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Tag Archives: Dynamics CRM

Building Reports and Analytics on Dynamics CRM – Lessons (Being) Learned

January 6, 2011 by Paul Turley

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In concept, designing reports is such a simple thing… you connect to a data source, write a SQL query, optimize the query so it runs fast and efficiently, build the report UI and deploy it to the server.  Piece of cake, right?  Not always.  Reporting on simple, normalized data structures can be simple but sometimes reporting on specialized application data can get complicated, and the best approach may not be so clear.

I’m not going to pretend to have all the answers about using Reporting Services to report on MS CRM data but I have learned some lessons and will certainly learn more.  I’ve recently worked on two different client’s reporting projects where the rules of engagement were not so clear and it took several weeks just to reach the point of knowing what questions to ask in order to define sufficient business and technical requirements to design reports.  My most recent experience is with a customized implementation of Microsoft CRM 4.0.  Our statement of work is to deliver several reports similar to those in their old billing & ERP system along with the new CRM deployment.  I actually worked on the MS CRM team in 2004 as a consultant at Microsoft when they were developing CRM version 1.2.  The filtered views didn’t exist yet and the database was much more simple than it is now.  I designed a handful of SSRS 2000 reports for inclusion in the stock product to replace the original Crystal reports that shipped in the first version of CRM.  This new project is my first experience with the CRM product since that time and it’s a whole different ball of wax.  Our company has a dedicated Microsoft Dynamics practice with many people who know the Dynamics products inside and out.  It’s great to work with people who know their products very well but sometimes the challenge can be tapping into a culture that has evolved around a vertical product and its market along with some very unique concepts and practices.  As the general database and BI reporting expert, I’m very much the outsider in this culture.

Our CRM client’s business needs are quite unique from the typical call center or order-taking desk that might use a CRM tool.  Every business will have some of their own rules and requirements and the CRM framework provides for a good deal of customization to address some of these unique needs.  In the case for this client, many new database entities and fields have been added, the application UI has been modified and several business entities in the application have different names than those that are common in their business culture.  Here’s one or many possible examples… the client refers to the work they do for their customers as a “job”.  Depending on where they are in the sales cycle, a “job” could be equivalent to either a quote or a sales order in the MS CRM application context.  A quote can be converted or copied to an order record, which has roughly the same field structure as a quote but there are subtle differences.  Therefore, the translation of job to quote or order isn’t always apples-to-apples.  Since the new CRM solution is still being implemented for the client, the database schema hasn’t been completely locked-down during report design.  Adding few fields as we go wouldn’t be such a big challenge but some of the fields have been dropped and renamed, which of course, breaks queries and existing report designs.  To a certain extent, some query and report design can be a integral part of the field mapping discovery process but it’s very important to set the clients expectation and separate the requirement definition effort from production design.  Until you have sufficient experience, this can be time-consuming and difficult to provide work estimates.

Another issue stems from a database design pattern in MS CRM where all data access is supposed to be made through a set of special views that filter data based on each users’ Windows user permissions and group membership.  All of these views are prefixed with the word “Filtered” and provide simple data presentation over the complexities of the normalized database schema.  Every significant business entity has one of these filtered views that developers and report designers are encouraged to use in lieu of the base tables.  In many ways, this is great news for report designers who don’t have to content with complexities of the database schema.  The trade-off is that the report designer using them is completely oblivious to the specific field mappings and table relationships.  In many cases, this makes the design experience much easier but in some cases, locating a specific piece of application data can be a frustrating needle-in-a-haystack game.  Several fields have similar names and the views contain lookup table joins, concatenations and calculations.  If you don’t know that these derived columns exist, you may end up duplicating the same functionality in a report query and then figure out that the work had already been done for you.  Some of the filtered views are multiple layers deep, with views based on other views.  In one case, I joined two filtered views together, analyzed the execution plan for the query and found about 90 execution steps.  I can only imagine how slow a seemingly simple query may be with the database fully-populated.

