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Cognos 8 Planning: Analyst Tutorial
Cognos 8 Planning: Analyst Tutorial
Cognos 8 Planning: Analyst Tutorial
ANALYST TUTORIAL
Product Information
This document applies to Cognos 8 Planning Version 8.3 and may also apply to subsequent releases. To check for newer versions of this document, visit the Cognos Global Customer Services Web site (http://support.cognos.com).
Copyright
Copyright 2007 Cognos Incorporated. Portions of Cognos software products are protected by one or more of the following U.S. Patents: 6,609,123 B1; 6,611,838 B1; 6,662,188 B1; 6,728,697 B2; 6,741,982 B2; 6,763,520 B1; 6,768,995 B2; 6,782,378 B2; 6,847,973 B2; 6,907,428 B2; 6,853,375 B2; 6,986,135 B2; 6,995,768 B2; 7,062,479 B2; 7,072,822 B2; 7,111,007 B2; 7,130,822 B1; 7,155,398 B2; 7,171,425 B2; 7,185,016 B1;7,213,199 B2. Cognos and the Cognos logo are trademarks of Cognos Incorporated in the United States and/or other countries. All other names are trademarks or registered trademarks of their respective companies. While every attempt has been made to ensure that the information in this document is accurate and complete, some typographical errors or technical inaccuracies may exist. Cognos does not accept responsibility for any kind of loss resulting from the use of information contained in this document. This document shows the publication date. The information contained in this document is subject to change without notice. Any improvements or changes to either the product or the document will be documented in subsequent editions. U.S. Government Restricted Rights. The software and accompanying materials are provided with Restricted Rights. Use, duplication, or disclosure by the Government is subject to the restrictions in subparagraph (C)(1)(ii) of the Rights in Technical Data and Computer Software clause at DFARS 252.227-7013, or subparagraphs (C)(1) and (2) of the Commercial Computer Software - Restricted Rights at 48CFR52.227-19, as applicable. The Contractor is Cognos Corporation, 15 Wayside Road, Burlington, MA 01803. This software/documentation contains proprietary information of Cognos Incorporated. All rights are reserved. Reverse engineering of this software is prohibited. No part of this software/documentation may be copied, photocopied, reproduced, stored in a retrieval system, transmitted in any form or by any means, or translated into another language without the prior written consent of Cognos Incorporated.
Table of Contents
Introduction
5 9
Conventions Used in this Tutorial 9 Begin the Tutorial 10 Chapter 2: Creating the 1 Overheads D-List What is a D-List? 11 Create the Overheads D-List 11 Define a Subtotal 12 Name, Save, and Close the D-List 14 Chapter 3: Creating the 4 Months - Fiscal D-List Create the 4 Months - Fiscal D-List 15 Define the Subtotal 16 Define the D-List as a Timescale 16 Define the Timescale: Optional 17 Color Coding and Saving the D-List 17 Chapter 4: Creating the Americas Overheads D-Cube
11
15
19
What Is a D-Cube? 19 Create the Americas Overheads D-Cube 19 The D-Cube Window 20 Cell Manipulation - Optional 20 Preparing the Americas Overheads D-Cube Sample Data 21 Prepare the Draft Salaries Budget 22 Prepare the Travel Budget 22 Prepare the Telephone Budget 24 Prepare the Draft Electricity Budget 24 Copy Data 24 Arithmetic D-Cube Commands 26 Prepare the Rent and Rates Budget 26 Adjust the Overheads Budget 27 Hold Salaries 27 Break Back the Total 27 Hold the Grand Total and Reset Rent and Rates 28 Decrease Rent and Rates 28 Save and Close the Americas Overheads D-Cube 28 Chapter 5: Creating the 2 Divisions D-List Create a new D-List 31 Define the Subtotal 31 Color Code the D-List (optional) 32 Name, Save, and Close the D-List 32
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Tutorial 3
Table of Contents Chapter 6: Creating the 1 Profit and Loss D-List Create the 1 Profit and Loss D-List 33 Define the Sales Formula 33 Define the Margin Formula 35 Define the Profit Formula 36 Define the Profit % Formula 36 Name, Save, and Close the D-List 37 Chapter 7: Creating the Profit and Loss D-Cube Create the Profit and Loss D-Cube 39 The Three-Dimensional D-Cube Window 39 Chapter 8: Creating the ProfitAndLoss<AmericasOverheads D-Link What Is a D-Link? 41 Create the ProfitAndLoss<AmericasOverheads D-Link 41 Pair D-Lists Within a D-Link 41 Execute a D-Link 44 Drill Down to Another D-Cube 44 View, Edit and Save Limited Selections 44 Chapter 9: Creating the Profit and Loss Data File Map What is a File Map? 47 Create the Profit and Loss Data File Map 47 Define the Column Types 48 Name, Save, and Close the Map 49 Chapter 10: Creating the ProfitAndLoss<ProfitAndLossData D-Link
33
39
41
47
51
Creating the ProfitAndLoss<ProfitAndLossData D-Link 51 Pair the Data dimension with the 4 Months - Fiscal D-List 52 Pair the P&L Line dimension with the 1 Profit and Loss D-List 52 Pair the Division Dimension with the 2 Divisions D-List 53 Execute the D-Link 54 Drill Down to a Mapped ASCII File 54 Name, Save, and Close the D-Link 55 Chapter 11: Revisiting the Profit and Loss D-Cube
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Page Through a Three-Dimensional D-Cube 57 Slice a Three-Dimensional D-Cube 57 Weighted Averages in the 1 Profit and Loss D-List 58 Change Formats in the P&L D-List 60 Add a Cumulative Profit Item 62 Adjust the Time Totaling for Cumulative Profit 63 Index
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4 Analyst
Introduction
This document is intended for use with Cognos 8 Planning - Analyst. This Tutorial provides an introduction to Analyst and its key features and concepts. You should be able to work through the Tutorial in one working day. Everything you need to do to complete the Tutorial is laid out in numbered steps. Generally, concepts are illustrated by example. You also will encounter longer introductions where it is important that you are familiar with certain concepts before you continue. Cognos 8 Planning provides the ability to plan, budget, and forecast in a collaborative, secure manner. The major components are Analyst and Contributor.
