Banner Performance Reporting & Analytics … Performance Reporting & Analytics. Introduction to...

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Banner Performance Reporting & Analytics Introduction to COGNOS© Reporting Business User Training Workbook Cognos Release 8.3 Updated 07/06/2010 HIGHER EDUCATION What can we help you achieve?

Transcript of Banner Performance Reporting & Analytics … Performance Reporting & Analytics. Introduction to...

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Banner Performance Reporting & AnalyticsIntroduction to COGNOS© Reporting

Business User Training Workbook Cognos Release 8.3

Updated 07/06/2010

HIGHER EDUCATION What can we help you achieve?

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__________________________________________________________________________________________________________________ SunGard Higher Education 4 Country View Road Malvern, Pennsylvania 19355 United States of America (800) 522 - 4827 Customer Support Center website http://connect.sungardhe.com Distribution Services e-mail address [email protected] Other services In preparing and providing this publication, SunGard Higher Education is not rendering legal, accounting, or other similar professional services. SunGard Higher Education makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization's own choosing. Trademark Without limitation, SunGard, the SunGard logo, Banner, Campus Pipeline, Luminis, PowerCAMPUS, Matrix, and Plus are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. Third-party names and marks referenced herein are trademarks or registered trademarks of their respective owners.

Revision History Log

Publication Date Summary 07/06/2010 New version that supports ODS/EDW data used in Cognos© Query Studio.

Notice of rights Copyright © SunGard Higher Education 2010. This document is proprietary and confidential information of SunGard Higher Education Inc. and is not to be copied, reproduced, lent, displayed or distributed, nor used for any purpose other than that for which it is specifically provided without the express written permission of SunGard Higher Education Inc.

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Table of Contents

Introduction ............................................................................................................... 4 Banner Operational Data Store Data ............................................................................... 5 Opening Cognos Connection .......................................................................................... 6 Navigating the Cognos Connection Interface ................................................................... 8 Using Cognos Connection Icons .....................................................................................10 Roles and Responsibilities .............................................................................................16 

Using Cognos Connection ......................................................................................... 17 Creating Folders ...........................................................................................................18 Creating URL Links .......................................................................................................21 Running and Viewing Reports ........................................................................................23 Searching for a Specific BI Object ..................................................................................28 Scheduling Reports (Cognos Objects) ............................................................................30 Personalizing Cognos Connection ..................................................................................33 

Creating Ad Hoc Queries in Query Studio ................................................................ 35 Navigating to Query Studio ...........................................................................................36 Inserting Data in a Report .............................................................................................41 Running a Report .........................................................................................................44 Types of Reports ..........................................................................................................49 Changing the Appearance of Reports .............................................................................53 Creating Report Sections ...............................................................................................56 Reordering Report Items ...............................................................................................57 Changing Report Item Names .......................................................................................58 Setting the Number of Rows per Page ...........................................................................60 Creating a Crosstab Report ...........................................................................................61 Creating a Chart ...........................................................................................................63 

  

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Introduction

Course goal

The goal of this course is to provide you with the knowledge and practice to navigate Cognos Connection and create queries in the Cognos 8 Business Intelligence (BI) © tool using Banner Operational Data Store and Banner Enterprise Data Warehouse data.

Course objectives

In this course you will learn how to

• navigate the Cognos Connection interface

• run and view reports

• create ad hoc queries.

Intended audience

Business users and executives that need to analyze data using the Cognos Connection

Prerequisites

To complete this course, you should have a basic understanding of your Institution’s business processes and data.

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Banner Operational Data Store Data

Introduction

The Banner Operational Data Store (Banner ODS) enables you to extract information from your source administrative systems and reorganize the information into a simplified set of tables in the Banner ODS database. End users can then create and deploy operational and ad hoc reports.

Banner ODS provides an extensive and flexible data store and business-organized reporting views with fewer columns and improved performance. You can use these views alone, or in combination with other views. SunGard Higher Education also uses the Cognos 8 Studio reporting tool to deliver an enterprise business area with many prejoined conditions to enhance operational and ad hoc reporting.

A critical factor in determining the success of a reporting solution is the existence of a well defined and useful meta data layer. The meta data layer enables you to define relationships between objects in the database. It also enables additional filtering or formatting that can be useful when creating reports.

You can use any reporting tool with the Banner Performance Reporting and Analytics products; however, you gain added value from using the Cognos meta data layers created and delivered with the product.

Cognos 8 Business Intelligence meta data layers are delivered as part of the Banner Operational Data Store (Banner ODS). The Cognos 8 Business Intelligence meta data layer is delivered as part of the Banner Enterprise Data Warehouse (Banner EDW). Relationships between the reporting views in the Banner ODS are included in these meta data layers for the supported reporting tools.

