IBM Cognos Analytics - Illinois State University
IBM Cognos AnalyticsStudent Records – Participants GuideWelcome to Cognos Student Records Training!Today’s objectives include: Gain a Basic Understanding of CognosUnderstand University policies on data security including FERPAUnderstand the information in the Student Records packageView reports using the Student Records packageUnderstand which package/report to use for your reporting needsRequest access and additional assistanceSupported Web BrowsersThe EDA team recommends using Google Chrome when accessing Cognos.Check the home page of our website TechSolutions.IllinoisState.edu/EDA for up-to-datebrowser information.Table of Contents:Guided InstructionCognos Overview . . . .2Navigate to Cognos . . . .2Welcome Page Overview . . . . .3View a Report . . . .4Navigate to a Report . . .4Overview a Report Viewer .5Run as/Export Options 6Export to Excel 6Change Selected Prompts 6Subscribe to a Report . .7Manage a Subscription 7Using the Interactive Tool Bar 9Navigate to a Standard Report . 11Independent Practice . 12Guided InstructionStudent Registration Package – Department Registration Dashboard .17Request Access . 18Help . . .19AT.IllinoisState.edu/EDA
Student Records – Participants GuideGuided InstructionThe following instructions cover the basic layout of Cognos and how to view reports whilemaximizing functionality.A. Overview of the Welcome PageNavigate to CognosFor this training session, we will be viewing reports in the Test environment of Cognos.Steps:1.2.3.4.5.6.Open Google Chrome.Go to insight-test.ilstu.edu.Click the sign in using CentralLogin button.Enter your ULID and central login password, and click Sign In.Use the Select Namespace dropdown to select ADILSTU.Enter the Username and password given to you by the trainer. Do NOT enter your ownULID and password.Updated 3-20-21TechSolutions.IllinoisState.edu/EDA2 Page
Student Records – Participants GuideThe Welcome PageAfter logging in, users land on the Welcome/Home Page.Welcome Page Toolbar– Toggle between the Welcome screen (Home icon) and reports/pages that youhave accessed since logging in. Pages will not be retained after clicking therefresh button on your browser or logging out.More – More dotsicon will containdifferent options foreach page.Notifications – Savesthe last 20 deliveredreport subscriptions.Personal Menu –Individual userpreferences such asediting subscriptions,editing home page,and signing out.Navigation PaneHome – Returns users to the Home/Welcome Screen.Search – Search through reports to which you have access. Either search for the title of areport or search for a data item that appears in the reports.My Content – Reports that users edited and/or created are saved here. When saving, besure to select My Content.Team Content – All managed Reports and Packages are housed in this folder. Userscannot save to this folder.Admissions folder – Access managed reports and dashboards in the Admissionspackage as well as create new reports with Admissions data.Student Records folder – Access managed reports and dashboards in the Records& Enrollment package.Recent – Houses the user’s twenty most recently viewed reports.News and Alerts – Enterprise Data and Analytics’ (EDA’s) website home page. Checkhere for known issues that arise, new reports, and training resources.New – Ad hoc users create new reports, dashboards, or data modules.Updated 3-20-21TechSolutions.IllinoisState.edu/EDA3 Page
Student Records – Participants GuideB. View a ReportThe following instructions cover how to view a managed report (report that was created andsaved by the EDA team) in Cognos. The information covered can be applied to any interactivereport in Cognos. Feel free to select a different set of prompts than the ones demonstrated.Navigate to a ReportIn Cognos Analytics, all managed reports are housed in the Team Content folder on the leftnavigation pane.In this example, we will be viewing the Plan Roster -Activereport.Steps:1. Report Navigation: Team ContentRecordsFor a list of all the reports and adescription, visit Tech eports/. StudentWithin the Student Records folder, there are three folders:Dashboards – Houses the dashboards specific to the package information. The StudentRecords package has three dashboards: Advisor Dashboard - Contains pertinent student details for advisors such as astudent's current program, plan and subplan, hours towards degree, cumulativeGPA, service indicators, risk factor, and student groups. Department Grade Distribution Dashboard – Displays University/College,Department, and Course grade averages, counts, and percents by term andgrade. Gen Ed Student Enrollment - Identifies the number of students enrolled ineach Gen Ed Course, by Academic Level.Packages – Houses all data items in the Student Records Package. This folder is ONLYused when creating reports with ad hoc access.Reports – Houses all managed reports. Most users spend most of their time in this folder.2. Click the Reports folder.3. Select the Plan Roster -Active.Prompt Screen When running a report, the prompt screen will first appear. The prompt selectionsact as filters. Every report’s prompt screen is different depending on the purpose of the report.4. Suggested Prompts:a) Step #1 Career - Undergraduateb) Step #2 Type Criteria – Plan & Subplan.c) Click the Next button.d) Step #3 Plans – Early Childhd Ed BS in Ed, Early Childhood Ed AddPl, andEarly Childhood Ed BS.e) Click the Reprompt button.f) Step #4 SubPlan – Select All link at the bottom of the box.1. Once you have selected your prompts, click the Finish button at the bottom of the screen.Updated 3-20-21TechSolutions.IllinoisState.edu/EDA4 Page
