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Managed Self-Service BI & Data As A Service

SQL Saturday #111 Atlanta, GA 4/14/2012 Melissa Coates

About Melissa
Business Intelligence developer

based in Charlotte, NC Sr. Consultant with Intellinet Specialize in BI and Data Warehousing solutions using the Microsoft platform
Melissa Coates Blog: http://www.sqlchick.com Twitter: @sqlchick

About Intellinet
Strategy
IT Strategy & Operations

Intellinet is a management consulting and Microsoft-centric technology services firm.


Business
Cost Reduction
Cycle Time Reduction Supply Chain, Systems, & Software Optimization Business Productivity Solutions

Process
Business Process Optimization

Revenue Enablement
E-Commerce Solutions Commercial Software Development Merger & Acquisition Assimilation

IT Strategy Roadmaps & Benchmarks Assessment, Planning, & Governance Portfolio Management Continuous Improvement Programs

Project & Program Management Service Desk & IT Operations Business Analysis & Quality Control Change Management

Technology
Portals & Collaboration
Intranets & Extranets
SharePoint

Business Intelligence
Data Warehouses, Reports & Analytics Front-end Tools
PerformancePoint / Excel

Application Development
Custom Development
.NET

Cloud-based Solutions
Office 365 / Azure

Application Lifecycle Management


Visual Studio / TFS

Corporate Social Media Solutions


Yammer / Twitter Facebook / LinkedIn

Data Integration & Management


SQL / SSIS / SSAS / SSRS

Business Process & Integration


BizTalk / SOA

Infrastructure
Server Platform AD / Exchange / Windows Server Virtualization Hyper-V Cloud Computing Office 365

http://www.intellinet.com

Agenda
Introduction to Managed Self-Service BI Overview of Microsoft Self-Service components PowerPivot | Excel Services | Power View | Report Builder Demo: PowerPivot | Power View | PowerPivot Gallery Techniques to Monitor, Secure, & Manage SSBI

environment
Demo: PowerPivot Management Dashboard

Introduction to Data As A Service (DaaS) Data Explorer and Data Hub Wrap-up: Keys to Success with SSBI

INTRODUCTION TO MANAGED SELF-SERVICE BI

Self-Service BI what do we really mean?


Commonly thought of: Empower users to create their own reports so users get what they want without having to ask IT. Generally 2 groups of users:
Data Analysts (Power Users) Data Consumers (Casual Users)

True ad-hoc needs Direct data access


Small % of users Producers of data

Guided ad-hoc needs Parameterized reports Big % of users Consumers of data

Needs driving SSBI


1. Productivity / time Long dev cycles for IT to develop ETL, DW, OLAP IT backlog of requests Business decision may need to be made quickly with whatever information is readily available 2. Data exploration / unpredictable ad-hoc analysis Requirements arent always known or predictable A one-time analysis may not justify augmenting the existing BI solution

Corporate BI

Data Warehouse, Cubes ETL Source Data

Business Users

Corporate Reports, Dashboards, Scorecards

IT pro

Corporate BI + Self-Service BI
Data Feeds, PowerPivot Models, Excel Services, Misc Files Data Warehouse, Cubes ETL Source Data
Power Users

Business Users

Data Feeds, PowerPivot Models, Misc DBs, Misc Files

Corporate Reports, Dashboards, Scorecards

Business Reports, Dashboards, Scorecards, PowerPivot Models


Consumers

IT pro

Enterprise Report Catalog


(SharePoint Portal)
Business Users

Managed Self-Service BI
Self-Service BI Tools Corporate BI Tools

Producer: Data Analysts -or- IT


PowerPivot Excel 2010 with Excel Services Power View Report Builder

Producer: IT
PerformancePoint Reporting Services Visio Services

Delivery:

SharePoint 2010 Portal


Managed, Monitored, Secured by:

