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Welcome to the Advanced Analytics Module (AAM) initial configuration guide. Here you will learn how to get AAM up and running. You'll likely be following one of two paths. Either doing a self-implementation, or doing a guided implementation with one of our consultants. Either way, this page is a useful reference.

Let's start by looking at the big picture. Given you are just getting started with AAM, you need to make sure you know how it is built into Projector. AAM is a fully functional system housed within Projector. That means it has its own users list, own permissions, and own terminology. Learning these aspects of AAM is part of getting ramped up. In addition, because the systems are separate, you'll need to learn how to get data from Projector into AAM. That is what this page helps you do.

Once your data is in AAM you can start doing all the "fun" things like building intelligent dashboards that give you visibility into your organization's performance.

One last thing, which is that visual learners should see our AAM Configuration Overview webinar that was hosted as part of the Projector e3 community program. This video walkthrough of the AAM setup is a great resource. It can be used as a corollary to this help page.

Brief Structural Overview

A quick explanation of how Advanced Analytics is structured.

  • Data setsData sets are the foundation upon which everything else in AAM is built. Think of them as flat spreadsheets with columns and rows of data. For example, you might have a data set of resource name, location, and hours worked.
  • Views - Views take information from a single data set and displays information about it. For example, you might show a bar graph of location and hours worked. Views are tied to exactly one data set.
  • Reports - Reports are a compilation of views. As with views, a report is tied to a single data set. For example, you have three views in your report. They show hours by resource, hours by location, and hours by resource and location.
  • Dashboards - Dashboards take views from various reports and combine them together. These are the consumable piece of AAM. For example, you create a dashboard with five views. Each view may come from a different report and a different data set.
  • Data sources - a data source is anything outside of AAM that you want to pull data from. For example, Projector is a data source, but so is Salesforce, Google Analytics, or your own SQL databases. Each data set may have multiple data sources. For example, I can combine Projector and Salesforce data into a single data set.
Before you continue, you may also want to review:

Configuration Overview

Your installation is preconfigured with the AAM Base Package. This base package is meant to expedite getting you up and running. Before you can start using it, three steps need to be completed.

  1. Complete data refresh schedule - this is the optimal time to run your data extract to avoid maintenance windows and stale data
  2. Schedule reports to run in Projector - schedule the extract of the Projector data
  3. Schedule data set refreshes in AAM - schedule the import of Projector data into AAM

The following sections walk you through these three steps.

Create Your Schedule

Your schedule is very important. It ensures:

  • You get relevant, fresh data
  • You do not interfere with day-to-day report runs
  • You do not request data during system downtime

Times to Avoid

Avoid these maintenance times when creating your schedule. These maintenance times are for AAM only, not for Projector proper.

Times to AvoidDayGMTEST
Scheduled MaintenanceSaturday10:00pm - 11:59pm5:00pm - 6:59pm
Bug fixAny day6:00am - 6:15am1:00am - 1:15am


Fill in Schedule

This part is very important. You want to make sure you have a report schedule that matches how your business runs. 

  1. Fill in the My Deadline column. These are typical due dates. For example, everyone has to have their time in by 5pm Monday or else.
  2. Fill in the My Projector Report Schedule column. Your schedule will likely be the day after something is due. For example, if hours must be submitted by Monday, schedule the report Tuesday morning.
ActionExample DeadlineMy DeadlineRelated Projector ReportExample Projector Report ScheduleMy Projector Report ScheduleAAM ImportImport Method
Time SubmittedEnd of Day Monday
AAM-MissingTimeTuesday at 3am
+93 minutesAppend rows to data set
Time ApprovedEnd of Day Tuesday
AAM-GinsuByWeekWednesday at 3am
+93 minutesDelete all rows in data set
Previous Week ClosedEnd of Day Tuesday

AAM-ProjectPortfolioPerformance

Wednesday at 3am
+96 minutesDelete all rows in data set
Previous Month ClosedBy the 10th

AAM-GinsuByMonthLastYear

11th at 3am


+98 minutes

Delete all rows in data set w/ Apply on data from this data source only


By the 10th
AAM-GinsuByMonthThisYear11th at 3am
+108 minutesDelete all rows in data set w/ Apply on data from this data source only
OtherNot applicableNot applicable

AAM-AuditTrailClientsCreated

Nightly at 3am


+106 minutes

Delete all rows in data set w/ Apply on data from this data source only




AAM-AuditTrailProjectsCreatedNightly at 3am
+116 minutesDelete all rows in data set w/ Apply on data from this data source only



