Whitepaper. HR Dashboard STRATEGIC VALUE CREATION USING MICROSOFT REPORTING SERVICES YOUR SUCCESS IS OUR FOCUS

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1 YOUR SUCCESS IS OUR FOCUS Whitepaper S Published on: OCTOBER 2006 Author: Ambika.k - ISG Mumbai, Debasmita ISG Cheenai 2009 Hexaware Technologies. All rights reserved.

2 Table of Contents 1. Executive Summary 2. Introduction 3. Solution Propositon 4. Problem Defenition re-statement 5. Challenges Author s Bio Sample content 2009 Hexaware Technologies. All rights reserved. 2

3 1. Executive Summary Human resource information is significant in this day and age where the importance of internal customers, their retention, motivation and productivity has never been more critical to the success of the IT industry. The prime focus is to highlight the "Technological Innovations and Directions" adopted for the development and Implementation of an in house product /tool. 2. Introduction This paper presents the vision for a single interface/management reporting tool to enable visibility of strategic HR information. The idea behind this exercise is to discuss the HR tool that enables stakeholders to view strategic level HR information. 3. Solution Proposition The prime focus here is to highlight the "Technological Innovations and Directions" adopted for the Development and Implementation of an in house product /tool. The product in this scenario so developed is the "" with "Microsoft Reporting services" as the tool. is a single source management reporting tool used by Strategists of Hexaware Technologies Ltd. to analyze critical HR information. It provides for analysis of all HR metrics with respect to the current HR practices and processes and graphical reports. HR Dashboard allows the senior management to streamline HR processes while enabling them to identify the weakness and strength areas of the organization from a people management perspective The purpose of this project was to provide for a single interface/management reporting tool to enable visibility of strategic HR information. This will allow drill down analysis of various HR metrics which are relevant to the organization. The idea behind this exercise is to enable stakeholders to view strategic level HR information. This concept was a technological innovation and first of its kind developed exclusively in house. This could have been developed via other means and tools, but after several evaluation of possibilities, the most effective and efficient and closest to the desired objective was by utilizing Microsoft Reporting Services 4. Problem Definition Restatement The earlier attempt at was on Peoplesoft HRMS which due to technological limitations was not user friendly in terms of adaptability and flexibility of reports. Analytical data in PSHRMS requires extensive coding. Also, graphical reports cannot be generated in PSHRMS with the same view ability and user friendliness. The used PSHRMS data as an interface while coding to generate analytical information was done outside of PSHRMS and graphical reporting was made available using a second tool and interface. The limitations posed by PSHRMS were eliminated with the use of Microsoft Reporting Services. Underlying is the successful implementation of MS SQL Server Reporting Services tool for the generation of graphical reports and integrating the same with.net code that allows us to view the reports through an easy to use GUI. The idea of using MS SQL Server Reporting Services tool to extensively generate graphical reports has been undertaken for the first time in any delivery unit and successfully so. The key reasons for choosing MS SQL Server Reporting Services tool are attributed to the following. The cost as compared to a third party reporting tool: this comes bundled with the MS SQL Server, the license for which is already available with us The Visual Studio.Net integration that provides the developers with the familiar IDE to develop and test reports; similar report specific IDE is not available in PeopleSoft The ease of customization and dynamic generation of reports. The reports generated are embedded into the user pages of a web based application through the use of Report Viewer, a custom control that comes as a part of the MS SQL Server Reporting Services package. The Report Viewer facilitates taking in user inputs and supports exporting of the reports to a wide range of formats The reporting services tool helped in developing as visioned, by providing a quick and easy analysis of the critical HR statistics that can be generated across various HR dimensions like location, grade, unit/department, jobstream wise and further filtered dynamically on the basis of parameters like date/year, location, department/unit thus providing a thorough drill down analysis of the statistics through a user friendly and graphical interface Hexaware Technologies. All rights reserved. 3

