Cognos Planning - Analyst Tutorialpublic.dhe.ibm.com/software/data/cognos/documentation/...8 Cognos 8 Planning Analyst Chapter 1: Getting Started Beginning the Tutorial Before you

COGNOS(R)

C o g n o s 8 P l a n n i n g

TUTORIAL

THE NEXT LEVEL OF PERFORMANCETM

ANALYST

Cognos Planning - Analyst Tutorial

07-07-2006

8.1

8.1

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TUTORIAL

Product InformationThis document applies to Cognos 8 Planning version 8.1 and may also apply to subsequent releases. To check for newer versions of this document, visit the Cognos Global Customer Services Web site (http://support.cognos.com).

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Table of Contents

Cognos Planning - Analyst Tutorial 5

Chapter 1: Getting Started 7Welcome to the Cognos Planning - Analyst Tutorial 7

Conventions Used in This Tutorial 7Beginning the Tutorial 8

Chapter 2: Creating the 1 Overheads D-List 9What is a D-List? 9Create the Overheads D-List 9

Define a Subtotal 10Name, Save, and Close the D-List 11

Chapter 3: Creating the 4 Months - Fiscal D-List 13Creating the 4 Months - Fiscal D-List 13

Define the Subtotal 13Define the D-List as a Timescale 14Start and End Dates: Optional 14Color Coding and Saving the D-List 15

Chapter 4: Creating the Americas Overheads D-Cube 17What Is a D-Cube? 17Creating the Americas Overheads D-Cube 17

The D-Cube Window 18Cell Manipulation - Optional 18

Preparing the Americas Overheads D-Cube Sample Data 19Preparing the Draft Salaries Budget 19Preparing the Travel Budget 19Preparing the Telephone Budget 20Preparing the Draft Electricity Budget 21The Copy Commands 21Arithmetic D-Cube Commands 22Preparing the Rent and Rates Budget 22

Chapter 5: Creating the 2 Divisions D-List 25Creating the Divisions D-List 25

Create a new D-List 25Define the subtotal 25Color code the D-List (optional) 25Name, save, and close the D-List 25

Chapter 6: Creating the 1 Profit and Loss D-List 27Creating the 1 Profit and Loss D-List 27

Defining the Sales Formula 27Defining the Margin Formula 28Defining the Profit Formula 29Defining the Profit % Formula 29

Chapter 7: Creating the Profit and Loss D-Cube 31The Three-Dimensional D-Cube Window 31

Chapter 8: Creating the ProfitAndLoss<Americas Overheads D-Link 33What Is a D-Link? 33

Tutorial 3

Creating the ProfitAndLoss<AmericasOverheads D-Link 33Pairing D-Lists Within a D-Link 33Executing a D-Link 35Drilling Down to Another D-Cube 35Viewing, Editing and Saving Limited Selections 36

Chapter 9: Creating the Profit and Loss Data File Map 37What is a File Map? 37

Creating the Profit and Loss Data File Map 37

Chapter 10: Creating the ProfitAndLoss<ProfitAnd LossData D-Link 39Creating the ProfitAndLoss<ProfitAndLossData D-Link 39

Pair the Data dimension with the 4 Months - Fiscal D-List 39Pair the P&L Line dimension with the 1 Profit and Loss D-List 40Pair the Division dimension with the 2 Divisions D-List 41Execute the D-Link 41Name, save, and close the D-Link 41Drilling Down to a Mapped ASCII File 41

Chapter 11: Revisiting the Profit and Loss D-Cube 43Paging Through a Three-Dimensional D-Cube 43

Slicing a Three-Dimensional D-Cube 43Weighted Averages in the 1 Profit and Loss D-List 44

Define Unit Price as a weighted average 44Define Margin % as a weighted average 45Define Profit % as a weighted average 45

Changing Formats in the P&L D-List 45Change the numeric format for Unit Price 46Assign a percentage format 46Save a format 46Apply a format to more than one item 47Adding a Cumulative Profit Item 47Adjusting the Time Totaling for Cumulative Profit 48

Index 49

4 Cognos 8 Planning Analyst


This Tutorial provides an introduction to Analyst and its key features and concepts. You should be able to work through the Tutorial in one working day.

Everything you need to do to complete the Tutorial is laid out in numbered steps. Generally, concepts are illustrated by example. You also will encounter longer introductions where it is important that you are familiar with certain concepts before you continue.

Cognos Planning provides the ability to plan, budget, and forecast in a collaborative, secure manner. There are two major components:

Cognos Planning - AnalystAnalyst is a flexible tool used by financial specialists to define their business models. These models include the drivers and content required for planning, budgeting, and forecasting. The models can then be distributed to managers using the Web-based architecture of Cognos Planning - Contributor.

Cognos Planning - ContributorContributor streamlines data collection and workflow management. It eliminates the problems of errors, version control, and timeliness that are characteristic of a planning system solely based on spreadsheets. Users have the option to submit information simultaneously through a simple Web or Excel interface. Using an Intranet or secure Internet connection, users review only what they need to review and enter data where they are authorized.

For more information about using this product, visit the Cognos Global Customer Services Web site (http://support.cognos.com).

Best Practices for Cognos PlanningThe Cognos Innovation Center™ for Performance Management provides a forum and Performance Blueprints which you can use to discover new ideas and solutions for finance and performance management issues. Blueprints are pre-defined data, process, and policy models that incorporate best practice knowledge from Cognos customers and the Cognos Innovation Center. These Blueprints are free of charge to existing customers or Platinum and Gold partners. For more information about the Cognos Innovation Center or the Performance Blueprints, visit http://www.cognos.com/performancebp.

Integrating with Cognos ProductsCognos Planning is integrated with various Cognos products to provide a complete solution for analysis and reporting. For more information, please refer to the following integration material.

Integration Topic Document

Cognos Planning and Cognos Finance Cognos Planning - Analyst User Guide

Cognos Finance Application Administration Guide

Cognos Planning and PowerPlay Cognos Planning - Analyst User Guide

Cognos Planning - Contributor Administration Guide

Cognos Planning and Cognos Portal, Cognos Impromptu, Cognos Metrics Manager, or Cognos ReportNet (R)


Tutorial 5


This document is available as online help and an online book (PDF).

Related DocumentsThe following documents contain related information, and may be referred to in this document.

For more information about using this product, visit the Cognos Global Customer Services Web site (http://support.cognos.com). For information about education and training, click the Training link from this site.

Our documentation includes user guides, tutorial guides, reference books, and other materials to meet the needs of our varied audience.

Online HelpSome information is available in online help. Online help is available from the Help button in a Web browser, or the Help menu and Help button in Windows products.

Books for PrintingCognos grants you a non-exclusive, non-transferable license to use, copy, and reproduce the copyright materials, in printed or electronic format, solely for the purpose of providing internal training on, operating, and maintaining the Cognos software.

You can also read the product readme files and the installation guides directly from Cognos product CDs.

Cognos Planning and Performance Applications

Cognos Planning - Analyst User Guide


Document Description

Analyst User Guide Using Cognos Planning - Analyst

Manager User Guide Using Cognos Planning - Manager

Analyst Add-in for Excel Tutorial Getting to Know Cognos Planning - Analyst Add-in for Excel

Integration Topic Document


Chapter 1: Getting Started

Welcome to the Cognos Planning - Analyst TutorialIn this tutorial you build a simple Analyst model from start to finish. The model is designed to build a company budget Profit and Loss. The hypothetical company used in this tutorial has five divisions (Americas, Northern Europe, Central Europe, Southern Europe, and Asia Pacific). The Northern Europe division’s overheads budget is entered manually. Sales budget data for all divisions is imported from an ASCII file.

