Introduction toIntroduction to

Accessing PPM Data Accessing PPM Data Using Microsoft OfficeUsing Microsoft Office

Amanda OliverAmanda Oliver2008 PPM User Conference2008 PPM User Conference

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OverviewOverview

1.1.Reporting StructuresReporting Structures

2.2.Access ProjectsAccess Projects

3.3.PPM_ViewsPPM_Views

4.4.Advanced ReportingAdvanced Reporting

5.5.Pivot Tables Pivot Tables

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Reporting StructuresReporting Structures

PPM_ViewsPPM_ViewsAlways available – reflects contents of PPM Always available – reflects contents of PPM databasedatabase

Report Layer -> Advanced ReportingReport Layer -> Advanced ReportingMust be built Must be built AFTERAFTER processes complete in processes complete in PPMPPMAggregated views of data for reporting Aggregated views of data for reporting purposespurposesAdvanced Reporting – reflects contents of Advanced Reporting – reflects contents of Report Layer databaseReport Layer databaseStandard structure and namingStandard structure and namingQuery the data, save queries (can be Query the data, save queries (can be viewed by others within organisation who viewed by others within organisation who access database on server).access database on server).

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OLAP CubesOLAP Cubes

Built as part of Report Layer Built as part of Report Layer buildbuild

Used by other PHS reporting Used by other PHS reporting toolstools

Accessible using Microsoft Accessible using Microsoft Excel – pivot table data Excel – pivot table data source.source.

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Why use Access ProjectsWhy use Access Projects

Queries & data on the server, not Queries & data on the server, not local PClocal PC

Can add queries to the databaseCan add queries to the database

Share queries with other staffShare queries with other staff

Familiar interface (similar to ‘normal’ Familiar interface (similar to ‘normal’ access)access)

Can access data from advanced Can access data from advanced reporting & PPM view database.reporting & PPM view database.

Refer to PPM Manual, Section ‘PPM View Database’ for connecting to Access Projects.Refer to PPM Manual, Section ‘PPM View Database’ for connecting to Access Projects.

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PPM_Views - ExercisePPM_Views - Exercise

Auditing and analysing PPM Auditing and analysing PPM data using ppm_views:data using ppm_views:

Standard ViewsStandard Views

General Ledger General Ledger Reconciliation TemplateReconciliation Template

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Naming ConventionNaming Convention

<Module>_<Level>_<Type><Module>_<Level>_<Type>

wherewhere

<Module><Module> == GenLedg, PatCost, GenLedg, PatCost, RevRev

<Level><Level> == CostCentre, CostCentre, Episode, Reference, Service, etcEpisode, Reference, Service, etc

<Type><Type> == Results, Category, Results, Category, etcetc

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Report Layer Report Layer DocumentationDocumentationMenu items on the leftMenu items on the left

Navigate the list of tables and viewsNavigate the list of tables and views

Review table details and link to related tablesReview table details and link to related tables

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Advanced Reporting - ExerciseAdvanced Reporting - Exercise

Querying data using Report Layer Querying data using Report Layer database and documentationdatabase and documentation

Return a listing of Cost Outputs with:Return a listing of Cost Outputs with:

1.1.Total costsTotal costs

2.2.Ordered by highest to lowest costOrdered by highest to lowest cost

3.3.Using:Using:PatCost_EpisodeCostOutput_ResulPatCost_EpisodeCostOutput_ResultstsPatCost_Reference_CostOutputPatCost_Reference_CostOutputConfig_VersionConfig_Version

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Pivot Tables (OLAP Cube)Pivot Tables (OLAP Cube)

Data organised into cubesData organised into cubes

Combining several dimensions Combining several dimensions (eg time, geography and services) (eg time, geography and services)

With summarised data With summarised data (eg orders, costs and averages)(eg orders, costs and averages)

Fast – pre-aggregated dataFast – pre-aggregated data

Powerful – visualise data in different Powerful – visualise data in different waysways

Effective – simplifies analysis & drilldown.Effective – simplifies analysis & drilldown.

