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Query Studio Training IBM Cognos 10.2.2 June 2017
Transcript

Query Studio Training

IBM Cognos 10.2.2

June 2017

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This training documentation is the sole property of EKS&H. All rights are reserved. No part of this document may be reproduced.

Exception: The Health Care and Economic Security Staff Development Center has the right to reuse these materials internally, including the right to further modify these materials and to train additional users. Any other use of these materials is not authorized.

These materials were customized for The Health Care and Economic Security Staff Development Center on IBM Cognos 10.2.2.

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Table of Contents

Chapter 1 - Getting Started in IBM Cognos .......................................................... 1 Introductions ...................................................................................................... 1 General Housekeeping ...................................................................................... 1 Introduction to IBM Cognos 10 .......................................................................... 1 Overview of IBM Cognos 10.2 ........................................................................... 2

What is Framework Manager? ....................................................................... 3 What is IBM Cognos Connection? .................................................................. 3

Getting Started & Logging In ............................................................................. 5 Understanding IBM Cognos Connection ........................................................... 8

Folder Tools ................................................................................................... 9 Running a Query Studio Report from Public Folders ....................................... 11 Understanding IBM Cognos Viewer ................................................................. 15 Getting Help – Query Studio Help Desk Tickets .............................................. 17

Chapter 2 – Examining a Query Studio Report ................................................... 19 How Query Studio differs from Report Studio .................................................. 19 Accessing Query Studio .................................................................................. 21 Review the Query Studio Interface .................................................................. 23 Tips for Using IBM Cognos and Query Studio ................................................. 29

Chapter 3 – Creating a Simple List Report ......................................................... 31 Report Styles Available in Query Studio .......................................................... 31 Understanding Packages................................................................................. 31 Saving a Report ............................................................................................... 41 Understanding Filters in Query Studio ............................................................. 42 Using Filters ..................................................................................................... 43

Chapter 4 – Filtering Relational Data .................................................................. 53 Deleting a Filtered Column without Deleting the Filter ..................................... 53 Alternate Filtering Methods .............................................................................. 56 Using Date Filters ............................................................................................ 60

Chapter 5 – Sorting and Grouping Data .............................................................. 67 Sorting Data ..................................................................................................... 67 Creating a Grouped List Report ....................................................................... 71 Sections ........................................................................................................... 78

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Summarize ...................................................................................................... 82 Chapter 6 – Calculations and Report Design ...................................................... 87

Counting .......................................................................................................... 87 Calculated Fields ............................................................................................. 96 Report Design ................................................................................................ 104

Data Formatting .......................................................................................... 104 Column Headings and Titles ...................................................................... 108 Modifying Font Styles ................................................................................. 109 Modifying Border Styles ............................................................................. 110

Chapter 7 – Crosstabs and Charts.................................................................... 113 Crosstab Report ............................................................................................ 113 Conditional Formatting................................................................................... 116 Charts ............................................................................................................ 121

*** There are Notes pages in the back of this document for your use.

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Chapter 1 - Getting Started in IBM Cognos

Introductions

Please share the following information with your classmates so that we can get to know each other better:

• Name • Title and Time in Your Current Position • Any prior experience with Cognos or other reporting tools

General Housekeeping

• Please put your cell phones on vibrate to minimize classroom distractions.

• You are encouraged to write down and submit questions that the instructor is not able to answer in class. Your instructor will research your questions and address them at a later time during training.

• Your instructor will set break times throughout this course, and the class will begin promptly at the agreed upon start time.

Introduction to IBM Cognos 10

IBM Cognos 10 Business Intelligence is a web-based, integrated business intelligence suite. It provides a toolset for reporting, analysis, scorecarding, monitoring of events and metrics, and business analytics.

WHY USE IBM COGNOS? In many organizations, finding answers to business questions is a manual process that uses a mix of different tools and interfaces. Before using Cognos, frequently, business users across the organization assemble reports on the same subjects, but have different numbers. Each of the people writing the reports will likely make slightly different assumptions, use different calculations, and use different definitions for terms to describe the data. They might use different interfaces, different time periods, or even different data sources. The result of these differences is sometimes disappointing for the business users, who spend precious meeting time discussing where the numbers came from as opposed to what to do with the numbers. This process slows down decision making..

IBM Cognos simplifies the reporting process by focusing on organizing the users into user groups and leveraging best practices when using multiple data sources.

Chapter 1 - Getting Started in IBM Cognos

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Overview of IBM Cognos 10.2

Components and license roles in IBM Cognos 10 Business Intelligence (BI) tool suite:

IBM Cognos Component Use

Metric Studio Monitor performance against benchmarks and priorities Event Studio Invoke tasks, and track events and processes

Report Studio Create managed reports – most advanced studio Query Studio Create ad hoc reports

Analysis Studio Explore and analyze data IBM Cognos Viewer View results of all reports, queries, and analyses. Cognos

Viewer shows report output after a user has interacted with any prompts.

IBM Cognos Connection Access all data available through IBM Cognos Framework Manager Create and publish metadata models on which reports are

based. Query Studio and Report Studio can report from all models. Query Studio, Analysis Studio, and Report Studio can report from dimensionally modeled relational data (which can be created in Framework Manager)

Chapter 1 - Getting Started in IBM Cognos

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Let’s take a closer look at the key components used to model, access, and view your data.

What is Framework Manager?

Framework Manager is the metadata modeling tool that allows your Cognos Administration team at OIT to model relational data.

In Framework Manager the Cognos Administrator uses key fields to create logical connections between database tables to ensure you get accurate data in your Cognos reports.

The result of a Framework Manager model is a package(s). When packages are published, report developers can use Cognos to create reports against the data.

Some examples of the packages that your Cognos reports are built off include APPLICATIONS, Adhoc, and Benefits Issuance.

What is IBM Cognos Connection?

Cognos Connection is the portal interface to all of the functionality available in IBM Cognos 10. It is a web application for viewing, creating, and managing queries and reports. In the portal, you can:

• View public reports. • Create and run reports. • Perform administrative tasks, such as scheduling and distributing reports. • Organize data by creating entries and storing the entries in folders. • Personalize the portal to meet your needs.

We recommend Internet Explorer as the default browser for accessing IBM Cognos.

To access IBM Cognos instances – including UAT for training and testing, Production for reports managed and provided by the State, or Ad-hoc for reports developed and managed by the counties – you must first access and login to the My CDHS portal. Once on the portal, click the CBMS tab to find the icons and links to the IBM Cognos environments assigned to you. Access is permissions based.

In the following steps we walk through this process to access Cognos UAT for training.

Chapter 1 - Getting Started in IBM Cognos

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HCPF vs CDHS – More Notes on Logging in to Cognos

HCPF employees access the HCPF Portal:

1. Go to: www.chcpf.state.co.us 2. Click the Secured Sites link to access the Login window. 3. Type in User Name and Password. 4. Click Login.

