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Introduction to Business Reporting Using IBM Cognos User Manual

1. Condition Show only the following E JALCC Alamogordo CC e E Agricultural Experiment Station D Agriculture and Home Econ College Arts and Sciences College Athletics Auxiliary Services Business College CACC Carlsbad CC se Select all Deselect all Missing values Default Apply the filter to individual values in the data source This package contains both OLAP and relational data This setting applies to the relational data only OLAP data will use summary filters OK Cancel May 2012 Page 49 Introduction to Business Reporting Using IBM Cognos 4 Choose the values wanted to filter the record 5 Select OK The report will list the records that have the relevant value information selected from the filter Note The filter icon 7 in the upper left corner indicates the report has been filtered and lists the Data Element criteria used for filtering Use a Prompt Prompts are used when you want to use different criteria for the same report item each time the report runs The report does not run until you choose the values Using prompts is faster and easier than repeatedly changing the filter The following steps you through the process of adding prompts to a report 1 Click the heading of the report item you want to filter 2 Click the Filter button on the toolbar 3 Select the Prompt every time the report runs check box By selecting this check box you are asked t
2. Credentials srel srel Options C Override the default values Formats Default Accessibility Default Languages Default Delivery Save the report Prompt values C Override the default values No values saved OK Cancel 3 Under Frequency select how often you want the schedule to run The Frequency section is dynamic and changes with your selection Wait until the page is updated before selecting the frequency 4 Under Start select the date and time when you want the schedule to start 5 Under End select when you want the schedule to end reo TP If you want to create the schedule but not apply it right away select the Disable the schedule check box To later enable the schedule clear the check box ao Tip Reminder schedule to run reports between the hours of 6 00 a m to 7 00 a m Page 30 May 2012 Introduction to Business Reporting Using IBM Cognos 6 If additional options are available on the Schedule page specify what you want For example for reports you can select formats delivery method including how to save report output files and prompt values Schedule Copy of BU POS 149 Bgt amp Job LD Fill Vacant My Dept Schedule this entry to run at a recurring date and time You can run using the default values or specify the options You can disable the schedule without losing any of its details _ Disable the schedule Priority Start 3 May 21
3. If you have any questions or problems with your browser please contact cognos_help nmsu edu or 646 1840 There are a few settings that need to be changed in Internet Explorer to ensure that your reports open correctly Note Make sure that all your pop up blockers are turned off this includes the Google toolbar pop up blocker May 2012 Page 57 Introduction to Business Reporting Using IBM Cognos Local Intranet 1 Open your Internet browser 2 Select Internet Options from the tools menu 3 Click on the Security tab Internet Options General Security Privacy Content Connections Programs Advanced Select a Web content zone to specify its security settings amp 0 Internet Local intranet Trusted sites Restricted Trusted sites This zone contains Web sites that you trust not to damage your computer or data Security level for this zone Custom Custom settings To change the settings click Custom Level To use the recommended settings click Default Level Select the Local Intranet icon Click the Sites button Click the Advanced button Type http nmsu edu Click the Add button Type https nmsu edu 10 Click the Add button 11 Click the Ok button 2 oe Page 58 May 2012 Introduction to Business Reporting Using IBM Cognos Custom Security Level To have this list of trusted domains accept mixed both secure and non secure content complete the following s
4. 2 All at once 0 In sequence Continue on error Defaults for all steps Select this option to specify default walues for all steps of this job Default Seb ws Run history details level Select the level of details to save in the run history when the run activity completes successfully For failed runs the details are saved 8 Select whether you want to run schedule or save only 9 Select Finish Page 34 May 2012 Introduction to Business Reporting Using IBM Cognos Check History Report It may be necessary to verify that your scheduled reports are running successfully The follow steps will confirm this process with your report 1 In My Folders and from the Actions column click the link for options available 2 The Perform action screen will appear Perform an action HR EMP 285 Leave Balances Exempt My Dept Available actions Set properties View most recent report in HTML Run with options Modify the schedule Remove the schedule ai v gt z ES 5 Alert me about new versions Do not alert any about new versions Move Create a shortcut to this d wry re Add to bookmarks pi ps a Copy 2 ER x Delete Cancel 3 Click gt View run history 4 View history actions screen will appear View run history HR EMP 285 Leave Balances Exempt My Dept View the run history for this entry Status All statuses Entries
5. HR fname sponsoredResearch Dept BFHR reports you can run for your primary department or you can choose the option to run reports for any department AIl My Dept Employees 1 Ol All Dept Employees anat Shared Folders anat Employees Employees All Shared Folders Entries 1 5s ll Jo Entries 1 5 a Jo Ja Name Publi Name Name fo ublic Cubes b BU POS 149 Bat amp Job LD Fill Vacant b BU POS 149 Bat amp Job LD Fill Vacant All Dept it BU POS 249 Vacancy amp EHIR Status p if BU POS 249 Vacancy amp EHIR Status All Dept 2 Select the Personal tab Set preferences General Portal Tabs View the summary of your authentication information and manage your credentials You can also view the groups and roles whose access permissions you have in this session and the capabilities available to you Primary logon The primary logon represents the namespace that you first logged on to in this session and the credentials that you used Namespace NMSU LDAP User ID srel Given name Sally Surname Rel Email srel nmsu edu Alerts Specify the email address to use for your alerts about new versions Email Po Credentials Specify the users groups or roles that can use the credentials to run activities You can also renew the credential Renew the credentials 3 Click Renew the Credentials Message from webpage A Your credential has been renewe
6. Request time Start time Completion time Status Actions May 30 2012 3 00 00 PM May 30 2012 3 00 00 PM May 30 2012 3 00 05 PM Succeeded B May 30 2012 2 45 00 PM May 30 2012 2 45 00 PM May 30 2012 2 45 13 PM Succeeded Close 5 Status will reflect Successful if schedule is applied 6 If you receive a status of Failed review Actions May 2012 Page 35 Introduction to Business Reporting Using IBM Cognos 7 To view results click on icon 8 Results will be displayed you will receive message indicating why scheduled report failed Entries 1 11 Time Message May 23 2008 10 02 00 4M 8 CNC SEC 3403 The user account information is invalid or it is missing in Content Manager CAM 444 0194 Authentication to the namespace NMSU failed CAM 444 0118 The trusted credentials contain an invalid password Note This message indicates that you may have had a change in your password If the passwords has changed then you must re establish your credentials Refer to Appendix B to Refresh Credentials Page 36 May 2012 Introduction to Business Reporting Using IBM Cognos Introducing Query Studio Query Studio is the ad hoc reporting tool for Cognos the Web based reporting solution After a report is made available it is published to the portal You can then run the report or view report output versions You can also view the report in various formats schedule the report and or distribute the report Using Query Studio an a
7. 7 FTE Pr E A TRL a A A A e a AA E CEN Dar E See a a e is m Ee o ee le A A AAA AE AO EAS A EPA E E PI r el 1 r 2a ee C a HR el May 2012 Page 23 Introduction to Business Reporting Using IBM Cognos The Perform an Action page displays Perform an action HR EMP 285 Leave Balances Exempt My Coll Div Availabld actions Set properties View report output versions View my permissions Run with options View the schedule View run history Alert me about new versions A Create a shortcut to this entry EX Add to bookmarks Cancel Ep 5 Click the Copy button l The Save as a Copy page displays Perform an action HR EMP 285 Leave Balances Exempt My Coll Div Availabld actions Set properties View report output versions View my permissions Run with options View the schedule View run history Alert me about new versions Copy Create a shortcut to this entry E Add to bookmarks Cancel 6 In the Name box you can edit the name of the new entry 7 Click OK 8 To return the portlet to its original view it must be restored To restore the portlet click on the restore icon displayed to the right of the portlet Description Hodificd amp Actions Mame BU P06 145 Egt 8 Job LO Alivacant PA Det January 5 2009 113509 PM Y Pp Elbe Sator bimini si Dats Manageren Farta PH HR A DIST Secured POLS Desoobon List Of Glad and vac
8. Finances 0 Name Avg Salary No entries Num Employees Avg Salary LTV Instruction IPEDS 05 06 997 58 494 IPEDS 06 07 1019 60 619 Instruction Name IPEDS 07 08 1052 63 546 gt i HED SCH Cube A 1 10 50 000 40 000 30 000 20 000 LTV Research SEROR This report may contain confidential and or sario information and is intended for the person entity to whom it was originally addressed Any use by others is strictly prohi a Name Package content package name CU IPEDS ANNO Server cognos p nmsu edu No entries ADM Ref No HR 360 Freeze Date LTV Public Service 212 Page 1 Public Service Name Actions l LTV tab Provides summary reports dashboards and high level analytics relevant to university executives College Division tab Provides list of BFHR standard reports that can be run for users specific College or Division You will also have the capability to run reports listed but select another College or Division Dept tab Provides list of BFHR standard reports that can be run for user s specific Dept The ability to run reports but select another department is also available PI tab Provides a Principle Investigator a list of filtered reports listing information identified by Principle Investigator Administrative tab Provides list of BFHR standard reports filtered options for greater flexibility to address specific needs May 2012 Page 7 Introduction to Busine
9. Open the report that you want in Query Studio 2 Click the report item that you want to use to insert page breaks 3 From the Change Layout menu click Set Page Breaks Note After you have set page breaks view the report in PDF Excel 2002 or Excel 2007 format to see the page breaks If you view the report in HTML it appears in a single HTML page with space separating each group or section Calculations You can perform many types of calculations in Query Studio For example you can calculate the sum or average of the values in one column or multiply the values in two columns Calculation results are not stored in the underlying data source Instead Query Studio reruns the calculation each time you run the report The results are always based on the most current data in the data source Note The functions available when creating calculations are restricted by functions available in the data source You can perform calculations in Query Studio by adding summaries or by adding calculations Use the Summarize command to add or remove footer values or to change how detail values are calculated For example use the Summarize command to place an average in each footer Calculations Use the Calculate command to create new report items using data from one or more report items For example use the Calculate command to add together several columns in a list report Page 52 May 2012 Introduction to Business Reporting Using IB
10. PODS FRZ_STUDENT_COURSE and FRZ_ACADEMIC_STUDY tables for Spring 2012 nse Detal For m re institutional data go to Institutional Analysis Sumnfer 2012 and Fall 2012 For those individuals interested in Business data we recommend you use the Business Finance amp HR tab to access the standard reports that are available Page 6 May 2012 Introduction to Business Reporting Using IBM Cognos Through the Business Finance amp HR tab there are sub tabs available LTV College Division Dept PI Administrative These tabs are a simple way to navigate to the type of data reports needed NM NEW MEXICO STATE UNIVERSITY srel too E A Ely fi 57 lan Business Finance Y HR net pr administrative Budget LTV Living the Vision Summary reports dashboards and high level analytics relevant to university executives LTV Benchmarks qa LTV Viewer aaa LTV Benchmarks i Name Actions E Keep this version p de h A lal HR Avg Salary Reg FT Faculty Data as of November 1st of each Year No entries LTV Employees BORE 70 000 Year Employees E IPEDS 05 06 Entries 1 7 eal is lt gt 60 000 E IPEDS 06 07 E IPEDS 07 08 Name Current Employee Cube Current Position Cube HR Avg Salary Reg FT Faculty HR Ava Salary Reg FT Faculty by Age HR Ava Salary Reg FT Faculty by Rank HR Ava Salary Reg FT Faculty by Tenure HR Avg Salary Reg FT Staff LTV Finances 05 10 000
