Transcription

Introduction to CognosTable of ContentsWhat is Cognos?Report AccessAccessing the Cognos SystemCognos Home PageAccessing ReportsTeam ContentExecuting a ReportReport Parameter PagesDifferent Types of PromptsReporting Exercise: 1AHow to run a report: FI002Options from within a Rendered ReportUsing the “Run As” buttonSearching for NamesReporting Exercise 1B: Select Reset Prompts and runSelecting A Different ReportReporting Exercise 2A: Executing an Advanced ReportExercise 2B: Save a ReportMy Content: Saved ReportsRecent: Quick Report Access FeatureApplication Toolbar: View Report Output of Current SessionScheduling A ReportReport Exercise 3A: Schedule a Report to be EmailedReport Exercise 3B: Schedule a Report to My ContentPersonal MenuSchedules and SubscriptionsMy PreferencesOther Options in CognosSelecting a Delivery MethodUtilizing My 21Contact Us: [email protected] us on the web: http://www.depts.ttu.edu/dmfr/DMFR Training Website: https://apps.dmfr.ttu.edu/training/DMFR Portal https://portal.dmfr.ttu.edu

What is Cognos?Cognos is the reporting tool used at Texas Tech University to retrieve information that is stored in Banner andpresent it in a usable format. The data provided is through end of day, the previous business day.Data flow for Cognos: All data is entered into the Banner System Data is loaded nightly into the ODS (a data warehouse) from Banner Cognos is pointed to the ODS to extract the information based upon parameters entered in parametersBanner Dataenteredinto BannerSystemODS Dataloaded intoODS nightlyfromBannerCognos CognosReportingTool usedto get datafrom ODSReport AccessFinance ReportsIf a person is an employee of TTU with an active eRaider, they can access and execute the finance reportscreated for departmental users. No action is required of the Financial Manager for access to finance reports.Human Resource ReportsAccess to Human Resources is granted by the Financial Manager of the Organization using the TEAMApplication (TeamApp) and can be granted at various levels of the Organizational Hierarchy.Student ReportsTo access TTU Cognos Student Reports, you must:1. Have a valid eRAIDER account2. Register and Complete the online FERPA Training3. Register and Complete Record Management/View Access for student records/RegistrarDashboard Training If you are unable to register, please email [email protected] for technical assistance! If you have any questions, contact [email protected] in the Office of the Registrar.DMFRRevised 2021 101

Accessing the Cognos SystemFrom Raiderlink:Select the tab “A&F Work Tools,” then select Reports from any one of the channels:Cognos Home PageDMFRRevised 2021 102

Accessing ReportsReports are housed in the folders located in the left navigation menu: My Content, Team Content, and Recently Viewed.Home will return the user back to the homepage.The Search feature does not function. It may yield a reportin the search, but it may not be the correct version to use.My Content holds report views that have been saved by theuser.Team Content houses various shared and private folders,standard reports, and Cognos packages.Recent houses reports that the user has previouslyexecuted.Team Content: TTU Folder StructureThe folders in the left menu house reports for the users to access. The reports that have been created for departments touse are housed in the Team Content folder, as shown below. Select the Team Content folder to access the desired reportcategory.DMFRRevised 2021 103

Select the Report Type within the selected Category Folder. Note the breadcrumbs to the left of the TTUFinance header.Select desired Report from the Report Type folder. A report can be found in more than one folder if it can beused for more than one purpose.Executing a ReportOnce the desired report has been located, click on the report name to access the parameter page.DMFRRevised 2021 104

Report Parameter PagesThe parameter page provides the user the opportunity to enter criteria into necessary parameters, so the report generatesdesired output. Parameters can be required (circled in red) or optional (circled in green). Cognos is not tabbed-friendly;use your mouse to move from one parameter to another.1. A Required parameter is identified with an asterisk, arrow or dotted line below it, or a combination of them:2. The Option to “Finish” the report will not display until all required parameters have a value.Types of Parameters:Text Box Prompt: User manually enters the values into the box.DMFRRevised 2021 105