Audience
This guide is for new Analyst users, familiarity with financial data is helpful, but not required to complete the tutorial.
Tutorial 5
Introduction
Related Documentation
Our documentation includes user guides, getting started guides, new features guides, readmes, and other materials to meet the needs of our varied audience. The following documents contain related information and may be referred to in this document. Note: For online users of this document, a Web page such as The page cannot be found may appear when clicking individual links in the following table. Documents are made available for your particular installation and translation configuration. If a link is unavailable, you can access the document on the Cognos Global Customer Services Web site (http://support.cognos.com). Logon credentials are available either from your administrator or by request from support.america@cognos. com.
Document
Analyst User Guide Manager User Guide Analyst for Microsoft Excel Tutorial
Description
Using Cognos 8 Planning - Analyst Using Cognos 8 Planning - Manager Getting to know Cognos 8 Planning - Analyst for Microsoft Excel
Finding Information
To find the most current product documentation, including all localized documentation, access the Cognos Global Customer Services Web site (http://support.cognos.com). Click the Documentation link to access documentation guides. Click the Knowledge Base link to access all documentation, technical papers, and multimedia materials. Product documentation is available in online help from the Help menu or button in Cognos products. You can also download documentation in PDF format from the Cognos Global Customer Services Web site. You can also read PDF versions of the product readme files and installation guides directly from Cognos product CDs.
Getting Help
For more information about using this product or for technical assistance, visit the Cognos Global Customer Services Web site (http://support.cognos.com). This site provides product information, services, user forums, and a knowledge base of documentation and multimedia materials. To create a case, contact a support person, or to provide feedback, click the Contact Us link. For information about education and training, click the Training link.
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Introduction format, solely for the purpose of operating, maintaining, and providing internal training on Cognos software.
Tutorial 7
Introduction
8 Analyst
ProfitandLoss Data
File Map Tutorial.csv (ASCII file)
ProfitandLoss<ProfitandLossData ProfitandLoss<AmericasOverheads
1 Divisions
4
M on
th
-F
isc
al
Tutorial 9
Steps
1. From the Start menu, click Programs, Cognos 8 Planning, Cognos 8 Planning - Analyst. 2. Enter your user id and (optional) password. Click OK. 3. If available, select the Test library to use in this session. Click OK. If the Test library does not exist, you must select a default library in order to log on. In the following steps, you will create the Test library where you will save your work. 4. From the File menu, click Administration, Maintain Libraries and Users. 5. Ensure the Libraries tab is selected, then click Add. 6. Type Test for a name. 7. Type Tutorial Test Library. for a description 8. Click Browse. Navigate to the Analyst install location, for example: C:\Program Files\Cognos\ c8\samples\<language>\Planning. 9. Click OK, and then close the Maintain Libraries and Users dialog. You are ready to begin the tutorial
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What is a D-List?
A D-List is a list of related items that can be put into formulas that proceed down the rows or across the columns of a D-Cube. D-Lists commonly encountered in a Cognos 8 Planning - Analyst model include lists of departments, products, customers, months, Profit & Loss line items, balance sheet line items, and so on. D-Cubes are built from D-Lists. The D-Lists define the dimensions of the D-Cube, forming the row, column, and page headers. The D-Lists that you will create in this tutorial will include a number before the name. The number represents one of five categories and reflects the order in which the D-Lists should be processed when creating a D-Cube. When you create a D-Cube, it is best to choose the D-Lists in a set order to overcome any priority conflicts on formulas at a later date. In general, select D-Lists with the most calculations first, particularly when the calculations use IF...THEN...ELSE logical operators. Select the aggregation D-Lists next (divisions, customers, products) then the timescale D-Lists. Finish with the versions D-List. Each item in a D-List is referred to by a unique item name. Some D-List items may be calculated from other D-List items. Calculated items are called formula items; other items are called detail items. You can use letters, numbers, punctuation marks, and spaces in D-List item names. However, you should avoid using the following: The semicolon (;) because it is used in special calculation formulas called built-in functions (BiFs). The at sign (@) and braces ({}) because these are used in formulas, built-in functions, and macros. The brackets ([ ]) because this naming convention is used to mark D-List formatted items, which appear as virtual dimensions in the D-Link editor.
