t&e data warehouse training guide - nbcuniversal...• t&e data warehouse (dw) built on...
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T&E Data Warehouse Training Guide October 2016
• T&E Data Warehouse (DW) built on NBCUniversal platforms to replace the use of Concur’s reporting tool called Cognos.
• Anyone in finance can have access to T&E DW to run reports for their division. To request access, send an email to [email protected] with the employee’s SSO and the company code(s) for which he/she is responsible.
• Finance users will be able to see data for all employees in their division and all expenses allocated to their division.
• Managers that have expense reports submitted for their approval automatically have access to run reports for their employee hierarchy.
• Use Mozilla Firefox as the internet browser. • Send an email to [email protected] with all reporting related
questions, requests and concerns.
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General Overview
• Additional Fields
• Avg. Monthly Spend: Accounts Credit Cards > Card Details
• Max Monthly Spend: Accounts Credit Cards > Card Details
• Max Spend Cycle: Accounts Credit Cards > Card Details
• Attendee Details: Expense Report and Details > Attendee Details
• Additional Filter Options
• Attendee Details: Attendee Name, Attendee Company, Attendee Type, Cost per Attendee
• Workflow Details: Workflow Step, Step Action Date, Employee Assigned, Role, Status Upon Completion, Delegate
• Crosstab Charts (Pivots)
• Create pivots tables based on the report you run in the T&E DW
• SAP Accrual Month
• Ability to choose the month and SAP box for your monthly accrual snapshot instead of entering in a date
• Rolling “X” Filters
• Ability to use a numerical value to display data for a selected period of time. Example: Last “x” days 3
New Functionality Included in Phase III
DW Homepage
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DW Homepage - Login Website - traveldw.craft.inbcu.com
Internal SSO login
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DW Homepage – My Dashboard
Your home page contains your charts. This screen will be empty until you create and pin charts to your dashboard.
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DW Homepage – Quick Links
Top dashboards are static and cannot be changed.
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DW Homepage – Menu Bar
Top menu bar shows user settings
Full screen
Notifications
User preferences
Show photo
Icon or List view
Log out Global Search
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DW Homepage – Menu Bar Left menu bar shows reporting modules
DW Homepage
List view Icon view
Concur Expense Info
Citibank Card Info
Concur Cash Advance
SAP & Employee Details
Public & Shared Reports
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DW Homepage – Dashboards Phase 1 dashboards are static and cannot be changed.
Number of transactions open in Concur and not posted to SAP. Report shows all details available in Concur.
Number of cash advances open in Concur (pending approval, issued & not on a report, on a report, but not extracted).
Number of expense reports pending approval in Concur. Report shows expense report header details (employee, amount, approval status).
Number of transactions open in SAP. Report shows line item detail for personal expenses and checks that have been deposited.
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DW Homepage - Links
Link to the Travel Portal that details all important information including policy updates, travel alerts, FAQs, links to training guides.
Link to the external Concur homepage
Link to Corporate card homepage where users can apply for a new card, request credit limit increases, or approve existing requests.
Link to generate email to the T&E Team at [email protected].
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DW Homepage – Top Public Reports
List of reports that are most frequently used by all DW users. Icon shows the reporting module from which data is being pulled. Number of times report has been run by users listed on the right with links to export to excel.
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DW Homepage – Recently Saved Reports
List of reports that you have saved to your private folder most recently. Icon shows the reporting module from which data is being pulled. Links to export to excel on the right. Link to all of your saved reports.
Modifying a Report
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Modifying a Report – Running the Report
Click on the name of the report to run it
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Modifying a Report – Change Filters
Report will run with preset layout and filters for your divisions.
Click Filter icon to change filters.
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Modifying a Report – Change Filters
Click + to add additional filters
Select new filter from drop down list. You can also type your filter into the filter box.
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Modifying a Report – Change Filters
When entering criteria, you may see a predefined list of options based on system settings.
Once filters are updated as needed, click Run Report to view the new data.
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Modifying a Report – Change Layout Click Layout icon after running a report to change the visible fields and the order in which they are listed.
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Modifying a Report – Change Layout Fields available to add. Fields currently on report.
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Modifying a Report – Change Layout
To remove a field from the report, click the ‘-’ next to the name of the field.
