UDW+ Quick Start Guide to Functionality 2013 Version 1.1

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1 to Functionality 2013 Version 1.1 Program Services Office & Decision Support Group

2 Table of Contents Accessing UDW System Requirements... 2 How to Login to UDW Navigating within UDW Home Page... 2 Catalog... 3 Open a Dashboard or Standard Report... 4 About this Dashboard... 4 Working with Prompts... 5 Setting Prompts... 5 Resetting or Clearing Prompts... 7 Interacting with Dashboards and Report Views... 7 Drilling... 7 Roll ups... 7 Sort... 8 Rearrange Columns... 8 Printing Dashboards and Reports... 9 Print the entire dashboard page... 9 Print an individual report or graph... 9 Print from BI Publisher Exporting Options Export Limitations with Exporting to Excel Exporting to Excel from a Mac About UDW+ Data When Does the Data Refresh in UDW Historical Data Future Periods Chartfield Access Determines Results Who to contact for Help?... 12

3 Accessing UDW+ System Requirements UDW+ is an application that runs in a browser window. It is PC and Mac compatible. The UDW+ Client is the recommended browser to use with UDW+. You should have received an announcement from the UDW+ and DSG group with a link and instructions on how to install the client. Please contact the DSG if you need assistance. Adobe Flash version 10.3 or higher is required to view graphs and scorecards in UDW+. Adobe Reader version 7.0 or higher is required for viewing PDF reports generated in UDW+. Additional system and technical requirements, as well as installation and configuration instructions, are available in the DSG Wiki under UDW+ System Requirements Knowledgebase Article. You may access the wiki by going to wikis.nyu.edu and search for UDW+ System Requirements Knowledgebase Article. How to Login to UDW+ The UDW+Client automatically brings you to the login screen for UDW+. For security reasons, use the Sign Out link on the top right to exit UDW+ properly and close the session. Navigating within UDW+ Home Page The Home Page is the default start page for UDW+. It is comprised of several sections to help you find the content most useful to you. The Home Page is pictured below: 2

4 Create: links to create new UDW+ content objects (such as ad hoc reports) Browse/Manage: links to locate, open, and manage all stored content, including reports Get Started: links to documentation and other tools to help you get underway with Oracle (such as Help Contents) Header: this section is visible at all times in UDW+, regardless of which portion of the application is currently in use, providing a consistent set of icons and links. This section contains links to: Home: to always return you to the Home page Catalog: opens the UDW+ Catalog were you can access your saved reports, or reports shared with you by other users. Favorites: allows you to save most commonly viewed dashboard pages as your favorites Dashboards: allows you to view the NYU Dashboards and Standard Reports to which you have access. New: opens a list of content objects that you are eligible to create (such as new ad hoc report which requires classroom training) Open: select and open stored web catalog content (with links to recent content) Recent: links to the web catalog content objects most recently accessed by user Catalog The Catalog contains shared folders for dashboards and reports that other schools and departments have developed. Please note that shared folders are based on security permissions, and your access will likely vary from the example shown below. You may view any shared reports for a subject area that you have access to view. Please contact the Decision Support group for the school or department representative for shared content. 3

5 Open a Dashboard or Standard Report 1. From the Global Header, select Dashboards. 2. The Dashboards menu displays a list of Dashboards and Standard Reports that you can access. Your login, chartfield access and training completion status determine which links display. From the menu, select the Dashboard or Standard Report that you wish to access. 3. Each Dashboard can contain many different pages, which are represented by tabs. Page tabs display below the dashboard name. To navigate to the next page, click on the corresponding tab. About this Dashboard Below the title of each dashboard, there are two links that provide access to the metadata and wiki pages about the selected dashboard. The About this dashboard link will open a DSG Wiki page with an overview of the dashboard. The About this page link will open a DSG Wiki page with detailed metadata, useful information, and use notes about each report and graph displayed on the selected page. It is highly recommended to reference these pages whenever you have any questions about the data on the dashboard. 4

