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1 Cognos is the reporting system for SMARTT. It is used to analyze program performance and student demographics. Cognos retrieves data stored in the SMARTT System to create reports that help users answer specific questions at the Project or Student levels. Slide 1 These reports are extremely helpful when analyzing performance measures and tracking student and class performances. Data is uploaded from SMARTT on a daily basis. All current year data entered into the SMARTT System is refreshed daily. Most reports are fiscal years based. Once the system rolls over to new fiscal, the reports will be available in early September There are several ways to access Cognos. You can do that from the SMARTT Welcome/logon screen, or from within SMARTT itself on the main page, or by typing in the URL which is the normal SMARTT logon URL plus the letters sides Slide 2 If this is your first time logging into Cognos, you will see this page. Uncheck the box that says Show this page in the future, and you will open to your home page. Slide 3

2 If you have a User ID and password, then just logon to Cognos here, otherwise you will need to request a new logon and password. Slide 4 Get a Cognos Logon Most agencies have one logon and password, unlike SMARTT. That s because information can be entered into SMARTT, whereas Cognos is just the reporting system where you can view and customize reports Slide 5 us/articles/ how-to-request-a- Cognos-Logon When you need help with Cognos, your first point of contact should be: to submit a ticket. You may also find several articles and videos there that will also offer lots of help Slide 6 The Cognos online help manual can be accessed from within Cognos by clicking on the Launch Menu in the upper right hand corner Slide 7

3 On the Home Page tab, there are 3 main sections: Cubes, The Adhoc Reports, Federal Reports For this training, we will mostly be using the top section, the Cubes Section Slide 8 You can also access Cube Reports by clicking on the Desk Review Tab at the top of the screen. Slide 9

4 The easiest way to practice creating a report is by modifying an existing report by substituting your (current) data. To do this, click on the Favorite Reports tab, Workshops, then click the small green arrow to the right side. Slide 10 Slide 11 This is the screen you should see. There are several folders visible. We will be concentrating on the Attendance Folder, Avg. Attended Hours, Demographics and Goals. Above the folders you should see the path or breadcrumbs of the items we have clicked on to get to this point. They should most likely say, Public Folders, Home Page, Favorite Reports and Workshops. Many times, clicking on the path is the best way to get to a certain point where you ve been rather than clicking on the Back button. Clicking on the Back Button, doesn t always Refresh the data. Clicking on the little house icon will also take you back to the Home Page, but it isn t always visible on certain screens Click on the Attendance Folder You will see many reports that have been created by the SABES techs over the years, most of which can be customized. For now, choose the one that says Attendance FY 16 In the middle area where you see all the agency names, Scroll down until you see your Agency Slide 12

5 Right click and Select KEEP from the drop down menu *Note: All of this information viewable at this point is Public. Student information can only be seen using your Agency s logon and password Slide 13 Slide 14 You will see a nice little report with just your Agency displayed and the attendance up until the current month(s). (*please note that the agency is blurred for privacy concerns, but will be displayed where the red outline is, below the words, Attendance %, in the middle of the screen, and in the Rows space above) On the left side of the screen is a panel that is titled, Insertable Objects. There is a folder called All Agencies. Click on that to see all the other agencies Slide 15 When you find one you want to add, select it and drag it the middle under the Attendance % and where you see the little black down arrow. When you are satisfied with information you want, then it s time to save the report. SAVING Go to File, Save As Here, it gets a little tricky If you attempt to put it in the wrong folder, you will get an error message, usually (ANS (or something similar) Make sure you give it a name, and save it in My Folders You can create a New Folder within My Folders to make it easier to find Click on Save and Close by clicking on the X Slide 16

6 To Find Your New Report Click on the My Folders Tab Scroll to find your new folder if you created one, otherwise just find your report Slide 17 Slide 18 When a report is saved it is saved with data that is current at that date and time. This is helpful if you want to compare data month to month or even year to year, as long as you name it so. (*note the icon/color to the left of the report) If you want to see updated and current data each time the report is accessed the report properties needs to be changed to have the report Run each time it is opened rather than View Most Recent report which is the default. Run the report Find the Report you created Go to the right side - icon that has a finger pointing at a sheet of paper. If you hover over it, it will say Set Properties. Click on the icon and the Set Properties screen will appear. Click on the Middle Tab (Analysis). Change the Default Action to: Run the Report Slide 19 Run Analysis Studio to Modify/Update Looks like a Rubric Cube Slide 20

7 If you want to modify the year, Choose the year from the Insertable Objects on the left side. Drag it to the top under columns. Save with a new name Slide 21 Creating a different report with multiple data Click on the Home Icon From within the Cubes Section, Go to the Students By Site Folder and Open it. Slide 22 This defaults to show All the Agencies in the rows, and the columns, fiscal years in the columns. The number shown in each cell is number of students at that agency during all the fiscal years from 1999 through the current year. That s a lot of data, so let s try customizing it. Select the Agency you are interested in; Right Click, Keep. Do the same with the fiscal year You will now have a screen with your agency and the number of students for the selected year. Let s add some data to look at. Slide 23

8 Locate the Age Icon on the left side, under Insertable Objects. Drag it and put it next to Agency in Rows Field at the top. Now you will see a breakdown of your students by age. Let s add more data. Slide 24 Add Gender Next to the Fiscal Year Columns Clean up by Right Click and hiding extra Total row/column if desired Slide 25 Drag the Year and then drag the Agency to the Context area (since these are known to you already). Clean up by Suppressing the Zeroes -, find the icon that looks like two rulers with a Red Zero with a line through it. Select Rows and Columns. Adjust column width if desired Slide 26 Swap Rows/Columns to change the view Slide 27

9 Add a Chart This is a crosstab and chart and now you have a nice report with ages and genders in the chart and the information below. Give it a name and don t forget to Save to My Folders Close the window This time, Go to My Folders, and find the report and we are going to modify this report after opening it. Do not adjust the properties yet. Slide 28 Replace Age, with Country of Origin, You may also want to swap columns and rows and possibly delete the chart. Give it a title, and Save to My Folders Close the Window and Go to My Folders (sometimes you have to Refresh the Screen) (do this by clicking on another tab and back to My folders, or click the Reload arrow in the browser) for the report to show Slide 29

10 Change the data again: Click to Open, Replace Country of Origin with Race Save to My Folders with a New Name Close the Windows - Find in My Folders If you want it to refresh with new data, you must now change the properties. Run the Report - Save Notice how the icon changes from Orange to Blue after it is Run Click on the Report name now & Voila! Now, any time you click on it, the report will refresh with current data There are several videos and handouts to help. Try the tutorials and videos here: Remember, this takes practice. You may need to use your undo button (Ctrl + Z works also) You can t mess up your data, it s all in SMARTT. If it doesn t look right, don t save it, try again Good luck and remember to smartthelp with any questions or issues