AAM-AuditTrailUsersCreatedNightly at 3am
+126 minutesDelete all rows in data set w/ Apply on data from this data source only



AAM-IssuesNightly at 3am
+109 minutesDelete all rows in data set



AAM-ExpensesNightly at 3am
+106 minutesDelete all rows in data set



AAM-InvoicesWeekly at 3am
+106 minutesDelete all rows in data set



AAM-ProjectList (Project Listing)
Weekly at 3am
+112 minutesDelete all rows in data set w/ Apply on data from this data source only



AAM-ProjectList (Engagement Listing)Same report as above
+122 minutesDelete all rows in data set w/ Apply on data from this data source only



AAM-TaskAnalysisWeekly at 3am
+102 minutesDelete all rows in data set

Notify Support

Once a schedule for your organization is determined it is recommended that you send a copy of the schedule to the Projector support team before implementing it. The support team validates the schedule does not conflict with peak usage times and is configured properly.

Schedule Projector Extract

Now that your schedule has been created and verified by the support team, you are ready to start configuring the Projector side of things. You'll be extracting data from Projector using our reporting engine. After a report runs, the data can be brought into AAM.

  1. Determine which user account will run the Projector reports
  2. Log into Management Portal as that user
  3. Go to the Reports Tab
  4. Ensure Show hidden report specs is ticked
  5. In the search field enter AAM- 
  6. Edit each report and do the following:
    1. Go to the Schedule tab. Enter the schedule you created in the previous section. 
    2. Go to the Distribution tab. Put yourself and other administrators on the distribution list and tick Notify on Failure. These users will now be emailed if the report run should fail.
    3. Click Save As - Save it to your My Reports area. 

   


Schedule AAM Import

Now that your AAM data sets are connected to your Projector reports, the last piece is to schedule the import of data into AAM. Assuming you are still logged into AAM from the last section of this guide, follow these steps:

  1. Edit each data set that begins with AAM-
  2. Click Data set summary in left hand column
  3. Click Schedule Import (you may need to repeat the below procedure multiple times if this data set has multiple data sources)
    1. Data Source dropdown - choose a data source
    2. Run when - enter the time from your schedule. If the import is supposed to run daily, then you can leave the date alone. If it runs weekly or monthly, set the date to the next date an import should run
    3. Schedule - choose day/week/month as indicated by our schedule
    4. Import Method - this setting is very important to get right. It determines what happens to existing data when new data is imported. Right now your data sets are empty, but for subsequent imports they won't be. You can clear all data before importing, clear some of the data, or clear the data based on some conditions. Accurately enter the import method as outlined in your table filled out three sections ago.


AAM uses the same time zone as your Projector installation, so all times will be in the default time zone of Projector.


Populate BD-Targets

Your AAM installation also has a default data set called BD-Targets. This data set contains revenue targets for the future. How you populate it is entirely up to you. If you have an existing data source you could connect to you it and schedule an import just like we did for the Projector data above. Or, you can simply upload an Excel spreadsheet of data. The base format is a simple two column layout for month and revenue target.

To upload a spreadsheet of data:

  1. Create a spreadsheet with two columns. One for month. The other for target. Set the first cell in each column to "Month" and "RevenueTarget"
  2. Edit the BD-Targets data set
  3. Click Import Data in left column
    1. Import Type = data file
    2. File content = xls/xlsx or csv
    3. Upload the file
  4. The import template editor will open. Here you'll tell AAM how you want to map your data source columns. It should figure things out and map for you, but if you are having any trouble contact Projector support. Or see the AAM Import Template Editor help page.

Personalize Dashboards

Now that you have AAM hooked up to the Projector reporting engine. You can start tweaking the default dashboards or creating your own. This document does not teach you how to do this, so you should review our webinars and documentation to learn how to customize your dashes. Or, you can work with one of our professional consultants to teach you how to implement your ideas.

Publish Dashboards

The following three sections explain how to publish a dashboard or report so that it can be viewed in Projector Web.

Performance Dashboards

See AAM Publish to Performance Dashboards

Project Workspace Dashboards

See AAM Publish to Project Workspace.


My Home Page Dashboards

You can configure up to five dashboards to be displayed on your My Home Page too. You'll likely want to filter your dashboards to show just a single user's data. For example, you make a single AAM dashboard with data about all the users in your organization. However, when the dashboard is viewed through a user's home page, only the data relevant to that user is shown. To set this up, both the user in Projector and the dashboard in AAM must be configured properly. Unlike Performance Dashboards, you do not need to share the dashboard with users, only publish it. This keeps potentially sensitive data safe from view by. To set these up, follow these steps.