The meta data layer provides the joins used by the database to connect the views or database tables so that you do not need to define those relationships when creating queries or reports in the reporting tools.

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Opening Cognos Connection

Introduction

Cognos Connection is the Cognos 8 BI standard portal solution. It allows users to access BI objects, such as reports, queries, analyses, scorecards, dashboards, etc. These entries are saved in one of the following:

• Public Folders: Accessed by Everyone

• My Folders : Accessed only by you

It also allows users to navigate through folders, URL’s, Portal Pages and objects saved in Public and My Folders. It also allows users to configure personal preferences.

You create reports in Report Studio, queries in Query Studio, analyses in Analysis Studio, agents in Event Studio and metrics in Metric Studio. In general terms, reports, queries and analyses are sometimes all referred to as reports.

Steps

Follow these steps to open Cognos Connection.

1. To connect to Cognos 8 BI, enter the specific URL address provided by Cognos installation group. It looks something like: http://www.testuniversity.com/cognos8

2. Select the Cognos Connection (circled above) to access Cognos 8 BI portal.

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Note: There may be differences between the screenshots shown in this manual and how Cognos Connection appears on your computer.

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Navigating the Cognos Connection Interface

Introduction

Cognos Connection is the most important interface for the users of Cognos 8 BI. Cognos Connection is used by users, developers, and administrators. It is a single interface for multiple uses.

Cognos Connection initial page can be broken down into three major sections:

• The Studio Toolbar

• The Utilities Toolbar

• The Tab Navigator

Studio toolbar

The Studio Toolbar appears at the top of the page. It allows access to the report writing tools.

• Event Studio - used to monitor specific user-defined events and perform tasks accordingly.

• Query Studio - used to create ad hoc queries and reports.

• Report Studio - used to create highly formatted reports.

• Metric Studio – used to create high level performance and growth analysis.

Utilities toolbar

The Utilities Toolbar provides access to search tools, help functions, and other advanced tools.

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Tab Navigator

The Tab Navigator appears below the Utilities Toolbar. It allows users to navigate through multiple pages. Public Folders and My Folders are default folders.

Packages

A Package provides access to data that is relevant to a specific group of users. For example, a package may contain data that the Admissions office use for information related to student admissions.

Administrators use Cognos Connection to administer servers, optimize performance and set access permissions. They also use it for entry administration, including such things as scheduling reports, distributing reports, agents and metrics.

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Using Cognos Connection Icons

Introduction

When you first open Cognos Connection, the reports folders will be empty. As you begin to create your own reports, they will be saved in the folder you designate. You can save reports you want to share with others on the Public Folders tab. You can also save reports that you create to the Operational Data Store Reports tab. Each package contains an empty folder. By saving reports in the corresponding folder, makes it easier for others to find a report created using that package.

Those reports you only want access to can be saved to the My Folders tab. Open each folder for a list of reports it contains. You can run, view, copy, save, schedule, email, or export reports from this view.

Toolbar icons

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Above the list of reports is a toolbar that helps to manage those reports. Each toolbar icon is described below. Based on your security permissions, you may not be able to see all of the icons.

Icon Name Description

List View

The default view is the list view which displays the folders or reports by name. Notice the shaded background. This indicates that the icon is selected.

Details View

Use this icon to view the name and description of the folders or reports.

New Folder

Use this icon to create a new folder.

New Metric Package

Use this icon to create a new metric package. A metric package is a container for models, reports, and tasks used to manage the contents of a metric store.

Note: Depending on your security level, not all users will have access to this icon.

New Job

Use this icon to set the same schedule for multiple entries by creating a job. A job identifies a collection of reports, report views, and other jobs that are scheduled together and share the same schedule settings. When a scheduled job runs, all the entries in the job run.

New Data Integration Task

Administrators use this icon to select one of the following:

• New Metric Import from Files • New Metric Maintenance • New Metric Export

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Icon Name Description

New URL

Use this icon to create a link to a URL such as a server stored document or a website.

New Page

Use this icon to create your own pages to group different types of information into a single view. The information within a tab is displayed on a page.

Cut

Use this icon to remove a folder or report from the current page. Use with the paste feature when moving a folder or report.

Copy

Use this icon to copy a report to another folder while leaving the original report in its current location. This is useful if you want to base one report off of another.

Paste

Use this icon to place a copy of the folder or report in the new location. Notice that this icon is completely grayed-out. This means that this icon is not available until another action (in this case cut or copy) is performed.

Delete

Use this icon to remove a folder or report that you do not want to move.

Set Properties

Use this icon to set general properties such as name, language, description, and screen tip for a folder. You can also set permissions for a folder.

Order

Use this icon to specify the folders and entries to be shown at the beginning of the list and specify their display order. The default is to show them in ascending order by name. You can select one or more reports or folders to be shown at the beginning of the list followed by the remaining items in ascending order by name.

