Warehouse Updates

· check current load status    · special notices   · regular availability

Please refer to this page for special notices regarding Data Warehouse availability, as well as the latest regular update schedule.

Special Notices

Warehouse Update/Load Status

This 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 the date/time.

Regular Availability

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 backup.

Following are the times of the week (or month) during which collections are updated:

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 of business).

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 be included.

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 SpaceHistory@Penn.

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.