Integrating IBM Cognos Controller Report Books with IBM Cognos Disclosure Management

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1 Guideline Integrating IBM Cognos Controller Report Books with IBM Cognos Product(s): IBM Cognos Controller 10.2 and IBM Cognos Area of Interest: Financial Management

2 2 Copyright and Trademarks Licensed Materials - Property of IBM. Copyright IBM Corp IBM, the IBM logo, and Cognos are trademarks or registered trademarks of International Business Machines Corp., registered in many jurisdictions worldwide. Other product and service names might be trademarks of IBM or other companies. A current list of IBM trademarks is available on the Web at While every attempt has been made to ensure that the information in this document is accurate and complete, some typographical errors or technical inaccuracies may exist. IBM does not accept responsibility for any kind of loss resulting from the use of information contained in this document. The information contained in this document is subject to change without notice. This document is maintained by the IBM Business Analytics Proven Practices team. You can send comments, suggestions, and additions to Adobe, the Adobe logo, PostScript, and the PostScript logo are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States, and/or other countries. IT Infrastructure Library is a registered trademark of the Central Computer and Telecommunications Agency which is now part of the Office of Government Commerce. Intel, Intel logo, Intel Inside, Intel Inside logo, Intel Centrino, Intel Centrino logo, Celeron, Intel Xeon, Intel SpeedStep, Itanium, and Pentium are trademarks or registered trademarks of Intel Corporation or its subsidiaries in the United States and other countries. Linux is a registered trademark of Linus Torvalds in the United States, other countries, or both. Microsoft, Windows, Windows NT, and the Windows logo are trademarks of Microsoft Corporation in the United States, other countries, or both. ITIL is a registered trademark, and a registered community trademark of the Office of Government Commerce, and is registered in the U.S. Patent and Trademark Office. UNIX is a registered trademark of The Open Group in the United States and other countries. Cell Broadband Engine is a trademark of Sony Computer Entertainment, Inc. in the United States, other countries, or both and is used under license therefrom. Java and all Java-based trademarks and logos are trademarks or registered trademarks of Oracle and/or its affiliates.

3 3 Table of Contents INTRODUCTION... 4 PURPOSE OF DOCUMENT... 4 APPLICABILITY... 4 EXCLUSIONS AND EXCEPTIONS... 4 ASSUMPTIONS... 4 HOW TO INTEGRATE IBM COGNOS CONTROLLER REPORT BOOKS WITH IBM COGNOS DISCLOSURE MANAGEMENT... 4 BENEFITS OF IBM COGNOS CONTROLLER WORKBOOKS WITH COGNOS DISCLOSURE MANAGEMENT... 4 CREATE SEPARATE FOLDERS IN SHARED DRIVE TO ALLOW THE REPORTS TO BE SAVED FOR RESPECTIVE PERIODS 6 CREATE A WORKBOOK THAT WILL CONTAIN REPORTS THAT WILL BE USED BY IBM COGNOS DISCLOSURE MANAGEMENT... 6 CREATE A DATA CONNECTION IN IBM COGNOS DISCLOSURE MANAGEMENT... 8 CREATE A DATA REPOSITORY IN IBM COGNOS DISCLOSURE MANAGEMENT FOR THE REPORT ROLL FORWARD TO NEXT PERIOD OTHER SOURCES:... 20

4 4 Introduction Purpose of Document This document will describe a process on how to include IBM Cognos Controller workbooks within IBM Cognos. Applicability IBM Cognos Controller 10.2 and IBM Cognos Exclusions and Exceptions There are no known exceptions and exclusions at the time this document was created. Assumptions This document assumes the Cognos end-users are very familiar on how to create workbooks in IBM Cognos Controller. The document will not stress on how to build IBM Cognos Controller workbooks, but how to integrate IBM Cognos Controller workbooks with IBM Cognos. This document assumes the Cognos (CDM) end-users are also familiar with the functionality in IBM Cognos including data queries and report generation. The document will not go into report building, but emphasis how to integrate IBM Cognos Controller workbooks via data queries into IBM Cognos report. CDM end-users should be very familiar with how create data connections within IBM Cognos Disclosure Management as such may want to refer to this document for information on best practices - How to integrate IBM Cognos Controller Report Books with IBM Cognos Benefits of IBM Cognos Controller workbooks with Cognos Disclosure Management Using IBM Cognos Controller report book is one of the options to get data out of Controller. There may be other options using Microsoft Excel Adds-in or using IBM Cognos TM1 which are out of scope for this documentation. Creating IBM Cognos Controller reports to extract data is to mimic database concept where IBM Cognos can utilize all the data sourced from the IBM Cognos Controller reports. The benefits of using Report Book are highlighted by the following areas: a) Run the report book once only for a respective reporting period. The same report book name is used throughout all periods. In the following documentation, ControllerData is the report book name to be used for all

