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ezFedGrants HANA Reporting Job Aid

HANA Reporting Job Aid 1/34 11/28/2016

This job aid provides details on the HANA reporting functionality in ezFedGrants. This includes instructions on how to run, save, filter, sort, customize, and export an ezFedGrants HANA report. This job aid covers two tools that are used to provide the overall reporting functionality. BusinessObjects (BOBJ) is the tool used to view and modify reports. HANA is the data warehouse that captures data from the ezFedGrants Internal Portal. The reporting functionality allows you to view and analyze current status of funds and activities for agreements, amendments, and claims, as well as both granular and aggregated workflow status history data for those transactions. There are five HANA report types (listed below), each with a unique set of data fields. The user has the same options for each report (e.g. run, filter, sort, etc.). Each report has a starting prompt where the user selects the key data needed, after which the report shows a default display (different for each report) that provides the user with a starting view of commonly used fields. There are many ways the end user can manipulate the report to provide specific data on agreement, amendment, claim, activity and workflow information. This job aid uses the Agreement and Amendment Status report as an example, however the same actions can be performed for all the report types. The five HANA report types are:

Agreement and Amendment Status report: Displays agreement details and financial data stored in the ezFedGrants Internal Portal. The purpose of this report is to provide a snapshot of agreement, amendment, and claim financial data and associated details of those transactions.

Recipient report: Displays agreement, amendment, and claim data stored in the ezFedGrants Internal Portal, driven by Recipient information. The purpose of this report is to provide an overview of Recipient and partner details along with associated transactions.

Activity report: Allows the user to track activities stored in the ezFedGrants Internal Portal, as well as to analyze agreement closeout criteria. This report is intended to track agreement closeout status and overdue activities.

Workflow Detail report: Allows users to track and analyze performance in the document approval process stored in the ezFedGrants Internal Portal, based on document-level data. This report is intended to track approver activity and identify any issues in the workflow process.

Workflow Summary report: Allows users to track and analyze performance in the approval process stored in the ezFedGrants Internal Portal based on aggregate workflow data. This report is intended to track overall workflow performance.

Trigger Use the information in this job aid when you need to analyze data from the ezFedGrants Internal Portal. Depending on the type of information needed, you may use one of the five aforementioned reports. Prerequisites

You have access to the FMMI Portal with user permissions to run specific reports within BOBJ.

Purpose



Menu Path Use the following menu path to begin this procedure:

eAuthentication > FMMI Home Page > Ad-hoc Analysis > BOBJ Ad-hoc Analysis

Helpful Hints

If you have “Reporter” privileges (most users), you will be able to modify reports and save the modifications to your Favorites folder. If you have “Power User” privileges, you may save modified reports to a public folder that all agency reporting users can view and use.

There are two different modes when view reports in BOBJ:

Reading Mode: Filter and view reports only.

Design Mode: Allows for more advanced filtering, movement and addition of fields, and changes to the layout of the report.

This job aid provides recommendations for which mode to use for each action, although you can perform all actions in Design mode.

When saving a report, remember to click the Refresh on open button. This setting will refresh data each time this report is opened. If you do not click the Refresh on open button, the data will remain stagnant in the saved report.

On certain screens you may need to scroll to view additional data fields.

Certain screenshots may display only a portion of the screen. Note that when working within a system, only the center body of the screen will change. The navigation options along the left side of the screen and the header bar across the top of the screen will remain the same.

Note: Data used in this procedure is a representative sample for the purpose of training. Actual data in the system may vary based on agency and scenario.



I. Navigating to ezFedGrants HANA Reports: 1. Start the procedure by navigating to the eAuthentication Screen.

2. On the FMMI Home screen, click the Ad-hoc Analysis tab.

Procedure



3. Click the BOBJ Ad-hoc Analysis subtab to open the Launchpad screen in the center of the window.

4. To access report tools, click the See more… link at the bottom of the Launchpad Screen. This link may overlap with the tiles at the bottom of the screen.

Note: Your Launchpad screen information will change as you use the BOBJ tool, as the Launchpad tile content is content is unique to each user. The five tiles are:

My Recently Viewed Documents: Displays quick links to your recently viewed reports.

