This introductory hands-on training session introduces users to the Cognos Advance Performance (AP) reporting tool. Advance Performance (AP): Basic User Guide Adeline Wharton Learning Designer & Instructor
Table of Contents What is Advance Performance?... 2 Log On to Advance Performance... 3 This is your homepage view:... 4 The AP Progress Home Page... 5 Home Page Navigation... 6 The Home Page Tabs/Folders... 7 How to Download a Chart Image?... 8 Reports Folder... 10 Prospect Pipeline Activity Reports... 11 Campaign Activity Reports... 12 Giving Activity Reports... 13 Run a Report... 14 Options for E-Mailing, Saving, and Viewing the Report Detail... 16 Email the Report Detail... 17 Save the Report Detail... 18 View & Print the Report Detail in PDF Format... 19 View the Report Detail in Excel... 20 Log Off AP... 21 Training and Additional Help... 22 1 Advance Performance : AP101_Intro_ 4_28_15 Wharton
What is Advance Performance? Advance Performance (AP) is an Ellucian (formerly Sungard Higher Education) product that provides scorecards, dashboards, reports, and analytical capabilities for measuring fundraising activities and campaign progress; for understanding trends; and for predicting donor behavior and outcomes. AP pulls data from the Advance Web database and is updated nightly (i.e., data entered into Advance today will be available for reporting in AP tomorrow). As new reports and functionality are released, users will be notified via the Advance Performance (AP) e-news publication or BizTech News. System Availability Weekdays: 6am 11 pm Daily, Monday Thursday (EST) Weekends: 6am Friday through 11pm Sunday (EST) Data Refresh Schedule If Today is: Monday Tuesday Wednesday Thursday Friday Saturday Sunday AP Data is Current as of: Sunday 5pm Monday 5pm Tuesday 5pm Wednesday 5pm Thursday 5pm Thursday 5pm Thursday 5pm From Monday to Thursday, AP data is current as of the previous day. From Friday to Sunday, AP data is current as of the previous Thursday 2 Advance Performance : AP101_Intro_ 4_28_15 Wharton
Log On to Advance Performance You will be given security access to the production (live) version of AP about 48 hours after training. Once your access is granted, please use the following instructions to log on: 1 - Open your browser and navigate to https://advancerpt.advancement.msu.edu/: 2 Look here for system notices here 2 - Log on with your NetID and MSU Net ID Password (the one you use to log on to EBS) 3 Unclick the Show this page in the future. 4 3 4 Click on My Home to continue. 3 Advance Performance : AP101_Intro_ 4_28_15 Wharton
This is your homepage view: 4 Advance Performance : AP101_Intro_ 4_28_15 Wharton
The AP Progress Home Page The Home Page provides a dynamic overall view of the Empowering Extraordinary Campaign for Michigan State University. Campaign progress is show in 3 different chart views: Campaign Progress Overall, Campaign Progress by Year, and Campaign Progress by Donor. The information can be displayed by Overall, Unit, Pillar, and Objective. After you log on, you will see the Home Page. Key Performance Measures: Progress towards goal in overall dollars for the Empowering Extraordinary Campaign. Overall Goal: Michigan State University s Empowering Extraordinary Campaign Goal Overall Amount Raised: Total of commitments raised since 7/1/2011 including reachback gifts. Overall % of Goal: Percentage of overall commitments raised toward goal. 2015 Target: Total commitments need in Current Fiscal Year to stay on track to meet Campaign Goal. 2015 Variance $: Dollar value difference between target and what has been currently raised toward goal positive or negative. 2015 Variance %: Percentage difference between target and what has been currently raised toward goal positive or negative. 5 Advance Performance : AP101_Intro_ 4_28_15 Wharton
Home Page Navigation Reports Click here to reports. Snapshot analysis of the Extraordinary Campaign The Progress Chart is a visualization of a data set pulled from Advance Web. Data Refresh Date Help Resource Advancement Analytics for Cognos Help Suite Home Page Reports Documentation 6 Advance Performance : AP101_Intro_ 4_28_15 Wharton
The Home Page Tabs/Folders You will see the following three tabs/folders at the top of your dashboard: 2 1 3 1 Home Page 2 - Public Folders use this folder to save and share reports with unit/program staff. This folder is NOT secure, so your reports can be viewed by all UA staff. See screenshot below: Select the subfolder for your unit/program 3 - My Folders use this folder to save your individual reports for future reference. This folder is NOT accessible by other users. NOTE: Always save your reports to My Folders or Public Folders. 7 Advance Performance : AP101_Intro_ 4_28_15 Wharton
How to Download a Chart Image? This section will cover how to download and save a chart image for external use. 1 Locate and alter the chart that you want to download or save. 2 Right-click over the chart that you want to download or save. 3 Click on Download Chart. 4 When prompted select to Open with Windows Photo Viewer (default), or select to Save File, then click on OK. 8 Advance Performance : AP101_Intro_ 4_28_15 Wharton
5 5 Locate the downloaded file, to save the file click on File. 6 6 Click on Make a Copy. 7 Rename the file name and click on Save. 9 Advance Performance : AP101_Intro_ 4_28_15 Wharton
Reports Folder Click here to view Reports Documentation. 10 Advance Performance : AP101_Intro_ 4_28_15 Wharton
Prospect Pipeline Activity Reports There are nineteen prospect pipeline activity reports that are available to assist in your strategies on monthly and yearly basis. The best way to access these reports is by following the instructions on page 14 - Run a Report. If you want full report descriptions they are available by clicking on the Report Documentation under the Help link on the left side of the dashboard. These eleven reports are located by clicking on Prospect Pipeline Activity Reports > Monthly Prospect Reports. These two reports are located by clicking on Prospect Pipeline Activity Reports > Contact Activity Reports. These three reports are located by clicking on Prospect Pipeline Activity Reports > Prospect Profile Reports. These three reports are located by clicking on Prospect Pipeline Activity Reports > Proposal Pipeline Reports. 11 Advance Performance : AP101_Intro_ 4_28_15 Wharton
