Created by Mara Domingues on October 2011

If you have any questions regarding Student Data Requests/Reports, please contact Mara Domingues,

Student Request Author/Technical Support Coordinator with the Office of the Registrar at (239) 590-

7995 or jdomingues@fgcu.edu.

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Table of Contents

1. Introduction ……………………………………………………………………………………… Page 4

2. COGNOS Overview ……………………………………………………………………………. Page 4

3. COGNOS Connection …………………………………………………………………………. Page 4

a. How to Log in to COGNOS? ……………………………………………………. Page 4

4. Navigating in COGNOS ……………………………………………………………………… Page 6

5. Accessing Reports in COGNOS ………………………………………………………….. Page 7

6. Running a Report in COGNOS …………………………………………………………… Page 10

a. Running the Report via the Report Link ………………………………… Page 10

b. Actions Icons Description …………………………………………………….. Page 12

7. COGNOS Frequently Asked Questions ……………………………………………… Page 13

a. How to copy a report to ‘My Folder’? ………………………………… Page 13

b. How to run a report in a different format? …………………………. Page 14

c. How to schedule a report to run sometime other than now? Page 16

d. How to E-mail a report to myself and/or someone else? ……. Page 16

e. Do I need to sync my Login password within COGNOS? ……….. Page 18

f. How can I get alternating line colors on the list of reports screen? Page 18

g. Where do I go for a COGNOS Consumer Manual? …………………… Page 19

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h. I need a student data report. Where can I find the ‘Student Data

Report Request’ FORM? …………………………………………………………… Page 19

i. What information do I need to provide to the report author when

requesting a student data report? …………………………………………….. Page 19

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1 – Introduction

The purpose of this user guide is to familiarize faculty/staff with the basic features of COGNOS 8

Reporting Application.

2 – COGNOS Overview

COGNOS is a reporting application that is integrated with Banner, such as Student, Finance,

Financial Aid, CAPP, and Human Resources modules. It allows report authors and report

consumers to create and run reports through two Studios. COGNOS is accessed through a web

browser and based on licensing; it provides users with access to Query Studio and Report

Studio, each providing different reporting capabilities.

Query Studio enables an author to create simple queries and take advantage of some of the

basic features for formatting reports.

Report Studio empowers report authors to create more complex report in a variety of formats

such as list, crosstabs, charts, etc…. reports.

Most users at FGCU are consumers. Consumer is a user who is able to enter COGNOS and run

reports that have been prepared the report author(s).

3 - COGNOS Connection

COGNOS Connection is your home page in COGNOS. Depending on your role in COGNOS, you

can access public folders, personal folders, Query Studio, and Report Studio from COGNOS

Connection.

How to Log in to COGNOS?

Click on the link below and use your FGCU username and password to login.

Go to the Office of the Registrar – Resources for Faculty/Staff webpage at:

http://www.fgcu.edu/Registrar/faculty-staff-resources.html

Note: If you attempt to enter your username and password up to three times incorrectly, your

FGCU network account will get locked. Contact the Helpdesk for assistance by calling 590-1188.

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- Click on the “IBM Cognos content” link

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4 – Navigating in COGNOS

Once you have accessed COGNOS and logged on, you will be able to select some of the links

and folders; depending on your role/access. For example, you may be able to access the “Public

Folders”, “Report Studio” (from the Launch menu), and/or the “Registration Authors” folder.

1 – Public Folders – The Public Folders link contains folders that are accessible to all COGNOS

users.

2 – My Folders – This is your private area in COGNOS. No one else can access your “My

Folders” tab.

3 – Saved Content Folders – Reports are kept in folders and can be executed from this area.

4 – Log Off link – Used this link to log off COGNOS.

5 – Refresh Button – Click on this button to refresh the contents of the page.

6 – Toolbar – A set of icons that allows users to perform functions in COGNOS. Place your

cursor over the icon and a description of the icon will display.

1

2

3

4

5 6

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5 – Accessing Reports in COGNOS

You will access reports in COGNOS by clicking on the folder containing your report. This is done

in COGNOS Connection and will either be housed in a “Public Folder” or a folder in “My Folder”.

Often times there will be several folders in a folder; you will need to click through until you see

the folder that contains your report.

1 – Breadcrumb Path – Displays the folders you have opened. Instead of using the back button

in your browser, click on the folder that you wish to view.

2 – List of Reports – To run a report, click on the report link.

3 – Actions Icons - Gives you various options on how to run your report, such as the type of

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output, scheduling when you want the report to run and other features. Place your cursor over

the icon and a description of the icon will display.

Click on the folder named “Registration Authors” to open this folder.

Click on the folder named ‘ORR Internal’ to open this folder.

You can access reports several ways. The default in COGNOS is to display 15 folders at one

time. You can change how many reports display on your page by changing the ‘Entries’ fields

3

1

2

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(1) and clicking the ‘Refresh’ button Scroll down until you see the folder you want to

open.