Steps
1. From the File menu, click New, D-List. Tutorial 11
Chapter 2: Creating the 1 Overheads D-List 2. Type the following six item names into the Enter item names section, pressing Enter after typing each.
Define a Subtotal
Define the total overheads subtotal as a sum calculation of all overheads.
Steps
1. Select the Total Overheads - Calculation cell. 2. Click Change item attributes. The D-List editor expands to display the Calculation field.
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3. Click Paste. The Select items for calculation dialog box appears with the item name Total Overheads in the title bar. 4. Click OK. If no selection is made when you click OK, it means all items are selected. You return to the D-List editor with the requested items pasted into the Calculation field. D-List items containing more than one word, such as Rent and Rates, are enclosed in braces so they are treated as a single D-List item. Braces also enclose item names containing arithmetical operators (+ - / *) and numerals. 5. Click Apply. The word Subtotal appears in the selected cell to indicate that Total Overheads is defined as a subtotal formula item.
Tutorial 13
Steps
1. Click Save from the File menu. 2. In the Libraries field, click Test. 3. In the D-List Name field, type 1 Overheads, and then click OK. The title bar of the D-List editor now displays the Library and D-List name: Test.1 Overheads. The number in the D-List name, in this case 1, refers to the order the D-List will go when you create the D-Cube. 4. From the File menu, click Close. Now you have finished creating the 1 Overheads D-List.
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Steps
1. From the File menu, click New, D-List. 2. Type the following item names in the Enter item names section, pressing Enter after each: Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Full Year 3. Click OK.
Tutorial 15
Steps
1. Select the Full Year - Calculation cell. 2. Click Change item attributes. 3. Click Paste. The Select items for calculation dialog box appears. 4. Click OK. You return to the D-List editor with all items pasted into the Calculation field.
5. Click Apply.
Steps
1. From the D-List menu, click Options. 2. Select the Use as TimeScale check box. The timescale definitions are generated automatically.
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Chapter 3: Creating the 4 Months - Fiscal D-List 3. Click OK to return to the D-List Editor.
Steps
1. From the D-List menu, click Options again. 2. In the Mode drop-down list, click Custom. Another column, Length, appears. 3. Enter the length of time in days and the from date for the first month. Press Enter. The To date is automatically generated. 4. For the remaining months, enter the length of time in days, the From and To dates are automatically calculated. 5. Click OK to return to the D-List editor. A clock icon appears in the upper left corner of the D-List editor to indicate it is defined as a timescale.
D-List Class
Calculation, accounting, P&L Timescale Organizational (regions, divisions, cost centers) Products, services Versions, variance
Color
gray turquoise light green light magenta light yellow
Steps
1. Click the D-List Color Indicator (the box next to the clock icon in the upper left corner of the D-List editor). Select turquoise from the ribbon that appears showing the sixteen available colors. Tutorial 17
Chapter 3: Creating the 4 Months - Fiscal D-List 2. From the File menu, click Save. 3. Make sure the Test library is selected, enter 4 Months - Fiscal in the D-List Name field, and then click OK. The number in the D-List name, in this case 4, refers to the D-List order when you create the D-Cube. 4. Close the D-List. Now you have finished creating the 4 Months - Fiscal D-List.
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What Is a D-Cube?
A D-Cube is a stored multidimensional table of data. Each dimension of the table is associated with a D-List. The D-Lists supply the row, column, and page labels used in the table and also supply the formulas for calculations. Typically a D-Cube will contain no more than five or six dimensions.
Steps
1. From the File menu, click New D-Cube. The Create New D-Cube dialog box appears with your two D-Lists shown in the Name section. 2. Click 1 Overheads and click the down arrow to move it to the Object(s) Selected portion of the screen. 3. Click 4 Months - Fiscal and click the down arrow to move it to the Object(s) Selected portion of the screen. You also can double-click an item to move it to the Object(s) Selected portion of the screen.
Tutorial 19
Chapter 4: Creating the Americas Overheads D-Cube Now you have the two D-Lists selected in the correct order (1 Overheads then 4 Months Fiscal).
4. Click OK 5. Type Americas Overheads in the D-Cube Name field, and then click OK. The Select dialog box appears, which allows you to select a portion of the D-Cube to open. To open the entire cube, click OK. You have successfully created your first D-Cube.