CDHS employees access the CDHS Portal:

1. Go to: http://my-cdhs.state.co.us Or, click the CDHS icon on your computer’s desktop

2. Type in User Name and Password. 3. Click Login.

Note: The CDHS Portal User Name and Password should be the same as the user’s Novell Login User ID and Password.

All HCPF and CDHS employees follow these steps after logging into the Portal:

1. Click the Applications tab. 2. Click the Cognos icon from the CDHS Portal Applications menu. 3. Type in User ID and Password. 4. Click OK.

The Cognos User ID and Password should be the same as the user’s Novell Login User ID and Password.

For this class, we access Cognos via the CDHS Portal.

Chapter 1 - Getting Started in IBM Cognos

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Getting Started & Logging In

1. In Internet Explorer type the following URL into the address bar to access the My CDHS portal:

https://my-cdhs.state.co.us/

2. In the fields provided type the Username and Password provided by your instructor.

3. Click Login.

4. Click the CBMS tab.

Chapter 1 - Getting Started in IBM Cognos

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5. Under Applications click CMBS Cognos UAT.

We only use the “CBMS Cognos UAT Adhoc” link while in Training. You may not see it when you login to the portal with your assigned login credentials.

When you are back at your office, use the “CBMS Cognos Adhoc” link to access Cognos Query Studio.

This action launches IBM Cognos in a new browser window. It may take a few seconds or minutes for the page to appear, depending on your connection speed.

6. Type the User ID and Password provided by your instructor (may be the same as the portal login provided). Click OK.

Chapter 1 - Getting Started in IBM Cognos

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The Welcome Page may appear, with links to IBM Cognos Connection (IBM Cognos content) and the IBM Cognos studios available to you.

Note the option to uncheck the box to “Show this page in the future” if you’d prefer to bypass this page when you login.

You may not see all of the icons that appear in this image on your home screen as they are based on permissions.

7. Under My Content click IBM Cognos content.

Chapter 1 - Getting Started in IBM Cognos

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Understanding IBM Cognos Connection

Once you have successfully logged into IBM Cognos, or selected IBM Cognos content from the Welcome Page, the portal appears. This is the primary way to access Query Studio and associated reports and reporting tools. The web interface means that nothing needs to be maintained on the user’s desktop.

NOTE

IBM Cognos Connection is the web portal and primary way to access Report Studio. This allows developers to create hyperlinks to reports directly from another application or web page and link them to Cognos. This bypasses IBM Cognos Connection after the user has been authenticated.

Public Folders -- All reports available to

more than one person exist here

Page Up and Page Down -- If there are more than 15 entries

on a page, you’ll need to page down to see

everything

My Folders Your personal

workspace

Your user name (If you’ve

authenticated)

Chapter 1 - Getting Started in IBM Cognos

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The IBM Cognos Connection Toolbar

Folder Tools

As you navigate through the Public Folders and My Folders tabs, a Toolbar of available options displays. The Toolbar shows the actions that can be performed in the portal. They are described below.

Refresh the portal New page

Show entries in a List View Cut selected entries

Show entries in Detail View Copy selected entries

Create a New Folder Paste selected entries to the current location

New Package Delete selected entries

New Workspace Set properties for the current folder or package

New Job - run multiple reports Set the order for folders or entries

New URL - to an external file or web site

My Area Options Personalize and manage

your portal view here

Refresh Click this button to

refresh the portal

Search Field Use this tool to search for

folders or reports in Public Folders.

Home Click Home from anywhere in Cognos to

return Home. By default Home is

Public Folders.

Launch Use this menu to access Cognos report

writing tools Permissions based

Help Access IBM Cognos Help Menus and

documentation

Chapter 1 - Getting Started in IBM Cognos

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Create a Personal Folder

1. In Public Folders click the My Folders tab.

In the next steps you create a Personal Folder in the My Folders tab. Use this folder to save all of the reports you build in class today.

2. In My Folders in the Folder tools click New Folder.

3. In the Name field type “Query Studio Training”.

4. Click Finish.

Chapter 1 - Getting Started in IBM Cognos

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Running a Query Studio Report from Public Folders

Running a Report

1. In IBM Cognos Connection click the Public Folders tab. 2. Click to open the Cognos Query Studio Training 2017 folder.

3. Open the Chapter 1 folder.

Chapter 1 - Getting Started in IBM Cognos

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4. Find the Run a Query Studio report report specification and notice the Actions Menu and the options available:

Set/modify properties Create a report view (shortcut)

View the output versions Schedule recurring jobs

Run with options All available report options

Open with Query Studio

5. In the Actions Menu click Run with options . 6. In the Run with options window, from the Format drop-down select HTML.

7. Click Run.

Format Options -- HTML PDF EXCEL 2007 EXCEL 2002 Delimited text (CSV) XML

Advanced Options -- One time scheduling, and distribution options

Chapter 1 - Getting Started in IBM Cognos

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A Prompt page opens. The writer of this report has provided us the option to select which County Name(s) we want to view in the report.

8. Ctrl-click to select the following counties: • Baca • Bent • Boulder • Broomfield

9. Click OK.

Chapter 1 - Getting Started in IBM Cognos

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The report executes and displays the results in IBM Cognos Viewer. This is the interface used to display reports regardless of the interface used to develop the report (Query Studio or Report Studio).

Notice that Query Studio puts the Filter detail directly on the report automatically – including the selections we made in the County Name prompt.

Chapter 1 - Getting Started in IBM Cognos

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Understanding IBM Cognos Viewer When you view a report in IBM Cognos Viewer, there are many actions available in the Run with options and the Run with advanced options pages in IBM Cognos Connection.

The Keep this version drop-down box provides options to email or save the report. When you save the report as a Report View it is like creating a “shortcut”.

Click the blue arrow to run the report again.

The Drill Down, Drill Up, and Go To buttons allow users to navigate through dimensionally modeled data (Note: This report does not contain dimensionally modeled data- thus the buttons are inactive).

Click the View options drop-down to change the View output of the report. Options include: HTML, PDF, XML, Excel.

Chapter 1 - Getting Started in IBM Cognos

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The Add this report drop-down box allows users to quickly add the report to My Folders or My Bookmarks.

Click the triangle to open the report in Report Studio.

Click the arrow to return to the previous folder.

Click Home to return to IBM Cognos Connection home.

Click the Browser’s X button to close IBM Cognos Viewer and IBM Cognos Connection.

When you use IBM Cognos Viewer in HTML output, always check to see if there is a Page Down option in the bottom left of the report. There may be more data that isn’t displayed on the initial page.