  1. Go to the dashboard you want to share in AAM
  2. Click the Share button and Set a Plain Dashboard alias
  3. Go to Management Portal | Administration Tab | Users & Resources subsection | User Types (dashboards are configured by user type, at this time you cannot specify custom dashboards down to the individual user level)
    1. Edit a user type and go to the Dashboards tab
    2. Tab name = name that will be displayed to your end users
    3. Alias = the alias name you entered in step 2 above
    4. Parameters we'll get to parameters in the next section
    5. Height (pixels) = because every dashboard may be of a different height, you will need to enter a best fit height here. For a small dashboard, 300px is probably fine. Medium, 600px. Large, 900px.


My Home Page Parameters

As promised in step 3d in the preceding section, we still need to configure the Parameters field. The parameters field is the magic that allows you to dynamically filter a dashboard for many users to only show data about a single user. 

First, go back to your dashboard in AAM. Note each report that is used to create this dashboard. Edit each report and perform these steps:

  1. Edit a report
  2. Click the Variables and Filters button. It has a clock icon.

  3. Click Edit
     
  4. Choose Filter from the dropdown list and enter a name by replacing "parameter1". That name should avoid the use of special characters. In my example below I've used CamelCase as my standard. Try and use the same name across your reports. Click Add.
  5. From the newly added dropdown box, choose the attribute you want to filter on.
     
  6. Click Save. You are done configuring the AAM side of things.
  7. Next, we have to go back to Management Portal and make sure that the Parameters field is filled out properly there.
    1. Go back to the user type editor in Management Portal and go to the Dashboard tab
    2. Find the Parameters section
    3. Enter the parameter name you chose along with the shortcode {0}. In this case, ResourceDisplayName={0}.
    4. You can add multiple filters by using the "&" symbol. For example, ResourceDisplayName={0}&ResourceLocation=US

Accrued Vacation

Projector uses a default formula to determine accrued vacation. This formula almost certainly doesn't align to your organization's accrual method. You will want to go in and either update the formula, or pull the accrued vacation data in as a separate data set. You can then do a look up on the current resource to figure out balances. 

To edit the accrued vacation formula:

  1. Edit the default report ResourceDB - Monthly
  2. Hover over the gear icon and choose Indicators
  3. Click Vacation Days Remaining | Settings
  4. Edit the formula. See AAM Formulas if you need assistance learning how to write formulas.


To import accrued vacation (you may need consulting to help get this set up if you aren't familiar with AAM):

  1. Create a data set that has at least two columns. One column should contain the accrued vacation. You will need at least one other column to look up the resource on. Resource Display Name, Employee ID, or Resource UID are likely candidates.
  2. Edit the default report ResourceDB - Monthly
  3. Hover over the gear icon and choose Indicators
  4. Click Vacation Days Remaining | Settings
  5. Edit the formula. You will want to use CrossValue() to look up the accrued vacation from your new data set. See AAM Formulas if you need assistance learning how to use CrossValue().

Users and User Groups

As long as we are in the process of getting Advanced Analytics configured, you should start thinking about how you want to structure users and user groups in AAM. Keep in mind that AAM permissions are separate from Projector permissions, so you'll need to carefully consider your groups. Here are a few scenarios that you might find useful.

User groupDescription
Dashboard builderWe usually see a single person, or a smaller subset of people, build all your dashboards. These people are typically have both the Data set manager and Report editor roles.
Company level report consumersThis might be a group of C-level (CEO, CFO, COO, etc) dashboard consumers that get to see sensitive company metrics like overall profitability, hiring forecasts, etc.
Project level report consumersThis might be engagement and project managers who need to see data related to how their projects are performing.
Resource level report consumersIndividual resources that want to see data about themselves


Notify on Failure

We recommend creating notifications on each data set to flag if an import failure occurs. To do so, edit your data sources and go to the | Import Settings | Notifications area. Fill out the options in the dialog.



Alerts

You can optionally create alerts on each data source to trigger when certain conditions are met. To create one, click Alerts from the data source editor.


Configure Your Own Reports

Now that you have your base package configured, you'll probably want to create your own Projector reports and bring the data into AAM. To learn how to do that, please see AAM Projector Connector.




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