Transcription

Analysis/Intelligence:OverviewLast Revised: February 9, 2019

Table of ContentsSection 1: About this Guide.1Service Offerings . 1Information Included in this Guide . 1Information NOT Included in this Guide . 1Terminology . 2Section 2: Cognos Roles and Permissions .2Changes Take Effect After the Nightly Archive is Run . 3Overlapping Permissions . 3Section 3: Cognos User Roles and the Reporting Hierarchy .4Cognos User Roles (Cognos Consumer, Cognos Business Author, or CognosProfessional Author) . 4Reporting Hierarchy . 5Reporting Hierarchy and Cognos Users . 5Reporting Hierarchy and Expense/Invoice Users . 6Assigning the Hierarchy Level to the Expense/ Invoice User . 6Assigning the Hierarchy Level to an Expense Report . 6Hierarchy Assignment Used for Transaction Types . 7Changing the Hierarchy Level . 7Section 4: Budget Role for Cognos and the Budget Hierarchy .9Section 5: Business Intelligence (BI) Manager . 10Designating a BI Manager. 10Professional Edition . 10Standard Edition . 13Section 6: Concept Fields . 14Overview . 14Availability. 14Configuration . 14Section 7: Fiscal Calendar . 15Configuration . 15Section 8: General Model Information . 15Currencies . 15Imported Exchange Rates . 16Notes About Currencies . 16Security . 17Report Output . 17Emailed Output . 17Keys . 17Data Pulled Out Of Context . 17Itemized Transactions and Parent Entries . 18Org Unit and Custom fields . 18Running the Archive and Using Cognos . 18Audit Trail Information - Opt In . 19Section 9: Configuring Expense for Analysis/Intelligence . 19Analysis/Intelligence: OverviewLast Revised: February 9, 2019 2004 - 2022 SAP Concur All rights reserved.i

IMPORTANT – Best Practices for Configuring Expense (Professional and StandardEdition) . 19iiAnalysis/Intelligence: OverviewLast Revised: February 9, 2019 2004 - 2022 SAP Concur All rights reserved.

Revision HistoryDateRevision Notes/CommentsJanuary 13, 2022Updated the copyright year; no other changes; cover date not updatedMarch 29, 2021Updated the copyright year; no other changes; cover date not updatedFebruary 4, 2020Updated the copyright; no other changes; cover date not updatedFebruary 9, 2019Updated copyright and removed references to Insight Premium from guideOctober 13, 2018Updated image of the Reporting menu to include new SAP Concur brandingMarch 26, 2018Made the following updates: Added a note about the Budget Role for Cognos role and the Budget Insight(Legacy) feature to the Budget Role for Cognos and the Budget Hierarchysection Added information about how to designate a BI Manager in StandardEdition Added a note about the fiscal calendar being shared between reporting andthe new Budget featureAugust 19 2017Updated the fiscal calendar description for the new enhanced fiscal calendarJuly 8 2017Updated the Preferences tab check box names for the ReportingConfiguration pageJune 6 2017Updated description of the If true and the BI Manager field is blank, thenuse the report approver for the BI Manager check boxDecember 16 2016Changed copyright; no other content changesDecember 7 2016Updated the guide content to new corporate style; no content changesOctober 25 2016Updated the guide content to new corporate style; no content changesOctober 4 2016Added new Configuring Expense for Analysis/Intelligence sectionJanuary 19 2016Changed from book "chapters" to stand-alone guides; no content changesAugust 14 2015Added information about the Reporting Intelligence – BI Manager linkJune 18 2015Added a note about the "secondary" rolesMay 18 2015Combined Intelligence and PremiumApril 20 2015Replaced the User Admin screen shotApril 9 2015Changed name to Analysis/IntelligenceFebruary 6 2015Added new license information for IntelligenceOctober 17 2014Default number of Cognos Business Author changed from 3 to 5March 10 2014Noted the following:October 18 2013 Overall product name change to Concur Insight Analysis changed to Concur Insight Essentials New offering of Concur Insight PremiumAdded information about the Budget Role for CognosAnalysis/Intelligence: OverviewLast Revised: February 9, 2019 2004 - 2022 SAP Concur All rights reserved.iii

