Institutional Analysis and Planning: Cognos Cube Tutorial Level I

Cognos Cube Tutorial

Level 1

Institutional Analysis and Planning

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Institutional Analysis and Planning: Cognos Cube Tutorial Level I

Contents

Accessing a Cognos Cube………………………………………………………………………………3

Understanding the Cube Layout…………………………………………………………………….5

Zero Suppression of Cognos Cube Data…………………………………………………………7

Undoing Changes…………………………………………………………………………………………….9

Changing Column Dimensions on the Cognos Cube………………………………………9

Changing Row Dimensions on the Cognos Cube…………………………………………..12

Deleting Rows and Columns……………………………………………………………………………15

Using Dimension Subcategories……………………………………………………………………..17

Re-ordering Dimensions………………………………………………………………………………….21

Sorting Data…………………………………………………………………………………………………….23

Hiding and Showing Subtotals…………………………………………………………………………25

Exporting and Saving Data………………………………………………………………………………32

Changing the View of the Cognos Cube………………………………………………………….39

Swapping Columns and Rows………………………………………………………………………….41

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1. Accessing a Cognos Cube

1. Go to the Public Cognos Cubes Index page at

http://analysis.uwaterloo.ca/stats/ext_cubes/index.html

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2. From the table at the bottom of the page, click on a link to one of the four
Cognos Cube types available.

3. From the form, select one radio button from each category. For definitions of
terms hover the mouse over the word. Click “Generate Report” once finished.

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2. Understanding the Cognos Cube report layout

The default view displays the title of the report across the top of the page. The
title indicates both report type and academic career selected. Below the title is the
Dimension Selector line which lists all the dimensions available for the Cognos
cube. The Cognos cube automatically displays faculty in the columns and time
period in the rows. The dimension chosen for primary organization is displayed in
the column next to fiscal year (In this case, attendance).

Beside the Dimension Selector Line are two sets of arrows. These are used when
the number of dimensions is too large to fit on one page.

The arrows to the left scroll backwards through the list of dimensions.

The arrows to the right scroll forwards through the list of dimensions.

The reset button restores all dimensions to their highest level by removing
any filters added by the user.

The wrap on/off button changes the display of the Dimension Selector Line.
When the wrap is on, the dimensions will stack up to fit onto the page.

The toolbar across the bottom contains several useful functions for manipulating
Cognos cube data. These include crosstab view, swapping rows and
columns, file format, and help.

The Dimension Tree functions much like the Dimension Selector Line. For the
purposes of this tutorial, only the Dimension Selector Line will be discussed. To
hide the Dimension Tree, click on the small arrow at the top right corner of the
tree.
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3. Zero Suppression of Cognos Cube Data

The Cognos cube automatically hides rows and columns which consist
entirely of zero values. This is known as zero suppression. Typically the
following label will appear beneath the cube – “Zero suppression rows and
columns”.

Without zero suppression, trends in data may be hard to analyze. For example,
when looking at the dimension “First Major” organized by “Faculty”, only majors
offered within the particular faculty will have values.

For example, in the Faculty of AHS (Applied Health Sciences), the only majors
with values are “AHS” (Applied Health Sciences), “BNSCI” (Behavioural
Neuroscience),Gerontology, Health, Kinesiology, Recreation, and Tourism (the
latter four majors do not fit on the screen and must be scrolled to using the
arrows at the right hand side of the cube).

With this expanded layout, it is difficult to see which students have their first
major within the faculty of AHS.

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With Zero suppression, the same data can be displayed in a much more compact
and useable fashion.
Each faculty only displays majors with non zero values.

Now, all students with majors in the faculty of AHS fit on one page.

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4. Undoing Changes

To undo any changes made to the cube, press the back button in the
web browser.

5. Changing Column Dimensions on the Cognos Cube

3. To replace an existing column dimension with another, click on a

dimension name from the dimension selector line and drag it over the
existing column labels. Once the column labels turn blue, the cursor can be
let go. This replaces the old column dimension with the new dimension.