11. locale A code that is used to set the language or dialect used for browsers report text and so on and the regional preferences such as formats for time date money and money expressions For IBM Cognos products you can specify a locale for the product interface product locale and for the data in the report content locale Measure A query item that contains values that can be aggregated to produce meaningful results For example product costs can be treated as a measure because average and total costs have some meaning Product codes though numbers are not usually treated the same way Measures are quantitative performance indicators and give the numbers that usually appear in the cells of cross tab reports or in the numbers of a chart Measures are also known as facts metric A measure to assess performance in a key area of a business metric An IBM Cognos Connection representation of a Metric Studio package application A metric package contains connection information reports and metric management tasks for that application May 2012 Page 65 Introduction to Business Reporting Using IBM Cognos model A physical or business representation of the structure of the data from one or more data sources A model describes data objects structure and grouping as well as relationships and security In IBM Cognos BI a design model is created and maintained in Framework Manager The design model or a subset of the design
12. Calculates the largest of the values in the selected report items Minimum Calculates the smallest of the values in the selected report items Rank Returns the rank of each value in the selected report item For grouped reports it can return the rank of each value in a group or within all values of total Calculates each value of a selected report item as a percentage of the total Percentile Returns a percentile of values For grouped reports it can return the Quartile Returns the quartile of values For grouped reports it can return the Quantile Returns the quantile of values For grouped reports it can return the For grouped reports returns each value as the percentage of the group total or the overall total percentile for each value in a group or within all values quartile for each value in a group or within all values quantile for each value in a group or within all values Instructions wm Ha Ww N E gt Open the report that you want in Query Studio Click the headings of the report items you want to include in the calculation Click the calculate button on the toolbar In the Operation box click the type of operation you want to perform Choose which data to use for the calculation a To use the data in existing report items in the Selected report items box click the report items you want b To use other data in the Number box specify a number Click Insert The cal
13. ME Standard Entries 1 Icons Modified gt Actions February 3 2010 11 28 57 AM gt B ES More E June 4 2010 1 25 37 PM ES More Actions August 30 2010 2 48 49 PM ES More f T ool bar April 27 2011 1 03 58 PM ES More Actions Toolbar The Actions Toolbar allows you to choose a specific action to be applied to the package folder or report Folder A folder is used to organize reports Having folders that are logically labeled and organized helps the user to easily locate reports Package A package is a container for reports views and data elements Packages are created by the Reporting Group and published to the Cognos Server Standard Icons Standard icons are pictorial representations of commonly used commands Report View A reference to another report that has its own properties such as prompt values schedules and results May 2012 Page 9 Introduction to Business Reporting Using IBM Cognos Report is the output created Create a New Folder The following steps you through the process of creating a new folder 1 Choose the My Folders tab 2 Click the New Folder icon on the portal toolbar Specify a name and description New Folder Wizard Specify a name and location for this entry You can also specify a description and screen tip Name Doo SOE Description Screen tip Location My Folders Select another location Cancel lt Back
14. Next gt Finish 3 Type the name of the new folder in the Name field required 4 Type a Description and or a Screen Tip in the appropriate fields optional Note The Description of the folder appears in the portal when you set your preferences to use the details view The Screen Tip which is limited to 100 characters appears when you pause your pointer over the icon for the entry in the portal 5 From the Location select the appropriate folder if it is not already the default 6 Click Finish Page 10 May 2012 Portlet Introduction to Business Reporting Using IBM Cognos Accessing Reports Through Cognos Connection you can access the reports that have been previously created and saved Running the report is accessing a report to retrieve the predefined data Run an Existing Report To view a report using the most recent data or report design you can run the report by clicking the report name in the portal The following instructions step you through the process of running an existing report l Select the valid Tab Business Finance amp HR Portlets will be displayed showing all reports available for selection NM NEW MEXICO STATE UNIVERSITY srel wor E MN y fi 57 Land by A Business Finance amp HR Inst Analysis Support Public Folders My Folders Admin LTV College Division Dept PI Administrative Budaet HR Finance Sponsored Research College Division BFHR reports that can be ru
15. PUOGET_JOS_FOAPAL COMP FoS class BUDGET 108 FOAPAL COMP 1G PON IND MPT _POSTTION DEF BARGAINING UNIT HAS BUGGET_308 FOAPRAL COMP POSITION_Ho HAS SUGET_ 00 POAPaL_ COMP 0 arri May 2012 Page 13 Introduction to Business Reporting Using IBM Cognos Advanced Options You can specify the following advanced run options for a report for the current run Time when the report should run Multiple report output formats if you choose to run the report later One or more delivery methods Prompt for values The report runs in the background If you run the report later select multiple report formats select to save print or email the report When done the output versions button appears next to the report on the Actions toolbar 1 In order to view the options available the portlet must be maximized to view the Actions menu To maximize the portlet click on the maximize 5 icon located on the right hand corner of the portlet My Employees HARE Employees Entries li s el ICI Name BU P5 149 Bgt amp Job LD Fillfacant My Colli Diw BL Pos 249 Vacancy amp EHIR Status My Coll Div HR EMP 285 Leave Balances Exempt My ColliDiv HR EMP 285 Leave Balances NonExempt My ColliDiv HR EMP 321 Employee by Primary JobiMy Coll Coi 2 The portlet will be maximized and the Actions menu will be displayed to the right Mp Depi Empoy Employees Description Hadie amp Hame BJ AOE
16. Reporting Committee selected Cognos as the Enterprise Reporting Tool of choice for NMSU Cognos is a web based enterprise reporting solution Cognos allows you to gather data from various storage locations and assemble the data into a personalized package Cognos has three parts to the system e Cognos Connection the portal e Query Studio e Analysis Studio Cognos is used to view reports Users may request new reports through the NMSU reporting portal at http training nmsu edu documents bfhr data request pdf Based on report needs Budget Finance or HR submit your request to the appropriate e mail link By providing detailed information the request will be directed for production to the correct reporting department More information about Cognos can be found at http www cognos com Objectives This manual will introduce you to Cognos Connection and NMSU Business Finance and HR standard reports The following areas will be covered Getting Started in Cognos Managing Entries Personalizing the portal Introducing Query Studio Accessing Reports Scheduling Reports NMSU Business Finance HR Data Reporting Portal May 2012 Page 1 Introduction to Business Reporting Using IBM Cognos Terminology In this section terms used throughout this manual and in training are defined In this manual we will use the following acronyms for the following reporting groups SIM Student Information Management ICT Information C
17. are stored encrypted A passport is stored in a memory only browser cookie for the duration of the session PDF Portable Document Format PDF A file format that maintains the formatting of the original document without the program and fonts that were used to create it In Cognos you can view print and distribute reports using this format Portal A Web site or page that provides a single presentation and a single starting point for a set of information Cognos Web products may use a Cognos portal such as Cognos Connection or may be integrated with other portals A mechanism for displaying Web content as part of a portal page Page 66 May 2012 Introduction to Business Reporting Using IBM Cognos product locale The code or setting that specifies what language regional settings or both to use for parts of the product interface such as menu commands project In Framework Manager a set of models packages and related information for administration and for sharing model information In Metric Studio a project is a task or set of tasks undertaken by a team and monitored on a scorecard A project tracks the dates resources and status of the project In Metric Designer a project is a group of extracts Each extract contains the metadata that is used to populate the Metric Studio data store or to create applications A report element that asks for parameter values before the report is run publish In IBM Cognos BI r
18. authentication The communication mechanism to an external authentication source provider Functionality such as user authentication group membership and namespace searches are made available through authentication providers burst To create many report results by running a single report once For example you can create a report that shows sales for each employee and run it once sending different results to regional managers by bursting on region You set up bursting in Report Studio and enable it in the portal burst key The dimension or level of a query in the report specification that is used to create or burst a set of report results For example you can create a report that shows sales for each employee and send different results to regional managers by bursting on region Cognos The portal interface of Cognos comecton ne Columns In reports a report item shows data in a vertical list In a model OS query items represent columns connection The named information that defines the type of the data source its physical location and any sign on requirements A data source can have more than one connection contact A named email address to which reports and agent emails can be Sore Sent Contact areneverauthenteatds O Content The code or setting that specifies what language and regional Page 62 May 2012 Introduction to Business Reporting Using IBM Cognos content locale A code that is used to set the
19. bar The values of the selected report item are now column headings The other report items become row headings and the measure is now at the intersection of the two Note To change the crosstab report back to a list report click the top row and then click the ungroup button on the toolbar Swap Rows and Columns You can interchange rows and columns in a crosstab a chart based on a crosstab or both For example if you have a crosstab report that has few rows and many columns you can swap the rows and columns to make the report easier to read If you have multiple rows or columns in a crosstab report the outermost rows become the outermost columns and the outermost columns become the outermost rows Note You cannot swap rows and columns in a list report Instructions 1 Open the report that you want in Query Studio 2 Click the swap rows and columns button on the toolbar 3 If you have both a chart and a crosstab report open you can specify which to Swap May 2012 Page 51 Introduction to Business Reporting Using IBM Cognos Set Page Breaks You can set page breaks in a report to control the data that appears on each page For example you have a list that shows all products sold by your company grouped by product line You insert a page break so the details for each product line appear on a separate page You must have a grouped column or you must create sections before you can set page breaks Instructions 1
20. model must be published to the IBM Cognos server as a package for users to create and run reports In IBM Cognos Planning a model is a group of D Cubes D Lists D Links and other objects stored in a library A model may reside in one or more libraries with a maximum of two for Contributor namespace For authentication and access control a configured instance of an authentication provider Allows access to user and group information In XML a collection of names identified by a URI reference which are used in XML documents as element types and attribute names In Framework Manager namespaces uniquely identify query items query subjects and so on You import different databases into separate namespaces to avoid duplicate names news item A single entry in a rich site summary RSS compatible format It can include a headline text and a link to more information A news item task in an agent can be used to create news items for display in an IBM Cognos Connection portlet package A subset of a model which can be the whole model to be made available to the IBM Cognos server For Metric Studio users see metric package passport Session based information regarding authenticated users A passport is created the first time a user accesses IBM Cognos It is retained until a session ends either when the user logs off or after a specified period of inactivity Passport information is stored in Content Manager memory Credentials
