BI Tools Service DT 046 Objectives O 1

BI Tools Service DT 046

Objectives O 1. Document the BI Technical and Service strategies for BI Tools M See slides O 1. D 2. Produce a roadmap that support the BI Tools Strategy M Done O 1. D 3. Develop a data source reference that details what connections are available for each BI Tool to internal and external data sources, including prerequisites that are required e. g. Technical standards that must be met, specific access requirements S This was very much aimed at EDW, as is conditional on EDW access technology being defined before can do anything O 1. D 4. Create and publish BI tools feature comparison chart, and process for updating as aligned to the Tools Roadmap. M Initial draft, and to be sent separately O 1. D 5 Define process for on boarding new BI Tools in the future into the Strategy. C This should never have been in here

BI Tools Service Strategy • This framework exists only to focus on BI Tools in University of Edinburgh, as owned and managed by Reporting and Analytics Service team • DTI 032 identified the Service Goal as: Provide an unified service to all Uo. E staff for their BI and MI needs, where users follow a clear path to connect to their data, have access to tools that allow them to analyse and share their information to the right audiences in the right way • Strategic change is underway in the Uo. E BI/MI space, which has led to the division of the service. BI Tools, sees to address providing tools that meet the utility and warranty of the downstream users, whether they be selfservice BI / report creators, report consumers, or formal reporting teams

BI Tools Service Strategic Goal • BI Tools Service provides users of Uo. E access to operational and supported data reporting, analytic and visualisation applications. • At the time of this project, the below applications are in scope of the BI Tools Service: SAP Business Objects (BI Suite) Live Power BI Live Qlik Sense To be deployed May 2019 Qlik. View To be deployed May 2019

BI Tools Service Strategic Direction • As per previously defined overarching BI/MI strategies, a number of BI / MI tools have been procured, and a centrally supported by IS • No formal steer has been provided to indicate that any tools should be favoured or limited over other tools. • The Service is therefore set up to continue to support and run multiple applications, until a wider BI/MI strategy dictates otherwise • This project has outlined renewal dates and notice periods, and it is the recommendation that the leadership team review the continual use of each tool, and business value added before any license renewal

BI Tools Service SAP BI Suite EDW Power BI On-Prem Infrastructure Access Security Qlik Reporting and Analytics Service In DTI 032 this visualisation was used to communicate a cohesive ‘Reporting and Analytics’ Business Service. The true goal of this service, and how BI/MI is best managed with Uo. E is being addressed outside of DTI 046. This cohesive service is not present, but DTI 046 looks to move these technical applications, and their upstream components into a accessible and cohesive technical service offering O 365 Uo. E Staff Users

Warranty Utility BI Tools Service – Framework Design Planning Data Experts trained in tools and creating bespoke reports University Wide Search Tool and process for existing reports Training in specific University data sets Central Reporting team for strategic reports Connection to data sources defined for each BI tool Offering consultancy on user generated reports Process for tracking and supporting Business Reporting and Analytics worked on reports Personalised training Guidelines / best practices on how to write user friendly reports Index of reports and datasets available to users Engagement Models (Access process documented etc. ) Risk Register Service Request process (inc. CSI Log) Licensing structure and maintenance process Technical Roadmaps List of Tool Features Service Websites Governance Structure Documented Incident Support Process inc. reporting Service definition – In scope, out of scope Comms Plan KPIs Training format Complaints Process IS Project work Service Framework – definition and roadmap User guidelines for restricting and sharing information To be delivered and maintained in Service Future Plan Delivered / or completed through another project in 18/19 a tin r po ce e R rvi se d Tool Availability Measurement and reporting To be delivered in DTI 046 s ga Va lu d e. A st u M s e v Ha

BI To ols To be delivered in DTI 046 To be delivered and maintained in Service Future Plan Delivered / or completed through another project in 18/19 End User Awareness Tool Engagement Models Periodical Toolset Reviews Strategic datasets defined Data / Report Search Functionality Consultancy and best practice guides Technical Roadmaps Responsive Reporting Team KPIs and performance measurement Data Source connection process IS Report and Data Source Repository (Pilot) Tools training Active involvement in external groups Data Source connection process Up to date Service Websites BI MI Programme Board

Road Map • Uo. E BI Tools are 3 rd party tools, where we have no application development rights • Licensing agreements are in place for all BI Tools, notice periods and renewal dates are kept on the Road Map • Key personal changes are to be marked, indicating where there is cessation or start of a particular key role or activity

Road Map https: //uoe. sharepoint. com/: x: /r/sites/SMEDSTeam/_layouts/15/Doc. aspx? sourcedoc=%7 Bc 8083273 -f 152 -4274 -893 a-a 2 f 0 d 31 a 7715%7 D&action=default&uid=%7 BC 8083273 -F 152 -4274 -893 A -A 2 F 0 D 31 A 7715%7 D&List. Item. Id=3703&List. Id=%7 B 4 D 81 A 969 -5 FD 7 -4 FCD-98 C 5 -172593 BCACE 9%7 D&odsp=1&env=prod

Security • Data and information security is of the utmost importance in Uo. E • Overall data security is outside the scope of just BI Tools, or even the Data Tools, but there is a responsibility that Service Managmnet have ensure the tools are fit for purpose, and align with the overall Data Security policies and procedures • It is the responsibility of Service Management to ensure up to date information regarding data and information security, and best practices is available to users of the tools within the service • At present, guidelines are published on the Service Webpage, but as part of an overall review of policy this is likely to be updated and changed

Data and Information Security • Access to the individual tools is owned by Service Management • Currently Power BI, and Qlik products are open to all members of Uo. E staff • SAP access must be requested • Access to the tools does not automatically grant any users to any data or information. • Uo. E practice a devolved access management process, where by owners of data and reports etc. in the tools are responsible for sharing, granting, restricting access as they feel is appropriate to the specific content

Flow of Data Access Required Daphne 1 Ollie 6 Read Access to Source Required Access to data model may be required Data Owner BI Tool: Creating the Model Source 2 Operational BI User BI Tool: Building the Report / Visuals Barry BI Tools Expert 4 EDW Access to Source Access to individual reports with a tool EDW / BI Tool Access Process EDW Access Point Map Qlik and Power BI 3 BI Tool: Published Report 7 Server Refresh Access 5 Harriet Alice High Level Thinker Admin Access to the individual tool

Service Management’s role • Service Managements fundamental role is to ensure that the IT services are coordinated and designed in order to maximise value for end users and operations • Whether downstream activities be self-service by users, or formalised reporting teams, they are reliant on a high-quality, secure, and resilient tools. • Design of this tools service, the inclusion of the toolset in the wider ecosystems, and their ongoing support and maintenance agreements fall within the ongoing remit of Service Management • Service Management take on the responsibility of Service Level Management. Ensuring Operational Level Agreements and Underpinning Contracts are appropriate for the agreed service level targets, and are measured and reported on • Within the BI Tools Service, Service Management take on the roles of Continual Service Improvement (CSI) Manager, and Process Architecture for the respective services

Service Management’s role, specifically for BI Tools • BI Tools, is one essential part of the ecosystem to make up BI/MI services in Uo. E • Digital Transformation programs are underway, and in alignment with Service Management, they are defining how MI and BI should be collected, used and shared within Uo. E • Due to the transitional nature of programme and project work, Service Management provide the alignment with BAU, service improvements and the long-term running of the service • Service Management should help realise the Digital Transformation objectives in business operations