FINANCE DATA WAREHOUSE WORK ORDER REQUEST …

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FINANCE DATA WAREHOUSE WORK ORDER REQUEST Process & Instructions

The Finance Data Warehouse (DW) work order request form must be electronically completed by authorized department permitted for review and approval by the State of Utah Department of Government Operations (DGO) Division of Finance at a minimum of days before beginning any State Data Warehouse or COGNOS development. The main point of contact will be the requestor identified within this request, and will be referred to as the functional point of contact within the request form. The Division of Finance will not accept requests and/or instructions, regarding custom reports, dashboards, or such from third party vendors. A DW Work Order Request Form is required for all new reports, queries or dashboards as well as any modifications to previously approved reports, queries and dashboards.

This form will only be accepted for review if it is completed electronically with Adobe Sign. If there are issues related to completing the DW Work Order Request Form with Adobe Sign, contact DGO ? Division of Finance at FINANCESUPPORT@.

The Division of Finance will receive the DW Work Order Request Form and it will go through a review and approval process by the State Data Warehouse\COGNOS team. There will be a cost associated for DW work order requests for custom reports, queries or dashboards. The costs will be estimated upon approval of the request. Written financial approval is necessary prior to beginning development.

The Division of Finance may seek additional information or discussions with the submitting department as part of the review process. The submitter will be automatically notified from Adobe Sign for the completion of the review and approval process. Upon final approval, the submitter will receive a copy of the completed form.

Once the requesting department has received approval from the Division of Finance, the project will be ranked in priority against other similar requests. The requestor will receive additional clarification pertaining the priority and delivery time frame.

Once development has been completed, the requesting department will be sent information to access the test environment to verify the report/dashboard is functioning as expected.

IF THE REPORT/DASHBOARD is tested and is functioning as designed: The functional contact from the approved DW Work Order Request Form will be responsible to go into the test environment for the Data Warehouse COGNOS application to review and validate the data for accuracy and completeness. Upon verification the data warehouse developer can then load their new report/ dashboard into the Production environment. Once the report is published to the production, the functional contact will be contacted once more, to perform a validation using production results.

IF THE REPORT/DASHBOARD does not function as designed: Further refinement and development will be needed to complete the development request. The requesting agency contact from the approved DW Work Order Request Form will work closely with the data warehouse developer to refine and retest the report/dashboard. The report/dashboard functionality will be reviewed and retested to ensure it aligns with the original requested scope.

WHAT IS SCOPE and WHAT IS SCOPE-CREEP SCOPE is defined by what is included in the work order request, especially the details, filters, programming and fields identified in the design document portion of the work order request. The scope is further identified prior to beginning development, when reviewing the request with the requesting agency and the data warehouse representative. Once development begins, no additional features or functionality should be added.

SCOPE-CREEP can occur during the review phase and or testing of the new report/ dashboard. This includes request for more features and changes to fields or functionality. Design elements not clearly defined within the DW Work Order Request, and requests to be added later in the project is referred to as Scope-creep. What scope-creep is not, are elements such as changing text, adjusting the layout of report results, grouping or sorting the results differently.

State of Utah Department of Administrative Services ? Finance 10/2021

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Clear Form

DATA WAREHOUSE WORK ORDER REQUEST

Requestor EIN ___________________________ Requestor Name ____________________________________

Requestor Email _________________________ Requestor Phone ____________________________________

Department Name

_________________________________________________________________________

Report Request Information

If you have an idea of how your report should look or a report in Access or Excel, please make a screen shot and attach the file using the "Attach" button at the bottom of this form. This will be beneficial as we prepare your report within Data Warehouse. Save a copy of this request for your records. Submit your Work Order Request by emailing the completed form to: DATAWAREHOUSE@

Date Submitted _____________ Dated Needed _______________

Request Type _______________ System Involved _______________

BILLING DETAILS Activity Code

Function Code

___________________________ ___________________________

If other, please describe ___________________________

For Modifications/References to an Existing Report

Please provide the information below

Report Name _______________________________________________________________________________ Report URL/Path ____________________________________________________________________________

Report Request Details

New Report Title ____________________________________________________________________________

Description of Report Request (Use the "Attach Files" option to provide an image or PDF of the layout and/ or design for your project request.)

Attach Files

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Method of Expenditure: Please explain how the project will be paid for.

(Custom report, dashboard or query results will be billed using a combination of activity and function code, via IET in FINET)

How are you obtaining this data currently?

Frequency of Report? Daily

Who would require access to this report? Internal ? State of Utah Employees

Priority Priority Comments

External

Other: Describe:_______________________

What formats need to be made available for this report PDF HTML

How frequently will this report be run Daily Weekly Monthly

Will this report need to be scheduled, explain if so

Yes

No

Excel/Download Annually Ad Hoc

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DATA WAREHOUSE /COGNOS DESIGN DETAILS

Please provide the information below

Report Name _______________________________________________________________________________

Purpose _______________________________________________________________________________

Who can access this report ___________________________________________________________________

Report Orientation

Additional Security required

If Additional Security is required, please explain

__________________________________________________________________________________________

REPORT OBJECTS / VARIABLES / FILTERS Section 1: Tables and Fields

Prompt: Please identify which fields are "Prompted" for the user to enter. Examples might include department, fund, fiscal year or fiscal period.