When you click the report name link in IBM Cognos Connection, the report displays as it was last run; the data displayed may not be the most current. We recommend that you always select Run with options in the Actions Menu to execute a report in Cognos Connection.

Chapter 1 - Getting Started in IBM Cognos

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Getting Help – Query Studio Help Desk Tickets

The State needs to know who is affected and what is happening. If a Cognos function does not seem to be working correctly, the problem could be technical or a lack of training. Regardless, the State needs to be made aware of the problem ASAP. If end users do not report the problem to the CDHS Help Desk, the State may not know the problem exists.

End users can submit a Help Desk ticket electronically or over the phone. End users must be prepared to submit a screenshot via email even if they submit tickets over the phone. Screenshots are critical to the troubleshooting process.

Hours of operation for the CDHS Help Desk are 7:00 a.m. to 5:00 p.m. Monday through Friday (excluding state holidays).

End users may contact the Help Desk by phone at 303-866-5204 or by calling their toll free number 877-487-4871. The CDHS Help Desk can also be contacted via e-mail anytime at [email protected].

End users submitting Help Desk tickets specific to a report that they are trying to build must include the following information:

• Screenshot of report data • Screenshot of the query objects used to build the report • Screenshot of any applied filters • List of objects used • Descriptions of expected results • Documentation of actual results • Documentation of which studio is being used

End users requesting additional objects should contact the CTC with the following information:

• Name • County • Functional Area of CBMS (where field is located) • Name of Field • Window Number • How would data be used on this report? • Who would pull this report? • Who would the audience be for this report? • Would other Counties find this report useful?

The CTC will review the request and forward to CBMS County Users Group (CCUG) as appropriate.

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Chapter 2 – Examining a Query Studio Report

In the previous chapter we looked at the three main components of IBM Cognos for modeling, accessing, and analyzing data, and became familiar with IBM Cognos Viewer to view a report. We start our examination of Query Studio with a more detailed summary of how it differs from Report Studio in particular.

How Query Studio differs from Report Studio

Our list is not all-inclusive, but should give you a general feel for which module is more appropriate given a user’s requirements and/or skills.

• Unlike Report Studio, a Query Studio developer cannot control the type of prompt that is available to consumers – the default assigned by Framework Manager is the only option.

• While only one query can exist in a Query Studio report, Report Studio allows many queries and many report objects in the same report specification.

• A Query Studio developer cannot modify join relationships created in Framework Manager; Report Studio allows this flexibility.

• Query Studio reports can be opened and modified in Report Studio, but Report Studio reports cannot be opened in Query Studio.

• Many options that exist in Query Studio may not be as obvious, offering checkbox type interfaces so that basic users don’t get overwhelmed with choices. Some examples include:

o The “Advanced Options” link determines whether to Auto Group & Summarize and automatically creates subtotals.

o The type of aggregation (total, count, average) displayed in cells and footers is controlled in the “Summarize” link.

o Limited conditional formatting is allowed in Query Studio.

Chapter 2 – Examining a Query Studio Report

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Query Studio

An easy-to-use authoring tool with which you can quickly create queries using data stored in your database without needing the skills of a professional report writer.

• Many Query Studio licenses per County • Access to Adhoc Package • Ability to share completed reports • Modify reports built or modified using Query Studio • Intermediate Technical skills required • Knowledge of SQL not required • Report development experience not required • Easier to use • Simple queries • Single query reports • Allows end users to share modifiable reports with Business

and Professional Authors • Knowledge of the data is required • Business Author License = Query Studio + Cognos Viewer

Report Studio

Create advanced reports with more flexibility than any other studio available in Cognos. Report Studio reports can contain charts, maps, lists, repeaters, or any other available report types using static data from your relational data sources. Use for a more official, published report versus a query or analysis for internal use.

• Just one or two Report Studio licenses per County • Access to Adhoc Package • Ability to share completed reports • Modify reports built or modified using Query Studio or Report

Studio • Advanced technical skills required • Knowledge of SQL fundamentals required • Report development experience required • More complicated to use • Complex Queries • Multiple query reports possible • Allows end users to share modifiable reports with

Professional Authors only • Knowledge of the data is required • Professional Author License = Report Studio + Query Studio

+ Cognos Viewer

Chapter 2 – Examining a Query Studio Report

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NOTE

A report can be created in Query Studio and easily opened in Report Studio for further editing and enhancements, but not the other way around. Best practice is to develop in Query Studio unless Report Studio is required. Once a report is pulled into Report Studio, the report can no longer be modified in Query Studio. If the end user is a Business Author and they send a report to a Professional Author, the Business Author must be clear about asking the Professional Author to open the report in Query Studio. Otherwise, if the Professional Author pulls the report into Report Studio, makes modifications, and sends it back, the Business Author no longer has access to modify data in the report.

Accessing Query Studio

From the Welcome Page:

From IBM Cognos Connection and the Launch drop-down Menu:

Chapter 2 – Examining a Query Studio Report

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If prompted by Internet Explorer, click Allow Access, to provide Cognos with access to your Clipboard. This permission allows you to employ copy and paste functions within Query Studio.

NOTE When you first open a report, you may see a warning message that says “The package has been updated. The report will be updated based on the updated package.”

This means the developers have made a change to the package and the report needs to be validated. Click OK to proceed.

The report validates, and a message appears confirming “The report specification is valid.” Click OK.

Chapter 2 – Examining a Query Studio Report

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Review the Query Studio Interface

You might open a Query Studio report to: view the most current data in the query; make changes to the report; or use it as the base for a new report.

In the following lesson we open an existing report in Query Studio to explore the interface.

Opening an Existing Report in Query

Studio

1. In IBM Cognos Connection click the Public Folders tab, open the Cognos Query Studio Training 2017 folder, and the Chapter 2 folder.

2. Find the Introduction to Query Studio UI report, and in the Actions Menu

click Open with Query Studio .

Chapter 2 – Examining a Query Studio Report

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The Query Studio interface is displayed.

The Query Studio Menu options are available in the upper-left corner of the screen.

Work Area Toolbars Menus

Chapter 2 – Examining a Query Studio Report

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Options available within each menu item are displayed in the panel below the main menu, and change depending on the selection.

Chapter 2 – Examining a Query Studio Report

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3. Select the Run Report menu to view all of the output formats available in Query Studio.

4. From the Run Report menu select Preview with No Data and review the report structure.

The Preview with No Data option allows you to focus on the report layout. It is best to use this option as you are developing queries and until you determine:

• The specific fields you want to include in the query • The format you prefer for the report • How you want to limit the data returned by applying filters

Select Preview with Limited Data to get a better feel for the content of the items you have selected, without returning all of the data in the query.

Once you are ready to test a report, or to view an existing report, run the report with all data by:

• From the Run Report menu click Run with All Data

• In the Toolbar click Run • At the bottom of the screen click the Run once with all data link.

