AnalyzeNY utilizes Oracle Business Intelligence Enterprise Edition (OBIEE) as the interface for reporting off the data warehouse.

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1 STRUCTURED DEMO BACKGROUND AnalyzeNY is the Statewide Financial Data Warehouse implemented to aid New York State with reporting financial data. This project is sponsored by Division of the Budget (DOB) and implemented by Office of Information Technology Services (ITS). This data warehouse will allow better analysis of the data that resides in the Statewide Financial System (SFS) and will provide one source of truth for agencies reporting SFS data. AnalyzeNY utilizes Oracle Business Intelligence Enterprise Edition (OBIEE) as the interface for reporting off the data warehouse. ACCESS New York State Directory Services (NYSDS) will be used to authenticate users. Users must request access to AnalyzeNY from their NYSDS Delegated Administrator (you will most likely want to contact your agency s Help Desk). Initially, all users will be granted access to the same reports. DATA REPORTABLE THROUGH OBIEE AnalyzeNY reports on SFS data only at this time. It is planned that additional statewide data sets will be loaded into the data warehouse and reportable through OBIEE. Data that is available is outlined below. GENERAL LEDGER ACTUALS Data that posts to the General Ledger in SFS is reportable in the data warehouse. Both CASH and MOD_ACCRL APPROPRIATION AND SEGREGATION DATA Two ledgers from the KK_APPROP ledger group are reportable through OBIEE: KK_APP_BD and KK_SEG_BD. All budget transactions against these ledgers will be included and summarized based on fiscal year and month selections. FUND BALANCES Fund balances are calculated and stored every day based on activity within that fund. This allows users to report balances at any point in the year. These balances are then reconciled to the CASH node on the RPT_SW_ACCOUNT tree in SFS on a daily basis. FREQUENCY OF DATA UPDATES Data is as of the close of business of the prior day. Data is loaded at 3AM every night to capture any and all activity in SFS for the current State fiscal year. All data for the current year is re-loaded during each load to capture any back-dated transactions. 1 P a g e

2 GENERAL LEDGER ACTUALS (DW360) This report flexibly offers many ways to slice and dice actuals posted to the General Ledger within the Statewide Financial System (SFS). These actuals are presented at a monthly level of detail and then reported by the chosen tree and/or chartfield combination. This report can be used to report actuals by day, month or year and by any Statewide Reporting tree created and maintained within SFS. In addition to reporting actuals by tree, the report allows the user to group trees by any chartfield levels on the statewide reporting trees. Additionally, the user can add and remove columns based on specific reporting needs. DATA SOURCE The source of all data on this report is the Statewide Financial System (SFS) and reconciles with the PS_LEDGER on a daily basis. REPORT STRUCTURE PROMPT SECTION Every tab of the report will have the same prompting section. This section is used to filter your results based on the specific criteria pertaining to your data request. Any choices made in this section will filter all remaining drop down boxes. Your choices made on one tab will carry through to all available tabs. Required selections: KK Department and Fiscal Year REPORT CONTENT Tabs labeled as a Tree tab will report actuals by a Statewide Reporting tree established in SFS. Available tress in NYSReports: Account Reporting Tree (RPT_SW_ACCOUNT) Account KK Tree (KK_SW_ACCT) Program Reporting Tree (RPT_SW_PRGM) Program KK Tree (KK_SW_PRGM) Department Reporting Tree (RPT_SW_DEPT) Budgetary Basis Fund Tree (RPT_SW_FUND_BUDG) The Other Chartfields tab will report data by the additional chartfields in SFS that do not have SW trees. For example, Budget Reference, Business Unit and Product Codes. The Flexible tab will allow the user to manipulate the report to include or exclude specific columns based on their questions. This tab allows more ad hoc analysis. 2 P a g e

3 USING THE DW360 REPORT On the Account Reporting Tree Tab: 1. Select TAX01-Dept of Tax & Finance_BD in the KK Department filter. Click Apply. 2. All CASH actuals are displayed for the current year ( ) by the Account Reporting tree. Actuals are displayed monthly with a YTD total. USE CASE: HOW DO WE SEE GENERAL FUND SPENDING FOR TAX? 1. In the prompt section of the Account Reporting tab, select General in Fund Level 4 filter. 2. Select Expense in Account Report Level Click Apply. All spending hitting the General Fund for Tax are now displayed by account. What if you want to see Program and Account together? 1. Click on the Subtotal by drop down box. 2. Select Transactional Program. The Account Reporting tree is now grouped by all Transactional Programs hitting the GF for Tax. Another option: 1. Click on the Program Reporting Tree tab. Your filter choices will be remembered. 2. This view is now showing the sum of all activity for each program hitting the General Fund: (All Receipts All Disbursements). For more meaningful data, 3. Click on the Subtotal By drop down box 4. Select Transactional Account. The Program Reporting tree is now grouped by all Transactional Accounts hitting the GF for Tax. What if you want to see daily data? All tabs display monthly data by default but the data is loaded and stored by date. You have the ability to drill down to the journal date of the transaction. 1. Click on the column header of the month you would like to see daily data. 2. Dates with data will now be displayed. 3. To return to the prior monthly view, click on the Return hyperlink at the bottom of the table. HOW TO PRINT 1. Click on the Page Options icon ( ) in the upper right hand corner of the OBIEE dashboard 2. Select Print > Printable PDF. 3. Print the document in Adobe Reader. Suggestion: Collapse the Prompt Section prior to printing to make Page 1 more presentable. 1. Click on the Collapse icon (a minus sign) in the top left corner of the prompt section. 3 P a g e