An Analyst model is a collection of interlinked D-Cubes, which hold all of the model data. D-Cubes are built from D-Lists. These define the dimensions of a D-Cube. Data is transferred between D-Cubes and imported into D-Cubes by D-Links.

D-Lists, D-Cubes, and D-Links are all Analyst objects. Starting with chapter two of this tutorial, you will build Analyst objects. Below is a list of those objects with the chapter number. On the next page is a model overview with numbered objects that correspond to the chapters of the tutorial.

An overview of the completed Tutorial model

Conventions Used in This TutorialEverything you need to do to complete the tutorial is laid out in numbered steps. Generally, concepts are illustrated by example. You also will encounter longer introductions where it is important that you are familiar with certain concepts before you continue.

Tutorial 7

Chapter 1: Getting Started

Beginning the TutorialBefore you can work through this tutorial, you must have Analyst installed on your computer. For installation instructions, see the Planning Installation Guide.

When going through the tutorial, you will save your work to a Test library. If this Test library is not installed on your computer, you must create it before you begin the tutorial.

Steps1. From the Start menu, click Programs, Cognos 8 Planning, Cognos Planning - Analyst.2. Enter your user id and (optional) password. Click OK.3. Select a default library to use in this session. Click OK.

You must select a default library in order to log on. In the following steps, you will create the Test library where you will save your work.

4. From the File menu, click Administration, Maintain Libraries and Users. 5. Ensure the Libraries tab is selected, then click Add.6. In the Name field, type Test.7. In the Description field, type Tutorial Test Library.8. In the Path field, click Browse. Navigate to the Analyst install location, for example:

C:\Program Files\Cognos\cer4\samples\Planning. 9. Click OK, and then close the Maintain Libraries and Users dialog.

You are ready to begin the tutorial


Chapter 2: Creating the 1 Overheads D-List

In this chapter, you start by building your first D-List. This D-List is a list of overhead types (Salaries, Travel, Telephone, Electricity, Rent and Rates) together with a subtotal (Total Overheads). You will name this D-List 1 Overheads.

What is a D-List?A D-List is a list of related items that can be put into formulas that proceed down the rows or across the columns of a D-Cube. D-Lists commonly encountered in a Cognos Planning - Analyst model include lists of departments, products, customers, months, Profit & Loss line items, balance sheet line items, and so on.

D-Cubes are built from D-Lists. The D-Lists define the dimensions of the D-Cube, forming the row, column, and page headers.

The D-Lists that you will create in this tutorial will include a number before the name. The number represents one of five categories and reflects the order in which the D-Lists should be processed when creating a D-Cube. When you create a D-Cube, it is best to choose the D-Lists in a set order to overcome any priority conflicts on formulas at a later date. In general, select D-Lists with the most calculations first, particularly when the calculations use IF...Then...ELSE logical operators. Select the aggregation D-Lists next (divisions, customers, products) then the timescale D-Lists. Finish with the versions D-List.

Each item in a D-List is referred to by a unique item name. Some D-List items may be calculated from other D-List items. Calculated items are called formula items; other items are called detail items.

You can use letters, numbers, punctuation marks, and spaces in D-List item names. However, you should avoid using the following:• The semicolon (;) because it is used in special calculation formulas called built-in functions

(BiFs). • The at sign (@) and braces ({}) because these are used in formulas, built-in functions, and

macros.• The brackets ([ ]) because this naming convention is used to mark D-List formatted items,

which appear as virtual dimensions in the D-Link editor.

Create the Overheads D-List

Steps1. From the File menu, click New, D-List.2. Type the following six item names into the Enter item names section, pressing ENTER after

typing each.

Tutorial 9


3. Click OK.The D-List editor appears.

Define a Subtotal1. Select the Total Overheads - Calculation cell.2. Click Change item attributes.

The D-List editor expands to display the Calculation field.

3. Click Paste.The Select items for calculation dialog box appears with the item name Total Overheads in the title bar.

4. Click OK. If no selection is made when you click OK, it means all items are selected. You return to the D-List editor with the requested items pasted into the Calculation field. D-List items containing more than one word, such as Rent and Rates, are enclosed in braces so they are treated as a single D-List item. Braces also enclose item names containing arithmetical operators (+ - / *) and numerals.

5. Click Apply. The word Subtotal appears in the selected cell to indicate that Total Overheads is defined as a subtotal formula item.



Name, Save, and Close the D-List

1. Click Save from the File menu.2. In the Libraries field, click Test.3. In the D-List Name field, type 1 Overheads, and then click OK. The title bar of the D-List

editor now displays the Library and D-List name: Test.1 Overheads. The number in the D-List name, in this case 1, refers to the order the D-List will go when you create the D-Cube.

4. From the File menu, click Close.

Now you have finished creating the 1 Overheads D-List.

Tutorial 11



Chapter 3: Creating the 4 Months - Fiscal D-List

In this chapter, you will now build your second D-List. This D-List will contain the months of one financial year (Apr to Mar), together with a subtotal (Full Year). Building the 4 Months - Fiscal D-List is different from building the 1 Overheads D-List in one important respect: the 4 Months - Fiscal D-List must be defined as a timescale D-List. After you define a D-List as a timescale D-List, you can apply growth rates across time and use the timescale D-List in certain Built in Functions (BiFs).

Creating the 4 Months - Fiscal D-List

Steps1. From the File menu, click New, D-List.2. Type the following item names in the Enter item names section, pressing Enter after each:

AprMayJunJulAugSepOctNovDecJanFebMarFull Year

3. Click OK.

Define the Subtotal1. Select the Full Year - Calculation cell.2. Click Change item attributes.3. Click Paste. The Select items for calculation dialog box appears.4. Click OK. You return to the D-List editor with all items pasted into the Calculation field

Tutorial 13


5. Click Apply.

Define the D-List as a TimescaleIf the items of a D-List represent time periods (days, weeks, months, years, and so on), the D-List must be defined as a timescale. This allows the D-List to take advantage of the many forecasting features reserved for timescale D-Lists.

Steps1. From the D-List menu, click Options.2. Select the Use as TimeScale check box.

The timescale definitions are generated automatically. Click OK to return to the D-List Editor.

Start and End Dates: OptionalAnalyst can also generate unique start and end dates for timescale definitions. When these are in use, they appear in the From and To columns.

Define the Timescale by Unique Start/End Dates

Steps1. From the D-List menu, click Options again.2. In the Mode drop-down list, ensure Normal is selected.3. Enter the first day of the current year in the From column for April only. Press ENTER.4. Enter the dates and press ENTER.

By adding the year in the Period column, the start and end dates appear.5. Click OK to return to the D-List editor.

Define the Timescale by Start/End Date and Length of Time

Steps1. From the D-List menu, click Options again.2. In the Mode drop-down list, click Custom. Another column, Length, appears.



3. Enter either the length of time in days, or the start or the finish date. Press ENTER.The From and To dates are automatically generated.

4. Click OK to return to the D-List editor.A clock icon appears in the upper left corner of the D-List editor to indicate it is defined as a timescale.

Color Coding and Saving the D-ListD-Lists tend to be grouped in families or classes of similar lists. In Analyst, these classes are indicated with different colors. The color convention is optional, but it is useful for navigating complex models. Below are the color coding conventions used by Analyst.