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Pivot Tables - ExercisePivot Tables - Exercise

Analysing the Report Layer data Analysing the Report Layer data OLAP Cubes:OLAP Cubes:

General Ledger CubeGeneral Ledger Cube – Product – Product Fraction Amount by Area Fraction Amount by Area Mapping and Cost OutputMapping and Cost Output

All Episodes CubeAll Episodes Cube – Average – Average Price by Area Mapping/Service Price by Area Mapping/Service Code.Code.

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ConclusionConclusion

PPM_ViewsPPM_Viewsauditing & reconciling data in current PPM auditing & reconciling data in current PPM dbdb

Advanced Reporting (Report Layer)Advanced Reporting (Report Layer)aggregated views for reporting purposes – aggregated views for reporting purposes – snapshot in timesnapshot in time

Pivot TablesPivot TablesOLAP Cube (Report Layer) – pre-OLAP Cube (Report Layer) – pre-aggregated data viewable in different aggregated data viewable in different ways, drilldown capabilityways, drilldown capability

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Pivot Tables – Connecting to Data Pivot Tables – Connecting to Data SourceSource

In Excel - select Data menu >> In Excel - select Data menu >> PivotTablePivotTable

PivotTable and PivotChart Wizard Step 1 displays.PivotTable and PivotChart Wizard Step 1 displays.

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Step 2 of wizardStep 2 of wizard

Click Click Get DataGet Data..

Pivot Tables – Connecting to Data Pivot Tables – Connecting to Data SourceSource

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Choose Data SourceChoose Data Source dialog displays with 3 dialog displays with 3 tabs.tabs.

Select the Select the OLAP CubesOLAP Cubes tab. tab.

Select Select <New Data Source><New Data Source> option, then option, then OKOK..

Pivot Tables – Connecting to Data Pivot Tables – Connecting to Data SourceSource

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Create New Data SourceCreate New Data Source dialog displays: dialog displays:

Enter name for data source, eg AllEpisodes.Enter name for data source, eg AllEpisodes.

Select Microsoft OLE DB Provider for OLAP Select Microsoft OLE DB Provider for OLAP Services 8.0.Services 8.0.

Click Click ConnectConnect..

Pivot Tables – Connecting to Data Pivot Tables – Connecting to Data SourceSource

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Multidimensional Connection dialog displays:Multidimensional Connection dialog displays:

Select Select Analysis serverAnalysis server..

Enter the name of the server with the Report Layer Enter the name of the server with the Report Layer database.database.

Enter the user id and password to access the server.Enter the user id and password to access the server.

Click Click Next >>Next >>..

Pivot Tables – Connecting to Data Pivot Tables – Connecting to Data SourceSource

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You are returned to the Create New Data Source with You are returned to the Create New Data Source with the connection to the report_layer database:the connection to the report_layer database:

Select the required cube.Select the required cube.AllEpisodes and AllGeneralLedger are high level AllEpisodes and AllGeneralLedger are high level cubes.cubes.

Click Click OKOK..

Pivot Tables – Connecting to Data Pivot Tables – Connecting to Data SourceSource

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You are returned to the Choose Data Source dialog, You are returned to the Choose Data Source dialog, with your new data source added to the list.with your new data source added to the list.

Select and click OK.Select and click OK.

Pivot Tables – Connecting to Data Pivot Tables – Connecting to Data SourceSource

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Step 2 of the Wizard displays:Step 2 of the Wizard displays:

Click Click Next >>Next >>..

Pivot Tables – Connecting to Data Pivot Tables – Connecting to Data SourceSource

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Step 3 of the Wizard displays:Step 3 of the Wizard displays:

Select the location of the PivotTable Select the location of the PivotTable report.report.If unsure, select New Worksheet.If unsure, select New Worksheet.

Click Click FinishFinish..

Pivot Tables – Connecting to Data Pivot Tables – Connecting to Data SourceSource

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Excel Worksheet displays with pivot table & field list on the right.Excel Worksheet displays with pivot table & field list on the right.

Page fields act as report parameters, filtering data based on the selected value.

Row in the report table

Column in the report table

Actual data

Drag fields and drop in pivot table

Pivot Tables – Connecting to Data Pivot Tables – Connecting to Data SourceSource