Note the torn border at the top and bottom of the report. It is a visual reminder that you’re not using the full data set.

Chapter 2 – Examining a Query Studio Report

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Before you toggle to Run with All Data – be certain that you have selected the correct data items and have applied the appropriate filters. Without these checks, a query could run for a long time before displaying results, or the results may not be accurate or what you expected to see.

Examining Query Filters

5. Continue in the Introduction to Query Studio UI report from the previous exercise.

Notice in the Report Header that there are links under the title of the report that indicate the Filters on the report:

6. Click the yellow Filter icon.

A dialog box displays the filters applied to the report. This report has three conditions, all of which must be true.

From the Combine filters window you can edit, delete, group, or add filters. We discuss filters in more detail in later chapters.

Chapter 2 – Examining a Query Studio Report

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7. Click Cancel to return to the report.

8. In the Toolbar click Save As .

9. In the Save As window click Select My Folders

The Location updates to My Folders:

10. Click OK. 11. In the Toolbar at the very top of the screen – in the black bar – click Home.

This action takes us back to Cognos Connection.

Chapter 2 – Examining a Query Studio Report

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Tips for Using IBM Cognos and Query Studio

As you work with IBM Cognos keep these tips in mind for easier use and better performance.

• It doesn’t work like a browser. IBM Cognos does not fully support the functionality of the Internet Explorer browser (or other browsers). For example, you may notice that sometimes the Back button works and sometimes you get errors or no response at all. For greater Cognos happiness, only use options visible within the IBM Cognos interface and not in your browser.

• Cancel doesn’t really mean Cancel. When you run a report, you might notice that Cancel is an option while the report runs. Unfortunately, if you click the Cancel button it does not cancel the query and can contribute to a backlog of data requests if used repeatedly for the same report. Unless you plan to change the report in some way and resubmit the query, it is better to wait out the report rather than try to interrupt it. As an alternative, you can choose Select a delivery method.

• Navigate to the Bottom for faster performance. If you run a long report in HTML there are navigation options at the bottom of the screen. If you pick Page down, the report needs to re-run. Choose Bottom instead, which places the entire report into memory (cache) and allows you to more quickly move between pages.

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Chapter 3 – Creating a Simple List Report

Report Styles Available in Query Studio

With Query Studio, you create, view, and run different report types to look at data in different ways or to answer different business questions.

List

• Shows data row by row • Can show each line of detail in a data set, or

group similar items together, eliminating duplicate rows (Grouped List Report)

Crosstab • Shows a value at the intersection of each row

and column

Chart • Shows data in various graphical formats

Understanding Packages

New reports are created by inserting items from a “package” into an empty report. Packages are created in and “published” from the IBM Cognos Framework Manager application.

A Cognos package normally groups data from the organization’s underlying data sources into smaller, closely related, and logical subsets. All of the required relational links are created in the package. The Framework Manager administrator has the flexibility to create packages that are much more user-friendly than the underlying data for report and query authors.

ADHOC PACKAGE In this training, we use the Adhoc Package. It is similar to the Adhoc reporting Universe in Business Objects. It includes state-defined CBMS objects for end user utilization in report building.

Chapter 3 – Creating a Simple List Report

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Create a Simple Query Studio List Report

1. From IBM Cognos Connection click Launch and select Query Studio.

2. In the List of all packages click to select the Adhoc package.

NOTE

Until you have accessed packages and created queries of your own, you will not see options in the Recently used packages list.

Chapter 3 – Creating a Simple List Report

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Cognos launches the Adhoc package in Query Studio.

3. If prompted, click Allow access.

4. From the Menu select Run Report.

5. Select Preview with No Data.

Chapter 3 – Creating a Simple List Report

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6. From the Menu select Insert Data.

Notice the Adhoc package.

7. Expand the Logical Model namespace and the CBMS User query

subject .

The query subject expands to reveal a long list of query items.

Chapter 3 – Creating a Simple List Report

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To select query items for the report you have the following options:

• Click to select the query subject to select all of the query items it contains. • Click once to select a single item. • Ctrl-click to select multiple items. • Shift-click to select a contiguous group of items.

There are three ways you can add the item(s) to the report:

• Drag - When you drag into a List make sure that you see a triple vertical bar at your insertion point. Ctrl-click to select and insert multiple items at a time. When you drag near another object, a dark single bar on the left indicates that the object is placed above/before the existing object. A bar on the right indicates placement below/after the existing object.

• Double-click – To insert the object at the end of the List, or at the current cursor placement.

• Right-click – Select the item, right-click and select Insert. Items are inserted at the end of the List, or at the current cursor placement.

8. From the CBMS User query subject drag User Id into the work area.

9. From the CBMS User query subject double-click User Full Name and County Name to add them to the List to the right of User Id.

Chapter 3 – Creating a Simple List Report

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Notice that because we are in Preview with No Data mode, we do not see data but instead see a preview of the report structure. The “abcd” entries in the column indicate that we’ve added three text fields to the report.

10. Expand the Program query subject. 11. Ctrl-click Program Group Desc and Program Group Code in that order.

Note that Program Group Description spells out the name of the Program Group (e.g., Food Stamps) while Program Group Code displays an abbreviation (e.g., FS).

When selecting objects for your report, keep in mind the purpose and the audience of the report to maximize comprehension.

12. Right-click one of the selected items and click Insert.

This action inserts the selected items, in the same order we clicked them, onto the end of the List.

Chapter 3 – Creating a Simple List Report

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Change Column Order

You can use the Cut and Paste functionality that you know from other programs reorder columns in a Query Studio report.

In the next steps we move the County Name column to the front of the List.

13. Right-click inside the County Name column and select Cut.

Chapter 3 – Creating a Simple List Report

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14. Right-click inside the User Id column and select Paste.

The County Name column is now the 1st column in the report:

Chapter 3 – Creating a Simple List Report

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Delete a Column

Assume we no longer want to see the User Full Name column in the report. In the next steps we delete the column.

15. Click inside the User Full Name column and choose to:

• In the Toolbar click Delete • Right-click inside the column and select Delete • From the Edit Data Menu select Delete .

The column no longer appears in the report.

16. Click inside the Program Group Code column and in the Toolbar click Delete .

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Oops! We decide that we really did not want to delete that column from the report. We use one of the most helpful tools in Query Studio – the Undo button!

17. In the Toolbar click Undo .

If you make any mistakes, either before or after saving (as long as you haven’t already closed the query), the Undo feature works very well and saves the last 10 actions.

NOTE Click the Hide the menu pane arrow button to temporarily hide the Query Studio menu to create more room in the Work Area.

Toggle the arrow a second time to show the menu again.

The appropriate objects are listed on the report, but the report should not be run at this time.

