Using the Variable screen
When the Dashboards open, the data that is displayed will default in depending on your security settings i.e. OM position, controlling area access, cost centre group etc or you may be promoted to add in a cost centre/cost centre group
The selection criteria can be amended if required, using the Variable Entry tab.
Select the Variable Entry icon, top right.
A Prompts window will open.
The simplest way to change a default is to press in the middle of the line you wish to amend and a new line will appear underneath.
Over-type the code or date for your new selection (you will need to know the cost centre, org unit etc, there is no search option here) and press OK at the end of the line. When you have made all necessary changes, press OK at the bottom of the window.
If you are unsure of the cost centre, org unit you need, you can search or find the one you need by pressing the arrow on the right hand side of the line you wish to change.
To amend the cost centre group you can either select the plus signs next to the listed items to view what sits underneath, or use the search function to find what you are looking for. Once you are happy with your selection, you will need to press ‘Back’, this will save the selection criteria and returns you to the variable selection screen.
Drilling down on information
Some of the charts or tables within the dashboard have the option to ‘drill down’ on the information shown. Further details of what is available when you drill down in each chart are covered in the individual dashboard guidance.
The key at the bottom slides, so some categories may be hidden from view - you can scroll across to see all the available categories
If you hover over items in the key the value is displayed
When a drill down has been used, the back button appears next to a chart, allowing the user to press this to go back one stage of drill down.
When there is a table or graph symbol next to a chart or table, it means that an alternative view is available. Press the button to toggle between the views. Some charts also have alternative data views. There is more detail on the alternative views available in each chart in the detailed descriptions later in this guidance.
By pressing on the graph or chart you can drill down to see transactional data.
There is a grey arrow half way down on the left side of the table, pressing this opens up the Navigation Panel.
The Navigation Panel will allow you to tailor the selections and data that you see in the table by changing the rows and columns and adding filters. Changes made in the analysis tab will not change the charts in the dashboard). Any fields that have a green tick are already selected and included in the data shown.
Additional fields can be added to the analysis by selecting any of the headings under Dimensions and dragging it to the appropriate place in the rows area.
Every time you add a new field into the report it will refresh. If you want to stop the report refreshing until you have added all relevant fields press the pause button.
Changing the layout
In order to sort by a field or add totals, you need to right click on the title of a column and select the option you want using the menu.
If you are viewing large volumes of data in the report, it is best to apply any desired changes to the report layout and then export the report to Excel to view the data.
Adding and Removing Filters
When accessing the analysis window directly from a chart or graph drill down, the data that you see will have predefined filters based on the chart that you have come from.
The pre-existing filters can be removed by pressing the cross next to a filter. Or you can add filters to the data you see by pressing the ‘add filters’ button in the top left of the window. This will open up the prompt box where you need to input the field to be filtered or select it from the available options. Note that this is case sensitive.
Once all the items you want have been selected, press the Apply button.
Exporting to Excel
The facility to export to excel can only be found in the top right of the Analysis Window (see separate information on this), or if you have drilled down on a bar chart or graph, the icons can be found on the final data table.
Export to Excel
Select the Export to Excel icon
If you see a message asking whether you want to ‘Open or Save’, select Open.
Your data should now appear in an Excel spreadsheet – make sure you save it to your F drive and give the file a name.