ivJanuary 24 2011Clarified information about the Reporting Configuration page in ExpenseAdminJanuary 21 2011Added information about the Fiscal CalendarOctober 15 2010Updated the User Admin pageJanuary 29 2010Added information about the audit trail data (Expense folder), which is opt inAugust 21 2009Added information about concept fieldsMay 28 2009Removed the reference that a BI manager had to be an expense reportapprover.March 27 2009For the March release, added information about the exchange rate importNovember 17 2008Initial publicationAnalysis/Intelligence: OverviewLast Revised: February 9, 2019 2004 - 2022 SAP Concur All rights reserved.

Section 1: About this GuideOverviewSection 1: About this GuideService OfferingsThis guide applies to Concur's current business intelligence service offerings. Theyare:Analysis is a no-cost reporting solution that provides a comprehensive set ofstandard reports for clients to use to analyze T&E spend.Intelligence is a for-purchase, upgraded solution that includes an extensive reportcatalog and advanced report creation capabilities for an integrated view of clientdata.For the most part, the descriptions and definitions in this guide apply to all serviceofferings. In those cases where there are differences, the differences will be clearlynoted.NOTE: If you do not know which service offering your company is using, refer toyour Concur administrator.Information Included in this GuideThis guide includes information specific to Concur's implementation of Cognos andthe Concur Data Warehouse data model, including:Overview and general information about the model Terminology Roles required for those using Analysis and Intelligence Relationship between the Reporting hierarchy and Cognos users; relationshipbetween the Reporting hierarchy and Expense/Invoice usersDescription of the data modelInformation NOT Included in this GuideThis document does not include general information about using Cognos, forexample, how to create reports and queries using Query Studio or Report Studio. Toobtain this type of information, refer to the Cognos online help system and UserGuides.NOTE: The Cognos Help and User Guides may refer to processes, features, or tasksthat Concur users do not have permission to access. The Concurimplementation of Cognos is customized while the Cognos documentation isgeneric.Analysis/Intelligence: OverviewLast Revised: February 9, 2019 2004 - 2022 SAP Concur All rights reserved.1

Section 2: Cognos Roles and PermissionsTerminologyThis document references the following terms.TermDefinitionPackageA package is a collection of information that defines how report and queryauthors connect to and access data. The bulk of a package is the datamodel, but a package also contains some security information (for example,some users, based on roles, can access certain data while others cannot),and data source information.ModelA model is a presentation layer between the Concur Reporting Database andclient Cognos users. A model is metadata, organized into folders and querysubjects that maps to tables and columns in the Concur ReportingDatabase. The model's metadata also includes definitions of tablerelationships (joins).The purpose of a model is to make complex data simpler to understand andbetter organized for report and query authors, who generally have no needto understand the structure, tables, and columns of the Concur ReportingDatabase. The model can also contain objects useful to authors but notavailable in the database, such as filters and calculations.Query subjectIn a Cognos model, a query subject is a collection of related pieces of data,similar to a table in a database. A query subject, however, can contain databits pulled from various database tables, as well as calculations and otherdiscreet objects.Query itemA set of query items make up a query subject. A query item may map to atable and column in the Concur Reporting Database or may be a calculation,a filter, or other discreet data object.OLTP (onlinetransactionprocessing)databaseThe live, production database to which transactions (such as expensereports) and configuration data (such as audit rules) are recorded at thetime they are saved, submitted, or otherwise processed. The CES OLTPdatabase refers to the database capturing information entered through yourlive Expense system.OLAP (onlineanalyticalprocessing)databaseA second database that contains much of the same information captured inan OLTP database, but structured and used primarily for reporting andanalysis. An OLAP database eliminates the need for the related OLTPdatabase to process reporting requests, thereby improving performance.ConcurReportingDatabaseThe Concur Reporting Database is the CES OLAP database. Typicallyupdated on a nightly basis.Section 2: Cognos Roles and PermissionsCognos users receive access to Cognos in these ways (all are described on thefollowing pages):2 Cognos user role and Reporting hierarchy: By being assigned a Cognosuser role – Cognos Consumer, Cognos Business Author, or CognosProfessional Author – with a level in the Reporting hierarchy Budget role and Budget hierarchy: By being assigned the Budget Role forCognos with a level in the Budget hierarchyAnalysis/Intelligence: OverviewLast Revised: February 9, 2019 2004 - 2022 SAP Concur All rights reserved.

