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March 24, 2009March 24, 2009Anaheim, CaliforniaAnaheim, California
Implementing EPM: Implementing EPM:
How Northwestern University Customized & How Northwestern University Customized & Implemented EPMImplemented EPM
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PresentersPresenters
John Ewan John Ewan Financial Reporting Team Manager, Northwestern UniversityFinancial Reporting Team Manager, Northwestern University
Manish AminManish Amin Lead Data Modeler, Northwestern UniversityLead Data Modeler, Northwestern University
Rumy SenRumy Sen President and Founder, Entigence CorporationPresident and Founder, Entigence Corporation
Jonathan StegallJonathan Stegall Senior Consultant, Entigence CorporationSenior Consultant, Entigence Corporation
Katie CrawfordKatie Crawford Associate, Huron Consulting GroupAssociate, Huron Consulting Group
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AgendaAgenda
Northwestern University & Project CaféNorthwestern University & Project Café
Reporting StrategyReporting Strategy
EPM Installation: Modification and ImplementationEPM Installation: Modification and Implementation
ETL DevelopmentETL Development
Environments and HardwareEnvironments and Hardware
Row Level SecurityRow Level Security
Report DevelopmentReport Development
Lessons LearnedLessons Learned
QuestionsQuestions
Northwestern UniversityNorthwestern University&&
Project Café Project Café
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Northwestern UniversityNorthwestern University
AcademicsAcademics 17,000 Students17,000 Students
7,100 Faculty and Staff7,100 Faculty and Staff
CampusesCampuses EvanstonEvanston
ChicagoChicago
QatarQatar
Annual Research BudgetAnnual Research Budget Over $1.5 billionOver $1.5 billion
Sponsored Research BudgetSponsored Research Budget Over $439 millionOver $439 million
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Northwestern & PeopleSoftNorthwestern & PeopleSoft
Human Resources, 1997Human Resources, 1997 HR, Benefits Administration, Payroll, Recruitment, Position HR, Benefits Administration, Payroll, Recruitment, Position
ManagementManagement
Student, 1999Student, 1999 Admissions, Academic Advisement, Financial Aid, Student Admissions, Academic Advisement, Financial Aid, Student
Financials, Student RecordsFinancials, Student Records
Financials, 2008Financials, 2008 Grants, Project Costing, Contracts, Billing, AR, GL, Commitment Grants, Project Costing, Contracts, Billing, AR, GL, Commitment
Control, Purchasing, Expenses, etc.Control, Purchasing, Expenses, etc.
Enterprise Performance Management (EPM), 2008Enterprise Performance Management (EPM), 2008 Financials (AP, AR, GL), & Supply ChainFinancials (AP, AR, GL), & Supply Chain
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Project Café ScopeProject Café Scope
Research Pre-award (InfoEd)Research Pre-award (InfoEd) Go Live: July 17, 2007Go Live: July 17, 2007
Aligned with PeopleSoft Department Structure: November 24, Aligned with PeopleSoft Department Structure: November 24,
20082008
Facilities Management (FAMIS)Facilities Management (FAMIS) Go Live: December 1, 2008Go Live: December 1, 2008
PeopleSoft FinancialsPeopleSoft Financials Go Live: December 8, 2008Go Live: December 8, 2008
Enterprise Performance Management (EPM)Enterprise Performance Management (EPM) Go Live: December 8, 2008Go Live: December 8, 2008
TimelineTimeline
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Jun ‘07
Purchased EPM Sep ‘07
Gathered requirements from central offices, schools, and depts
Created 160 report specifications,
Conducted fit-gap analysis with EPM
Determined major EPM enhancements
Created data models
Dec ‘07
Implemented custom stars and modified EPM facts and dimensions
Apr ‘08
Nov ‘07
Oct ‘08
Nov ‘08
Conducted end-user testingSign-off
Dec 8, 2008GO-LIVE!!
OngoingSupport, schema enhancements, report modifications
Ad Hoc Reporting Future
Created 100+ EPM-based reports
Created 40+ real-time reports
Testing, testing, testing….