Display Order: Enter a number value which represents the order in which the fields are displayed in the output of the report.

Remove the example values (in blue) from the cells below and fill in custom details for this request.

Table Name

Accounting Journal Accounting Journal Accounting Journal ABS_DOC_HDR ABS_DOC_HDR ABS_DOC_HDR

Field Name

FY DOC_DEPT_CD FUND_CD DOC_CD DOC_ID DOC_ACUT_AM

Display Name

Fiscal Year Department Fund Document Code ID Funded Amount

Prompt Display Order

Yes

1

Yes

2

Yes

3

No

4

No

5

No

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Section 2: Variables and Calculations

This section is to define calculations, calculated fields, or other variables.

Field or Object Name

Definition / Criteria

Number of [STA_CD_NM] (Example of "Number Rejected")

Count the number of documents with this status code name.

Total [STA_CD_NM] (Example: "Total Rejected")

Sum total of all dollars associated with this status code name.

Section 3: Filters

This section is for filters. Examples include: DOC_PHASE_CD = '3', DOC_FUNC_CD'3".

Field or Object Name

Table

Filter Object Filter condition(s)

DOCUMENT ID'S

ABS_DOC_HD DOC_CD R

The document code must equal the many document code ID's used by the FINET_PT interfacing agencies (for example: MDPTS)

The report should not includebaseline DOC_CD entries (such as GAX, PRC, and such)

DOCUMENT DEPT

ABS_DOC_HD R

DOC_DEPT_C D

The report must be filtered by the prompted department code.

Only one department code can be selected at a time. No range of departments.

DOCUMENT STATUS

CVL_DOC_STA DOC_STA_NM _CD

Eliminate/filter out DOC_STA_NM= "Submitted" which is 4

Note: Remember, for this query the DOC_STA_NM for a particular recordis a result of joining the ABS_DOC_HDR[DOC_STA_CD] field and CVL_DOC_STA_CD[DOC_STA_CD}

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Section 4: Comments and/or SQL Code

If available, paste in the SQL code below, or provide clear insight such as filters or programmatic calculations, etc. **NOTE** This is only an example. This SQL uses the RQ_DOC_HDR table. Substituting the ABS_DOC_HDR should result in the correct data. Please provide example SQL where possible. One method is to build your query with MS Access or Excel, the copy and paste it here. Completing this step provides the best wayto ensure that the report will provide the data elements which you expect. SQL: SELECT ADMADV_CVL_DOC_STA_CD.DOC_STA_NM, FINADV_ABS_DOC_HDR.DOC_CREA_DT, FINADV_ABS_DOC_HDR.DOC_CD, FINADV_ABS_DOC_HDR.DOC_DEPT_CD, FINADV_ABS_DOC_HDR.DOC_ID, FINADV_ABS_DOC_HDR.DOC_ACTU_AM FROM (FINADV_ABS_DOC_HDR INNER JOIN ADMADV_CVL_DOC_PHASE_CD ON FINADV_ABS_DOC_HDR.DOC_PHASE_CD = ADMADV_CVL_DOC_PHASE_CD.DOC_PHASE_CD) INNER JOIN ADMADV_CVL_DOC_STA_CD ON FINADV_ABS_DOC_HDR.DOC_STA_CD = ADMADV_CVL_DOC_STA_CD.DOC_STA_CD WHERE (((ADMADV_CVL_DOC_STA_CD.DOC_STA_NM)"Submitted")) ORDER BY ADMADV_CVL_DOC_STA_CD.DOC_STA_NM DESC , FINADV_ABS_DOC_HDR.DOC_CREA_DT, FINADV_ABS_DOC_HDR.DOC_DEPT_CD, FINADV_ABS_DOC_HDR.DOC_ID;

AGENCY REQUESTOR SIGNATURE ________________________________________ Date: _________________

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For Division of Finance Use

Received by _______________________________ Approval Status

Comments/Clarifications

Date Received __________________

Budgetary Estimates

(Budgetary estimates are high level estimates on the expected costs and time needed for the project.)

Description

Units Unit Cost Subtotal

0

$ 0.00

$ 0.00

0

$ 0.00

$ 0.00

0

$ 0.00

$ 0.00

0

$ 0.00

$ 0.00

0

$ 0.00

$ 0.00

0

$ 0.00

$ 0.00

0

$ 0.00

$ 0.00

0

$ 0.00

$ 0.00

0

$ 0.00

Estimated Total Cost

$ 0.00 $ 0.00

Initial Estimate Small

Medium

Large Extra Large

Estimated Hours __________________

Zoho Task Number ______________________________ Path to Files ____________________________________________________________________________

DW SUPERVISOR SIGNATURE ___________________________________________ Date: _________________ Date email sent to requestor with approval/reject notice, time estimate, etc.

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