOTB for Workday and best practices for the creation of new WD analytics Serve as experts in WD and Tableau reporting capabilities; develop WD and Tableau reports and dashboards per requirements in JIRA as assigned by the workstream leads; help train and mentor other reporting resources within their workstreams on best practices and other BAR procedures Serve as authors for WD reporting; develop WD reports and dashboards per requirements in JIRA assigned by the workstream leads; this group will primarily be made up of BP Analysts and others that currently have analyst / reporting responsibilities Help to manage and coordinate the migration of reports and analytics through the various environments, help to coordinate the distribution and rollout of training and information to the project team and the reporting user community 9
High Level Project Flow Business Process BAR Led Business Process Sessions Metrics Sessions Managerial Sessions Initial need documented as a Story tied to a Business Process Epic Initial need documented as a Story tied to a Strategic Metric Epic Initial need documented as a Story tied to an Managerial Analytics Epic BP Team fills in analytics requirements template in Story description BAR Team fills in analytics requirements template in Story description BAR Team fills in analytics requirements template in Story description Requirements Review & Matching Process Stories are assigned to a developer and one or more Technical Tasks are created to realize the analytic needs EP Reporting Development Team 10
Report Request Review Process Step 0 Step 1 Step 2 Step 3 Step 4 Step 5 Initial collection via: Compile Inventory Review #1 Review #2 Architect Design Request Signoff (1) BP Discovery (2) BP Design (3) BAR-led Design Add & manage requests in JIRA BP Functional Leads BP Functional Leads & WD BP Consultants BP Functional Leads & WD Report Consultants BP Functional Leads, BP Report Owners (4) Managerial Sessions (5) Compliance/Mandatory Manage Requirements 360 Degree Input Estimate Complexity Requesting Users Define Priority Business Process Teams Propose Disposition BAR Team & Workday 11
WD Report Request Review Process Step 0 Step 1 Step 2 Step 3 Step 4 Step 5 Workstream discovery & design sessions for business process related reporting (operational) led by the BP Functional Leads & Workday BP Consultants Focused managerial and high-level dashboard / metrics sessions with key leaders (SHRPs, SFOs), led by the BAR Team Cross-functional, statutory, and mandatory reporting requirements sessions, led by the BAR Team Document all reports and requirements via JIRA Regularly review inventory (weekly or bi-weekly, BAR Lead for each workstream will organize & coordinate) Identify Report Owner Identify priority 1st review of report requests by BP Functional Leads using WD search functions on their own; test & review standard reports within the tenant to identify which WD delivered reports may satisfy report requests Expected total time to be 30 minutes, but no more than 2 hours per person in total. Provide an initial disposition of the request as:(1) Standard WD Report, (2) Standard DW Report with mods, or (3) Unknown 2nd review of report requests that are identified as Standard WD Report with mods or Unknown by BP Functional Leads & Workday BP Consultants Report requests are reviewed together in regular sessions (weekly, bi-weekly, etc.) on a scheduled defined by the group; organized by the BAR Lead Each report should take only a few minutes to review and categorize to identify :(1) Standard WD Report, (2) Standard DW Report with mods, (3) Custom Report Request, or (4) Tableau Report Workday Reporting Consultants review all custom report requests and architect at a high level along with BP Functional Leads Architecting reports includes conceptual design that will identify: (1) Security, (2) Data Sources, (3) Type of Report or Dashboard (Composite, Advanced, etc), (4) Complexity, (5) Joining of similar reporting requirements and hierarchies Review the prioritized and validated report request inventory with Report Owner Confirmation of conceptual report design Approval of Workday Standard Report use Validate inventory with Requestor and BP Functional Leads 12