Steps1. Click the D-List Color Indicator (the box next to the clock icon in the upper left corner of the

D-List editor). Select turquoise from the ribbon that appears showing the sixteen available colors.

2. From the File menu, click Save.3. Make sure the Test library is selected, enter 4 Months - Fiscal in the D-List Name field,

and then click OK.The number in the D-List name, in this case 4, refers to the D-List order when you create the D-Cube.

4. Close the D-List.

Now you have finished creating the 4 Months - Fiscal D-List

D-List Class Color

Calculation, accounting, P&L gray

Timescale turquoise

Organizational (regions, divisions, cost centers) light green

Products, services light magenta

Versions, variance light yellow

Tutorial 15



Chapter 4: Creating the Americas Overheads D-Cube

In this chapter, you will first create the Americas Overheads D-Cube using the two D-Lists you created in the previous chapters. Since the Americas Overheads D-Cube contains only two D-Lists, it is two dimensional, like a single sheet spreadsheet.

After a brief introduction to the parts of the D-Cube window, you will then prepare a draft overheads budget. This populates the Americas Overheads D-Cube with data and introduces Breakback and other key Cognos Planning - Analyst data entry techniques.

Finally, you will adjust your overheads budget, which introduces the Analyst commands Hold, Release, and Reset.

What Is a D-Cube?A D-Cube is a stored multidimensional table of data. Each dimension of the table is associated with a D-List. The D-Lists supply the row, column, and page labels used in the table and also supply the formulas for calculations.

Typically a D-Cube will contain no more than five or six dimensions.

Creating the Americas Overheads D-CubeCreating a D-Cube involves selecting the D-Lists to include as dimensions, naming the D-Cube, and selecting the portion of the D-Cube to view.

The order in which you include the D-Lists in a D-Cube is important.

In general, select D-Lists with the most calculations first. Select the aggregation D-Lists next (divisions, customers, products) then the timescale D-Lists. Finish with the versions D-List.

Steps1. From the File menu, click New D-Cube.

The Create New D-Cube dialog box appears with your two D-Lists shown in the Name section.

2. Click 1 Overheads and click the down arrow to move it to the Object(s) Selected portion of the screen.

3. Click 4 Months - Fiscal and click the down arrow to move it to the Object(s) Selected portion of the screen and then click OK. You also can double-click an item to move it to the Object(s) Selected portion of the screen.Now you have the two D-Lists selected in the correct order (1 Overheads then 4 Months - Fiscal).

Tutorial 17


4. Type Americas Overheads in the D-Cube Name field, and then click OK. The Select dialog

box appears, which allows you to select a portion of the D-Cube to open. To open the entire cube, click OK.

You have successfully created your first D-Cube.

The D-Cube WindowD-List item names are used as row, column, and page heading labels in D-Cubes.

Formula item names (the subtotals we defined) appear in black text, and detail item names are in blue text. The same color coding is used for data within the D-Cube grid. See "Color Coding and Saving the D-List" (p. 15).

Each D-List of a D-Cube is given a group box. The group box displays the name of the active item in the D-List and includes a D-List color indicator. If you move the mouse pointer over a group box, the D-List name appears.

Cell Manipulation - OptionalClick a single cell to select it, or select a cell by double-clicking a cell item in the group box.

To select a range of cells, click the first cell of the range and drag to include the other cells. You also can press the SHIFT key in conjunction with any of the keyboard shortcuts.

You can change the active cell using keyboard shortcuts. The most useful keyboard shortcuts are as follows:

To change the contents of a cell, select the cell, change the contents, and press ENTER. To cancel any cell changes, press ESC rather than ENTER.

Shortcut Key Description

HOME Move to beginning of current row

END Move to end of current row

CTRL+HOME Move to first cell in the grid (upper left corner)

CTRL+END Move to last cell in the grid (lower right corner)

PAGE DOWN Move down one screen

PAGE UP Move up one screen



Analyst has a standard color coding convention to show changed and unchanged data.

This color coding extends to the row and column labels. This means you can see which items contain changed data even if you cannot see the changed data itself.

Unprocessed data appears in green.

To view the formula associated with a cell (formula items only), select the cell and press F7.

Preparing the Americas Overheads D-Cube Sample DataPopulate the Americas Overheads D-Cube with sample data.

After you complete and check each overhead item, save the D-Cube by clicking Save from the File menu. If, at any stage, your results are different from the expected results, restore the last saved version of the D-Cube by clicking Reset from the File menu and try the overhead item again.

Preparing the Draft Salaries BudgetThe Salaries budget is $3,000,000 for the year, allocated evenly across the months.

Steps1. In the Americas Overheads D-Cube, select the Full Year - Salaries cell and type 3,000,000.2. Press ENTER.

Analyst performs a breakback because you typed a number in a formula item (the Full Year subtotal). The 3,000,000 you typed in Full Year allocates evenly over the months.

3. If the Full Year - Salaries cell is 3,000,000 and all the months are 250,000, save the D-Cube. Otherwise reset it and then repeat from step 1.The Saving dialog box appears.

4. To save the D-Cube, click Yes.

After saving, you will notice that all the data reverts to the blue and black colors showing the data has been saved.

Preparing the Travel BudgetThe Travel budget is $160,000 for the year, allocated across the months according to a profile. In this case, the profile is the number of trips made in each month. In this example, the number of trips builds to six in July and declines to zero in January.

Steps1. Select the Apr - Travel cell.

Unchanged Data Changed Data

Detail Items blue pink

Formula Items black red

Tutorial 19


2. Type 3 in the cell, but do not press ENTER.Notice that the number 3 is green. This indicates the number is unprocessed. You can input many numbers in the D-Cube grid before processing them (pressing ENTER).

3. Select the May - Travel cell, and type 4 in the cell.4. Repeat from step 3, typing the following data into the appropriate Months cell. This is the

travel profile that you will use to allocate the travel budget for the entire year.

The numbers you just typed should appear in green.Note: If you make a mistake when typing, you can reset an unprocessed (green) number to its previous value by selecting the cell and pressing ESC. You also can change an unprocessed number by typing a new value over it.

5. If the data is entered correctly, press ENTER.6. If the total number of trips in the Full Year - Travel cell is 36, save the D-Cube.

Otherwise, reset the D-Cube and try again.

Steps to enter the travel budget for the year1. Select the Full Year - Travel cell.2. Type 160K, and then press ENTER.

Analyst allocates 160,000 over the months pro rata (that is, according to the profile we entered).When typing numbers into a D-Cube grid, use the following suffixes: k (or K) for thousands and m (or M) for millions. For example: 160k = 160,000.

3. If the Full Year - Travel cell is 160,000 and the Jun - Travel cell is 22,222 then save the D-Cube.Otherwise, reset the D-Cube and try again.

Preparing the Telephone BudgetThe telephone budget is $15,000 for April, increasing by 10% each month.

Steps to Use the Grow D-Cube command to enter telephone budget.1. Select the Apr - Telephone cell.2. Type 15K and press ENTER.3. In the same cell, enter grow10c.4. Press ENTER.

Month Data

Jun 5

Jul 6

Aug 5

Sep 4

Oct 3

Nov 2

Dec 1

Jan 0

Feb 1

Mar 2



The remaining months increase 10% until the end of the year.5. If the Full Year - Telephone cell is 320,764 save the D-Cube.

Otherwise, reset the D-Cube and try again.The Grow command must be followed by a growth percentage (10% in the above example) and a growth type. Compound growth is indicated by a c after the growth rate, as in the above example. Linear growth is indicated by an l after the growth rate. If you do not specify a type, linear growth is assumed.The Grow command only works with timescale D-Lists. This command can be entered as grow or abbreviated to gr or g.