Student Records – Participants GuideOverview of Report Viewer1. Save – After editing using interactive features, use the Save dropdown arrow to save thereport in My Content.2. Edit in authoring –Report editor for ad hoc users. This can only be used by users withAd Hoc access to the given package.3. Undo and Redo – Use the undo and redo buttons as you edit the report using theinteractive features.4. Run as – Return to the prompt page to make edits to the selected prompts.5. Run as (dropdown arrow) – View all format options. Change the format of the report toPDF from HTML or export the report to Microsoft Excel.6. Page Title dropdown – The title of the page being viewed will display here. Use thedropdown to navigate through reports that have been viewed during a logged in session.7. More – Gives options to setting a report as the home page and subscribing to a report.8. Notifications – Twenty most recent saved subscriptions can be accessed here.9. Personal Menu – Gives options for customization such as editing subscriptions.10. Navigation Pane – Just as on the Home Screen, use the pane to navigate to other reports.11. Report Title – The title of the report will display at the top of the report.12. Reggie Icon (Data Cookbook) – Pop up box with a description of the report, list of alldata items in the report as well as a description of those data items. This feature will becoming soon, but currently is not available for this package.13. Interactive Report Toolbar – After clicking on a data item header, the toolbar willappear. Use it to preform simple edits such as filter, sort, summarize and group.14. Top/Page Up/Page Down/Bottom - These links appear when there are too many resultsto display on one page. Use these arrows to navigate through the additional pages.Updated 3-20-21TechSolutions.IllinoisState.edu/EDA5 Page
Student Records – Participants GuideRun/Format OptionsThe Run dropdown arrow gives a list of the formats the report userseveral options for exporting the report.Most information in Cognos is updated overnight. Every time a reportis run, the report displays the most recent information. If you wish toview the same information later, export and save the report to a localdrive.Run as Reset Prompts and Run –Return to the prompt page to makeedits to the selected prompts.Run HTML – Reports in Cognos run in HTML. (default view)Run PDF – A static printable view of the report. Reports with toomany data items across do not display well in PDF format.Run Excel – All of the report information is exported to an Excel spreadsheet, and mostformatting remains.Run Excel data – All of the report information is exported to an Excel spreadsheet, but allformatting is stripped.Example: Students’ addresses are displayed as one data item in some reports. User RunExcel data to display the students’ address in several columns so mail merges can beused.Run CSV –Some users may find it useful to run a report as a common separated value (CSV)file. This is most commonly selected when using a different program than Excel.Export an Interactive Report to ExcelSteps:1. Click the Rundropdown arrow in the upper left corner.2. Click Run Excel.A message will appear just below the tool bar stating Downloading as Excel.After a few moments, your report will display in the Report Viewer again. Thedownloaded document will appear in the bottom, left corner of the window.3. Double click on the report’s name.The report will open in Excel.4. After you are done viewing the Excel file, close Excel and return to Cognos in your webbrowser.Change Selected PromptsPrompt selections can be changed at any point while viewing a report.Steps:1. Click the Run icon in the upper left corner.2. Use the Prompt Screen to reset your choice of prompts.Updated 3-20-21TechSolutions.IllinoisState.edu/EDAWhen resetting your prompts,use thelink underthe prompt box, to unselect allof your previous promptselections. This may be easierthat finding all the items youselected.6 Page