My Recently Run Documents: Displays quick links to recently run reports.

Unread Messages: Shows any of your unread messages.

Unread Alerts: Shows any of your unread alerts.

My Applications: Displays your commonly used applications.



5. To run (or “load”) a report, click the Folders link on the left hand side of the screen.

6. Click the Public Folders icon to display its contents in the center of the screen, and double-click the FMMI folder to display the additional FMMI-related folders within. These folders operate similarly to folders on your computer, such as those on your desktop or your documents.



7. Double-click the HANA folder to display the contents.

8. Double-click the ezFedGrants Enterprise HANA Reports folder.

Note: The name of this folder may change with system updates. Should the folder structure by altered, these changes will be communicated to agency users.



9. Double-click the title of the report you would like to view (e.g. Agreement and Amendment Status report) to display the report.

Note: The system environment used for this job aid included only one report, however the live system include all five reports.



II. Running a HANA Report in ezFedGrants:

1. Once you have double-clicked the title of the report you would like to run, a Prompts popup window appear, which displays the available search criteria options (also called “prompts”). These criteria allow you to define the report parameters, thereby customizing the report results to your needs. Required prompts are indicated by a red circle. Optional prompts are indicated with a green checkmark.

Note: The types of available prompts and the required prompts differ by report type.



2. After completing the required prompts and any optional prompts, click the OK button to close the Prompts popup window, apply your specified criteria, and generate the associated report.

Note: Once you enter criteria for the required prompts, the red circle will change to a green checkmark. The OK button will not be available until the required prompts are completed.

To exit the Prompts popup window without completing any of the fields, click the X button in the top right corner, or the Cancel button in the lower right corner.

When executing a report, the Document Autosave and Recovery popup window will appear to inform you that report documents are automatically saved. To permanently dismiss this notification, click the Don’t notify me again check box and then click the OK button.



3. Once generated, the report, organized by default field specifications, will appear in the center of the BOBJ screen. The default fields vary by report type. The report title will appear above the data table.

Note: If you are in Design mode, you will be able to modify various aspects of the report display, including the title of the report. If you are in Design mode the title will appear as an editable text box, among other modification options.

4. To customize the report to include additional data fields, click the Design button in the top right corner.



5. Click the Available Objects icon on the left to display the available additional data fields.



6. Using BOBJ’s graphical interface, add data fields to the report by dragging them onto the report to either replace an existing column or insert the new column between two existing columns. In the case below, the Amendment ID and Amendment Status columns in Step 5 have been replaced with the Budget Period and Application Number columns.

Note: If you are replacing a column, drag the new field over the existing column until that column is highlighted. “Dropping” the field (releasing the mouse button) will replace the highlighted column. When adding an additional column, drag the new field to hover between two columns. A separation will appear where you may “drop” the new field.



III. Saving a HANA Report in ezFedGrants:

1. To save your modified report, click the Save icon, and then click the Save As option from the Save dropdown menu.



2. Once you click the Save As option, the Save As screen will appear. Select the location where you would like to save your report (within the BOBJ system) in the upper left hand side of the screen.

In the lower part of the screen, name your saved report, and click the >> icon to display the advanced save options. If you would like your report information to update every time you access this saved report, check the Refresh on open checkbox. This will ensure that data is automatically updated when you open the report in the future. If this option is left unchecked, the saved report will only display static data from the time of the save and will not update.

Once you have specified the save location, titled your report, and indicated any advanced option, click the Save button.



IV. Filtering a HANA Report in ezFedGrants: There are two ways to filter reports in in BOBJ depending on which mode you are in. The first option, performed while in Reading mode, applies simple, single-criteria filters to the report. This is covered in steps 1-5 below. The second option, beginning at Step 6 below and performed while in Design mode, allows the user to choose more advanced filtering options such as multiple-criteria, value-exclusion, and input control filters. 1. To switch to Reading mode, click the Reading button at the top of the screen. As above, this mode

will allow the user to add simple filters to the report.



2. Click the Filter Bar button to display the Report Filters toolbar.

Note: You can filter fields that are not displayed in the default layout. To hide the Report Filters toolbar, click the Filter Bar button again.

