welcome to rp301: ad hoc business intelligence reporting
TRANSCRIPT
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Welcome to RP301:Ad Hoc Business
Intelligence Reporting
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Please set cell phones and pagers to silent
Refrain from side discussions. We all want to hear what you have to say!
Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later
Two breaks and a one-hour lunch are planned
Bathrooms / Snacks
First Things First
Welcome
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Get to know your fellow Trainers and Drivers!
Icebreaker
Welcome
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Training Materials Overview
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Produced in Microsoft Word
Contains key concepts, processes, and task information
required to complete a user’s role in SMART
Process flows and screenshots of the SMART system are
included
This is a great reference to use after training!
Training Materials Overview
Participant Guide
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Used to help the Trainer facilitate the course materials
Produced in Microsoft PowerPoint
Contains key content and graphics
Generally used at the beginning or end of each Lesson
Training Materials Overview
Concept Slides
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Used to present the flow of either business processes or
information within SMART
Training Materials Overview
Business Process Flows
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Produced in Microsoft Word
Contains a scenario for each activity completed in the training
database
Provides data that you must enter for the exercise
Organized by classrooms and users
Take note of the user ID assigned to you
Training Materials Overview
Activity Guide
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A short document that contains key concepts or steps involved
in a course
Can be content or system related
Available for all participants to use during training
Used after training for quick reference from the Training Portion
of the SMART website
Referenced as often as possible during training to indicate the
“handiness” of the material
Training Materials Overview
Job Aids
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Are conducted using the SurveyMonkey tool
Please complete a course evaluations for each new course that
you attend
Trainers also complete a course evaluation at the end of each
class
Training Materials Overview
Course Evaluations
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Training Materials Overview
Questions
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Course Objectives
Upon completion of this course, you will be able to:
Explain the processes and roles in the data warehouse
Create basic requests
Add basic request options
Format request results
Work with combined filters
Create dashboards
Manage views
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Lesson 1
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Lesson Objectives
After completing this lesson, you will be able to:
Describe how the data warehouse integrates with the SHARP and
SMART systems
Explain the roles in the data warehouse and the task performed by each
role
Lesson 1: Reviewing the Data Warehouse
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Key Terms
Panes – The data warehouse pages display a left and a right pane. The
left pane is the selection pane, used to navigate to, select, and manage
saved information. The right pane is used to display and work with the
content selected in the left pane.
Selection Pane – Before clicking a subject area, the Selection Pane
contains the Catalog and Dashboard tabs that you use to select items to
work with. After clicking a subject area, the Selection Pane displays the
columns that are available to add to the request.
Workspace – Before clicking a subject area, the Workspace contains a list
of the actions you can perform and the subject areas that are available to
you. After clicking a Subject Area, the Workspace displays the tabs for
working with and viewing the request.
Lesson 1: Reviewing the Data Warehouse
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Selection Pane and WorkspaceSelection
PaneWorkspace
Lesson 1: Reviewing the Data Warehouse
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Key Terms
Presentation Catalog – Holds the content created with Answers and
Dashboards. Content is organized into folders that are either shared or
personal.
Subject Areas – Contains columns that represent the categories of data
that are available in SMART or SHARP. Subject areas have names that
correspond to the types of information they contain.
Note: For the State of Kansas, the subject areas correspond to
PeopleSoft Marts, which are organized by module, such as Accounts
Receivable
Tabs – Provide access to other pages related to the current page. The
tabs appear in the top part of the page. The list of available tabs depends
on which page you select.
Lesson 1: Reviewing the Data Warehouse
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Presentation Catalog and Subject AreasPresentation
CatalogSubject Areas
Lesson 1: Reviewing the Data Warehouse
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SMART and SHARP to Data Warehouse Process Flow
Lesson 1: Reviewing the Data Warehouse
Data interfaced to SMART
SMART and SHARP data sent to data warehouse
Data entered in SHARP
SMART and SHARP data
organized into subject areas for
reporting
Agencies run reports on SMART and SHARP data in
the data warehouse
Data in SMART
Data in SHARP
Data entered in SMART
Data interfaced to SHARP
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Data Warehouse Roles and Responsibilities
Lesson 1: Reviewing the Data Warehouse
Role DescriptionFinance User This role will be responsible for viewing reports containing
Finance data. This role will also personalize the data warehouse dashboard(s).
