Workiva Data Prep Overview

tl;dr

Workiva Data Prep is used to define and apply the transformations that are needed to create report ready data.  Data Prep is a no code application that is used in concert with Chains and like Chains, the application is built with business users in mind.  Data Prep streamlines the creation and maintenance of the functional (mapping) logic that makes data useful.  Data Prep is part of the Data Management Suite and is available to Workiva customers with a Connected reporting solution.  

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Background

In our post Workiva’s Data Management Suite (DMS) we explored integrating, transforming, and using data across the Workiva platform.  If you remember, DMS comprises three applications - Wdata, Chains, and Data Prep.  In this post we are focused on Data Prep.  

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Before we proceed, let’s spend a moment defining transformation.  Simply stated, a transformation is a change that is made to the data file.  There are various reasons why data may need to be changed during an integration process.  

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Technical transformation is a common need.  Consider a data file that is provided from a 3rd party application such as the general ledger.  The file contains the legal entity code, GL account code, GL account description, cost center code, profit center code, and the current period activity.  The fields in the file are separated using a semi-colon and the first row contains the name of the field as defined in the backend of the general ledger.  In this example, we want to load the data directly into a Workiva spreadsheet.  To accomplish this, at a minimum we need to change the field separator to a comma.  This is a technical transformation.  We are changing the structure of the data file without changing the data itself.  

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Functional transformation is another common need.  Let’s return to our GL extract example.  Rather than reporting the data with the cost center code, we want to display the data with a user friendly interpretation of the code.  For example, cost center 10065 may be meaningless to a consumer of the report populated with the data but replacing 10065 with the text Corporate FP&A allows a person less familiar with the details of the chart of accounts to better understand the data being reported.  This is functional transformation and is often referred to as mapping the data.

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We will explore both technical and functional transformation in far more detail in a future post.  

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What is Data Prep

Data Prep is an application in the Workiva Data Management Suite that is used to manage data transformation.  Data Prep is used in combination with Chains and is intended to streamline the transformation (T) activities in the integration (ETL) process. 

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Data Prep is designed to allow a business user to define and maintain the transformations that need to be applied to 3rd party data in order for it to be useful in the Workiva platform.  While technical transformation is often a one time setup activity, functional transformation is generally an ongoing activity.  Empowering the business user that best knows the data and reporting requirements to be able to maintain the mapping logic results in a more efficient and more accurate reporting process.  

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Data Prep has two primary components, a Pipeline and Mapping Groups.  A Pipeline is the set of transformations, both technical and functional, that are applied to data being processed by Data Prep.  Data Prep is a no code application which allows the transformations to be included in a Pipeline to be defined via an intuitive user interface.  

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A Mapping Group is technically a transformation; however, it is more robust in nature.  Most technical transformations perform a single action where Mapping Groups perform bulk transformation operations based on business logic.  Like a Pipeline, Mapping Groups are also defined and maintained via the user interface.  Additionally, Mapping Groups can be imported from a file or even via the REST API which creates an opportunity to source mapping from master data management systems.  

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Accessing Data Prep

Data Prep is a licensed component of the Workiva platform.  Connected solutions entitle an organization to use Data Prep.  Because Data Prep is intended to be used in concert with Chains, access to Data Prep is controlled by Chains security.  When an individual is granted access to Chains they also have access to Data Prep.  

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Once security access is granted, a user simply selects Chains in the left hand panel within the Workiva Workspace to open the Chains application.  From there, navigate to Data Prep by clicking the Data Prep icon in the left hand panel to begin using the application.       

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Using Data Prep

Similar to Chains, we can think of Data Prep users in two classifications - pipeline builders and data mappers.  The pipeline builder user persona will usually create the Pipeline and assign transformations including mapping groups.  Generally once a Pipeline is built there is little or no maintenance needed unless the data source changes in some way.  

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The data mapper user persona interacts with the Data Prep application much more frequently.  Because functional transformation definitions change with the business, Mapping Groups often need to be updated to account for new master data elements.  For example, when a new cost center is added, the P&L operating expense line on which the expenses need to be reported needs to be defined.  

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In instances where an organization has defined and applies consistent conventions, it is possible to define the mapping rules in a way that does not require maintenance for each new master data element.  However, for organizations that lack this rigor then mapping needs to be maintained as elements are added.  The Mapping Groups are where this definition is defined and maintained by the data mapper persona.  

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Mapping Groups are purpose built to allow business users with little or no technical skill to define and maintain the mapping definitions.  The user interacts with a simple grid interface that defines the value from the source system (ex: cost center 10065) and the value to which it should be mapped/transformed - Corporate FP&A.  This simple one-to-one relationship is one type of mapping that can be applied but the application supports pattern recognition as well as multiple field relationships.  We will explore Mapping Group functionality in far more detail in a future post.  

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Once the Pipeline is defined, including any Mapping Groups, a node can be added to an existing or new Chain that will run the data through the Pipeline and provide a 

data file with all of the Pipeline transformations applied as the output.  The Chain can continue to use that output as it would any other Command output including loading the data to Wdata or directly to a Wdesk Spreadsheet.  

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Wrapping Up

Wdata, Chains, and Data Prep comprise Workiva’s Data Management Suite.  Data Prep is a powerful application that works in concert with Chains to enhance the integration process by eliminating the need for technical knowledge to transform data and make it ready for use by the downstream application.  This trifecta of applications significantly elevates the data management processes for an organization thereby reducing data quality risks and improving the confidence in reporting generated from the Workiva platform.  

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