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Munis Excel Cubes Kevin P. Daly, PMP Munis Implementation Management Overview • Business Intelligence • What is a Cube? • Benefits of Using Cubes • Cube requirements • How does Munis data get into the Cube • Cubes became available in Munis Version 9.3 / 10.1 • Security 2 Pivot Tables You can change a basic table like this: …into a pivot table like this: 3 Business Intelligence (BI) • BI uses ‘tools’ to extract, analyze and report on warehoused relational data – Microsoft SQL and Share point Suite – Interactive Dashboards – Excel Pivot tables and Power Pivot 4 Business Intelligence (BI) • BI uses ‘tools’ to extract, analyze and report on warehoused relational data – Microsoft SQL and Share point Suite – Interactive Dashboards – Excel Pivot tables and Power Pivot • OLAP – On Line Analytical Processing – In computing, OLAP is an approach to answering multi-dimensional analytical (MDA) queries swiftly. – The core of any OLAP system is an OLAP cube (also called a 'multidimensional cube' or a hypercube). – The usual interface to manipulate an OLAP cube is a matrix interface like Pivot tables and Power Pivot in a spreadsheet program, which performs projection operations along the dimensions, such as aggregation or averaging. 5 What is a Cube? Cube Definition in Simple Terms • A Cube aggregates numbers by various categories of data • The numbers in a Cube are called Measures • Examples: Original Budget, Transfers, Revised Budget, Actual, and Encumbrances 6 What is a Cube? • The categories of data are Dimensions – Example: GL Account, Account Type, and Time – Example: Employee, Job Class, Location, and Time • Cubes contain Hierarchies – Allowing a user to start at a high level and drill to more detail very quickly and easily – Example: Year, Quarter, Month, Day The cube aggregates the measures by every possible combination of dimension and hierarchy levels allowing answers to be displayed fast 7 Benefits of Using Cubes • Data is named in familiar terms and logically grouped in folders • The design and execution of a report occur simultaneously • Data populates the spreadsheet and/or graph quickly • Users don’t need to know complicated formulas or formatting such as “join” or other database “programming” terms • When users create a report, there is no impact on users performing transactions in the system 8 Cube Requirements • Microsoft SQL Server 2008 R2* (server) – SQL Server Analysis Services and Integration Services must be installed • Microsoft Office 2007 or above (user) – Microsoft Excel • Munis Versions 9.3/10.1 and thereafter *Note: Installing SQL Analysis Services and SQL Integration Service on a separate server than the MUNIS database will require a second SQL Server license. 9 How Does Munis Data Get Into the Cube? • SQL Server Integration Services (SSIS) moves and transforms data from Munis® – First the data needed to create the cube is moved from the Munis database to the TylerStagingDB – The data in the staging database is then transformed into a star-schema database called TylerReportingDB • SQL Analysis Services (SSAS) creates the Cube using the star schema database • A Job is scheduled once per night or week to update the databases and generate the Cubes – Can be more frequent depending on the client’s requirements and servers – Cube data is ‘static’ 10 Cubes Currently Available • General Ledger (GL Revenue and Expense) • Accounts Payable • Accounts Receivable • Payroll • Work Orders • Project Ledger • Permits (10.3) • UB Consumption(10.3) Following are the existing measurements and dimensions within the major cubes already available 11 General Ledger Cube GL Revenue and Expense Accounts only – Measures • • • • • • • • • Actual Available Budget Revised Budget Original Budget Budget Transfers Encumbrances Requisitions LTD values for Multi-Year Funds Summaries based on the above – Dimensions • Account Number – Various Hierarchies include Org/Object/Project, Full Account, and Character Code – Attributes include Fund, each of the Segments, Org, Object and Project • Account Type – Attributes include Status, Account Type, Fiscal Year Type, Fund Type, Multi-Year • Fiscal Year Hierarchy includes Year/Quarter/Month/Period 12 Payroll Accumulator Cube • Measures – – – – – – Gross Earnings Employer Amount Employee Amount Hours Rate Employee Count • Dimensions – Employee • Attributes include Active Status, EEO Race, Name, Number, Gender, Work Location – GL Account – Accumulator Type • Hierarchy includes Accumulator Type/Category/Description – Calendar and Fiscal Year Hierarchies – Payroll Organization • Hierarchy includes Location/Bargain Unit/Job Class • Important Note: Data will only tie to Payroll Warrants depending on use of and variance to the Accumulator Gross Verify program. 