21. want to run and receive your report If you produce a single report output you can view it If you produce multiple report outputs you can save them print them or send an email notification Time and mode View the report now 3 Run in the background Now Later May 21 2012 9 26 AM Options Formats Delivery HTML v Select at least one delivery method For burst reports the email recipients are determined by the burst specification Number of rows per Web page _ Print the report 20 ho N Printer location Enable selection based interactivity C PDF C Send the report by email Edit the options oe saved srel srel et _ Excel 2007 _ Excel 2002 _ Delimited text CSV C XML Select a printer Accessibility _ Enable accessibility support May 2012 Page 17 Introduction to Business Reporting Using IBM Cognos The Email Options window displays Set the email options BU POS 149 Bgt amp Job LD Fill Vacant My Coll Div X Spe select the report as the only attachment To srel srel Cc Select the recipients Show Bec Subject Report BU POS 149 Bgt amp Job LD Fill Vacant My Coll Div Body Change to plain text alta BIBI US esl e m _ Indude a link to the report Attach the report oK Cancel 8 Complete the Email window with any pertinent in
22. 149 Eyt A ob LO Alacant Tte Depi january 5 2005 N3508 PM Autor Scie ah Dats Management Package FH HE eS LHASA OST Secured POLS Cesc bon List Of filed and vacan positions with bucket Ma tadato WAS BUDGET 1089 _FOAPAL COMP POSITION_SUMMARY _ORGANIZATION IMMS _PUDGET_JO0_FOSPAL_CON POS IMTIGA_ HOME ORGANIZA TIA RAS BUDGET 208 FOAPAL Come OS ITTON_TYPE INMSU_ BUDGET _J038_FO4PAL_ CONE POSITION _SAGUP PER PUOGET_JOS_FOSPAL COPE POSIT A CLASS AS BUDGET 158 _FOAPAL OOM pa POE DMC POSITION DEF BARGAINING LUMI IT HAS _BUGGET_308 FOARAL_ COMP POSITION _NO HAS DUET POP AL Core Doe arri 3 Under the Actions menu click the Run with options icon from the Actions toolbar to the right of the report you want to run Page 14 May 2012 Introduction to Business Reporting Using IBM Cognos 5 Select Advanced Options link 6 Select the following that apply e Timeand Mode Indicates if the report is to run now or for a scheduled later date o View the Report Now Will display the report in a new window o Run Report in Background Will e mail or schedule the report This will add other selection criteria to complete delivery e Format Provides a choice for the report format Recommended formats include Excel 2002 Excel 2007 CSV and PDF e Languages Provides a choice in the language a report is produced e Accessibility Enabling Accessible Report Output It is not recommended to select thi
23. 2012 Ey 10 17 AM Frequency Z Select the frequency by dicking on a link End By Day By Week a End by May 21 2012 Every 1 week s on EA 10 17 AM Monday Tuesday Wednesday Thursday E Friday Saturday Sunday Daily Frequency Every between 9 00 am and 5 00 PM 2 v v Credentials srel srel Options Override the default values Formats Delivery HTML a Select at least one delivery method For burst reports the email recipients are determined by the burst specification Save the report Number of rows per Web page 20 Y Print the report Printer location Enable selection based interactivity C PDF Send a link to the report by email Edit the options No options saved O port oy Set srel srel C Excel 2007 C Excel 2002 Delimited text CSV O xm Select a printer Accessibility _ Enable accessibility support Languages English Select the languages 7 Click OK A schedule is created and the report runs at the next scheduled time Note You will be prompted for values only if the report specification or model includes prompts even if the Prompt for values check box was selected May 2012 Page 31 Introduction to Business Reporting Using IBM Cognos Schedule Multiple Reports at Once You can set the same schedule for multiple entries by creating a
24. Actions menu will be displayed to the right Mp Depa Grape ee Employees E Mane e Description Hadilicd amp AL FOJE Hy i Mame BU PC5 145 9t A Job LO Alivacant Py Deod January 5 2009 113509 PM Bhor Administrative Data Management Package P PH HA HPSUAABOR DIST Secured PODS Desc bon L SP fled and vaca pan dora PA th b i Maaie WAS BUET a _FOAPAL COMP POSITION SUMAR OREANIZATION AMIS PUCET JO Pod aL COMP POSITICA HOME ORGANIZATION WASI BUDGET 108 FOAPAL CONE POSITIOAN_TYFE MMSU_BUDGET_J08_FOAPAL COME POSITICM_GAGUE AMIS BUDGET JOR PAFA COMP POSITION _CLASS AS BUCGET J58 FOAPAL COMP pa PORN MO MPT FOSTON _DEF BARGATNING UIT MAS BUDGET L FOARAL COME POSITIG Mal AMIS BUDGET JOS POSPA Cory 108 suri 3 Under the Actions menu click the Run with options icon from the Actions toolbar to the right of the report you want to run Page 16 May 2012 Introduction to Business Reporting Using IBM Cognos 4 Click the Advanced Options link 5 From the Time and Mode section select Run in the background and then select Later 6 If you want the report e mailed immediately select Now If you want to schedule the report to be e mailed select Later and select a date and time 7 From the Delivery section select the check box next to Send the Report by Email and click the Edit the Options link Run with advanced options BU POS 149 Bgt amp Job LD Fill Vacant My Coll Div Select how you
25. EGREE DATE Instructions 1 Open a report in Query Studio 2 Click the Insert Data menu command 3 Select the View to expand the package hierarchy and view the available Data Elements 4 Add the Data Element to the report in one of the following ways a Double click the Data Element b Select a Data Element and click the Insert button C Select a Data Element and drag it into the report preview area highlighted in blue Page 40 May 2012 Introduction to Business Reporting Using IBM Cognos NY NEW MEXICO STATE UNIVERSITY E JeEDBSOABA Bxoa YR HEB DBR Marran TB A front Ae Av BT ot Mr Be a Manage File Y HOME ORGANIZATION DESC Center for Learning amp Prof Dev Maka owen ot NAME Ascending order GE NWSU EMPLOYEE CURR SUMMARY ORG_DESC HOME ORGANIZATION DESC NAMEA cm a gt gig NMSU_CURR_EMPLOYEt Senior VP for Admin Center for Learning amp Prof Name ID and Finance Dev NAME Name Full Time LAST_NAME FIRST_NAME CITIZENSHIP CITIZENSHIP_DESC EMPLOYEE _TYPE Name Exempt Full Time EMPL_HIRE_TYPE EXEMPT_NONEXEMF FT_PT_STATUS Name FT_PT_STATUS DES EMPL_GROUP Name Exempt Full Time EMPLOYEE_CLASS EMPL_CLASS_DESC yy Name Full Time Name Full Time Name Non Exempt Full Time Exempt Full Time Name Full Time i T i T T T i T T T T i i T K EJ Name Full Time Insert gt Name Full Time p By default each new report item follows the last report item You c
26. ICI BU Pos 149 Bgt amp Job LO Filliacant My Coll Diw BU POs 249 Vacancy amp EHIR Status My Coll Div HR EMP 285 Leave Balances Exempt My Coll Coi HR EMP 285 Leave Balances NonExempt My Col Ci HR EMP 321 Employvee by Primary JobiMy Coll Coi Mame 2 The portlet will be maximized and the Actions menu will be displayed to the right My Dept Employess Employees Description Hodificd amp Hamer BLP Sig t a Jo LO Alacant ae Deri January 5 2209 113558 PM Bohor Administre Dabs MansgementPactege FH HA i HLA DIST Secured PODS Descopbon L af iiad and vacari poa bons wiih b i Mabdai WAS BUDGET L FOARAL ORF POS TICA SUMAR ORGANIZA TIO Das PUTET IOS FOARAL CONF POSTION HOKE ORGANIZATION RMS BUDGET 108 FOAPAL COMP POSITION_TYPE MH5U_BUICGET_109_FOA4PAL COMP POSITICN_GAGUP DamSU_PUDGET_ICO_POMPAL_ CONE POS ITICAH_ CLASS ASU BUCGET 08 FOAPAL COME pa PORN IND PFT FOSTON DEF BARGATNING UIT MAU BUDGET 308 FOARAL COMP POSITDON_NO HAS UIDGAT_A00_ POP AL COMP Doe arri 3 Under the Actions menu click the Run with options icon from the Actions toolbar to the right of the report you want to run Page 20 May 2012 Introduction to Business Reporting Using IBM Cognos Run with options BU POS 149 Bgt amp Job LD Fill Vacant My Coll Div Select how you want to run and receive your report Format y To specify a time to run the report or for additional formats lang
27. Introduction to Business Reporting Using IBM Cognos Table of Contents INTOYGUCINO REDONDO minar 1 e e E RG O EE A 1 AP A 2 CONOS US en 2 Freguently Used TES seco t oia 3 Genna A 4 Cello FCCC SSO COIN A 4 OCI AO OI OS rs 5 Using Cognos Connection om sce nnnm nnn nnn 6 a e o 8 A 8 EME A EE EE 9 OAS A NOW ROI Or atrial 10 Accessing COOLS cid 11 RUN ES UGE DONE sessen sheena orcos a otra gris ci ocin cia 11 R n an Existing Report With ODUONS asnicar lies 12 Advanced 6 Suri mene ee nena ene me nena ee eee een ere a cee eee eee sd 14 cl FING It CO q A cttcnesec vsese raeiaoeveosseetetselty E TEE EEE 16 Formatting ROD ONS ad 19 Special F rmat Tor a Repor amsteseicisieicaeatisceicele AE 20 ENE a E EEEa a AEE 22 SN A EA EE E EE ee a eee eee eee ee 23 APP EEEE E E E EEEE AEE E EE 25 BETA ais e rere yer ere E E nn E arte 28 Scheduling FG OURS session iii 29 Prompts in Scheduled ReportS occccccocccncccocccnccnonccnnnonoconcnnonnnnnononnnnnononnnnnonannnnnnnancnnnonaneninnnos 29 A e iu 29 Schedule Multiple Reports at ONCE cccccccoccnccoccccnnccconnnnccnnnnnnonnnnonnnonnnonnnnnnnnnnonnannnnnnnnnnnnononness 32 RICCI RISON AEDO A e E Or 35 Introducing Query SG cs sarees riot sit 37 Creating AA Aaa 38 Ada AVA TO ACO esata cectcettsc ees cecates scene tented ogee eater E a 39 Data SONIC ICONS nacen ones 40 FORMAL VEX ANG Dala soriana tc dn A EEE 42 Change the Column Heading ccccccseececcesecceceeeeecec
28. Las Cruces New Mexico 88003 United States of America Issued May 2012 In preparing and providing this publication NMSU is not rendering legal accounting or other similar professional services NMSU makes no claims that an institution s use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws rules or regulations Each organization should seek legal accounting and other similar professional services from competent providers of the organization s own choosing 2009 Regents of New Mexico State University Third party hardware and software product names and trademarks are owned by their respective third party owners providers NMSU make no claims to such names or trademarks Use of this material is solely for the support of Cognos products at New Mexico State University For more information about this document contact ss_requests nmsu edu Cognos R is trademarked by Cognos Incorporated This document applies to IBM R Cognos R 8and may also apply to subsequent releases Copyright C 2008 Cognos ULC formerly Cognos Incorporated Cognos ULC is an IBM Company All rights reserved The unauthorized possession use reproduction distribution display or disclosure of this material or the information contained herein is prohibited This Page Intentionally Left Blank Introduction to Business Reporting Using IBM Cognos Introducing Reporting The ERP
29. M Cognos Add a Summary to a Report You can use predefined summaries to calculate the total count maximum minimum or average of the values in individual report items You can apply a summary to Detail values These values appear in the detail rows of your report This functionality is available only if the data in a report item is a measure Summary values These values appear in footers The summaries available depend on the type of data in the selected report item There is no visible indication that a summary is applied Query Studio provides the following predefined summary functions Function Description Total Returns the sum of a set of values oo Ai Count Returns the total number of records Maximum Returns the maximum value When applied to date or time data this returns the latest value d Minimum Returns the minimum value When applied to date or time data this returns the earliest value Average Returns the average of a set of values Calculated Specifies that the summary is defined within the expression that is used to populate the column Po Ao _ Automatic Summarizes values based on the data type Median Returns the median value of the selected data item Standard Deviation Returns th
30. Screen Tip box you can type a Note The description appears in the portal when you set your preferences to use the details view The screen tip which is limited to 100 characters appears when you pause your mouse pointer over the icon for the entry in the portal 9 Click the Select My Folder link 10 Click Finish Note In the portal shortcut entries are identified by the shortcut icon Lol 11 To return the portlet to its original view it must be restored To restore the portlet click on the restore icon displayed to the right of the portlet Gescripiton MEHA Entries 1 ME he el Modified amp Actions Mamet BU P05 149 gt 8 Job LO Alfvacant My Dept January 5 2009 113509 PM E P EJ Fre Autor Some ate Dats MensgerentPactage FH HE AMG UHRA DIST Secured FODS Desc bon List Ar iiad and Vaca pos hora 44th bu i Ma Bea dee INWSU_BUDGET_J08_FOAPAL_COME POSITION_SUMMARY_OREANIZATION Das BUDGET_J00_PO4PAL_ COI POSITION HOME ORGANIZATION 308 FOAPAL COMP POSITION TrPE MHSU_BUOGET_J108_FOAWPAL_ COME POGITIGN_EA GUP MSU PUDGET_I00_POAPAL_OONMR POSITION_CLASS MSU BUDGET 108 FOAPAL COMP pa POSH IND HFT POSITION DEF BARGAINING _LNIT RHS BUDGET 108 _FOAPAL_ COME POSITICA_ MO MSU PUDGET_IOO PO4PAL COMP Dos arria May 2012 Page 27 Introduction to Business Reporting Using IBM Cognos Delete an Entry When you delete an entry you permanently remov
31. TION_SUMMART _ORGARIZATION MSU DUDGET_IO8_ POPs _COMP POSITICA_ HOME ORGAN 2Z4TION WAS BUDGET 08 FOAPAL OOPP POSITION_TYrPE WHE _BUCGET_109_FOA4PAL CON POSITIOH_GAGLF MSU BUDGET _208_ FPOsPaL_ COP POsITICA_C1A55 BAS BUDGET 158 FOLAPAL COP 16 POEMA TD EFT POSITION DEFT BARGATHIMG FIT MH5U_BUOGET_109_FOAPAL COP POSITION _Ho ua PUOGET_100_ POP AL Core Dos Sure May 2012 Page 15 Introduction to Business Reporting Using IBM Cognos E mailing the Report From the Delivery section you can have the report e mailed to you and other NMSU constituents If you choose to e mail the report it is suggested that you e Change the email format to Plain Text e Always ensure that you Attach the Report instead of including it as a link e Recommend you include text in the Body field box so it will attach to the email 1 In order to view the options available the portlet must be maximized to view the Actions menu To maximize the portlet click on the maximize oJ icon located on the right hand corner of the portlet My Employees Employees Entries a 5 el alea BU POS 149 Bgt amp Job LO Fill acant My Coll Diw BU POs 249 Wacancy amp EHIR Status My Colli Div HR EMP 285 Leave Balances Exempt My Colli Diw HR EMP 285 Leave Balances NonExempt My Coll Div HR EMP 321 Employee by Primary JobiMy Coll Coi Mame gt 2 The portlet will be maximized and the