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Chapter 4: Creating the Americas Overheads D-Cube To select a range of cells, click the first cell of the range and drag to include the other cells. You also can press the Shift key in conjunction with any of the keyboard shortcuts. You can change the active cell using keyboard shortcuts. The most useful keyboard shortcuts are as follows:
Shortcut Key
Home End Ctrl+Home Ctrl+End Page Down Page Up
Description
Move to beginning of current row Move to end of current row Move to first cell in the grid (upper left corner) Move to last cell in the grid (lower right corner) Move down one screen Move up one screen
To change the contents of a cell, select the cell, change the contents, and press Enter. To cancel any cell changes, press ESC rather than Enter. Analyst has a standard color coding convention to show changed and unchanged data.
Unchanged Data
Detail Items Formula Items blue black
Changed Data
pink red
This color coding extends to the row and column labels. This means you can see which items contain changed data even if you cannot see the changed data itself. Unprocessed data appears in green. To view the formula associated with a cell (formula items only), select the cell and press F7.
Tutorial 21
Steps
1. In the Americas Overheads D-Cube, select the Full Year - Salaries cell and type 3,000,000. 2. Press Enter. Analyst performs a breakback because you typed a number in a formula item (the Full Year subtotal). The 3,000,000 you typed in Full Year allocates evenly over the months.
3. If the Full Year - Salaries cell is 3,000,000 and all the months are 250,000, save the D-Cube. Otherwise reset it and then repeat from step 1. The Saving dialog box appears. 4. To save the D-Cube, click Yes. After saving, you will notice that all the data reverts to the blue and black colors showing the data has been saved.
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Month
Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar
Data
5 6 5 4 3 2 1 0 1 2
The numbers you just typed should appear in green. Note: If you make a mistake when typing, you can reset an unprocessed (green) number to its previous value by selecting the cell and pressing ESC. You also can change an unprocessed number by typing a new value over it. 5. If the data is entered correctly, press Enter. 6. If the total number of trips in the Full Year - Travel cell is 36, save the D-Cube. Otherwise, reset the D-Cube and try again.
Tutorial 23
Copy Data
Data can be copied using the following copying commands.
Operator
>
Copy Command
Copy right
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Operator
< ^ | :
Copy Command
Copy left Copy up Copy down Break
These commands can be combined. For example, 4K>| copies the number 4,000 right and down. You do not have to include the number to be copied with the copy command. For example, if you type 4K and press Enter, you could copy this number to the right by typing only > in the cell and pressing Enter.
6. Press Enter. Analyst decreases the initial $4,000 by 5% or 10% as requested. 7. If the Full Year - Electricity cell is 45,800, save the D-Cube. Otherwise, reset the D-Cube and try again.
Tutorial 25
Command
Add Subtract Multiply Divide Percent Increase Decrease Power
Abbreviation
a s m div per inc dec pow
Function
add to subtract from multiply by divide by take % of increase by % decrease by % raise to power
Steps
1. Select the Apr - Rent and Rates cell. 2. Type 16K> and press Enter. To implement the increase, you could type inc20> in Jul - Rent and Rates. However, another way of accessing D-Cube commands is illustrated in the next step. 3. Select the range of cells: Jul - Rent and Rates to Mar - Rent and Rates. 4. Right-click within the selected range of cells and click Apply Commands. 5. Select increase from the command list. 6. Type 20 directly after increase in the text box to the right of the list, and then click OK. Each cell in the selected range increases by 20% to 19,200. Commands can also be applied to multidimensional D-Cube selections. This is done by using Commands on the D-Cube menu and making D-Cube selections.
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Chapter 4: Creating the Americas Overheads D-Cube If the Full Year - Rent and Rates cell is 220,800 and the Full Year - Total Overheads total is 3,747,364 then save the D-Cube. Otherwise, reset the D-Cube and try again. You now have finished your first draft budget.
Hold Salaries
You know you are committed to the salary levels you have budgeted, so you plan to hold the salaries figure and impose the budget restriction. Holds on cells prevent them from being changed by breakback. However, you can enter or edit data in a held cell as usual. Held cells are indicated by a light blue background. You can hold the value of a cell using one of the following methods: Type hold or h within the cell. Right-click on a selected range and select Hold. On the D-Cube menu, select Commands. This is useful for holding multidimensional sections.
You can release the hold on a cell by using one of the following methods: Type release or rel within the cell. Right-click a selected range and select Release. On the D-Cube menu, select Release All Holds. This command releases all holds within the D-Cube.
Steps
1. Select the Full Year - Salaries cell. 2. Type hold and press Enter. The Full Year - Salaries cell now should have a light turquoise background indicating that it is a held cell.
Steps
1. Select the Full Year - Total Overheads cell.
Tutorial 27
Chapter 4: Creating the Americas Overheads D-Cube 2. Type 3.7M and press Enter. A breakback is performed, allocating the 3,700,000 across all overheads pro rata according to their previous values. All salaries figures should remain unchanged (blue). The Full Year figures now should be: Salaries 3,000,000; Travel 149,816; Telephone 300,578; Electricity 42,868; Rent and Rates 206,738; Total Overheads 3,700,000.