3. Click the Simple Report Filters icon to display the list of all fields for filtering.



4. From the All Fields dropdown menu, select the field you would like to use for your filter.

Note: In the below example, the user has selected the Agreement Status field filter.



5. Once a field is chosen, you will be able to filter the report based on the information in the chosen field. The dropdown menu options will differ based on the field you select for filtering.

To filter the same field by a different criteria, click another option on the dropdown menu.

To remove the filter and reset the report to its normal display, click the Remove button on the dropdown menu, then repeat steps three and four to add a new filter.

In the below example, the user may now sort the report based on the Agreement Status field by selecting an agreement status option from the field dropdown menu. By selecting the Draft option, the report will display only data for agreements in Draft status.



6. To access more advanced filtering options, click the Design button in the top right corner to switch to Design mode. This is the second method of reporting filtering referenced at the beginning of this section.

7. To filter values in a column, right click in the relevant column to display the dropdown menu for that column. Click the Filter option and then click the Add Filter option from the submenu.

Note: This step varies based on where in the column you right click. If you click on the column header (title cell) you will need to select the relevant field from a list of all fields. However, if you click with in the column body (information cells), the relevant field will already be selected for you.



8. Once you click the Add Filter option, the Report Filter popup window will open. The window consists primarily of two columns with arrows between. In the left column, you can view all applicable criteria for the filter field (in the below example, all applicable agreement IDs for the report are listed, as the user is creating an Agreement ID field filter). The right column lists any criteria you would like to specify for your filter. Use the arrows to add and remove criteria from your filter.

Note: Clicking the >> icon in the top left corner of the Report Filter popup window will open the Filter Map Pane column, allowing you to see all of your filters and quickly switch between them. The screenshot for step nine includes the Filter Map Pane column.



9. As described above, use the arrows to add and remove criteria from your filter. Click the OK button to save the filter. Click the Apply button to close the Report Filter popup window and apply all the filters to the report.

Note: The number of criteria and their effect on the report may be specified using the qualifiers in the top section of the Report Filter popup window. View and select qualifiers by clicking the dropdown menu to the right of the field name.

For example, the In List qualifier, used in the below example, allows the user to select more than one criteria which will all be included in the filter (for example, if you wanted to see all agreements in draft and draft finalized status). If the user selected the Not In List qualifier, any criteria specified in the right column would be removed from the report and all remaining criteria in the left-hand column would be displayed (for example, if you want to see data for all agreements except those in draft status).



10. To add an additional filter, press the Add Filter button at the top of the Report Filter popup window. While in Design mode, you can apply multiple filters at once to further restrict the displayed data.

11. Once you click the Add Filter button, the Available Objects popup window will appear. Select the field you would like to create a filter for and then click the OK button. Repeat steps eight and nine above to customize this filter.



12. For reports that you or others (“Power users” may create reports that others can view) use frequently but do not always filter in the same way, you can simplify the filtering process by creating input controls for the report. Input controls are checkboxes, dropdown menus, and radio buttons that allow you to determine the format of your field filter.

For example, you may have a report which you use to view information associated with various agreement statuses. You could create an input control allowing you/others to select one or more agreements statuses to use as filters for the report data. Creating a checkbox-based input control would allow users to filter by one or more statuses at a time, whereas a radio button or dropdown menu input control would only allow for filtering by one status at a time.

To access input control options, click the Input Controls icon on the left side of the BOBJ screen.



13. The Input Controls pane will display on the left side of the BOBJ screen. To create a new input control, click the New button on the Input Control pane. This will open the Select Report Object popup window.

14. In the Select Report Object popup window, click the field for your input control and click the Next button.



15. The Select Report Object popup window becomes the Choose Control Type popup window. Here you will specify the style of your input control. On the left side of the popup window, select either a Simple Selection input control (a single option applied as a filter) or a Multiple Selections input control (one or more options applied as a filter). In the Input Control Properties section, specify any additional details about your input control, such as the title of the input control, a description, the available options, and how the filter operates.

Once you’ve specified all the applicable details for the input control, click the Next button.



16. The Choose Control Type popup window becomes the Assign Report Elements popup window. This specifies where in the report the filter is applied. Select the Page Body option to apply the filter to the entire report. Click the Finish button to complete creation of the input control.