32. ages in Framework Manager to publish models to the Cognos server Packages use NMSU s policies to define and group the data to be used for May 2012 Page 3 Introduction to Business Reporting Using IBM Cognos Getting Started In this section you will learn how to Gain Access to Cognos Check your browser Log into Cognos Use Cognos Connection Gaining Access to Cognos University data must be handled responsibly Some data may be restricted by a college department or cannot be released to persons outside NMSU Cognos is a web based solution No software is loaded on the desktop to run Cognos Additionally there is no Java plug ins that needs to be downloaded You will need to use your NMSU Username and NMSU Password to use Cognos For more information about restrictions on University data please refer to NMSU General Person Data Standards http unodocs nmsu edu General Person Page 4 May 2012 Introduction to Business Reporting Using IBM Cognos Logging into Cognos The Cognos Connection web portal is a single point of access to all Cognos content The portal is used to store and access reports With the necessary permissions you can also use the portal for report administration including scheduling and distributing reports Administrators use the portal to administer servers optimize performance and set access permissions Cognos Connection is also used to manage and distribute your reports There may be s
33. an also insert an item in a different position By clicking an existing heading in your report the next item you add from the package will precede this heading To remove data permanently from your report click the report item heading and then click the delete icon on the toolbar May 2012 Page 41 Introduction to Business Reporting Using IBM Cognos Format Text and Data You can format text and data in a report to give it the look you want For example you can change the column headings the font and font color as well as specify effects such as strikethrough Several formatting options are available from the Change Layout menu Insert Data a Data Change Layout Layout Run Report Manage File Chart Define Conditional Styles Change Font Styles Change Border Styles Reset Font and Border Styles Apple Template Edit Title Area Set Web Page Size Set Page Breaks Ungroup Create Sections Swap Rows and Columns Collapse Group Expand Group Instructions 1 If you want to format text for a particular object such as a specific column or a column heading click the object From the Change Layout menu click Change Font Styles EN Specify the options you want to apply Click Advanced Options and click the objects that you want to format pa Aa Page 42 May 2012 Introduction to Business Reporting Using IBM Cognos 5 You can apply styles to the current selection or to specific objects
34. ant positions with budget Metadata HU BUDGET 108_FOAPAL_ COMP POSITION _SUMMARMT_OR GARIZATION Dm BUDGET _JO0_ POePsL_COMP POSITICA_ HOME ORGAN 24 TOM ASU BUDGET OS FOARA CON IPOSITIOMN_TrPE NM SU_BUDGET_JO8 FOAPAL_COMP POSITION _GALOUP Du BUDGET OA _POAPA COFF ROS TTTON_ CLASS p AGE FOAPAL CORP TG Pos INO MPT POSTON DEF BARGAINING UNIT RNE BUDGET _J08 FOAPAL COMP POSITION Na AMS BUDGET 08 POePsL_CoMP Don sorri Page 24 May 2012 Introduction to Business Reporting Using IBM Cognos Create a Shortcut You can use shortcuts to organize information that you use regularly A shortcut is a path to another entry such as a report report view folder job or URL For example if you frequently use a report in Public Folders you can create a shortcut in My Folders If you want to make a new report it might be easier to make a copy of an existing report and modify it If you want to run an existing report but you want to change the format language or delivery method create a report view You cannot update the source entry by clicking the shortcut However updating the source automatically updates all shortcuts to the entry Note If the source report was deleted or moved to another location the shortcut icon changes to indicate a broken link and the properties link to the source report is removed You can change access permissions for a shortcut entry but it does not change the acces
35. ant to view only the chart click Chart only If you want the values to appear on the chart select the Show the values on the chart check box 8 Click OK PERTE A AE Note To remove a chart click the chart button on the toolbar and then in the Chart dialog box click None Page 56 May 2012 Introduction to Business Reporting Using IBM Cognos Appendix A Preparing your Browser Settings Users should utilize one of the approved browsers to use Cognos successfully Although the user probably could log on to Cognos with any browser there could be a point where certain features might not work It becomes very obvious that something is wrong when buttons don t work or features won t load The first step in troubleshooting any Cognos problems will be to verify that browser is supported Browsers fall into three categories Active The browser has been tested extensively Compatible The browser has been through limited testing or support is based in Cognos partners and or third party vendor s compatibility statements The following lists the web browsers supported by Cognos COGNOS CONNECTION OPERATING SYSTEM COGNOS 8 REPORT VIEWER QUERY STUDIO SERVER REPORT STUDIO ANALYSIS STUDIO Microsoft Internet Explorer 6 SP2 Windows XP Compatible Firefox 3 6 Windows OS X UNIX Linux Compatible Firefox 3 5 Windows OS X UNIX Linux Note MS Office integration is only supported on Windows platforms i e export to Excel
36. arch to find the entries to include in your job Select the entries you want and click the arrow button to update the Selected entries list Search Available entries selected entries Cognos gt My Folders Entries gt _ O ntries gt Name Name Copy of 5T Degree Listing PODS Report View of ST SS RO006 ACAD INTEREST BY C CMP PODS No entries Report View of ST SS R 0007 ACAD INTEREST BY FIRST INTEREST PODS Report View of 5T Students Major Listing W5 PODS 57 55 R0225 FA F MR PBAN Remove 5 Click the right arrow button 6 When the entries you want appear in the Selected Entries box click OK Tip To remove entries from the Selected entries list select them and click ay Remove To select all entries in a list click the check box in the upper left corner of the list To make the user entries visible click Show users in the list fe 7 Click Next Select the steps Mew Job wizard Select the entries to indude as steps of this job and the options to use when this entry runs Entries 1 3 Options and prompt values gt Report View of 5T S55RAR0006 ACAD INTEREST 8Y C CMP PODS Default 4 Report View of ST S5 R0007 ACAD INTEREST BY FIRST INTERESTPODS Default 4 Report View of ST Students Major Listing WWS PODS Default Add Remove Modify the sequence Reset to default value Submission of steps Submitting steps in sequence implies that a step is submitted only upon completion of the step before it
37. as entries Entries can be a package model report report view or data source Entries can also refer to other entries You can control the way an entry appears and behaves by modifying its properties The properties for entries vary depending upon the type of entry selected For example reports have properties to control run options while folders do not If a property is not applicable to the type of entry you are customizing it will not appear in the Set Properties dialog box In this section you will learn how to Organize Entries Delete an Entry Create a Shortcut Create a Report View Organize entries in a meaningful way so that you can easily find reports files or Web sites You can move or delete reports and folders You can also create copies of reports and store them in multiple folders It is important to plan how you can best organize entries in the portal Review the entries and attempt to group them in a logical way Consider grouping the entries by type or frequency of use Before you rename delete or move entries consider the following information An entry often refers to another entry These references are hard coded in the specification for the entry Therefore if you rename delete or move a referenced entry the entries that refer to this renamed entry may no longer run properly For example if you rename or delete a report shortcuts and report views that refer to this report will no longer run Also if
38. bute the report The following instructions guide you through the process of running an existing report with options 1 In order to view the options available the portlet must be maximized to view the Actions menu To maximize the portlet click on the maximize m icon located on the right hand corner of the portlet 21910 Entries li sel COI Mame BU PO5 149 Bat amp Job LD Fillfacant My Coll Div BU POs 249 Vacancy amp EHTR Status My Coll Div HR EMP 285 Leave Balances Exempt My Coll Coi HR EMP 265 Leave Balances NonExempt My ColliDiv HR EMP 321 Employvee by Primary JobiMy Coll Coi 2 The portlet will be maximized and the Actions menu will be displayed to the right My Dept Emplopess Employees Description Mame BU POS 142 gt A Job LO Alacant My Dept Autor Scie ae Dats Manegement Package FH HE NMSUHAGOR DIST Secured PODS Oescrbon List Of dled and vacant posi fens with budos Ma tadatae HU BUDGET IDE FOARAL COMP POSITION _SUMMMARM_OR GARIZATION DS PUOGET_I00_POMPAL DOFF POSTION HOME_OR GAN 24 TION SU BUDGET IDA FOAPAL CON OS ITIOAN_TYPE NM SU_ BUDGET _JO8_ FOAPAL_COMP POSITION _GALOUF Mms PUCET IOS POLPA DOFF POs5ITICA_C1A455 Ms BUDGET JOS FOAPAL COMP G BSN IND MPT POSITION DEF BARGAINING UNIT NM5U_BUDGET_108_FOAPAL_COMF POSITION_MO DS PUOGET_J00_POWPAL_ OO Don sorri Hodified a January 5 2009 1135008 PM 3 Under
39. cate the report view you would like to copy My Dept Instruction Instruction Entries 5 e bb bl Name Description Modified RETT gt BU SCH By Course Dept by Fac Dept My Dept Name BU SCH By Course Dept by Fac Dept My Dept Author July 20 2009 4 49 41 PM Adminstrative Data Management Package PK HR NMSU HED INSTURCTION Dept Secured PODS Description Lis tof SCh by course department by faculty department Metadata NMSU_HED_INSTRUCTION COURSE_COLLEGE_DESC NMSU_HED_INSTRUCTION COURSE_DEPT_DESC NMSU_HED_INSTRUCTION PRIMARY_POS_LOC_DESC NMSU_HED_INSTRUCTION FY NMSU_HED_INSTRUCTION COURSE_COLLEGE_DESC NMSU_HED_INSTRUCTION STUDENT_CREDIT_HOURS gt BU SCH By Course Dept by Instr T Name BU SCH By Course Dept by Instr Type My Dept Author July 20 2009 4 49 41 PM Y More Adminstrative Data Management Package PK HR NMSU HED INSTURCTION Dept Secured PODS Description List of SCH by course department by instructor type Metadata NMSU_HED_INSTRUCTION COURSE_COLLEGE_DESC NMSU_HED_INSTRUCTION COURSE_DEPT_DESC NMSU_HED_INSTRUCTION R PRIMARY_INSTRUCTOR_TYPE NMSU_HED_INSTRUCTION FY NMSU_HED_INSTRUCTION STUDENT_CREDIT_HOURS gt BU SCH By Course Dept by Instructor My Dept Name BU SCH By Course Dept by Instructor My Dept Author July 20 2009 4 49 41 PM Adminstrative Data Management Package PK HR NMSU HED INSTURCTION Dept Secured PODS Description List of SCH by course d
40. cation is enabled in Metric Studio the user will receive email notification of changes to these metrics Users can also choose to display their watch list as a portlet within IBM Cognos Connection A user defined condition that determines whether a report is delivered to the user When the rule is run the output is evaluated and if it satisfies the condition or rule the report is delivered by email or news item Watch rules limit report delivery to those reports containing data of significance to the user WSRP A standard for creating presentation oriented Web services so that they can be easily integrated within other applications such as Web portals A language that uses markup symbols or tags to create descriptions of the structure of data The XML standard is defined by the World Wide Web Consortium W3C and is related to HTML and SGML Unlike HTML XML is extensible because the tags aren t predefined or limited Page 69
41. culated results appear in a new column By default the expression used in the calculation is used as the heading name May 2012 Page 55 Introduction to Business Reporting Using IBM Cognos Charts Use charts to present information graphically A report requires at least one measure and one non measure to produce a chart Measures are quantitative data such as figures for sales costs and quantities Non measures are qualitative data such as names addresses and countries How the data is plotted depends on the chart type The maximum number of non measures is two You can plot any number of measures in a report However a chart that has more than four or five measures is difficult to understand Query Studio charts plot the most summarized data in the report Focus the chart by eliminating unnecessary measures from your report and reordering the columns so that the most significant non measures are in the outer levels of nesting Create a Chart Use charts to see patterns and trends in data For example you can see how actual sales compare to projected sales or whether sales are falling or rising over quarterly periods You can show just the chart or the chart with the table appearing under the chart Instructions Open the report that you want in Query Studio Reorder report items if necessary Click the chart button mA the toolbar In the Chart type box click a chart style Click a chart configuration If you w