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3. To add a column dimension, drag the dimension name till the row above
or below the column names turns blue. Then drop the new dimension name.

If the new dimension is dropped in the row above, the cube will look like this:

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If the new dimension is dropped in the row below, the cube will look like this:

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6. Changing Row Dimensions on the Cognos Cube

1. The procedure for replacing row dimensions is exactly the same as for
column dimensions. Click on a dimension name from the dimension selector line
and drag it over the existing row labels. Once the row labels turn blue, the cursor
can be let go.

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2. To add a row dimension, drag the dimension name till the columns to the
left or right of the row names turn blue.
If the new dimension is dropped in the column to the left, the cube will look like
this:

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If the new dimension is dropped in the column to the right, the cube will look
like this:

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7. Deleting Rows and Columns

Rows and columns can only be deleted if there are multiple dimensions
displayed on the Cognos cube. There are three main methods for deleting a
row or column.

Each row or column has a small rectangle at the beginning. Hover your cursor
over the rectangle until it turns blue and an arrow appears inside.

Method 1: Right click to open a menu of options. Select the word “delete”.

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Method 2: Left click to open a toolbar. Select the X icon.

Method 3: Hold the cursor down in the rectangle and drag the dimension to any
white space surrounding the cube.

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8. Using Dimension Subcategories

There are two main uses for the dimension subcategories.
1. They can be added to the cube in the same manner as the major
dimensions.
2. They can be used to filter data within the cube.

Both methods have the same effect on cube data. In the first instance, the
subcategory is visible on the cube. In the second instance, the subcategory is
visible only on the dimension selector line.

8.1. Adding Dimension Subcategories to the Cognos Cube

The dimension Campus has three subcategories: REN (Renison), STJ (St.
Jerome’s), and UW (Main Campus).

To add one of the three campuses, simply drag the name to the appropriate
location on the cube. Note how the Dimension Selector now displays “STJ”
instead of “CAMPUS”.

Choosing any other subcategory from the same dimension will replace the one
displayed in the cube. Choosing the word “CAMPUS” will display all three
subcategories on the Cognos cube.
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8.2. Using Dimension Subcategories to Filter Data

1. From the dimension selector line, click the arrow beside the dimension name
to open up a menu listing all the subcategories.

2. Click on any one of the menu items.

3. Though the cube labels will appear unchanged, the dimension selector will
display the subcategory you have chosen. Note how the values in the
Cognos cube are altered. This is because the subcategory (St. Jerome’s
Campus) has been used to filter the data.
The values in the Cognos cube are exactly the same as when the subcategory
“STJ” is dropped onto the Cognos cube.

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9. Sorting Data

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10. Re-ordering Dimensions

There is no limit on the number of dimensions which can be added to the rows
and columns of the Cognos cube. The dimensions can be re-ordered by clicking
in the rectangle in front of the row or column and choosing “Swap Left/Right”
for rows dimensions, and “Swap up/down” for column dimensions.

10.1 Re-ordering Row Dimensions

To swap the dimensions, click in the arrow above the dimension label and
select “Swap Right” or “Swap Left”.

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10.2 Re-ordering Column Dimensions

To swap the column dimensions, click in the arrow to the left of the dimension
label and select “Swap Up” or “Swap Down”.

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11. Sorting Data

1. Click in the space above the column label. The label will turn blue and a set
of up/down sort arrows will appear.

2. Choose whether to apply a sort (ascending/descending), or remove a sort

(no sort).

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3. The Cognos cube will refresh with the data sorted by the category “AHS”.
The sort is in ascending order according to the column subtotals. The up/down
arrow above the column label has been replaced with an up arrow to indicate
the sort is ascending.

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12. Hiding and Showing Data

12.1 Hiding and Showing Subtotals

Method 1:
1. Right click on any subtotal label within the Cognos cube and select “Hide
Selection” from the menu.