Another way to access a folder is to scroll up, scroll down or go to the end of the list by clicking

on the ‘Next’, ‘Previous’, ‘First’ or ’Last” page (2) buttons.

An additional feature is to type all or part of the folder name in the ‘Search’ field (3) and the

single click on the ‘Search’ button to the right of the Search field.

- Click on the folder named ‘COGNOS_CONSUMER_TRAINING’, to open this folder.

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6 – Running Reports in COGNOS

Running the Report via the Report Link

Follow these steps to run a report via the Report Link:

1. Open the folder containing your report

2. Click on the report you wish to run

3. Wait for the report to finish running

4. If your report contains parameters/prompts, make your selection

5. Click on ‘Finish’ button

6. View or save your report to desired location

1 2

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Note: Depending on the report, it can take up to five minutes to run the report. Wait patiently.

Parameter -

Specify the Term

Make your

choices when

you are prompt

to do so. In this

case, it is

optional

Click ‘Finish’ after

making your

selections

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Actions Icons Description:

Set Property

Create a report view of this report

Schedule

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More available actions

7 - COGNOS Report FAQs

1. How do I copy a report to ‘My Folder’?

a. Locate the report you would like to copy (e.g. on the ‘Public Folder’ tab)

b. Select the report you want to copy by checking the report checkbox

c. Click on the ‘Copy’ icon on the toolbar

d. Select the ‘My Folders’ tab

e. Click on the ‘Paste’ icon on the toolbar

f. The report will be copied to your ‘My Folders’ area

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2. How do I run my report in a different format?

a. Locate the report you would like to run (e.g. on the ‘Public Folder’ or ‘My

Folders’ tab)

b. Click on the ‘More…’ icon to view more available actions

c. Click on the ‘Set properties’ link

d. Click on the ‘Report’ tab

e. Ensure to select ’Run the report’ for ‘Default action’

f. Select report Format from the drop down list

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g. For more options, click on ‘Advanced options’

h. Select ‘Enable enhanced user features in saved output versions and click ‘OK’

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3. How to schedule my report to run sometime other than now?

a. Locate the report you would like to run (e.g. on the ‘Public Folder’ or ‘My

Folders’ tab)

b. Click on the ‘More…’ icon to view more available actions

c. Click on the ‘New schedule…’ link

d. Select ‘Frequency’, ‘Start and End Date and Time’

e. Click ‘OK’

4. How to E-mail a report to myself and/or someone else?

a. Locate the report you would like to run (e.g. on the ‘Public Folder’ or ‘My

Folders’ tab)

b. Click on the ‘Schedule’ icon to open this option

c. Under ‘Options’, select the checkbox for ‘Override the default values’

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d. Under ‘Delivery’, select the checkbox for ‘Send a link to the report by email’,

and click on the ‘Edit the options…’ link

e. In the ‘To:’ textbox, enter the email addresses of the users you would like to

have a copy of the report. You can also CC others by entering their email

addresses in the ‘CC’ textbox.

f. Ensure to use semicolon (;) to separate email addresses, if the report is been

emailed to two or more users.

g. Select the ‘Attach the report’ checkbox and click ‘OK’

NOTE: Do not respond to the Email; it is not coming from the sender, it is coming from

COGNOS. The sender will not receive your response.

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5. Do I need to sync my Login password within COGNOS?

a. Yes, ONLY if you have reports scheduled to run automatic

b. Click on the drop down list next to the ‘little blue man’ at the top of the page,

next to ‘Launch’

c. Click on ‘My Preferences’

d. Click on the ‘Personal’ tab

e. Scroll down to the middle of the page under ‘Credentials’

f. Click on the ‘Renew the credentials’ link

g. Click ‘OK’

6. How can I get alternating line colors on the list of reports screen?

Often time it is hard to move the cursor all the way to the right in order to choose the

action icons such as ‘Schedule’. To help differentiate lines do the following:

a. Click on the drop down list next to the ‘little blue man’ at the top of the page,

next to ‘Launch’

b. Click on ‘My Preferences’

c. Click on the ‘My Preferences’ link

d. Click on the ‘General’ tab

e. Under ‘Separators in list view’ drop down menu, select ‘Alternating

backgrounds’

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f. Click ‘OK’

7. Where do I go for a COGNOS Consumer Manual?

a. Go to: http://www.fgcu.edu/Registrar/faculty-staff-resources.html

8. I need a student data report. Where can I find a ‘Student Data

Report Request’ FORM?

a. Go to: http://www.fgcu.edu/Registrar/faculty-staff-resources.html

9. What information do I need to provide when requesting a

student data report?

a. Office of the Registrar Student Data Report Request submission standard format please

refer to the last topic of this documentation

b. Or, you can go to: http://www.fgcu.edu/Registrar/faculty-staff-resources.html