NCCCS Business Intelligence Training Manual
Contents
1. 14 25 2014 COMMUNITY i NC couleces Creating Reports Once you have chosen a Universe as your data source the software will open a Query panel The example below shows that the Course_FTE Universe was chosen The query panel will allow you to choose what data or Result Objects you want in your report as well as giving you the option to include filters and or pri 11 25 2014 47 N COMMUNITY COLLEGES Creating Reports The following slides will show you how to build an example report which uses the Course FTE Universe and would show the total number of students for each semester per program area for a given year You simply expand the folders on the left and drag and drop the data objects into the panels on the right either as a result object or filter The Result Objects are the objects that you will be able to use to build your report NOTE If you do not include a specific object in the Result Objects panel it will not be available to you when you re building your report m Li ry 11 25 2014 18 COMMUNITY COLLEGES Creating Reports In many situations you ll want to include a filter in your query This will limit the results of your query which will give you a more manageable dataset and will also decrease the time it takes to run the report You ll see that you can choose the operator for your filter in dropdown list equal to not equal to etc The ne2. Nowseloct the objects and measure you want to be displayed in your graph You can add them to the graph by simply dragging them from the Available Objects tab to the chart you inserted into your report You can also hold down ctr and cick multiple objects to ada them all at once For this example hold cti and click Program Area Code Desc Reporting Semester Desc and Total Number of Students and drag them to the chat 11 26 2014 36 N C COMMUNITY COLLEGES Creating Reports Adding Graphics Charts to your reports Your chart should have updated to resemble tho following image You can expand the chart to display all the program areas You ve now created a basic chart which shows the total number of students per program area broken out by semester Select the chart right click and choose Format Chart for a variety of options including the chart title legends data labels chart colors ete 11 26 2014
3. oder to store your reporta Name your report an cek Save E reef 9 5 cxemuma 11 25 2014 S 8 N C COMMUNITY COLLEGES Creating Reports You can also export save your reports in a variety of other useful formats Once the report is open you can click the print icon which will save the report as a PDF 5 COMMUNITY NC COLLEGES You can also export the data in a variety of formats by clicking the small icon with an arrow pointing to the right and choosing the format amp d o e e semen E Export Documentas eoe 5 p Eee Expert Data to csv excel csvarchve Text 1 11 25 2014 COMMUNITY COLLEGES Creating Reports Retrieving your custom report from the repository After save your report to the Business Intelligence server s repository you can easily retrieve it by following the steps below When you first login click the Documents tab in the top eft portion of the window tits not already expanded click on the My Documents option Click My Favorites to access the folder you created when saving your document You should now see your raport listed in the window on the right of your screen Double click the raport to view I wil initially open in Reading mode which does not allow editing If you want to edit your document youl simply have to click the Design option which will open the report in
4. see a window that says Available Objects These are the result objects that you choose when building your query and are now available fef use in your report If you don t see an object that you ll need to build your report you can add objects to y It will open a the query window and will allow y to add the necessary reSult objects to your query as s previous slides which will make them fase isses Testing Pe Crore EET owa naren en a BE ae ear oa a 9 PeBe E arao T Elena Inr Laurier Sues 11 25 2014 23 COMMUNITY NC COLLEGES Creating Reports We will now begin building a basic report In the example we ll use a reporting element called a Crosstab You ll begin by clicking the Reporting Elements tab and then choosing the type of table you would like to include in your report Crosstab Click on th ype of table you want to include and then click within the a area to add it to your report E el SH 5A Gt seen anl E E e m E 5E w 2 9 reso o 0 f tsetroseresen E Erenus of set vais 11 25 2014 24 NC cotteces We ll now begin adding objects to Creating Reports your report To do this we ll simply drag the appropriate objects from the Available Objects window to the reporting window We ll place the objects in the appropriate row or column in the crosstab or displ
5. COMMUNITY N COLLEGES North Carolina Community Colleges Business Intelligence Reporting System College User Manual NC cotteces Contact Info Tologin to Business Intelligence system https bi nccommunitycolleges edu If you have any questions about this document or need assistance using the Business Intelligence Reporting System please contact the State Level Reporting team using the bi nccommunitycolleges edu 11 25 2014 NC cotteces Introduction This user guide has been developed to assist all users of the North Carolina Community Colleges Data Warehouse NCCCSDW in the use of Business Objects 4 1 LAUNCHPAD to retrieve system level reports and to create reports using Web Intelligence Java web version The intended audience of this guide is any user that executes documents from Business Objects 4 1 LAUNCHPAD NOTE LaunchPad users should have a basic understanding of navigation techniques and conventions used in Microsoft Windows and Microsoft Office College users will now use ONLY ONE ID to build custom reports and retrieve canned reports documents In previous versions users were issued two ID s SKW and EIS to gain access to two different systems Web Intelligence Desktop Client and Infoview EIS Users will now have ONLY one ID which will allow the user to retrieve prepared reports and also create custom reports within a web browser The first section of this training manual will walk y
