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

2. MSU Office of Planning and Budgets Overview 1.Organization Structures Defined 2.Current and Future Planning Profile Summary Reports 3.Cognos Description and Navigation

3. MSU Office of Planning and Budgets 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. MSU Office of Planning and Budgets Organization Structures 1.Budget – Current budget assignments 2.Lead – “Home”/Lead of joint unit (every department or joint unit has only one lead college/MAU) 3.Duplicate – “Total Resources” available view

5. MSU Office of Planning and Budgets The College of Natural Science is the lead college for the following Plant Biology Department organization structure example

6. MSU Office of Planning and Budgets Plant Biology Department Organization Structure Example Org StructureMAU/CollegeDept/UnitComponent/U1 BudgetNatural SciencePlant Biology - Joint Unit Total PLANT BIOLOGY - CNS LeadNatural SciencePlant Biology - Joint Unit Total PLANT BIOLOGY - ANR PLANT BIOLOGY - CNS PLANT BIOLOGY - MAES PLANT BIOLOGY - MSUE DuplicateNatural SciencePlant Biology - Joint Unit Total PLANT BIOLOGY - ANR PLANT BIOLOGY - CNS PLANT BIOLOGY - MAES PLANT BIOLOGY - MSUE Key : Budget MAU Only Lead MAU OnlyBudget and Lead MAUOther MAU is Lead Duplicate Relation Only Org StructureMAU/CollegeDept/UnitComponent/U1 BudgetAgriculture & Natural ResourcesPlant Biology - Joint Unit Total PLANT BIOLOGY - ANR LeadAgriculture & Natural ResourcesPlant Biology - Joint Unit Total No Data. Data only in Natural Science Lead College View above DuplicateAgriculture & Natural ResourcesPlant Biology - Joint Unit Total PLANT BIOLOGY - ANR PLANT BIOLOGY - CNS PLANT BIOLOGY - MAES PLANT BIOLOGY - MSUE

7. MSU Office of Planning and Budgets Psychiatry Department Organization Structure Example Org StructureMAU/CollegeDept/UnitComponent/U1 BudgetHuman MedicinePSYCHIATRY - Joint Unit Total PSYCHIATRY - CHM LeadHuman MedicinePSYCHIATRY - Joint Unit Total PSYCHIATRY - COM PSYCHIATRY - CHM PSYCHIATRY - HT DuplicateHuman MedicinePSYCHIATRY - Joint Unit Total PSYCHIATRY - COM PSYCHIATRY - CHM PSYCHIATRY - HT Key: Budget MAU Only Lead MAU OnlyBudget and Lead MAUOther MAU is Lead Duplicate Relation Only Org StructureMAU/CollegeDept/UnitComponent/U1 BudgetOsteopathic MedicinePSYCHIATRY - Joint Unit Total PSYCHIATRY - COM LeadOsteopathic MedicinePSYCHIATRY - Joint Unit Total Data only in Human Medicine Lead College View above DuplicateOsteopathic MedicinePSYCHIATRY - Joint Unit Total PSYCHIATRY - COM PSYCHIATRY - CHM PSYCHIATRY - HT

8. MSU Office of Planning and Budgets Biochemistry & Molecular Biology Department Organization Structure Example Org StructureMAU/CollegeDept/UnitComponent/U1 BudgetNatural ScienceBiochemistry & Molecular Biology - Joint Unit Total BIOCHEMISTRY & MOLECULAR BIOLOGY - CNS LeadNatural ScienceBiochemistry & Molecular Biology - Joint Unit Total BIOCHEMISTRY & MOLECULAR BIOLOGY - CHM BIOCHEMISTRY & MOLECULAR BIOLOGY - CNS BIOCHEMISTRY & MOLECULAR BIOLOGY - COM BIOCHEMISTRY & MOLECULAR BIOLOGY - MAES DuplicateNatural ScienceBiochemistry & Molecular Biology - Joint Unit Total BIOCHEMISTRY & MOLECULAR BIOLOGY - CHM BIOCHEMISTRY & MOLECULAR BIOLOGY - CNS BIOCHEMISTRY & MOLECULAR BIOLOGY - COM BIOCHEMISTRY & MOLECULAR BIOLOGY - MAES Key: Budget MAU Only Lead MAU OnlyBudget and Lead MAUOther MAU is Lead Duplicate Relation Only BudgetHuman MedicineBiochemistry & Molecular Biology - Joint Unit Total BIOCHEMISTRY & MOLECULAR BIOLOGY - CHM LeadHuman MedicineBiochemistry & Molecular Biology - Joint Unit Total Data only in Nat Sci Lead College View above DuplicateHuman MedicineBiochemistry & Molecular Biology - Joint Unit Total BIOCHEMISTRY & MOLECULAR BIOLOGY - CHM BIOCHEMISTRY & MOLECULAR BIOLOGY - CNS BIOCHEMISTRY & MOLECULAR BIOLOGY - COM BIOCHEMISTRY & MOLECULAR BIOLOGY - MAES BudgetOsteopathic MedicineBiochemistry & Molecular Biology - Joint Unit Total BIOCHEMISTRY & MOLECULAR BIOLOGY - COM LeadOsteopathic MedicineBiochemistry & Molecular Biology - Joint Unit Total Data only in Nat Sci Lead College View above DuplicateOsteopathic MedicineBiochemistry & Molecular Biology - Joint Unit Total BIOCHEMISTRY & MOLECULAR BIOLOGY - CHM BIOCHEMISTRY & MOLECULAR BIOLOGY - CNS BIOCHEMISTRY & MOLECULAR BIOLOGY - COM BIOCHEMISTRY & MOLECULAR BIOLOGY - MAES