Section 2: Cognos Roles and Permissions Business Intelligence (BI) Manager: By being designated a BI Manager(not a user role) in ExpenseChanges Take Effect After the Nightly Archive is RunThe following pages describe the standard Cognos user roles and the BI Managerpermission. Regardless of which you use, any additions or changes you make will notbe reflected in Analysis or Intelligence until the nightly archive is run.Overlapping PermissionsA user can have a Cognos role (Cognos Consumer, Cognos Business Author, orCognos Professional Author) and can also be a BI Manager. One of the majordifferences between the two – as described on the following pages):Cognos Consumer, Cognos Business Author, or Cognos Professional Author areassigned roles and are associated with the Reporting hierarchy. The data that theConsumer/Business Author/Professional Author sees is determined by the associatedsection of the hierarchy.The BI Manager is not an assigned role and is not associated with the Reportinghierarchy. The BI Manager sees the data of their direct and indirect reports.If a user has a Cognos role and is a BI Manager, they will see two options on theReporting menu.When that user wants to work as a Cognos user (and see the data related to theassociated section of the Reporting hierarchy), the user clicks Intelligence.When that user wants to work as a BI Manager (and see the data of their direct andindirect reports), the user clicks Intelligence – BI Manager.For any user who has either a Cognos role or is a BI Manager but not both, thatuser will see only the Intelligence menu option.Analysis/Intelligence: OverviewLast Revised: February 9, 2019 2004 - 2022 SAP Concur All rights reserved.3

Section 3: Cognos User Roles and the Reporting HierarchySection 3: Cognos User Roles and the Reporting HierarchyCognos User Roles (Cognos Consumer, Cognos Business Author, orCognos Professional Author)The Cognos roles are:User RoleDescriptionCognosConsumerThe Consumer is granted access to: # availableforAnalysis# availableforIntelligence1040520none10Cognos ConnectionCognos Consumers do not workdirectly with the model. They run –but cannot edit – the reports andqueries created by the or!The Business Author is granted accessto Cognos: Query Studio Cognos ConnectionThe Professional Author is grantedaccess to Cognos: Report Studio Query Studio Cognos ConnectionIMPORTANT: You may see "secondary" roles in the Employee Roles report.Those roles are not yet in use.These Cognos user roles are assigned in Concur via Administration Company Company Admin User Permissions (left menu), on the Reporting tab. Theseroles are assigned in the same manner as all other roles. When the Cognos userroles are assigned, they are also assigned a group in the Reporting hierarchy, whichthe Cognos user will administer.4Analysis/Intelligence: OverviewLast Revised: February 9, 2019 2004 - 2022 SAP Concur All rights reserved.

Section 3: Cognos User Roles and the Reporting HierarchyNOTE: As mentioned previously, any additions or changes you make will not bereflected in Analysis or Intelligence until the nightly archive is run.Reporting HierarchyReporting Hierarchy and Cognos UsersThe Cognos tools (Query Studio or Cognos Connection) that a user can access aredetermined by the user's role (Business Author or Consumer). The data that the usercan access is determined by several factors:All Cognos users can view data based on the group (or level) of the Reportinghierarchy to which the Cognos user is assigned. A Cognos user can see the data intheir assigned group of the hierarchy and all groups below. For example:Analysis/Intelligence: OverviewLast Revised: February 9, 2019 2004 - 2022 SAP Concur All rights reserved.5