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Running reports

When you click the report title, the report will run with the default options associated when it was created. The Run icon appears next to the report title. The icon next to the Run icon indicates the default format of the report such a PDF document or an html page. The report type icons are listed below.

Icon Name

Run

HTML

PDF

XML

Delimited Text (CSV)

Excel 2000 (single sheet)

Excel 2002

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Report Actions

The Actions column next to the reports provides additional options for each report listed. Each action is described below.

Icon Name Description

Set properties

Use this icon to set general properties such as name, language, description, and screen tip for a report. You can also set permissions for a report.

Run with options

Use the Run with options icon in the Actions column to change the report options such as format, language, and delivery. You must use this option to select Advanced options to run the report in multiple languages or formats. Note: You can also click the report title to run the report with the default options when the Run icon appears next to the report title.

Open with report studio

Report authors use this icon to open the report in Report Studio where they can modify the report structure. Business users should not use this link.

Create a report view

Use this icon to create a new report view. You can set the view so that the report always displays according to your run options without modifying the original report.

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Icon Name Description

Schedule

Use the Schedule icon to schedule this entry to run at a recurring date and time. You can run using the default values or specify the options. You can disable the schedule without losing any of its details.

Report Output Versions

Use this icon to view a list of report outputs and select the one that you want to view.

Open with Query Studio

Use this icon to open an Ad Hoc query report in Query Studio.

More…

Use the More… link to access set properties, run with options, open with report studio, new schedule, move, copy, create a shortcut, create a report view of this report, add to bookmarks, and delete. Note: Some of these options have their own action icon and others can only be accessed using the More… link.

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Roles and Responsibilities

Your ability to perform a task in Cognos Connection depends on the role you have been assigned.

Roles represent a collection of users that perform similar tasks or have a similar status in an organization.

Cognos Role Responsibility

Consumers Run and View Reports

Professional Authors Create Reports, Queries, Dashboards, Events and share

Business Authors Create Queries, Run and View All Objects

Business Analysts Analyze Data using Analysis Studio (Power Play)

These are the predefined Cognos roles, but other roles and groups can be created by the Administrators.

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Using Cognos Connection

Section goal

The goal of this course is to provide you with the knowledge and practice to navigate Cognos Connection and create queries in the Cognos 8 Business Intelligence (BI) © tool.

Section objectives

In this course you will learn how to

• run and view reports

• view the run history of report

• navigate through folders

• create URL links

• search for a specific BI object

• schedule single and multiple reports

• personalize Cognos Connection

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Creating Folders

Introduction

Content in Cognos Connection stored objects in folders. By default there are two main folders

• Public Folder

• My Folder

Public Folder:

The Public Folder tab is designed to store content shared by multiple users. Sharing is done by applying security so only users with specific permissions are able to access the various items in the Public Folder.

My Folder:

The My Folder tab is used to keep BI objects private. And can be used to store personal BI objects. It can also serve as temporary storage for BI objects in development. For example, while creating a new report, a power user may store the report in his or her My Folder area until it is ready for deployment.

Steps

Follow these steps to create a new folder

1. Click on the New Folder icon (circled below) to create a new standard folder.

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2. Enter a name for the folder in the Name field.

Note: For this exercise use xx – Sample Folder where xx = your initials.

3. Click the Select My Folders link to create the new folder in the My Folders tab.

Note: You could also click the Select another location link to navigate to the place where you want to save the folder.

4. Click the Finish button.

5. Select My Folders tab to see the new Folder (circled below).

6. Click on the Sample Folder to see its content.

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Copying an existing report into the new folder

The new Sample Folder is now available but has nothing in it. Let's add some content.

Copy the “Sample_1” report to the new Sample Folder from Public Folders> Active Registration. Once you find the report, select it by placing a check in the box beside the report name. Use the Copy and Paste functions to make a copy of the report into the new Sample Folder.

You can copy and paste entries to create a replica in another location in the portal. You can copy one item or multiple items.

Administrators and Report Authors can also cut and paste an entry to move it to a new location in the portal.

Note: If you click the report title, it runs the report. To copy the report, click the checkbox next to the report you want to copy, then click the Copy icon in the toolbar.

Steps

Follow these steps to copy an existing report

1. Within the Public Folders tab, navigate to the report you want to copy.

2. Click the checkbox next to the report you want to copy.

3. Click the Copy icon.

4. Click the My Folders tab.

5. Click the Paste icon.

Note: You can also open a report and click the Save As icon to rename the report and save to another location.

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Creating URL Links

Introduction

In addition to reports and folders, you can create links to make external files and web sites easily accessible from Cognos Connection.

Steps

Follow these steps to create a URL link.

1. Click on the New URL icon (circled below) to create a new URL Link.

Note: By creating URL links, you can simplify how users can access content on internal and external web sites.

