Organization Structures & Planning Profile Reports

1. Organization Structures &Planning Profile Summary Report Options Michigan State University Office of Planning and Budgets

2. Overview • Organization Structures Defined • Current and Future Planning Profile Summary Reports • Cognos Description and Navigation

3. Glossary of Terms • CUC – Common Unit Code contains 2 digit MAU code plus 3 digit department code • MAU – Major Administrative Unit (i.e. College) • Dept/Unit – Department, Center or Office • Joint Unit – Unit shared by more than one MAU • Component/Unit Level/U1 – Portion or piece of Dept/Unit, currently lowest level of reporting

4. Organization Structures Budget – Current budget assignments Lead – “Home”/Lead of joint unit (every department or joint unit has only one lead college/MAU) Duplicate – “Total Resources” available view

5. The College of Natural Science is the lead college for the following Plant Biology Department organization structure example

9. Cognos Organization Structure Reference Reports: Lead College List by Department - Lists lead college by selecting name of department. Lead College List by MAU - Lists lead college by selecting name of MAU. Organization Structure Overview (Budget, Lead, Duplicate) by MAU - Lists units/departments and components/U1's of MAU by selecting on MAU code and MAU name. Budget, Lead, and Duplicate views are displayed. Link: Public Folders > OPB BI > Organization Structure > Reports

10. Business Intelligence (BI) Defined • Business Intelligence is a broad term for reporting tools that pull data from various sources to generate customizable reports.

11. Background Information • MSU moving to new HR (SAP) and Finance (KFS) Systems • MSU chose to move to a common Business Intelligence Reporting tool (Cognos) • OPB became an early adopter and created the current Planning Profile Summary (PPS) report with Cognos

12. PPS Report Options • Web-based Report • 2. Unit Data Report Templates & Graphs (Excel) • Cognos Reports

13. PPS Web-based Report • Current reporting tool initially developed in the 1990’s • Adding or editing old web format very difficult • All of the data based on budget view only • “Hybrid” display of data – Budget view plus Lead view for joint units option, No MAU Lead Total available • Website: Planning Profile Summary (PPS)

14. PPS Web-based Report

15. Unit Data Report Templates & Graphs (Excel) • Published on OPB website June 2009 • Offers a familiar Excel environment with user friendly graphs • Templates contain a “hybrid” display of data – Budget view plus Lead view for joint units • Users able to create their own templates of tables and/or graphs • Website: University Metric Tools

16. Unit Data Report Templates & Graphs (Excel)

17. Cognos PPS Reports • Uses new hierarchies or structures • Budget • Lead • Duplicate • User-friendly prompts • Adding/editing reports is easy • Website: Cognos PPS Reports

18. Cognos PPS Reports

19. Cognos BI • Access Cognos BI via a link on the Office of Planning and Budgets website • Link will open IBM Cognos Connection • Select commands, folders, and links to perform various actions • Navigate in Cognos BI using the Public folders

21. BI Cognos Connection Layout Tabs and Folders Login Toolbar Buttons for Home and Search Breadcrumb Trail Note – Not all buttons are operational in OPB’s release of Cognos Connection

22. BI Cognos Connection Layout 4 2 1 3 Tabs and Folders Login Toolbar Buttons for Home and Search

23. OPB Tab and Folder Structure • Tabs • Only visible tab is Public Folders • Folder Structure • Budget • Lead • Duplicate • Organization Structure

24. Login • OPB current PPS reports do not require a login • Future PPS reports will require MSU NetID login to get to lowest level detail

25. Toolbar • List View and Details View buttons List View of Reports Details View of Reports

26. Home and Search Buttons • Home button returns user to the home page of Cognos Connection • Search button allows user to find a specific report in three ways

27. Breadcrumb Trail • The breadcrumb trail is the path taken to get to the report

28. Report Content Open a Report Report Title Prompts Table of Contents View Results Formats

29. Open a Report • To open a report click on the report name

30. Report Title

31. Report Prompt Defined A prompt requests the user to enter a value or select a value for a required parameter prior to running the report to narrow the results of a report

32. Report Prompts

33. Includes 2 digit MAU Code plus MAU Name or an All option

34. MAU Prompt and Department Prompt Guide: • MAU = ‘All’ + Dept = ‘All’ is the University Grand total • MAU = selected MAU(college) + Dept = ‘All’ is the selected MAU (College) total • MAU = selected MAU(College) + Dept=selected Dept  is the selected Dept total Note: MAU and Department totals vary based on organization structure chosen

36. Results of Prompts are displayed at top of each page

37. Table of Contents • All COGNOS PPS reports have a Table of Contents and must run in PDF format

38. Navigation Buttons • Run button re-runs the current report and allows user to change prompt • Return arrow button returns user to current folder with list of reports • Home button returns user to the main page of Cognos Connection

39. View Results Format • Symbol for PDF format shown above next to report name • After report runs user is able to view report in Excel or other select formats

40. Button to select to view report in other formats such as Excel

41. Title formatting is lost on export All sections of table of contents come out as tabs in Excel

42. Summary • Organization Structures Defined • Current and Future Planning Profile Summary Reports • Cognos Definition and Navigation

43. Questions Mary Black blackm@msu.edu 353-6463 Patty Worso worsop@msu.edu 432-8880