Section 3: Cognos User Roles and the Reporting Hierarchy If a Cognos user is assigned to administer the U.S., that Cognos user can viewthe data in these areas: US US-ClientSvcs US-ClientSvcs-Sales US-ClientSvcs-Mktg US-B2B US-B2B-Sales US-B2B-Mktg If a Cognos user is assigned to administer Canada-B2B-Mktg, that Cognos usercan access only the data Canada-B2B-Mktg. If a Cognos user is assigned to administer the global group, that Cognos user cansee all of the data.Reporting Hierarchy and Expense/Invoice UsersPart of configuring your Expense System includes setting up a Reporting hierarchy.Like the Employee or Expense hierarchy, the Reporting hierarchy can have one ormore levels of related information. For example, the top level of a Reportinghierarchy might be Country, the second level might be Division, and the third levelmight be Department. The Reporting hierarchy can be identical to Employee orExpense hierarchy or it can be completely different.Assigning the Hierarchy Level to the Expense/ Invoice UserNote that the Reporting hierarchy is always based on information contained in eachuser's employee record. The system determines the employee's Reporting hierarchylevel (group) based on the information entered on the employee record.For example, assume that a Reporting hierarchy is based on Country, Division, andDepartment. If an employee is assigned to United States, Client Services, and Sales,respectively, then the system determines the Reporting hierarchy level to be USClientSvcs-Sales.Assigning the Hierarchy Level to an Expense ReportContinuing the example, when that employee creates an expense report, the system"copies" the employee's Reporting hierarchy level to the expense report so that theexpense report belongs to the Reporting hierarchy level of US-ClientSvcs-Sales.6Analysis/Intelligence: OverviewLast Revised: February 9, 2019 2004 - 2022 SAP Concur All rights reserved.

Section 3: Cognos User Roles and the Reporting HierarchyNOTE: As described previously, when an employee is assigned a Cognos user role,the user is also assigned a level (group) in the Reporting hierarchy, which theCognos user administers. That same Cognos user may also be an Expenseand/or Invoice user and may be assigned to a level (for example, USClientSvcs-Sales) in the Reporting hierarchy. These two assignments are notnecessarily (and do not have to be) related. The first assignment is made bythe User Administrator; the second assignment is made by the system basedon the employee record.Hierarchy Assignment Used for Transaction TypesThe employee's Reporting hierarchy is assigned to each transaction at the time thetransaction is created. Depending on the folder that you select in the Concur model,you may be filtering on one or more saved Reporting hierarchies. The table belowlists the saved Reporting hierarchy that each major data set in Cognos uses for theCognos user data filtering.Location of FilteringReporting HierarchyData Sets that use this Reporting hierarchyEmployeeEmployee, Employee Roles, and Credit Card Transactions,including employee fields in other transaction foldersExpense ReportReport, Report Entry, Allocations, Report Journal Entries,Report Tax, Report Workflow, Travel Allowance, and Car LogCash AdvanceAll Cash Advance data, including Cash Advance JournalEntries and Cash Advance WorkflowTravel Request(Authorization Request)All Travel Request (Authorization Request) dataInvoicePayment Request, Line Items, Allocations, Journal Entries,and Payment Request WorkflowChanging the Hierarchy LevelAssignment of the Reporting hierarchy level from the employee record tothe expense report cannot be modified by the employee. Even if the employeeis allowed to change the Department on an expense report (for example, to chargeexpenses to a different department), the Reporting hierarchy level assigned to theexpense report is not changed. The expense report maintains that assignment forthe life of the expense report.If an employee later changes departments (for example, moves from Sales toMarketing), then the system resets that employee's Reporting hierarchy level to USClientSvcs-Mktg. Any expense report that the employee creates from this pointforward is assigned the new Reporting hierarchy level of US-ClientSvcs-Mktg.However, any previously created expense report maintains its original assignment ofUS-ClientSvcs-Sales.Analysis/Intelligence: OverviewLast Revised: February 9, 2019 2004 - 2022 SAP Concur All rights reserved.7