Requirements Details Purpose Targeted Users Data Subjects Security Needs Legacy Report(s) Potential Existing Report Calculations Aggregations Filters Prompts Report Type Conditional Formatting Alerting Data Sources Key Metrics & Targets Describe the primary purpose and need for this analytic report, dashboard, or scorecard List the users that will be considered the primary audience for the report List the data subjects that will be needed for the analytics, such accounting, payroll, student demographics, etc. List any specific security rules that should be applied, for example only members of the Payroll team can execute List any existing reports that can be used as a guide in helping to develop the new analytics List the name of an existing report in Workday that may satisfy the need of this requirement List and define any special calculations needed for the analytics List and define any aggregations, such as Sum of Revenue, Average Class Size, or Max Enrollment Count List any filters that should be applied to the data, for example Only Show College of Engineering Units List any Data Ranges or Filters that should be shown as prompts in the analytics to allow the user to "change" values If the request is for a specific report type, such as Dashboard or Scorecard, otherwise N/A List any conditional formatting needs, i.e. show any values less than the target as red with a pink background Workday & Tableau can send an alert to users when certain conditions are met; list the conditions and recipients List the databases or systems that hold the data needed for the analytics, such as Workday, IPEDS, external surveys List key metrics (as identified during metrics visioning) that are needed, also list any target values or thresholds 13
Entering Stories In JIRA JIRA Type = Story Requirement Type = Report Priority = Highest (P1), High (P2), Medium (P3), Low (P4) Epic = Business Process or Managerial Analytics & Reporting Description = Story Template Please fill in as much known info as possible in the template; additional requirements will be collected as Stories are reviewed A "blank" copy of the template can be found here: https://osu.box.com/s/bqlm20r0bim9dfu6sjc9lr4wxqatydfk 14
Reporting Story JIRA Status Flow OPEN IN PROGRESS ON HOLD In Progress : The Story has entered Step 2 (Review #1) and is being reviewed by the BP Team for match against WD out-of-the-box reports; requirements are being filled in IN VALIDATION In Validation : The Story has entered Step 3 (Review #2) and is being reviewed jointly by the BP & WD Team; requirements are continuing to be filled in CONFIRMED Confirmed: The Story has entered Step 4; the Story should have a Priority & Disposition status at this point and requirements should be outlined in detail READY FOR ARCHITECT Ready For Architect: The Story has completed Step 5 and the Report Owner has signed off on the report as being ready for development DONE 15
Priority Descriptions Priority Description JIRA Priority Priority 1 Required for testing, validation of conversion data, BPs (we need these built to test the tenants and move the project forward) Highest Priority 2 Critical, widespread daily use (If they are not built and validated as working, the project cannot go live without them) High Priority 3 Required for first period close or within the first month Medium Priority 4 Non-critical daily use or required for first quarter close/reporting Low Priority 5 Nice to have Lowest 16
Report Disposition Descriptions Report Disposition Unknown Description Default value that should be assigned to all new report Stories Workday Out of the Box Requirement can be met by a delivered WD report with no modifications Workday OOTB w/ Mods Requirement can be met by copying a delivered WD report & making modifications Workday New Custom Requirement will be met by developing a new custom WD report Tableau New Custom Requirement will be met by developing a new custom Tableau report / dashboard Workday Needs Data Config Data needed for the report is not yet configured as a Workday Report Data Source Other Reporting System This requirement will be fulfilled by another reporting system, such as the WMC Information Warehouse or a local unit's reporting solution 17
Job Aids JIRA Report Requirements Job Aid https://osu.box.com/s/c7w90qgolnofkaxuxtqe3j4wrnhdppo2 JIRA FAQ Issue Type https://osu.box.com/s/ae9zisci2bveyxdyxencvfp3jzmeqnka 18
NO MATCH Requirements To Development Handoff Reporting Requirements entered into JIRA as a Story Story is changed to Needs BAR New Development BAR Workstream Lead Story is changed to In Development EP BI Development Team undertakes build of new report; creates appropriate Tech Tasks Story is changed to In BP Review Story is changed to Needs BAR Mod Development CLOSE MATCH Story is changed to In User Review Workday Report Specialists & BP Lead determines if requirement is matched by existing report EXISTING WD MATCH User validates that report is accepted BAR Workstream Lead confirms that docs and governance are complete BP Oversight & Workday Report Consultants Story is changed to Requirement Accepted Story is changed to Done 19