4 Methodology The methodology adopted for this implementation included: Requirements gathering Drawing out Analysis options depending on Availability of Systems i.e. PSHRMS Availability of data in required form Finalizing on Functional Specifications based on feasibility studies Process The process adopted to develop this dashboard consisted of the following stages: Stored Procedures were written in SQL to extract data from PSHRMS as per the required query formats as drawn out in the Functional Specifications These procedures were linked to Microsoft Reporting Services to produce the graphical output based on the data output from the stored procedures 1. Architecture 1.1 Reporting Services Overview Reporting Services includes: A complete set of tools for creating, managing, and viewing reports An engine for hosting and processing reports An extensible architecture and open interfaces for embedding reports or integrating the solution in diverse IT environments End user authoring capabilities for non-developers to build or modify their own reports A key feature of Reporting Services is that reports are defined using an XML schema called Report Definition Language (RDL). RDL is a documented, extensible format covering all aspects of the report including data retrieval, expressions, and layout information. Reporting Services Architecture Microsoft SQL Server Reporting Services architecture is a set of integrated components. The architecture is multi-tiered, with an application layer, server layer, and data layer. The architecture is modular and scaleable, enabling a single installation to be spread across multiple computers. The following diagram indicates tools that are included with Reporting Services and SQL Server, and how custom tools, which may be provided by third-party vendors, fit into the overall framework. It also shows the flow of requests and data among the server components, and which components send and retrieve content from a data store. 2.2 a) Architecture Diagram Report Manager Browser Report Desinger Command Line Utilities Third-party tools Report Server Scheduling and Delivery Processor Programmatic Interfaces Rendering Extensions Delivery Estensions Report Processor Data Processing Extensions Report Server Database Data Source 2009 Hexaware Technologies. All rights reserved. 4

5 1.1a) Report Manager: Report Manager is a Web-based report access and management tool that is included with Microsoft SQL Server Reporting Services. Report Manager can be used to perform the following tasks: View, search, and subscribe to reports Create and manage folders, linked reports, report history, schedules, data source connections, and subscriptions Set properties and report parameters Manage role definitions and assignments that control user access to reports and folders Report Manager provides a user interface to a report server. The user interface consists of Web pages and controls. There are pages for viewing items, setting properties, and creating and modifying subscriptions, schedules, shared data sources, and roles. The items that are stored in a report server can be accessed by navigating the folder hierarchy and clicking on items for viewing or updating. The ability to perform a task in Report Manager depends on user role assignment. A user who is assigned to a role that has full permissions, such as a report server administrator, has access to the complete set of application menus and pages. A user assigned to a role that has permissions to view and run reports, on the other hand, sees only the menus and pages that support those activities. Users can be assigned to multiple roles. Each user can have different role assignments for different report servers or even for the various reports and folders that are stored on a single server. To run Report Manager, type its URL in the address bar of a Web browser. By default, the URL is Report Manager is installed during setup on the same computer as the report server 1.1b) Browser types supported by reporting Services: In Reporting Services, a browser is used to run reports and Report Manager, a Web-based tool for managing and viewing report server content. Although reports can be exported to the formats of other desktop applications, the default rendering format for reports is HTML 3.2 or HTML 4.0; the browser type and version determine which format is used. Users can view reports with any browser that supports HTML 3.2 or HTML 4.0; however, functionality may vary depending on the browser and whether scripting is enabled. Microsoft Internet Explorer 6.0 with Service Pack 1 (SP1) or Internet Explorer 5.5 with SP2, with scripting enabled is the standard requirement. 1.1C) Report Designer: Report Designer is a tool that is used to publish reports to a report server. Report Designer is integrated with Microsoft Visual Studio.NET Report Designer features is installed into Visual Studio.NET using a setup program. After installation, reports can be created by creating a new report project. To create a report using Report Designer, a new project is created in Visual Studio and a report or set of reports are added to it. Reports can be tabular, matrix, or freeform reports. Tabular reports and matrix reports, also known as cross tab or pivot table reports, are easily created using Report Wizard. Freeform reports, which can include tables, matrices, and any number of other elements, are created using the familiar Visual Studio.NET interface. While developing a report, it can be tested locally, without publishing it to a report server. Report Designer can use the same processing and rendering extensions that the server uses, ensuring that users see the report as it was intended when they run it from the server. You publish, or deploy a report using the Visual Studio build process. Report Designer deploys the report to a report server that you select, after which you can manage properties and security using administration tools such as Report Manager. Most features of Report Definition Language (RDL) are available in Report Designer Hexaware Technologies. All rights reserved. 5