42. d hoc report can be defined by layout style and prompts In Query Studio you can perform the following tasks e View data Connect to a data source to view data in a tree hierarchy Expand the query subjects to view query item details e Create reports Use the data source to create reports which can be saved and reused You can also use an existing report to create a new report e Change the appearance of reports Improve the layout of a report by creating a Chart adding a title specifying text and border styles or reordering columns for easy comparison e Work with data in a report Use filters summaries and calculations to compare and analyze data To use Query Studio effectively you should be familiar with the Web as well as New Mexico State University s NMSU policies procedures and data May 2012 Page 37 Introduction to Business Reporting Using IBM Cognos Creating a Report Reports are created in Query Studio which allows you to explore data You can create reports to analyze data and answer specific questions related to business functions An existing report may contain most of the information you require with the exception of needing new prompt values or changes to the layout and or style Instead of creating a new report you can create a report view or save the report under a new name to make those modifications The following steps you through the process of creating a report aunch 1 Locate the Launc
43. d with your Log On user ID and password 4 Click OK Page 60 May 2012 Introduction to Business Reporting Using IBM Cognos Appendix C Cognos Connection Icons ICON DESCRIPTION ICON DESCRIPTION Show detail information for each entry New schedule Scheduled job Run multiple reports Set the order for folders and entries Show the properties for the current folder or package Cut the selected entries Copy the selected entries Paste the clipboard contents to the current location po om with options E Delete the selected entry May 2012 Page 61 Introduction to Business Reporting Using IBM Cognos Appendix D Glossary access Rules defining the access rights to resources Access permissions can permissions be granted to any combination of namespaces groups or users Examples of resources are reports and folders agent The object type created and edited by Event Studio An agent contains the event condition and the associated tasks to perform Once defined an agent can be scheduled to check for instances of the event analysis A process where a user interacts with data to gain insight and understanding In IBM Cognos Analysis Studio is designed to facilitate analysis anonymous A method of accessing resources in which users are not authentication The process of verifying the identity of users when they log on Users must be authenticated before they can be authorized to use any secured resources
44. e it from the portal You may decide to delete an entry because it is outdated or may no longer satisfy your requirements entries remain but have an invalid reference icon and are not accessible Deleting a shortcut or a report view removes only the selected entry and not the source entry Instructions 1 In My Folders select the check boxes next to the entries you want to delete Wa NEW MEXICO STATE UNIVERSITY STATE bry NMSU Business Finance amp HR Pr My Folders My Folders Hid ES x a Entries 1 8 Modified gt Actions February 3 2010 11 28 57 AM gt BH ES More June 4 2010 1 25 37 PM Sp ES More August 30 2010 2 48 49 PM April 27 2011 1 03 58 PM September 22 2011 10 39 22 AM September 10 2009 4 55 01 PM 2 Click the Delete button on the toolbar A confirmation box appears Windows Internet Explorer D Deleting entries may result in broken links Are vou sure you want to delete the selected entries 3 Click OK Page 28 May 2012 Introduction to Business Reporting Using IBM Cognos Scheduling Reports You can schedule reports to run at a time that is convenient for you such as during off hours or when demands on the system are low When you schedule a report you can have the report printed e mailed or saved You can schedule reports individually or in a group by using a print job You can schedule reports to run by minute hourly daily weekly month
45. e standard deviation of the selected data item Count distinct Returns the total number of unique non null records Variance Returns the variance of the selected data item None Removes footers This applies only to footer values not details May 2012 Page 53 Introduction to Business Reporting Using IBM Cognos Add a Calculation to a Report You can perform calculations in a report using data from one or more report items You cannot edit a calculation Instead you must delete the calculated report item and recalculate it The following functions are available when you create a calculation Arithmetic Description operations sum Adds the values of the selected report items difference Subtracts the values of one selected report item from another multiplication Multiplies the values of the selected report items division Divides the values of the selected report items power Raises the values of the selected report item to an exponent Absolute value Calculates the absolute value of the numbers in the selected report item Round Rounds the values in the selected report item to the nearest integer Round down Rounds the values in the selected report item to the next lowest integer Page 54 May 2012 Introduction to Business Reporting Using IBM Cognos Analytic Description operations Average Calculates the average of values in the selected report items Maximum
46. e stored in the content store CSV Comma Separated Values CSV a file format that contains text data where the fields in each record are separated by a character such as a comma or a tab In Cognos each record is separated by a tab Data Element Describes a single aspect of each member of a data view A student record for instance might contain a last name field a first name field a date of birth field and so on All records have exactly the Same structure so they contain the same fields The values in each field vary from record to record of course Also known as attributes or fields data source A relational database dimensional cube file or other physical data store that can be accessed through IBM Cognos Data View A single store of related information A data view contains a number of Data Elements May 2012 Page 63 Introduction to Business Reporting Using IBM Cognos deployment The process of moving an IBM Cognos application reports models and so on to a different instance of IBM Cognos For example you often create reports in a test environment and then deploy them to production When you deploy an application you export transfer and import it deployment A file used for deployment A deployment archive contains the archive data from the content store that is being moved deployment A definition of what packages to move deploy between source specification and target environments the depl
47. e your report to preserve any changes What you save in Query Studio is the query definition which is a specific set of instructions for extracting particular data It is not a snapshot of the data you retrieve at the time you save the report For example if you run a report that you saved two weeks ago the data in the report reflects any changes in the updated data source The following steps you through the process of saving a report 1 Click the Save button on the toolbar Save As Specify a name and location for this entry You can also specify a description and screen tip Name Description Screen tip Location My Folders Select another location OK Cancel 2 Type the name of the report in the Name field 3 Type a description of the report in the Description field 4 Type any tip information you want to add in the Screen Tip field optional Note The screen tip appears when you pause your pointer over the icon for the entry in the portal Up to 100 characters can be used for a screen tip 5 Select the Location to save the report as My Folders or any other folder located in the My Folders directory 6 Click OK May 2012 Page 45 Introduction to Business Reporting Using IBM Cognos Save a Report Using a Different Name or Location You can save a report using a different name or location The report can be used as the underlying structure of a new report The foll
48. eeeeeeeeaeueceeeseaaeeeeseaaeeeeseaeeeessaaeeeessaaeeees 43 nn e E OU A 44 SIA ODO eritrocitos acia 45 Save a Report Using a Different Name or Location o o ooooonccncccnnnocccnncnonnnacencnnonnnncnnncnnnanccnnnnos 46 A O AAN O nn A 46 Working With DD AU css o 47 CieniGe ea ar A 47 A A O 49 USE ire Ph al 6 9 ira Neer 50 E o O ee ee ee eee ene 50 Creating O IN Ss 51 Create a Crosstab Report PVO Easan E 51 Swap Rows and GONNA S asas ide 51 DOL aCe BEAK esca E EEEE 52 CalCUlatiOn Sari 52 Adaa Summan to RCD OM adicta 53 Adda GalGulauion 10a REDOT ai ia ended aussie 54 CNAS nn tia 56 A A A mee 56 Appendix A Preparing your Browser SettingS cccsssccsessseceseseeeeeneeseesseseenseeseeasessenseesones 57 Eli A A A 58 Custom Security live lunes aia 59 Appendix B Refreshing Your Credentials cooooncccnnniconcncccocanoccncnncconanononancrnnnancnenannrenannnnnnas 60 Appendix C Cognos Connection ICONS ccccsseceeeeceeneeeeeeeneeeceenseeeeeeeseeeseenseeseoenseeesoonneees 61 PDDENGIX D GIOSSAEY assi READE E a AE ERN DEER 62 Confidential Business Information This documentation is proprietary information of New Mexico State University NMSU and is not to be copied reproduced lent or disposed of nor used for any purpose other than that for which it is specifically provided without the written permission of NMSU Prepared For Release 10 Prepared By New Mexico State University P O Box 30001
49. efers to exposing all or part of a Framework Manager model or Transformer PowerCube via a package to the IBM Cognos server so that it can be used to create reports and other content In IBM Cognos Planning refers to a function that is used to copy the data from Contributor or Analyst to a data store typically so it can be used for reporting purposes Qualitative Non measure data such as products or names Numbers can also be Data qualitative data such as order numbers and serial numbers Query A specification for a set of data retrieved from a data source A report specification can contain one or more queries In Query Studio the type of object created and edited A query is a subtype of report In Transformer models can contain multiple queries as data sources A query or data source appears as a cylinder icon in the Data Sources list Query Item A representation of a column of data in a data source It contains a reference to a database column a reference to another query item or a calculation Query items may appear in a model or in a report Query Subject In a model the equivalent of a table of columns in a database Query items within the query subject represent the columns that make up the table Really Simple RSS See rich site summary Report Report more precisely report specification is the generic term for the objects created or edited by Query Studio Report Studio and Analysis Studio Ma
50. epartment by instructor Metadata NMSU_HED_INSTRUCTION COURSE_COLLEGE_DESC NMSU_HED_INSTRUCTION COURSE_DEPT_DESC NMSU_HED_INSTRUCTION NAME NMSU_HED_INSTRUCTION FY NMSU_HED_INSTRUCTION STUDENT_CREDIT_HOURS 5 Click the More link next to the report that you want to create a shortcut for The Perform an Action page displays Perfo n an action BU POS 149 Bgt amp Job LD Fill Vacant My Coll Div Available actions Set properties ME View report output versions g l View my permissions r Run with options ES View the schedule Q View run history he Alert me about new versions Create a shortcut to this entry 6 Click Create a Shortcut to this Entry Page 26 May 2012 Shecify a name and description New Shortcut wizard Specify a name and location for this entry You can also specify a description and screen tip Name Shortcut to BU POS 149 Bgt amp Job LD Fill Vacant My Coll Div Description Description Name BU POS 149 Bgt amp Job LD Fill Vacant My Coll Div Author Administrative Data Management Package PH HR NMSU LABOR DIST Secured PODS Description List of filled and vacant Screen tip Location My Folders Select another location Cancel a description of the entry Introduction to Business Reporting Using IBM Cognos In the Name box type the name of the shortcut If you want in the Description and in the
51. erties or in your preferences When you run a report the format specified in the report properties is used When it is not specified in the report properties the format specified in your preferences is used If you run a report by clicking the Run with Options icon you can change the format selected by default or select additional formats If you run a report by clicking the report name link the format selected by default cannot be changed You can choose the output format for a report You may want to view reports in a browser or you may want the report in a format that is easily imported into another application You can choose from the following formats Common Report formats HTML best used to view a report on the computer as a web page Excel 2002 best used to manipulate the report data Excel 2007 best used to manipulate the report data Delimited text CSV best used to manipulate the report data PDF best used to print the report Other Report Formats e HTML fragment e XHTML XML May 2012 Page 19 Introduction to Business Reporting Using IBM Cognos Specify a Format for a Report You can specify a format by changing the run options when the report is run 1 In order to view the options available the portlet must be maximized to view the Actions menu To maximize the portlet click on the maximize oJ icon located on the right hand corner of the portlet My Employees Employees Entries a 5 4
52. ettings that need to be modified in your Browser to allow users to properly view reports in Cognos see Appendix A Cognos supports authenticated user access To use Cognos as an authenticated user you must successfully login by providing your credentials NMSU Username and NMSU Password The following steps you through the process for logging into Cognos 1 Open a browser session 2 Type the URL http cognos p nmsu edu aw Tip Create a bookmark in your browser for quick access to Cognos Connection fe NEW MEXICO STATE UNIVERSITY Please type your credentials for authentication Namespace NMSU EDAP User ID Password Login Cancel Lioensed Materials Property of IBM Corp Copyright IBM Corporation and its licensors 2005 2011 IBM IBM logo ibm com and Cognos are trademarks or registered trademarks of International Business Machines Corp registered in many jurisdictions worldwide Other product and service names might be trademarks of IBM or other companies 3 Type your NMSU Username email address before the sign and NMSU Password 4 Select OK The NMSU tab is displayed The NMSU tab is a compilation of all data areas listing some of the more accessed reports May 2012 Page 5 Introduction to Business Reporting Using IBM Cognos Using Cognos Connection Cognos Connection is separated by tabs The tab that will first open is the NMSU tab The NMSU tab has the main portlet
