Grants Part 2: Grant reports in Cognos

Prerequisites

This course will concentrate on how to use the Cognos reporting tool to help manage departmental research grants. These reports can be divided into three main categories:

• Summary financial information for Projects
• Detailed expenditure analysis
• Management reports for Grants due to close

In this course we will not access the Grants module in CUFS.

Staff who manage departmental Grants.

Please Note: If you work in the ROO, this course only covers the reports that are available to grant administrators in the depts. It doesn't focus on the central reports that you will run as part of your role as this will be covered internally by the ROO. If you would just like to know how to use Cognos and create some shortcuts, personalised pages then refer to the Getting Started in Cognos course.

Your booking will remain 'provisional' until the following prerequisites have been completed and you have advised finance.training@admin.cam.ac.uk thereof:

• Pass the on-line Introductory Grants Part 1 course: https://www.training.cam.ac.uk/fin/course/fin-grants1

• Ensure that the online Cognos Access Request form is completed, URL: https://www.finance.admin.cam.ac.uk/cognos-access-request

(Finance Division > Systems > Reporting > Cognos Access Request)

You will need to know whether you require access to the Grants/General Ledger folder or both for your department. Please liaise with your department key contact/line manager to ensure you complete the form correctly. If you require access to more than one department, all the departments within the school, or across schools, this must be clearly indicated on the form. You also need to know whether or not you will need to receive 'burst reports in your school/department. These are reports that are automatically generated and emailed to you regularly. If you are a PI, you will need your payroll number. The form also allows you to indicate whether you are a member or ROO or Central Finance.

Once you have Cognos access, please complete the following tasks 5 working days prior to your training to eliminate any problems logging into Cognos on the day.

• Log into Cognos by clicking on Cognos Login: http://www.admin-reporting.cam.ac.uk/
• Click on 'Log into Cognos'
• Enter your CRSID, raven password and click OK
• Public Folders page will display.
• Click on the folder called 'LIVE'
• Click on the folder for your School
• Click on the folder titled 'Departmental (Shared) Reports'
• Depending on what access has been requested, you should have a folder for Grants or General Ledger or both with reports listed in each folder.

If you cannot see these reports, it means your access has not been correctly set up or is still in progress. This requires time to resolve so please do not leave to the day before the course.

Your booking will not be approved until you have confirmed that you have completed these steps. If you experience any problems, then please email finance.training@admin.cam.ac.uk.

Number of sessions: 1

• Accessing Cognos to run Grant reports in both PDF and Excel formats
• How to set up short cuts to ‘My Folders’
• How to create personalised pages
• Schedule reports to run in the future and email them to yourself and others
• Identify the various reports available and discuss the data that they show
• To explore what reports are available to PIs

To report and manage Grants efficiently and effectively by utilising COGNOS.

Demonstrations and practicals to consolidate learning

One half day session

Every other month

• Grants Part 1: Getting Started in Research Grants
• Grants Part 4: Administration of Grants in CUFS