Accounting system

Department of Administrative Services > Financial programs > Accounting system > Datamart

Datamart

Security access

 ​Maintenance portal
​Training ​Processing information
​Reports repository ​SFMA tables
OSPA tables
 ​Table reference lists
​Download/Save OCE file ​
Query tool software – IR Studio/Hyperion

Information to complete a full user setup, including IR Studio application download, ODBC configuration, IBM DB2 driver install, and Open Catalog Extension (OCE) updates are available here​.   

Security access forms

SFMA and OSPA standard view access:  

The agency security officer completes and submits the Datamart Standard View Access SFMA and OSPA Tables Request Form found in the Security Access Request section at: Systems Security. 

PPDB standard view access:  

The Department of Administrative Services (DAS), Human Resource Services Division, HR Systems Section manages access to the PPDB system and the related tables in Datamart. The PPDB Security Access Request Form appears at the following link under PPDB Resources & Information: HR Operations & Systems, contact PPDB Security at group.ppdb@oregon.gov.

Note: With the implementation of ‘Workday’, in February 2019, the DAS Datamart will no longer update PPDB (Position & Personnel Database) information. Workday will be the system of record for PPDB data. With this change, the DAS Datamart will only contain data from PPDB through Feb 1, 2019.​ 

ORBITS/PICS standard view access:  

The DAS, Budget and Management, Statewide Audit and Budget Reporting Section (SABRS) manages access to ORBITS and PICS and the related tables in the Datamart. The ORBITS/PICS Security form appears at the following link under SABRS Operations: CFO Forms Contact orbits.help@oregon.gov. 

User Maintenance site:

Go here to change your password, request your account be reset, view your current query connections or stop a query. Once you receive Datamart security access and you receive the initial temporary password, you have 48 hours to change your password on the Datamart User Maintenance site. The Maintenance site is compatible with Internet Explorer, Firefox, and Chrome.  

Report Datamart outages or connectivity issues to DAS Datamart Support by email at datamart.support@oregon.gov or call 503-373-0269.

Training

Scheduled Datamart trainings: (Trainings are normally scheduled once a month)

Datamart & Hyperion: Back to Basics
None at this time
 
Datamart & Hyperion: Payroll
None at this time
 
Datamart & Hyperion: A Cut Above
None at this time

Datamart training courses are on the iLearn website. Updated class scheduling information will be sent over the Datamart News List.  Datamart trainings are free of charge; however, agency's will be accessed a $50 fee if the user does not show for the scheduled training course. Agencies do have the option to send a substitute user, if the original user is unable to attend.

Training times and locations: 

SALEM Location: Classes are 8:00 am - 4:30 pm and will be held at the General Services Building in the DAS East Training Lab, located in the Mt Hood room at 1225 Ferry St SE, Salem, OR 97301.

TIGARD Location: Classes are 8:15 am - 4:30 pm and will be held at the PERS Building in the Training Lab, located at 11410 SW 68th St, Tigard, OR 97223.

PERS overflow parking: PERS-Overflow-Parking.pdf (close to Chang's Mongolian Grill)    **Note: Must include the PERS parking sign on dashboard of vehicle.

Training manuals:

Learn the basics about the SFMA Datamart, table information, the Repository, and how to set up an OCE. Learn about Hyperion, how to build and run queries, manipulate queries and results. In addition, learn about Hyperion tables, joins, filters, formatting, and sorting.If you would like to use the file (GL Detail 15.bqy) that is associated with Chapter 4B exercise in the 'Back to Basics' manual, please contact datamart.support@oregon.gov.
  
Datamart & Hyperion: Payroll - Manual - Learn the basics about the OSPA Datamart, the Repository, and how to set up an OCE. Also, learn about the Hyperion application, how to build and run queries, manipulate queries and results, and how to append queries. In addition, learn about Hyperion tables, joins, filters, formatting, and sorting.

