MicroStrategy Quick Guide: Running a Report Administrative/Finance ITS Business Intelligence Group

Size: px

Start display at page:

Download "MicroStrategy Quick Guide: Running a Report Administrative/Finance ITS Business Intelligence Group"

Dominick Hood
5 years ago
Views:

MicroStrategy Quick Guide: Running a Report Administrative/Finance ITS Business Intelligence Group Contents Open a Project and Navigate to a Report... 1 Run a Report... 4 Prompts.

1 MicroStrategy Quick Guide: Running a Report Administrative/Finance ITS Business Intelligence Group Contents Open a Project and Navigate to a Report... 1 Run a Report... 4 Prompts... 5 Fiscal Year Prompts... 5 Date Prompts... 6 FOAPAL Hierarchy Prompts... 6 Skipping a Prompt, Returning ALL Values... 7 Retrieve Data... 8 View a Report... 9 Report Sections... 9 Re-run or Re-prompt a Report Open a Project and Navigate to a Report We will run an Administrative Project Finance report. First, click on the Administrative Project. Now click on Shared Reports MicroStrategy Version Updated November 30, 2015

2 Now click on the Finance folder. Now you should see subfolders of reports: CARS reports related to CARS reporting Expense a collection of Expense-related reports Labor a collection of Labor-related reports Reconciliation Reconciliation reports used in the Fiscal Services approved Reconciliation process (also taught in the Fiscal Services Reconciliation training) Revenue a collection of Revenue-related reports Revenue and Expense a collection of reports that contain both Expense and Revenue data MicroStrategy Version Updated November 30, 2015

We are going to run a report called Organization Detail. Click on the Revenue and Expense subfolder. Now click on the Detail subfolder. Now you should see many folders and reports.

3 We are going to run a report called Organization Detail. Click on the Revenue and Expense subfolder. Now click on the Detail subfolder. Now you should see many folders and reports. The folders you see such as Budget Transfer Detail By Date Range or Open Commitments replicate Discoverer reports which have many different tabs. Within these report folders you will find related and sometimes linked reports giving you the same functionality you had within one Discoverer report. To run the report you can right click on the report Organization Detail and select Run or simply left click on the report. Right-clicking shows you all the options you have with this report: MicroStrategy Version Updated November 30, 2015

4 Run a Report For now we simply want to run Organization Detail. Click on Organization Detail. MicroStrategy Version Updated November 30, 2015

5 Prompts The next screen you see is a listing of all prompts (called parameters in Discoverer) you need to answer to run your report. This report has six prompts; any prompt that does not have the word Required next to the prompt name in the index is not required; leave a prompt blank if you want to retrieve all data for that prompt (e.g. leave Org L4 Dept blank if you want to retrieve ALL Org L4 Depts you have access to): Fiscal Year Start Date End Date Org L4 Dept a four digit organization code equal to GMU department (like Chemistry, Economics, etc.) Org L6A a six digit organization code equal to GMU Organization; most units on campus have Org L6A organizations Org L6B a six digit organization code equal to GMU Organization; only a few departments on campus (such as Athletics) use Org L6B Sometimes there will be more prompts than can display on the screen. You can use the scroll bar on the right to see all prompts. Fiscal Year Prompts The first prompt is Fiscal Year: The default answer for this prompt is the current fiscal year. At the time of writing, the current Fiscal Year was Let s change this to There are three ways to change a prompt default: 1) Close match search. Type 13 in the Search for box and click the magnifying glass. The default 2014 will change to all-. Then click the drop-down arrow next to all- to select MicroStrategy Version Updated November 30, 2015

2) Direct match search. You could also search for 2013. 3) Carat drop-down.

You can also use the % symbol as a wildcard, such as %20% would retrieve all years with 20.

To change or select the values for a date range prompt, click the arrow next to the calendar icon and use the pop-up calendar to select

6 2) Direct match search. You could also search for ) Carat drop-down. Alternatively, you could also use the drop-down arrow next to 2016 to scroll and select ) Wildcard. You can also use the % symbol as a wildcard, such as %20% would retrieve all years with 20. Date Prompts Prompt Answer #2 and #3: Start Date and End Date. To change or select the values for a date range prompt, click the arrow next to the calendar icon and use the pop-up calendar to select the dates you need. Select Start Date of July 1, 2012 and an End Date of October 1, FOAPAL Hierarchy Prompts Prompt Answer #4, #5, and #6: Org L4 Dept, Org L6A, Org L6B. These prompts are optional prompts and for both you will see only the Organizational data to which you have access. MicroStrategy Version Updated November 30, 2015

First, if there are any defaults in the right hand Selected pane, clear those. Click the double left-facing arrows to clear the Selected pane. When the Selected pane is clear you should see (none).