Reporting StrategyReporting Strategy
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Northwestern’s Reporting StrategyNorthwestern’s Reporting Strategy
Reporting EnvironmentReporting Environment Web-based delivery of reportsWeb-based delivery of reports ““One-stop shopping”One-stop shopping” Row level security to control data accessRow level security to control data access
Reporting GoalsReporting Goals Support daily operations, reconciliation, and budget management Support daily operations, reconciliation, and budget management
reporting needsreporting needs Integrate data from PeopleSoft and other sourcesIntegrate data from PeopleSoft and other sources Deploy standardized prompts and report layouts Deploy standardized prompts and report layouts Promote self-service/ad hoc access and single version of the truthPromote self-service/ad hoc access and single version of the truth
Reporting AccessReporting Access To financial data (PeopleSoft)To financial data (PeopleSoft) To each enterprise subject area (ex. InfoEd, FAMIS)To each enterprise subject area (ex. InfoEd, FAMIS)
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Reporting Strategy DeliveredReporting Strategy Delivered
Cognos 8.2 – delivery of data to the usersCognos 8.2 – delivery of data to the users Report Studio – Standard ReportsReport Studio – Standard Reports Query Studio – Ad Hoc ReportingQuery Studio – Ad Hoc Reporting Cognos Connection – Web portal for reportsCognos Connection – Web portal for reports
EPM – baseline and customized mappingsEPM – baseline and customized mappings PeopleSoft – Supply Chain & Financials DataPeopleSoft – Supply Chain & Financials Data
Custom-built star schemas Custom-built star schemas InfoEdInfoEd FAMISFAMIS
EPM Installation:EPM Installation:Modification and ImplementationModification and Implementation
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Requirements GatheringRequirements Gathering
Functional TeamFunctional Team Reviewed more than 300 report requirements from central Reviewed more than 300 report requirements from central
offices, schools, and departmentsoffices, schools, and departments
Determined 160 reports for which Project Café would be Determined 160 reports for which Project Café would be
responsibleresponsible
Met with central offices, schools, and departments to gather Met with central offices, schools, and departments to gather
data requirementsdata requirements
Provided mappings for report fields to corresponding Provided mappings for report fields to corresponding
PeopleSoft sourcesPeopleSoft sources
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Gap AnalysisGap Analysis
Reporting TeamReporting Team Compared mappings to EPM fields Compared mappings to EPM fields
Determined where gaps existedDetermined where gaps existedo Small Gaps such as missing fields Small Gaps such as missing fields
o Large GapsLarge Gaps
Missing Tables (e.g. Commitment Control, Grants)Missing Tables (e.g. Commitment Control, Grants)
Data from other PeopleSoft modules (e.g. HR)Data from other PeopleSoft modules (e.g. HR)
External data (e.g. InfoEd, FAMIS) External data (e.g. InfoEd, FAMIS)
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Gap Analysis - ExampleGap Analysis - Example
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Data Warehouse DesignData Warehouse Design
Kimball approachKimball approach Started with EPM “Out of the Box”Started with EPM “Out of the Box”
The Good – Dimensions (Type 2)The Good – Dimensions (Type 2) The Bad – Fact TablesThe Bad – Fact Tables
o All inclusive, butAll inclusive, buto Did not match up with the reporting requirementsDid not match up with the reporting requirementso Required significant enhancementRequired significant enhancement
The UglyThe Uglyo EPM 8.9 does not have commitment controlEPM 8.9 does not have commitment controlo No Grants dataNo Grants datao Reporting requirements called for external dataReporting requirements called for external data
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Data Warehouse Design ResultsData Warehouse Design Results
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Conformed Dimensions: KK Summary Conformed Dimensions: KK Summary StarStar
Conformed Dimensions:Conformed Dimensions: TimeTime AccountAccount DepartmentDepartment Project and ActivityProject and Activity FundFund Vendor/SupplierVendor/Supplier
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Specialized Dimensions: Project Specialized Dimensions: Project Resource StarResource Star
Specialized Dimensions:Specialized Dimensions: Award attributeAward attribute Bill planBill plan Award mileAward mile Flattened PeopleSoft Flattened PeopleSoft
trees (department, trees (department, account, etc.)account, etc.)