Preparing the Draft Electricity BudgetThe electricity budget is $4,000 per month maximum. In the Americas, you use electricity for heating, so the cost is less for the months of Apr - Sep.

Steps to Enter the data using the Copy command.1. Select the Apr - Electricity cell.2. Type 4K> and press ENTER.

The number 4,000 copies across all the months.3. If the Full Year - Electricity cell is 48,000 and each month is 4,000, save the D-Cube.


The Copy CommandsData can be copied using the following copying commands.

These commands can be combined. For example, 4K>| copies the number 4,000 right and down.

You do not have to include the number to be copied with the copy command. For example, if you type 4K and press ENTER, you could copy this number to the right by typing only > in the cell and pressing ENTER.

Steps to decrease the Electricity Costs in the Americas Summer Months1. Select the Apr - Electricity cell.2. Type dec5>, but do not press ENTER.3. Select the Jun - Electricity cell and enter dec10>.4. Select the Sep - Electricity cell and enter dec5>.5. Select the Dec - Electricity cell and enter a colon (:).

Note: Copy commands are terminated when they find another command or a colon. Copy commands also are terminated by unprocessed numbers.The graphic below shows the unprocessed commands in your D-Cube.

Operator Copy Command

> Copy right

< Copy left

^ Copy up

| Copy down

: Break

Tutorial 21


6. Press ENTER. Analyst decreases the initial $4,000 by 5% or 10% as requested.7. If the Full Year - Electricity cell is 45,800, save the D-Cube.


Arithmetic D-Cube CommandsThere are eight arithmetic commands in Analyst, as outlined in the following table. Each command must be followed by a number with which to perform the action. For example, dec10 decreases the cell value by 10%.

Preparing the Rent and Rates BudgetThe Rent and Rates budget starts at $16,000 per month and increases by 20% in the second quarter.

Steps1. Select the Apr - Rent and Rates cell.2. Type 16K> and press ENTER.

To implement the increase, you could type inc20> in Jul - Rent and Rates. However, another way of accessing D-Cube commands is illustrated in the next step.

3. Select the range of cells: Jul - Rent and Rates to Mar - Rent and Rates.4. Right-click within the selected range of cells and click Apply Commands.5. Select increase from the command list.6. Type 20 directly after increase in the text box to the right of the list, and then click OK.

Each cell in the selected range increases by 20% to 19,200.Commands can also be applied to multidimensional D-Cube selections. This is done by using Commands on the D-Cube menu and making D-Cube selections.

7. If the Full Year - Rent and Rates cell is 220,800 and the Full Year - Total Overheads total is 3,747,364 then save the D-Cube. Otherwise, reset the D-Cube and try again.

Command Abbreviation Function

Add a add to

Subtract s subtract from

Multiply m multiply by

Divide div divide by

Percent per take % of

Increase inc increase by %

Decrease dec decrease by %

Power pow raise to power



You now have finished your first draft budget.

Adjusting the Overheads Budget

You receive bad news from the head office: your overheads budget for the year must not exceed $3,700,000. You must adjust the budget accordingly.

Holding Salaries

You know you are committed to the salary levels you have budgeted, so you plan to hold the salaries figure and impose the budget restriction.

Steps1. Select the Full Year - Salaries cell.2. Type hold and press ENTER.

The Full Year - Salaries cell now should have a light turquoise background indicating that it is a held cell.

Hold CommandHolds on cells prevent them from being changed by breakback. However, you can enter or edit data in a held cell as usual. Held cells are indicated by a light blue background.

You can hold the value of a cell using one of the following methods:• Type hold or h within the cell.• Right-click on a selected range and select Hold.• On the D-Cube menu, select Commands. This is useful for holding multidimensional sections.

You can release the hold on a cell by using one of the following methods:• Type release or rel within the cell.• Right-click a selected range and select Release.• On the D-Cube menu, select Release All Holds. This command releases all holds within the

D-Cube.

Breaking Back the Total

Steps1. Select the Full Year - Total Overheads cell.2. Type 3.7M and press ENTER.

A breakback is performed, allocating the 3,700,000 across all overheads pro rata according to their previous values. All salaries figures should remain unchanged (blue).The Full Year figures now should be: Salaries 3,000,000; Travel 149,816; Telephone 300,578; Electricity 42,868; Rent and Rates 206,738; Total Overheads 3,700,000.

Holding the Grand Total and Resetting Rent and Rates

The results of this breakback show that you cannot achieve this saving on Rent and Rates. Therefore, you now need to hold the grand total and reset Rent and Rates.

Steps1. Select the Full Year - Total Overheads cell.2. Type hold and press ENTER.3. Select the Apr - Rent and Rates cell.4. Type reset> and press ENTER.

The Reset command resets cells to their saved value.All the numbers in Rent and Rates now should be blue.The Full Year figures now should be: Salaries 3,000,000; Travel 145,543; Telephone 292,032; Electricity 41,625; Rent and Rates 220,800; Total Overheads 3,700,000.

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Decreasing Rent and Rates

The budget for your remaining three overheads now is too low. Lower the rent and rates by 10%.

Steps1. Select the Apr - Rent and Rates cell.2. Type dec10> and press ENTER.

The Full Year figures now should be: Salaries 3,000,000; Travel 152,253; Telephone 305,450; Electricity 43,577; Rent and Rates 198,720; Total Overheads 3,700,000.

Saving and Closing the Americas Overheads D-Cube

Holds are saved with a D-Cube file, so it is best to release all holds before saving unless you are sure you want them.

Steps1. On the D-Cube menu, click Release All Holds.2. Save and close the D-Cube.

Your budget now is complete. You have seen how to use Hold and Release in conjunction with breakback, and you have been introduced to the Reset command


Chapter 5: Creating the 2 Divisions D-List

In this chapter, you will build your third D-List. This D-List will contain a list of divisions within the company (Americas, Northern Europe, Central Europe, Southern Europe and Asia Pacific) with a subtotal (Total Company).

Building the 2 Divisions D-List is much the same as building the 1 Overheads D-List, so the following instructions are brief. If you need more detail, refer to the relevant step for the 1 Overheads D-List.

Creating the Divisions D-List

Create a new D-List

Steps1. From the File menu, click New, D-List.2. Type the following names into the Enter item names section, pressing Enter after each:

AmericasNorthern EuropeCentral EuropeSouthern EuropeAsia PacificTotal Company

3. Click OK. The D-List editor appears with the six items listed.

Define the subtotal

Steps1. Select the Total Company - Calculation cell.2. Click Change item attributes.3. Click Paste.4. In the Select items for calculation dialog box, click OK to select all the items.

Remember that selecting nothing means to select all.5. Click Apply.

Color code the D-List (optional)Since the Divisions D-List is a geographical D-List, it should be green.

Steps1. Click the D-List Color Indicator.2. Click the light green color.

Name, save, and close the D-List

Steps1. From the File menu, click Save.

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Chapter 5: Creating the 2 Divisions D-List

The Save D-List As dialog box appears.2. In the D-List Name field, enter 2 Divisions, and then click OK.3. From the File menu, click Close.

You now have finished the 2 Divisions D-List.


Chapter 6: Creating the 1 Profit and Loss D-List

In this chapter, you will build your fourth and last D-List—a simplified Profit and Loss (P&L) statement.

The 1 Profit and Loss D-List is different from the D-Lists you previously built in that it contains calculations other than simple subtotals.