6 Working with Prompts Setting Prompts Dashboard pages contain prompts in order to filter the result data. Required prompts are indicated by the asterisk (*) to the left of the prompt name. 1. To view the available prompt selections, click on the drop-down arrow. 2. Available prompt selections are restricted based on your chartfield access. Make a selection from the available options (input components may include check boxes, list boxes, text fields, or radio buttons). 3. You must step off the prompt in order to save you selection. Stepping off the prompt means clicking in the white space outside of the prompt field. 4. The Search option is useful when a prompt has a long list of choices or when you want to select multiple values. Click Search 5. The search field displays in the top left corner of the Select Values window. You can change the search options to look for values that start, contain or end with the value types in the text field. You can uncheck the Match Case check box to make the search case insensitive. Type in the value and click Search. The example below it is a search for account

7 6. Once you find your value, highlight it. If only one value can be selected, the window to the left will display. However, if multiple values can be selected, the window below will display where you can make multiple selections and use the Move arrow to add selected values, or Move All to add the entire list of values from the left side. 7. When the desired values are selected, click OK. 8. Continue to set as many prompts as necessary to view your desired results. It is recommended to filter your data as much as possible for improved performance. 9. Click Apply to view your results. Please note that the Apply button will be grayed out until all required prompts are set. Some UDW+ dashboards automatically run results for all of the chartfields you have access to view. Other dashboards and reports require that you select values for certain fields and click apply to initiate the results. Also, whenever you change your prompt selections you must apply the new criteria. 6

8 Resetting or Clearing Prompts If you want to change your prompt selections, you have the option to use the Reset button. The Reset menu contains three options: Reset your prompts to the previous values by using the "Reset to last applied values" option. Reset to the default values established by the system administrator by clicking Reset to default values. Finally, if you select the "Clear All" option this will clear all values from the prompt selections, including default values. Interacting with Dashboards and Report Views Drilling Links are indicated by blue text. These links allow you to drill down into the report for more detail or navigate to a related report. 1. Click on a blue link to drill down. 2. A menu of options or action links will display. These options change depending on the report element selected and your access. 3. Select the detail that you wish to view. 4. The link will open in a separate window. To return to the prior report, use the Return link (if available), or close the newly created browser window. Roll ups Some dashboards and reports provide the ability to "roll up" or display the data based on Fund, Org, Project or Program or other chartfields. For example, if you roll up to Program, you will display that Program aggregated at the Program level. If you roll up to Fund, it will aggregate all of the chartfields at the Fund level. 7

9 Sort An report can be sorted by any column. Hover your mouse over the column and two arrows will appear, one pointing up for an ascending sort, and one down for a descending sort. You may also right-click the column, which will bring up the menu shown in the image below. The second item listed on the menu is the "Sort" feature. This also allows you to sort by multiple columns by choosing the "Add Ascending Sort" or "Add Descending Sort" to the additional columns in your sort. Rearrange Columns UDW+ offers the ability to rearrange columns in the order that provides the most useful information. 1. Hover over the column to be moved, which will display the handlebar. 2. Grab the handlebar and drag the column to its new location. A blue line will display, showing you where the column will land as see in the image below. 3. Release the column and the report will rerun to display the results in the manner you have chosen. 8

10 Printing Dashboards and Reports UDW+ is an interactive analytical tool that refreshes data each night. It is meant to be used in your browser to provide the most up to date information that is possible. In addition to this, UDW+ has several options to print your results. Print the entire dashboard page 1. Printing from the Page Options menu will print the entire dashboard as displayed on your screen. On the right hand side of the screen, underneath the Global Header, there is a three line icon that is the "Page Options" menu. 2. From this menu, select to Print. 3. Print format options include either in Printable PDF (requires Adobe Acrobat plug-in) or HTML. 4. It is recommended to use this print option, as it will print the entire dashboard page, including the prompt selections. So it is clear on the print-out what parameters were used to display the data. Print an individual report or graph 1. Beneath a report or graph, there is a link to "Print". 2. Print format options include either in Printable PDF (requires Adobe Acrobat plug-in) or HTML. 3. When printing a table, be sure to display all rows first. Otherwise, only the first 25 rows will display in the window. 4. Printing using this method will not print the entire dashboard. It will only print the component of the dashboard immediately above the Print link. Unlike the dashboard print options, it does not include the prompt selections. This could cause other uses to misinterpret the data if they do not know the parameters that were used. We therefore always recommend printing the entire dashboard page so that it is clear what parameters were used to display the data. 9