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Data Warehouse Fact TablesData Warehouse Fact Tables
Supply ChainSupply Chain PO Line Match factPO Line Match fact Voucher and Voucher line factVoucher and Voucher line fact PO line factPO line fact Receive Line factReceive Line fact Voucher Accounting line factVoucher Accounting line fact
Grants ManagementGrants Management Project Resource factProject Resource fact Project and Ledger SummaryProject and Ledger Summary Effort max factEffort max fact Item activity factItem activity fact Grants Management Award Grants Management Award
factfact
General Ledger (KK)General Ledger (KK) Ledger KK Summary factLedger KK Summary fact Ledger KK Detail factLedger KK Detail fact Bank Statement factBank Statement fact Ledger factLedger fact Journal factJournal fact General Ledger Expense General Ledger Expense
Sheet factSheet fact Budget Journal factBudget Journal fact Human Resource Journal factHuman Resource Journal fact Cost Accounting line factCost Accounting line fact Investment Accounting line Investment Accounting line
factfact
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Additional Fact TablesAdditional Fact Tables
Research Pre-award (InfoEd)Research Pre-award (InfoEd) Award Summary factAward Summary fact
Request Summary factRequest Summary fact
Request Detail factRequest Detail fact
Award Detail factAward Detail fact
Facilities Management (FAMIS)Facilities Management (FAMIS) Job Control Extract factJob Control Extract fact
Purchase Order FactPurchase Order Fact
Receipt factReceipt fact
FAMIS Summary factFAMIS Summary fact
FAMIS Transaction factFAMIS Transaction fact
ETL DevelopmentETL Development
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ETL Approach & GoalsETL Approach & Goals
Keep a safe copy of the delivered codeKeep a safe copy of the delivered code
Clone the code and use “NU_” naming standard for Clone the code and use “NU_” naming standard for
customized codecustomized code
Use out-of-the-box ETL flowUse out-of-the-box ETL flow StagingStaging
Data loadData load
Fit into a nightly windowFit into a nightly window Parallel processing when feasibleParallel processing when feasible
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ETL DeliveredETL Delivered
StagingStaging 200 ETL staging jobs/scripts200 ETL staging jobs/scripts
Copied tables from the source system to the staging areaCopied tables from the source system to the staging area
Minimized impact / disruption of the source systemMinimized impact / disruption of the source system
Reduced risk of data inconsistency & partial transaction Reduced risk of data inconsistency & partial transaction
capture capture
Requires about an hour to executeRequires about an hour to execute
ETLETL 100 DW ETL jobs/scripts100 DW ETL jobs/scripts
Requires about 3 hours to executeRequires about 3 hours to execute
Environments & HardwareEnvironments & Hardware
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EPM InstallationEPM Installation
EnvironmentsEnvironments DevelopmentDevelopment
TestTest
UAT (User Acceptance Test)UAT (User Acceptance Test)
ProductionProduction
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EPM - ArchitectureEPM - Architecture
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EPMEPM Hardware DeliveredHardware Delivered
Component Development Test / QA Production Note
OS system---based upon NU2003 SP2 enterprise/ standard
2003 SP2 enterprise/ standard
2003 SP2 enterprise/ standard
OS—is windows 2000 for NU
CPU requirements----for EPM (portal) and ETL(datastage)
2.66Ghz, 32GB RAM (4 CPU’s) (addl 600GB HD)
2.66Ghz, 32GB RAM (4 CPU’s) (addl 600GB HD)
2.66Ghz, 32GB RAM (dual core 4 CPU’s) (addl 500GB HD)
RAM = 1.5x of CPUs
Default PORTS 31538/TCP DSEngine rpc daemon23/TCP DataStage Telnet Service
31538/TCP DSEngine rpc daemon23/TCP DataStage Telnet Service
31538/TCP DSEngine rpc daemon23/TCP DataStage Telnet Service
Default ports for windows
DB sizing requirements Demo db approx 51GB.Recommended size of Dev DB – 60 to 90 GB
Min. 60-100 GB; Size DB based upon the PeopleSoft UNT environment
Min. 100-150 GB;Size DB based upon the PeopleSoft Production environment
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Row Level Security (RLS)Row Level Security (RLS)
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Paradigm ShiftParadigm Shift
Legacy StrategyLegacy Strategy Access based on combinations of chart-stringsAccess based on combinations of chart-strings
Secure but difficult to maintainSecure but difficult to maintain
Café ObjectiveCafé Objective RLS with an eye on flexibility and maintenance:RLS with an eye on flexibility and maintenance:
Users to have access based on a set of departmentsUsers to have access based on a set of departments Users to have access to a set of projectsUsers to have access to a set of projects Only select users have access to highly confidential data items Only select users have access to highly confidential data items
such as salary informationsuch as salary information
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Secure by DepartmentSecure by Department
Departmental security relatively easyDepartmental security relatively easy Leverage natural relationship between user and department(s)Leverage natural relationship between user and department(s)
