University of Rochester of Rochester ... Cognos Workspace Advanced is a tool that allows users to build ad hoc reports from URGEMS data. All ... Tip: If the user has

1|P a g e

UniversityofRochester

UsersGuideto

URGEMSAdHocReportingGuideUsingIBMCognosWorkspaceAdvanced,Version10.2.1

Version1.0 April,2016

2|P a g e

TableofContentsTableofContents...........................................................................................Error!Bookmarknotdefined.

IntroductiontotheInterface........................................................................................................................3

ChoosingaReportingSource....................................................................................................................4

NavigationwithinWorkspaceAdvanced..................................................................................................5

CreateanAward5

BuildingtheMyAwardsreport..............................................................................................................8

Addingdatafields...................................................................................................................................10

BuildingtheSamplebudgettoexpenses/encumbrancereport.............................................................11

Selectingthefieldsandarrangingthelayout.........................................................................................12

Creatingacalculatedfield.......................................................................................................................13

Groupingfields...........................................................................................Error!Bookmarknotdefined.

....................................................................................................................................................................14

Settinguptotalingforcolumns..............................................................................................................14

Settingupfiltersforrestrictingresults...................................................................................................14

ConditionalFiltering................................................................................................................................16

3|P a g e

IntroductiontotheInterfaceWhatisCognosWorkspaceAdvanced?

CognosWorkspaceAdvancedisatoolthatallowsuserstobuildadhocreportsfromURGEMSdata.AllfieldsinURGEMSwillbeavailableforusewhencreatingcustom(AdHoc)reports.ThiscanbeusedtosupplementanystandardreportswithinURGEMS.

NOTE:ifyoualreadyhaveaccesstoCOGNOS,youwillalsohaveaccesstoCognosWorkspaceAdvanced.IfyoudonthaveaccesspleasecompletetherequiredCognosAccessformtorequestaccess.

LogginginActivatetheWorkspaceAdvancedreportauthoringtoolbyloggingintotheIBMCognosapplicationhttps://cognos.dw.its.rochester.edu

Onceloggedin,userscanfollowoneoftwosteps.

IfloggingintoCognosforthefirsttime,userswillseethisstartscreen:

IfalreadyloggedintoCognos,usethedropdownmenuchoice(Launch>CognosWorkspaceAdvanced)whenalreadyloggedin:

Logginginforfirsttime

AlreadyloggedintoCognos

4|P a g e

ChoosingaReportingSourceUserswillthenbeshownalistofreportpackagesusershaveeitherusedrecently,orcannavigateto.Intheaccompanyinggraphic,userswillseevariouschoices.Dependingonauserspermissions,userswillbeabletomakeaselectionfromthelist.Usersmayhavetonavigateup/downthroughfolderstoselecttheproperreportingpackage.

1. DrilldowntotheURGEMSAdHocreportingpackagebyselectingthefollowing:

a. SelecttheCognosfolder,thenPublicFolders,then#URGEMSAdHocfolderasseenintheadjacentimage

b. NextselectthePackagesfolderThiswilltakeyoutothecompletepathof:

c. Finally,selecttheURGEMSAdhocobject

Userswillnowbepresentedwithascreentochoosewhethertheywishtocreateanewreport,oropenanexistingreport.

Tip:Iftheuserhasalreadyrunanadhocreport,looktotheRecentlyusedpackagessectionforaquicklinkfortheURGEMSAdHocfolderpath.

5|P a g e

CreateaReportTocreateanewreport,followthesesteps.

1. ChooseCreateNew(Report)fromthescreenoptionsseenabovefromtheIBMWorkspacescreen.

Tip:IfusersunchecktheShowthisdialoginthefutureoption,thisscreenwillnolongerappearnexttimeyoulogin,butuserswillstillhavetheoptiontoCreateneworOpenexistingwheninthemain

applicationwindow,undertheFileicon( )dropdownmenu.

Afterselectingtocreateanewreport,avarietyoftemplateswillappearforthedifferenttypesofreportsthatcanbeauthored.

2. SelectListformat.Thisisatraditionallookingspreadsheetstylereporttemplate.Otherchoicessuchascrosstabandchartwillbediscussedlater.

NavigationwithinWorkspaceAdvancedAfterselectingtheListtemplate,thetemplatewillloadonscreen.

SourceandToolbox

Submenu

ReportBuildArea

ReportHeader

ReportFooter

MainMenu

6|P a g e

Toolbars:TheMainMenubarconsistsofthefollowingmenuandsubmenuchoices:

FILE

EDIT

VIEW

STRUCTURE

DATA

STYLE

RUN

TOOLS

New Undo PageDesign Group/Ungroup DataProperties Style RunReportHTML

Autocorrect

Open Redo PagePreview

SwapRows/Columns

Filter>Remove,Edit

ConditionalFormat

RunReportPDF

ShowSpec

Save Cut Toolbars Section/Unsection Suppress>NoSuppress,SuppressRows,Suppressoptions

ApplyTableStyle

RunReportExcel2007

ShowSpecification(Selection)

SaveAs Copy VisualAids Headers/Footers Sort RunReportExcel2007data

OpenfromClipboard

PDFPageSetup

CopyData PreviewOptions

PivotTabletoCrossTab

Summarize Automatic,

total,Count,AVG

RunReportExcel2002

CopytoClipboard

Reportproperties

Paste Calculate>+/*

RunReportCSV

ManageSharedSetReferences

LogOn PasteTo InsertChildren RunReportXML

Options

LogOff Delete DrillOptions RunOptions

Thesubmenutoolbarshavetheassociatediconswithmanyoftheabovefeatures.Userscantellbyhoveringoverthemwhichoneshavewhatfunction.

