Umoja Realisation Workshop Cluster 3

Umoja Realisation Workshop Cluster 3 Nairobi, 24-28 February 2014 4.8 UMOJA BUSINESS INTELLIGENCE OVERVIEW

Agenda Introduction to BI Reporting in Umoja: ECC, SRM, and BI Available tools and technologies User roles and capabilities Reports and data currently available Roadmap Training and support Governance and requesting new material Next steps Q & A Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 2

Data Warehouse Umoja Business Intelligence Users and Processes Umoja Transactional System Umoja BI System Web & Email Access to Reports Consumers FI Live data Member States SC Simple reports General Assembly HR CSS Specific to each area: silos Expensive to customize Executive Management Operational Management Audit Donors Other Existing Systems Inspira, programmes and funds, etc. Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 3

Reporting vs. Business Intelligence Transactional Reporting View transactional data (reports run in ECC) Real-time Simple lists, simple aggregation Some drill-down Usually very specific (silo orientation) Business Intelligence Aggregation, KPIs, trend analysis, ad hoc with drill-down Separate system devoted to reporting Time delay (usually daily snapshot) Variety of tools and output Users able to do their own reporting Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 4

Standard SAP Reporting in ECC Simple reporting Lists of items Real-time (unless the report is slow!) Features Add and remove columns Personalize and save layouts Filter the results Add totals and subtotals Download to Excel Aggregation (sometimes) Drill-down (sometimes) Limitations No fancy output No large data sets Difficult to develop what we start with is what we get Specific to a purpose and area (silo effect) Only SAP data (no pre-umoja history) Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 5

BI Reporting in Umoja A suite of reporting tools Formatted reports for printing Flexible table and chart-based reports for online viewing Dashboards to collect KPIs Powerful self-service ad hoc reporting Features Separate system: data warehouse and reporting tools stand alone Browser-based access Data from many sources Different SAP Modules, other UN systems Historical data (if it is loaded) Power users to build some reports Limitations Data is not live (daily load) Complicated to set up the data layer Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 6

Umoja BI Tools Umoja Business Intelligence Analytical Tools Information Maturity Broad & deep view, ad hoc analysis Trend analysis, year-over-year Highly interactive, for skilled users Information Maturity Umoja will centralize financial, material, and HR data from across the UN. The BI tools and processes will turn that data into critical information. Dashboards Organized, defined metrics & comparison Drive strategic decisions Snapshot of status for executives Query & Analysis Interactive, flexible Power-user usage Investigate and solve specific problems Operational Reports Real-time data, tactical day-to-day reports Formatted, standardized View of narrow timeframe daily, weekly Spreadsheets Decentralized Lack of standards Low collaboration individual users Powerful Enabler Transparency within the organization and among stakeholders Performance management, using metrics, indicators, and dashboards Central control of data definitions No impact on transaction system reporting is off-line with frequent updates Reduced time and resources spent gathering and managing data Speed up critical business processes (planning, budgeting, reporting) High-level overview of organizational status and trends; drill down into details Display of information tailored to business needs Trend analysis Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 7

BI Reports: Web Intelligence for Basic Formatted Reports BI Portal Navigation accessing a BI report Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 9

BI Reports Filter Prompt Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 10

BI Reports Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 11

BI Reports Export to PDF Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 12

BI Reports Scheduling Reports Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 13

BI Workspaces BI Workspaces are highly interactive and allows BI analytical users to create and save views for other BI analytical users in the Shared Analysis folder Slice and dice for curated collections of data from the data warehouse Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 17

BI Workspaces Workspace filter prompt Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 18

BI Workspaces Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 19

BI Workspaces Shared Workspaces Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 20

BI Workspaces Drilldown by Document Number Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 22

BI Workspaces Export to Excel Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 23

BI Workspaces Save to local drive Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 24

Additional tools for future use Crystal Reports Pixel perfect formatting for publication-ready reports Dashboard tools Presentation of summary information and performance indicators Some filtering and drilldown capability Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 27