9. MSU Office of Planning and Budgets Cognos Organization Structure Reference Reports: 1.Lead College List by Department - Lists lead college by selecting name of department. 2.Lead College List by MAU - Lists lead college by selecting name of MAU. 3.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 > ReportsPublic Folders > OPB BI > Organization Structure > Reports

10. MSU Office of Planning and Budgets Business Intelligence (BI) Defined Business Intelligence is a broad term for reporting tools that pull data from various sources to generate customizable reports.

11. MSU Office of Planning and Budgets 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. MSU Office of Planning and Budgets PPS Report Options 1. Web-based Report 2. Unit Data Report Templates & Graphs (Excel) 3.Cognos Reports

13. MSU Office of Planning and Budgets 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)Planning Profile Summary (PPS)

14. MSU Office of Planning and Budgets PPS Web-based Report

15. MSU Office of Planning and Budgets 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 ToolsUniversity Metric Tools

16. MSU Office of Planning and Budgets Unit Data Report Templates & Graphs (Excel)

17. MSU Office of Planning and Budgets Cognos PPS Reports Uses new hierarchies or structures Budget Lead Duplicate User-friendly prompts Adding/editing reports is easy Website: Cognos PPS ReportsCognos PPS Reports

18. MSU Office of Planning and Budgets Cognos PPS Reports

19. MSU Office of Planning and Budgets 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

20. MSU Office of Planning and Budgets

21. MSU Office of Planning and Budgets BI Cognos Connection Layout 1.Tabs and Folders 2.Login 3.Toolbar 4.Buttons for Home and Search 5.Breadcrumb Trail Note – Not all buttons are operational in OPB’s release of Cognos Connection

22. MSU Office of Planning and Budgets BI Cognos Connection Layout 1 2 3 4 1.Tabs and Folders 2.Login 3.Toolbar 4.Buttons for Home and Search

23. MSU Office of Planning and Budgets OPB Tab and Folder Structure Tabs Only visible tab is Public Folders Folder Structure Budget Lead Duplicate Organization Structure

24. MSU Office of Planning and Budgets 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. MSU Office of Planning and Budgets Toolbar List View and Details View buttons List View of Reports Details View of Reports

26. MSU Office of Planning and Budgets 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. MSU Office of Planning and Budgets Breadcrumb Trail The breadcrumb trail is the path taken to get to the report

28. MSU Office of Planning and Budgets Report Content 1. Open a Report 2. Report Title 3. Prompts 4. Table of Contents 5. View Results Formats

29. MSU Office of Planning and Budgets Open a Report To open a report click on the report name

30. MSU Office of Planning and Budgets Report Title

31. MSU Office of Planning and Budgets 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. MSU Office of Planning and Budgets Report Prompts

33. MSU Office of Planning and Budgets Includes 2 digit MAU Code plus MAU Name or an All option

34. MSU Office of Planning and Budgets MAU Prompt and Department Prompt Guide: 1.MAU = ‘All’ + Dept = ‘All’ is the University Grand total 2.MAU = selected MAU(college) + Dept = ‘All’ is the selected MAU (College) total 3.MAU = selected MAU(College) + Dept=selected Dept is the selected Dept total Note: MAU and Department totals vary based on organization structure chosen

35. MSU Office of Planning and Budgets

36. MSU Office of Planning and Budgets Results of Prompts are displayed at top of each page

37. MSU Office of Planning and Budgets Table of Contents All COGNOS PPS reports have a Table of Contents and must run in PDF format

38. MSU Office of Planning and Budgets 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. MSU Office of Planning and Budgets 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. MSU Office of Planning and Budgets Button to select to view report in other formats such as Excel

41. MSU Office of Planning and Budgets Title formatting is lost on export All sections of table of contents come out as tabs in Excel

42. MSU Office of Planning and Budgets Summary 1.Organization Structures Defined 2.Current and Future Planning Profile Summary Reports 3.Cognos Definition and Navigation

43. MSU Office of Planning and Budgets Questions Mary Black blackm@msu.edu 353-6463 Patty Worso worsop@msu.edu 432-8880