Section 3: Cognos User Roles and the Reporting HierarchyExample: Assume that an Expense user (from the example above) creates threeexpense reports while in US-ClientSvcs-Sales. The Expense user transfers to USClientSvcs-Mktg and creates two more reports.Employee – US-ClientSvcs-MktgReport 1 – US-ClientSvcs-SalesReport 4 – US-ClientSvcs-MktgReport 2 – US-ClientSvcs-SalesReport 5 – US-ClientSvcs-MktgReport 3 – US-ClientSvcs-SalesFurther assume an employee with the Cognos Business Author role has beenassigned to administer US-ClientSvcs. That Business Author can access the data inUS-ClientSvcs and the two groups below, which are US-ClientSvcs-Sales and USClientSvcs-Mktg.The Business Author creates a simple query in Query Studio with the followinginformation, and saves it to a public folder in Concur Reporting Powered by Cognos:Employee NameReport NameDate SubmittedTotal Approved AmountSince the Business Author has access to data at the US-ClientSvcs level and allgroups below, the Business Author can see all five of the Expense user's expensereports.Now assume that two employees have the Cognos Consumer role. Consumer #1 hasaccess to US-ClientSvcs-Sales; Consumer #2 has access to US-ClientSvcs-Mktg.Consumer #1 runs the query created by the Business Author but does not see any ofthe Expense user's expense reports. Consumer #2 runs the same query and seesonly the two expense reports created after the Expense user changed to theMarketing department. The reason: The Reporting Hierarchy Level filter applies toboth employee data and expense report data. Consumer #1 has access to USClientSvcs-Sales. Though the Reporting hierarchy filter allows Consumer #1 accessto the Expense user's first three expense reports, it does not allow access to theExpense user's employee information. Since the Expense user now belongs to USClientSvcs-Mktg, Cognos filters all of the Expense user's information off of the report,including all of the Expense user's expense reports, even though the first threeexpense reports have been assigned the US-ClientSvcs-Sales level.Consumer #2 has access to US-ClientSvcs-Mktg. Since both the Expense user andthat user's fourth and fifth expense reports belong to US-ClientSvcs-Mktg, thenConsumer #2 can see both the Expense user and these two expense reports. Cognosfilters the first three expense reports, belonging to US-ClientSvcs-Sales, out of thequery results.8Analysis/Intelligence: OverviewLast Revised: February 9, 2019 2004 - 2022 SAP Concur All rights reserved.

Section 4: Budget Role for Cognos and the Budget HierarchyNow, assume that the Business Author modifies the query by removing EmployeeName. The query now has just three pieces of information: Report Name, DateSubmitted, and Total Approved Amount.When Consumer #1 runs the modified query, the Consumer now sees the first threeexpense reports assigned to US-ClientSvcs-Sales. Since the employee informationwas removed, Cognos no longer filters out information associated with usersbelonging to groups other than US-ClientSvcs-Sales.When Consumer #2 runs the modified query, the Consumer sees the same results asdisplayed previously – the two reports assigned to US-ClientSvcs-Mktg.Section 4: Budget Role for Cognos and the Budget HierarchyThe Budget Role for Cognos can be assigned to Budget Insight (Legacy) users whoare also Analysis or Intelligence users so they can access the Budget module in thedata model.NOTE: The Budget Role for Cognos role works with the Budget Insight (Legacy)feature. The role does not apply to the new Budget feature.!IMPORTANT: Be aware that all other roles associated with Analysis orIntelligence use the Reporting hierarchy to determine the data that is available tothe report user. The Budget Role for Cognos does not – it uses the Budgethierarchy to determine the data that is available to the report user.Analysis/Intelligence: OverviewLast Revised: February 9, 2019 2004 - 2022 SAP Concur All rights reserved.9