Creating the 1 Profit and Loss D-List

Steps1. From the File menu, click New, D-List.2. Type the following item names, pressing Enter after each:

Units SoldUnit PriceSalesMargin %MarginOverheadsProfitProfit %

3. Click OK.The D-List editor appears with the eight items listed.

Defining the Sales FormulaSales is calculated by multiplying Units Sold by Unit Price. Cognos Planning - Analyst expresses the Sales calculation as the following:

+{Units Sold}

*{Unit Price}

Steps1. Select the Sales - Calculation cell.2. Click Change item attributes.3. Click Paste.

The Select dialog box appears.4. Select Units Sold and Unit Price.5. Click Move>> to transfer these items to the Items included section.

Tip: You also can double-click an item to move it. It is placed after the first selected item. If no item is selected, it is placed at the end of the list.

6. Click OK.The D-List editor calculation field now should contain +{Units Sold} and +{Unit Price} as shown below.

Tutorial 27


7. Replace the plus sign (+) in front of {Unit Price} with an asterisk (*).

The calculation field now should contain the following: +{Units Sold}*{Unit Price}

8. Click Apply.The Sales Calculation cell now contains an equal sign (=) to show that it is a formula.

Defining the Margin FormulaMargin is calculated as a percentage of Sales. The item, Margin %, contains the margin percentage to use. Analyst expresses the Margin calculation as follows:

+Sales

%{Margin %}

Steps1. Select the Margin - Calculation cell.2. Click Paste.

The Select dialog box appears.3. Select Sales and Margin %.4. Click Move>> to transfer these items to the Items included section, and then click OK.

The D-List editor calculation field now should contain +Sales and +{Margin %} as shown below.



5. Replace the plus sign (+) in front of {Margin %} with a percent sign (%).

The calculation field now should contain the following:+Sales%{Margin %}

6. Click Apply.

Defining the Profit FormulaProfit is calculated as Margin less Overheads. Analyst expresses the Profit calculation as follows:

+Margin

–Overheads

Steps1. Select the Profit - Calculation cell.2. Click Paste.3. Select Margin and Overheads.4. Click Move>> to transfer these items to the Items included section, and then click OK.

The calculation field now should contain the following: +Margin+Overheads

5. Replace the plus sign (+) in front of Overheads with a minus sign (–). The calculation field now should contain the following: +Margin–Overheads

6. Click Apply.

Defining the Profit % FormulaProfit % is calculated as Profit as a percentage of Sales. Analyst expresses the Profit % calculation as follows:

+Profit

/Sales

*100

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Set the calculation

Steps1. Select the Profit % - Calculation cell.2. Click Paste.3. Select Sales and Profit.4. Click Move>> to transfer these items to the Items included section.

For this formula, Profit must come before Sales.

Reorder the items

Steps1. Select Profit from the Items included list.2. Click the up arrow so Profit appears before Sales, and then click OK.

The calculation field now should contain the following: +Profit+SalesTip: You can reorder items by using the arrow keys or by using Sort. Sort allows you to sort alphabetically, reverse alphabetically, or in the original D-List order. To sort items, you must select them first.

3. Replace the plus sign (+) in front of Sales with a forward slash mark (/).The calculation field now should contain the following: +Profit/Sales

4. Type *100 below /Sales.The calculation field now should contain the following: +Profit/Sales*100

5. Click Apply.

Name, save, and close the D-List

Steps1. From the File menu, click Save.2. Type 1 Profit and Loss in the D-List Name field and click OK.3. From the File menu, click Close.

The 1 Profit and Loss D-List now is completed. You will return to this D-List later to make adjustments and learn some new concepts


Chapter 7: Creating the Profit and Loss D-Cube

In this chapter, you create a second D-Cube named Profit and Loss. The Profit and Loss D-Cube contains three D-Lists (1 Profit and Loss, 2 Divisions, and 4 Months - Fiscal).

You already have used the 4 Months - Fiscal D-List in the Americas Overheads D-Cube, and you will use it again in the Profit and Loss D-Cube. Sharing D-Lists in this way is a key strength of Cognos Planning - Analyst. Any changes you make to a D-List are reflected in all D-Cubes that use the D-List. For example, if you add quarterly subtotals to your 4 Months - Fiscal D-List, they immediately become available in both the Profit and Loss and the Americas Overheads D-Cubes.

Steps1. From the File menu, click New, D-Cube.2. Make sure the Test library is selected.3. Select 1 Profit and Loss and click the down arrow key to move it to the Object(s) Selected

section.Note: Remember that the order you select D-Lists is important.

4. Repeat step 2 for 2 Divisions and then for 4 Months - Fiscal, and then click OK.5. Type Profit and Loss in the D-Cube Name field, and click OK.6. Click OK to open the entire D-Cube.

The Three-Dimensional D-Cube WindowThe Profit and Loss D-Cube window looks a little different from the Americas Overheads D-Cube. This D-Cube has an extra group box, which represents the pages D-List.

For any D-Cube with three or more dimensions, the D-Cube window has one rows D-List and one columns D-List. Each of the remaining D-Lists are pages D-Lists. Later in the Tutorial, after you have populated the D-Cube with data, you will see how to view data in a three-dimensional D-Cube.

You have successfully created the Profit and Loss D-Cube. Leave the Profit and Loss D-Cube open

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Chapter 7: Creating the Profit and Loss D-Cube


Chapter 8: Creating the ProfitAndLoss<Americas Overheads D-Link

In this chapter, you will transfer the Americas division’s Total Overheads from the Americas Overheads D-Cube into the Profit and Loss D-Cube. To do this, you create and execute a D-Link.

You also will see how to use drill down to trace data that was transferred using a D-Link. You will drill down on Americas division’s Overheads, which opens the Americas Overheads D-Cube.

This section also deals with limited and saved selections of D-Cubes. This facility allows you to hide certain rows, columns, or pages and save this selection for later use.

What Is a D-Link?D-Links transfer data between D-Cubes or between external sources and D-Cubes. External sources include ASCII files and sources that have an ODBC driver such as SQL databases, dBase files, MS Access, and Excel. For information on importing data using ODBC, see the Cognos Planning - Analyst online help.

Creating the ProfitAndLoss<AmericasOverheads D-Link

Steps1. Make sure that Profit and Loss D-Cube is open.2. From the File menu, click New, D-Link.

The D-Link editor appears.Note: The target for this D-Link automatically defaults to the Profit and Loss D-Cube because this D-Cube is open and active.

3. Click Source and select D-Cube.4. Select Americas Overheads and click OK.

Pairing D-Lists Within a D-LinkThe selected source and target dimensions must be paired by D-Lists. D-Lists can be paired using an Allocation Table or Match Descriptions.

The Allocation Table allows you to specify any pairing of source and target items. Allocation tables support many-to-one allocations, in which many source items are consolidated into one target item and one-to-many allocations, in which one source item is allocated to more than one target item.

Match Descriptions automatically matches D-List items with the same name. If one D-List is used in both the source and target D-Cubes, the source D-List and the target D-List are paired automatically.

After pairing the D-Lists, you frequently are left with unpaired D-Lists. You must select the required items from unpaired D-Lists. In an unpaired source D-List, you select the item containing the data you require. If you select more than one item, data from all the selected items is consolidated when the D-Link is executed. In an unpaired target D-List, you select the items into which you want to put the data.

Tutorial 33


In our example, the source D-List Americas Overheads and the target D-List Profit and Loss will be paired using a simple Allocation Table. You are pairing these two D-Lists because they are both calculation (white) D-Lists. Generally, source and target D-Lists belonging to the same class are paired.