Student Records – Participants GuideSubscribe to a ReportUsers subscribe to reports they frequently view. Updated reports are sent via email and saved inCognos based on the schedule the user sets up.Steps:1. From the report viewer screen, click the Moredots icon in the upper right corner.2. Click Subscribe.3. Use the On day(s) field to select the days of the week the report will be run and sent.Depending on the day(s) of the week you wish to receive the subscription, youmay need to unselect the current day of the week.4. Use the Time field to enter the time the report will be run and sent.Most information is updated overnight. For the most up-to-date report, enter atime after 4:00AM.5. Click the arrow at the end of the Format field.a. Unselect HTML.b. Select Excel, Excel Data, or both.c. Click the Done button.6. Click the arrow at the end of the Delivery field.a. Select Send report by email.b. When two options appear, select Attach the reportc. Unselect Include a link to the report.d. Confirm Save report is selected.e. Click the Done button.7. Click the Create button.Once a subscription has been sent it will also be saved under the Notifications icon on theright side of the tool bar.Manage SubscriptionsOnce a user has subscribed to a report, the subscriptions can be edited or deleted.Steps:1. Click the Personal Menu tab.2. Click My schedules and subscriptions.Subscriptions are displayed in the order they were last modified (created oredited.) The most recent subscription created will be at the bottom of the list.3. Hover over the subscription you wish to delete. Click the Moredots that will appearto the right of the subscription.4. Click Modify this subscription to edit.All selections can be edited the same way they were originally selected with theexception that Prompts can now be edited as well.Updated 3-20-21TechSolutions.IllinoisState.edu/EDA7 Page
Student Records – Participants Guide5. To edit the Prompts field:a. Click the arrow at the end of the Prompts field.b. Click Edit in the top right.After clicking the Edit link, a message saying, “Generating prompt inputs forreport,” will display under the toolbar. It may take several moments for theprompt screen pop up to appear. Be patient. Do not keep clicking the Edit link.c. Select the prompts of your choice.d. Click the Finish button.e. Click the Back arrow top left of the pane.f. Click the Update button.Once the Update button has been clicked, the subscriptions has been edited. The Modified dateand time will be updated as well.Return to the Plan Roster - Active ReportBy going to the My schedule and subscriptions page, we left the report viewer page. Use thedropdown in the top middle of the toolbar to return to reports you have viewed during that log insession.Steps:1. Click the dropdown arrow by the name of the page My schedules and subscriptions inthe middle of the top toolbar.2. After the dropdown list appears, click Plan Roster -Active.The report will load with the prompt selections you previously made.Updated 3-20-21TechSolutions.IllinoisState.edu/EDA8 Page
Student Records – Participants GuideUsing the Toolbar in Interactive ReportsInteractive reports allow users to create their own edits to managed reports.In this example we will filter out any students thataren’t at least sophomore level. We will also usefilters to view only one Primary Department in thereport. The report will be grouped based on students’academic level and then sorted within the group basedon completed ISU credit hours and then byalphabetical order. Finally, we will add a summary tosee the average cumulative GPA within each academiclevel and for the group as a whole.FilterInformation in the report will be narrowed down the same way every time the report is ran.Categorical Data Item1. Click the column header of the data item for which you wish to create a filter. (PrimaryDepartment)2. Click the Filter icon.3. Click Create Custom Filter.Depending on the type of value that is in the column you selected (numerical orcategorical) will determine what which tabs you see when the window opens.4. Under the Specific Values tab, locate and then hover over the value(s) you would like toinclude in the report. Then click thenext to the value. It will then appear in the boxto the right.5. Click the OK button.Numerical Data Item1. Click the column header of the data item for which you wish to create a filter. (TotalHours)2. Click the Filter icon.3. Click Create Custom Filter.Depending on the type of value that is in the column you selected (numerical orcategorical) will determine what which tabs you see when the window opens.4. Under the Comparison tab, use the Operator dropdown menu to select .5. Type in the Value field “30.”6. Click the OK button.View the current Sorting and Grouping on the Report1. Click any column header.2. Click the Sort icon.3. Click the Edit Layout Sorting option.The left box will display all data items that appear in the report. They are displayed in the orderthey were added to the report, not the order they appear. The right box will show any groupingand sorting that has already been applied to the report and the level of hierarchy.Updated 3-20-21TechSolutions.IllinoisState.edu/EDA9 Page