Bottom line: the business rules must be well-known and documented before starting the report design.  The database schema should also be locked-down before designing report queries.  That’s the theoretical answer.  The reality is that MS CRM allows “CRM application designers” and non-database professionals to make schema modifications through the application UI.  These changes not only create tables and columns but modify corresponding views and indexes accordingly.  In the end, the challenge comes down to project management discipline and adhering to application design standards rather than the typical DBA/database developer design principles that exist for traditional database scenarios.

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" & Workspace and Database Recovery Techniques Aaron Nelson Ad-hoc reporting Add columns Add controls Albert Ferrari Alternate row colors Analysis Services Operations Guide Apple Are There Rules for Tabular Model Design? Article Assemblies Azure Azure Reporting Azure SQL Database BARC Survey best practices BI BI Center of Excellence BI COE BI Conference Bill Gates Birds-of-a-Feather BI Roles and Team Composition BISM BI Survey 10 Blogging Breakcrumb links Browser settings Build career Business Intelligence Business Intelligence for Visual Studio 2012 Business scorecard Can I Use Reporting Services with Tabular & PowerPivot Models? Checkbox in report Checkbox list Check mark Chris Webb Cloud computing Column chart Community Conditional formatting Conference presentation Conference review Conference session Conference Session Topics Cortana Power BI Integration Custom code Custom coding reports Custom Functions Dashboard design Dashboard standards Database Lifecycle Management Data Modeling 101 for Tabular Models Data Quality Services Dataset filter nulls Datazen Datazen control selection Date parameters DAX DAX: Essential Concepts DAX: Some of the Most Interesting Functions DAX: Some of the Most Useful Functions DAX functions DAX reference DAX syntax Demo scenario Denali CTP3 DevTeach DLM Do I Write MDX or DAX Queries to Report on Tabular Data? Do We Need to Have SharePoint to Use Tabular Models? Drill-down Drill-through Drillthrough Dynamic column visibility Dynamics CRM Dynamics reporting Embedded formatting ENterprise SSAS Errors Estimating BI European PASS Filter by user Formula Firewall Funnel charts Garner Magic Quadrant Microsoft BI Getting Started with DAX Calculations Global Summit Live Feeds Greenbar report Grocery shopping demo Hans Rosling Happy Birthday Power BI Hide columns Hitachi Consulting How Do You Design a Tabular Model for a Large Volume of Data? How Do You Secure a Tabular Model? How to Deploy and Manage a Tabular Model SSAS Database How to Promote a Business-created PowerPivot Model to an IT-managed SSAS Tabular Model HTML text integrated mode Interview Interviews Isn’t a Tabular Model Just Another Name for a Cube? James Phillips Julie Koesmarno King of Spain KPI indicator Licensing Login prompt Manually starting subscription Map Visualization Marco RUsso Master-detail report Master Data Management MDM MDX datasets MDX queries Microsoft Architecture Journal Microsoft humour Microsoft MVP Microsoft news Mobile Reporting Mobile Reports MVP community MVP Deep Dives 2 MVPs support the community MVP Summit navigation Nested tables Null filter Olivier Matrat Olympia WA Oracle vs Microsoft in the movies Oregon SQL Saturday Parameter controls Parameterize Parameters PASS 2012 PASS BAC Blog Feed PASS community leaders PASS Conference PASS Global Summit 2012 PASS Keynotes PASS Summit PASS Summit 2017 PASS Summit 2018 PASS Summit Announcements Paul te Braak PDF image distortion dithering fonts PerformancePoint Pinal Dave Poll About Product Usage Poll Results Pop-up window; Java script Portland OR Power BI Administration Power BI Best Visuals Contest Power BI DAX Power BI Partner Showcase Power BI