To delete all fields on the report, click the ‘x’.
To refresh previous layout, click ‘refresh’
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Modifying a Report – Change Layout To add a new field, you can expand the category options by clicking the category name
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Modifying a Report – Change Layout To add a new field, you can also click the Search icon and type in the field you wish to add.
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Modifying a Report – Change Layout You can change the order of the fields, by dragging and dropping them where you want them to be listed.
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Modifying a Report – Change Layout Once layout has been updated, click Run Report to view updated output
Saving a Report
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Saving a Report – Save Icon Once report has been modified for your needs, run
the report then click the Save icon
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Saving a Report – Save Icon Enter a name for your report and comments to remind yourself what data
is in the report. Please exclude any special characters, such as $, <, :, /, when naming your report. The report will be saved to your Saved Reports folders.
Exporting a Report
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Exporting a Report – To Excel
To export or run a report to excel, click the Excel icon from the Public Reports, Saved Reports, or report output screens.
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Exporting a Report – To CSV
To export or run a report to csv, click the CSV icon from the Public Reports, Saved Reports, or report output screens.
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Exporting a Report – To Text
To export or run a report to text, click the Text icon from the Public Reports, Saved Reports, or report output screens.
Scheduling a Report
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Scheduling a Report – Schedule Icon To schedule a report to your email, from your Saved
Reports folder screen click the Schedule icon
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Scheduling a Report – Schedule Icon
Time of day, including time zone
Recipients, separate multiple recipients by semi colon
Frequency of the schedule
When completed, click Create Schedule
Reconciling Concur and SAP
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Reconciling Concur and SAP – SAP Detail When running details from SAP, include Reference.
This field contains the Batch ID from Concur.
The last 4 digits of the TL00000**** is the BATCH ID
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Reconciling Concur and SAP – SAP Detail In the Public Folders > Expense > Details and click
on the Posted To SAP report to run it.
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Reconciling Concur and SAP – SAP Detail
Enter in the four digit Batch IDs from your SAP details into the criteria box. Run the report.
Modify the filters of the report. Remove the default filters and add a filter for Batch ID.
Charts
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Charts – Creating a Chart
Select 1 Group or Date Fields and 1 or more Summary Fields then select chart type
Click icon to create a chart
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Charts – Creating a Chart Once Group or Data Fields, Summary Fields, and
chart type are selected, chart will appear
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Charts – Pin to Dashboard To save chart to your My Dashboard, click pin icon
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Charts – Pin to Dashboard Enter a name for the chart,
click OK. Go to Home > My Dashboards to view chart
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Charts – Viewing Detail Behind Chart To view the detailed transactions behind the chart,
hover over an element then double click
Use icons to export or the ‘x’ to return to the dashboard
Pivots
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Pivots – Creating a Crosstab
Click icon to create a pivot
In order to create a pivot, you must run a report and access the toolbar from the report layout. A pivot is a replica of the Excel Pivot.
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Pivots – Choosing Fields Please drag and drop the fields into the appropriate buckets.
Take note of the symbols before the field.
This symbol indicates that it is a Data Field
This symbol indicates it can be used as a Row or Column field
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Pivots – Choosing Fields
Once you have the fields in each bucket, click on the “x” to see the results in a pivot format.
The fields you choose come from your report layout. If you need additional fields, add them to your layout.
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Pivots – Creating the pivot The pivot will show up on your screen according to the arrangement you selected in your “field chooser” screen.
You have the ability to sort alphabetically and filter from this screen.
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Pivots – Pin to Dashboard To save pivot to your My Dashboard, click pin icon
Enter a name for the pivot, click OK. Go to Home > My Dashboards to view chart
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Pivots – Save, Export, Create Chart Please use the icon tool bar to save, export to excel
or create charts based on the pivot data.
Save
Create Chart Export
Appendix
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Appendix – Icon Glossary
Download to excel
Download to CSV
Download to text
Delete report
Schedule
Save report
Refresh report
Summarize report
Modify filters
Change layout
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Appendix – Icon Glossary continued
Log Out
Full Screen
User Preferences
Notifications
List View or Icon View
Home
Expense Module
Credit Card Module
Cash Advance Module
Misc. Module
Report Folders