Steps
1. Select the Full Year - Total Overheads cell. 2. Type hold and press Enter. 3. Select the Apr - Rent and Rates cell. 4. Type reset> and press Enter. The Reset command resets cells to their saved value. All the numbers in Rent and Rates now should be blue. The Full Year figures now should be: Salaries 3,000,000; Travel 145,543; Telephone 292,032; Electricity 41,625; Rent and Rates 220,800; Total Overheads 3,700,000.
Steps
1. Select the Apr - Rent and Rates cell. 2. Type dec10> and press Enter. The Full Year figures now should be: Salaries 3,000,000; Travel 152,253; Telephone 305,450; Electricity 43,577; Rent and Rates 198,720; Total Overheads 3,700,000.
Steps
1. On the D-Cube menu, click Release All Holds. 2. Save and close the D-Cube.
28 Analyst
Chapter 4: Creating the Americas Overheads D-Cube Your budget now is complete. You have seen how to use Hold and Release in conjunction with breakback, and you have been introduced to the Reset command.
Tutorial 29
30 Analyst
Steps
1. From the File menu, click New, D-List. 2. Type the following names into the Enter item names section, pressing Enter after each: Americas Northern Europe Central Europe Southern Europe Asia Pacific Total Company 3. Click OK. The D-List editor appears with the six items listed.
Steps
1. Select the Total Company - Calculation cell. 2. Click Change item attributes. 3. Click Paste. 4. In the Select items for calculation dialog box, click OK to select all the items. Remember that selecting nothing means to select all. 5. Click Apply. Tutorial 31
Steps
1. Click the D-List Color Indicator. 2. Click the light green color.
Steps
1. From the File menu, click Save. The Save D-List As dialog box appears. 2. In the D-List Name field, enter 2 Divisions, and then click OK. 3. From the File menu, click Close. You now have finished the 2 Divisions D-List.
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Steps
1. From the File menu, click New, D-List. 2. Type the following item names, pressing Enter after each: Units Sold Unit Price Sales Margin % Margin Overheads Profit Profit % 3. Click OK. The D-List editor appears with the eight items listed.
Steps
1. Select the Sales - Calculation cell. 2. Click Change item attributes.
Tutorial 33
Chapter 6: Creating the 1 Profit and Loss D-List 3. Click Paste. The Select dialog box appears. 4. Select Units Sold and Unit Price. 5. Click Move>> to transfer these items to the Items included section. Tip: You also can double-click an item to move it. It is placed after the first selected item. If no item is selected, it is placed at the end of the list. 6. Click OK. The D-List editor calculation field now should contain +{Units Sold} and +{Unit Price} as shown below.
7. Replace the plus sign (+) in front of {Unit Price} with an asterisk (*). The calculation field now should contain the following: +{Units Sold} *{Unit Price} 8. Click Apply. The Sales Calculation cell now contains an equal sign (=) to show that it is a formula.
34 Analyst
Steps
1. Select the Margin - Calculation cell. 2. Click Paste. The Select dialog box appears. 3. Select Sales and Margin %. 4. Click Move>> to transfer these items to the Items included section, and then click OK. The D-List editor calculation field now should contain +Sales and +{Margin %} as shown below.
5. Replace the plus sign (+) in front of {Margin %} with a percent sign (%). The calculation field now should contain the following: +Sales %{Margin %}
Tutorial 35
Steps
1. Select the Profit - Calculation cell. 2. Click Paste. 3. Select Margin and Overheads. 4. Click Move>> to transfer these items to the Items included section, and then click OK. The calculation field now should contain the following: +Margin +Overheads 5. Replace the plus sign (+) in front of Overheads with a minus sign (-). The calculation field now should contain the following: +Margin -Overheads 6. Click Apply.
36 Analyst
Chapter 6: Creating the 1 Profit and Loss D-List For this formula, Profit must come before Sales.
Steps
1. From the File menu, click Save. 2. Type 1 Profit and Loss in the D-List Name field and click OK. 3. From the File menu, click Close. The 1 Profit and Loss D-List now is completed. You will return to this D-List later to make adjustments and learn some new concepts.
Tutorial 37
38 Analyst
Steps
1. From the File menu, click New, D-Cube. 2. Make sure the Test library is selected. 3. Select 1 Profit and Loss and click the down arrow key to move it to the Object(s) Selected section. Note: Remember that the order you select D-Lists is important. 4. Repeat step 2 for 2 Divisions and then for 4 Months - Fiscal, and then click OK. 5. Type Profit and Loss in the D-Cube Name field, and click OK. 6. Click OK to open the entire D-Cube.
Tutorial 39
For any D-Cube with three or more dimensions, the D-Cube window has one rows D-List and one columns D-List. Each of the remaining D-Lists are pages D-Lists. Later in the Tutorial, after you have populated the D-Cube with data, you will see how to view data in a three-dimensional D-Cube. You have successfully created the Profit and Loss D-Cube. Leave the Profit and Loss D-Cube open.
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What Is a D-Link?
D-Links transfer data between D-Cubes or between external sources and D-Cubes. External sources include ASCII files and sources that have an ODBC driver such as SQL databases, dBase files, MS Access, and Excel. For information on importing data using ODBC, see the Cognos Planning Analyst online help.