Pair the Americas Overheads and Profit and Loss D-Lists with an allocation table

Steps1. Select the source D-List 1 Overheads.

Note: When a D-List is selected, its item details appear.2. Click CRTL+ the target D-List 1 Profit and Loss.

The D-Link editor now should look like the following:

3. Click Allocate items.The D-Lists now are paired, but the way the D-List items are matched must be indicated. You need to bring Total Overheads from the Americas Overheads D-Cube into Overheads in the Profit and Loss D-Cube.Note: Allocation Table pairings are indicated by red and green arrows. Match Descriptions pairings are indicated by a yellow arrow.

4. Click the Total Overheads item in the source D-List.5. Click the Overheads item in the target D-List.

You have just defined a single line of the allocation. The D-Link editor now should look like the following:

Note: To delete an Allocation Table entry, drag over the source and target D-List items and then press DELETE.



Because there is no source D-List to pair with the target D-List 2 Divisions, the target items of this D-List must be selected. The Profit and Loss D-Cube contains Profit and Loss data for all five divisions in the company. This D-Link is bringing in the Americas division’s Overheads budget. This data belongs in the Americas division’s Profit and Loss only. Therefore, you should select only Americas as the target item in the 2 Divisions D-List.

Select the target items in the 2 Divisions D-List

Steps1. Click the target D-List 2 Divisions.2. Select Americas and click the Select button.

The Selected item(s) field appears with Americas listed. Note: If Americas is not in the Selected items field, highlight Americas on the right, and click the left arrow to move it to the Selected items field.The D-Link editor now should now have Americas listed under Selected item(s).

Name, save, and close the D-Link

Steps1. From the File menu, click Save.2. Type ProfitAndLoss<AmericasOverheads in the D-Link Name field, and then click OK.3. You are asked if you want to add this link to the Update Link table of the target D-Cube.

Click Yes and click OK in the Update List box.4. From the File menu, click Close.

You now have created the ProfitAndLoss<AmericasOverheads D-Link.

Executing a D-Link

Steps1. From the D-Cube menu, click D-Links, Run.2. Select the ProfitAndLoss<AmericasOverheads D-Link and click Execute.3. If the Overheads Total is 3,700,000 and the Profit is (3,700,000), save the Profit and Loss

D-Cube.You also can execute an open and active D-Link directly. On the D-Link menu, click Execute. The target D-Cube does not need to be open to execute a D-Link this way. Use this method also when you want to run a D-Link only once and not save it.You have transferred data successfully from Americas Overheads to Profit and Loss.

Drilling Down to Another D-CubeSuppose you are interested in the breakdown of the first quarter’s Overheads figures in the Profit and Loss D-Cube.

Steps1. Select the Apr, May, and Jun - Overheads cells.2. From the D-Cube menu, click Drill Down.

A breakdown of the total overheads for each of the selected months appears from the Americas Overheads D-Cube.Note: You can open a D-Cube in full or take a limited selection. A limited selection includes only some of the items from the D-Lists of the D-Cube. For example, the Americas Overheads D-Cube, which was opened by Drill Down, was opened as a limited selection.

Tutorial 35


Viewing, Editing and Saving Limited SelectionsYou can save a limited selection of a D-Cube, such as the small portion of Americas Overheads, as a Saved Selection. These selections are viewed, edited, and saved by clicking Selections on the D-Cube menu.

To illustrate, look at the current selection of the open Americas Overheads D-Cube.

Steps1. From the D-Cube menu, click Selections, Reselect.

The Reselect dialog box appears. On the Overheads page, note that all the items are in the Items included list.

2. Click the 4 Months - Fiscal tab.Notice that only three items (Apr, May, Jun) are in the Items included list.

3. Select Jul, then click Move>> to transfer it to the Items included list, and then click OK.The Americas Overheads D-Cube selection now includes July data.

4. This selection can now be saved for reuse. To do this, on the D-Cube menu, point to Selections and click Save current. Under Selection Name, type Americas Overheads Selection, and click OK.

5. Close the Americas Overheads D-Cube.6. Save the Profit and Loss D-Cube.

You have finished looking at limited selections and saved selections.


Chapter 9: Creating the Profit and Loss Data File Map

In this chapter, you will create a file map for an ASCII file. A sample ASCII file named Tutorial.csv is provided. The Tutorial.csv file is usually located in the TutorialGO folder of your Cognos Planning - Analyst directory. For example, if Analyst is installed on the C:\ drive, the file is located in the C:\Program Files\Cognos\cer4\samples\Planning\TutorialGO folder. This file contains Profit and Loss data that must be imported into the Profit and Loss D-Cube. You must create a file map for this ASCII file so that it can be imported.

What is a File Map?A file map translates ASCII files so they can be used by a D-Link. You specify which columns in the ASCII file correspond to the D-Lists in your Analyst model and which columns contain the data to transfer.

Creating the Profit and Loss Data File Map

Steps1. From the File menu, click New, File Map.

The Select ASCII File dialog box appears.2. Select the Tutorial.csv file and click Open.

The first page of the File Map Editor appears.If Tutorial.csv is not automatically displayed, navigate to the TutorialGO folder, for example: Program Files\Cognos\cer4\samples\Planning\TutorialGO.

3. Because the Tutorial.csv file is comma delimited, make sure that Delimited is selected, and then choose Comma.

4. Because the first row of this file contains column headings, click Use row as column names.Note: Do not change the row number from the default setting of 1 since the column headings in this example are in row 1.The Map dialog box now should look like the following:

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Chapter 9: Creating the Profit and Loss Data File Map

5. Click Next.

You now see the second Map dialog box, which indicates where the breaks were inserted between each column of data.

6. Click Next. The final Map dialog box appears.7. Select the Use Regional Settings check box to respect settings for the thousand and decimal

separators.

Defining the Column Types

The Specify column drop-down box defines column types. There are three column types: Use for selection, which defines columns that correspond to D-Lists in your model; Use as data, which defines columns that contain data; and Skip, which defines columns to exclude from import.

By default, all columns are marked as Use for selection, so you only need to identify the data columns and the columns to skip. In this example, the P&L Line and Division columns correspond to D-Lists within your model, so they stay marked as Use for selection.

Steps1. Click the Version column heading.2. In the Specify column list, select Skip.

Columns that are to be skipped appear with a dark gray background.3. Click the Apr column heading and drag to Mar, selecting all of the months columns.

In the Name field, the following appears: 12 Items.4. In the Specify column list, select Use as data.

Name, Save, and Close the Map

Steps1. From the File menu, click Save.2. Type Profit and Loss Data in the File Map Name field, and then click OK.3. From the File menu, click Close.

You have finished creating the Profit and Loss Data File Map


Chapter 10: Creating the ProfitAndLoss<ProfitAnd LossData D-Link

In this chapter, you will import data from the Tutorial.csv ASCII file. This file contains the sales data (Units Sold, Unit Price, and Margin %) for all five divisions.

Now that you have mapped this ASCII file, you can create a D-Link with the Profit and Loss Data file map as the source, and the Profit and Loss D-Cube as the target. You must create this D-Link and then execute it.

Finally, you will see how you can use drill down to look at the source data in a mapped ASCII file.

Creating the ProfitAndLoss<ProfitAndLossData D-Link

Steps1. Make sure the Profit and Loss D-Cube is open in Full mode.2. From the File menu, click New, D-Link.

The target for this D-Link automatically defaults to the Profit and Loss D-Cube since this D-Cube is open and active.