HR User This role will be responsible for viewing reports and dashboards containing HR data. This role will also personalize their own data warehouse dashboard(s)
Finance Power User This role will be responsible for viewing reports and dashboards containing Finance data. This role will also personalize their own data warehouse dashboard(s), create queries, reports, and dashboards containing Finance data, and grant folder access to Finance users.
HR Power User This role will be responsible for viewing reports and dashboards containing HR data. This role will also personalize their own data warehouse dashboard(s), create queries, reports, and dashboards containing HR data, and grant folder access to HR users.
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Lesson Summary
Describe how the data warehouse integrates with the SHARP and SMART
systems
Explain the roles in the data warehouse and the task performed by each
role
In this lesson, you learned to:
Lesson 1: Reviewing the Data Warehouse
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Questions
Lesson 1: Reviewing the Data Warehouse
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Lesson 2
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Lesson Objectives
After completing this lesson, you will be able to:
Explain facts and dimensions
View a request
Create and save a new request
Lesson 2: Creating Basic Requests
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Understanding Facts
Facts – Numeric transaction data, such as dollars spent on office supplies
or the number of open purchase requisitions
Note: In general, a request should contain at least one column from the
Facts table in the Selection Pane. Running a request without including
any facts generally produces reports that are not meaningful, can cause
poor query performance, and/or unexpected results.
Lesson 2: Creating Basic Requests
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Understanding Dimensions
Dimension – Provides the structured labeling information to otherwise
unordered numeric measures as a means to "slice and dice" data in a data
warehouse. For example, "Customer", "Date", and "Invoice Number" are
all dimensions that could be applied meaningfully to a sales receipt.
o The primary functions of dimensions are to provide filtering, grouping,
and labeling
o Each dimension in a data warehouse may have one or more
hierarchies applied to it. For the "Date" dimension, there are several
possible hierarchies: "Day > Month > Year”, “Day > Week > Year”,
“Day > Month > Quarter > Year", etc.
Lesson 2: Creating Basic Requests
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Viewing Saved Requests
Folder – An organizational construct
that holds requests created in the data
warehouse
Your top-level personal folder is called
My Folders. This folder is located at
the top of the Selection Pane on the
Catalog tab.
Selecting a request from a folder
causes the request to be executed
immediately
Lesson 2: Creating Basic Requests
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We will now complete Activity 1: Viewing Saved Requests in your Activity Guide.
Lesson 2: Creating Basic Requests
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Columns and Criteria
Column – Indicate the columns of data that your request will return.
Together with filters, they determine what your results will contain. To run a
request, you need to specify at least one column to return.
Criteria – Consists of the columns and filters you specify for a request
Lesson 2: Creating Basic Requests
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Tabs in the Workspace
Lesson 2: Creating Basic Requests
Field DescriptionCriteria Tab Used to view or change the columns and filters for the
request. You can specify the order in which the results should be returned, column subtotals, formatting (such as headings and number of decimal places), and column formulas (such as adding a Rank or Percentile function). You can also add or modify column filters.
Results Tab Used to work with the results of a request, and create different views of the results such as charts, tickers, and pivot tables. You can add a variety of views, including charts and pivot tables that show the data, plain or formatted text that describes the results, HTML, and more. The default results view is a simple table with a title, but you can combine views and position them anywhere on the page.
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Creating and Saving Requests – Subject Areas
1. Click a subject area from the Workspace
Lesson 2: Creating Basic Requests
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Creating and Saving Requests – Columns
2. Click the column(s) to add to your request3. Reorder the columns in the Workspace by dragging a column from its
current location and dropping it in a new location
Lesson 2: Creating Basic Requests
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Creating and Saving Requests – Column Buttons
4. Use the column buttons to manage how each column is used
Lesson 2: Creating Basic Requests
Button DescriptionOrder By Specifies the order in which results should be returned. Different
images appear on the button, depending on the selected sort order.
Format Column Lets you edit various format properties for the column. The button displays the image of a hand with its index finger pointing to the left and down.
Edit Formula Lets you change the column heading and the formula for the column, such as adding a Rank or Percentile function. You can also combine multiple values or ranges of values from a given. The button displays the image of lowercase, italic characters fx.
Filter By Column Lets you create or edit a filter for the column. The button displays the image of a funnel.