Datamart & Hyperion: A Cut Above - Manual​
Learn advanced topics including: complex query building, pivots, free-form reports, computed fields, and dashboards.
 
OSFA Training 2014: Chart Design and Tips:
This document is a summary of the OSFA training: OSFA 2014 Presentation Summary
Datamart/Hyperion Tips and Tricks:
This document is a helpful tool that will provide users with valuable tips and tricks for the Datamart and Hyperion application. Tips and Tricks 2015

Processing calendar and system information

Datamart_Calendar_2020.pdf - Dates are subject to change.​

Datamart_Calendar_2019.pdf - Dates are subject to change.

Datamart System Load data- Detailed listing of statewide systems and their load schedules.

OBIEE Common Questions.pdf - Commonly asked questions about the Hyperion replacement project.

Important dates during month 13:

Update Schedule:

'YE GL Detail’ and ‘YE GL Summary’ tables: Data is only within these tables during Month 13. The rest of the year these tables are blank.
 
Updated data is available within the above two YE tables on the following dates: 07/20/2020, 07/22/20, 07/24/20, 07/27/20, 07/29/20, 07/31/20, 08/03/20, 08/05/20, 08/07/20, 08/10/20, 08/12/20 and 08/14/20.
 
'YE Active Accounting Event' table: Data is only within this table during Month 13. The rest of the year the table is blank.
 
Updated data is loaded the evening of the following dates and are viewable the next day: 07/30/20, 08/06/20, and 08/13/20.

SFMA financial table year reference:

The following is a list of the SFMA ‘Accounting Event’ tables and the range of time they currently contain.
 
Note: These tables are archived once a biennium. The Datamart News List will provide users with an alert when the next archive will take place. (Last archive: April 2019). In addition, Capital Construction data is the exception to the rule and is not archived.

Active Accounting Event: Most current three months of SFMA system data.
All Accounting Event: Contains SFMA data from FY 2016 to current.
Archive Accounting Event: Contains SFMA data from FY 2014 to current.

Work request form

Datamart Work Request form- Use this form to request improvements and/or changes to the Datamart, for example, new fields, tables, joins, etc. This form is to be completed and submitted electronically by using the 'Submit by E-mail' button.

Reports repository

The ‘Repository’ is a great tool to help share standard reports with users on a statewide level. The Repository continues to grow and currently contains 40+ files, which access data from SFMA, ORBITS, OSPA, etc. To learn more about how to access the repository and what each file includes:
Thanks to users throughout the state, we continually obtain new reports to help in day-to-day operations. If you have any reports which you believe would be a good fit to join this group, please send them, along with a detailed description, to datamart.support@oregon.gov.

Potential query tool issues:

Common things that can make your query return unpredictable results include: 
 
Problem                                                                 Possible solution
Query returns no results                                        Check filters for proper restrictions
Query returns no results                                        Check request is in proper format (20120229 or 2/29/12)
Duplication of data                                                Check the joined tables within the query section
More rows returned than expected                        Check filters for proper restrictions
More rows returned than expected                        Check the joined tables within the query section
Hyperion error: (Error message not found)            Download and use the new oce's from this site

SFMA tables

SFMA Datamart Tables- Listing of Financial and Profile tables. Contains data warehouse fields, field length, source, and descriptions. Note: To obtain additional detailed information about the SFMA tables, please refer to the 'Datamart and Hyperion: Back to Basics Manual' (page 2-16 through 2-22), in pdf form, shown in the 'Datamart Training' section of this website.

Join-Diagram2013- This file displays the 'All Acct Event' table joined to the various 'Profile' tables within the SFMA Datamart.
 
GL Compare - Comparison of fields between the GL Detail and the GL Summary tables. 
 
R*Stars Actuals at the Budget Level - R*Stars integration established a one-to-one relationship between the ORBITS Cross-Reference number and the R*Stars Program Code; providing a link between budget (ORBITS) and accounting (R*Stars).