If the report were to be run now, data would be pulled for all Counties, making the report cumbersome.

In a later lesson, filters are added to limit the data that appears on the report.

Chapter 3 – Creating a Simple List Report

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Saving a Report Before we go any further, now is a good time to Save the report. There is no auto save in Cognos. Best recommendation is to save early and often!

18. In the Toolbar click Save or Save As .

The Save As pane opens at the bottom of the report page.

19. In the Name filed type “List”. 20. Under Location click Select another location…

21. Click the radio button to select the Query Studio Training folder (in My Folders).

22. Click OK. 23. Confirm the Location:

24. Click OK.

Chapter 3 – Creating a Simple List Report

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NOTE When you save a report in Query Studio, you are actually saving the report specification: a set of instructions for extracting and formatting a particular set of data. You are not saving a “snapshot” of the data. You can, however, generate the report in another output option, i.e., PDF or Excel, and save it to another Location in order to reflect the state of the data at a particular point in time.

Understanding Filters in Query Studio A simple list report typically displays rows and rows of detailed data that may or may not be terribly meaningful to the user. Most of the time, users want to narrow the data set by some sort of criteria, and remove redundant data by grouping and summarizing on similar data items.

Filters allow the end user to restrict the number of rows displayed on a report. Filters do not affect the query results; they affect only the data displayed on a report. Calculations change based on filter criteria.

Using a filter allows the report developer to create a report that is specific to an end user’s needs. Only data meeting the criteria set by the end user displays on the report. Filters can be applied to any object that has been defined in the report query. A report writer may want to apply a filter to restrict data to a specific:

• work unit • period of time • program group • claim types • claim amounts (greater / less than $XXX.XX) • RRR status • County / MA Site

Predefined filters have been created for end users and automatically bring the object with a state-defined filter into the query.

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The data available to you in the Adhoc package goes back many years and contains both recent and historical data. For this reason, it is very important that you understand how to use filters in Query Studio reports.

Using Filters

In the following lesson we add a filter to the report on County Name to limit the report to only display data for Broomfield County.

Filtering Data in Query Studio

1. Continue in the List report from the previous lesson.

2. In the Toolbar click Save as . 3. Save the report as Filter. Click OK. 4. Click inside the County Name column.

5. In the Toolbar click Filter .

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The Filter dialog box opens.

The display varies depending on the type of data you are filtering.

• When you filter on a Numeric report item, you specify a range of acceptable values (for example, 1 to 5).

• When you filter on a Date column, you are prompted to select a “From” and “To” date range.

• When you filter on a Non-numeric or Non-date column, you specify particular values that are returned when the report is run (ex: County Name). You can further decide to:

o Pick values from a list o Search for values o Type in the values you want to use o Query items that appear to be numeric may often be defined as

character values

The default filter type is determined by the Data Type as defined in the underlying database or the Framework Manager model.

In this example, IBM Cognos defaults to a Value filter.

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6. From the values provided place a check in the box to select Broomfield.

7. Click OK.

Notice Cognos provides an indicator in the report that a filter has been applied to this report:

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Filtering on Code fields vs. Description fields

Notice in the Program query subject, there are a few fields that have both a code and desc – for example Program Group Desc and Program Group Code.

When we filter on Program Group or, as in the steps below, on Program Status, it is much more efficient to place the filter on the code field rather than the Description field. This practice is one way of ensuring that your reports have the most valid information and remain durable to changes – and to data entry errors on description fields!

In the next steps we add a 2nd filter to the report to limit the data returned to Program Status Codes of AP, for Approved, and PE, for Pending.

Notice the Program Status Code column is not in the report. We can apply filters directly from the package and the Insert Data Menu.

8. From the Program query subject, right-click Program Status Code and select Filter for report.

The Filter dialog box opens.

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9. Place checks in the boxes to select AP (for Approved) and PE (for Pending). Click OK.

When multiple conditions are added to a report, Cognos prompts the user to determine if both conditions should apply (AND); or, if either condition should apply (OR).

10. Click the AND drop-down to see the available options.

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For this report, all conditions must be true.

11. Select AND. 12. Click OK.

The Filter indicators on the report update to reflect the 2nd filter:

13. In the Toolbar click Save (Filter).

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Running a Report

We have two filters applied to the report. It is now “safe” to Run the report.

14. In the Menu click Run Report and select Run with All Data.

Your report only displays data for the filters applied – Broomfield county and with Program Status of Approved or Pending:

Notice the default limit of 20 rows per report page, and the option to Page down to see more rows.

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15. From the Run Report Menu click Preview with No Data.

Notice in the Toolbar we have another way to Run the report with All Data.

16. In the Toolbar click Run with All Data .

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Printing a Report

We do not want to print training reports – this exercise is demo only.

DO NOT PRINT in training.

To quickly print the current screen without selecting an output option:

1) Right-click on the screen 2) Click Print from the context menu.

It is recommended best practice to send the report to another output format such as PDF or Excel and print from that application, as you cannot always predict the behavior of the browser.

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17. In the Run Report Menu select View in PDF Format.

The report opens in a new window, in PDF format, in Cognos Viewer.

Use the PDF Viewer Toolbar that appears on the page to Save the file to your computer or network, or click the Print icon to print to a local printer.

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Chapter 4 – Filtering Relational Data

A simple list report typically displays rows and rows of detailed data that may or may not be meaningful to the user. Most of the time, users want to narrow the data set by some sort of criteria, and remove redundant data by grouping and summarizing on similar data items.

“Filtering” limits the report to include only the data that matches your criteria.

In this chapter, we continue in the report from the previous lesson

Deleting a Filtered Column without Deleting the Filter In the following lesson we demonstrate how to delete a column – in this case County Name – but leave the County Name filter in place.

Delete a Filtered Column without Deleting the Filter

1. Continue in the Filter report from the previous lesson.

2. In the Toolbar click Save as . 3. Save the report as Delete a Filtered Column. Click OK. 4. Click inside the County Name column. 5. In the Toolbar click Delete .

The Delete pane opens at the bottom of the report window.

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6. Uncheck the box for County Name: Broomfield.

7. Click OK.

As we are in Run with All Data Run Report mode, the report refreshes automatically after we make changes.

Notice the County Name column is no longer in the report, but the County Name filter remains:

8. In the Toolbar click Save (Delete a Filtered Column).

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Deleting a Filter

It is important to know how to edit or delete a filter you no longer want to apply to your report.

9. Next to the Filter links click the Filter icon.

This action opens the Combine filters window.

10. Click Select line to select the County Name filter.

The line is highlighted.

11. Click Delete.

12. Click OK.

We decide that we didn’t really want to delete the County Name filter.

13. In the Toolbar click Undo .

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Alternate Filtering Methods In the following lesson we demonstrate several alternative filtering methods you can use in Query Studio.