Steps
1. Make sure that Profit and Loss D-Cube is open. 2. From the File menu, click New, D-Link. The D-Link editor appears. Note: The target for this D-Link automatically defaults to the Profit and Loss D-Cube because this D-Cube is open and active. 3. Click Source and select D-Cube. 4. Select Americas Overheads and click OK.
Tutorial 41
Chapter 8: Creating the ProfitAndLoss<AmericasOverheads D-Link The Allocation Table allows you to specify any pairing of source and target items. Allocation tables support many-to-one allocations, in which many source items are consolidated into one target item and one-to-many allocations, in which one source item is allocated to more than one target item. Match Descriptions automatically matches D-List items with the same name. If one D-List is used in both the source and target D-Cubes, the source D-List and the target D-List are paired automatically. After pairing the D-Lists, you frequently are left with unpaired D-Lists. You must select the required items from unpaired D-Lists. In an unpaired source D-List, you select the item containing the data you require. If you select more than one item, data from all the selected items is consolidated when the D-Link is executed. In an unpaired target D-List, you select the items into which you want to put the data. In our example, the source D-List Americas Overheads and the target D-List Profit and Loss will be paired using a simple Allocation Table. You are pairing these two D-Lists because they are both calculation (white) D-Lists. Generally, source and target D-Lists belonging to the same class are paired.
Steps to Pair the Americas Overheads and Profit and Loss D-Lists With an Allocation Table
1. Select the source D-List 1 Overheads. Note: When a D-List is selected, its item details appear. 2. Click CRTL+ the target D-List 1 Profit and Loss. The D-Link editor now should look like the following:
3. Click Allocate items. The D-Lists now are paired, but the way the D-List items are matched must be indicated. You need to bring Total Overheads from the Americas Overheads D-Cube into Overheads in the Profit and Loss D-Cube.
42 Analyst
Chapter 8: Creating the ProfitAndLoss<AmericasOverheads D-Link Note: Allocation Table pairings are indicated by red and green arrows. Match Descriptions pairings are indicated by a yellow arrow. 4. Click the Total Overheads item in the source D-List. 5. Click the Overheads item in the target D-List. You have just defined a single line of the allocation. The D-Link editor now should look like the following:
Note: To delete an Allocation Table entry, drag over the source and target D-List items and then press Delete. Because there is no source D-List to pair with the target D-List 2 Divisions, the target items of this D-List must be selected. The Profit and Loss D-Cube contains Profit and Loss data for all five divisions in the company. This D-Link is bringing in the Americas divisions Overheads budget. This data belongs in the Americas divisions Profit and Loss only. Therefore, you should select only Americas as the target item in the 2 Divisions D-List.
Tutorial 43
Chapter 8: Creating the ProfitAndLoss<AmericasOverheads D-Link 3. You are asked if you want to add this link to the Update Link table of the target D-Cube. Click Yes and click OK in the Update List box. 4. From the File menu, click Close. You now have created the ProfitAndLoss<AmericasOverheads D-Link.
Execute a D-Link
Execute the D-Link to transfer the Americas Overheads data into the Profit and Loss D-Cube.
Steps
1. From the D-Cube menu, click D-Links, Run. 2. Select the ProfitAndLoss<AmericasOverheads D-Link and click Execute. 3. If the Overheads Total is 3,700,000 and the Profit is (3,700,000), save the Profit and Loss D-Cube. You also can execute an open and active D-Link directly. On the D-Link menu, click Execute. The target D-Cube does not need to be open to execute a D-Link this way. Use this method also when you want to run a D-Link only once and not save it. You have transferred data successfully from Americas Overheads to Profit and Loss.
Steps
1. Select the Apr, May, and Jun- Overheads cells. 2. From the D-Cube menu, click Drill Down. A breakdown of the total overheads for each of the selected months appears from the Americas Overheads D-Cube. Note: You can open a D-Cube in full or take a limited selection. A limited selection includes only some of the items from the D-Lists of the D-Cube. For example, the Americas Overheads D-Cube, which was opened by Drill Down, was opened as a limited selection.
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Chapter 8: Creating the ProfitAndLoss<AmericasOverheads D-Link To illustrate, look at the current selection of the open Americas Overheads D-Cube.
Steps
1. From the D-Cube menu, click Selections, Reselect. The Reselect dialog box appears. On the Overheads page, note that all the items are in the Items included list. 2. Click the 4 Months - Fiscal tab. Notice that only three items (Apr, May, Jun) are in the Items included list. 3. Select Jul, then click Move>> to transfer it to the Items included list, and then click OK. The Americas Overheads D-Cube selection now includes July data. 4. This selection can now be saved for reuse. To do this, on the D-Cube menu, point to Selections and click Save current. Under Selection Name, type Americas Overheads Selection, and click OK. 5. Close the Americas Overheads D-Cube. 6. Save the Profit and Loss D-Cube. You have finished looking at limited selections and saved selections.