5 5 IBM Cognos reports. The defined reports within the report book will get the same name following the report book with suffix the sequence order number of the reports, e.g. ControllerData1 and ControllerData2. That means, two reports are contained in the report book. Two files will be generated and used as the data sources to IBM Cognos. b) If changes occur during the same reporting period, users can run the report book again and save to the respective folder to replace the old files. The old files then can be refreshed as part of updating the report books within Cognos. c) The report books process allows for the grouping of excel files within Cognos. The alternative process would be to bring in one report at time as part of data connection between IBM Cognos Controller and Cognos. Key Considerations as part of using workbooks in IBM Cognos Disclosure Management: 1. Use IBM Cognos Controller Report Generator to extract data, i.e. accounts in rows and companies in columns. 2. Analysis has to be done in advance to determine what types of data and how many reports are required for IBM Cognos overall reports including monthly, quarterly, external or internal reports. 3. Create separate reports for balance sheets and profit and loss statements. Most likely profit and loss accounts are required more details in management reports. 4. Create separate reports for different groups. IBM Cognos Disclosure Management (CDM) end-users may use workflow to set security on separate data repository objects for related groups access if necessary. 5. Each IBM Cognos Controller report represents report part of the Cognos object workflow. 6. CDM end-users should be comfortable in using Vlookup and Hlookup Excel functions in IBM Cognos. CDM end-users should use Vlookup and Hlookup functions to create block variables in data repository objects with IBM Cognos. 7. If company structure changes or the column definitions changes in IBM Cognos Controller, column indexes may be changed (the purpose of putting column indexes will be explained later). The worksheets in the data repositories object may be required to be adjusted as a result.

6 6 Create separate folders in shared drive to allow the reports to be saved for respective periods CDM end-users should create separate folders in network drive to store the IBM Cognos Controller data for all periods. The new folders can be for years and quarters, and months if required for monthly reports in IBM Cognos Disclosure Management. The example in figure 1 shows the data sources and periods folders on the shared drive. The share folders purposes is to save the IBM Cognos Controller reports within their respective reporting period folder. The data can be different depending on how CDM end-users plan to construct their reporting structure for their company. Figure 1 shows the data source folders for IBM Cognos Controller reports Create a workbook that will contain reports that will be used by IBM Cognos CDM end-users should launch IBM Cognos Controller and then create a report book that contains all the reports to be extracted. In the following example, two reports have been created in a report book named CDM Data Extract Annual Management Report. CDM end-users should run the report book with the selected period and save the File to the shared drive with the report name as ControllerData.xls. This report name will be used for all CDM reports. CDM end-users should always choose Values in Report Conversion section along with the actuality and period.

7 7 Figure 2 shows creation of report books The workbook files should be saved to the network environment. The workbook files are saved in a local directory for illustration only. Figure 3 shows the name of file/location. The file directory would represent the share directory that Cognos would access as part of refreshing the workbook reports from IBM Cognos Controller. Figure 3 shows filename for the report books After two reports had been run, two files would be created in the respective folder. The file names would follow the report name with a numeric suffix. Figure 4 shows both ControllerData1.xlsx and ControllerData2.xlsx workbook files under the shared directory under the DataSources\2014\Q4\Dec.

8 8 Figure 4 shared directory with the workbook files Create a data connection in IBM Cognos 1. Launch IBM Cognos, create two data connections in Data Source Connectivity for two IBM Cognos Controller reports, namely ControllerData1 and ControllerData2. Ensure Test Connection is successfully linked to the sourced file. Figure 5 shows the connection was successful with check mark in a green status. Figure 5 shows data connection for report books 2. Two Microsoft Excel connections have been created to connect two IBM Cognos Controller reports. Figure 6 shows the data source connectivity for both ControllerData1 and ControllerData2.

9 9 Figure 6 shows data source connection for report books 3. Create three query variables for year, quarter and month to pass variables to the shared drive with the following parameters: a. Query for the year {curyr}, 2014, Current Year b. Query for the month {curmth}, Dec, Current Month c. Query for the Quarter {curqtr}, Q4, Current Quarter Figure 7 shows the creation of the query variables for the reporting periods 4. Modify Data Source Connectivity with using query variables see below information on defining the file path for the data source: a. Replace the hardcoded folders with the three query variables in the file path, i.e. {curyr}, {curqrt} and {CurMth} b. Check Allow Query Variables in File Path to allow using query variables c. Ensure Test Connection was successful connected.

10 10 Figure 8 shows defining of the data connection to include period variables for the report books 5. Create Data Queries to select data range from the source files. a. Add External Microsoft Excel File Query Figure 9 shows the adding Microsoft Excel File Query b. Select the data range from the source file to be copied over in step 1 Add External Excel File Data Query. CDM Users may want to copy only certain data range to IBM Cognos instead of the whole worksheet from the source file. The recommendation is to add extra blank columns and rows to be copied over to provide room for additions in the future.

11 11 Figure 10 shows selection of data range for the report books c. Select the reports to associate with the Data Query in step 2 Associated Reports. d. Create a second data query. e. Two data queries have been created as follows. Please refer to table 1 for the definition of the queries: Table 1 shows defining of the data queries Name Data Source Type Data Source ControllerData1 ControllerData2 External Microsoft Excel File External Microsoft Excel File ControllerData1 ControllerData2 Figure 11 shows creation of two data queries for report books

12 12 Create a data repository in IBM Cognos for the report 1. Open a Cognos report. 2. Create two data repository Excel objects. The example in figure 12 is ControllerData1 and ControlerData2. 3. Check out the first DataRepository1 object. 4. Insert data (Data Insert Data) in the DataRepository1 object and choose ControllerData1 data query. Figure 12 shows creation of the data query connected to the Cognos Repository 5. Name the Worksheet Name as ControllerData1.