2. Enter the name for the link in the Name field.

Note: You can also specify a Description and Screen Tip or leave either field blank if you do not want to use them.

3. Enter the URL of the webpage you want the link to access in URL field.

4. Select a folder location, if needed.

Note: The default location of the new URL is the folder/tab you were in when you clicked the New URL icon. In this example, the location is the My Folders > Sample Folder. By using the Select another location link you can create the link in a different location.

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5. Click the Finish button.

Result: The new URL has been created and stored in the folder. Notice the difference between the URL and Report icon.

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Running and Viewing Reports

Introduction

Once reports are created, you can run and view them from the folders in Cognos Connection. You can click on the report name to view (or run), or you can run a report with options. You can print or save the current data in the report or view the report in a different format or language.

Steps

Follow these steps to run and view reports.

1. From Cognos Connection, click the Operational Data Source Reports tab.

2. Click on the Active Registration folder (circled below) to see the additional content contained in the folder.

Note: By default The ODS Reports folders do not contain any content. This exercise assumes that you copied the sample report from the previous exercise into this folder.

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3. Click on “Sample_1” (circled below) to execute this report.

The report displays the out put like this

You now have learned the basic and easy way of accessing the Cognos Connection as well as executing a report. Using the same steps you will be able to access any other BI objects at BI portal.

Run Report with Options

We have already run a report by clicking on the name. Next, we will be looking at more Run Options.

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Run a report with options is used to print or save the current data or to view the report in a different format or language.

When you run a report, it appears in Cognos viewer in the format (HTML, PDF, Excel, CSV, XML) show above beside the report name.

CSV PDF

Excel XML

Excel 2000 Single Sheet

HTML

When you run a report with options, you can use the Run with advanced options page to specify a time for running the report later, choose multiple output formats and languages or to add email as a delivery method.

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View Report Output Versions

You can analyze historical data by viewing previous report outputs.

When you run a report, it displays the most recent data. However, you may want to view historical data to compare results between time periods.

Report output versions for the latest date are listed by report format. If there are outputs from other dates, you can choose another date from the Version list.

Click Manage versions to see all output dates kept for this report or to delete unwanted outputs.

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View the Run History of Reports

You may want to know whether a report ran successfully or how often it runs.

You can view the run history of a report to examine

• When the report was requested

• The start time and completion time for the report

• Whether the report executed successfully

• You can also View History Detail and View Outputs in Actions

Note: Clicking on the hyperlink will perform the default action in the properties for the object. For example, if the properties are setup appropriately, clicking on the link could just show the last version of the report that was run, which could be very, very old. The icons to the left of the link show the default action setup in the properties. As another example, for a Report Studio report, the default action for the hyperlink is usually defaulted/setup to run (blue side-ways triangle or arrow head) in html format (little globe).

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Searching for a Specific BI Object

Introduction

You can search for entry by name, description or both in Cognos Connection by entering text in the search criteria. The search is not case-sensitive.

You can expand the Search menu by clicking the down arrow to the right to show the available options.

The menu contains two options:

• Search: will perform the same actions as selecting the Search icon.

• Advanced: will take you to the Search page, but will display Advanced options for you to create complex search criteria.

Click on the Search option to get to the Search page. The default search page will provide functionality for executing a basic search on Name, Description or both. The default is to search for Name only.

Default Search page

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Advanced Search Page

If an advanced search is required, there is an “Advanced” option available as well.

Steps

Follow these steps to do a simple search:

1. Make sure you are at default search page.

2. Type in the search criteria of Sample_1 in the text box just beside the Search button, and press Search.

3. Click on the Sample_1 link to execute the report.

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Scheduling Reports (Cognos Objects)

Introduction

You can schedule a single entry to run at a later time or at a recurring date and time. If you no longer require a schedule, you can permanently delete or temporarily disable the schedule. Reports can be scheduled from the report list using the Schedule icon in the Actions column.

Once a report is run, you can see the View the output versions icon in the Actions column to the right of the report name. You can click that icon to see multiple report outputs.

In this example, a report is scheduled to run every Wednesday and Thursday at 5:32 PM with no specified end date.

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Multiple entries

You can set the same schedule for multiple entries by creating a job.

A job identifies a collection of entries, report views and other jobs that run all at once or in sequence.

View and Manage Schedules

You can use the schedule management tool to view and manage the schedules you have created.

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Using the schedule management tool, you can change the properties of a job, modify a scheduled entry, view the run history of an entry, run a scheduled entry once or delete a schedule.

Steps

Follow these steps to schedule a report.

1. From the report list, click the Schedule icon in the Action Column to the right of the report you want to schedule.

2. Select the By Day, By Week, By Month, By Year, or By Trigger tab.

Note: For this exercise select the By Week tab. You will need the help of an administrator to set up a Trigger-based report because the trigger occurrence must also be set up on a server. An administrator can link the external occurrence, such as a database refresh or an email, with a trigger on the server that causes the entry to run.