2. The Cognos cube will refresh with all subtotal rows removed.

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3. To re-insert the subtotals, select the dimension name from the dimension
selector line and drag it onto the cube in the same position.

4. The Cognos cube will refresh with the subtotals re-inserted.

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Method 2:
1. Right click on any subtotal label within the Cognos cube and select
“Hide/Show…” from the menu.

2. A dialogue box will open. Uncheck the “Show Summaries” check box and click
“OK”.

3. The Cognos cube will refresh with all subtotal rows removed.

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12.2 Hiding and Showing categories

Method 1:
1. Right click any category label and select “Hide Selection” from the menu.

2. The Cognos cube will refresh with the category “Full-Time” hidden.

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Method 2:
1. Right click on any category label within the Cognos cube and select
“Hide/Show…” from the menu.

2. To hide the category Full-Time, Select “Full-Time” from the Visible

Categories box and click on the forward arrow.

3. Click “OK” once finished

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4. The Cognos cube will refresh with the category “Full Time” hidden.

5. To re-insert the category, select “Hide/Show…” to re-open the dialogue box.

Select “Full-Time” from the Hidden Categories box and click on the backward
arrow. Click “OK” once finished.

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4. The Cognos cube will refresh with the subtotals re-inserted.

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13. Exporting and Saving Data

13.1 Exporting Excel Spreadsheets

1. Click on the file icon on the toolbar at the bottom of the page.

2. Select “Export XLS”.

3. A dialog box will open. Choose to save or open the file in Windows Excel.

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4. The excel file will open in a new window.

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13.2 Exporting Comma Separated Values

1. Select “Export CSV”.

2. A dialog box will open. Choose to save or open the file in Windows Excel.

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3. The CSV file will open in a new window.

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13.3 Exporting Adobe PDF’s

1. To export the data to Adobe, choose “Export PDF” from the menu.

2. A form will open at the bottom of the screen. Select the appropriate options
and then click on “Export”.

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3. The PDF file will open in the same web browser.

11.4 Preparing a bookmark

1. To prepare a bookmark choose “Prepare Bookmark” from the menu.

Bookmarks enable the user to create a permanent web address from which to
access the Cognos cube.

Bookmarks MUST be created before saving a webpage link to your favourite

places. This is because the bookmark preserves any changes you have made to
the Cognos cube. For example, when the bookmark is re-opened, all filters, and
added or removed data will be recalled.

Once the button has been clicked, the Cognos cube page will refresh. The URL
that is now in the address bar can be saved to your “Favourite Places”.

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2. Click on “Favourites” from the menu bar at the top of the browser window.

3. Select “Add to Favourites…” from the drop down menu.

4. A dialog box will open. Give the bookmark an easily identifiable name and
click “OK”.

5. The bookmark will now appear in your Favourite Places folder to be accessed
at any time.

Whenever data in the cube is updated, the bookmark will also update. The
exception to this is when the updated field is being used as a filter in the
bookmark. In this case the cube will not update the filtered data.

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14. Changing the View of the Cognos Cube

1. The Cognos cube has two views; Crosstab view, and indented crosstab view.
By default the Cognos cube opens in Crosstab view. To switch to indented
crosstab view, click on arrow beside the Crosstab icon on the toolbar.

2. From the menu select “Indented Crosstab”

3. The Cognos cube will now look like this:

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4. To switch back to the original view, select “Crosstab” from the menu.

5. The Cognos cube will now look like this:

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15. Swapping Columns and Rows

1. Click on the “Swap” Icon on the toolbar.

2. Once the button has been clicked, the Cognos cube page will refresh. The
report will now look like this:

Note how the original row labels (fiscal year and attendance) are now column
labels. Also, the original column label (faculty) is now the row label.

3. To swap the rows and columns back, click the “Swap” icon again. The report
will now look like this:

Prepared by Institutional Analysis and Planning, June 1, 2006.

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