13 13 Figure 13 shows assigning the query to Worksheet within Cognos 6. A new tab ControllerData1 has been created in the Data Repository1 Excel object. Please note that the data was copied to the tab starting at row 2. The first hidden row was embedded Cognos Disclosure Management scripts. The data range had been defined in the data query. Figure 14 shows value of in row C24 for B to illustrate the data has been moved into Cognos Disclosure Management. Figure 14 shows the workbook data in an IBM Cognos Disclosure Management Report 7. The worksheet ControllerData1 will be used as the data source for creation of block variables in other worksheets in the data repository object. 8. Follow Step 3 to 5 to create ControllerData2 tab in Data Repository2 object. 9. Now, ControllerData1 and ControllerData2 tabs are dynamically linked to the data sources originated in the respective file path. Be reminded do not format the data source worksheets as all the formats will be gone once click Refresh. 10. Use lookup functions to look up values in the data source worksheet. In most cases, the account code will be used to match and perform vlookup. When you create a report in IBM Cognos Controller, the number of column should be put in the first row which represents the

14 14 column index in using lookup functions. In C2, 3 represents the 3 rd column index for using lookup values, in D2, 4 represents the 4 th column index, so back and so forth, all the columns should have the column indexes associated with the right sequence order. Figure 15 shows the report layout in IBM Cognos Disclosure Management

15 15 a. Use Vlookup and Hlookup Excel functions to lookup data from the data source worksheet and to create block variables in other worksheets. i. Hlookup parameters: =HLOOKUP(E$1,ControllerData1!$C$2:$CV$13,3,FALSE) 1. Column C is used as source column for the lookup function as part linking with Controller data source 2. Column A is the hard coded source for the account code 3. Column E includes the company code that relates to IBM Cognos Contoller Figure 16 shows the Report Book data formatted in Cognos Disclosure Management

16 16 ii. Vlookup parameters: =VLOOKUP($A15,ControllerData1!$A:$CW,E$1,FALSE) 1. Account Code should be hardcoded and as it will be used in column C as part of the lookup valu 2. Controller Account name will be used to lookup the source from the Controller Report books. Figure 17 shows the creation of the links between the report books and Cognos Report iii. Name the range (in light blue area) and define source Block Variable. Good naming convention is important as it would easily identify which destination Excel object will be used. In this example, Board Balance Sheet Excel object will be used for this source data. iv. The column index will dynamically link to the number of columns in the data source worksheet. If nothing has been changed in prior period, no maintenance is required. All data are looking up in the source worksheets which link to the Controller reports. If any changes occur in the source file, what you have to do is to change the column index or change the account codes in column A. The maintenance is at minimal. v. When data comes from different sources, validation rules come into place to ensure the values are in sync throughout the report. Using a centralized data source in the worksheet, validation rules

17 17 may not be required as all block variables are coming from the same data source. Now, block variables Broard_BS can be used in other Excel objects for data linking. Here is the explanation of the data columns and how lookup function is used as part of the report building: 1. Column A is used for vlookup value 2. Column C is used as part of looking up data from the ControllerData Source 3. Cell G1 represents the number of columns in the ControllerData source file Figure 18 shows sample of balance sheet report in Cognos Disclosure Management

18 18 Roll forward to next period 1. In Controller, run Controller report book and save the file name as ControllerData to the shared drive with the respective period. Two files, ControllerData1 and ControllerData2 would be generated. Figure 19 shows the generation of next period report books The file then can be saved to shared directory. Figure 18 shows the name of the file and directory for the local copy. The local copy can be moved to shared directory. Figure 18 shows the new workbook file for Q1 and January 2. In CDM, choose the report and run Rollforward. Figure 20 shows the workbook being rollfoward to the next period

19 19 3. Put the three query variables for the current period. Please refer to table 2 for definition of the query: Table 2 shows the defining of the query variables Query Name Value Comment {CurMth} Jan January {CurQtr} {CurYr} Q1 Quarter Current Year Figure 21 shows defining the query variables for the new reporting period 4. Click Finish. 5. The ticked marks will be shown when the rollforward has been successfully processed. Figure 20 shows the Rollforward completed for report books 6. Open the IBM Cognos report and check the two data repositories. The data source worksheets should reflect the current period s values. All other worksheets in the data repositories should reflect the current data as well. If there are no account or company structures changes during the period, no maintenance should be done in the data repository objects. All values are dynamically linked to the source files.

20 20 Other Sources: Report Books ibm.com/support/knowledgecenter/SSWGNW_8.0.0/com.ibm.swg.im.cogn os.ctrl_ug doc/ctrl_ug_id20627e1k18_3_runninguser- DefinedReportsandFor.html%23E1K18_3_RunningUser- DefinedReportsandForms

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