Discoverer - Opening a Pre-Defined Report

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Distribution

ODS Specialist

Ownership

The Administrator, Operational Data Store is responsible for ensuring that this document is necessary, that it reflects actual practice, and that it supports University policy.

Certain Pre-Defined Reports are required for monthly financial reviews.

Refer to Monthly Expenditure Review of Project/Award Activity for guidance on reviewing your project/award activity.

There are several key points contained in the procedure, which are summarized below:

Departments must review their activity at least monthly.
Proof of the monthly review needs to be retained in the department. There must be a reviewer’s signature and a separate approver’s signature.
Departments are responsible for retaining original documentation (except for travel and petty cash where copies need to be retained), and for making it immediately available in the case of an audit.
Finally, please remember that all questions should be directed to the IS Customer Support Center (CSC) at 243-7550.

Discoverer
B ® Open an Existing Workbook
B® Database
Workbook Wizard

1. Click [Open an existing workbook].

2. Click [Database].

3. Select the Pre-Defined Report you want to run.

4. Leave selected "Open the workbook in the current database account.."

5. Click [OK].

6. The following dialog box appears.

7. Click [Yes]. The report will run or the Parameter Wizard will appear.

NOTE: Click [No] only if you want to modify the report before running it, or you want to open a different worksheet tab. The report will then open with no results. You can then either modify the worksheet as directed in step 10 below or change worksheet tabs.

Notes on the Parameter Wizard

NOTE: Some reports will not present this selection. This screen appears only when you are opening a Pre-Defined report created in a user account other than your own.

The user may also inhibit this screen from appearing regardless of who created the report by Navigating to TOOLS/OPTIONS/ GERERAL tab and un-checking the ‘Display warning when opening workbook saved in a different database account’.

NOTE: The Parameter wizard defines the selection criteria for producing the results set. These parameters may be modified and new parameters can be defined. Users learn to modify and create parameters in ODS 1, Creating User Defined Reports.

All Pre-Defined reports may not display this Parameter Wizard. If it displays, you may select from the List of Values (LOV) indicated by the black triangle at the far right of the field. You may also key the value. If there is no LOV you must key in the desired value.

NOTE: The report might allow multiple values or a single value for a given report.

NOTE: The description box shows the format masks for the values. Parameters must be keyed in conformity with the format (i.e. case sensitivity, punctuation such as quotation marks surrounding characters, number of digits in year, etc.).

8. Click [Finish].

9. Modify the worksheet if needed.

Some reports are very long. The default setting is to retrieve 10,000 rows, but some reports are even longer than that. If not all data is retrieved you can modify the worksheet as follows:

Deselect that setting as follows:

Select [Tools]
[Options]

Select

[Query Governor]
Uncheck [Limit Retrieved Data]

Select [OK]
You will need to Refresh the report to get all the data.

Select the refresh [ ] icon.

Sometimes all lines are not retrieved. You can check for that as follows:

Select [Sheet]
Select [Retrieve all Rows] if it is lit.

This will bring in all rows for the report you have run.

10. You may open more than one Pre-Defined Report at a time. Use the File Menu [File > Open] to select any other report(s) you wish to review.

11. With more than one report open use the Window menu to choose the report you want to see.

12. You may close one report at a time by selecting the report you want to close from the Window menu (previous example) then, clicking [File > Close].

13. When you have finished reviewing all reports you may close Discoverer and any reports still open by selecting [File > Exit].

Effective: 08/16/04

Revision: 02/14/08