What is included in the release?
New Features
- Application relationship tables in the Data Warehouse
- BillingPoint Errors Warnings Reports
- Displaying un-billed matters in the ELM Ops Suite
Product Enhancements
- Matter Level Timekeepers rate included in standard data sources
- Clients can still see the latest Tableau extracts if the Data Warehouse refresh fails
- Standard reports will now display the “winning” office details
Bug Fixes
- Updated formulas on Matter counts in standard reports
- Updated the colors for “Preferred Vendors” to match our standard color scheme
- Fixed calculations on the “8hr + TKs” report
- YTD totals now update when a date has been selected
- Filters not displaying correctly in the TK suite
- Removed inactive line items from standard data sources
New Features
Application relationship tables in the Data Warehouse
The problem being solved:
The Data Warehouse does not allow for many-to-many (MTM) relationships to be reported in Tableau, but the relationships can be made from within Onit. This means that data elements with this relationship type cannot be reported in Tableau without significant development.
Solution:
- When a many-to-many relationship is set within App Builder, the data warehouse will now create application-specific relationship tables to capture the relationships
- We will create the relationship table for each application with a many-to-many relationship. During the full warehouse refresh for the client, the table will be truncated and re-populated for each run, as we do for each App.
- Tables will be created within the warehouse for each app; table name will be:
{app_name}_relationship
- Tables will be created within the warehouse for each app; table name will be:
- A view will be created for each MTM field for each app:
{app_name}_{many_to_many_field_name}- Sample Structure of the view:
create or replace view {app_name}_{manytomany_field_name} asselect id as _id, target_id as m2m_mattersfrom {app_name}_relationshipswhere field='{manytomany_field_name}';
During the incremental refresh of the warehouse,
If deleted atoms exist, they will be deleted from the app and relationship tables. If an atom is updated, it will be updated in the app table, and the data from the relationship table corresponding to that atom will be deleted and re-inserted.
The current version of the script works where atoms are in mongo. (ATP='No')
Example:
Table name: matters_securitygroup_relationship
| Id | field | target_id |
| varchar(40) | varchar(255) | varchar(40) |
BillingPoint Errors and Warnings Reports
User Statement:
As a Legal Ops manager, I need to know if errors and warnings are impacting the law firms' and vendors' ability to submit/approve invoices using BillingPoint so that I can look for ways to improve their experiences and ensure invoices are successfully submitted.
The problem being solved:
Currently, if there are errors and warnings on BillingPoint during the invoicing process, clients are having a hard time figuring out the reasons for the errors/warnings. This new dashboard will create a quick view of all the errors/warnings in a central place to help our clients and our internal support teams.
Solution:
- Created three new dashboards in the “ELM Ops Suite”
- Errors Warnings Overview
- Error Details
- Warning Details
Errors and Warnings Overview:
This dashboard shows a quick overview of the errors and warnings on BillingPoint. The dashboard breaks down the number of errors and warnings to point out the errors and warnings that can happen the most frequently.
Error Details:
This dashboard provides the details on the errors summarized on the overview dashboard. The filters applied on the overview page will be carried over if any changes have been made to the default selections.
Warning Details:
This dashboard is similar to the Error Details dashboard but focuses on the warnings instead of the errors.
Filter Options:
Date Range
- This is the date that the error or warning was created (the same invoice can have multiple errors and warnings)
- The default selection will be the last 30 days
Invoice Context
- This is the context of the error (i.e., Fee, Invoice, Expense)
- By default, all context options will be selected
Invoice Status
- This is the BillingPoint invoice status that is associated with either the invoice or the line item that flagged up an error or warning
- By default, all statuses will be selected
Vendor Name
- This is the vendor that is associated with the invoice that was submitted
- These are the vendors that are in BillingPoint and not from the Vendors application within Onit
- By default, all Vendors will be selected
- The overview dashboard will display all vendors from within BillingPoint, but the Errors and Warnings detail dashboard will only show the vendors associated with an error or warning
Displaying unbilled matters in the ELM Ops Suite
User Statement:
As a legal operations manager, I need to know when a legal matter has not been billed so that I can understand why I have an unbilled matter.
The problem being solved:
When matters have not been billed, they can lead to unwanted surprises for budgets and savings. By showing matters that have not been billed, we will help our customers take a proactive approach to managing their matter spend.
Solution:
- A new column was added to the “Aging Open Matters” dashboard in the ELM Ops Suite that will display the “Last Billed Date” of the Matter
- This date is the latest date on which an invoice was received against the Mater
- If no invoices are submitted against the Matter, the column will display “Not Billed.”
- There is also a new filter added for this dashboard that allows for filtering of the visualizations only to show Matters that have not been billed
Example:
Product Enhancements
Matter Level Timekeepers rate included in standard data sources
The problem being solved:
There is no data on Matter Level Timekeepers (MLTK) in the data warehouse, so clients cannot create reports without this data. Our client base does not widely adopt the use of MLTK in ELM, so at this time, we will only add the data to the warehouse so custom reports can be created for our clients.
Solution:
- We have added the following data fields to the standard data sources used in Tableau
- Matter rate as “bp_tk_matter_rate”
- Date matter rate submitted as “bp_matter_rate_submitted”
- Matter rate currency as bp_matter_currency”
- Matter rate in client base currency as “bp_matter_rate_base”
Clients can still see the latest Tableau extracts if the Data Warehouse refresh fails
The problem being solved:
When a nightly Data Warehouse failure occurs, the subsequent Tableau extract refresh also fails. This was causing our customers to be unable to view reports due to the failing Tableau extract.
Solution:
- Changed the Jenkins job configuration so that If the refreshDW python script fails, then the refreshDS script will not run
- Data source refreshes that are not triggered will not show up on the operational dashboard
- If a Data Warehouse failure is fixed and then successfully run, then the latest information will display on the operational dashboard
Bug Fixes
Updated formulas on Matter counts in standard reports
| Issue | Solution |
| Standard Reports are incorrect and underreporting matter counts | Matter counts are correct on all standard reports by ensuring that we are using the Matter ID for calculations |
Updated the colors for “Preferred Vendors” to match our standard color scheme
| Issue | Solution |
| Coloring of the dimensions for “vendor preferred” due not follow our reporting standards | Updated the colors to be consistent with the rest of our reporting |
Fixed calculations on the “8hr + TKs” report
| Issue | Solution |
| Calculations are on the “8hr + TKs” report are not calculating correctly | Calculations updated on Tableau to report on the correct numbers |
YTD totals now update when a date has been selected
| Issue | Solution |
| The YTD totals do not update when changes are made to the Select Date filter by users | YTD figures now updated when a user selects that as a filter. YTD is based on the “current year” filter parameter within the reports |
Filters not displaying correctly in the TK suite
| Issue | Solution |
| In the TK suite, the following worksheet where the filter list is not displaying correctly (over both reports, which are generated by Hyper API as well as by Tableau) Staff Class Timekeeper Spend Grid - Task Code Spend Grid - Staff Class Spend Grid - Timekeeper Spend Grid - Task Code |
Filters now display and work as expected |
Removed inactive line items from standard data sources
| Issue | Solution |
| Inactive line items are included in the line item cube, so they are included in reports that do not filter the line items within the Tableau workbook. | By default, inactive line items will not be included in data sources |