Use double quotes around the beginning and end of your search term to obtain an exact match.

7 First, if there are any defaults in the right hand Selected pane, clear those. Click the double left-facing arrows to clear the Selected pane. When the Selected pane is clear you should see (none). Now in the Org L4 Dept Search for box type an Org L4 you have access to and click the search magnifying glass. Use double quotes around the beginning and end of your search term to obtain an exact match. Typing Academic Activity with no quotes will retrieve anything with Academic or Activity in the title, whereas typing Academic Activity including the double quotes will retrieve only an exact match on that multi-word search term. Use the right hand arrow to move the selection from the Available to the Selected pane. Skipping a Prompt, Returning ALL Values The next prompts are Org L6A and Org L6B. These are also optional prompts. Let s leave these blank for now which will return ALL data for these prompts (that you have Banner security access to). MicroStrategy Version Updated November 30, 2015

8 Retrieve Data We ve answered all the prompts so we re ready to run the report and retrieve data. Click Run Report in the lower left-hand corner. For short reports where data is returned very quickly, you may be sent directly to the data, or Grid. For other reports like this one, it is typical to see this screen before you see your data: MicroStrategy Version Updated November 30, 2015

9 View a Report When your report is complete, you will see the data grid. Sometimes a lot of visual space is taken up by the report detail this is normal. Report Sections In addition to the data you requested, there are a number of key sections to your Grid report. You can close any of these open sections by clicking the X in the upper right hand corner. You can turn on any of these sections by clicking Tools and then selecting the appropriate section. Report Details this top report section displays any filters you have applied to your report data (like Term, Decision, etc.) View Filter- This second section allows you to create filters on the data after you have run and are viewing the data. This topic will be covered in a separate Quick Guide. MicroStrategy Version Updated November 30, 2015

Prompt Details this section displays all possible prompts, your answers, or a note if that prompt was not answered Page By the Page By section allows you to step through your data as if by

You can either look at each individually, or select TOTAL to see all Org L6As combined. The corresponding data in the Data Grid will change based on your Page By selection.

10 Prompt Details this section displays all possible prompts, your answers, or a note if that prompt was not answered Page By the Page By section allows you to step through your data as if by chapters in a book. Click on the drop-down arrow next to Org and you will see a listing of all Org L6As within Org L4 Dept you chose. You can either look at each individually, or select TOTAL to see all Org L6As combined. The corresponding data in the Data Grid will change based on your Page By selection. Click an Org L4 Dept and an Org. Report Objects On the left you will see the Report Objects pane. This displays all MSTR objects (such as attributes, metrics, and filters) available on your this report. MicroStrategy Version Updated November 30, 2015

Use the scroll bar to scroll down. Again on the left hand side of the screen below Report Objects you will see some additional options: These are topics that will be covered in separate Quick Guides.

Only 10,000 records are displayed per page so you might need to use the page arrows at the bottom of the grid to see the next pages of data.

11 Use the scroll bar to scroll down. Again on the left hand side of the screen below Report Objects you will see some additional options: These are topics that will be covered in separate Quick Guides. Data Grid Now in the middle pane you should see the data grid for the report we just ran. Note in the upper right the report summarizes how many data rows and data columns were returned. Only 10,000 records are displayed per page so you might need to use the page arrows at the bottom of the grid to see the next pages of data. Page End Click on the arrow with a line to jump to the last page of the data Re-run or Re-prompt a Report If you would like to rerun the same report you have open with the same prompt values you just selected, click on the down arrow next to Data on the menu. MicroStrategy Version Updated November 30, 2015

12 Select the option to Re-run Report. If instead you would like to re-run the report but change some or all of your prompt answers, click on Re-prompt instead. MicroStrategy Version Updated November 30, 2015

MicroStrategy Quick Guide: Running the PI Report

MicroStrategy Quick Guide: Running the PI Report ITS Business Intelligence Group Go to reporting.gmu.edu and click on Login to Microstrategy ACTION Enter User name and Password. Keep default selection