Value Prompt User selects value(s) from a list. The values may be static or they may display based upon choice made ina required parameter.Drop down Value PromptSelect thenecessary optionfrom thedropdownList / Value Prompt: A list/value prompt supports multi-select with (Click Shift) or (CTRL Click) action.Click first choice in list, Shift Clickfinal item in list for consecutive items.Select first item, Ctrl Click on additional itemsSearch and Select Prompt: User defines how to search for values, with the ability to search as many times as they wantand can add items from different searches to complete the selection. The user moves the desired choice(s) from theResults box to the Choice box.Note: When searching for a person’s name, it is best to use the legal last name onlyDMFRRevised 2021 106

Date Prompts: Be aware, if you type in the date, it is case sensitive. If you do not use this exact format, the report won’texecute properly. It is better to choose from the calendar feature.1. Select Year2. Select Month3. Select Day4. Select Year5. Select Month6. Select DayTree Prompt: Click on the crosstabto the left of the item to expand the hierarchy. Continue to click until the desiredlevel is found. These prompts provide the multi-select capability.DMFRRevised 2021 107

Reporting Exercise: 1A1. Access the FI002 Report 2. Enter required parameters as shown:3. Enter optional parameters as shown. Remember to capitalize alpha characters.4. Select Finish, at bottom left.At the Bottom**Note: A report will not generate data if the parameters are not in agreement. You will receive a report pagewith a header but without dataReport OutputThe screenshot below shows an executed report.Sometimes, there are multiple pages of data. In HTML format, use the Page Down/Page Up buttons to view it all.DMFRRevised 2021 108

Options from Within a Rendered Report:Changing the Report FormatUsing the “Run As” icon in the upper left section of the application toolbar, you can choose a different formatfor the report. PDF is the preferred format for printing. Excel is for data manipulation. CSV provides rows andcolumns without formatting, also used for data manipulation. Note: Make sure popup blockers are turned off.Return to Parameter PageTo return to the parameter page, within the “Run Drop-down,” select “Reset Prompts and Run.” You arereturned to the parameter page to enter desired criteria within provided parameter options.Report Exercise 1B: Select Reset prompts and run1. Remove/Delete/ Deselect any previously set parameters.2. Under Organization Manager, type “Akins” and Search.3. Then choose Akins, Landon K.21.3.4. Select Finish (bottom of the page)DMFRRevised 2021 109

Selecting a Different ReportYou may select a different report to execute while viewing a report within the report pane:1. From the left menu, select the Team Content foldera. Choose a different report from the folder currently being used –orb. Select either icon in the upper right application bar:i. Select a different Report Typeii. Select a different Report CategoryReporting Exercise 2A1. From Team content TTU Finance Transaction Report, select FI040A -2. Enter the Parameters as shown below.DMFRRevised 2021 1010

3. Enter Organization Code using Search & Select Prompt:4. Select Finish (at top left of the page).Exercise 2B: Save as Report ViewThis option lets you save the report output and the parameters used to execute the report.Select the floppy disk icon in the upper left of the top menu bar. In the drop-down, choose Save report as report view.In the window that opens, the report name will populate the Name field with a default report name.1. You may modify the name to make it recognizable to you. Enter “Practice” in front of report name.2. Within Location, select My Folders if not prepopulated.3. Click OKMy Content: Saved ReportsSelect My Content icon. Then to view the saved version of the report, click on the link for the desired report view.The report opens with the saved view.DMFRRevised 2021 1011

To execute the report again, click the Run button at the top of the toolbar. The parameter page populates with your previously saved parameters. Depending on your needs and the data youwant to see, you have two options.o Option 1: Execute using the same parameters. Just click Finish.o Option 2: Change your parameters. Then click Finish.Modify the parameters as shown below: After executing/running a Saved Report, you can:Retain saved version by closing the report.Overwrite saved version by selecting “Save” .If you would like to Save a report under a new Name, then you will need to execute and save the reportfrom the Team content or Recent folders (see page 11).Recent FolderUtilize the Recent folder found in the left menu to locate a frequently used report or to execute a report thatyou have used in the past. In your current log-in session, after you click on the report, the last data executed will display.If you log out of Cognos and log in again, once you click the report, it will take you to the parameter page.If you choose a Saved report in Recent, you will be linked back to My Content.DMFRRevised 2021 1012

Reports remain housed here until the user removes them. To remove a report from Recent, hover over the report title andselect the ellipsis ( ) that appears to the right. Then choose Remove from recent.Application ToolbarUtilize the drop-down feature located in the center of the Application Toolbar to select a report that you have executedduring your current long-in session of Cognos. These reports will not be visible if you log out and log in again.DMFRRevised 2021 1013