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Steps
1. From the File menu, click New, File Map. The Select ASCII File dialog box appears. 2. Select the Tutorial.csv file and click Open. The first page of the File Map Editor appears. If Tutorial.csv is not automatically displayed, navigate to the TutorialGO folder, for example: Program Files\Cognos\c8\samples\<language>\Planning\TutorialGO. 3. Because the Tutorial.csv file is comma delimited, make sure that Delimited is selected, and then choose Comma. 4. Because the first row of this file contains column headings, click Use row as column names. Note: Do not change the row number from the default setting of 1 since the column headings in this example are in row 1. The Map dialog box now should look like the following:
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5. Click Next. You now see the second Map dialog box, which indicates where the breaks were inserted between each column of data. 6. Click Next. The final Map dialog box appears. 7. Select the Use Regional Settings check box to respect settings for the thousand and decimal separators.
Steps
1. Click the Version column heading. 2. In the Specify column list, select Skip. Columns that are to be skipped appear with a dark gray background. 3. Click the Apr column heading and drag to Mar, selecting all of the months columns.
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Chapter 9: Creating the Profit and Loss Data File Map In the Name field, the following appears: 12 Items. 4. In the Specify column list, select Use as data.
Steps
1. From the File menu, click Save. 2. Type Profit and Loss Data in the File Map Name field, and then click OK. 3. From the File menu, click Close. You have finished creating the Profit and Loss Data File Map.
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Steps
1. Make sure the Profit and Loss D-Cube is open in Full mode. 2. From the File menu, click New, D-Link. The target for this D-Link automatically defaults to the Profit and Loss D-Cube since this D-Cube is open and active. 3. Click Source. 4. Click Mapped (ASCII) File. 5. Select Profit and Loss Data and click OK. You return to the D-Link editor. The D-Link editor treats the columns (dimensions) of a mapped ASCII file like D-Lists. In this example, the first two dimensions (DIVISION and P&L LINE) are the two Use for selection columns. The last dimension is called DATA, which is a grouping of all Use as data columns identified in the file map.
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Steps
1. Select the source dimension DATA. 2. Click CRTL + the target D-List, 4 Months - Fiscal. The D-Link editor now should look like the following:
3. Click Match descriptions. The Data and 4 Months - Fiscal dimensions now are paired by Match descriptions, as indicated by the yellow arrow.
Pair the P&L Line dimension with the 1 Profit and Loss D-List
Pair the P&L Line dimension with the 1 Profit and Loss D-List to allocate source and target data dimensions.
Steps
1. Click the source dimension P&L Line to select it. 2. Press Ctrl + the target dimension 1 Profit and Loss. 3. Click Allocate items.
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Chapter 10: Creating the ProfitAndLoss<ProfitAndLossData D-Link In the D-List details section, a blank allocation table appears. You must specify the correspondence of items. In the following steps, you will allocate the items from the source D-Cube to the target D-Cube. 4. From the D-Link menu, click Allocation Table, Match descriptions. This matches item names found in both the source and target dimensions (Margin %, in this case) and includes them in the allocation table. Make the following matches: Select Sales Volume from the source dimension P&L Line. Select Units Sold from the target dimension 1 Profit and Loss. Select Sale Price from the source dimension P&L Line. Select Unit Price from the target dimension 1 Profit and Loss.
Steps
1. Select the source dimension DIVISION. 2. Click CRTL + the target D-List 2 Divisions. 3. Click Match descriptions. The D-Link dialog box now should look like the following:
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Steps
1. From the D-Link menu, click Execute. 2. The Profit and Loss D-Cube now should display the new data brought in from the Tutorial.csv file. 3. Click the Page: 2 Division group box. 4. Double-click the Northern Europe page.
Steps
1. Select the Apr - Margin cell. 2. From the D-Cube menu, click Drill Down or press F9. The rows of the Tutorial.csv file used to make up this value display in a text viewer. 3. From the File menu, click Close. You have finished importing data into the Profit and Loss D-Cube. Leave the Profit and Loss D-Cube open. 54 Analyst
Steps
1. Click the D-Link window to make it active. 2. From the File menu, click Save. 3. Type ProfitAndLoss<ProfitAndLossData in the D-Link Name field, and then click OK. 4. You are asked if you want to add this link to the Update Link table of the target D-Cube. Click Yes and then OK. 5. From the File menu, click Close. The Profit and Loss D-Cube should be active. 6. Save the Profit and Loss D-Cube. You now have finished creating the D-Link from Tutorial.csv to the Profit and Loss D-Cube.
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Steps
1. Make sure the Profit and Loss D-Cube is open. 2. Click the Page: 2 Divisions group box. 3. Double-click the item you want. In a D-Cube with more than three dimensions, there is more than one pages D-List. You can select an item from any of the pages D-Lists as described above. Tip: Use your keyboard arrows to move up and down to the next item in the pages D-List.