11 Print from BI Publisher Several reports (such as the Budget Summary report) are created in BI Publisher. Unlike other Dashboard reports, this type of report is non-interactive and static in order to produce printer-friendly reports. Such reports are indicated with "PDF" in the page name. To print a BI Publisher report, click the Print icon that displays when you hover over the report. Problems with BI Publisher Any field with a "+" symbol will cause the BI Publisher report to not yield any results. This is because the "+" symbol is stripped out when run in the BI Publisher report"s SQL, which yields no results. Exporting Options Export 1. Beneath a report or graph, there is a link to "Export". 2. Export options include: a. PDF b. Excel- Formatting will be maintained. Exporting to Excel is limited to 50,000 cell count and 500,000 rows. c. PowerPoint 2003 or 2007 d. Web Archive e. Data > i. CSV Format (Comma Separated Values) ii. Tab delimited Format- Brings over the raw data (not formatting). Total row count exported. It is best practice to use Tab delimited Format when you want to modify the data. This export file will not contain any of the formatting from the UDW+ dashboards or reports, but it is not limited to the 50,000 cell count of the Excel export file. It does have a limit of 500,001 rows. It is not recommended to build queries or pull data that results in more rows than this limit. Also, the export file will not contain a header section with the chartfields you selected and filters you applied. Best practice is to document the query criteria in the export file for future reference. 10

12 Limitations with Exporting to Excel There are two limits to exporting. The first is a row limit, which affects both the export to Excel and the export to Data "Tab delimited Format" option. The row limit is 500,001 rows. The second is a cell limit, which affects only the export to Excel option. The cell limit is 50,000 cells. Any cell that contains a number, symbol, or formatting, counts against this cell limit. Once the limit is reached, no further data will be exported, regardless of how much data remains in your reports. Because of this, unless your dataset is very small, it is best to export through the "Data -Tab delimited Format" option. Exporting to Excel from a Mac The export to Excel feature is not available for Mac users. The UDW+ export to Excel data type is not XLS (even though the file extension is), but is actually an MHTML file with XLS extension. Mac Office doesn t read MHTML correctly, as Windows versions of Office can read MHTML. As a workaround you can export using the "Data - Tab delimited Format" option and open the file in Excel, which is the recommended method of exporting. About UDW+ Data When Does the Data Refresh in UDW+ UDW+ is refreshed overnight, every night. The refresh time and date will appear at the top of each dashboard or report in the header section as shown in the example below. At the right hand side of the screen it reads "UDW+ current as of:" Some dashboards or reports require selecting and applying prompt selections before data is returned. This will also cause the refresh time and date to appear. The Budget Control Report and Salary Expense Report pull data from UDW, not UDW+. The Salary Expense Report is refreshed nightly, similar to UDW+. The Budget Control Report is refreshed every fifteen minutes from UDW. Use the Budget Control Report if you need the most current information available. Historical Data UDW+ dashboards and reports contain historical data back to Fiscal Year The Salary Expense report pulls data from the old UDW environment and goes back to There are plans to add another subject area within UDW+ to contain additional prior years. Future Periods UDW+ will display data from future periods in the Budget Detail Report. These future periods do not display in the Budget Summary Report. Chartfield Access Determines Results Chartfield security will affect results. Any monetary amounts that are displayed will be restricted by your chartfield security. For example, a purchase order may be issued for multiple chartfields. If you are viewing a purchase order that contains chartfields outside of your authorized access, you will not see all of the lines that contribute to the total purchase order amount. 11

13 Who to contact for Help? The Decision Support Group (DSG) is here to help! Phone: Web: and visit the Decision Support Group tab DSG Knowledge Base: and search for UDW+ o UDW+ FAQs o UDW+ Functionality o UDW+ Training and Access o UDW+ System Requirements 12

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