Allow user to be associated with more than one departmentAllow user to be associated with more than one department
Use PeopleSoft’s user-to-department associations to drive RLS Use PeopleSoft’s user-to-department associations to drive RLS
security in Cognossecurity in Cognos
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Secure Project FinancialsSecure Project Financials
Project Security more complexProject Security more complex
Who should be allowed to see financials for projects?Who should be allowed to see financials for projects? Users belonging to department that owns project (ex: dept Users belonging to department that owns project (ex: dept
administrator)administrator)
User’s assigned project-level access (ex: PI and project team)User’s assigned project-level access (ex: PI and project team)
Users allowed to charge to the project (ex: cost-share activities)Users allowed to charge to the project (ex: cost-share activities)
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Business Rules for ProjectsBusiness Rules for Projects
Users belonging to department that owns projectUsers belonging to department that owns project If user’s dept = project’s dept, allow accessIf user’s dept = project’s dept, allow access
User’s with project-level access User’s with project-level access Explicitly granted access in PeopleSoftExplicitly granted access in PeopleSoft Use PeopleSoft’s project_sjt table to drive user-to-project filters Use PeopleSoft’s project_sjt table to drive user-to-project filters
in Cognosin Cognos
Users allowed to charge to the projectUsers allowed to charge to the project Implicitly derived accessImplicitly derived access Tough!Tough! Information on who is charging to the project is only available Information on who is charging to the project is only available
through transaction historythrough transaction history
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Project Security: Take 1Project Security: Take 1
Create a “master” userid-to-projectid security table:Create a “master” userid-to-projectid security table: Source #1Source #1: by default user can see all projects for their : by default user can see all projects for their
departmentsdepartments Use dept_sjt table in PS to derive a list of projects for userUse dept_sjt table in PS to derive a list of projects for user
Source #2Source #2: explicit authorization: explicit authorization Use project_sjt table in PeopleSoft Use project_sjt table in PeopleSoft
Source #3Source #3: implicit access: implicit access Using ETL:Using ETL:
Go through Go through all all transactions and build a user-id to project-id transactions and build a user-id to project-id associationassociation
Incredibly time consuming ETLIncredibly time consuming ETL But it worked…But it worked…
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Project Security: Take 2Project Security: Take 2
For Source #3, push the heavy-lifting to PeopleSoftFor Source #3, push the heavy-lifting to PeopleSoft Use SmartERP to develop a dept-id to project-id combo table in Use SmartERP to develop a dept-id to project-id combo table in
PSPS Enhance project security ETL to use SmartERP combo table to Enhance project security ETL to use SmartERP combo table to
populate a final project security table (“sec”) populate a final project security table (“sec”) Project sec table now contains rows for users and related Project sec table now contains rows for users and related
projects using explicit and implicit associationsprojects using explicit and implicit associations One-time set-up followed by incremental maintenance One-time set-up followed by incremental maintenance
overheadoverhead
Net effect:Net effect: SmartERP-provided comprehensive department-to-project SmartERP-provided comprehensive department-to-project
associations drives RLS effectively and efficientlyassociations drives RLS effectively and efficiently
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A Picture is Worth a 1000 WordsA Picture is Worth a 1000 Words
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PS_D_DEPT_NU_SJT PS_D_PRJ_NU_SJT
PS_D_DEPT_SEC_NU PS_D_PRJ_SEC_NU
PS_SMERP_COMBO_NU
“Explicit Access”
List of projects that user has access to outside of user’s dept
“Implicit Access”
List of projects within user’s dept and projects that user’s dept is charging to
Notes:Notes: In reports, users allowed to pick only primary departments, not In reports, users allowed to pick only primary departments, not
departments associated with projectsdepartments associated with projects User id and role-names are embedded in sjt and sec tables as User id and role-names are embedded in sjt and sec tables as
appropriate for Cognos’ use appropriate for Cognos’ use
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Row Level Security DeliveredRow Level Security Delivered
Secure department and project prompt values:Secure department and project prompt values: If user can’t pick a value then they can’t see the financialsIf user can’t pick a value then they can’t see the financials
Alias dimensions and join to “sjt” (for dept) and “sec” (for Alias dimensions and join to “sjt” (for dept) and “sec” (for
project) tables to automatically filter valuesproject) tables to automatically filter values
Secure ad hoc queries:Secure ad hoc queries: Filter fact tables with “or” condition on available Filter fact tables with “or” condition on available