53. formation 9 Click OK The Run with options page displays 10 Click Run Note If you selected the Prompt for values checkbox you will now be prompted with the criteria for the filter 11 To return the portlet to its original view it must be restored To restore the portlet click on the restore icon displayed to the right of the portlet o Dept Emplovpees dar El He FI Description Hadited ds Actions Mame BU P06 145 Egt 8 Job LO Alacant Py Det January 5 2009 113509 PM oe A Autor Adri ae Dats Manegement Package PH HR HA DIST Secure PODS esoo bon List of illod and vacant padban with buciget Maradars IN BUDGET 108_FOAPAL_ COMP POSITION _SUMMMARMT_ORGARIZATION Da BUOGET_J00_POMPAL CONE POSITICA_ HOME ORGAN 24 TOM ASU BUDGET OS FOAPAL CON IPOSITIOMN_TrPE NM SU_BUDGET_JO8_ FOAPAL_COMP POS ITIOM_GAIOLP AMS BUDGET IOA _POAPA CORF POSITIGH_CLASS ee 108 FOAPAL COMP IG POSH IND WPT POSTON DEF BARGAINING UNIT NASU_BUDGET_JOC8_FOAPAL_COMP POSITION MO AAS PUIDGET_J100_FO4FAL_ COM Do Sorri Page 18 May 2012 Sfy the recipients and contents of the email To add recipients dick Select the recipients or type the email addresses separated by semi colons To indude an HTML report as the message body leave the Body box empty and Introduction to Business Reporting Using IBM Cognos Formatting Reports The report format can be specified on the Run Report menu in the report prop
54. h link in the upper right hand corner a 2 Click on the down arrow and a drop down list will be displayed then select Query Studio The Select a Package dialog box is displayed Select a package Navigate Select which package to use Recently used packages PK HR CURR EMPLOYEE DATA PODS PK HR CURR POSTTION DATA PODS PK HR NMSU POSITION DATA PODS List of all packages Cognos gt Public Folders Name gt B PK FI NMSU_GRANTS PODS MY PK FI NMSU_PURCHASING_PAYABLE PODS p PK FI OL Fiscal Watch PODS MA PK FI PCARD PODS MY PK Fl Purchases PODS MY PK GE Template PODS MA PK AR CURR EMPLOYEE DATA Dean VP Secured PODS p PK HR CURR EMPLOYEE DATA Dept Secured PODS Y PK HR CURR EMPLOYEE DATA PODS MY PK HR CURR EMPLOYEE DATA Secured PODS PK HR CURR POSITION DATA PODS Note Be advised that you may not have access to all packages listed If access is denied a message is displayed 3 Click the package containing the data you want to use in your report 4 Query Studio displays Page 38 May 2012 Introduction to Business Reporting Using IBM Cognos Query Studio is now open and available to customize your reporting needs Query items now need to be added to the report to provide content NM NEW MEXICO STATE UNIVERSITY srel Laf Menu WbASHHe Bxoa gt TR HEB baM MH FETA TS insert Data fro TEA FORE ANTE Edit Data Change Layout Run Report Y The rep
55. his entry You can also specify a description and screen tip Name Weekly Academic Interest AG Description Weekly reports for the College of Ag Screen tip Location My Folders Select another location Cancel lt Back Next gt Page 32 May 2012 Introduction to Business Reporting Using IBM Cognos 2 Type a name and if you want a description and screen tip for the job select the location in which to save the job and then click Next The Select the steps page appears Select the steps New Job wizard Select the entries to include as steps of this job and the options to use when this entry runs Steps Options and prompt values Mo entries Add Remove Modify the sequence Reset to default value Submission of steps Submitting steps in sequence implies that a step is submitted only upon completion of the step before it 8 All at once 5 In sequence EF Continue on error Defaults for all steps Select this option to specify default values for all steps of this job Default SEL Run history details level Select the level of details to save in the run history when the run activity completes successfully For failed runs the details are saved All has 3 Click Add May 2012 Page 33 Introduction to Business Reporting Using IBM Cognos 4 Select the check boxes for the entries you want to add Select entries Navigate New Job wizard Navigate the folders or se
56. ing Using IBM Cognos Frequently Used Terms Below is a list of terms that are specific to Cognos and will assist you during the training session Term Description Data Element Describes a single aspect of each member of a data view A student record for instance might contain a last name first name a date of birth and other data elements as well Also known as attributes or fields Data View A single store of related information containing a number of Data Elements Also referred to simply as a View Framework Infrastructure organizer for Cognos security administration Manager metadata and portal Metadata Reports of the data transferred from Banner to the Operational Data Report Store ODS Reports indicate the location stored in Banner and the location stored in the ODS reporting A Web site or page that provides a single presentation and a single starting point for a set of information Cognos Connection is the portal interface of Cognos Query Studio A basic reporting tool Is the Ad hoc query component of Cognos it is an ideal and productive environment for users with limited technology skills Report Studio Advanced reporting tools for Report Authors For more terms used in Cognos please refer to Appendix E Glossary Package A package is a data structure or file containing imported data from one or more data sources such as SCT Banner It can contain models reports and views Data Modelers create pack
57. job A job identifies a collection of reports report views and other jobs that are scheduled together and share the same schedule settings When a scheduled job runs all the entries in the job run Jobs contain steps which are references to individual reports jobs and report views You can specify whether to run the steps all at once or in sequence e When steps are run all at once all the steps are submitted at the same time The job is successful when all the steps run successfully If a step fails the other steps in the job are unaffected and still run but the job has a Failed status e When the steps are run in sequence you can specify the order in which the steps run A step is submitted only after the preceding step runs successfully You can choose to have the job stop or have the other steps continue if a step fails You can schedule a job to run at a specific time or on a recurring basis The individual reports jobs and report views in steps can also have individual schedules Run options for individual step entries override run options set for the job You can set run options for the job that serve as the default for step entries that do not have their own run options You can run reports to produce outputs based on the options that you define such as format and language Instructions 1 In My Folders click the New Job button 5 Specify a name and description New Job wizard Specify a name and location for t
58. language or dialect used for browsers report text and so on and the regional preferences such as formats for time date money money expressions and time of day For IBM Cognos products you can specify a locale for the product interface product locale and for the data in the report content locale Content The IBM Cognos service that manages the storage of customer Manager applications including application specific security configuration data models metrics reports and report output Content Manager is needed to publish models retrieve or store report specifications manage scheduling information and manage the Cognos namespace content store The database that contains data that IBM Cognos needs to operate such as report specifications published models and the packages that contain them connection information for data sources information about the external namespace and the Cognos namespace itself and information about scheduling and bursting reports Design models and log files are not stored in the content store The IBM Cognos service that uses the content store is named Content Manager credentials Information stored about the identity of an IBM Cognos user usually a user name and password You can assign your credentials to someone else so that they can use resources that you are authorized to use Credentials are created for IBM Cognos components If a user schedules or programs an action credentials must b
59. ly or yearly Only one schedule can be associated with each report or job If you require multiple schedules for the same report you can create report views and then create a schedule for each report view Jobs have their own schedules and these schedules are independent from report schedules After you create a schedule the report or job runs at the time and date specified You can then manage the properties of your schedules Prompts in Scheduled Reports If a report that contains prompts is scheduled you must save the prompt values or specify default values to ensure that values exist when the report runs according to the schedule In a job you can specify prompt values for job steps When a report runs as part of a job the prompt values saved in the job definition are used instead of the values saved with the report If no values are specified in the job definition Cognos uses the values saved in the report Schedule a Report You schedule a report to run it at a later time or at a recurring date and time If you no longer need a schedule you can delete it You can also disable your report without losing any of the scheduling details For example you can interrupt or cancel disable a scheduled report and then decide to run enable the schedule at a later time Cognos keeps history information and report outputs each time a report runs according to a schedule You can specify how many occurrences to keep or for how long t
60. n for your specific College Division My or you can choose to run reports for any College Division All My Employees agan All Employees BOB Shared Folders ana Employees All Shared Folders Entries 11 5 ll lt php Entries 1 5 l Caed Name Name Name fa Public Cubes BU POS 149 Bat Job LD Fill Vacant Coll Div gt BU POS 149 Bat amp Job LD Fill Vacant All Coll Div BU POS 249 Vacancy amp EHIR Status Coll Div b BU POS 249 Vacancy amp EHIR Status All Coll Div gt HR EMP 285 Leave Balances Exempt My Coll Div gt HR EMP 285 Leave Balances NonExempt My Coll Div i HR EMP 321 Employee by Primary Job My Coll Div My Finances All Finances a Finances Finances Entries 1 5 l CIC Name BU YTD Rest Detail for Bat Pre Coll Div BU YTD Rest Summary for Bat Pre Coll Div BU YTD Unrestricted Fund Detail Coll Div BU YTD Unrestricted Fund Summar Coll Div FI COA Index List My Coll Div gt HR EMP 285 Leave Balances Exempt All Coll Div b HR EMP 285 Leave Balances NonExempt All Coll Div gt HR EMP 321 Employee by Primary Job All Coll Div Entries 1 s l lt p gt Name gt BU YTD Rest Detail for Bat Prep All Coll Div gt BU YTD Rest Summary for Bat Prep All Coll Div gt BU YTD Unrestricted Fund Detail All Coll Div gt BU YTD Unrestricted Fund Summary All Coll Div b EI COA Index List All Coll Div My Instruction SE All In
61. o choose the filter values each time the report is run 4 Select OK Grouping If a column in a report contains multiple instances of the same value you can group these identical values together Instructions 1 Open the report that you want in Query Studio 2 Click the heading of the report item you want to group by 3 Click the group button on the toolbar The report suppresses duplicate values of the selected report item and lists the values in each group Note To ungroup or to remove sections click the original item heading or section heading and then click the ungroup button As the toolbar Page 50 May 2012 Introduction to Business Reporting Using IBM Cognos Creating Sections Creating sections shows the value of a selected report item as the heading of a section Instructions 1 Open the report that you want in Query Studio 2 Click the heading of the report item you want to group by 3 To create sections click the create sections button on the toolbar Create a Crosstab Report Pivot Use a crosstab report to show summary information Like list reports crosstab reports show data in rows and columns However the values at the intersection points of rows and columns show summarized information rather than detailed information Instructions 1 Open the report that you want in Query Studio 2 Click the heading of the report item you want to use as the top row 3 Click the pivot button on the tool
62. o keep them For example you can keep the history and report outputs for the ten latest occurrences or for schedules that ran in the last two months Use the report history to see the times at which the reports ran and whether the reports ran successfully May 2012 Page 29 Introduction to Business Reporting Using IBM Cognos Instructions 1 From My Folders locate the report view you would like to schedule NEW MEXICO STATE UNIVERSITY EE PEREA My Folders ERAN SE Entries 1 Name Modified Actions Associated Student Report Listing February 3 2010 11 28 57 AM CLPD June 4 2010 1 25 37 PM Copy of BU POS 149 Bat amp Job LD Fill Vacant My Dept August 30 2010 2 48 49 PM Copy of HR EMP 285 Leave Balances Exempt Dept April 27 2011 1 03 58 PM Schedule Copy of BU POS 149 Bgt Job LD Fill Vacant My Dept Schedule this entry to qa at a recurring date and time You can run using the default values or specify the options You can disable the schedule without losing any of its details _ Disable the schedule Priority Start 3 May 21 2012 ER 10 17 AM Frequency Select the frequency by dicking on a link End By Day By Week 2 No end date O End by May 21 2012 Every 1 week s on 10 17 AM Monday Tuesday Wednesday Thursday x C Friday Saturday Sunday Daily Frequency O Every between 9 00 aM lt and 5 00 PM gt
