Vision Analysis Cubes

VI-227: Vision
Analysis Cubes –
Oh the Possibilities!

Deltek Insight 2011
Presented by
Vicki Morton

Agenda
 Key Takeaways and Bonestroo
 Overview of Vision Analysis Cubes
 Instructions/Options/Tips
 Live Demonstration
 Review/Business Impact
 Questions
 Call to Action
 Contact Information

October 31,
2 2011 ©2011 Deltek, Inc. All Rights Reserved

Key Takeaways
 See how easy it is to use Vision Analysis Cubes along with discovering the
benefits that come with it
 Learn some best practices, shortcuts and tips
 See the importance of being able to view your critical business information “real
time” and drill down to the details

October 31,

 Founded in 1956
Multi-discipline engineering, planning and environmental science firm
 300 employees in 12 offices located throughout the Midwest with headquarters in
St. Paul, Minnesota
 Ranked 197th among design firms nationally in Engineering News Record’s List
of Top 500 Design Firms

 Speaker
 Vicki Morton, IS Manager

October 31,

Vision Analysis Cubes Intro
 Free / part of Deltek Vision 5.x/6.1
 Multi-dimensional using OLAP connection
 Interactive, live reporting
 Drill-down capability
 Uses Microsoft Excel pivot tables

October 31,

What You Need
 Microsoft SQL Server 2005 SP2 Standard or Enterprise Edition
 Microsoft SQL Server 2005 Analysis Services
 Microsoft Excel 2010/2007
 Microsoft Active Directory Domain Environment
 Analysis Cubes users and database server must be members of the domain

 Recommendations for Deltek Vision 6.1
 Microsoft SQL Server 2008
 Microsoft SQL Server 2008 Analysis Services

October 31,

Precautions/Limitations
 Security based on Active Directory not Vision role security
 Limited to data from Projects Info Center and GL account data
 Only includes standard fields
 Custom fields must be added by Deltek consulting services
 Cubes are updated on time intervals set by database manager
 Data does not refresh automatically to your Excel pivot tables. Choose Refresh
from the PivotTable Tools – Options menu
 Test and validate!!!
 Compare results against standard Deltek report

October 31,

Connect to Vision Cubes
 Launch Excel
 Choose Data – From Other
Sources (once you’ve
established a connection,
you can use Data – Existing
Connections)
 Choose From Analysis
Services

October 31,

Connect to Vision Cubes

October 31,

Connection Established

October 31,

Design Your Pivot Table
 Drag the item you want
going down your
spreadsheet to the “Row
Labels” area
 Drag the item you want
going across your
spreadsheet to the “Column
Labels” area
 Drag the number item you
want calculated to the
“Values” area
 You can stack items to
create multiple
groupings/subtotals

October 31,

Know Your Data
 Projects Cube
 Project financials
 Employee hours
 GL Cube
 Income statement
 Specific accounts
 Project Charge Types
 Overhead, promotional and regular
 When you want to see “direct hours” in your report, use “labor total hours”
with regular project charge type only
 Project Primary Client vs. Project Billing Client
 Filter On Fiscal Year–Quarter–Period to Choose Up-to-Date Information or Just
Through A Closed Period
 Validate!!!!
October 31,

Scenario: A client service manager stops by and is on the way to an
important client meeting and wants to know the revenue for all the projects
we’ve worked on for that client over the past five years, grouped by project
type. Oh, and if you can show who the project managers were that would
be helpful.

Stack multiple items to
create groupings/subtotals in
your pivot table
October 31,

Scenario continued: Drill down to the next level and see individual project
information.

October 31,

Scenario: In preparation for a planning meeting, the CEO has requested a
report showing the top 20 clients as well as the bottom 20 clients for this
year based on revenue (please sort this high to low based on revenue).

Use the drop-down for the
row data and choose
“More Sort Options…”
and then sort by
Descending order by
Revenue.

October 31,

Scenario continued: Filter the client list to show just the top 20 clients
based on revenue. You can also do this for the bottom 20.

Use the drop-down for the
row data and choose
“Value Filters – Top 10…”

Use the pull-downs to
show the Top or Bottom
20 Items by Revenue.