Roles & Responsibilities As an Umoja ECC user, you are assigned one of two general roles, defining the level of access extended to you within the Umoja BI Portal: All Umoja ECC users are provided a standard level of access to the Umoja BI Portal. ] This is a basic level of access to the Umoja BI Portal, enabling you to view BI reports. BI Users The Umoja Enterprise Role assigned to an Umoja user dictates the level of access provided to the BI Portal. Select folders and reports may not display, based on your specified level of access. As a BI User, you can generate and save reports to your personal Favorites folder on the portal, but not within public, shared folders. Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 29

Roles & Responsibilities A select subset of BI Users are also given the ability to generate additional types of custom BI Reports. Typically, BI Analytical users are Subject Matter Experts (SMEs) or Reporting Analysts. BI Analytical Users These individuals are provided access to BI reports and workspaces. They can save customcrafted reports to public folders for BI Users to access/reference. They can create BI Workspaces for other BI Analytical users to view in the shared folder. The Umoja Enterprise Role assigned to an Umoja user dictates the level of access provided to the BI Portal. Select folders and reports may not display, based on your specified level of access. However, they do not have rights to: Modify or delete delivered BI reports Save reports to delivered public folders Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 30

Reports and Data Currently Available in Umoja BI Finance Funds Management (incl. IMIS) Budget Consumption (Summary and Detail) Full-scope workspace 17 formatted reports (FMT) FI/GL Trial Balance workspace GL Line Item workspace AP & AR Workspaces for ad hoc analysis at line item level Fixed Assets Asset History Sheet workspace Treasury reporting Grants Management Workspaces covering: Full scope of GM Donor and Statement of Accounts Status of Outstanding Advances GM/FM Budget Analysis GM Master Data Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 32

Other Reports and Data Currently Available in Umoja BI Supply Chain Ad hoc workspaces covering: Solicitations Requisitions Purchase Orders Contracts Vendor analysis SC end-to-end, incl. Goods Receipt Real Estate Ad-hoc workspaces covering: Conditions Measurements Cash Flow Occupancy Contract Measurements Project Systems Full scope analysis area Budget Balance ad hoc Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 33

Roadmap for Upcoming Releases February/March FI April July Expanded reporting in FM Formatted Trial Balance report Formatted versions of the GM reports Expanded Treasury reports Formatted reports for Supply Chain, Project Systems, and Grants Sales and Distribution Continued expansion of SC reporting Reports for UE1 Pilot, including personnel management, workflow monitoring, payroll, and travel reporting Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 35

Training and Support BI Navigation and BI Advanced Navigation on iseek. Please coordinate with your training coordinator to enroll into these: Course 203 - Umoja BI Navigation Course 301 - Umoja Advanced BI Navigation The BI Navigational courses are not function specific they provide navigational instructions applicable to all functions covered in BI Quick guides and area-specific job aids under development to assist with particular reports Support for all users: All issues with access, passwords, location etc., will remain to be an Umoja help desk function. Local process experts to support with functional questions Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 37

Governance Who decides what reports are produced and what data is available? Who determines the priorities? Current governance structure Umoja, in consultation with the Process Owners and subject matter experts from throughout the organization Ongoing governance for Umoja Business Intelligence will be designed and decided later in 2014 Participation from all stakeholders The goals: Responsive, flexible governance to allow the organization to gain the benefits of the data in the ERP system Clear, practical, well maintained standards for the production and use of reports For now: send all requests through the support mechanism, or contact the Umoja BI Team directly. Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 39

Next Steps Per the Clusters 3 and 4 Deployment Guide: Identify a BI Focal Point for the Local Deployment Team Provision BI access for the BI Focal Point and Local Process and Technical Experts The above to complete basic and advanced BI navigation courses Participate in sessions with the Umoja BI Team to become familiar with available reports and the upcoming roadmap Local Deployment Team to identify BI users and roles for User Access Mapping Site personnel to participate in testing of reports Umoja BI Introduction for the Deployment Workshop in Nairobi, 27 Feb, 2014 - J. Lechner 41