1. C RYSTAL REPORTS Designing a report from A-Z Part 2

2. T ODAY ’ S TOPICS Preparing a report plan The report canvas Choosing a View Choosing the fields Using Groups/Summaries Selection criteria, creating parameters Formatting – Text, adding logos, Headers/Footers Report standards Verifying/Validating results

3. P REPARING A R EPORT P LAN Report plan Plan the content of your report. What do you want to accomplish with this report ? Who is your audience? Develop a prototype. Draw your report on paper Choose a View – ask yourself “What view contains the information for the report?” Choose the fields – ask yourself “What fields do I want to see on my report?” Select criteria – ask yourself “What fields do I need to select from to get the information I need?” Grouping – ask yourself “Does the report need to group the data?” If yes, how. “Which field(s) need to be grouped?” Sub- Totals/Totals/Summaries/Counts – ask yourself “Does the report need sub totals/totals, count, distinct counts?” If yes, which fields will be used? Presentation – how do you want the report to look. Choose your fonts, titles, text, etc.. Verification – Always verify your results. Make sure the data is 100 % accurate. Where can you verify this? Banner form?

4. THE REPORT CANVAS Report Canvas Sections Report Header - Appears only on the first page Page Header -Appears at the top of each page Details - Contains the data Report Footer - Appears only on the last page Page Footer - Appears at the bottom of each page Navigating the Canvas Design/Preview tab Show First/Last Page Show Previous/Next Page Retrieving data Refresh icon Stop button

5. T HE R EPORT CANVAS

6. H OW TO CHOOSE A VIEW The view documentation is meant as a tool to help report developers understand the structure of the Finance data warehouse. Ask questions What type of information do you want? What type of data are you looking for? i.e. HR, FIS or SIS Fiscal year, Academic Year, Payroll Year Details or Summaries Grants or Non-Grants Course schedules Student Applications Academic/Non-academic Salaries

7. D ATA WAREHOUSE DETAILS – I MPORTANT LINKS For more information about: FIS data, refer to http://knowledgebase.mcgill.ca/fskb/easylink/article.html?id= 5098 http://knowledgebase.mcgill.ca/fskb/easylink/article.html?id= 5098 Provides information about getting access and where to get additional help; https://home.mcgill.ca/financialservices/reporting/ Contains individual report help for each template available to you SIS data, refer to http://www.mcgill.ca/es/dwh/http://www.mcgill.ca/es/dwh/ Provides an overview of the data, how to get access and details about the views and the fields available to you HRIS data, refer to http://www.mcgill.ca/files/hr/data_model_hr_general_user_w_ data_dictionary.xls http://www.mcgill.ca/files/hr/data_model_hr_general_user_w_ data_dictionary.xls This provide you details information of the fields available to you and where they are taken from in the Banner HR forms

8. B ANNER  M INVERA  D ATA WAREHOUSE Use your Banner forms or Minerva Menus to help you decide what data you need If you see it in the system, you can usually get it out of the data warehouse FGIBDST  Budget Query  Periodic Operating Statement FGITRND  Budget Query Drill down  Transaction Details Operating FRIGITD  Budget Query for Fund Holders  Grant Summary Statement FRIGTRD  Budget Query for Fund Holders Drill down  Grant Transaction Details FTMFUND  Fund Profile/Statement Heading NOTE: If the month is still open, you can encounter discrepancies

9. U SING Y OUR R EPORT PLAN Now that you have planned out your report, what’s next Use your report design grid and prototype to: Select a View Select Fields Add Selection criteria Create Groups/Summaries Format the report Use Report standards Verify/Validate results

10. S ELECT A VIEW Connect to the database 1.Click on the '+' located to the left of ‘Create New Connection’ 2.Click on the '+' next to the location of your database (Oracle server for Banner)  First, you need to connect to the database containing the data needed for your report 2 1

11. L OGIN TO THE D ATA WAREHOUSE Log into the Banner data warehouse 1. Service: banrep 2. Enter your Banner User ID and Password 3. Click on Finish  Enter your credentials to log into the database

12. C HOOSE THE VIEW  >  Views are made of fields extracted from multiple tables to help you create a report Select a view 1.Select a view from the list of views in the left panel. 2.Click on the Arrow button to move the view in the right panel. 3.Click Next 1 2 3

13. Finance HR Student

14. P ICK THE FIELDS Once you have your view, select the fields you would like to see displayed in your report Click, Drag and Drop into your report canvas

15. S ELECTION C RITERIA Used to specify the records you want included in your report Record selection Apply criteria to specified fields Group selection Apply criteria to specified summary fields

16. G ROUPING DATA Grouping refers to the gathering of records relating to one another Grouping records within a report enables you to perform calculations on each group of records Changing Groups No need to delete and begin again Simply right click on group to change Select Change Group

17. G ROUPING D ATA

18. T OTALS AND S UBTOTALS Subtotals Totals the sum of numeric values within a group Grand Totals Totals numeric values for entire report

19. O THER S UMMARIES Summaries perform actions on groups Some examples are: Minimum Maximum Average Count Distinct count

20. F ORMAT THE REPORT Cosmetic touch ups Fields can be suppressed Fields can be set to ‘Can Grow’ Fields can be set to be suppressed if duplicated Change Fonts, Add Color, etc… Add Report Titles Add Logos Group together/repeat on next page Using Special Fields Using Section Expert

21. R EPORT S TANDARDS All reports should include the following information: Report Title An Author A Printed date A report location (file path) Use standard fonts Logo

22. V ERIFYING THE RESULTS Always verify that your reports are accurate Where to look Use Banner or Minerva on-line queries to ensure accuracy. Change the view the report runs from Summary view vs Detail view

23. E XERCISE Choose your view (pick one) SRU_ACADEMIC HR_JOB FG_BALANCES_TRANSACTION_DET Pick your fields Drag & drop them in the Details section of you canvas Choose your selection criteria i.e. Fiscal Year, Fiscal Period, Fund Code i.e. Person ID, ORGN Code i.e. Term Code, ID, PRIM Faculty Code/PRIM Dept Code (looks like Org with one less zero) Refresh your data Create a group Summary/ Distinct Count

24. QUESTIONS?