This video shows how an advanced user can share their content with another user / group. For questions or support requests, please contact the Data Warehouse team at, doit_data_warehouse@colostate.edu

If you have questions or need assistance with WebFocus, please contact one of these representatives. For those employees that work in an administrative unit that is not listed below, please find a contact person whom is closest to your area (ie. if you are in University Operations you can use a contact from BFS, Budget Office, or Facilities). Administrative Units Contact Email Admissions Jordan.Fritts@ColoState.EDU Athletics Matthew.Klein@colostate.edu Business & Financial Services Summer.Leaming@colostate.edu Budget Office Debbie.Smith@ColoState.EDU CSU Online OPEN Facilities Stephanie.Swanson@colostate.edu Graduate School Julie.Paolucci@ColoState.EDU Division of Information Technology Steve.Juarez@colostate.edu Institutional Research Heather.Novak@colostate.edu Office of International Programs Scot.Smith@ColoState.edu Registrar’s Office Jerry.Becker@ColoState.EDU Tim.Johnson@colostate.edu Research Doug.Leavell@colostate.edu Student Affairs Michael.Brake@colostate.edu Alex.Willoughby@colostate.edu Colleges Agricultural Sciences Jessica.Fuentes@colostate.edu Business Theresa.Todd@ColoState.EDU Gang.Yue@colostate.edu Engineering Jim.Jensen@colostate.edu Health and Human Sciences Beth.Adams@colostate.edu Liberal Arts Wes.Scharf@colostate.edu Natural Sciences Ryan.Curran@colostate.edu CVMBS Melissa.Hein@ColoState.edu Corrine.Lindstadt@colostate.edu Warner College Natural Resources Heather.Ihde@colostate.edu Forest Service For questions or support requests, please contact the Data Warehouse team at, doit_data_warehouse@colostate.edu

Edit a report in WebFocus by left clicking on the selected report and choose ‘Edit’. 2. After the report is in Edit mode, right mouse click on the ‘IA’ icon in the upper left corner of your web browser. 3. Select ‘Save As’ from the drop down menu 4. Select which directory you would like to save your report in under ‘Domains’, rename your report in the ‘Title:’ field, and select the ‘Save’ button. For questions or support requests, please contact the Data Warehouse team at, doit_data_warehouse@colostate.edu

WebFocus defaults to not repeating a like value in a column. However, it can easily be updated to repeat like values. For example, below is a report where the like items are not repeating. To have the like values repeat, on the “Format Tab” click on “Repeat Sort Value” button. The below is how the report updates. If the repeating values need to be removed, click on “Repeat Sort Value”. For questions or support requests, please contact the Data Warehouse team at, doit_data_warehouse@colostate.edu

Identify the report you want to send via email. Right click. Select Schedule. Select Email. The Scheduling Distribution screen opens. Adjust the email addresses, subject line, and email information on this screen. * NOTE: Do not change the From: or Reply Address: fields. This will cause the email server to block your message as SPAM. Click on the Recurrence tab to create a recurring email of the report. Select the time, day, and frequency of the recurring email. Click on the Notification tab. To receive an email notification when there is an error or when the email is sent, select “on error” or “always” from the drop down menu for Notification Type. Change the subject if desired. Click on the Parameters tab. The parameters listed under Name are the parameters built into the report you selected and change based on which report you select. The report will not be able to be sent if any of the Values are blank. To add or select a value, click on row that needs to be changed. Then click on the value box below or type a value directly into the box next to Value. If you click on the Value box, you will get a pop-up with all of the value choices for that field based on the current data. Click OK after you select the values to include for that parameter. Click OK after you select the values to include for all parameters. Click Save & Close. The report will be sent via email based on the day and time selected in the Recurrence tab. If no changes were made to the Recurrence tab, the report will be sent right away. Below is an example email received through the scheduling process. Below is an example of the HTML attachment. For questions or support requests, please contact the Data Warehouse team at, doit_data_warehouse@colostate.edu