3. Select the day(s) of the week that you want to run the report.

Note: If you would like to see how this report runs in a testing or training environment, select a time 2 minutes from the current time.

4. Scroll to the bottom of the page.

5. Click the OK button.

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Personalizing Cognos Connection

Introduction

You can change the portal preferences to customize the way entries appear. You can set the portal home page, user interface (Product) language, and time settings, as well as the default output format and language (content) of reports.

When you change the preferences in Cognos Connection, the changes take effect immediately in the current session. The preferences are stored and used for future sessions.

Add Personal Pages

You can customize the portal by creating your own pages.

Add Portlets to personal Pages

Cognos Connection pages consist of a collection of dynamic portlets that provide customized content.

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A Portlet is a component of a portal Web Page that provides access to an information source. You can choose from different types of content and organize the page in a way that works for you.

You can share your pages so that other users can view or modify them. To do so these pages need to save at shared location such as Public Folder.

Enable Communication Between Portlets

Portlet-to-portlet communication allows for actions in one portlet to appear in other portlets.

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Creating Ad Hoc Queries in Query Studio

Section goal

The goal of this course is to provide you with the knowledge and practice to create ad hoc queries using Banner Operational Data Store and Banner Enterprise Data Warehouse data in the Cognos 8 Business Intelligence (BI) © tool using Query Studio.

Section objectives

In this course you will learn how to

• use the Query Studio Interface

• insert data

• edit data

• create a filter

• sort data

• summarize

• add a calculation

• create custom groups

• recognize the types of reports

• change the appearance of reports

• create crosstab reports

• create charts

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Navigating to Query Studio

Introduction

You will use Cognos Query Studio to create several reports. A newly created report contains no data. By inserting data, content is added to the report.

Steps

Follow these steps to create a report.

1. In the Cognos Connection Web Site window, click the Public Folders tab. You should see a window similar to the following:

2. Click on Person Demographic. You will see a window similar to the one below:

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3. At the top right of the window, Click the Query Studio link to open/create a new report:

Query Studio Interface

Once you select the package, you will see the following Query studio interface

Familiarize yourself with the menu and different icons to begin to explore the functionality of Cognos. Many will be familiar from using programs such as Word or Excel. Reports in Analysis Studio are typically preformatted, but here in Query Studio you can create reports with any format you choose. Icons include:

Common Commands Report Functions Display Functions Font Commands New Report Run with all Data Chart Font Save Filter Group Size Save As Sort Pivot Color Copy Summarize Ungroup Bold Paste Calculate Create Sections Italic Delete Drill Down Swap Rows/Cols Underline Undo Drill Up Collapse Group Background color Redo Go To Expand Group Text Alignment Change Font style Change border style

Note: Help, Log Off, and Return to main page links are at the top left and right corners of the screen

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Menu Options (On the left of Query Studio Interface)

• Choosing Insert Data on the left will show these options:

• Choosing Edit Data on the left will show these options:

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• Choosing Change Layout on the

left will show these options:

• Choosing Run Report on the left

will show these options:

• Choosing Manage File on the left

will show these options:

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Below the menu is a tree structure containing items in the package you are using (in this case, Person Demographic package). To see the items in each category, click the plus sign to expand the category. The following table explains the icons you will see in the expanded tree structure:

Icon Name Description

Package (in this case, Person Demographic)

A collection of data tables created by Developer/administrator.

Query Subject

A table in the database, for example, “Person Demographic.”

Query Item

A column of qualitative data in the database, for example, “Person UID”

Measure or Fact

A column of quantitative data in the database, for example, “Current Age.”

Filter

A mechanism for reporting on a subset of data.

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Inserting Data in a Report

Introduction

When you first create a report, it contains no data. To add data you will select “items” from the package you are using and insert them into the report. The “items” you select appear in the right window pane.

In the following exercise, you will use the window you already have opened to add data to your report. The report will show the ID, Last_Name, First_Name, Middle_Initial, and Gender.

Report preview window

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Steps

Follow these steps to add data to a report.

1. In the Person Demographic package pane, expand the Person Demographic package by clicking the plus sign.

2. Expand the Person Detail view by clicking the plus sign.

3. Click ID.

4. Hold down the CTRL key: click Last_Name, First_Name, Middle_Initial, and Gender.

5. You have selected the Query Items and can insert into report by using the following methods:

a. Click the Insert button at the bottom of the left pane.

b. Drag selected Query Items and drop them in report area.

Note: If you want to add Query Items one by one they can be added to a report area by double clicking each Query Item. They will appear in the order in which they were selected.