4 HOW TO EXPORT TO EXCEL We ve added functionality to flatten reporting trees to allow a better experience when exporting to Excel. Flattening a tree will allow the data to be more manageable and usable within a spreadsheet rather than having all levels of a reporting tree in one column. 1. Click on the Choose View drop down box. 2. Select Exportable. All levels of the tree will now be broken out into individual columns. 3. Scroll to the bottom. 4. Click on the Export hyperlink and select Excel. USE CASE: HOW DO I REPORT TAX ACTUALS BY PRODUCT CODE? There is a requirement to report by fields on the general ledger that do not have statewide reporting trees established in SFS. For example, Product Code or Budget Reference. First off, we need to clear our customizations (filters) and start over 1. Click on the Page Options icon ( ) in the upper right hand corner of the OBIEE dashboard 2. Select Clear My Customization. All default values will be applied. On the Other Chartfields tab: 1. Select TAX01-Dept of Tax & Finance_BD in the KK Department filter. Click Apply. 2. All CASH actuals are displayed for the current year ( ) by Business Unit. Actuals are displayed monthly with a YTD total. 3. In the Select Chartfield drop down box, select Product Code. Actuals will now be displayed by product code. Any data that does not have a product code with fall into the N/A Not Applicable row. What if you only want to see Miscellaneous Receipts by Product Code? 1. In the prompt section, select Miscellaneous Receipts from in the Account Reporting Level 3 filter. Click Apply. Note: If you do not know where the summary node (in this case, Miscellaneous Receipts) falls on the reporting tree, make selections at each level of the tree, starting at the top-most level. Your choices will filter subsequent choices. Work your way down until you find the node you are interested in. Or, navigate to the tree tab you re interested in filtering on (in this case, Account Reporting Tree) and then utilize the Exportable view. The column headers of this view will say Level 1, Level 2 and so on. What if you want to see the funds each Product Codes hit? 1. Click on the Select Group by drop down box. 2. Select Transactional Fund. Product codes will now be grouped by transactional funds. For easier exporting A view has been created to remove subtotals on this tab. 1. Click on the Choose View drop down box. 2. Select Exportable. No subtotals will be displayed. 4 P a g e

5 USE CASE: HOW DO I DO SOMETHING ELSE? There are scenarios where the Tree or Other Chartfield tabs will not meet your needs. For example, if you want to see more than two chartfields on the report. The Flexible tab of this dashboard will allow you to add columns, rearrange the order, pivot, section and subtotal based on your specific requirements. How do I see Account, Program and Fund together? 1. Navigate to the Flexible tab. This report will default to the selected Fiscal Year(s) as rows. Prompt choices will be remembered. 2. Right click on the Fiscal Year column header. 3. Navigate to the Include column menu. A list of available columns will be displayed. 4. Select Transactional Account 5. Repeat process for Transactional Program and Transactional Fund. How do I put Program in front of Account? 1. Click on Transactional Account column header until handle with arrows appears. 2. Move to desired location. Can I subtotal? 1. To subtotal, right click on the Transactional Fund column header. 2. Navigate to the Show Subtotal menu. Select the desired location for your subtotals. What if I don t care about month and I want to see data by fiscal year? 1. Right click on a month column header and navigate to Exclude column to exclude Month. 2. Adjust Fiscal Year filter choice in prompt section to include and Data for both years will now show up as rows on your report. Two columns of actuals appear because one column is the Grand Total How do I make Fiscal Year columns rather than rows? 1. Click on the top of the Fiscal Year column until a handle with arrows appears. 2. Drag the column to above the numeric (measure) columns. Fiscal year will now be pivoted and a Grand Total column displayed. WHAT IF I DON T KNOW WHERE TO START? A lot of options and flexibility have been built in to the DW360 report to try and meet a wide variety of needs. While this approach is helpful in the long run, it may be intimidating and overwhelming initially. 1. Don t be afraid to explore the data. Select your agency and review the data on each tab. See what numbers stand out and look into the data more deeply. 2. Apply filters iteratively as you are exploring; For example, start with your entire agency and then filter down to a specific chartfield and then view data by date and Journal IDs. 3. You can t break it. Make as many selections and manipulations as you d like; you can always Clear Your Customization and start over. 5 P a g e

6 SAVING CUSTOMIZATIONS Customizations are filter choices and/or manipulation that you have made within the dashboard page. These are specific to the dashboard page (tab) you are on, not the entire dashboard. Saved customizations are saved for your user ID only. Sharing a customization requires administrative privileges at this time. Any shared customization will show up below the line in the Apply Saved Customization menu; these customizations cannot be deleted or renamed. To save a customization: 1. Click on the Page Options icon ( ) in the upper right hand corner of the dashboard. 2. Select Save Current Customization from the menu. 3. In the pop-up window, give your customization a name and click OK. DISBURSEMENTS BY APPROPRIATION (DW195) This report connects disbursements to their appropriations. The rows of the report will be at the appropriation level and relevant measures to monitor appropriation and segregation levels are displayed. DATA SOURCE Appropriation and segregation data is coming from the KK_APP_BD and KK_SEG_BD ledgers. Disbursements are CASH ledger actuals. In the future, encumbrance and expenditure data will be on this report. This data is not loaded into the data warehouse at this time. REPORT STRUCTURE Two tabs are available on this report: one formatting for PDF/on-screen viewing and one formatted for exporting to Excel. Both tabs will have a prompt section with relevant filters for appropriation reporting. DAILY FUND BALANCES (DW754) This report displays fund balances for any selected date. MONTHLY FUND BALANCES (DW475) This report displays closing balances for all months in the selected year. 6 P a g e