Remove Column Lets you remove the column from the request. The button displays the image of an uppercase “X”. Also called Delete.
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Creating and Saving Requests – Subject Areas
5. Click the Preview button under the Featured Links to see how results will look on the dashboard (optional).
Lesson 2: Creating Basic Requests
6. Click the Display Results button to view the results of your request. You can also click the Results tab and then choose a view from the drop-down list.
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Creating and Saving Requests – Saving
Lesson 2: Creating Basic Requests
7. Save the results of your requesta) When you save a request within My Folders, only you can access it
b) When you save it in a shared folder, you can give others permission to access the request too
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Creating and Saving Requests – Refreshing
Lesson 2: Creating Basic Requests
8. When you click the Refresh Display link at the bottom of the selection pane, the request is listed under the folder in which you saved it.
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We will now complete Activity 2:Creating and Saving Requests in your
Activity Guide.
Lesson 2: Creating Basic Requests
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Lesson Summary
Explain facts and dimensions
View a request
Create and save a new request
In this lesson, you learned how to:
Lesson 2: Creating Basic Requests
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Questions
Lesson 2: Creating Basic Requests
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Lesson 3
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Lesson Objectives
After completing this lesson, you will be able to:
Create common views to display request results
Apply ordering to request results
Add a subtotal to a request
Add a formula to a request
Add and save a single filter to a request
Download request results
Lesson 3: Adding Basic Request Options
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Changing Request Views
Lesson 3: Adding Basic Request Options
View Description
Compound Layout View
Lets you combine individual views and arrange them for display on a dashboard
Table View Lets you show results in a table
Chart View Lets you show results in different kinds of charts
Pivot Table View Lets you take row, column, and section headings and swap them around to obtain different perspective
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Ordering Request Columns
Lesson 3: Adding Basic Request Options
Button DescriptionThe image of two arrows—one pointing up, the other pointing down—indicates that the selected column will not be used to sort the resultsThe image of an up arrow indicates that the results will be sorted in ascending order, using the items in the selected column
The image of a down arrow indicates that the results will be sorted in descending order, using the items in the selected column.
A number on an Order By button indicates that the column is not the primary sort column applied to the results. The number corresponds to when the sort order is applied.
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We will now complete Activity 3: Ordering Request Results and Using Request
Views in your Activity Guide.
Lesson 3: Adding Basic Request Options
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Adding Totals
Totals can only be added when in the
Table or Pivot Table view
Use the Totals button to add totals to
individual columns or an entire table
At the top of the workspace, the Grand
Totals button is used to add a grand total
to a table or pivot table
When at the top of an individual column,
the Total By button is used to add
subtotals within an individual column in a
table or pivot table
Lesson 3: Adding Basic Request Options
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Working with Basic Filters
A filter is used to limit the results that appear when a request is run
When combined with the columns selected for a request, a filter determines
what your results will contain. The data warehouse shows only those results
that match the filter criteria.
Lesson 3: Adding Basic Request Options
The simplest filter is on a
single column-level basis
Click the Filter button for
a column from the
Criteria tab to open the
Create/Edit Filter window
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You will now complete Activity 4: Adding Filters and Totals in your Activity Guide.
Lesson 3: Adding Basic Request Options
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Adding Formulas
Use the Edit Formula button to change the column heading and add or
change the formula for the column
Lesson 3: Adding Basic Request Options
Clicking the Edit Formula button opens up the Column Formula window
where you can add:
o Operators
o Characters
o Functions
o Column expressions
o Variables
o Filters
o Case statements
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You will now complete Activity 5: Adding Formulas in your Activity Guide.
Lesson 3: Adding Basic Request Options
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Downloading Request Results
You can download the results of your request from the data warehouse
Use the Download link from the Compound Layout view or when
previewing how your request will look on a dashboard
Lesson 3: Adding Basic Request Options
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You will now complete Activity 6: Downloading Requests in your Activity
Guide.