6. You will see the Report with data in the right window pane:

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7. Click the Save As icon. You will see a window like the one below:

8. Type a name for the report.

For example – your initials followed by General Person by Gender.

9. You may add a description.

10. Make sure the location, Public Folders> Person Demographic is select and click the OK button.

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Running a Report

Introduction

There are several options for running your report depending the purpose it serves in the organizationi.

Note: When you run a report , you receive the most recently updated data from the database being used for your package. This means if you run a report and rerun it at a later date, your data in the report will not be the same if someone has updated the database.

Run report options

The following table explains the options for running your report:

Option Description Run with All Data

Uses all the data for the items you selected. This can take a long time if your data source is large.

Run with Prompts

Asks you to enter information to define the report’s content (discussed later in this class).

Preview with Limited Data

To save time, you can run your report with limited data to determine if the results are what you were expecting. A torn border appears at the top and bottom of the report to indicate that your results are not complete.

Preview with No Data

The quickest way to run your report. You will not see any of your actual data. Instead, data in qualitative categories is represented by letters (abcd) and data in quantitative categories is represented by numbers (1,234). A torn border appears at the top and bottom of the report to indicate that your results are not complete.

View in PDF Format

Use this option if you want to save a permanent copy of a report at a given time. Also use this option when you want to print your report. Note: Adobe Acrobat Reader must be installed on your system for you to view your report in PDF format.

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Option Description View in CSV Format

Use the CSV (comma separated values) option if you want to save your results in an Excel spreadsheet.

View in XML Format

Use the XML option to see an XML representation of the queries, prompts, layouts, and styles in your report.

Steps

Follow these steps to run a report in multiple formats. In the this exercise, you will run the report in three ways to see the options for your data. First, you will run the report with all data. Then you will preview the report with limited data. Finally, you will preview it with no data.

1. To run a report, click Run Report on the Query Studio menu. You will see a list of options like those below:

2. Under the Run Report menu, click Run with All Data.

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3. You will see the progress bar at the bottom of the window as your report runs. When it finishes, the window should look similar to the one below:

4. To see all the data in the report, click Page Down. To go to the end of the report click Bottom.

5. Under the Run Report menu, click Preview with Limited Data. You will see the progress at the bottom of the window as your report runs. When it finishes, the window should look similar to the one below:

Notice that the window appears with a torn border. This option is useful only if the person who designed the package you are using included a filter to allow you to see only limited data. Otherwise, the time it takes to run the report will not be lessened by using this option.

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6. Under the Run Report menu, click Preview with No Data. This allos you to build the report before its ran. The window showing the data fields should look lsimilar to the one below (before running):

Advanced Options

7. Add the new Query Item “Current_Age” to your report by double clicking it. You will notice a summary on the report footer even though you have not applied any calculations.

8. By default Query Studio summarizes all Measures according to their metadata rollup functions (In this case, the “Current_Age” is being summed up).

9. You can enable and disable these settings in the Advance Options. Under the Run Report menu, click Run Report Advance Options to see the following:

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Query Options

10. If you uncheck the Automatically generate footer summaries for measures check box, the report’s values will be taken out at the summary level and report will look like this.

11. If you uncheck the Automatically summarize detail values, suppressing duplicates check box, it will not roll up values at group level.

For example, you may want to sum up Current Age of a students, by default Query studio will do this but if you uncheck the 2nd check box under Query Options, it will show values as they are coming from the database.

Note: You will learn how to change the summarize function in the Edit Data Menu.

Drill Options

12. If your source package has dimensional data and you want to drill down and up within same predefined dimension levels, you can enable 1st check box and if you want to Apply Drill through at any intersection/point to any other report can also be done by enabling 2nd option. (To Apply Drill through an administrator has to create the drill through definitions.)

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Types of Reports

Introduction

You can create three types of reports in Query Studio:

• List Report

• When you create a new report and add data to it, the result is always a list report, a representation of your data in rows and columns. The report you created “General Person by Gender” is a list report. You can manipulate list report data in various ways. As you go through this class, you will add filters, summaries and perform calculations to obtain the information you need.

• Crosstab Report

• You can create a crosstab report to show information in summary form. The report still has rows and columns, but the intersection of the rows and columns shows a summary of quantitative information

• Charts

• You can create a chart to show your information in graphical form. Graphs are produced using at least one qualitative data item (e.g., name) and one quantitative data item (e.g., quantity/amount). There are several types of graphs you can use in Query Studio. These will be explained later.

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List Reports

Grouped List Reports

As you learned above, the basic Cognos report is a list report. You can manipulate a report by hiding duplicate values through a process called grouping.

Steps

Follow these steps to create a grouped list report with a filter.

1. To create a new report, click the New Report icon on the toolbar. (If you are asked whether you want to save the current report, click Yes.)