In the first steps, we add a filter to the report to narrow the data to Program Group Codes MA (for Medical Assistance) and AF (Adult Financial). We use the Search for values feature to create the filter.

Using Alternate Filtering Methods

1. Continue in the Delete a Filtered Column report from the previous lesson.

2. From the Run Report Menu click Preview with No Data.

3. In the Toolbar click Save as . 4. Save the report as More Filtering. Click OK. 5. Click inside the Program Group Code column and in the Toolbar click

Filter .

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The Filters pane opens. Notice it is a Value filter and we are provided a list of values from the data source to choose from. Instead, we would prefer to Search for values.

6. In the upper right corner of the Filter pane click the Search for Values link:

Keywords, Results and Condition boxes appear:

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7. In the keywords box type “AF”. 8. Click Search.

All matching results appear in the Results box:

9. In the Results box click AF and click Insert.

10. In the keywords box type “MA”. 11. Click Search. 12. In the Results box click MA and click Insert.

13. Click OK. 14. Review and confirm the information in the Combined filters window. Click OK.

15. In the Toolbar click Save (More Filtering).

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16. In the Toolbar click Run with All Data .

The report runs and only returns data that meets all three filter criteria. Notice the report only returns 18 rows and all rows fit on one page.

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Using Date Filters In the following lesson we demonstrate how to filter on date values in Query Studio. Date filters are a commonly used way to narrow data in Cognos reports.

We continue in the More Filtering report from the previous lesson and modify it to display records for a range of Program Status Dates.

Using Date Filters

1. Continue in the More Filtering report from the previous lesson. 2. From the Run Report Menu click Preview with No Data.

3. In the Toolbar click Save as . 4. Save the report as Date Filters. Click OK.

Editing Filters

5. Click the link for the Program Group Code filter to edit it.

The Filter pane expands.

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6. In the Condition box select MA and click Remove.

7. Click OK. 8. From the Insert Data Menu and the Program query subject drag Program

Status Date into the List and drop it on the end – look for the black bar to appear at the end of the list before you drop the column

In the next steps we add a filter on Program Status Date to find records with status dates in 2016.

9. Click inside the Program Status Date column and in the Toolbar click

Filter .

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The Filter window expands. Notice how the filter options differ from the previous filter windows we’ve seen:

10. For Operation, leave the setting on Range.

11. In the From field use the calendar to select January 1, 2016.

12. In the To: field use the calendar to select December 31, 2016. 13. Click OK. 14. Review and confirm the information in the Combined filters window. Click OK.

15. In the Toolbar click Save (Date Filters).

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16. In the Toolbar click Run with All Data .

Prompt for Values when report is run

In the next steps, we learn the simple trick to “Prompt for values when the report is run”:

17. From the Run Report Menu click Preview with No Data.

18. Click the County Name filter link.

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The Filter window opens

19. Place a check in the box to “Prompt every time the report runs”.

20. Click OK.

21. In the Toolbar click Save (Date Filter).

22. In the Toolbar click Run with All Data .

Notice that before the report can run, Cognos provides a Prompt on County Name.

23. In the Prompt click Clear Creek. 24. At the bottom of the window click Finish.

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The report runs. Notice the County Name filter link updates to reflect the selected county:

Prompting when the report runs allows one report to serve the needs of many. If we run this report from Cognos Connection, we are also prompted for County Name.

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Chapter 5 – Sorting and Grouping Data

Sorting Data In Query Studio you can sort data in ascending or descending, alphabetical, or numeric order. When sorting grouped data, you can sort the detail values or you can sort by the summary values in the footers.

The default sort order in Query Studio is ascending order. You can sort by selecting multiple fields; however, the sort priority is from left to right where the leftmost column is sorted first.

NOTE

The primary sort in Query Studio is the field furthest to the left of your list report.

For this lesson we return to the Filter report from a previous lesson, and we Sort the report by User ID.

Sorting

1. Continue in the Date Filters report from the previous lesson. 2. From the Run Report Menu click Preview with No Data.

3. In the Toolbar click Save as . 4. Save the report as Sorting. Click OK.

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5. Click inside the Program Status Date column and in the Toolbar click Sort .

Cognos sorts the report by User ID, adds an icon to the sorted column header, and displays the sort option on the report.

6. In the Toolbar click Save (Sorting).

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7. In the Toolbar click Run with All Data . 8. In the Prompt select Broomfield. 9. Click Finish.

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10. Click inside the User Id column and in the Toolbar click Sort .

Notice the report refreshes to reflect a sort on both columns:

11. In the Toolbar click Save (Sorting).

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Creating a Grouped List Report

Grouping a report in Query Studio eliminates duplicate values and displays subtotals for each grouped item which makes for a much more user-friendly report. You can use row headings or create section headings to organize the grouped data.

Grouping

1. Continue in the Sorting report from the previous lesson.

2. In the Toolbar click Save as . 3. Save the report as Grouping. Click OK.

Notice all of the duplicate values in the User Id field. In the next steps we Group the column to make the report easier to read.

4. From the Run Report Menu click Preview with No Data.

5. Click inside the User Id column.

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6. In the Toolbar click Group .

Notice the subtle change in the User Id column:

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7. In the Toolbar click Run with All Data . 8. In the Prompt select Broomfield. 9. Click Finish.

Notice the change in the report:

In the next steps we edit the report and further experiment with Grouping.

10. From the Run Report Menu click Preview with No Data.

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11. Click the County Name filter link. 12. In the Filter window uncheck the box to “Prompt every time the report

runs.” Click OK. 13. Click the Program Group Code filter link. 14. In the Filter window:

a) In the Keywords box type “MA” b) Click Search. c) In the Results box click MA and click Insert. d) Click OK.

15. Click inside the Program Status Date column and in the Toolbar click Delete .

16. In the Delete window, uncheck the box next to the Filter line only. Click OK.

17. Click inside the Program Group Desc column and in the Toolbar click Delete .

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18. From the Insert Data Menu and the Program query subject drag the Program/Client Count measure into the List and drop it on the end.

Notice the gray summary footers that Cognos applies when we add a Measure (Program/Client Count) to a List with a Grouped column (User Id).

19. In the Toolbar click Save (Grouping).

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20. In the Toolbar click Run with All Data .

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Collapse/Expand Groups

The benefit of applying groups to a report is that the end user can collapse data to show a summarized view of the data on a report.

21. Click inside the User Id column.

22. In the Toolbar click Collapse Group .

Notice the change in the List and the focus on User Id:

23. In the Toolbar click Expand Group.

24. In the Toolbar click Save (Grouping).

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Sections

Every report generated in Cognos has Sections. Sections make it easy to organize data in the report. The query definition defines Sections on Adhoc reports. Sections can be added as needed.