7|P a g e

SourceandToolboxNavigationTabs:Thefarrightmenuisbrokenintotwonavigationaltabs:SourceandToolbox.TheusercantogglebackandforthbetweentheSourceandtheToolboxtoolstouse.AppendixA(attheendofthisdocumentation)willlistoutalltheMenunavigationchoicesandtheiconsandwhattheymean.

TheSourceNavigationTaballowsuserstodrillthroughthevariousdatafieldsfromURGEMSthatuserscanincorporateintoareport.Itemsthatuserscandragintoareportareeitherdatafields(textfields,orcalculations)directlyfromURGEMS,orcustomcalculationsprebuiltinIBMCognosWorkspaceAdvanced.

Userscanexpand/collapsethesesectionswhereusersseethetinytriangles.Toaddadatafieldtothereportbody,justclickonthefield,holddownwiththeleftmousebutton,anddragittotheappropriatepositiononthereportinggrid.Additionally,userscandoubleclickonasourcefieldwhichwillautomaticallyaddthefieldtothelastcolumnofthereport.Hoveringoveradatafieldwilltriggeratooltiptoappearifonehasbeen

FortheToolboxtab,thereisalistofobjectsuserscanaddtothereportsuchasadvancedfeaturesorfunctionslikeaURLhyperlinkoratextbox.Therearemanyobjectsthatcanbeaddedtoareportwhichhavetheirownsetofpropertiestoconfigure.

Forexample,tablescanbeusedasorganizersforwhereobjectsappearinareport;differentgraphicaloutputobjectslikeList,Chart,andCrosstabcannowbeshownonthesamereport.

8|P a g e

BuildingtheMyAwardsreportBeginbuildingasimplereport,basedontheURGEMSdataset.Thisreportwilllistouttheawardsusershavepermissionstoview.ThisreportlookssimilartotheWorkdayFinancialsURF0313report.BelowisanexampleoftheAdHocMyAwardsreportbelow:

CognosColumnsreferencedtoURGEMS:

9|P a g e

StepstocreatetheMyAwardsreport:ThisreportwillshowyougeneralAwardinformation(Awardnumber,titlePIontheAward,status,totalfundedandProjectBegindate).ThiscanbeusedasthebasisforhighlevelAwardreport.

OpenCognosWorkspaceAdvanced SelectaListreportlayout Addfields Addtotalsandcounts SaveandPrint

1. OpenWorkspaceAdvanced,eitherfromthemainmenuscreenorfromtheLaunchbar.Userswill

thenbepromptedtoselectadatasourceforthereport.a. Lookeitherinthemostrecentlyusedornavigatetothe#URGEMSAdHocreportpackage

folderandselecttheURGEMSAdHocobject.

b. UsersmaybepromptedtoAllowAccess;chooseyes.c. WhenusersseetheIBMWorkspaceAdvancedwindow,chooseCreateNewReportbutton.

Usersshouldnowseethefollowing:

2. SelecttheListreportlayoutfromtheNewwindowonscreen.WorkspaceAdvancedwillnowdrawthescreenforuserstoworkwithin.

Tip:LooktotheRecentlyusedpackagessectionforaquicklinktotheURGEMSAdHocfolderpath,ifareporthasalreadybeenrun.

10|P a g e

AddingdatafieldsUserscaneitherdrag&dropdatafromtheSourcenavigationtab,ordoubleclickonfieldsandtheywillappendtothelastcolumnontheright.Userscandragcolumnsaroundafterforrealignmentifsodesired.

Tip:GototheVIEWmenuandselectPageDesign.Thiswillletusersaddfieldswithoutpopulatingwithrealdata,whichwillslowdownthebuildtime.

3. BelowaretheURGEMSfieldstobuildthisreport.Addeachfield(Doubleclick,orDragandDrop)totheReportBuildAreaofthescreenusingtheSourcenavigationtab.

DataField SourceFoldera. AgencyType NonSalaryData/Agencyb. AgencyAwardNumber NonSalaryData/Awardc. URAwardNo NonSalaryData/Awardd. AwardTitle NonSalaryData/Awarde. PI/Resp(Responsible) NonSalaryData/Awardf. Status NonSalaryData/Awardg. TotalFundedAmount NonSalaryData/Awardh. ProjectBeginDate NonSalaryData/Award/Dates

4. Oncethecolumnsareset,grouptheawardsbasedontheAgencyType.

ClickontheheaderfieldoftheAgencyTypecolumn,andclickontheGroupicon inthestandardtoolbar.OncethisissetandView/PagePreviewisselected,theawardswilllineupundereachawardtype.Thiswillbedoneinstep7.

5. Next,addatotaltotheTotalFundedAmountcolumntoshowthetotalsforthatAgencyType.

ClickontheTotalFundedAmountcolumnheaderandclickontheSummarizeicon inthestandardtoolbar.Bychoosi