6 1.1d) Report Server Command Line Utilities Reporting Services includes command line utilities that you can use to administer a report. The following utilities are available: The rsconfig utility is a connection management utility. It is used to modify the connection between a report server and report server database. The report server uses encrypted connection information to access a database. Because the data is encrypted, this tool is used to modify connection information The rs utility is a script host that is used to perform scripted operations. It is used to run Visual Basic.NET scripts that copy data between report server databases, publish reports, create items in a report server database, and more The rskeymgmt utility is an encryption key management tool that can be used to back up symmetric keys or delete encrypted data used by a report server. It is used to store encryption keys needed to recover a database. If the keys cannot be recovered, this tool provides a way to delete encrypted content that is no longer used The rsactivate utility is a server activation tool that is used to activate a report server instance on a Web farm. It is used to activate service when a new report server is added to a Web farm or failed one is replaced. Activating a service creates a symmetric key that the new service uses to encrypt and decrypt data in a report server database. For more information about syntax, see rsactivate Utility. To learn more server activation, see Activating a Report Server Instance 1.1e) Report Server The report server is the main component of Reporting Services. It is a Web service that exposes a set of programmatic interfaces, which client applications can use to access the report server. Through its subcomponents, the report server handles report requests; retrieves report properties, formatting information, and data; merges the formatting information with the data; and renders the final report. The report server component contains several subcomponents: Subcomponent Programmatic Interfaces Report Processor Data Processing Extensions Rendering Extensions Report Server Database Scheduling and Delivery Processor Delivery Extensions Description Describes the programmatic interfaces, which accept SOAP and HTTP GET requests, retrieve informtaion from the report server database and pass the information to other components. Describes the Report Processor componentm which retrieves the report definition, combines it with data from the data processing extension, and renders it to the requested format with a rendering extension. Describes the data processing extensions that retrieves data from the report data source. Describes the report rendering extensions that transform the report layout and data into a decice-specific format. Describes the report server database, which stores report desinitions, meta data and report history. Describes the Scheduling and Delivery Processor component, which runs and delivers report on a schedule. Describes the delivery extensions that deliver reports to specific devices or formats. 1.1f) Report Server Database The report server database is a SQL Server database that stores Reporting Services data such as report definitions, report meta data, cached reports, snapshots, and resources. It also stores security settings, encrypted data, scheduling and delivery data, and extension information. It can exist on a server or cluster that is separate from the report server or it can be installed on the same computer as the report server. It is accessed through the report server. Report Manager, Report Designer, and the command line utilities all use programmatic interfaces to communicate with the report server database Hexaware Technologies. All rights reserved. 6

7 1.1g) Data Sources Supported by Reporting Services Reporting Services retrieves report data using data processing extensions. Data processing extensions use ADO.NET managed providers. Reporting Services provides extensions to retrieve data from the following data sources: SQL Server 2000 SQL Server 7.0 SQL Server 2000 Analysis Services Oracle ODBC data sources OLE DB data sources Because Reporting Services is extensible, developers can create extensions that retrieve data from additional data sources Report Lifecycle: The report lifecycle involves three stages: Authoring Management Delivery a) Report Lifecycle Diagram Report Authoring Visual Studio.NET RDL Report Management Report Manager,Web Service API, WMI Provider,scripting Managed report Report Delivery Report Server On-demand Subscriptions Report Authoring: Report authoring is the process of creating a report definition through the use of report authoring tools. It involves determining the report content (that is, the data and images), define expressions and other calculated fields, and design the layout. Behind the scenes, the authoring tool transforms the design choices into a report definition based on Report Definition Language (RDL). RDL is an XML grammar that completely defines the structure of a report. Report Designer is used within Microsoft Visual Studio.NET to create reports. Report Designer supports drag-and-drop operations to create reports. Coding is required only if some functionality needs to be added. Reports that are built can be a simple tabular report or complex with many parts and scripted elements. If Microsoft Access reports are already there, they can be imported into Report Designer. The Report Designer design environment includes local report processing and report-rendering functionality. From within the project workspace, the preview feature can be used to see how the report comes together while the layout is designed Hexaware Technologies. All rights reserved. 7