17. Input controls will appear in the Input Controls pane. In the below example, the user has created an Agreement Status field input control with the combo box simple selection variable, allowing one value choice at a time for filtering.



V. Sorting Columns in a HANA Report in ezFedGrants: In the above sections we covered filtering fields (columns) to limit the visible values. The following section will cover sorting columns to change the order in which the information is displayed.

1. You must be in Design mode to begin sorting. Click the Design button in the top right corner of the BOBJ screen to switch to Design mode.

2. To sort a column, right click on the column to display the associated dropdown menu for that column. Click the Sort option, and then click the applicable sort option (Ascending, Descending, or Advanced) from the submenu.

Note: The Advanced option allows you to create a customized sort, for example sorting by order in a workflow.



VI. Adding a Custom Variable to a HANA Report in ezFedGrants: Each report includes additional data fields that can be added through the drag and drop method explained earlier in this job aid. At times, you may need to make further customizations to your data in order obtain the desired information. In this case, you can create a custom data variable. The ability to add a custom data field to a report is a powerful tool providing flexibility in retrieving additional information beyond that which is provided in the standard reports and data fields. This is an infrequently used feature and requires some technical knowledge related to queries, for example understanding of how to write “if” statements. The example below demonstrates the steps to take a field that contains a dollar value for each funds commitment, and creates a new field to sort each dollar value into “low” and “high” values based on lower and upper limits. This would give a user the ability to quickly understand the counts of low and high funds commitments. 1. To add a custom field or calculation to a report, the user must be in Design mode. To switch to

Design mode, click the Design button in the top right corner of the BOBJ screen.

Custom variables allow the user to create a new variable for the report. In this case, the user is creating a variable called “Obligation Amount Size”, which will add a column indicating if an obligation amount is high or low.



2. Click the Available Objects icon on the left side of the screen.

3. A list of available fields will appear in the left hand column. At the bottom of the list, right click the Variables folder and select the New option from the dropdown menu. You will now be able to create a new variable.



4. The Create Variable popup window will appear. Click the Name field and type your new variable name. From the Qualification dropdown menu specify whether the variable is a Dimension (characteristic), Measure (numerical value), or a Detail (attribute of an existing dimension). In the example below, the user chose the Dimension option as the variable will be either “Low” or “High”. In the Formula field, create a formula for your new variable using the available options in the Objects, Functions, and Operators lists. For example, if you wants to create a formula using the Agreement Status field, you can choose the Agreement Status option from the Available Objects list to add to the formula.



5. Click the Checkmark button to check the validity of your formula. The system will display an error if the formula is incorrect.

In the below example, the user created a formula for a parameter that lists the size as “Low” if the value in the Obligation Amount field is under $100, and “High” if the value in the Obligation Amount field is over $100.



6. Click the OK button to complete creation of the new variable and close the Create Variable popup window.

7. The new variable will appear under the Variables link in the Custom Variables section. To add the new variable as a data field (column) to the report, drag and drop the new data field either on top of an existing column or between columns, as you would any other data field when customizing a report.

Note: Custom variables can be changed at any time by right clicking on the field and selecting Edit.



VII. Exporting a HANA Report in ezFedGrants:

You may export HANA Report files to your computer for sharing or customization outside of ezFedGrants. Note, however, that once a report is exported outside ezFedGrants it becomes a stagnant document. The information will not update based on any new information in ezFedGrants. In order to obtain an updated version of the exported report, you will need to rerun the report in ezFedGrants and export a new file. 1. To begin, select the Reading button in the top right corner of the BOBJ screen to switch to Reading

mode. Click the Export icon (an arrow pointing up and to the right) on the toolbar, select the Export Document As option from the dropdown menu, and then select the Excel option (or whichever file type you would like) from the submenu.

Note: If you would like to save the report as an excel file, you can also do this by using the procedure outlined in section III of this job aid and making some modifications to your save options.

2. Your Internet browser will execute the file download procedure, from which you may directly open the file or select a save location on your computer. Depending on the Internet browser you are using, the download dialogue and options may vary from the below screenshot.



Refer to the following additional materials:

ezFedGrants Agreement Creation Job Aid

ezFedGrants Agency-Specific Reference Guides

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