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

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    UniversityofRochester

    UsersGuideto

    URGEMSAdHocReportingGuideUsingIBMCognosWorkspaceAdvanced,Version10.2.1

    Version1.0 April,2016

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    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

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    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

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    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.

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    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

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    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.

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    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.

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    BuildingtheMyAwardsreportBeginbuildingasimplereport,basedontheURGEMSdataset.Thisreportwilllistouttheawardsusershavepermissionstoview.ThisreportlookssimilartotheWorkdayFinancialsURF0313report.BelowisanexampleoftheAdHocMyAwardsreportbelow:

    CognosColumnsreferencedtoURGEMS:

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    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.

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    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