13 Accounts Payable Cube • Measures – Check Amount – Invoice Total Amount – Invoice Net Amount – Discount Amount – Hold – Amount – Sales Tax – Use Tax 14 Accounts Payable Cube • Dimensions – Invoice • Hierarchies include Invoice Type/Document Number and Department/Document Number • Attributes include Department, Document Number, Invoice Number, Status and Type – Check • Attributes include Cleared Flag, Check Number, and Check Type – GL Journal Year/Period Hierarchy – Vendor • Hierarchy Vendor Type/Vendor • Attributes include Account Type, City, Class, Country, State, Status, Type, Vendor Name and Number – Calendar and Fiscal Year Hierarchies – GL Account 15 Accounts Receivable Cube • Measures – Bill Amounts • • • • • • • • • Abate Amount Adjusted Amount Discount Amount Interest Held Interest Paid Original Amount Paid Amount Refund Amount Write Off Amount – Payment Amounts • • • • • 16 Discount Amount – Payment Interest Held – Payment Interest Paid – Payment Principal Adjusted Principal Paid Accounts Receivable Cube • Dimensions – Bill • Hierarchy includes Bill Year/Bill Number/Installment • Attributes include Cycle, Bill Type, Loc Street Address, Property Code – Payment • Hierarchy includes Journal Year/Journal Period/Journal Number • Attributes include Activity Type, Department, Posted – Calendar Date • Hierarchies based on Bill Date, Due Date and Interest Date – Charge Code • Hierarchy includes Charge Code Year/AR Category/Charge Code Description – Customer • Hierarchy includes Customer State/City/Customer • Attributes include Account Type, City, Name, Address, State, Type, Department 17 Work Orders Cube • Measures – Actual Amount – Actual Quantity – Billed Amount – Credit Amount – Estimated Amount – Estimated Quantity 18 Work Orders Cube • Dimensions – Asset • Hierarchies include Class/Sub Class/Asset and Department/Asset • Attributes include Type, Status, Asset Code – Activity • Hierarchy includes General Category/Sub-Category/Activity • Attributes include Department, Priority, Trade – Work Order • Attributes include Cost Type, Days Open, Item, Location, Requesting and Service Department, Description – Contact • Attributes include Name, Type, Code, Customer Number – Calendar and Fiscal Year Hierarchies 19 Permits Cube Measures – Application Amounts • Application Count – Fee Amounts • • • • Adjustment Amount Fee Amount Paid to Date Summaries – FYTD Fee Amount (Fiscal Year to Date) – YTD Fee Amount – Permit Amounts • • • • 20 Building Units Estimated Value Gross Square Feet Permit Count Permits Cube Dimensions • Application – Attributes include Application, Application Reference, Application Status, Department, Munis Application Status, Permit Work Description • Contractor – Hierarchy for Contractor City/Contractor State/Contractor – Attributes include Business Type, Contractor, Contractor City, Contractor Customer Number, Contractor Name, Contractor State, Contractor Type, Contractor Zip • Fee – Attributes include Fee, Fee Status, Rate Type • Location – Attributes include Location, Location Municipality, Location Municipality Code, Location State, Location Status, Location Street, Location Zip, Parcel ID, Street Type 21 Permits Cube • Dimensions • Permit – Attributes include Building Style, Building Use, Construction Type, Issuing Department, Permit, Permit Category, Permit Fee Used, Permit Number, Permit Prefix, Permit Status, Permit Type, Permit Type Status • Project – Attributes include Project, Project Category, Project Code, Project Group, Project Status, Project Type • Property – Hierarchy for Owner City/ Owner State/ Owner – Attributes include Inspection Area, Owner, Owner City, Owner Customer Number, Owner Name, Owner State, Owner Zip, Parcel ID, Parcel Use, Subdivision, Zone • Calendar and Fiscal Year Hierarchies for Application Add Date, Application Close Date, and Permit Date 22 UB Consumption Cube • Measures – – – – – – Billed Rate Adjustment Amounts – – – – – – – Demand Actual (electric only) Demand Amount (electric only) Demand Billed (electric only) KVAR Actual (electric only) KVAR Billed (electric only) KVAR Billed (electric only) Subject To Amount – Total Billed Amount (Usage Amount + Base Amount + Demand Amount + KVAR Amount + Subject To Amount + Credit Amount) Usage Actual Usage Amount (i.e. consumption amount) Usage Billed Usage