In the following lesson we return to the Filter report to demonstrate how to create sections.

Creating Sections

1. In the Toolbar click Open .

2. From My Folders and the Query Studio Training folder select the Filter report.

3. In the Toolbar click Save as . 4. Save the report as Sections. 5. From the Run Report Menu click Preview with No Data.

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6. Click inside the Program Group Code column and in the Toolbar

click Cut. 7. Click inside the Program Group Desc column and in the Toolbar

click Paste .

This action moves the Code column in front of the Desc column.

8. From the Insert Data Menu and the Program query subject drag the Program\Client Count measure into the List and drop it to the right of Program Group Desc.

9. Click inside the Program Group Code column and in the Toolbar click

Filter .

The Filter window opens.

10. Click the box to select AF; scroll down and select MA. 11. Click OK. 12. In the Combine filters window click the County Name filter.

13. In the Filter window, in addition to Broomfield select: • Baca • Bent • Boulder

14. Click OK twice.

15. In the Toolbar click Save (Sections).

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16. In the Toolbar click Run with All Data .

17. Click inside the County Name column and in the Toolbar click Create Sections .

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The report updates to display the data in sections that include subtotals, and an overall report total.

18. In the Toolbar click Save (Sections).

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Summarize

In Query Studio you can control the type of Summary, or aggregation applied, in the Summary footers for measures.

In the following lesson we continue in the Sections report and learn how to control the Summary for footers.

Summarizing Data

1. Continue using the Sections report from the previous lesson. 2. From the Run Report Menu click Preview with No Data.

3. In the Toolbar click Save as . 4. Save the report as Summarizing Data. Click OK

In this example, the Summary footers have been added for us by default when we created Sections in the report – Grouping has the same functionality.

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In the next steps we learn how to control the summary being applied.

5. Right-click inside the Program\Client Count column and click Summarize.

The Summarize window opens.

6. View the default summary properties and other options available for this data type.

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7. Click the Advanced link.

8. Set the Advanced options for the column as follows. Click OK:

9. In the Toolbar click Save (Summarizing Data).

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10. In the Toolbar click Run with All Data .

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Automatic Summary rules and behavior are explained/controlled via Advanced Options in the Run Report menu.

11. From the Run Report Menu click Advanced Options.

By default, all detail rows are summarized and any duplicate rows are suppressed. If the data is grouped, a summary footer row is added to the bottom of each group.

12. Do not make any changes and click Cancel.

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Chapter 6 – Calculations and Report Design

Counting

Grouping a report allows you summarize the data in a variety of ways. One useful summarization type is COUNT.

To learn the concepts taught in this chapter, we use the Claim Information query subject to create a new report in Query Studio.

Counting in Query Studio

1. In the Toolbar click New .

2. In the Toolbar click Save as . 3. Save the report as Count. Click OK. 4. From the Run Report Menu select Preview with No Data. 5. From the Insert Data Menu expand the Logical Model namespace and the Claim

Information query subject. 6. Ctrl-click to select:

• Claim County Name • Program Group Desc • Claim Case # • Original Claim Amount • Current Outstanding Balance Amount

7. Right-click one of the selections and click Insert.

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This action inserts all of the columns into the report in the order we clicked them.

In the next steps we add filters to the report to limit the data returned to Active, Adult Financial Program Group claims, with original claim amounts greater than $15,000, in the county of Denver.

8. From the Insert Data Menu right-click Claim County Code and click Filter for report .

The Filter (Type in values) window opens.

9. Click the Search for values link.

10. In the Keywords box type “16” and click Search.

11. In the Results box click Insert to add the value to the Condition box. 12. Click OK.

The filter is added to the report.

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13. From the Insert Data Menu right-click Claim Status Code and click Filter for report .

The Filter (Type in values) window opens.

14. Click the Pick values from a list link.

15. In the Condition box select AC. Click OK.

The filter is added to the report.

16. Review and confirm the information on the Combined filters window. Click OK. 17. From the Insert Data Menu right-click Program Group Code and click Filter for

report .

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The Filter (Type in values) window opens.

18. Click the Pick values from a list link. 19. In the Condition box select AF. Click OK.

The filter is added to the report.

20. Review and confirm the information on the Combined filters window. Click OK.

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21. Click inside the Original Claim Amount column and in the Toolbar click Filter .

The Filter window opens. This is an example of a numeric type filter.

22. In the From box type “15,000”. Click OK.

This action applies a Summary filter to find claims with an original claim amount greater than or equal to 15,000.

All previous filters we applied were Detail filters. Detail filters are applied to individual values in the data source (database level filter), while Summary filters are applied to values returned by the report (report level filter).

Most filters on Measures, or amounts (such as Claim Amount) are applied to aggregated – or summarized – values. While filters on text (such as Claim County Code) or dates are applied at the detail level, at the data source.

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23. Click OK. 24. Ctrl-click to select the Claim County Name and Program Group Desc columns. 25. In the Toolbar click Group.

26. In the Toolbar click Save (Count).

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27. In the Toolbar click Run with all data .

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In the next steps we count how many Claim Cases are returned in the report.

28. Right-click inside the Claim Case # column and select Summarize.

29. In the Summary for footers drop-down select Count. Click OK.

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Notice, the different behavior we see when we run the report from the Toolbar vs. the Run Report Menu. The report reverted back to Preview with No Data mode automatically when we made a change to the report.

30. In the Toolbar click Save (Count).

31. In the Toolbar click Run with all data .

Query Studio counts the Claim Case #s in the report and provides the total in the Summary footer. Notice the report returned 20 rows that matched all of our filter criteria.

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Calculated Fields

Some of the more advanced functionality in Query Studio includes the ability to add a calculated field.

In the following lesson we create a calculation to find the change, or delta, between the current outstanding balance and original claim.

We also learn how to calculate percent of total.

Creating a Calculation

1. Continue in the Count report from the previous lesson.

2. In the Toolbar click Save as . 3. Save the report as Calculation. Click OK. 4. Ctrl-click to select the Original Claim Amount and the Current Outstanding

Balance Amount columns. 5. Right-click one of the selected columns and click Calculate.

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The Calculate window opens.

6. For Operation type select Arithmetic.

7. For Operation select – (subtraction).

8. For Order ensure Original Claim Amount – Current Outstanding Balance Amount is selected.

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9. For New item name, click inside the empty field and type “Delta”.

The Calculate window looks like this:

10. Click Insert.

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The Delta calculated column appears in the report.

11. In the Toolbar click Save (Calculation).

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12. In the Toolbar click Run with all data .

In the next steps we explore another type of calculation to find the current outstanding balance as a percentage of the original claim amount.

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Percent of Total

13. From the Run Report Menu click Preview with No Data. 14. Ctrl-click the Original Claim Amount and Current Outstanding Balance

Amount columns.

