Please refer to this page for special notices regarding Data Warehouse
availability, as well as the latest regular update schedule.
Sunday - Monday, May 28-29, 2017: FY2018 Encumbrance Load
The extract of the FY2018 encumbrance data to the Warehouse will begin early in the morning on Sunday 5/28/2017.
- Balances and GL Detail will be available through Saturday, and will include transactions processed in BEN on Friday 5/26.
- Once the loads to the Warehouse begin, early Sunday 5/28, the Balances and GL Detail tables will be unavailable until the loads complete – depending on when the Warehouse extract begins, this process will likely run until late Sunday evening. Transactions processed in BEN on Saturday 5/27 will not be reflected in the Warehouse until the loads are completed late in the weekend or Monday morning.
As always, please refer to the load status page at https://warehouse.apps.upenn.edu/warehouse/jsp/fast.do to check the status of the collection updates and keep in mind that attempts to query Balances or GL Detail while a load is underway will yield ORA-00942, "table or view does not exist" errors.
Warehouse Update/Load Status
page lists the production jobs that refresh the Data Warehouse (the
schedule information below details the timing for
each collection). Jobs are listed on the status page by collection, with
date and time of completion of the most recent run. If the update/load
is underway, "*** Still running ***" will appear instead of
Standard updates to the Data Warehouse take place over night on weekdays
(usually beginning around 9pm and ending in the very early morning) and
both during the day and overnight on weekends, depending upon the collection
to be updated. The refresh cycle varies for each data collection in the
Warehouse. Do not execute queries against a collection in the Data Warehouse
when it is being refreshed (queries executed during a refresh will not
be completed because the refresh process involves dropping index pointers
from tables). Other data collections remain available while one collection
is being updated. Keep in mind, though, that overall query performance
may be affected while updates are in process.
In addition, all collections in the Data Warehouse are
unavailable early Monday mornings (11:30pm - 6:30am) during the weekly Warehouse
Following are the times of the week (or month) during which collections
Assets: The Assets collection is refreshed nightly, Monday through Friday, following the completion of BEN Assets batch processing (updates should usually be completed by start of business). In addition, the ASSETS, ASSET_CATEGORIES and ASSET_LOCATIONS tables are captured in monthly snapshots at at the close of the BEN Assets period.
BRS: The BRS_DETAIL table is refreshed on a daily basis,
Monday through Friday, following SRS and BRS source system processing.
The BRS_SUBCODE, BRS_COURSE_FEE and BRS_FEE_RATE lookup tables are refreshed
on an ad hoc basis, usually
after SRFS has changed the source tables.
Faculty: All Faculty tables are refreshed on a daily basis, Monday through Friday.
General Ledger: The General Ledger collection is refreshed nightly,
Monday through Saturday, following the completion of BEN Financials batch
processing around midnight (updates should usually be completed by start
The daily refresh affects all tables in the collection (Balances, Detail
and all reference tables) except Summary Balances and the Overhead
Rates (F&A Rate and ICR School Portion) columns in the Balances table,
which are refreshed only on Saturday mornings.
In months where the accounting period close falls during the business
week, the General Ledger collection load to the Data Warehouse will occur
during the same morning as the financial system month-end
processing. At these times, the entire collection (including Summary Balances
but not Overhead Rates) will be refreshed, and the collection will
be unavailable for querying until the refresh is complete, which is usually
by early afternoon. If BEN Financials month-end falls on a Saturday, the
extract and update will begin after the Comptroller's Office declares
the month closed. In that case any changes made up to that point will
Position Inventory: This collection is updated on a monthly basis,
usually the last day of the month after the last Payroll job.
Salary Management, Sponsored Projects:
These collections are refreshed nightly, Monday through Friday. (Salary
Management snapshots are updated only at month-end.)
Student Data: refreshed nightly, Sunday through Friday.
Student Census Data: loaded once in the Fall and once in the Spring
semesters, following the mid-semester census run from the Student Records System
for each term.
Space@Penn: Space@Penn data is refreshed daily, on Monday through
Friday evenings. Changes made through the the Peregrine Systems' FacilityCenter
application will be reflected in the warehouse on the following day.
At the close of every month, snapshots of four of the more mutable tables
in the Space@Penn data collection are moved to the historical data collection.
These tables are Buildings, Floors, Rooms and Room Utilization. These
monthly snapshots are saved for the current fiscal year and are available
in the SpaceHistory@Penn data collection. At the end of each fiscal year,
a year-end version of the files are saved and are also available through
Tuition Distribution: Tuition Distribution tables are loaded five times per term, for each of the three terms. The load schedule is set by Student Financial Services, using the month end date of the BRS system. This ensures that the tuition data in the collection will tie to the BEN deferred income amount.