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Enterprise Data & Analytics and Enterprise Data Warehouse news item

BI Portal Software Update: Reporting Services

  • The audience for this message is all BI Portal Report users.

In the coming days, the Business Intelligence Team will update our reporting software version. After the update, reports will have a new look and feel, but there will be no changes to the report parameters or the underlying data that you use to do your work.

More Details:

Timeline:

  • We have scheduled this update for Sunday March 10. When users log in on Monday, the new version will be available.

Change Summary:

  • SQL Server Reporting Services(SSRS) is the software behind all of our BI Portal Reports.
  • The Business Intelligence team is updating the SSRS version from 2012 to 2017.
  • The new SSRS version has many new features including an improved look and feel that will be noticeably different.

Impact:

  • The impact to users is expected to be minimal. This message is just for awareness.
  • Users do not need to make any changes in response to this change, and there will be zero interruption of service during the upgrade.
  • Users will notice that the report look and feel has changed. However, the report parameters, columns, and underlying data will not be affected by this update.

Questions?

If you have any questions about this change, please write help@uw.edu and put “BI Portal: Reporting Services Upgrade” in the subject line.

New Release: Helping Users Find Their EDW Authorizers

We are proud to announce the release of a new solution that helps enterprise data users find their ASTRA authorizers, to request access, and begin querying and analyzing UW enterprise data.

Background:

Enterprise data users need permission to access reports and visualizations on the BI Portal, UW Profiles, or to directly query the Enterprise Data Warehouse (EDW). Requesting an ASTRA role is the first step in any enterprise data user’s interaction with our teams and up to now it has been a painful one.

The process users follow to find their authorizer and request access has always been hard to navigate, prone to error, and required running multiple SQL queries (yes, manually!).  This convoluted process led our customer to become frustrated and confused at the very beginning of our partnership.

Requests for help with this process are our number one most common help ticket and represent about 10% of our help tickets from the last 12 months.

For Requestors: A Complete Overhaul

New and existing enterprise data users who need to either request a new role or update their existing role, now have a clean and simple tool that helps them find their authorizer and request access!

Screen Shot 2019-02-12 at 1.48.10 PMWith the new Find My Authorizer Tool, requestors no longer need to guess who their authorizer is. They simply click on a link from our site, or navigate directly to the tool: https://edwaccess.biportal.uw.edu/.

After logging in, they choose their role based on their work requirements and choose an authorizer from the ranked list. Users no longer need to draft an email, and wonder what to say. Instead, they send their request directly from the tool! A short email is automatically generated that notifies their authorizer of the request, and includes all of the information about the request, as well as next steps for following up.

But the web app isn’t the only exciting new solution! Behind this modern user interface is a new web API that pulls in a user’s organization information, compares it to a list of authorizers and their organization affiliation, and generates a ranked list of recommended authorizers based on a set of criteria. But, this new API isn’t just for this specific EDW use case, it can also be used to identify authorizers for other enterprise applications!

For Unit Authorizers: A Streamlined Process

For unit authorizers nothing changes in terms of how to grant permission to a requestor. After receiving a request, if you determine that the role and request is appropriate, you still navigate to the ASTRA admin page to complete the permissions process.

The difference is how requestors find you and contact you. In the past, the process was free-form and inconsistent. Now, a requestor sends a consistent email message with the click of a button that includes their name, netid, and requested role. Here’s an example of the request email.

email

More Work on the Horizon:

To be clear, this new tool only removes the pain for users whose permission can be granted by a local unit authorizer, an estimated 80-90% of all requests.

For roles that require Data Custodian approval, the process continues to be unclear,  painful for both requestors and approvers, and requires much manual intervention.The Find My Authorizer Tool can be built to accommodate the Data Custodian approval process, but more resources are required to clarify the existing process and design a more robust solution.

Questions?

As always if you have any questions about this release, the Find My Authorizer tool, or the underlying web service, please write help@uw.edu and put “Find My Authorizer Tool” in the subject line.


This news is brought to you by two teams in UW-IT, Information Management: Enterprise Reporting & Analytics and Enterprise Data Integration

Report Update: Student Degree Information

The Report Prioritization Group released a small update to the Student Degree Information Report. This post summarizes those changes.

Change Summary:

Based on user feedback, we added 2 new data elements to the report:

To include these columns in the report, simply select them from the “columns to display” dropdown menu.

Questions?

As always, if you have any questions, please write help@uw.edu and put “RPG: Student Degree Information Report” in the subject line.

 

Report Update: SEVIS Immigration Reporting

The Report Prioritization Group released important updates to the SEVIS Immigration Reporting Report. This post summarizes those changes.