Premium Power BI Pro Power BI Training Power BI World Tour Power Pivot PowerPivot Power Pivot DAX Power Query Power Query Training Power View Power View multidimensional cubes Preparing Data for a Tabular Model Project Phoenix Recipes Redmond SQL Saturday Reed Jacobson Remove columns Repeating list Report controls report dependencies Report deployment Reporting Services 2016 Reporting Services Training Report navigation Report parameters Report recipe book Reports for MDX Return specific row Rob Collie DAX Book Robert Bruckner Scheduled Refresh Scripting Tabular Model Measures Self-service reporting Seth Bauer SharePoint SharePoint 2012 SharePoint integration Simplifying and Automating Tabular Model Design Tasks SolidQ SolidQ Journal Solid Quality Mentors Spatial queries; happy holidays; Merry Christmas SQLAuthority SQLCAT SQL Saturday SQL Saturday 446 SQL Saturday Portland Oregon SQL Server SQL Server 2012 Upgrade Guide SQL Server community SQL Server Data Tools – Business Intelligence for Visual Studio 2012 SQL Server Denali SQL Server Denali; Self-service reporting SQL Server Denali CTP3 SQL Server MVP SQL Server Optimization SQL Server Pro Magazine SQL Teach SSAS SSAS Performance Logger SSAS Tabular SSAS Tools BI Development Tools SSDT BI SSRS 2016 SSRS dynamic columns SSRS PowerShell SSRS version control standards Start subscription Steve Jobs StreamInsight Strip line style Subscription Survival Tips for Using the Tabular Model Design Environment Tabular DAX Tabular Model & " Tabular Model Common Errors and Remedies Tabular Model Design Tabular Model Design Checklist Tabular Modeling Tabular models Tabular report design TechEd TechEd 2011 Sessions TechSmith Snagit Pro themes Threshold line Top values Training clsses Unconference User-related report content User authentication User prompted to login Using DAX to Solve real-World Business Scenarios Vancouver BC Vern Rabe Visualisation Visualization Visual Report Design Volunteers Weather and Climate Web.Contents Web API What About Multidimensional – Will Tabular Replace It? 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" & Workspace and Database Recovery Techniques Aaron Nelson Ad-hoc reporting Add columns Add controls Albert Ferrari Alternate row colors Analysis Services Operations Guide Apple Are There Rules for Tabular Model Design? Article Assemblies Azure Azure Reporting Azure SQL Database BARC Survey best practices BI BI Center of Excellence BI COE BI Conference Bill Gates Birds-of-a-Feather BI Roles and Team Composition BISM BI Survey 10 Blogging Breakcrumb links Browser settings Build career Business Intelligence Business Intelligence for Visual Studio 2012 Business scorecard Can I Use Reporting Services with Tabular & PowerPivot Models? Checkbox in report Checkbox list Check mark Chris Webb Cloud computing Column chart Community Conditional formatting Conference presentation Conference review Conference session Conference Session Topics Cortana Power BI Integration Custom code Custom coding reports Custom Functions Dashboard design Dashboard standards Database Lifecycle Management Data Modeling 101 for Tabular Models Data Quality Services Dataset filter nulls Datazen Datazen control selection Date parameters DAX DAX: Essential Concepts DAX: Some of the Most Interesting Functions DAX: Some of the Most Useful Functions DAX functions DAX reference DAX syntax Demo scenario Denali CTP3 DevTeach DLM Do I Write MDX or DAX Queries to Report on Tabular Data? Do We Need to Have SharePoint to Use Tabular Models? Drill-down Drill-through Drillthrough Dynamic column visibility Dynamics CRM Dynamics reporting Embedded formatting ENterprise SSAS Errors Estimating BI European PASS Filter by user Formula Firewall Funnel charts Garner Magic Quadrant Microsoft BI Getting Started with DAX Calculations Global Summit Live Feeds Greenbar report Grocery shopping demo Hans Rosling Happy Birthday Power