Lesson 3: Adding Basic Request Options
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Lesson Summary
Create common views to display request results
Apply ordering to request results
Add a subtotal to a request
Add a formula to a request
Add and save a single filter to a request
Download request results
In this lesson, you learned how to:
Lesson 3: Adding Basic Request Options
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Questions
Lesson 3: Adding Basic Request Options
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Lesson 4
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Lesson Objectives
After completing this lesson, you will be able to:
Format column content
Edit column layouts
Edit column appearances
Lesson 4: Formatting Request Results
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Formatting Column Content
Click the Column Properties button
to open the Column Properties
window
Use the Style tab to choose font,
cell, border, and advanced style
formatting options for column data
that is shown inside a cell in a
tabular format, such as a table or
pivot table. You can also choose
settings for table and column
headings.
Lesson 4: Formatting Request Results
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Editing Column Layout
Click the Column Properties button to open the Column Properties window
Lesson 4: Formatting Request Results
Use the Column Format tab to:
o Specify whether the column
should appear in results
o Assign custom headings and
apply formatting to them
o Include the TimeZone icon
(date/time columns only)
o Control the display of
duplicate data
o Specify column heading and
value interaction
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Editing Column Appearance
Click the Column Properties button to open the Column Properties window
Use the Data Format tab to edit properties for a column to control the appearance
of the data. By default, your selections for a column apply only to the current
request.
Note: The fields displayed on the Data Format tab vary based on the type of
data in the column. Use the fields that display to change the format of the data.
Lesson 4: Formatting Request Results
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You will now complete Activity 7: Formatting Request Results in your
Activity Guide.
Lesson 4: Formatting Request Results
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Lesson Summary
Format column content
Edit column layouts
Edit column appearances
In this lesson, you learned how to:
Lesson 4: Formatting Request Results
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Questions
Lesson 4: Formatting Request Results
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Lesson 5
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Lesson Objectives
After completing this lesson, you will be able to:
Group column filters
Save a filter to use in another request
Use a saved request as a filter
Lesson 5: Working with Combined Filters
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Working with Column Filters
Column filters can be combined with other column filters from the same subject
area to further constrain the results of a request
Filters can be grouped (a capability called parenthetical filtering) to create
complex filters without requiring you to know the computer code
You can combine column filters with “AND” and “OR” operators
Lesson 5: Working with Combined Filters
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Working with Column Filters
The “AND” operator means that the criteria specified in each filter must be met.
This is the default method for combining column filters.
The “OR” operator means that the criteria specified in at least one of the
column filters must be met
You can also prevent
the filter from being
replaced during
navigation and
prompting using the
Protect Filter option
Lesson 5: Working with Combined Filters
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Using Saved Requests as Filters
Any saved request that returns a column of values can be used to filter the
selected column in your request
Save a filter from the My Criteria tab while working with a request to your
individual folder, My Filters, for personal use or to the Shared Filters folder for
others to use as well
Lesson 5: Working with Combined Filters
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You will now complete Activity 8: Working with Combined Filters in your
Activity Guide.
Lesson 5: Working with Combined Filters
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Lesson Summary
Group column filters
Add filters on column that do not display in the results
Save a filter to use in another request
Use a saved request as a filter
In this lesson, you learned how to:
Lesson 5: Working with Combined Filters
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Questions
Lesson 5: Working with Combined Filters
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You will now complete Activity 9: Creating and Formatting Requests in your Activity
Guide.
CHALLENGE!
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Lesson 6
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Lesson Objectives
After completing this lesson, you will be able to:
Create and modify the content of a dashboard
Add pages to a dashboard
Set dashboard properties
Lesson 6: Creating Dashboards
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Key Terms
Pages – Pages contain the columns and sections that hold the content of
a dashboard
o Every dashboard has at least one page
o In Interactive Dashboards, pages are identified by tabs across the top
of the dashboard
o Multiple pages are used to organize content
Columns – Used to align content on a dashboard
o You can create as many columns on a dashboard page as you need
o Every new dashboard page automatically contains one empty column
with one empty section in it
o The columns used in Dashboards are not related to the columns
used in Answers
Lesson 6: Creating Dashboards
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Key Terms
Sections – Areas within a column in the dashboard layout that hold the
content dragged and dropped from the selection pane. Sections are used
to organize content within a column.