Scheduling a ReportCognos has a function that allows a report to be scheduled to run later during the current day or at a later date. The reportwill “run in the background,” which means that you will not see it executing, and the report will be delivered to you byemail or to your “My Content” within Cognos, depending upon the delivery method selected. Follow the steps outlinedbelow:Reporting Exercise 3A: Scheduling a report to be sent by emailHover over the report you would like to schedule, and click on the ellipses ( ) that will appear on the right. Then clickRUN as. For example: Team Content TTU Finance All Finance Reports FI0041. Run the report in the background, and set the time you would like to schedule your report.2. Select the format(s) you would like your report to be produced in.DMFRRevised 2021 1014

3. Choose the Delivery Method.If you would like to send the report by email, click Edit Details to choose the recipient(s).4. Make sure to Attach report output.5. When everything is set as desired, click.**Note: Make sure your pop-off blockers are turned off.The Parameter page displays:6. Complete the parameter page and Finish.Once the spinning circle in the middle of your screen has disappeared, your report is now scheduled andwill execute based on the day and time selected.DMFRRevised 2021 1015

Reporting Exercise 3B: Scheduling a Report to be saved in My Content.1. Hover over the report you would like to schedule, and click on the ellipses ( ) that appear on the right. Thenclick RUN as. For example: Team Content TTU Finance Budget Reports FI0042. Run the report in the background, and set the date and time you would like to schedule your report.3. Select the format you would like your report to be produced in.DMFRRevised 2021 1016

4. To save your report in My Content, select Save as a report view.You can keep the report name as already presented or change it to fit your own needs.5. Then Select another Location6. Select the My content folder, then Save.7. When options are set, click.8. Complete the parameter page and Finish.Once the spinning circle in the middle of your screen has disappeared, your report is now scheduled will executebased on the date and time entered.DMFRRevised 2021 1017

Personal MenuOn the upper right-hand side of the toolbar is an active link attached to the username. Click on the person icon to activatethe drop-down. Notice these options: My Schedules and Subscriptions – used to view and manage reports that you have scheduled My Preferences - used to set the default format for your reports. HTML is preferred.My Schedules and SubscriptionsSelect the link labeled “My schedules and subscriptions” as shown below: Upcoming – using calendar, select the day to view future reports scheduled Past–view reports that have been executed Current – view reports currently runningDMFRRevised 2021 1018

To cancel your upcoming scheduled report, click the ellipsis to the left of the report name, then “Suspend.”My PreferencesSelect the desired default format for report output: HTML is preferred, but you may select another format.DMFRRevised 2021 1019

Other Options within Cognos:Selecting a Delivery MethodOnce the report starts executing, you are provided the option to “Select a Delivery Method”If you would like to choose this option, Select a delivery method.You will then be presented with a choice to either Save as Report View (to be placed in My Content) or Email theReport to yourself or others.To Save as Report View, follow the steps shown on the following page and refer to report exercises 3A and 3B.1. Change report name if desired2. Select My Folders (housed in My Content)3. Click OKTo Email Report, type in the necessary email addresses, and then select OKProvide email addressesClick OKNote: After clicking OK, once the spinning circle disappears, the report is now running in the background, and you canexit Cognos / your browser / computer system.DMFRRevised 2021 1020

Utilizing “My Content”Creating FoldersTo organize your saved reports, you can create your folder structure within My Content.1. Select New2. Select Folder2.If you hover your mouse over a saved report/folder, an ellipsis ( ) will appear.If you click on the ellipsis ( ), several options will appear.1. Run the report again If you uncheck Prompt me, itwill run on the previously setparameters If you check Prompt me, it willbring up the parameter page.2. Schedule a Saved Report (see pages 20-21)As long as the other person is logged intoRaiderlink, you can Share your reports.Copy or Move your Saved reports in and outof different folders within My Content.Delete your Saved Report / FolderDMFRRevised 2021 1021

present it in a usable format. The data provided is through end of day, the previous business day. Data flow for Cognos: All data is entered into the Banner System Data is loaded nightly into the ODS (a data warehouse) from Banner Cognos is pointed to the ODS to extract the information based upon parameters entered in parameters