BI Hide columns Hitachi Consulting How Do You Design a Tabular Model for a Large Volume of Data? How Do You Secure a Tabular Model? How to Deploy and Manage a Tabular Model SSAS Database How to Promote a Business-created PowerPivot Model to an IT-managed SSAS Tabular Model HTML text integrated mode Interview Interviews Isn’t a Tabular Model Just Another Name for a Cube? James Phillips Julie Koesmarno King of Spain KPI indicator Licensing Login prompt Manually starting subscription Map Visualization Marco RUsso Master-detail report Master Data Management MDM MDX datasets MDX queries Microsoft Architecture Journal Microsoft humour Microsoft MVP Microsoft news Mobile Reporting Mobile Reports MVP community MVP Deep Dives 2 MVPs support the community MVP Summit navigation Nested tables Null filter Olivier Matrat Olympia WA Oracle vs Microsoft in the movies Oregon SQL Saturday Parameter controls Parameterize Parameters PASS 2012 PASS BAC Blog Feed PASS community leaders PASS Conference PASS Global Summit 2012 PASS Keynotes PASS Summit PASS Summit 2017 PASS Summit 2018 PASS Summit Announcements Paul te Braak PDF image distortion dithering fonts PerformancePoint Pinal Dave Poll About Product Usage Poll Results Pop-up window; Java script Portland OR Power BI Administration Power BI Best Visuals Contest Power BI DAX Power BI Partner Showcase Power BI Premium Power BI Pro Power BI Training Power BI World Tour Power Pivot PowerPivot Power Pivot DAX Power Query Power Query Training Power View Power View multidimensional cubes Preparing Data for a Tabular Model Project Phoenix Recipes Redmond SQL Saturday Reed Jacobson Remove columns Repeating list Report controls report dependencies Report deployment Reporting Services 2016 Reporting Services Training Report navigation Report parameters Report recipe book Reports for MDX Return specific row Rob Collie DAX Book Robert Bruckner Scheduled Refresh Scripting Tabular Model Measures Self-service reporting Seth Bauer SharePoint SharePoint 2012 SharePoint integration Simplifying and Automating Tabular Model Design Tasks SolidQ SolidQ Journal Solid Quality Mentors Spatial queries; happy holidays; Merry Christmas SQLAuthority SQLCAT SQL Saturday SQL Saturday 446 SQL Saturday Portland Oregon SQL Server SQL Server 2012 Upgrade Guide SQL Server community SQL Server Data Tools – Business Intelligence for Visual Studio 2012 SQL Server Denali SQL Server Denali; Self-service reporting SQL Server Denali CTP3 SQL Server MVP SQL Server Optimization SQL Server Pro Magazine SQL Teach SSAS SSAS Performance Logger SSAS Tabular SSAS Tools BI Development Tools SSDT BI SSRS 2016 SSRS dynamic columns SSRS PowerShell SSRS version control standards Start subscription Steve Jobs StreamInsight Strip line style Subscription Survival Tips for Using the Tabular Model Design Environment Tabular DAX Tabular Model & " Tabular Model Common Errors and Remedies Tabular Model Design Tabular Model Design Checklist Tabular Modeling Tabular models Tabular report design TechEd TechEd 2011 Sessions TechSmith Snagit Pro themes Threshold line Top values Training clsses Unconference User-related report content User authentication User prompted to login Using DAX to Solve real-World Business Scenarios Vancouver BC Vern Rabe Visualisation Visualization Visual Report Design Volunteers Weather and Climate Web.Contents Web API What About Multidimensional – Will Tabular Replace It? What are the Naming Conventions for Tabular Model Objects? What Do You Teach Non-technical Business Users About PowerPivot and Tabular Models? What’s the Best Business User Tool for Browsing & Analyzing Business Data with Tabular Models? What’s the Best IT Tool for Reporting on Tabular Models? What’s the Difference Between Calculated Columns & Measures? What’s the Difference Between PowerPivot and Tabular Models? Why Tabular? Wrox book
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