What is FERPA? Usage of student data is restricted under FERPA guidelines. These guidelines require a need to know for educational purposes and information about students cannot be shared without a signed statement from the student. Please read FERPA Policies prior to accessing Student Data How should I get started? Usage of student data is restricted under FERPA guidelines. These guidelines require a need to know for educational purposes and information about students cannot be shared without a signed statement from the student. Familiarize yourself with the Operational Data Store (ODS) and the Data Dictionary in order to determine the types of data you will need access to. The most commonly-used views have been organized into roles. You can request access to these through AAR, then clicking on the “Data Access Request” link. If you need access to additional views, consult with your Data Steward in order to determine which views should be requested and then please complete the form in order to be granted access to data that you need. Once access has been granted, you next need to install software/configure your computer in order to connect to ODS. There are many tools that you can use to access ODS. Please see “What software will I need to connect to/query ODS” below for further information. How do I get access to data on campus? You can request access to data here, and don’t forgot to read the section on “How should I get started?” What software will I need to connect to ODS? Here are some commonly used tools to query the ODS Access/Excel. Will require configuring an ODBC connection - Refer to the Connecting to the Data Warehouse Oracle SQL Developer (free) Visual Studio (commercial) Visual Studio Express (free) How do I tell if a student is enrolled for their current semester? QUERY: Select * from CSUS_TERM_INFO_CUR What are the policies on storing data? See Data Governance Policies & Standards Appendix B for information on storing sensitive data. What is ARVID and how does this differ from Finance subject areas? ARVID was created for Accounting Reporting views. It contains data from Accounts (COA), Assets, GL, Object Codes, Purchasing, Vendors and KFS Document Routing. BFS created the purchasing views to be able to connect Requisitions, POs, Receiving, and Payment Requests which are all related KFS documents. This information can also be found in the Finance Subject Areas views, but the report writer will need to connect the information (whereas much of this is done for you in ARVID). How do I access the ODS from my PC? Refer to the Connecting to the Data Warehouse I am running a query and I get an error that the “table or view does not exist”. How do I get past this? Confirm you have correctly typed the name of the table or view. Confirm you have access to that table or view. You can do this by checking which views are available in the roles you have been granted. If the view is in a role you do not currently have, you can request access to the role that it goes with. Refer to the ODS Data Dictionary to see the various reporting roles and views. How can I request access to a table or view? To request access to the Data Warehouse ODS, submit a request through the ODS Data Access Request application, https://dataaccessreq.is.colostate.edu/ . As part of your request, you'll need to select the data areas you're interested in accessing: Student, Finance, Directory, etc. When submitted, your request will follow a workflow for signatures that include your supervisor and departments Data Steward. You can monitor the status of your request through the same web app. How can I stay up-to-date on what is happening with the ODS or WebFOCUS? Subscribe/Unsubscribe to the ODS_L list serv Subscribe/Unsubscribe to the WebFOCUS list serv What is PIDM and PERSON_UID? The Banner system uses the field PIDM as the record key field. The ODS uses both PIDM and PERSON_UID as the record key field, and they are interchangeable. When running a query, specifying the PIDM/PERSON_UID value will often improve speed/performance. If you are using a query that uses 2 or more views, they should be joined together with the PIDM/PERSON_UID. INT_REF_ID_ARIES is another synonym for PIDM and PERSON_UID. Why are there so many views in the Data Dictionary that I don’t seem to have access to? Access to ODS data is not automatic. You need to request it. Please refer to section on How do I get Access to Data in ODS. This will explain the steps involved with the data access approval. The dictionary will provide documentation on all reporting views, including ones that you may not be able to query. What is a view or reporting view in ODS? Many report writers are familiar with database tables that store the university information. The ODS was developed to provide access to this information in the form of views. The views will join one or more tables together using some rules (like exclude a person with deceased_ind = ‘Y’). For the most part, you can consider a view to be a table (although it may provide data from one or more tables). How do I know if a student has requested their information to be confidential? In the csug_gp_demo view, there is a field titled confidentiality_ind. If that column is ‘Y’, the student has requested that all of their information, including what is considered by CSU to be directory information, to be confidential. This means you cannot release or publish any information about that student and you cannot contact that student without the student presenting a photo id in person to you. This is similar to seeing the red confidential flag on the top of the ARIESweb screen when you look up the student. Please respect these students choice not to have their information released. Release of information for a student with a confidentiality_ind of ‘Y’ is a violation of FERPA regulations. For questions or support requests, please contact the Data Warehouse team at, doit_data_warehouse@colostate.edu

Power BI is a reporting and business intelligence product and platform from Microsoft. Power BI is comprised of several software products that work together to provide a comprehensive reporting and BI environment. The desktop product, Power BI Desktop, is part of CSU's Microsoft A5 license for faculty and staff. It is NOT part of the Microsoft A3 license that students have. If you have a student employee, you can work with RAMtech to upgrade them to the A5 license for an additional cost. More details about Power BI and Power BI Desktop are available at this link below. https://learn.microsoft.com/en-us/power-bi/fundamentals/power-bi-overview The Power BI environment at CSU includes the following products and terms. Power BI Desktop - a Power BI report writing application for creating interactive reports. Power BI Report Builder - a Power BI report writing application for creating paginated reports. These are non-interactive, multi-page reports, similar to most WebFOCUS reports. Microsoft Fabric - an Azure cloud reporting environment that extends Power BI from a desktop tool to a more collaborative, and enterprise reporting platform. Fabric Workspace - a folder-like space in Microsoft Fabric where you can share reports, interactive and paginated, data models, and create ETL (data) pipelines. Workspaces have a security layer that allows you to control who has access to the Workspace and what level of access they have within the Workspace. Power BI Gateway - a software gateway that acts as a bridge, allowing secure access to on-premises data sources from Microsoft cloud services, like Power BI / Fabric. The Division of IT is in the process of building a Microsoft Fabric environment for CSU System reporting. We plan on providing reporting data as semantic models hosted in Fabric based on the data in the ODS. If you're building reports in Power BI, we recommend using the Fabric hosted semantic models as opposed to importing the data into your report. We're also building a library of canned reports based on the canned reports in WebFOCUS. More details about Microsoft Fabric are available here, https://learn.microsoft.com/en-us/power-bi/fundamentals/fabric-power-bi . The reporting data and canned reports are organized into Fabric Workspaces based on data domains (finance, HR, student, research, etc.). If you have access to one or more of these data domains in the ODS, your permissions will extend to the Fabric Workspace and any data that's available in Fabric based on your ODS access level. The naming convention for the DoIT managed Workspaces is "DOIT_PBI_****_DATA", where the asterisks can be replaced with the data domain, finance, HR, directory. You can start exploring Power BI Fabric at https://app.fabric.microsoft.com/ . For questions or support requests, please contact the Data Warehouse team at, doit_data_warehouse@colostate.edu