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Chapter 11: Revisiting the Profit and Loss D-Cube 3. Click and hold the color indicator. 4. Drag and position the arrow over the 4 Months - Fiscal D-List group box. 5. Release the mouse. Profit and Loss now appears with 2 Divisions as the columns and 4 Months - Fiscal as the pages. The active page in the new pages D-List is determined by the item in this D-List that was active before changing the slice. In the above example, the Apr page is active because the Apr - Units Sold cell was selected before the slice was changed.
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Chapter 11: Revisiting the Profit and Loss D-Cube Note: In the P1 Profit and Loss D-List, Sales is calculated from Unit Price multiplied by Units Sold. You can rearrange the relationship between these items to be {Unit Price} = Sales / {Units Sold}. Therefore, Unit Price should be weighted by Units Sold. In the equation A = B / C; A is always weighted by C. 6. Click Apply. The D-List editor should now look like the following:
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Chapter 11: Revisiting the Profit and Loss D-Cube Note: Profit % is calculated as Profit % = Profit / Sales * 100. Therefore, Profit % should be weighted by Sales. 4. Click Apply. 5. Save the D-List. The Full Year totals now are calculated correctly. You have finished setting up the weighted averages in the P&L D-List.
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Chapter 11: Revisiting the Profit and Loss D-Cube 5. Save the 1 Profit and Loss D-List. 6. Select the Profit and Loss D-Cube to make it active. You should see the effects of the formats you have set.
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Chapter 11: Revisiting the Profit and Loss D-Cube 8. Click Finish. You now exit from the Function Wizard and return to the D-List editor. The Calculation field should contain @Cumul(Profit). 9. Click Apply. The Cumulative Profit Calculation cell now contains BiF, indicating that the Built-in Function was set up successfully. 10. Save the D-List. 11. Select the Profit and Loss D-Cube to make it active. You should be able to view the new Cumulative Profit figures. You have successfully added an item to the 1 Profit and Loss D-List and defined it as a Cumulative BiF.
Steps
1. Make sure the 1 Profit and Loss D-List is active. 2. Select the Cumulative Profit - Calc. Option cell. 3. Make sure the Attribute form is still open. If not, click Change item attributes. 4. Select Time Averages. 5. Select Last period in the Available functions list. 6. Click Apply. 7. Save and close the D-List. After closing the 1 Profit and Loss D-List, the Profit and Loss D-Cube is active. You will see that Full Year - Cumulative Profit is no longer a sum of the months but is equal to Cumulative Profit in Mar, the last period of the financial year.
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8. Save the Profit and Loss D-Cube. 9. Close the 1 Profit and Loss D-List and the Profit and Loss D-Cube. You have completed the Cognos 8 Planning - Analyst Tutorial.
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Index
A
Allocation Table option, 41, 52 arithmetic D-Cube commands, 26 creating, 19 defined, 19 drill-down, 44 holding cells within, 27 keyboard shortcuts, 20 limited selections, 44 limited selections, saving, 44 paging, 57 selecting D-List pages, 57 slicing, 57 three-dimensional, 39 D-Cube window, 20 three-dimensional, 39 D-Links creating, 41 defined, 41 executing, 44 D-Lists color coding, 17, 32 creating, 11 defined, 11 detail items, 11 editing, 11 formats, 60 formulas, 11 naming, 14 numeric formats, 60 order of, 19 pairing in D-Links, 41 percentage formats, 60 subtotals, defining, 12 time averages, 63 timescale, 15, 24 weighted averages, 58 drill-down, 44 drilling down to a mapped ASCII file, 54
B
best practices, 5 breakback, 22
C
cells color coding, 20 editing, 20 holding, 27 selecting, 20 viewing formulas, 20 cell selection, 20 closing D-Lists, 14 color coding, 17 cells, 20 D-Lists, 32 column types, defining in file maps, 48 commands, applying to multidimensional D-Cube selection, 26 compound growth, 24 Copy command, 24 copying D-Cube data, 24 copyright material printing, 6
D
D-Cube commands arithmetic, 26 Copy, 24 Grow, 24 Hold, 27 Reset, 28 D-Cubes cell manipulation, 20 cell selection, 20
E
editing cells, 20
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M
mapped ASCII files drilling down to, 54 Match Descriptions option, 41, 52
F
file maps column types, defining, 48 creating, 47 defined, 47 finding information, 6 formats in D-Lists, 60 numeric, 60 percentages, 60 saving, 61 formulas defining, 33 viewing, 20
N
naming D-Lists, 14 numeric formats, 60
P
paging in D-Cubes, 57 percentage formats, 60 printing copyright material, 6
R
related documentation, 6 Reset command, 28
G
Global Customer Services Web site, 6 Grow command, 24
S
saving D-Lists, 14 formats, 61 slicing D-Cubes, 57 subtotals in D-Lists, 12
H
help getting, 6 Hold command, 27 holding cells, 27 holds removing, 27
T
time averages, 63 timescale D-Lists, 15, 24 defining, 16 time totals, adjusting, 63
I
information finding, 6
L
limited selections, saving, 44 linear growth, 24 lists formulas, 33
U
unprocessed numbers changing, 23 resetting, 23
W
weighted averages, 58
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