6. an editable mode Be sure to save any changes you make to the report S I 3 cy Forts retry Fer yar senec LER I 11 25 2014 COMMUNITY NC COLLEGES Creating Reports You can now build format and save a basic Web Intelligence report The following slides contain some tips and tricks for building more dynamic reports and applying some additional formatting If you need additional help or have any questions please feel free to reach out to the NCCCS Business Intelligence team bi nccommunitycolleges edu You can access the BI reporting system at https bi necommunitycolleges edu 11 25 2014 32 NC cotteces Creating Reports You can easily add logos or images to your report for branding etc To add a logo to your report s header follow the directions below Click the Formatting tab to open f your various formatting options Glick the Style tab which is contained with the Formatting tab Click within the report in the area Torero nenrarm te reste where you would like to insert the Jogo or image In this case we ll click in the report header lick the image icon on the Style tab Click Appearance to edit the appearance settings Choose the Image from file radio button Click Add to browse for the image on your PC Toggle the display settings to change where and how
7. ayed elsewhere in the report if need be Follow the Example below to bulld a lil sample report Drag Program Area Desc to the crosstab row on the left Now drag Reporting Semester Desc to the column header in the crosstab Lastly we ll add the measure we included Total Number of Students to the body of the table This will use a predefined equation to calculate and display the count of students per Area and Semester 11 25 2014 25 COMMUNITY NC COLLEGES Creating Reports You ve now created a basic crosstab that displays the number of students per Program Area for each Semester in selected Reporting year Now we wil work on the layout and formatting of the report There are several ways to open the Report s ee MN chine ag sau i i cta e most m common formating Bret nine paring area tot win 11 25 2014 26 COMMUNITY NC COLLEGES Creating Reports If you clicked the Page Setup tab you ll see the following options This tab will allow you to set the following options Page Layout Portrait or Landscape Page Size M A3 Letter Lagal ete The size of year header and footers Allows you to add reports pages to your document Rename the report Set your top bottom laft and right margins Togs the display settings Page or Quick display HINT Choosing the Page option will display the en
8. characters Must use letters and numbers Cannot reuse a password After you have entered your new password click OK to login to the reporting system NC Community College System 11 25 2014 NC cotteces Accessing Reports The following section will walk you through accessing high level canned reports through our Business Intelligence Reporting System similar to the EIS system in our previous system For instructions on building your own custom reports please proceed to Page 12 of this training manual 11 25 2014 NC cotteces NCCCS BI Reporting System Your initial login screen will resemble the screenshot below You ll see a listing of the available folders which contain high level canned reports that can be run as needed 11 25 2014 NC cotteces NCCCS BI Reporting System You can use the on the left to expand folders or double click the folder in the window to the right This will allow you to navigate to the appropriate report which you ll double click to run 11 25 2014 8 NC cotteces NCCCS BI Reporting System Once you double click a report name the system will open the report If there are any filters associated with the report such as reporting year etc choose the appropriate value and click Ok Your report should open in the viewing area Commun taxis Guten are 11 25 2014 9 NC cotteces NCCCS BI Repo
9. elligence portal XE When you begin creating a new report the system will first prompt you to choose a data source In most situations you will choose Universe and then choose the appropriate universe You can also use the Web Intelligence software to build reports from other data sources such as an Excel spreadsheet po 11 25 2014 COMMUNITY COLLEGES Creating Reports Choose the Universe you would like to use as your data source for your report The table below gives a description of each Universe The screenshot to the right displays the Universes you can choose Con d Student College This Universe is used to obtain Continuing Education Student information For most users only information for their own College id is available The College ID is locked in by Supervisor Row Security For the NCCCS IT Staff Users all collages and their Con Ed information is avaliable wit this Universe Course FTE Contains College Courses and Full Time Equivalent Information Curriculum Student Info 1 College Data begins with the Reporting Year 2002 2001 2002 Semesters are Fall 2001 Spring 2002 and Summer2002 The universe contains student demographics and enrollment counts related to curriculum students within the NC Community College system Staff College Faculty and Staff Employed inthe NC Community Collage System
10. er you can begin building your custom reports in several ways First you must open Web Intelligence You can click the Home tab and open Web Intelligence by clicking the icon to the right You also can Click Applications and open Wel Intelligence Once you click the Web Intelligence Icon the browser should open a new tab resembling the screenshot on the right 5 OA A hic incor mnycolegesed G0U tops Goa gp E coge 11 25 2014 13 COMMUNITY NC cotteces Creating Reports You MUST have a current version of JAVA installed for Web Intelligence to function Visit www java com to download necessary updates if need be The system will prompt you to download a newer version if your software is out of date In many situations the new JAVA software will also prompt you to remove any older installations of JAVA software We advise you to contact your System Administrator before installing uninstalling any software The first time you login your local JAVA software will likely ask you to verify that the website is secure Click continue to add the site to your exceptions list eset Marg Do you want to Continue The tonedlon to s wb a untrusted r etes Teeter canoe used to ete iety of ven 11 25 2014 14 NC COMMUNITY COLLEGES Creating Reports To begin a new report click the new report icon in the top left of the Web ERS Int