Section 5: Business Intelligence (BI) ManagerSection 5: Business Intelligence (BI) ManagerThe Line Manager Filtering feature allows a broader base of users to access theCognos reports. Its purpose is to allow Expense approvers to access Analysis orIntelligence and view the data that applies to the users for whom they review andapprove expense reports. That is, it allows "line managers" to monitor and evaluatethe T&E spend for which they are directly responsible.The permission in Expense is BI Manager. It is likely that most companies willconfigure this feature so that a user's expense report approver is also that user's BIManager. However, be aware that companies are not restricted – any Expense usercan be a BI Manager for any other Expense user.Every BI Manager will:Have Cognos Consumer access to Analysis or Intelligence, which means that usercan run and view Cognos reports but cannot create or edit Cognos reports.See all reporting data for their direct andindirect reports.For example, assume that userA is the approver for users B,C, and D; User D is theapprover for users E and F. If the company isconfigured so that a user's approver is alsothat user's BI Manager, then user A will seethe Cognos reporting data for: Users B, C, and D (direct reports) E and F (indirect reports)As mentioned previously, any Expense user can be a BI Manager for anyother Expense user. For example, if user C is designated as the BI Managerfor user D and user D is the BI Manager for users E and F, then user C wouldsee the reporting data for users D, E, and F.Designating a BI Manager"Business Intelligence Manager" is not a role; you do not assign the role to aperson. Instead, you select a BI Manager for a user. The BI Manager designation ispart of the user's employee record, not the BI Manager's employee record.Professional EditionIn the Professional Edition, there are several ways to designate BI Managers forusers. One method uses the User Administrator; two methods use the employeeimport. You can use a combination of any of these in the Professional Edition.10Analysis/Intelligence: OverviewLast Revised: February 9, 2019 2004 - 2022 SAP Concur All rights reserved.

Section 5: Business Intelligence (BI) Manager User Administrator: You can select a user's BI Manager in the UserAdministrator. To do so: Contact Concur Client Support to add the BI Manager field to theemployee form. With the BI Manager field on the employee form, the User administratorcan choose a BI Manager for a user.Employee Import: You have several options when using the employeeimport. To do so: Change the required site setting on the Preferences tab on theReporting Configuration page in Expense Admin.FieldDescriptionIf the BI Managerfield on theemployee form isblank, use thedefault reportapprover for the BIManagerIf you select (enable) this check box and: If the BI Manager field on the employeeform is populated with an employee ID of anExpense user, then that Expense user isdesignated as the BI Manager for the originaluser. If the BI Manager field on the employeeform is blank, then the employee ID of thatuser's expense report approver isautomatically copied to the BI Manager field.(So the user's expense report approverbecomes the user's BI Manager.)If you do not select (enable) this check box and the BIManager field in the employee import is blank, thenthere is no BI Manager designated for this user; theimport does not affect the BI Manager that may bedesignated in User Administrator.This check box is selected (enabled) (option ON) bydefault.NOTE: This option lets you work with the employeeimport. Remember, a BI Manager will not be able toaccess Cognos data until the Display the Reportingmenu option for BI Managers check box is selected(enabled).Analysis/Intelligence: OverviewLast Revised: February 9, 2019 2004 - 2022 SAP Concur All rights reserved.11

Section 5: Business Intelligence (BI) ManagerFieldDescriptionDisplay theReporting menuoption for BIManagersSelect (enable) this check box to activate the BIManager feature.If you select (enable) this check box, then: Any user whose employee ID appears in a BIManager field (either in the employee importor in User Administrator) can access Cognosvia the appropriate link on Concur Central. The user whose employee ID appears in auser's BI Manager field will receive data inCognos as if they are that user's manager.If a user who is designated as a BI Manager also has adefined role and position within the Reporting Hierarchy,the role in the Reporting Hierarchy will supersede theirrole as a BI Manager.This check box is cleared (disabled) (option OFF) bydefault. 12Work with Concur Client Support to coordinate running your employeeimport.Refer to the Shared: Reporting Configuration Setup Guide for moreinformation.Analysis/Intelligence: OverviewLast Revised: February 9, 2019 2004 - 2022 SAP Concur All rights reserved.

Section 5: Business Intelligence (BI) ManagerStandard EditionIn the Standard Edition, there are two ways to designate BI Managers for users. Onemethod uses the Use

The BI Manager sees the data of their direct and indirect reports. If a user has a Cognos role and is a BI Manager, they will see two options on the Reporting menu. When that user wants to work as a Cognos user (and see the data related to the associated section of the Reporting hierarchy), the user clicks Intelligence.