63. ollowing steps you through the process of sorting data 1 Click the heading of the report item you want to sort 2 Click Sort Note A small up or down arrow in the columns heading indicates sorted data Page 48 May 2012 Introduction to Business Reporting Using IBM Cognos Filters You can use a filter to specify the subset of records that the report retrieves Data that does not meet the defined criteria is eliminated from the report You can filter textual numeric or date and time data You can create a filter that retrieves specific data such as the last name for a specific employee When multiple columns are selected to be filtered the columns are filtered from left to right in the report There are three ways to apply a filter You must first select the report item heading that you want to filter The following are the three ways to apply a filter e Select the Filter button form the toolbar e Select the Filter button from the Edit Data menu e Right click the report item heading and select Filter The following steps you through the process of filtering data 1 Open a report in Query Studio 2 Click the heading of the report item you want to filter 3 Click Filter 7 Reduce the amount of data in the report With the Prompt option selected the filter can be changed each time the report runs Search for values Type in values Filter on POSITION SUMMARY ORG_DESC E Prompt every time the report runs
64. ommunication Technologies ADM Administrative Data Management Cognos Users Your security is based on permission to view selected data within your individual account and roles to which you belong Cognos supports the union of access permissions When you belong to more than one role you have the combined permissions of all the roles to which they belong Based on Cognos security levels you are granted access to one or more packages The following roles determine the access to tools in Cognos Term Description Consumer Consumers can read and execute reports in Cognos based on security Consumers can also interact with prompts and define output reports to other formats such as PDF and CSV This is the most widely spread role user in Cognos Query User Query Users have the same access permissions as Consumers They can also use Cognos Query Studio to create ad hoc queries simple reports and charts Report Authors have the same access permissions as Query Users They can also Author use Cognos Report Studio which provides the ability to create sophisticated richly formatted reports and charts with complex prompts and filters Examples of Report Authors would include members of SIM ICT and ADM Data Modelers create packages that define a subset of data that is relevant to an intended group of users Examples of Data Modelers would include members of SIM ICT and ADM Page 2 May 2012 Introduction to Business Report
65. ort must be updated because a more recent version of the package exists or because the report contains objects such as members and levels that are no longer in the model Manage File After the report has been updated you must save it to complete the update As a precaution you can keep the original report unchanged by saving this report with another name PK HR CURR EMPLOYEE DATA POL Do you want to update E NMSU EMPLOYEE CURR ok Cancel g i a Insert Add Data to a Report A new report contains no data You choose the data elements that you want to include in the report from the Package Packages include e Views e Query items such as columns of measures and non measures e Query items created by the data modeler such as calculated report items You can expand the scope of an existing report by inserting additional report items or you can focus on specific data by removing unnecessary report items May 2012 Page 39 Introduction to Business Reporting Using IBM Cognos Data Source Icons Each object in the data source has a representative icon Icon Object Package id View which represents tables in the ODS operational data store A Items which represents a column of data such as ID NAME CAMPUS Measure or fact a Query Item that represents a column AN data such as YEARS OF SERVICE Dimension which represents a broad grouping of description data ORIGINAL HIRE DATE D
66. ou create a report using Query Studio you can control what data your report uses as well as how it is formatted calculated and sorted In Query Studio you can perform the following tasks e Retrieve only the data you need by filtering the data e Organize the results by sorting and grouping the data e Format the data to determine how number currency date and time values appear e Perform calculations using the data in your reports Change the Data Format You can use predefined formats to change the appearance of numbers dates and times without changing the underlying data For example you can show a date in abbreviated format or in long format which spells out the day and month Format Description The default format is the format of the report item before any formatting is applied in Query Studio Use default to remove formatting Use the number format to change the number of decimal places to specify whether to use a thousand separators to choose different symbols to represent negative numbers and to scale large numbers Currency You can use currency symbol You can also change the number of decimal places specify whether to use a thousand separators choose different symbols to represent negative numbers and to scale large numbers Percentage This format shows a number multiplied by 100 using two decimal places and a percent sign For example 0 7356 appears as 73 56 This format shows a number in exponen
67. owing steps you through the process of saving a report using a different name or location Click the Save As button on the toolbar Type the Name of the report Type the Description information Select the Location to save the report as My Folders or any other folder located in the My Folders directory 5 Click OK Edit a Report You can use Query Studio authoring tools to change the report layout style or font The report may also need to be updated because of changes to the data or to add language support A W N m Report Properties can be specified by changing the run options in the portal which include the preferred output format language prompt values or report retention Editing a report modifies the report specification so that everyone who views the report sees the changes you made If you want to use a generic report as the underlying structure for additional reports make a copy of the report If you want a report to appear in more than one location create a shortcut If you want to keep the underlying report specifications and change the report format language delivery method or run option create a report view To edit a report you will first need to open the report in Query Studio You can add or delete Query Items and save the report You can use Save As if you wish to change the name of the report Page 46 May 2012 Introduction to Business Reporting Using IBM Cognos Working with Data When y
68. oyment preferences and the archive name You use deployment specifications for import and for export drill down In IBM Cognos Planning drill down is a technique used to analyze D Cube data that was imported by a D Link You can drill down on any single cell in a D Cube If the cell contains data transferred by a D Link drill down opens a view of the source data If the data was imported from another D Cube drill down opens the appropriate selection from the source D Cube If the data was imported from an external source a mapped ASCII file or an ODBC database drill down extracts the relevant data from the source file and displays it in a special drill down results dialog box In IBM Cognos BI drill down refers to the act of navigating from one level of data to a more detailed level The levels are set by the structure of the data See also drill up drill up The act of navigating from one level of data to a less detailed level The levels are set by the structure of the data See also drill down event An exceptional item of data defined by specifying a query expression against items in a package When data is detected matching the event condition it causes an agent to perform tasks Filters A program or routine that blocks access to data that meet a era gateway An extension of a Web server program that transfers information from the Web server to another server Gateways are often CGI programs but may follow other standard
69. s on the left side based on your individual security These portlets list some common reports that you may access from this entry page NM MEXICO STATE UNIVERSITY srel Loco Ej Ms Ely dir 57 laniy 2 Student EA Head c unt a SCH Trend Quick List al Campuses Las Cruces Campus Name No entries DER NMSU System Wide Student Headcount NMSU System Wide Student Credit Hours Budget HME 5 Year Trend 5 Year Trend Quick List ig TERM 800 000 TERM Summer E Summer Name 700 000 Fall Y Fall i CU HED SCH Default E E Spring E Spring a d HED SCH TREND 5 j 3 nn 500 000 HR E E wi wi Common Quick List e 400 000 Name 5 300 000 Re po rts a CU Employee Default 5 a 200 000 Io CU Position Data Default 5 16 668 E s 9 gt HR 149 Position Listing 100 000 gt HR 239 Current Employee Position Listing 0 gt HR 245 Position Number Report 0910 1011 1112 1213 06 09 010 1011 11 12 1213 gt HR 249 Position Listing with EHIR and ACADEMIC YEAR ACADEMIC YEAR Vacant Position Status Note This is a representation of all SCH generated by enrollments amare it includes completed and non completed courses and does not reflect the SCH funded by HED Quicklist Name SCH includes Military Science and Aerospace Studies credit hours l CU Fiscal Watch Default and excludes student exchange and co op credit hours FI 227 Statement of Revenue and Expense Sourc HED end of semester student files for all semesters prior to Spring 2012
70. s option as the size of the report will be modified and may affect report performance If there is a need for this feature please contact Administrative Data Management reporting group e Delivery Allows you to view save print or e mail the report e Prompt Values Allows you to define the values displayed of the predefined filter each time the report is run Run with options BU POS 149 Bgt amp Job LD Fill Vacant My Coll Div Help O Select how you want to run and receive your report Format y To specify a time to run the report or for additional formats languages or delivery options use advanced HTML options Accessibility _ Enable accessibility support Language English Delivery 8 View the report now Print the report Printer location Select a printer Send me the report by email Prompt values No values saved Prompt for values Cancel 7 Click Run 8 To return the portlet to its original view it must be restored To restore the portlet click on the restore icon displayed to the right of the portlet Mr Dep Erp pee Employees E Description Modified E Actions Hame BU PL5 14 7t 8 Jo LE Alacant ftr Depi January 5 2009 113524 PM Ej le Ga More Bhor Adminitrative Data Management Package F PH HE HIPS UL AECA OS T Secured PODS Desoobon L Of filed and varani positions with b ot Matadatse HAS BUDGET_I08 FOAPAL OoOMP POS I
71. s permissions for the source entry Instructions 1 Select the appropriate Tab Business Finance amp HR 2 In order to view the options available the portlet must be maximized to view the Actions menu To maximize the portlet click on the maximize icon located on the right hand corner of the portlet My Employees Employees Entries Mame gt BO POS5 149 Bgt amp Job LO Fill acant My Coll Div BU POS 249 Wacancy amp EHIR Status My Coll Div HR EMP 285 Leave Balances Exempt My Coll Div HR EMP 285 Leave Balances NonExempt My CollfCiw HR EMP 321 Employee by Primary JobiMy Coll Coin 3 The portlet will be maximized and the Actions menu will be displayed to the right May 2012 Page 25 Introduction to Business Reporting Using IBM Cognos Mp epi Emplorpe z Employees Description Hadilicd amp Hamer 80 25 14 8g7t a Job LO Alacant PA Dep january 5 2209 113558 PH bohor Scns ate Dats Mensgement Package FH HR HAGA DIST Secured POS Desc bon List O ied and vacari pos dor wiih bidget Me badaia 5 AURET _ 208 FOAPAL COMP MSU UCT OA POSPaL_COPP POSITION HOHE ORGAN 24 TION NMS BUDGET JOA FOARAL COME x24 ITTON_TYPE HAS BUDGET _308 FOAPRAL_ COMP MAS PUOGET_J00_FOAPAL_ CONE POS ITION_CLASS 3 BUDGET IOA FOAPAL COMP G PORN IND PFT POSITION DEF BA4RGATRIAS UNT MH5U_BUOGET_108_FOAPAL COMP POSITION_Ho HAS pU 300 POaPaL_ Core Do arri 4 From one of the portlets lo
72. s such as ISAPI and Apache Modules glyph An image of a character in a font Letters are glyphs but in most cases the term is used in discussions of non alphabetic writing systems Page 64 May 2012 Introduction to Business Reporting Using IBM Cognos group In security a list of users or other groups that can be used to assign access permissions and capabilities Groups can be referenced from other authentication sources or can be local to IBM Cognos Local groups are managed from the administration portal The list of groups that an authentication user is a member of is part of the user s passport for an IBM Cognos session In reporting grouping is the action of organizing common values of query item together and only displaying the value once Headers and footers often appear after each instance of a common value in a grouped column Heading The area that appears at the top of a column or before a section that contains the name of the report item You click the heading to select the report item HTML HyperText Markup Language HTML a markup language used to structure text and multimedia documents and to set up hypertext links between documents used extensively on the World Wide Web A group of runnable objects such as reports agents and other jobs that you run and schedule as a batch job step The smallest part of a job that can be run separately Usually a job step is a report A job step can also be another job