8 Report authoring consists of the following steps: Connect to the data source that has to be used Build a query that gets the data. Data is represented in a Fields list for subsequent drag-and-drop operations Lay out the report by dragging table, matrix, chart, and other report controls onto the design surface. For example, a table control can be dragged into the workspace if it is a tabular report Add data to the report layout by dragging fields onto the report controls Set properties to customize the layout, add default values, and specify grouping and expressions Report authoring is work is performed on the client, separate from the report server. Once the report looks the way as required, it can be published to a report server, where it becomes available for general use Report Management: One of the principal advantages of using Reporting Services is the capability to manage reports and related items from a central location. Items that can be managed include reports, folders, data source connections, and resources. Security, properties, and in some cases, scheduled operations can be defined for these items. Shared schedules and shared data sources can also be created and made available for general use. Report Manager is used to manage reports and the reporting environment. Both end users and report server administrators can manage reports, but to different degrees. End users can publish and manage reports in a personal workspace named My Reports. Report server administrators can enable end-user features, set default values, and manage folders and shared objects, such as shared data source connections and shared schedules. The management tasks that can be performed depend on the permissions of the user. For example, if a user does not have permission to import reports, import functionality is not available to that user. Report management includes the following tasks: Organize the reporting environment by adding new folders to store collections of reports Enable features such as My Reports, report history, and report delivery Adjust the default security model as necessary to secure access to folders and reports by using role-based security Build shared schedules and shared data sources that you want to make available for general use Report management tasks are typically performed through browser-based access to a report server. Although Reporting Services includes many features that simplify report management, the management overhead that one wants to assume can be determined. For example, one can use the existing folders, features, default values, and security provided in a newly installed report server with no additional customization Report Delivery: In Reporting Services, two methods are available for accessing and delivering reports: on-demand access that allows users to select the reports they want from a report viewing tool, and push subscriptions, which automatically generate and deliver reports to a destination. On demand access: To view a report on demand, the user selects a report from the report server folder hierarchy. Users can use Report Manager to browse through the report server folders or search for specific reports. Push Subscription: To receive reports automatically, a user subscribes to a specific report or reports. When the report runs, the user is either notified that the report is available, or the user receives a copy of the report by way of an message. Report server administrators can build data-driven subscriptions that push reports to a large group of users. Data-driven subscriptions generate a recipient list at run time. In a data-driven subscription, delivery settings are built from stored data (such as data in an employee database) when the subscription is triggered. Reporting Services supports a variety of viewing formats. After a report is displayed, the user can redisplay the report in other formats such as Excel, Acrobat (PDF) file, HTML, Web archive Implementation The implementation of HRDashBoard can be broadly classified into three major phases. Creation and deployment of reports on the Report Server Display of reports through an interactive GUI Implementation of Authentication and Authorization 2009 Hexaware Technologies. All rights reserved. 8

9 Creation of Reports The first step involves the installation of MS SQL Server 2000 Reporting Services which has the following prerequisites: Workstation with Visual Studio.NET 2003 or higher for using the Report Designer Web Server with ASP.NET 1.1 and Internet Information Services (IIS) 5.0 or higher installed and configured for installing the Report Manager Server with SQL Server 2000 with SP3a for installing the Report Server database. The following section includes a step-by-step pictorial depiction of how a report is created, after MS SQL Server 2000 Reporting Services is installed STEP 1: Create a Report Project A new project type, Business Intelligence Projects is included in Visual Studio.NET 2003 (see Figure 1). There are two templates available: Report Project Wizard and Report Project a)the new project type for SQL Server 2000 Reporting Services The Report Project template is selected and named as "Leave Tracking". STEP 2: Define a shared data source. In Solution Explorer, under the Leave Tracking project there are two folders: Shared Data Sources and Reports (see Figure 2). The reports in HRDashboard are created using the test instance of the HR database in the development server; the Shared Data Sources folder is right-clicked and the Add New Data Source option selected b). Adding a new data source 2009 Hexaware Technologies. All rights reserved. 9

10 In the Data Link Properties dialog that opens up consequently, the test server and database names are entered. (See Figure 3).Next, the SQL Server authenticated User name and password to log into the server are specified to complete the datasource definition. STEP 3: Add a new report There are a few ways to add a report - use the wizard, manually add the report, or simply import a report. In HRDashBoard, the second method is adopted. In Solution Explorer, the Reports folder is right clicked and Add >Add New Item is selected (see Figure 4) 2009 Hexaware Technologies. All rights reserved. 10

11 The Add New Item dialog box opens up. The empty report template is selected and the name entered as Location wise with.rdl as the extension. (.rdl being the default extension for report files.) STEP 4: Configure and customize the report. The rdl file is clicked open in Visual Studio. Three tabs are available in the report design view: Data, Layout, and Preview. The Data tab is used to configure the report Hexaware Technologies. All rights reserved. 11

12 A new dataset Gradewise is defined; the Data source made to point to the shared data source HRDVL88 created earlier and the command type is selected as stored procedure Once the dataset is created and the data source defined, the Stored procedure that should be used to populate the dataset is selected from the dropdown list. The stored procedure is executed and the fields returned by the query are automatically populated in the Fields window. Next, the layout tab is used to design the report. The toolbox provides a list of controls for designing the reports. For graphical reports, chart is dragged and dropped on to the body of the report. Then depending on the requirement, an appropriate chart type is selected; in this case a bar graph. The chart is right clicked to go to the other report customization options which include x-axis; y-axis label description, legend position, 3-D effects among others. The preview tab is used to view the report before it is deployed on the report server. Once done with all the customizations, a report looks like in the figure below: STEP 5: Deploying the reports The report project is right clicked on followed by the Properties and the TargetServerURL under the Deployment tab is set. The Target ServerURL in HRDashBoard is set to the report server instance installed on the test server. Next, the report file is right clicked and deployed Hexaware Technologies. All rights reserved. 12