Access and Permissions To begin using CSU's web-based Power BI reports you need: An active CSU NetID Permissions to one or more CSU's data domains (finance, HR, student, directory, etc.) You can check your access to CSU data through the Data Access Request application, https://dataaccessreq.is.colostate.edu/ . Once logged in, select the HISTORY button to see your approvals. If you wish to request access to CSU data, you can submit a request through the same Data Access Request linked above. Simply click the checkbox for the data domain you wish to access, then click submit. You can track the status of your request through the PENDING button in the Data Access Request application. Permissions to one or more Fabric Workspaces. For Division of IT managed Workspaces, this is built into the Data Access Request process above (and the PDAR process). Once you're given access to a specific data domain, the corresponding Fabric Workspace will be available to you also. For departmental Workspaces, please contact the Workspace administrator, likely your departmental IT unit. Navigating Power BI Reports Microsoft has created documentation on how to navigate Fabric and use Power BI reports at the links below. Navigating Power BI paginated reports (similar to WebFOCUS reports) https://learn.microsoft.com/en-us/power-bi/consumer/end-user-paginated-report Topics include: - What is a paginated report? - How do paginated reports work? - Interact with a paginated report - Print a paginated reports - Navigate the paginated report - Export the paginated report - Subscribe to the paginated report (Excel output) - Considerations and troubleshooting Introduction to Power BI Interactive reports: https://learn.microsoft.com/en-us/power-bi/consumer/end-user-reports Topics include: - The parts of a report - Advantages of reports - Safely interact with content - Save your changes or revert to the default settings - Dashboards vs. reports Navigation for Interactive reports: https://learn.microsoft.com/en-us/power-bi/consumer/end-user-experience Topics include: - Prerequisites - Open the Power BI Service (app.fabric.microsoft.com) - View workspace content - Open a dashboard and a report - Using the left navigation pane - Browse - Open Apps - Open the learning center - Search and sort content - Find the owner - Clean up resources Creating a subscription Power BI reports published in Fabric allow you to create a subscription. Within subscriptions you have two options. You can create a subscription with one set of parameter selections and a target audience. Or, you can create a dynamic subscription for a report. A dynamic subscription allows you to send the report to multiple target audiences with a different set of parameter selections for each target group. The process for creating a simple and dynamic report subscriptions is documented by Microsoft at the links below. Power BI simple subscriptions https://learn.microsoft.com/en-us/power-bi/collaborate-share/end-user-subscribe Power BI dynamic subscriptions for interactive reports https://learn.microsoft.com/en-us/power-bi/collaborate-share/power-bi-dynamic-report-subscriptions Power BI dynamic subscriptions for paginated reports https://learn.microsoft.com/en-us/power-bi/collaborate-share/dynamic-subscriptions Information for creating a subscription to a report is available at the link below. When creating subscriptions to share data with others, please be mindful of the sensitivity of the data you're sharing. Does it contain PII - Personally Identifiable Information. Do FERPA or HIPAA rules apply? Please refer to the CSU Policy library is available at https://policylibrary.colostate.edu/ . There may be multiple policies that apply to you. At a minimum, refer to the Central Administrative Data Governance policy. On the topic of security, email is an insecure method to transmit data. Using PowerAutomate, you can target a OneDrive or Sharepoint location with your subscription instead of an inbox. That's outside the scope of this article but you can find more information by searching on PowerAutomate and Power BI. https://learn.microsoft.com/en-us/power-bi/collaborate-share/end-user-subscribe?tabs=creator For questions or support requests, please contact the Data Warehouse team at, doit_data_warehouse@colostate.edu

Chapters Intro 0:00 - 1:26 Connecting to a data source (Power BI Semantic Model) 1:26 - 2:07 Creating Parameters 2:07 - 6:27 Creating the Dataset for the main table 6:27 - 9:10 Build and format table 9:10 - 10:11 Grouping and aggregating 10:11 - 11:31 Test run the report 11:31 - 12:15 Format Cells 12:15 - 12:34 Row groups for Subtotals 12:34 - 14:42 Un-merging cells, formatting report 14:42 - 18:02 Repeating row headers 18:02 - 19:32 Cascading Parameters 19:32 - 22:30 Check Excel export 22:30 - 23:06 Final format and Publish 23:06 - End If you cannot see the video, please request to join the Power BI Community Team. For questions or support requests, please contact the Data Warehouse team at, doit_data_warehouse@colostate.edu