Dashboard Objects – Items that are used only in a dashboard, such as
sections to hold content, navigation links, and embedded content
appearing within a frame in a dashboard
Lesson 6: Creating Dashboards
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Creating and Modifying Dashboards
Basic layout of a dashboard is accomplished by adding or removing columns,
setting the width in pixels or as a percentage of the dashboard page, and
breaking columns apart to move one column under another
Lesson 6: Creating Dashboards
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Creating and Modifying Dashboards
After columns are aligned, sections are added to hold content
o Sections are aligned vertically by default, but can be changed to horizontal
o You can drag as many sections as you need into a column
o If you drag and drop content into a column without first adding a section to
hold the content, a section is created automatically
o If you drag a section from one column into another column, any content in
that section is also included
Text and image links can be added to a dashboard to open another request or
dashboard
If you have a collection of saved requests that you run frequently, you can add
a view of the Catalog folder to a dashboard. From the dashboard, open the
Catalog folder, navigate to a saved request, and click the request to run it
Lesson 6: Creating Dashboards
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Adding Dashboard Pages
Pages contain the columns and sections that hold the content of a dashboard
o Every dashboard has at least one page.
o Pages are identified by tabs across the top of the dashboard
o Multiple pages are used to organize content
Lesson 6: Creating Dashboards
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You will now complete Activity 10: Modifying Dashboards in your Activity
Guide.
Lesson 6: Creating Dashboards
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Updating Dashboard Properties
You can set properties for the entire dashboard, such as the style to use, and
delete, reorder, and hide pages
Lesson 6: Creating Dashboards
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Updating Dashboard Properties
Changing dashboard properties automatically saves any changes you made to
the page you were working with
Styles control how dashboards and results are formatted for display
There is no “undo” option when renaming, deleting, or changing permissions
for a dashboard page. Be cautious when making changes.
Lesson 6: Creating Dashboards
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You will now complete Activity 11: Updating Dashboard Properties in your
Activity Guide.
Lesson 6: Creating Dashboards
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Lesson Summary
Create and modify the content of a dashboard
Add pages to a dashboard
Set dashboard properties
In this lesson, you learned how to:
Lesson 6: Creating Dashboards
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Questions
Lesson 6: Creating Dashboards
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Lesson 7
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Lesson Objectives
After completing this lesson, you will be able to:
Save, print, copy, delete, preview and refresh request views
Create titles for requests
Create narrative text for requests
Create view selectors to choose alternate views of the same request results
Show request results in a variety of charts
Lesson 7: Managing Views
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Completing Common View Tasks
Lesson 7: Managing Views
Common Task DescriptionSave Click the Save button to save a new view or
save changes to a modified view
Print Click the Print button to create a printout of the displayed analysis as an HTML or PDF
Delete Click the Delete button to remove the current view
Refresh Results Click the Refresh Results button to refresh the results of the current analysis
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Title View
Use this view to add a title, subtitle, logo, and/or timestamps to the results
Lesson 7: Managing Views
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Narrative View
Use this view to
show the results as
one or more
paragraphs of text.
You can type in a
sentence with
placeholders for
each column in the
results, and specify
how rows should
be separated.
Lesson 7: Managing Views
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View Selector View
Use this view to permit report
viewers to choose a specific
view of the results from among
the saved views. When placed
on a dashboard, the view
selector appears as a drop-
down list from which report
viewers can make a selection.
Lesson 7: Managing Views
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Chart View
Use the Chart View to drag and drop columns to a layout chart
You can customize the title, legend location, axis titles, and data labels as
well as the size and scale of the chart
Chart types include bar charts, column charts, line charts, area charts, pie
charts, and scatter charts
Chart styles include two- and three-dimensional, absolute, clustered, stacked,
combination, and custom
Lesson 7: Managing Views
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Sample Chart View
Lesson 7: Managing Views
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You will now complete Activity 12: Creating Compound Layouts in your
Activity Guide.
Lesson 7: Managing Views
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Lesson Summary
Save, print, copy, delete, preview and refresh request views
Create titles for requests
Create narrative text for requests
Create view selectors to choose alternate views of the same request results
Show request results in a variety of charts
In this lesson, you learned how to:
Lesson 7: Managing Views
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Questions
Lesson 7: Managing Views
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Closing the Day
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Use the following resources
SMART Training Website http://da.ks.gov/smart/training.html
SMART Training Team Contact us at [email protected]
SMART materials Review, Review, Review your SMART materials after
training!!
Resources Available
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Questions
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Evaluation
Please fill out the evaluation for today’s training session!
http://www.surveymonkey.com/s/SMARTtrainingRP301
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Thanks for coming and participating
today!