Student Records – Participants GuideSortSorting organizes information in ascending or descending order.Sort using the Interactive Toolbar1. Click the column header of the data item you wish to sort by. (ISU Earned Hours)2. Click the Sort icon.3. Click the Ascending option.Sort using the Layout Sorting Menu1. Click any column header.2. Click the Sort icon.3. Click the Edit Layout Sorting option.Notice the updated grouping and sorting appear in the right box.4. Locate in the left Data Items box, the data item Last Name. Drag and drop it in the rightGroups box under the Cumulative Combined Total Earned Units data item.5. Repeat step 4 for the data item First Name and then Middle Name.6. Click the OK button.SummarizeSummarizing adds totals, averages, counts and other helpful information as it applies to groupeddata items and the report as a whole.1. Click the column header of the data item you wish to summarize. (Cum GPA)2. Click the Summarizeicon.Depending on if the data item is a categorical or numerical value will affect whichoptions are active in the menu.3. Click the Average option.4. Follow steps 1-2 again.5. Click the Count option.Helpful tips with Interactive Reports:-Use the Undo and Redo buttons in the top left corner of the top toolbar to modify your edits.-Use the Edit Layout Sorting menu under the Sort icon to view and change the way thereport is being grouped and sorted.Use the Filter icon in the top right corner of the upper top toolbar to see the filters youhave added to the report.Save your report to the My Content folder in order to view the same edits at a later time.-Updated 3-20-21TechSolutions.IllinoisState.edu/EDA10 P a g e
Student Records – Participants GuideNavigate to Another ReportNavigate to the Instructor Schedule report in the Student Records package. The report displayscourse information of a class by individual instructor or by all instructors within a Subject,College or Department.1. Click the Team Contenticon.Cognos will remember the folder path previously followed. The following folderselection should be represented in the breadcrumbs at the top of the navigation pane.Student Records Reports2. Click the Class Roster – Campus Solutions Format3. Suggested prompts for the Prompt Screen:a. Step #1 Term: Spring Semester 2021b. Step #2 Classes: ”SED”This is a free form search box. Under all free form search boxes in Cognos, you canselect from options. The default is Starts with any of these keywords. If you wish tosearch for a specific class number, click the radio button next to, contains all of thesekeywords.c. Select the classes you wish to see a roster for from the Results box.d. Click the Insert button.4. Once the desired classes appear in the Choice box, click the Finish button.Report Viewer Difference (Standard Report)1. Run as – All export options as well as the Reset prompts and run options are available.2. The icons undo, redo, run dropdown arrow, and refresh are absent.Export a Standard Report to ExcelThese are the steps for exporting a fixed report. If you are unsure which report type you areviewing check the icons in the top left. When the undo, redo, run dropdown arrow, and refreshicons are present you are viewing an interactive report. When those icons do not display, you areviewing a fixed report.Steps:1. Click the Runicon button in the upper left corner.2. Click Run Excel.It may take Cognos a minute to process your request.Updated 3-20-21TechSolutions.IllinoisState.edu/EDA11 P a g e
Student Records – Participants GuideAfter the request has been processed, the options will vary depending on your browser.*If in Google Chrome: A pop window will appear with a text box saying, “Your report isrunning.” When the text box disappears and the text appears at the top of the window saying,“Your report is ready and will download to your Web browser in a few minutes,” the Excel fileis in the bottom left corner.3. After you are done viewing the Excel file, close Excel and return to Cognos in your webbrowser.Updated 3-20-21TechSolutions.IllinoisState.edu/EDA12 P a g e
Student Records – Participants GuideC. View a Report – Independent PracticeThe following instructions will walk you through the View a Report independent activity.Follow the detailed steps or if you would like to test yourself, try to complete the task inthe first line before reading the step by stepinstructions.1a. Navigate to a ReportOpen the Grade Distribution Report –Catalog ID report in the Student Recordspackage.Steps:1. Report Navigation: Team Content Student Records Reports Grade Distribution – Course Totals2. Suggested prompts:a. Step #1: Sprin
saved by the EDA team) in Cognos. The information covered can be applied to any interactive report in Cognos. Feel free to select a different set of prompts than the ones demonstrated. Navigate to a Report In Cognos Analytics, all managed reports are housed in the Team Content folder on the left navigation pane.
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