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Introduction to Accessing PPM Data Using Microsoft Office

Introduction to Accessing PPM Data Using Microsoft Office. Amanda Oliver 2008 PPM User Conference. Overview. Reporting Structures Access Projects PPM_Views Advanced Reporting Pivot Tables. Reporting Structures. PPM_Views Always available – reflects contents of PPM database

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Introduction to Accessing PPM Data Using Microsoft Office

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  1. Introduction toAccessing PPM Data Using Microsoft Office Amanda Oliver2008 PPM User Conference

  2. Overview • Reporting Structures • Access Projects • PPM_Views • Advanced Reporting • Pivot Tables

  3. Reporting Structures • PPM_Views • Always available – reflects contents of PPM database • Report Layer -> Advanced Reporting • Must be built AFTER processes complete in PPM • Aggregated views of data for reporting purposes • Advanced Reporting – reflects contents of Report Layer database • Standard structure and naming • Query the data, save queries (can be viewed by others within organisation who access database on server).

  4. OLAP Cubes • Built as part of Report Layer build • Used by other PHS reporting tools • Accessible using Microsoft Excel – pivot table data source.

  5. Why use Access Projects • Queries & data on the server, not local PC • Can add queries to the database • Share queries with other staff • Familiar interface (similar to ‘normal’ access) • Can access data from advanced reporting & PPM view database. Refer to PPM Manual, Section ‘PPM View Database’ for connecting to Access Projects.

  6. PPM_Views - Exercise Auditing and analysing PPM data using ppm_views: • Standard Views • General Ledger Reconciliation Template

  7. Naming Convention <Module>_<Level>_<Type> where <Module> = GenLedg, PatCost, Rev <Level> = CostCentre, Episode, Reference, Service, etc <Type> = Results, Category, etc

  8. Report Layer Documentation • Menu items on the left • Navigate the list of tables and views • Review table details and link to related tables

  9. Advanced Reporting - Exercise Querying data using Report Layer database and documentation Return a listing of Cost Outputs with: • Total costs • Ordered by highest to lowest cost • Using:PatCost_EpisodeCostOutput_ResultsPatCost_Reference_CostOutputConfig_Version

  10. Pivot Tables (OLAP Cube) • Data organised into cubes • Combining several dimensions (eg time, geography and services) • With summarised data (eg orders, costs and averages) • Fast – pre-aggregated data • Powerful – visualise data in different ways • Effective – simplifies analysis & drilldown.

  11. Pivot Tables - Exercise Analysing the Report Layer data OLAP Cubes: • General Ledger Cube – Product Fraction Amount by Area Mapping and Cost Output • All Episodes Cube – Average Price by Area Mapping/Service Code.

  12. Conclusion • PPM_Viewsauditing & reconciling data in current PPM db • Advanced Reporting (Report Layer)aggregated views for reporting purposes – snapshot in time • Pivot TablesOLAP Cube (Report Layer) – pre-aggregated data viewable in different ways, drilldown capability

  13. Pivot Tables – Connecting to Data Source • In Excel - select Data menu >> PivotTable • PivotTable and PivotChart Wizard Step 1 displays.

  14. Pivot Tables – Connecting to Data Source • Step 2 of wizard • Click Get Data.

  15. Pivot Tables – Connecting to Data Source • Choose Data Source dialog displays with 3 tabs. • Select the OLAP Cubes tab. • Select <New Data Source> option, then OK.

  16. Pivot Tables – Connecting to Data Source • Create New Data Source dialog displays: • Enter name for data source, eg AllEpisodes. • Select Microsoft OLE DB Provider for OLAP Services 8.0. • Click Connect.

  17. Pivot Tables – Connecting to Data Source • Multidimensional Connection dialog displays: • Select Analysis server. • Enter the name of the server with the Report Layer database. • Enter the user id and password to access the server. • Click Next >>.

  18. Pivot Tables – Connecting to Data Source • You are returned to the Create New Data Source with the connection to the report_layer database: • Select the required cube. • AllEpisodes and AllGeneralLedger are high level cubes. • Click OK.

  19. Pivot Tables – Connecting to Data Source • You are returned to the Choose Data Source dialog, with your new data source added to the list. • Select and click OK.

  20. Pivot Tables – Connecting to Data Source • Step 2 of the Wizard displays: • Click Next >>.

  21. Pivot Tables – Connecting to Data Source • Step 3 of the Wizard displays: • Select the location of the PivotTable report.If unsure, select New Worksheet. • Click Finish.

  22. Pivot Tables – Connecting to Data Source • Excel Worksheet displays with pivot table & field list on the right.

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