UDW+ Quick Start Guide to Functionality 2013 Version 1.1

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UDW+ Quick Start Guide to

Functionality

2013 Version 1.1

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Table of

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 email 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

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3 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.

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4 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.

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5

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…

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6 6. Once you find your value, highlight it.

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.

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7 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

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8 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.

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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.

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10 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.

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11 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 2009. The Salary Expense report pulls data from the old UDW environment and goes back to 1999. 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

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Who to contact for Help?

The Decision Support Group (DSG) is here to help!  Email: [email protected]

 Phone: 212-998-2900

 Web: www.nyu.edu/datawarehouseand visit the Decision Support Group tab  DSG Knowledge Base: https://nyu.service-now.com/servicelink and search for UDW+

o UDW+ FAQs