Campaign Activity Reports There are eighteen Campaign Activity reports available to monitor progress within the Empowering Extraordinaire Campaign for MSU. The best way to access these reports is by following the instructions on page 14 - Run a Report. If you want full report descriptions they are available by clicking on the Report Documentation under the Help link on the left side of the dashboard. 12 Advance Performance : AP101_Intro_ 4_28_15 Wharton
Giving Activity Reports There are seven Giving Activity Reports that are available to be run on a monthly basis. The best way to access these reports is by following the instructions on page 14 - Run a Report. If you want full report descriptions they are available by clicking on the Report Documentation under the Help link on the left side of the dashboard. 13 Advance Performance : AP101_Intro_ 4_28_15 Wharton
1 Select the Reports file folder. Run a Report 2 Click on the report hyperlink of your choice listed within the Reports file folder. 3 Select the prompts within the report. Note: An asterisk (*) indicates a required field. 14 Advance Performance : AP101_Intro_ 4_28_15 Wharton
4 Click on Run Report when finished. Final Report Output Scroll down to the bottom to view Totals. 15 Advance Performance : AP101_Intro_ 4_28_15 Wharton
Options for E-Mailing, Saving, and Viewing the Report Detail After running a report in AP, you have several options: Email, Save, and View in HTML, PDF, XML or View in Excel. Options are available from the toolbar in the upper right corner of the Report Detail screen: Saving Report View Report View What is a Report View? When you choose a prebuilt report, set prompts, and run the report, the output is called a Report View. Think of the Report View as your customized version of the report; it has the prompts and parameter settings that you have chosen for your particular needs. Saving the Report View within My Folders allows you to run the report at future date with upto-date data without having to reset the prompts and parameters. (See Page 15 to learn how.) You must also save your Report View if you would like to schedule it to run automatically on a regular basis (see Schedule a Report Run in the AP Intermediate User Guide). 16 Advance Performance : AP101_Intro_ 4_28_15 Wharton
Email the Report Detail Advance Performance allows you to email a copy of the Report Detail. 1 - Select Keep this version, then select Email Report. If you leave the report open for an extended period of time the popup screen will default to the main homepage screen. MSU NETID 2 - An email options window opens and prompts you to enter the recipients and content of your message. 3 - Select Include a link to the report and/or Attach the report to your message. 4 - Click OK. This is what an opened message will look like in Outlook: Link to the report in AP. Attachment 17 Advance Performance : AP101_Intro_ 4_28_15 Wharton
Save the Report Detail Advance Performance allows you to save the report detail in My Folders (or Public Folders) for later viewing. If you plan to schedule a report run, you must save it first. 1 - Select Keep this version, then select Save as Report View. Default report name can be changed. 2 - Select My Folders. 3 - Click OK. 18 Advance Performance : AP101_Intro_ 4_28_15 Wharton
View & Print the Report Detail in PDF Format You can view and then print your report detail (output) in PDF format; you will need Adobe Reader installed on your computer. To print your report, select the PDF Format option. 1 - Run your report. 2 - Select the View in drop down box in the upper right corner of the report window. 3 - Select View in PDF Format link. 4 - The report will render in PDF format: Click the printer icon to print the report (Mozilla View). If the document doesn t render into PDF format correctly, click Open With Different Viewer to export the document. Click the printer icon to print the report (IE View). 19 Advance Performance : AP101_Intro_ 4_28_15 Wharton
View the Report Detail in Excel You can also view your AP report output in Excel, make changes to the data, and save the spreadsheet. Changes you make in Excel will not be reflected back in AP. 1 - Run your report. 2 - Select the View in drop down box in the upper right corner of the report window. 3 - Select View in Excel Options link View in Excel 2007 Data (see below): View in Excel 2007 Data: this pulls only data from the report. View in Excel 2007 Format: this pulls a screen shot of the report. If you encounter difficulties, also try selecting the View in CSV Format option. 4 - When prompted, OPEN the Excel file: 5 - After making changes or sorting the data, save the spreadsheet as a regular Excel file. NOTE: When exporting the reports listed below it is important to only use the PDF format. These reports are not able to be easily manipulated. Prospect Summary Prospect Summary-Sorted by Prospect/ Capacity 20 Advance Performance : AP101_Intro_ 4_28_15 Wharton
Logging off AP is a TWO-STEP process: Log Off AP 1 - Click on the Log Off link beside your name at the top of the page: 2 - Close your browser; make sure to close ALL open tabs and windows to fully exit the program.. 21 Advance Performance : AP101_Intro_ 4_28_15 Wharton
Training and Additional Help Please contact Adeline Wharton, Learning Designer & Instructor, at wharton9@msu.edu or 517-432-1762 for AP training opportunities. If you need help accessing the online enrollment system or signing up for a session, please contact the UA Help Desk at 4-1234. Please contact the BITS team at list.bitech@uadv.msu.edu if you experience problems with the AP software. For more involved requests or problems, please submit an Advance Performance AIDAdvancement service request at https://aid.advancement.msu.edu 22 Advance Performance : AP101_Intro_ 4_28_15 Wharton