2. You will see the new report window in which you can begin to add data. For this report, you will add data using a different method than the one used in the Inserting Data in a Report Exercise.

3. In the Person Demographic Package, expand the Person Detail folder by clicking the plus sign.

4. Click ID.

5. Hold down the CTRL key: click Last_Name, then First_Name, Middle_Initial. Then Open the Address folder and bring over Address_type.

6. Drag the selected items over to the right window pane. They will appear in the order in which they were selected. There could be a slight delay while the system processes the data. When it finishes, the window should look similar to the one below:

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7. Click the heading of the ID column.

8. Click the Group icon on the toolbar. The window will change, and your columns should be arranged like those below. ID appears only once. Next click the Addres_Type and click the Group icon. If there was a measurement field in the report, you would see a summary for each group.

Note: You will notice that when you grouped Address_Type this moved the column next to ID.

Note: If you want to ungroup a report item, click the column heading and then click the Ungroup icon on the toolbar.

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9. Click the Save As icon on the toolbar.

10. Type a name for the report. For example – your initials followed by Grouped ID by Adress Type. (You may add a description of the report if you wish).

11. Make sure the location, Public Folders>Person Demographic is selected and click OK.

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Changing the Appearance of Reports

Introduction

You can change the appearance of a report to make it more understandable and easier to work with. Changing how a report looks does not change its data. A reports appearance can be changed by the following:

• Change the title.

• Collapse or expand the report.

• Reorder items in a report.

• Change the heading for an item.

• Swap rows and columns.

• Set the number of rows per page.

Change a report’s title

When you create a report, the word “Title” automatically appears at the top. You can replace this placeholder with text that reflects the content of your report.

Steps

Follow these steps to open an existing report and then change its title.

Note: To open an existing report, you must first locate it in the package’s (in this case, Person Demographic) list of reports.

1. At the top right of the Cognos Query Studio window, click Return.

Note: This takes you to the Cognos Connection Public Folders tab. If clicking the Return link takes you to the Welcome screen, click Public Folders to get to the Person Demographic package.

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2. You will see a window like the one below that lists the reports for the folder:

3. To find the reports you have created, click the magnifying glass on the toolbar just above the list of reports. You will see a window like the one below:

4. In the Search string field, type your initials exactly as you did when the report was named; then click the Search button. At the bottom of the search screen, you will see a Results section with a list of reports. As the number of reports you have created grows, you will have to click Next at the top of the Results section to page through.

5. Click the Grouped ID by Address Type report that you created in the List Reports Exercise.

6. Click on the pencil icon to open in Query Studio.

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7. On the Query Studio menu, click Change Layout; then click Edit Title (alternatively, you can double-click the word Title in your report to open the Title field). You will see a box like the one below:

8. Type Grouped by Address Type in the Title field.

9. Click the OK button.

Note: If you have added a filter or a sort to the report and you don’t want them to display in the subtitle, uncheck the show filter box.

10. If you want to remove the title, click Edit Title and then remove the text in the Title field.

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Creating Report Sections

A Section can be created to allow entries to fall under a separate header area. For instance, a report of Student names and Offer Amounts can have each Student Name broken out into its own Section.

To create a Sectioned report, Open the saved Report “Grouped by Address Type “ and highlight the column you want to create a section for, then left click the Create Sections Icon.

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Reordering Report Items

Introduction

You can reorder items to help make your report more understandable. For example, in the Grouped by Address Type report, you might want to move Middle_Initial next to the ID. This is done by using Query Studio’s Cut and Paste functions.

Steps

Follow these steps to reorder report items.

1. In the Group by Address Type report click the heading for the Middle_Initial column.

2. Click the Cut icon on the toolbar. The column heading turns grey, and the column remains visible.

3. Click the heading of the Address_Type column.

4. Click the Paste icon on the toolbar. Middle_Initial column is now moved before the Address_Type column and the order now looks like those below:

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Changing Report Item Names

Introduction

When you create a report, the item names are the same as they were created in the data source. You might want to change an item name in your report so it better serves your purpose. For example, you might want to rename the Last Name column to Student LName.

Steps

Follow these steps to change the name of a report item. Note that you are only changing the name as displayed for the report. The name in the database remains unchanged.

1. Double-click the Last_Name column heading. At the bottom of the pane, you will see a box like the one below:

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2. Highlight LAST_NAME and type Student LName

3. Scroll down and click the OK button.

Note: If you want to change back to the original name, double-click the Last Name column heading. Below the Name field, you will see the original name. Click the OK button to restore the name.

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Setting the Number of Rows per Page

Introduction

You can set the number of rows per page to be higher or lower than the default 20 rows. Keep in mind that showing more than 20 rows on a page may slow down data retrieval. The advantage of showing more than 20 rows is you can limit the number of times required to scroll up and down the page to see more of the report.

Steps

Follow these steps to set the number of rows on a report page.