IT Staff

OVERVIEW OF MICROSOFT SELF-SERVICE BI COMPONENTS

PowerPivot
Add-in to Excel 2010 In-memory solution Based on xVelocity (Vertipaq)

column-store indexes
Work with large volumes of data
Create mashups of data from

PowerPivot for Excel

different data sources


Data is embedded not linked Schedule data refreshes in SPS Can do the visualization in the

familiar Excel environment or use another reporting tool

PowerPivot for SharePoint

Excel with Excel Services


Displays workbook

on Web (ex: deliver Office 2010 features even if clients are still 2007)
Share an entire

workbook or sections
Not all Excel

functionality is supported
Integrated with PowerPivot

for SharePoint

Power View
Visual, interactive

reporting experience Unique visualization for data discovery Presentation-ready (like PowerPoint slides) Silverlight-based Is part of Reporting Services Requires a Tabular data source

Report Builder
ClickOnce application

which runs a version of Reporting Services


Pixel-perfect, fully

formatted reports
Export capabilities
Automated delivery

using subscriptions
Extremely powerful tool

if report developer is clever with expressions (Visual Basic)

PowerPivot Gallery
Specialized

SharePoint document library


Thumbnail

previews
Manage

data refreshes for PowerPivot workbooks

Demo
Create Model with PowerPivot Publish Model to PowerPivot Gallery Visualize Data with Power View

TECHNIQUES TO MONITOR, SECURE, & MANAGE THE SELF-SERVICE BI ENVIRONMENT


Should have 35 minutes left

PowerPivot SSAS Instance


If displayed in SSMS: The data is actively loaded to memory
User uploads workbook Added to Content DB Query issued Data is loaded into memory
Kept in memory for 48 hours (if no other memory pressure) at which time data is unloaded to the cache (kept for another 72 hours in cache). If 5 days pass with no activity, cache file is physically deleted. Cache files stored: \Microsoft SQL Server\MSAS11.PowerPivot\OLAP\Backup

Managing PowerPivot in SharePoint

1/2

Workload on Monitor server health incl. query durations the server Teach authors not to retrieve every field in from the model (its all in memory after all!) PowerPivot Manage memory availability: all dbs in use models must be in memory concurrently (leaving a ~10%-20% buffer) (64GB recommended) Data Monitor refresh times & durations Refresh Ensure users must use the data refresh Schedule account configured by the administrator & not their own credentials Users have individual access to misc dbs Disk space Monitor disk space (files are cached to avoid round trips to content db)

Managing PowerPivot in SharePoint


Naming & Versioning of PowerPivot Models

2/2

Information about the Model

Teach publishers to continue using same name (i.e., avoid habit of V1, V2, or dates at end of file names) Consider minimal versioning in library (content db size issues since data is embedded in the workbook) Monitor file uploads for storage requirements (since data is embedded) Requiring certain metadata fields for reports & models (cant see custom fields in Gallery view though) will aid in Searching

Securing the PowerPivot Gallery


Permissions to publish Access to PowerPivot models (aka the workbook-as-adata-source) Access to reports (Power View, Excel Services, Report Builder) Consider using workflows for approval of new models being published Access to the PowerPivot Gallery document library Separate SPS document libraries Based on content Based on security Permissions on individual models Same as above plus Permissions on reports are preferably the same as the underlying model

1/2

Securing the PowerPivot Gallery


Thumbnail previews possibility of showing a preview for data the user cannot see Access to data contained within the PowerPivot workbook

2/2

Set permissions on report the same as the model (possible security hole) Use a regular document library (instead of PowerPivot Gallery) if preview is of concern

View Only permissions: user will get a snapshot only; no data is exposed Contribute permissions: user can download full workbook & access all data stored within the PowerPivot model

Managing PowerPivot on Desktops


RAM RAM upgrades may be needed on user machines (min 4GB give 6GB or 8GB if possible) 32-bit version cannot handle data volumes >1M rows 64-bit version not compatible with all Office add-ins (incl. the Data Mining add-in) IT staff may need to initially develop PowerPivot models & have business users maintain them (a pretty common scenario currently)

64-bit vs. 32-bit version Query syntax & dynamic data refreshes

PowerPivot Management Dashboard

PowerPivot Management - Reports

Visibility into:
Queries CPU Memory Connections Workbook Sizes Users & Authors Usage Increase &

Decrease Data Refresh

PowerPivot Management Ad-Hoc


1

4
2

Managing Report Builder

1/2

Reuse & Shared Data Sources (connection string) centralization Shared Datasets (queries) Report Parts (reusable objects like charts, tables, parameters) Semantic Database views layer Cube perspectives Report Models are deprecated Deployment Separate SPS document libraries location Based on content Based on security Workload on Global report timeout setting server