Corresponding Technical Tasks In JIRA JIRA Type = Technical Task Tech Workstream = Reporting Epic = Business Process or Managerial Analytics & Reporting Priority = Highest (P1), High (P2), Medium (P3), Low (P4) (make sure this matches the Story) Complexity = Low, Medium, High Tech Type = BAR BI - * Box Doc = Link to Design Doc Issue Links = Link to Story and other Tasks 20
EP Reporting Dashboard Story Tracking Task Tracking 21
Assigning A Report Writing Resource Workday Only WD + RAE (Tableau) Report Story is marked as needing development In weekly (or more frequent) review sessions, the BAR Lead, BP Oversight, and Workday Reporting Lead reviews the workstraem list Based on matrix at right, the group decides who should be assigned report build duties based on resources assigned to the workstream; assignments are driven by availability & capabilities of reporting resources, as well as the role of the resource within their unit Low Complexity Medium Complexity High Complexity Workday Report Consultants BAR Report Writer Core Report Writer Extended Report Writer Workday Report Consultants BAR Report Writer Core Report Writer Workday Report Consultants BAR Report Writer Core Report Writer BAR Report Writer Core Report Writer BAR Report Writer Core Report Writer BAR Report Writer 22
Technical Task JIRA Status Flow OPEN IN DESIGN ON HOLD For BAR BI tracking of individual report developments, we are using the "Technical Task" issue type in JIRA READY FOR DEVELOPMENT IN BUILD All statuses created for this type are not applicable; developers should use the flow and statuses listed at left READY FOR TEST IN UNIT TESTING At any time, a task can be placed "ON HOLD"; if using this status, please add a comment to indicate why the task is being paused IN CODE REVIEW DONE The "IN CODE REVIEW" status is also used to show that a new report complete, but is being documented within the Report Governance framework 23
Report Development Focus Tree Workday Delivered Reports $ Workday Custom Reports $$ Reporting & Analytics Environment (RAE) -Workday data only $$$ Virtualize data from other sources, report in RAE Physically move (and transform) other data into RAE, report in RAE $$$$ $$$$$ Core Principles Maximize Workday investment Minimize physical data movement 24
General Types of Analytics Operational Validation A simple report in Workday used to confirm the status or state of a business process or highlights some type of data exception. For example, a report that shows the list of staff members that have not completed their benefits enrollment. Transactional Operational Management Simple to complex reports in Workday that are used to help manage specific business processes. For example, the finance team would use a cash flow and/or balance statement to assess the financial health of their organization. Similarly, the Student Life group may track weekly enrollment and credit hours by session in the run up to the start of a semester. Analytics Operational Analytics Enterprise Analytics Complex reports, scorecards, & dashboards in Workday that are focused on highlights, trends, comparisons, and other analytics. These reports are used to help identify, highlight, or showcase data points, trends, measurements, and metrics of interest to a specific organization. An example is the VP Dean Dashboard highlighting YTD trends for All Funds. Or the Regular Staff Dashboard currently in use by OHR. Complex reports, scorecards, & dashboards that span workstreams or need an extended set of data that is not contained within workday (extended = beyond 3 years of history or additional data sources, such as travel & expense data). These will be created in the Reporting & Analytics Environment. Insights Exploration, Discovery, & Data Insights The Reporting & Analytics Environment will also be the primary source for data exercises focused on exploration and discovery. For example, if a one-off question needs to be answered, a user s best option will be to utilize Tableau and the data made available in the RAE to perform click-drag analysis. Also, the Data Insights team will use the RAE for advanced analytics, statistical analysis, and other data focused projects and explorations. In general, the need for these will not be listed as a specific report, as the requests arise as needed. 25