Replaced – – – – 23 Rate Adjustment Amount (determined by “Adjust rates in Charges”) Billed Service Amounts Base Amount Connections Credit Amount UB Consumption Cube • Dimensions – Account Master • Attributes include Account Number, Account Type, District, Location City, Location Street, Location Zip – Billed Service • Attributes include AR Category, Bill Run, Bill Run Commitment, Bill Run Type, Current Rate, Route Book, Summary Code – Customer • Hierarchy for Customer City/Customer State/Customer • Attributes include Customer, Customer City, Customer Name, Customer Number, Customer Relation, Customer State, Customer Zip 24 UB Consumption Cube • Dimensions – Meter • Attributes include Flow Type, Manufacturer Code, Meter Model, Meter Size, Meter Type – Service Master • Attributes include AR Category, Customer Type, Cycle, Rate, Route Book, Service, Service Code, Service Sequence, Service Status, Service Type • Calendar and Fiscal Year Hierarchies for Bill Date and Read Date 25 Cube Security Each user must be granted access to a Cube – – – – 26 Connect to the Analysis Services server using SSMS Expand the databases and Roles folders for the Cube Double-click the Access Role Add the necessary users and/or groups on the Membership Tab Cube Security • In addition, the following Cubes use Munis security – General Ledger (GL Revenue and Expense) • Uses the GL Account level Role security specified in Munis – See GL Account Inquiry program using Org, Object, and Project • Must have access to GL Reporting Views (Tyler Reporting Services) (System Administration/Report Writer/Tyler Reporting Services Views) – Payroll • Uses the Location, Org, Deduction and Pay Type maintenance access Role security specified in Munis • Must have access to GL Reporting Views (Tyler Reporting Services) (System Administration/Report Writer/Tyler Reporting Services Views) 27 Cube Security Once granted access to a cube, with the exception of the General Ledger and Payroll cubes, the user has full access to all of the data in the Cube. 28 Connecting to a Cube The connection to each Cube must be set up once – Click the Data tab on the Excel ribbon – Click the From Other Sources drop down arrow – Select From Analysis Services as the source – Enter the server name for Analysis Services – Click next – Select the Cube database from the drop down list – Select the cube – Click next – Enter a friendly name – Click finish 29 Connecting to a Cube • Once, the connection has been established, it is available on the Data tab under Existing Connections for easy future reference 30 Reporting on Cubes • Uses Excel PivotTables • Pick measures and dimensions from the Field List • Use Report Layout section to reorganize a report 31 Reporting on Cubes The user can either click a field or drag a field to a specific location to add to the PivotTable 32 Reporting on Cubes Each time a field is selected or removed the PivotTable is updated 33 Reporting on Cubes Filters can be added or removed using the drop down arrow or filter button next to column and row labels 34 Reporting on Cubes • Control if and where subtotals and grand totals appear in the PivotTable using Design Tab • Headers and Color options can also be found on this tab • Right-click the PivotTable for additional formatting options 35 Reporting on Cubes • For reporting needs not met with existing cube structures, explore Excel Power Pivot – This will require download of the Excel Add-On for Power Pivot • Power Pivot features – – Provides access to all database tables and other SQL sources – Users can use the database schema for the Munis database to create links between tables – Allows for creating user-defined calculated fields that do not currently exist within a cube 36 Summary • Cubes available starting in Munis Versions 9.3 / 10.1 • Access Cube data using Excel – – – – – Use the field list to add data to the pivot table area Filter columns and/or rows Move fields Formatting options Right click the pivot table area for additional formatting options • Remember… – Static data – Security – Power Pivot 37 Munis Data Cubes Documentation Finding the Data Cube documents in the Munis KnowledgeBase Search based on Topic “cubes” and Release “Version 10” 38 Education Free Online Education – Next session: June 5th from 1:30 – 4:30 PM EDT – Calendar of classes available – Many people can view class from one login Onsite Visit – Contact sales rep to arrange for an implementation visit – Visit can be customized to your site’s specific needs 39 Munis Data Cubes Thank you! Questions [email protected] 40