October 31,

Options/Tips
 Use the pull-down on an item in your
Values box and choose “Value Field
Settings…” to change how the
number is calculated and/or formatted
in your pivot table
 For example, you can use different
calculations such as Sum or Count
 You can also format the number from
a variety of choices

October 31,

Options/Tips Continued
 Use the PivotTable Tools – Design
options to quickly change the look of
your report with some built-in styles

October 31,

 Use the PivotTable Tools – Design –
Layout – Subtotals to choose where to
display the subtotal rows

October 31,

 Use the PivotTable Tools –
Design – Layout – Grand
Totals to choose from
several options

October 31,

 Use the PivotTable Tools –
Design – Layout – Report
Layout to choose from
several options of how to
display your pivot table

October 31,

 To insert an automatic page
break between each sub-
group, right-click on a group
heading and choose “Field
Settings...”
 From the Layout & Print tab,
check the “Insert page
break after each item” box

October 31,

 By default, each time you
refresh your pivot table, all
the column widths will
adjust back to autofit
 If you would like to preserve
the custom widths that you
have set, right-click
anywhere in your pivot table
and choose “PivotTable
Options…”
 From the Layout & Format
tab, uncheck the “Autofit
column widths on update”

October 31,

 By default, pivot tables do
not display an item if the
value is blank. If you want
to display all items, you
must turn this option on
 Right-click anywhere in your
pivot table and choose
“PivotTable Options…”
 From the Display tab, click
the “Show items with no
data on rows/columns”
check boxes

October 31,

 At times, you may want to
reference your pivot table
items as generic cell
addresses (relative) or as
specific item references
(absolute)
 From Excel Options –
Formulas you can turn this
feature off/on

October 31,

 At times, you may wish to distribute the pivot table results to users but don’t want
them to modify the report
 Make a copy of your original file
 Choose Data-Connections and Remove the OLAP connection

 At other times, you may wish to distribute the pivot table results in a format where
the user can edit it like a normal Excel spreadsheet but no longer be connected
to the live data (note that this will also remove all design formatting)
 Make a copy of your original file
 Select the entire spreadsheet (Ctrl-A)
 Copy
 Paste Values

October 31,

Bonus Tip

 At times, you may export data
from a standard Deltek report
which leaves numerous blank
cells. Here’s a quick method to
fill in those blank cells with data
from the cell above
 Highlight the area you wish to fill
including the cells with data
 Click the F5 button (Go To) and
click the Special… button.
Choose Blanks and hit OK.
Immediately type = then hit the
Up Arrow and then Ctrl-Enter
 Highlight everything. Copy and
then Paste Special Values

October 31,

Live Demo
Using Deltek Insight Image

October 31,

Review/Business Impact
 Vision Analysis Cubes works with Microsoft Excel pivot tables to gives you
interactive, live reporting with the ability to analyze data and drill down to details
 Vision Analysis Cubes are limited to data from Projects Info Center and GL
account data and only include standard fields
 Future “mega cube” will provide ability to pull data from multiple info centers as
well as custom fields
 Users can easily create their own reports thus reducing dependency on
accounting and IT/IS
 Vision Analysis Cubes give you valuable and insightful reporting
 Vision Analysis Cubes…Oh the Possibilities!!!

October 31,

Questions

www.twitter.com/deltek

www.facebook.com/deltekinc

www.linkedin.com/company/163414

www.youtube.com/user/deltekinc

October 31,

Call to Action
 Attend these related sessions for more info
• VI-230: Vision Dashboard Best Practices: Effective Communication Through
VPM
• VI-208: The Future of Vision Performance Management

October 31,

Contact Information
 Bonestroo, Inc.
 www.bonestroo.com

 Vicki Morton, IS Manager
 vicki.morton@bonestroo.com
 Member of LinkedIn, Deltek Vision Large User Group, PUG, MN Vision User
Group, CRM User Group
 Experience with software training development and classroom instruction;
pivot tables and analysis cubes for extensive reporting
 Deltek Vision, Satori proCube, Apax Partners/Epicor/Spectrum iVantage,
Microsoft Office

October 31,

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