Change Summary:

Based on user feedback, we made the following changes:

  • Bug Fixes:
    • Fixed a formatting error on CIP codes
    • Fixed erroneous values that were displaying in the CSV export
    • Fixed an error that was causing pending major rows duplication
    • Fixed an error that was causing ISS Qtr Off row duplication
  • Updates:
    • For UWB/UWT, updated “Include/Exclude Granted Degree Cohorts” to Default to “Exclude”
      • Added Degree Granted, Degree Date columns when set to Include.
    • Updated “FTE Credits” column, students who are professional have a null value in that column instead of a Y/N.
  • New Columns:
    • 2 columns were added to demonstrate that a student is exempt from completing:
      • A Graduate Thesis
      • A Graduate Dissertation

Questions?

If you have any questions, please write help@uw.edu and put “RPG: Report Update: SEVIS Immigration Reporting Report Changes” in the subject line.

Report Update: Class List By Curriculum Course Section

The Report Prioritization Group released important updates to the Class List By Curriculum Course Section Report. This post summarizes those changes.

Change Summary:

Based on user feedback, we:

1. Added a new column to the report to display a student’s “historical class standing“:

  • Before this change, when you selected “Class” from the “Columns to Display” dropdown, the report displayed a student’s current class standing in the “Class” column.
  • After this change the report continues to display a student’s current class standing. We updated to label to now be called “Current Class”.
  • The report now also displays a column titled “Selected Qtr Class” that displays the student’s class standing for the quarter parameter(s) that you selected.

Params

ReportOutput

2. Bug Fix:

  • This update also included a fix to a bug reported by several users. When users ran the report for some curriculums across multiple quarters, the report would error out.
  • This issue has been resolved.

Questions?

If you have any questions, please write help@uw.edu and put “RPG: Undergraduates Eligible to Register Report” in the subject line.

 

Report Update: Undergraduates Eligible to Register

The Report Prioritization Group released important updates to the Undergraduates Eligible to Register Report. This post summarizes those changes.

Brief Summary:

Based on user feedback, we added a few new filters to the report, including:

  • Applied to Graduate filter
  • Include Requested Majors filter

We also updated the label for the following report filter:

  • “Include Applicants” filter was updated to read “Include New Confirmed”

Finally, we also updated the logic to:

  • Remove deceased students from the report population

Detailed Summary:

  1. The report was updated with a new filter that allows users to include or exclude students that have “applied to graduate”. By default the report will exclude students that have applied to graduate from the Eligible to Register population.
  2. By request, the report now filters out all deceased students from the report population.
  3. The “Include Applicants” filter was updated to read “Include New Confirmed” to clarify the filter’s meaning and purpose. The label changed, but the functionality and data did not. When a user selects “Yes”, the report includes undergraduates that have been granted admissions in the eligible quarter or 1 or 2 quarters back.
  4. The “Include Requested Majors” report filter was updated. The filter previously displayed the major that the student requested on their application (“Major Requested”). By request, the filter was updated to display the student’s “Intended Major” that they selected during registration. The report filter changed, but the student’s “Major Requested” information is not going away, and the data will still be displayed in the report. It’s important to note that these are different concepts at different points in the student lifecycle and therefore source different data. In the query, the report previously sourced only from the sr_adm_appl_req_col_major (the student’s requested major on their application), and now also includes data from student_1_pref_maj_abbr column (the student’s “intended major” selected during registration).

Questions?

If you have any questions, please write help@uw.edu and put “RPG: Undergraduates Eligible to Register Report” in the subject line.

Archived BI Portal Reports: Legacy Reports No Longer Available on BI Portal

The Business Intelligence Team in EIIA archived about 50 legacy HR/P reports. As a result, these reports are no longer available in the BI Portal or on the SSRS Server.

This is an important change because it reduces the amount of technical debt the team carries and enables us to focus on building and maintaining more valuable analytics tools.

Change Summary:

During Workday go-live, many reports were updated to continue sourcing historical HEPPS-era HR/P data. Now a year after go-live, these reports were getting little to no usage. Rather than continue to maintain these tools, we opted to archive them.

Before archiving the reports, we reached out to users in order to understand legacy report usage. We learned that some legacy reports continue to offer business value, and those reports are still available on the BI Portal.

See the bottom of this post for a full list of the reports that we archived.

Questions:

If you have any questions about this change, or if you think we inadvertently archived a report that you still need in order to do your work, please write us at help@uw.edu and put “BI Portal Archived Reports Question” in the subject line.

Archived Report List:

  1. Legacy FEC Dashboard Report by FEC Cycle
  2. Legacy FEC Dashboard Report by OrgCode
  3. Legacy Advance Budget Number Report
  4. Legacy PFLB Mailing List
  5. Legacy PDDC Mailing List
  6. Legacy PDDC_GFL Mailing List
  7. Legacy Emeritus Faculty Earnings
  8. Legacy President Deans Mailing List
  9. Legacy 100 Percent Sponsor-Funded Faculty
  10. Legacy Active Job Classes
  11. Legacy Employee_GTN_Information
  12. Legacy GTN_Detail
  13. Legacy Paid Direct Faculty Earnings
  14. Legacy Faculty Effort Certification (FEC) Dashboard
  15. Legacy GFLE Mailing List
  16. Legacy Hepps Payroll and GL Payroll Cash Account
  17. Legacy Salary Cap Cost Share Report
  18. Legacy Creative Communications Mailing List
  19. Legacy Budget Detail by Payroll Unit
  20. Legacy Federal Withholding Exempt Employees
  21. Legacy Mailing Services by Org_Job
  22. Legacy 2013 Base Year Paid FTE Report
  23. Legacy My People Report Menu
  24. Legacy Payment Verification Detail
  25. Legacy Academic HR FAC Reappointment Download
  26. Legacy Employee and Payment Verification Download
  27. Legacy Travel_Card
  28. Legacy My People by Appointing Department
  29. Legacy Hepps Payroll Monthly Summaries
  30. Legacy Payroll Payment Verification
  31. Legacy My People by Home Department
  32. Legacy Current Online Check Register
  33. Legacy General Faculty Mailing List
  34. Legacy Expense Distribution by Payroll Unit Code PUC
  35. Legacy Academic Personnel Appointments with Demographics
  36. Legacy Formatted Employee Download
  37. Legacy Retroactive Salary Adjustment Report
  38. Legacy Current Employee with Active Appointment
  39. Legacy Employee Download by PUCs
  40. Legacy Paid FTE by Funding Source
  41. Legacy Historical Online Check Register
  42. Legacy Faculty Appointments by Appointment Term
  43. Legacy Employee Download by Organization
  44. Legacy Academic Personnel Appointments
  45. Legacy Time Schedule Information
  46. Legacy People Finder
  47. Legacy Salary and Wage Expense Detail

Report Update: Undergraduates Eligible to Register

The Report Prioritization Group released an important update to the Undergraduates Eligible to Register Report. This post summarizes those changes as well as upcoming enhancements to the report.

Change Summary:

We recently updated the data source for the Undergraduates Eligible to Register report to a new table in the Enterprise Data Warehouse called “ACAD_dsetEligibleToRegister”. This update benefits users by getting the logic for identifying the report’s student population out of the report and into a table. This makes the report run faster, and enables data analysts with appropriate access to query the EDW to get the data directly (without having to recreate the report logic).

Impact:

There were no changes to the report filters or display. However, the report’s student population (see the definition for Eligible to Register) did change as a result of this update.

Before this update, for any given selected quarter, the report did not include students who had “applied to graduate”. Here “applied to graduate” means for instance, a student who applied to graduate in Autumn quarter would not be eligible to register in Autumn or future quarters.

That changed with this update. In the current version that is available on the BI Portal, students that have applied to graduate are included in the population.

What’s Next:

Based on initial feedback, this report needs to be updated to exclude students that have “applied to graduate”. The Enrollment Information Services Office is currently working on a solution, and we are planning to publish the updated report in early January.

Additionally, two other updates will be included in the next release:

- First, by request, the report will be updated to remove students that are deceased from the report’s population of students.

- Second, the “Include Requested Majors” filter will be updated. The filter currently displays the major that the student requested on their application (“Major Requested”). By request, the filter will be updated to display the student’s “Intended Major” that they selected during registration. The report filter is changing, but the student’s “Major Requested” is not going away, and the data will still be displayed in the report. 

Questions?

When the updated report is published to the BI Portal, you will receive an email update.

In the meantime, if you have any questions, please write help@uw.edu and put “RPG: Undergraduates Eligible to Register Report” in the subject line.

Interactive map shows UW’s global engagement, uses Tableau

UW Global EngagementA new interactive global map uses data visualizations to demonstrate the University’s engagement around the world. The online map, hosted on UW-IT’s Tableau server, extracts key datasets from the UW’s Enterprise Data Warehouse (EDW) and displays them in a visual format, available to the public. UW-IT’s Enterprise Information, Integration & Analytics (EIIA) group helped build the architecture that supports the global map, and provided quality assurance, security and data governance.

“This is a collaborative project between UW-IT and the UW Office of Global Affairs (OGA),” said Sudha Sharma, Senior Computer Specialist in OGA. “There were five isolated data sets to start with, and merging them was a challenge, particularly being able to have a common country names list that will work across data from various units. The EIIA team was a great ally as we dealt with all the data issues and brought this map to life.”

An information page about the global map explains its purpose, data sources and how to use it.

EIIA team contributes to EDUCAUSE business intelligence guidance

The Enterprise Information, Integration & Analytics team helped develop content for the EDUCAUSE Review’s “Running a BI Shop” series of four how-to papers on creating business intelligence (BI) programs at higher education institutions. Anja Canfield-Budde, Interim Associate Vice President for Information Management, coauthored the articles along with a fellow BI expert at Purdue University. The articles compare BI planning efforts at Purdue University and the UW, revealing common themes: the value of framing the discussion, obtaining broad stakeholder input, and producing a simple, easily communicated strategy. Aimed at new and seasoned BI professionals, the articles are focused on the following:

  1. Strategic Planning
  2. Building the Organization
  3. Managing the Work
  4. Marketing Your Products