3. Click Source.4. Click Mapped (ASCII) File.5. Select Profit and Loss Data and click OK.

You return to the D-Link editor.The D-Link editor treats the columns (dimensions) of a mapped ASCII file like D-Lists. In this example, the first two dimensions (DIVISION and P&L LINE) are the two Use for selection columns. The last dimension is called DATA, which is a grouping of all Use as data columns identified in the file map.

Pair the Data dimension with the 4 Months - Fiscal D-List

Steps1. Select the source dimension DATA.2. Click CRTL + the target D-List, 4 Months - Fiscal.

The D-Link editor now should look like the following:

Tutorial 39


3. Click Match descriptions.

The Data and 4 Months - Fiscal dimensions now are paired by Match descriptions, as indicated by the yellow arrow.

Pair the P&L Line dimension with the 1 Profit and Loss D-List

Steps1. Click the source dimension P&L LINE to select it.2. Press Ctrl + the target dimension 1 Profit and Loss.3. Click Allocate items.

In the D-List details section, a blank allocation table appears. You must specify the correspondence of items. In the following steps, you will allocate the items from the source D-Cube to the target D-Cube.

4. From the D-Link menu, click Allocation Table, Match descriptions.This matches item names found in both the source and target dimensions (Margin %, in this case) and includes them in the allocation table. Make the following matches:• Select Sales Volume from the source dimension P&L Line.• Select Units Sold from the target dimension 1 Profit and Loss.• Select Sale Price from the source dimension P&L Line.• Select Unit Price from the target dimension 1 Profit and Loss.The D-Link editor now should look like the following:



Pair the Division dimension with the 2 Divisions D-List

Steps1. Select the source dimension DIVISION.2. Click CRTL + the target D-List 2 Divisions.3. Click Match descriptions.

The D-Link dialog box now should look like the following:

Execute the D-Link

Steps1. From the D-Link menu, click Execute.2. The Profit and Loss D-Cube now should display the new data brought in from the

Tutorial.csv file. 3. Change pages to Northern Europe from Pages 2 Division - D-List.

Name, save, and close the D-Link

Steps1. Click the D-Link window to make it active.2. From the File menu, click Save.3. Type ProfitAndLoss<ProfitAndLossData in the D-Link Name field, and then click OK.4. You are asked if you want to add this link to the Update Link table of the target D-Cube.

Click Yes and then OK.5. From the File menu, click Close.

The Profit and Loss D-Cube should be active.6. Save the Profit and Loss D-Cube.

You now have finished creating the D-Link from Tutorial.csv to the Profit and Loss D-Cube.

Drilling Down to a Mapped ASCII FileFind the derivation of Margin for the Northern Europe division in Apr.

Note: The Profit and Loss D-Cube still should be open on the Northern Europe page.

Steps1. Select the Apr - Margin cell.

Tutorial 41


2. From the D-Cube menu, click Drill Down or press F9.The rows of the Tutorial.csv file used to make up this value display in a text viewer.

3. From the File menu, click Close.

You have finished importing data into the Profit and Loss D-Cube. Leave the Profit and Loss D-Cube open


Chapter 11: Revisiting the Profit and Loss D-Cube

In this chapter, you will learn how to: • Page through and take slices from a three-dimensional D-Cube. • Define D-List items as weighted averages to correct certain D-Cube problems.• Change the format of D-List items using Saved Formats.• Use a Built-in Function (BiF).

Paging Through a Three-Dimensional D-CubeThe Profit and Loss D-Cube has three dimensions (D-Lists). The first two make up the rows and columns; the third makes up the pages. Each dimension is shown in the Page, Columns, or Rows group box. Click the group box to view any D-List item in each page, columns, or rows D-List.

Steps to select a specific D-List page1. Make sure the Profit and Loss D-Cube is open.2. Click the Page: 2 Divisions group box.3. Double-click the item you want.

In a D-Cube with more than three dimensions, there is more than one pages D-List. You can select an item from any of the pages D-Lists as described above.Tip: Use your keyboard arrows to move up and down to the next item in the pages D-List.

Slicing a Three-Dimensional D-CubeThe orientation of an open D-Cube is known as the slice. When you open a D-Cube, a default slice is taken—the timescale D-List (where present) forms the columns, the longest D-List (that is, the D-List with the most items) forms the rows, and any remaining D-Lists form the pages.

Therefore, the Profit and Loss D-Cube opens with the following slice: Profit and Loss by Months, with Divisions as the pages D-List (that is, the 1 Profit and Loss D-List forms the rows, the 4 Months - Fiscal D-List forms the columns, and the 2 Divisions D-List forms the pages).

Change the slice

Steps1. Select the Apr - Units Sold cell.2. Point to the color indicator of the pages D-List group box.3. Click and hold the color indicator.4. Drag and position the arrow over the 4 Months - Fiscal D-List group box.5. Release the mouse.

Profit and Loss now appears with 2 Divisions as the columns and 4 Months - Fiscal as the pages.The active page in the new pages D-List is determined by the item in this D-List that was active before changing the slice. In the above example, the Apr page is active because the Apr - Units Sold cell was selected before the slice was changed.

Tutorial 43


Select a page item as you change the slice

Steps1. Move the pointer over the color indicator of the pages (4 Months - Fiscal) D-List group box.2. Click and hold the color indicator.3. Drag and position the arrow over the Northern Europe column heading and release the

mouse.Profit and Loss now appears with 4 Months - Fiscal as columns and Northern Europe as the pages.

Weighted Averages in the 1 Profit and Loss D-ListYou may have noticed that some data in the Profit and Loss D-Cube is not calculated correctly. For example, look at the Northern Europe division page of the Profit and Loss by 4 Months - Fiscal slice of the Profit and Loss D-Cube. The Full Year figures for three of the items in the 1 Profit and Loss D-List (Unit Price, Margin %, and Profit %) are incorrect. Correct these problems by defining these items as weighted averages.

Weighted averages usually are defined when you initially create a D-List.

To determine what item to weight by, the formula A = B / C is used, where A is the formula item. Item A should always be weighted by item C.

Note: Remember that A = B / C can also be expressed as B = A * C.

Define Unit Price as a weighted average

Steps1. Open the 1 Profit and Loss D-List.

To open this D-List from the open Profit and Loss D-Cube, right-click the 1 Profit and Loss D-List group box (Units Sold) and click Edit D-List.

2. Select the Unit Price - Calc. Option cell.3. Click Change item attributes.4. In the Calc. Option section, select Weighted Averages.5. In the Items to weight by list, select Units Sold.

Note: In the P1 Profit and Loss D-List, Sales is calculated from Unit Price multiplied by Units Sold. You can rearrange the relationship between these items to be {Unit Price} = Sales / {Units Sold}. Therefore, Unit Price should be weighted by Units Sold. In the equation A = B / C; A is always weighted by C.

6. Click Apply.The D-List editor should now look like the following:



Define Margin % as a weighted average

Steps1. Select the Margin % - Calc. Option cell.2. In the Calc. Option section, select Weighted Averages.3. In the Items to weight by list, select Sales.

Note: Margin is calculated as Margin = Sales % {Margin %}. This could be rearranged as Margin % = {Margin} / Sales * 100. Therefore, Margin % should be weighted by Sales.

4. Click Apply.

Define Profit % as a weighted average

Steps1. Select the Profit % - Calc. Option cell.2. In the Calc. Option section, select Weighted Averages.3. In the Items to weight by list, select Sales.