73. ss Reporting Using IBM Cognos Note Though others visible Budget HR Finance amp SPA we recommend the use of four primary tabs College Division Dept PI Administrative listed above Public Folders Public Folders contain reports relevant to many users In Public Folders data is grouped in packages or other folders In Public Folders there is a subfolder named ALL REPORTS that contains the shared reports at NMSU ALL REPORTS is structured with internal and external folders for NMSU such as Administrative College Division Dept etc Under ALL REPORTS folder you will see additional folders Administrative College Division etc these are the tabs displayed under Cognos connection When drilling down in a folder you will see additional folders such as Employees Finances etc these are the portlets under each tab Drill down further and you will see a list of all reports that are available from the Business Finance amp HR tab My Folders Reports that are placed in My Folders are personalized These folders allow you to customize organize and save reports specific to you You can also add new folders to create a hierarchy for more levels of organization Page 8 May 2012 Introduction to Business Reporting Using IBM Cognos Navigating My Folders In the My Folders tab reports are organized into folders WY NEW MEXICO STATE UNIVERSITY TEM STATE NMSU Business Finance SHR j o Publi My Folders Admin
74. struction o Instruction gt BU SCH By Course Dept by Fac Dept My Coll Div gt BU SCH By Course Dept by Instr T Coll Div BU SCH By Course Dept by Instructor My Coll Div b BU SCH By Course Discipline My Coll Div gt BU SCH By Fac Dept by Course Dept Coll Div My Research 0 All Research Da Research Research Entries 11 5 ll JD Name RA SPA Award Contract Billing Summary My Coll Div RA SPA Expiring Funds Coll Div RA SPA Grant Activity by Agency My Coll Div RA SPA Grant Activity by Org My Coll Div 2 Select the report by clicking on the Report Name May 2012 Instruction Entries 1 s ea JcJ Entries 1 5 ll Io pm Name gt BU SCH By Course Dept by Fac Dept All Coll Div gt BU SCH By Course Dept by Instr T All Coll Div BU SCH By Course Dept by Instructor All Coll Div gt BU SCH By Course Discipline All Coll Div gt BU SCH By Fac Dept by Course Dept All Coll Div Entries 1 5 ed lt lt po Name 8 gt RA SPA Account Code Summary by Grant All Coll Div Fe gt RA SPA Award Contract Billing Summary All Coll Div 5 gt RA SPA Expiring Funds All Coll Div 5 gt RA SPA Grant Activity by Agency All Coll Div Page 11 Introduction to Business Reporting Using IBM Cognos Run an Existing Report with Options Running a report with options allows you to specify a format schedule the report and distri
75. such as titles and the filter text Note To reset values click Reset to default values 6 Click OK Change the Column Heading 1 Double click the column heading Rename Specity the column label or heading or use the original name from the package Name DEPARTMENT 2 Type the Name of the Column Heading 3 Click OK May 2012 Page 43 Introduction to Business Reporting Using IBM Cognos Title a Report You can create your own descriptive report titles and subtitles By default the link Title appears in a new report Replace this with a more meaningful title or remove it The title appears only in the report Changing the report title does not change the report name that appears in Cognos Connection Title your report to identify the report The following steps you through the process of titling a report 1 Open the report in Query Studio 2 Access the Edit Title Area box by either a Clicking on the Report Title or b From the Change Layout menu click Edit Title Area Specify what will appear at the top of the report and on the first page of printed copies Title Title Subtitle Show filters Show sorts Show suppression 3 Type the Title of the report 4 Type a Subtitle for the report optional 5 Select OK Note To remove a title delete all text in the Title box Page 44 May 2012 Introduction to Business Reporting Using IBM Cognos Save a Report Sav
76. teps 1 Click the Security tab 2 Click Custom Level 3 From the Miscellaneous section under display mixed content heading click the Enable radio button 4 Click Ok May 2012 Security Settings Local Intranet Zone Settings E Allow websites to open windows without address or status ba Disable A Enable Display mixed content Disable Enable O Prompt Don t prompt For client certificate selection when no certificat Disable Enable 7 E Drag and drop or copy and paste Files Disable 2 Enable O Prompt J Include local directory path when uploading Files to a server a Mie ahla o a MT gt Takes effect after you restart Internet Explorer Reset custom settings Reset to medium low default Page 59 Introduction to Business Reporting Using IBM Cognos Appendix B Refreshing Your Credentials Refreshing your credentials sends confirmation back to the server that you are authorized to be using several of the Cognos functions such as scheduling If for some reason your schedule fails and you do not receive your scheduled report as expected you will need to refresh your credentials 1 From the Tools Menu click My Preferences NM NEW MEXICO STATE UNIVERSITY gt CS NBS l NMSU Business Finance amp HR i Public Folders My Folders Admin My watch Items My Preferences My Activities and Schedules w colegeDivison Dept pr Administrative udat
77. the Actions menu click the Run with options icon from the Actions toolbar to the right of the report you want to run Page 12 May 2012 Introduction to Business Reporting Using IBM Cognos Run with options BU POS 149 Bgt amp Job LD Fill Vacant My Coll Div Help O Select how you want to run and receive your report Format ic To specify a time to run the report or for additional formats languages or delivery options use advanced HTML v 9 options Accessibility _ Enable accessibility support Language English Delivery View the report now Print the report Printer location Send me the report by email Prompt values No values saved Prompt for values Run Cancel 4 Select the following that apply a Format b Language C Delivery d Prompt Values 5 To return the portlet to its original view it must be restored To restore the portlet click on the restore icon displayed to the right of the portlet Description Hodificd amp Mame BU P06 14 gt 8 Job LO Alfvacant My Dept January 5 2009 113508 PM Bybor Adria Dats Management Package FH HR A DUST Secured FOLS Desoo bon List o Gd and Vaca pos hor vith budge Mata daba WAS BUDGET 108 _FOAPAL COMP POSITION SUMAR _ORGANIZATION DUMAS PUIDGET_IC0_PO4PAL_ CONE POSITION HOME ORGANIZATION BASU BUDGET JOS FOA4PAL CORP IPOSITION_ TYPE AAH _BUICGET_109_FO4PAL_ COPE POSITION _GAGUP MAS
78. tial notation For example the number 224 110 is 2 24110E 05 in scientific notation Date and You can choose from a list of date and time formats including the 12 or Time 24 hour clock May 2012 Page 47 Introduction to Business Reporting Using IBM Cognos Instructions 1 Open the report that you want in Query Studio 2 Click the heading of the report item you want to format 3 From the Edit Data menu click Format Data and then click one of the following a To format numeric data in the Category box click a type and define the format as required b To format text data in the Category box click Text and type a number in the Number of visible characters box c To format date and time data in the Category box click a type and then in the Type box click a format 4 Click OK Sort Data Sorting organizes your data in either ascending or descending order For example you may choose to sort a departmental list in ascending order thus arranging names alphabetically There are three ways to apply a sort to your data You must first select the report item heading that you want to sort The following are the three ways to apply a sort e Select the Sort button form the toolbar e Select the Sort button from the Edit Data menu e Right click the report item heading and select Sort Once you have selected to sort a report item you have a choice to sort the data in ascending order A to Z or descending order Z to A The f
79. uages or delivery options use advanced HTML Y options Accessibility _ Enable accessibility support Language Delivery View the report now Print the report Printer location Send me the report by email Prompt values No values saved Prompt for values Cancel 4 From the Format menu select the desired format 5 Click Run Note The output cannot be changed if the report is run by clicking the report name 6 To return the portlet to its original view it must be restored To restore the portlet click on the restore icon displayed to the right of the portlet ETA He FI Description Hdified amp Hamer BJP IPE 8g7t a Job LO Aca ae Dei january 5 3409 113559 PMH Author Admira Data MansgementPacteage FH HAHA DIST Secured PODS Desc bon List g ied and vacari pos lors 41h bidget Metadati 5 _BLUCSET_129_FOAPAL COMP POS OTI SUMAR _ORGAROZATIOH HSU BUDGET_I00_FOSPAL_ CONE POSITICA_ HOME _DECANIZATI N ol ee 308 FOAPAL COMP IPOSITION_ TYPE HAS BUDGET _308 FOAPRAL COMP MS BUGET JO FP OAPEaL COMP POS ITION_CLASS r BUDGET 308 FOAPAL COMP IG PORN IND MPT POSTON DEF BARGAINING UNIT HAS BUDGET _208 FOAPRAL COMP POSITION_Ho MAS SUSE JO TOAFA COMP Do arri May 2012 Page 21 Introduction to Business Reporting Using IBM Cognos Managing Entries Organize Entries Cognos refers to the items in Public Folders or My Folders
80. users can choose when they log on to change what groups they can authenticate so they can change what data they have authorization for The time during which an authenticated user is logged on to IBM Cognos Summary In reporting summaries are aggregate values that are calculated for all the values of a particular level or dimension Examples of summaries include total minimum maximum average and count Tables Structures in a database that contain data organized into rows and Pa columns Ina model query subject represent tabled on Task An action performed by an agent if the event status meets the task execution rules For example an agent can send an email publish a news item or run a report Template A reusable report layout or style that can be used to set the POPS presentation otaquen orrepote o on o O URL The global address of documents and other resources on the World O feep ESB and other See Report Specification Page 68 May 2012 Watch Rule Web Services for Remote Portlets May 2012 Introduction to Business Reporting Using IBM Cognos A person accessing an IBM Cognos application User information such as the location of personal folders or preferred formats for viewing reports is stored in IBM Cognos Authenticated user definitions and information such as passwords and IDs are maintained in other authentication sources A list of metrics that each user has chosen to monitor closely If notifi
81. y 2012 Page 67 Introduction to Business Reporting Using IBM Cognos Report Item A query item added to a report is known as a report item Report items appear as columns in list reports and as rows and columns in crosstab reports In charts report items appear as data markers and axis labels Report Output Report output combines data at the point in time when the report was run with a report specification It is a document that can be displayed printed or emailed IBM Cognos can produce report outputs in HTML PDF Excel or CSV formats The definition of queries prompts layouts and styles that make up a report A report specification is combined with data by a run operation to create report outputs You create report specifications by using Report Studio Query Studio Analysis Studio or through the Software Development Kit Report View A reference to another report that has its own properties such as prompt values schedules and results You use report views to share a report specification instead of making copies of it Rich Site RSS An industry standard format for displaying transient data such Summary as breaking news in a web page or standalone viewer IBM Cognos Connection includes a portlet type for displaying RSS format data This can be used to display data from a public RSS service or to display news items generated by agents detecting events A synonym for Really Simple Syndication Role A special group
82. you rename or delete a package or data source reports that refer to the package or data source will no longer run You may decide to create a folder hierarchy by using nested folders The folder structure should be logical and should support the chosen method of grouping Use meaningful names and detailed descriptions to identify entries in the portal Page 22 May 2012 Introduction to Business Reporting Using IBM Cognos Copy an Entry When you create a copy of an entry you create a replica of that report in another location in the portal When you make changes to a report in one folder those changes are not reflected in copies of the report in other folders You can copy multiple entries at the same time to the same location The following steps you through the process of copying a single entry 1 Select the appropriate Tab Business Finance amp HR 2 From one of the portlets locate the report view you would like to copy Example HR EMP 285 Leave Balance Exempt 3 Maximize the portlet by Clicking the maximize 5 icon located on the right hand corner of the portlet My Employees Employees Entries 5 el ICO ma Pp BU POS 149 Bgt amp Job LD Filliacant My Colli Diw FBP BU P5 249 Vacancy amp EHIR Status My ColliDiv H5 HR EMP 255 Leave Balances NonExempt My Coll Divi elb _HR EMP 521 Employes by Primary Job My Coll Diw Mame gt 4 Click the res au next to the da a that you want to copy T

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