1. On the Grouped by Address Type report menu, click Change Layout.

2. On the Change Layout menu, click Set Web Page Size.... In the lower right window pane, you will see a box like the one below:

3. From the drop-down box, select the number of rows you want per page. If you want to number the rows in your report, check the box next to Show row numbers.

4. Click the OK button.

5. Click the Save icon.

6. At the top right of the report window, click Return. You will return to the list of the reports you’ve created in Query Studio.

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Creating a Crosstab Report

Introduction

A crosstab report shows your information in summary form. The report will still have rows and columns, but the intersection of the rows and columns shows a summary of quantitative information (a measure).

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Steps

Follow these steps to create a Crosstab Report.

1. In the Grouped By Address Type report, click Address_Type (the report item you want to be the column).

2. Click the Pivot icon to create a crosstab report.

3. You now have a report that shows summary information at the intersection of the rows and columns. Notice that a column has been added that shows a summary of each row. Also, row totals have been added.

Note: You can click the pivot icon in the left hand tool bar under Edit Data or the Pivot icon in the toolbar.

4. Click the Save As icon.

5. Type a name for your report. For the purpose of this class, type your initials followed by Crosstab_AddressType.

Note: If you want to change a crosstab report back to a list report, click the top row and then click the Ungroup icon on the toolbar.

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Creating a Chart

Introduction

Query Studio allows you to create charts to represent your data graphically. A chart must have at least one measure (quantitative data like Quantity, Revenue, etc.) and one non-measure (qualitative data like Product name, Country, etc.).

When you create a chart, you can have a maximum of two non-measures. You can have as many measures as you want, but using too many will reduce the usefulness of your chart.

Types of charts

Query Studio offers 7 types of charts and 4 ways to configure them:

Chart Type Description

Pie Chart

A pie chart shows the relation of parts to the whole. It illustrates proportions rather than values. Pie charts can use standard, 100% stacked, and 3D configurations.

Column Chart

A column chart compares individual values or illustrates data changes over time. Column charts can use standard, stacked, 100% stacked, and 3D configurations.

Bar Chart

A bar chart plots measures on the horizontal axis (in contrast to the usual vertical axis). Its main use is for comparing values. Bar charts can use standard, stacked, and 100% stacked configurations.

Line Chart

A line chart shows trends over time. It uses data points connected by lines. When you pass the pointer over a data point, you see a box with the data details for the point. Line charts can use standard, stacked, 100% stacked, and 3D configurations.

Area Chart

An area chart shows the magnitude of change over time or, when stacked, the relation of parts to the whole. Area charts can use standard, stacked, 100% stacked, and 3D configurations.

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Chart Type Description

Column Line hart

A column line chart compares two different measures, placing a second quantitative axis at the right side of the chart. Column line charts can use standard, stacked, 100% stacked, and 3D configurations.

Radar Chart

A radar chart shows comparisons by combining multiple axes into one radial figure. It plots measures on each axis and connects them to adjacent axes using lines. Radar charts can use standard, stacked, 100% stacked, and 3D configurations.

Standard Chart

Standard charts plot the value of each measure from a common baseline. Multiple measures appear in different colors on the chart.

Stacked Chart

Stacked charts show the relative value of each measure to the total. Each measure appears as a different color in the stack. The top of the each stack represents the accumulated total of each measure.

100% Chart

100% stacked charts show the relation of each measure to the total, expressed as a percentage. Each measure appears as a different color in the stack. The top of the each stack represents 100%.

3D Chart

3D column, bar, area, and line charts plot measures in three dimensions. Pie charts have a three dimensional appearance.

Note: Creating a chart requires that you analyze your data to decide which chart type will best meet your needs. You may have to manipulate the data to produce a useful chart. For example, if you want your chart to show percentages, your data must be expressed in percentages before you create the chart. Charts are created using the most summarized report data. For this reason, you should remove measures (quantitative data) that are not meaningful for your chart. You may also have to reorder your non-measure (qualitative data) columns. If your report contains grouped non-measures that you don’t want in the chart, collapse the report before creating the chart.

You may have to pivot the chart (create a crosstab) to make it useful. (An example of this will be shown later in this class.)

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Steps

Follow these steps to create a new report and then create a chart using the data in the report.

1. Go to Public Folders>(where you are saving reports to).

2. At the top right of the window, click the Query Studio link to create a new report

3. In the Person Demographic package, expand the Person Detail view.

4. Click Gender, Hold down the CTRL key and click Current Age.

5. Drag the selected items to the right window pane.

6. On the toolbar, click the Chart icon to create a chart showing the Students Age by Gender. You will see a box like the one below:

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7. Click the OK button. You will see a chart like below:

8. On the File menu, click Save As.

9. Type your initials followed by Chart Example in the Save As Name field.

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