OSPA tables

The OSPA Datamart contains data processed through the Oregon Statewide Payroll Application. Data is updated monthly following the close of the payroll month, which is around the 14th of the following month. Check the OSPS Processing Calendar for specific dates.
 
The OSPA Datamart contains individual employee payroll information including:
  • Deductions
  • Job Status
  • Labor Costing
  • Leave Accrual
  • Gross and Net Pay Detail
  • Work Schedules
  • Custom Reports.  Just about anything you can think of can be queried from the OSPA Datamart and customized to your specific needs. Do you need to complete a PERS salary breakdown? How about finding out how often someone uses sick leave? Curious about usage statistics for parking? All of these and much more can be queried from the OSPA Datamart.
  • Identify Errors.  Use the OSPA Datamart to query for specific pay or deduction codes that give you troubles. For example, use the OSPA Datamart to ensure that each SEIU union deduction code has an accompanying issues code. Or, query to ensure that insurances are being forced using post-tax rather than pre-tax plan codes.
  • Monitor for Potential Abuse.   The OSPA Datamart is ideal for doing spot queries to ensure that usage of pay codes fall within normal tolerances. For instance, you can run a query on a specific class to enquire about comp time accrual, then measure that against an expected average. Or, query specific employee groups for abnormal overtime usage.

    The OSPA Datamart does not contain: 
  • Confidential Information, such as Social Security numbers, wage withholding/garnishment info, bank account information or certain insurance surcharges
  • Data sourced from other applications such as salary range or employee addresses
  • Detailed daily time information if not using Online Daily Time or eTime.

Datamart table reference lists

These lists detail the fields available in each of the OSPA Datamart's six major tables.  For a Master List of all available fields, see the last portion of this section.
 
OSPA Datamart table
  
Description and filed listing
  
OSPS_DEDDeductions table reference guide
OSPS_JS_LAB_ADJJob status, labor & adjustments table reference guide
OSPS_LABOR_COSTLabor cost table reference guide
OSPS_LV_ACCRUALLeave accrual table reference guide
OSPS_NET_PAYNet pay table reference guide
OSPS_WORK_SCHEDWork schedules table reference guide
OSPS_JS_LAB_ADJ_ALL*
OSPS_DEDN_TBL**
OSPS_RETIREMENT***

 
*This table was created for the ACA data to help agencies view all agency ACA info.   
**This table was created for DAS OSPS statewide unit only.
***This table was created to provide historical data for various OSPS fields not contained on other OSPS Datamart tables, specifically the 'Final Check Issued date', 'Final Check Period End Date', and the 'Retirement Date' from the P010 screen in OSPS.


Table extensions reference

Each of the OSPA Datamart tables has historic data available from 07/01/11 to current.

Please note: As of Aug. 11, 2017, four tables have been combined to one, eliminating three extra file extension views (i.e. OSPS_DED vs. OSPS_DED_B, OSPS_DED_PB, and OSPS_DED_PP).

It will be important to update your queries that are using the old file extensions (_B, _PB, and _PP). These queries must be updated to point to the OSPS table with no file extension.  Make sure to go into the properties of the table (double click on the top of the table) and alter the 'physical name' to contain no extension.

With this change, it has become more important to make sure each OSPS query has at least two filters. One is 'Agency' and the other is a time period such as 'Pay Period End', 'Pay Proc Date', etc. These two filters will allow your query to run at its optimal level.


Master field list

OSPA Datamart master table reference guide
Guide to table abbreviations used in Master List:
Abbreviation
  
Table identified
  
DEDOSPS_DED
JSLOSPS_JS_LAB_ADJ
LCOSPS_LABOR_COST
LVOSPS_LV_ACCRUAL
NPOSPS_NET_PAY
WSOSPS_WORK_SCHED


Download/Save OCE file - Required to connect IR Studio to the ODBC

Columns will be in alphabetical order.
 

Please save these OCEs to a drive that is backed up, such as your network or personal.


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