department_sjt or project_sec values for userid and role-namesdepartment_sjt or project_sec values for userid and role-names
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Report DevelopmentReport Development
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Report DevelopmentReport Development
11-month development 11-month development
timeframe in conjunction timeframe in conjunction
with ETL developmentwith ETL development
Iterative process with the Iterative process with the
functional teamfunctional team
Area # of Reports
# of Users
General Ledger 33 Approx 4,000
Grants Management 40 Approx 4,100
Supply Chain 24 Approx 3,900
Grants Pre Award (InfoEd)
30 Approx 2,300
Facilities (FAMIS) 20 Approx 230
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Report DemonstrationReport Demonstration
GM044 Sponsored Project Portfolio
1 line per project activity
GM045 Sponsored Project Budget Statement
1 line per account
GL008 Revenue and Expense Activity Report
1 line per transaction type
GL059 Transaction Detail Drill-Thrus
1 line per transaction line
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Sponsored Project PortfolioSponsored Project Portfolio
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Sponsored Project Budget StatementSponsored Project Budget Statement
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Revenue and Expense Activity ReportRevenue and Expense Activity Report
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Payroll DrillPayroll Drill
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Expense Report DrillExpense Report Drill
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Voucher DrillVoucher Drill
Lessons LearnedLessons Learned
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Lessons Learned: FunctionalLessons Learned: Functional
Agree on data definitions prior or during gap analysisAgree on data definitions prior or during gap analysis Provide detailed source mapping for each report Provide detailed source mapping for each report
requirementrequirement Ensure the functional team understands the Ensure the functional team understands the
foundations of data warehousing/business intelligence foundations of data warehousing/business intelligence (e.g. de-normalization)(e.g. de-normalization)
Work closely with technical team to ensure they Work closely with technical team to ensure they understand the business rulesunderstand the business rules
Complete functional specs with an EPM contextComplete functional specs with an EPM context Develop a list of “reporting standards” to guide Develop a list of “reporting standards” to guide
developmentdevelopment
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Lessons Learned: TechnicalLessons Learned: Technical
Use of EPM saved months of Use of EPM saved months of
developmentdevelopment Conformed dimensions Conformed dimensions Easier to customize than create from Easier to customize than create from
scratch scratch Get enough hardware for EPM (avoid Get enough hardware for EPM (avoid
virtual servers)virtual servers)
Take advantage of Oracle Take advantage of Oracle
Customer ServiceCustomer Service
Beware of the deleted Beware of the deleted
Journal entry!Journal entry! Destructive vs. incremental reloadsDestructive vs. incremental reloads
Large increase of Large increase of
consultants staff will help, consultants staff will help,
but…but… Learning curve for different functional Learning curve for different functional
areasareas Heavy parallel work increases potential Heavy parallel work increases potential
for reworkfor rework Need to actively promote reuseNeed to actively promote reuse
Offshoring worked (Infosys)Offshoring worked (Infosys) Majority of ETL coding Majority of ETL coding Some Cognos report development Some Cognos report development Don’t offshore the way we did!Don’t offshore the way we did!
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Lessons Learned: Row Level SecurityLessons Learned: Row Level Security
RLS was expected by user community; think outside RLS was expected by user community; think outside
the box! the box!
Avoid building complex security rules on the reporting Avoid building complex security rules on the reporting
side; difficult to maintain incrementallyside; difficult to maintain incrementally
Cognos provides tremendous flexibility for role-based Cognos provides tremendous flexibility for role-based
security and RLSsecurity and RLS
Think about ad hoc reporting when securing standard Think about ad hoc reporting when securing standard
reportsreports
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Further InformationFurther Information
Available upon request…Available upon request… Detail design of the data warehouse & ETLs Detail design of the data warehouse & ETLs
Details of our row level security implementationDetails of our row level security implementation
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Contact InformationContact Information John Ewan - [email protected] Ewan - [email protected] Manish Amin - [email protected] Amin - [email protected] Rumy Sen - [email protected] Sen - [email protected] Jonathan Stegall - [email protected] Stegall - [email protected] Katie Crawford - [email protected] Crawford - [email protected]
QuestionsQuestions