Note: Profit % is calculated as Profit % = Profit / Sales * 100. Therefore, Profit % should be weighted by Sales.

4. Click Apply.5. Save the D-List.

The Full Year totals now are calculated correctly.

You have finished setting up the weighted averages in the P&L D-List.

Changing Formats in the P&L D-ListNow you need to change the numeric format for some items in the 1 Profit and Loss D-List. Unit Price should appear in the D-Cube with two decimal places, and Margin % and Profit % should appear as percentages with two decimal places.

Tutorial 45


Change the numeric format for Unit Price

Steps1. Make sure the 1 Profit and Loss D-List is active.

Tip: If a D-List is open but not visible, on the Window menu, select the name of the D-List.2. Double-click the Unit Price - Format cell (or click Change item attributes).

The Attribute section of the D-List editor appears.3. From the Attribute list, select Numeric.4. In the Decimal Places field, increase the number of decimal places to 2.5. Click Apply.

Notice that Numeric appears in the D-List editor to indicate that a numeric format is set for Unit Price.

Assign a percentage format

Steps1. Select the Margin % - Format cell.2. In the Attribute list, select Numeric. 3. In the Decimal Places field, increase the number to 2.4. In the Negative Suffix field, type a percent sign (%) before the bracket.5. In the Positive Suffix field, type a percent sign (%).

The D-List editor now should look like the following:

Save a format

Steps1. In the D-List editor, click Save.

The Save Saved Format As dialog box appears.2. Type Percent 2dp in the Saved Format Name field, and then click OK.

You return to the D-List editor. The saved format name appears at the top of the bottom half of the D-List editor.After you save a format, you can use it in any D-List. Click Load on the format screen of the D-List editor to load a saved format.

Do not apply the saved format yet. You could click Apply now, and the saved format would be applied to the item Margin %, however, let’s apply this format to both Margin % and Profit % also.



Apply a format to more than one item

Steps1. Click Assign.

The Select items to apply active format dialog box appears.2. In the Items available list, select Margin %.3. Click Move>> to transfer Margin % to the Items included section.4. Repeat step 2 for Profit %, and then click OK.

You now are in the D-List editor. Notice that the Saved Format is applied to both the Margin % - Format cell and the Profit % - Format cell.

5. Save the 1 Profit and Loss D-List.6. Select the Profit and Loss D-Cube to make it active.

You should see the effects of the formats you have set.

Adding a Cumulative Profit ItemIn this section, you insert an extra item to calculate the Cumulative Profit figure in your Company P&L. • Add the item Cumulative Profit to the 1 Profit and Loss D-List.• Use the Cumulative Built-in Function (BiF) to calculate the Cumulative Profit figure in the 1

Profit and Loss D-List. This cannot be done using standard D-List calculations since a time lag is involved.

• Adjust the time totaling for the Cumulative Profit item so the Full Year gives the correct result.

Steps to add an item to the 1 Profit and Loss D-List1. Make sure the 1 Profit and Loss D-List is active.2. From the D-List menu, click Add Items, Input.

The Input new Items dialog box appears.3. Type the item, Cumulative Profit.4. In the Where drop-down box, click Bottom, and then click OK.

You return to the D-List editor. Cumulative Profit appears at the end of the item list.

Steps to assign the cumulative BiF1. Select the Cumulative Profit - Calculation cell.2. Make sure the Attribute form is still open. If not, click Change item attributes.3. Click BiF.

The BiF Function Wizard—Step 1 of 2 screen appears.4. In the Function Name list, select Cumul.5. Click Next.

The BiF Function Wizard—Step 2 of 2 screen appears.6. In the Items drop-down box, select All.

All the D-List items listed should appear, including Profit.7. Double-click Profit to move it to the Original text box.

This selects the original series of data for which you want to calculate the cumulative total.8. Click Finish.

You now exit from the Function Wizard and return to the D-List editor. The Calculation field should contain @Cumul(Profit).

9. Click Apply.The Cumulative Profit Calculation cell now contains BiF, indicating that the Built-in Function was set up successfully.

Tutorial 47


10. Save the D-List.11. Select the Profit and Loss D-Cube to make it active.

You should be able to view the new Cumulative Profit figures.

You have successfully added an item to the 1 Profit and Loss D-List and defined it as a Cumulative BiF.

Adjusting the Time Totaling for Cumulative ProfitNotice that in the Profit and Loss D-Cube, the item Full Year sums the figures in the new Cumulative Profit item. You want Full Year to show the Cumulative Profit as the last month of the financial year. However, it currently adds up figures that are already cumulative totals, giving an incorrect result.

Steps to set Cumulative Profit as a Last Period Time Average1. Make sure the 1 Profit and Loss D-List is active.2. Select the Cumulative Profit - Calc. Option cell.3. Make sure the Attribute form is still open. If not, click Change item attributes.4. Select Time Averages.5. Select Last period in the Available functions list.6. Click Apply.7. Save and close the D-List.

After closing the 1 Profit and Loss D-List, the Profit and Loss D-Cube is active. You will see that Full Year - Cumulative Profit is no longer a sum of the months but is equal to Cumulative Profit in Mar, the last period of the financial year.

8. Save the Profit and Loss D-Cube.9. Close the 1 Profit and Loss D-List and the Profit and Loss D-Cube.

You have completed the Cognos Planning - Analyst Tutorial.


Index

AAllocation Table option, 33, 40arithmetic D-Cube commands, 22

Bbest practices, 5breakback, 19

Ccell selection, 18cells

color coding, 18editing, 18holding, 23selecting, 18viewing formulas, 18

closing D-Lists, 11color coding, 15

cells, 18D-Lists, 25

column types, defining in file maps, 38commands, applying to multidimensional D-Cube selection,

22compound growth, 20Copy command, 21copying D-Cube data, 21copyright, 2

DD-Cube commands

arithmetic, 22Copy, 21Grow, 20Hold, 23Reset, 23

D-Cube window, 18three-dimensional, 31

D-Cubescell manipulation, 18cell selection, 18creating, 17defined, 17drill-down, 35holding cells within, 23keyboard shortcuts, 18limited selections, 35limited selections, saving, 36paging, 43selecting D-List pages, 43slicing, 43three-dimensional, 31

D-Linkscreating, 33defined, 33executing, 35

D-Listscolor coding, 15, 25creating, 9defined, 9detail items, 9editing, 9formats, 45formulas, 9naming, 11numeric formats, 46order of, 17pairing in D-Links, 33percentage formats, 46subtotals, defining, 10time averages, 48timescale, 13, 20weighted averages, 44

drill-down, 35drilling down

to a mapped ASCII file, 41

Eediting cells, 18executing D-Links, 35

Ffile maps

column types, defining, 38creating, 37defined, 37

formatsin D-Lists, 45numeric, 46percentages, 46saving, 46

formulasdefining, 27viewing, 18

GGrow command, 20

HHold command, 23holding cells, 23holds

removing, 23

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Index

Llimited selections, saving, 36linear growth, 20lists

formulas, 27

Mmapped ASCII files

drilling down to, 41Match Descriptions option, 33, 40

Nnaming D-Lists, 11numeric formats, 46

Ppaging in D-Cubes, 43percentage formats, 46

RReset command, 23

Ssaving

D-Lists, 11formats, 46

slicingD-Cubes, 43

subtotals in D-Lists, 10

Ttime averages, 48time totals, adjusting, 48timescale D-Lists, 13, 20

defining, 14

Uunprocessed numbers

changing, 20resetting, 20

Vversion of document, 2

Wweighted averages, 44