15. In the Toolbar click Calculate .

The Calculate window opens.

16. For Operation type select Percentage. 17. For Operation select %. 18. For Order select Current Outstanding Balance Amount as a percentage of

Original Claim Amount. 19. For New item name, click inside the blank field and type: “% of Orig Claim Amt”.

20. Click Insert.

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The % of Orig Claim Amt calculated column appears in the report.

21. In the Toolbar click Save (Calculation).

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22. In the Toolbar click Run with all data .

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Report Design

As you create and edit reports, Query Studio provides ways for you to enhance the appearance of your report, such as:

• Format text and data • Edit titles • Format borders

Report Formatting Techniques

Data Formatting

1. Continue in the Calculation report from the previous lesson.

2. In the Toolbar click Save as . 3. Save the report as Report Formatting. Click OK. 4. From the Run Report Menu select Preview with No Data. 5. Ctrl-click the Original Claim Amount, Current Outstanding Balance Amount,

and Delta columns. 6. Right-click one of the selected columns and click Format Data.

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The Format Data window opens.

7. Select Currency.

The Format data window expands to display currency options.

8. For Thousands separator select Yes. 9. Leave all other selections as they are. Click OK.

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The Preview updates to display currency formatting. Notice the summary footers inherit the formatting of the column.

10. In the Toolbar click Save (Report Formatting).

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11. In the Toolbar click Run with all data .

NOTE

Data Format options include Text, Number, Percent, and Date. These formats allow you to select how many decimal places to include, whether to “scale” the numbers, how to reflect negative numbers, and whether you want a comma to seperate the thousands.

Please note that summary footers inherit the Formatting applied to the associated column.

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Column Headings and Titles

In the next steps we learn how to modify column headers.

12. From the Run Report Menu select Preview with No Data. 13. Double-click inside the Claim County Name column header. 14. In the Rename window, edit the name as follows. Click OK.

15. Double-click inside the Original Claim Amount column header. 16. In the Rename window, edit the name as follows. Click OK.

17. Double-click inside the Current Outstanding Balance Amount column header. 18. In the Rename window, edit the name as follows. Click OK.

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Modifying Font Styles 19. Click the Claim County column header, hold the Shift key, and click the Delta

column header to select all column headers:

20. In the Toolbar for Size select 10pt.

21. In the Toolbar click Bold . 22. In the Summary footer in the bottom row of the report, click the 1st cell that says

Summary, hold the Shift key, click the last cell in the row:

23. In the Toolbar for Size select 10pt.

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24. In the Toolbar click Background Color and select Yellow:

Modifying Border Styles 25. In the Toolbar click Change Border Styles.

The Change border styles window opens.

26. Click the radio button to select Headings. 27. For Color select Navy, and for Width select 3pt.

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28. Click OK.

We decide we don’t really like the border we applied.

29. In the Toolbar click Undo .

In the next steps we give the report a meaningful title.

30. Double-click the “Title”.

The Edit title area window opens.

31. In the Title field type: “Claim Balance Analyzation Report”. 32. In the Subtitle field type: “Denver County Adult Financial Group Cases with Claim

Amts > $15k”.

33. Click OK.

34. In the Toolbar click Save (Report Formatting).

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35. In the Toolbar click Run with all data .

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Chapter 7 – Crosstabs and Charts

Crosstabs are a very effective way to view typically aggregated (summarized) data in rows and columns. Generally you analyze one or more measures across two or more metadata classes (this terms apply to OLAP or relational data structures).

Crosstab

In this lesson we demonstrate the creation of a crosstab in Query Studio. In Query Studio we begin with a simple list report and pivot it into a crosstab report.

Crosstab Report

1. In the Toolbar click Open . 2. Open the Sections report.

3. In the Toolbar click Save as . 4. Save the report as Crosstab. Click OK. 5. From the Run Report Menu click Preview with No Data. 6. Click the Program Group Code column and in the Toolbar click Delete .

The Delete window opens.

7. Uncheck the box for the Program Group Code filter. Click OK.

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8. Click to select the County Name header.

9. In the Toolbar click Pivot (creates a crosstab) .

The List “pivots” to a Crosstab report.

10. In the Toolbar click Save (Crosstab).

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11. In the Toolbar click Run report with all data .

Another way to modify the report is Swap rows and columns.

12. In the Toolbar click Swap rows and columns .

13. In the Toolbar click Run report with all data .

14. In the Toolbar click Save (Crosstab).

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Conditional Formatting

In this example, we want Report Studio to highlight crosstab cells when the values returned rises above or drops below a certain threshold.

Conditional Formatting

1. Continue in the Crosstab report from the previous lesson,

2. In the Toolbar click Save as . 3. Save the report as Conditional Formatting. Click OK. 4. From the Run Report Menu click Preview with No Data. 5. In the report click the Filter icon:

The Combine Filters window opens.

6. Click the County Name filter link:

The Filter window opens.

7. Keep all current selected counties, and also select: • Adams • Alamosa • Arapahoe • Archuleta

8. Click OK twice.

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9. In the Toolbar click Run report with all data .

Using this small dataset, in the next steps we add conditional formatting to the report to highlight outliers in the data – we highlight counts <100 in green and counts >2,500 in red.

10. From the Run Report Menu click Preview with No Data. 11. Click a 1,234 measure cell inside the Crosstab to select the Crosstab Intersection:

12. From the Change Layout Menu click Define Conditional Styles:

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The Define conditional styles window opens.

13. In the New value field type “100” and click Insert.

14. In the New value field type “2500” and click Insert.

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15. Click the arrow for 2,500 to move it above the threshold line:

This action allows us to highlight all values equal to and greater than 2,500

16. Under Style, click the Default style dropdown for the highest range (2,500) and select Poor:

This action allows us to select from a short list of default styles. Notice the option to click the Edit pencil to select specific colors and styles.

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17. Under Style, click the dropdown for the lowest range and select Excellent:

18. Click OK.

19. In the Toolbar click Save (Conditional Formatting).

20. In the Toolbar click Run report with all data .

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Charts and Graphs

It is often useful, and more illustrative, to view a graphic representation of your report data. Users may find it easier to spot trends or relationships when they review a chart instead of a series of numbers.

Query Studio provides a variety of chart types from which to choose when they display data graphically.

Charts

1. Continue with the Conditional Formatting report from the previous lesson.

2. In the Toolbar click Save as . 3. Save the report as Charts. Click OK. 4. From the Run Report Menu click Preview with No Data.

5. In the Toolbar click Chart. .

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The Chart window opens.

6. For Chart type select Column, Standard.

7. Click OK.

The chart is added to the report.

8. In the Toolbar click Save (Chart).

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9. In the Toolbar click Run report with all data .

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