11. ou through accessing canned reports The second section will walk you through using the system to create your own reports with only YOUR college s data 11 25 2014 3 NC cotteces System Requirements Toaccess the system you should be using a current and updated web browser Internet Explorer Mozilla Firefox and Google Chrome are all supported browsers Your system should have at least 4GB or memory and Windows 7 or later Earlier operating systems with a current browser installed may work but could have limited functionality To use the system to create your own reports you will have to have the most current version of JAVA installed on your system To verify your installed JAVA version is the most current o to https wwwjava com en download installed jsp As always we ask that you advise your local IT staff before installing or changing any software on your PC 11 25 2014 4 NC cotteces Initial Login Goto https bi nccommunitycolleges edu NC Community College System Enter your initial username and password supplied to you by a member of the NCCCS Business Intelligence Team If you do not have an ID you can request an ID by following Step One ma here http www necommunitycolleges edu business intelligence The first time you login you will be required to create a new password The password requirements are Rules for New Passwords Minimum of eight
12. rting System Once the report is open you can click the print icon which will save the report as a PDF COMMUNITY COLLEGES You can also export the data in a variety of formats by clicking the small icon with an arrow pointing to the right and choosing the format aj D e sene nene Export Documentas gt expert Current reportas gt o expert pata to eS esvarchve Text POF excel 2007 11 25 2014 10 NC cotteces You can refresh the data in a report by clicking the icon with two arrows Heme esseri cnEDSTAIO DEIS S C Ene loeosraun Efon You can also search the report s text by clicking the ic small search window at the bottom left of the report i in view NCCCS BI Reporting System on that looks like binoculars It will open a ens Dari cwpstaao c c Dg GNE e So roa Fr e censrian amam 14 25 2014 N C COMMUNITY COLLEGES Creating Custom Reports The following section will show you how to create custom reports in your browser using the NCCCS Business Intelligence Reporting System NOTE When creating your custom reports you will not be able to access data from other colleges You will only be able to build reports using your College s data 11 25 2014 12 NC COMMUNITY Hi Creating Custom Reports While logged in as shown earli
13. the image is displayed The settings in the example Normal Left Top will center the logo in the top left portion of the header as shown in the example report 11 25 2014 33 N C COMMUNITY COLLEGES Creating Reports Using Pre defined objects in your report You can easily add common report elements by using the predefined cells You can simply place these cells on your report and they will automatically display the appropriate information Below are some examples of predefined cells Document Name Last Refresh Date wil display the ast time the query was refreshed Page Number Page Numbor Total Pages Total Number of Pages Any prompt fiters used in your report aay om zal acia loma drn m 3 Teatro 11 25 2014 34 NC cotteces Creating Reports Adding Graphics Charts to your reports You can also easily add charts to your report There area variety of pre configured chart types to choose from Follow the steps below to add a basic chart to your report Glick the Report Elements tb and then the Chart tab Choose the type of chart you want to insert and drag it to your report the example is a Column chart The chart will resemble the image on the right i 2 cen gem B alm 11 25 2014 35 N C COMMUNITY COLLEGES Creating Reports Adding Graphics Charts to your reports
14. tire page of your report which heips greatly when formatting and choosing the layout of your report JIo du db S 14 25 2014 27 COMMUNITY NC cotteces Creating Reports If you choose to right click in the report area and clicked Format Report then the Report Formatting window will open allowing you to make changes to the basic layout of your report including margins footers report name etc The screenshots below show each ofthe formatting windows Notice thet in the Layput window we ve changed the report be Landscape orientation and to have 25 margins 11 25 2014 28 COMMUNITY NC COLLEGES Creating Reports Saving your Report to the Repository for future use You can save your report to the server s repository or you can export your report in various other formats see following slide For storage reasons please only save reports to the repository that you ll likely use often If you will need to run this report again you ll want to save it as a Web Intelligence Document WID This will save your report to the server in your own folder and will make it available to you in the future Follow the Instructions below to save the file for the first time lek he dik in the top left comer ofthe screen and ciek Save Ae P dio Favorites Folder ve ene reom cc ta Ada New Folder con to creatg a new
15. xt field allows you to either specify a value pick from a list of values pulled from the database or create a prompt that will ask the user to Jue each time the report is ruh provide LEA 11 25 2014 COMMUNITY M COLLEGES Creating Reports The Filter window below shows that this query will have a filter for Reporting Year The operator is set to Equal to and the it s set to prompt the user to enter a value when the eport query is run When you are finished selecting your result objects and filters you click the arrows that say Run Query This will run your query and return a dataset and will automatically open the rep rtdesign wins mmt F Query Piters T kepong Vear oua 10 a 11 25 2014 COMMUNITY NC cotteces Creating Reports Once you ve clicked Run Query the system will execute the query If you include a prompt such as in the example below the system will open a window to allow the user to select a reporting year value Double click the appropriate value and click Ok to proceed wor LER 11 25 2014 21 COMMUNITY COLLEGES Creating Reports The system will run your query and open the report design window It will try to automatically create a basic report for 11 25 2014 N COMMUNITY COLLEGES Creating Reports Inthe panel on the left you should
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