Managing Report Builder


Starter reports Logging Deploy starter reports with connections already in place Enable Execution Logging (default: 60 days probably want to extract & store historically)

2/2

Printing

Enable Client Printing - An ActiveX control is required for the print button on the toolbar

Managing Excel Services


Trusted locations Office Data Connection (ODC) files Starter reports Trusted Data Connection Library Trusted File Locations Trusted Data Providers House within a Data Connection Library Use consistent, friendly names Consider linked connections, instead of embedded Deploy starter reports with connections already in place (helps too if users are PivotTable-challenged) Data connection timeouts Allocation of memory

Workload on server

Securing Excel Services


Access to data View Only permissions: user can open, contained within interact, refresh workbook; a snapshot the Excel may be downloaded; no data is Services exposed same as PowerPivot workbook Read permissions: user can download full workbook & access all data published via Excel Services different
than PowerPivot

Contribute permissions: in addition to Read, user can update & delete Design permissions: in addition to Contribute, user can approve

Managing Power View


Silverlight Data source required BI Semantic Model (BISM) connection files Requires Silverlight 5 Requires a tabular model
PowerPivot, or Analysis Services in Tabular Mode

PowerPivot for SharePoint


HTTP link to model, or BISM data connection

Analysis Services Tabular Model


BISM data connection Although BISM files are similar to ODC files, they dont have the same trust settings required by Excel Services

Demo
PowerPivot Management Dashboard Ad-Hoc Reporting on PowerPivot Management Data

INTRODUCTION TO DATA AS A SERVICE IN SUPPORT OF SELF-SERVICE BI


Should have 10 minutes left

Why DaaS?
You might have created a centralized report catalog

but how about a centralized data catalog? A centralized data abstraction layer allows users to explore and consume data (and perhaps publish) Microsoft examples of DaaS:
Windows Azure Marketplace (DataMarket) An internal Silverlight-based application called DSL (Data

Services Layer) as part of their CBI (Consolidated BI) environment

Corporate BI + Self-Service BI + DaaS


Data Feeds, PowerPivot Models, Excel Services, Misc Files Data Warehouse, Cubes ETL Source Data Centralized Data Catalog
Power Users

Business Users

Data Feeds, PowerPivot Models, Misc DBs, Misc Files

Corporate Reports, Dashboards, Scorecards

Business Reports, Dashboards, Scorecards, PowerPivot Models


Consumers

IT pro

Enterprise Report Catalog


(SharePoint)
Business Users

How Microsoft does DaaS

1/2

Source: http://technet.microsoft.com/en-us/library/hh499043.aspx

How Microsoft does DaaS

2/2

Data Services Layer: SQL APIs, Web Services, and UI controls


Source: http://technet.microsoft.com/en-us/library/hh499043.aspx

Centralized Data Catalog


Consider including: Description of data Business justification Owner name Security model (i.e., unsecured or limited) Sample data Feed URL SQL statements Version info re: changes Availability dates (i.e., if limited time)

Data Explorer
A self-service tool to Discover, Enrich & Publish data

Web-based client is Cloud Service preview (SQL Azure Labs) Desktop client has an Excel add-in; not as full-featured as Cloud

Data Hub
A Windows Azure services to create & manage a private data marketplace for your enterprise data.

In a Cloud Service preview (SQL Azure Labs). In the 1st milestone of the Data Hub roadmap.

WRAP-UP: KEYS TO SUCCESS WITH SELF-SERVICE BI

Keys to Success
Work with strengths & limitations of Self-Service BI

Find where it complements Corporate BI in your org


Training & documentation User support

Executive support & evangelists


Governance Change management

Further Reading
Increasing Productivity by Empowering Business Users with Self-Serve BI Choose the Right Business Intelligence Technology to Suit Your Style Self Service Key to Creating Enterprise Business Intelligence Heroes

A Primer on PowerPivot Topologies and Configurations


Self-Service BI: Remember to Plan for the Back-End Infrastructure Enabling Data as a Service for Self-Service Business Intelligence

Thanks for attending!


Melissa Coates Blog: http://www.sqlchick.com Twitter: @sqlchick

Creative Commons License: Attribution-NonCommercial-NoDerivative Works 3.0

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