13 Another important aspect of the reports used in HRDashboard is the drill down feature of the Department-based reports. For example, the Department-wise reports in Resource Headcount group can be drilled down from the organization level to the department unit level, across the entire department tree structure of the organization. The screenshot below shows the Resource Headcount department-wise report at the organization level Hexaware Technologies. All rights reserved. 13

14 Clicking on the CEO office bar helps drilling down to the next level in the department tree structure; in this case the departments under CEO office. The drill down feature is implemented as follows: The data field, Count in this case, is right clicked and the Properties option is selected. In the Edit Chart Value dialog box, the Action tab is clicked. The Jump to report option under the Hyperlink action is selected and the target report is specified as the same report itself, LBUWise in this case. This is done in order to reduce the number of reports, which would have been too high, had a separate report been used for each of the drill down levels Hexaware Technologies. All rights reserved. 14

15 Implementation of Authentication and Authorization Authentication HRDashboard incorporates the single sign on feature that enables the same user name and password to be used to log into all ISG applications. This feature is implemented through the Authentication Framework web service component that is used to authenticate and manage user accounts in Windows Active Directory Services (ADS). Implementation of the web service in HRDashboard involves the following steps: On the Project menu, Add Web Reference is selected. Add Web Reference dialog box opens. A link in the Web browser pane on the left is selected to search for Web services installed on servers in the LAN. In the Web reference name field, a name that will be used in the code to access the selected Web service programmatically is entered. In Solution Explorer, the Web References folder can be expanded to note the namespace for the Web reference classes that are available to the items in the project. Once the web service is referenced, the required web service methods can be called to validate the users and also check the validity of the passwords which according to ptassword management policy need to be reset every 30 days. Authorization Access to HRDashboard is strictly controlled keeping in view the sensitivity of the information that it holds. Access control is implemented through Authorization Web Service component. Implementation of the web service in HRDashboard involves the following steps: An Application ID is created for HRDashboard in the Authorization Framework. A default Menu ID and Privilege ID are defined. A role for accessing the application is defined and assigned to the authorized users. A web reference to the web service component is added to the project in the same way as in the case of implementing authentication. In the code behind for each page, the web service method for checking user authorization is called to validate the user. The user is allowed access if the validation succeeds Hexaware Technologies. All rights reserved. 15

16 Advantages Accurate data reporting by HR in PSHRMS Efficient and effective running of stored procedures to produce graphical output (Ex: procedures that require large data scanning must take as less a time as possible) Feasibility of Microsoft Reporting Services as a tool to implement the dynamic real time data as and when updated in PSHRMS Potential Client Benefits The allows the top management (end users) to access the various reports without having to wait for them to be delivered by HR as a manual process. The dashboard is live and dynamic with real time data reflecting on the graphical output of the various analysis options. Hence, strategic decision makers can view critical data like trends in attrition and joining at any given point in time 6. Challenges The major challenges faced during the development of the HRDashBoard: Integrating Reporting Services with.net Framework. Handling security through the Application Making the Reports available through Internet Hexaware Technologies. All rights reserved. 16

17 To learn more, visit Address 1095 Cranbury South River Road, Suite 10, Jamesburg, NJ Main: Fax: Safe Harbor Certain statements on this whitepaper concerning our future growth prospects are forward-looking statements, which involve a number of risks, and uncertainties that could cause actual results to differ materially from those in such forward-looking statements. The risks and uncertainties relating to these statements include, but are not limited to, risks and uncertainties regarding fluctuations in earnings, our ability to manage growth, intense competition in IT services including those factors which may affect our cost advantage, wage increases in India, our ability to attract and retain highly skilled professionals, time and cost overruns on fixed-price, fixed-time frame contracts, client concentration, restrictions on immigration, our ability to manage our international operations, reduced demand for technology in our key focus areas, disruptions in telecommunication networks, our ability to successfully complete and integrate potential acquisitions, liability for damages on our service contracts, the success of the companies in which Hexaware has made strategic investments, withdrawal of governmental fiscal incentives, political instability, legal restrictions on raising capital or acquiring companies outside India, and unauthorized use of our intellectual property and general economic conditions affecting our industry Hexaware Technologies. All rights reserved. 17