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Running Cognos BI Reports

Cognos Business Intelligence Reporting is Northwestern University's solution for financial report distribution.

Contents

Step 1: Access Cognos

Navigation: NUPortal > Financial > Financial, Accounting, or Budgeting tabs > System Login > Cognos

or use the Financial Management Systems Gateway

Step 2: Navigate to the report

Graphic of Cognos home page

1. Click My home

2. Click the Finance Facilities and Research Administration folder

Graphic of FFRA folder contents

3. Click the folder your report is located in: InfoEd Reports, Central, School, or NUFin Ad Hoc Reports

4. Click the subfolder your report is located in

5. Select the report you want to run by clicking on the report name.

Step 3: Enter Report Prompts

Date Options

Date Options is the first prompt in most reports and is required.

Select a Date Option:

*Note: When there are multiple accounting periods open at the same time, pay close attention to the calendar to know which accounting period data will be retrieved.

When in doubt, click the date option hyperlink for specific date definitions:

Graphic of date options example.

Department Prompt

You can filter report data by selecting one or more Departments using a Tree or Search box.

Department Tree Node

Graphic of Dept Tree prompt

  1. Select a Department Tree Node from the dropdown menu:
    • Tree (As of Today) shows you the tree for the current fiscal year.
    • Tree FY# shows you the tree for a prior fiscal year.
  2. Click the + plus to expand tree branches.
  3. Click the checkbox to select a node; at a higher level to select everything below it or at the lowest level; Department ID.

Department

Graphic of Dept search prompt.

  1. Select a search from the dropdown menu:
    • Department Search & Select for the current fiscal year
    • Department Search & Select FY# for previous fiscal years
  2. Type the Dept ID or keyword(s) in the Keywords field.
    • Click Options if searching by description.
    • Select Contains any of these keywords.
  3. Click Search.
  4. From the Results, select the departments you wish to include in the report.
  5. Click Insert.

Project Status

1.  Select a status:

Graphic of Project prompts

Project

Project may be used instead of or in addition to the Department prompt.

2.  Type the Project ID or keyword(s) in the Keywords field.

3.  Click Search.

4.  From the Results, select the projects you wish to include in the report.

5.  Click Insert.

Manager/Reviewer and PI prompts

The Manager/Reviewer and PI prompts allow you to run a report based on Chart strings belonging to a Business Manager or Principal Investigator (PI).

Graphic of Manager/Reviewer prompt[image013

  1. Type the Manager/Reviewer or PI s NetID or name in the Keywords field.
    • Click Options if searching by name.
    • Select Contains any of these keywords.
  2. Click Search.
  3. From the Results, select the names you wish to include in the report.
  4. Click Insert.

Fund

The Fund prompt should be used when the Department prompt is used.

Graphic of Fund prompt

Select one or more Funds by clicking into the list:

Account

You can significantly narrow down the amount data in your report by specifying one or more Accounts.

Graphic of Account prompt

  1. Type the Account number or description in the Keywords field.
    • Click Options if searching by description.
    • Select Contains any of these keywords.
  2. Click Search.
  3. From the Results, select the accounts you wish to include in the report.
  4. Click Insert.

Chartfield 1

ChartField1 is a 4-digit code used optionally to categorize and track transactions.

Graphic of Chartfiled 1 prompt

  1. Type the Chartfiled number or description in the Keywords field.
    • Click Options if searching by description.
    • Select Contains any of these keywords.
  2. Click Search.
  3. From the Results, select the Chartfield 1 values you wish to include in the report.
  4. Click Insert.

Step 4: Run the Report

Graphic of Finish button

When you are done selecting prompts, click Finish (at the bottom of the page) to run the report.

Step 5: Change the Report Format (optional)

The report will run in a default format. For most reports HTML is the default.

Graphic of report format meny

Cognos Report Formats

Note: Before running a report in Excel, read Configuring Browsers to Allow Downloads from NU Enterprise Applications for important pop-up blocker information.

Step 6: Email the Report (optional)

You can email a copy of the report directly from Cognos to yourself and others.

Grpahic of email report button

1.  Click the Keep this version dropdown menu and select Email Report.

Graphic of email report window.

2. Click OK to send the email.

Step 7: Navigate out of the Report

Graphic of Cognos naviagation buttons