Mini curso Cognos: construindo relatórios de autores, pareceristas e editores estrangeiros (II Curso de Atualização SciELO-ScholarOne)

UNDERSTANDING SCHOLARONE REPORTS

How to Successfully Use & Create Reports

Norma Roberts Implementation Project Manager

PRESENTATION AGENDA• Basic Cognos navigation

• Review standard reports

• Review build your own reports

• Best-practice tips for working with reports

• Step-by-step guide to building reports

PRESENTATION AGENDA• Instructions on building 4 custom SciELO reports

• Authors by Country

• Co-Authors by Country

• Reviewers by Country

• Live Demo: Associate Editors by Country

• Resources to use once you leave the conference

COGNOS NAVIGATION

COGNOS NAVIGATION

COGNOS NAVIGATION

Select the + sign to expand a specific section.

Viewing At-A-Glance Statistics is a quick way to see general stats.

• Scroll to the bottom of the page to get to the Reports section.

Push this link to access saved

reports.

STANDARD REPORTS

STANDARD REPORTS• ScholarOne Manuscript reports are comprised of

• Off the shelf standard reports and

• Custom build your own reports.

• TIP: Always use standard reports if

you can. They are powerful, quick,

and easy to use.

STANDARD REPORTSMANUSCRIPT STATUS AND SUMMARY REPORTS

• Status

• Decisions

• Exports

STANDARD REPORTS PEER REVIEW DETAILS REPORTS

• Decision ratios

• Timespans

• Milestones

STANDARD REPORTS USER ACCOUNT REPORTS

• User information

• Exports by role type

STANDARD REPORTS USER PERFORMANCE REPORTS

• Reviewer summaries

• User info and stats

• Turnaround times

• Accept-reject ratios

STANDARD REPORTS 5 MOST COMMON REPORTS

• Manuscript Status & Summary Reports• Manuscripts in Process• Manuscripts Accepted by Country

• Peer Review Details• Manuscript Milestone• Time from Submission to Decision

• User Performance Reports• Reviewer Summary

• Detailed descriptions of all of these reports are online at http://mchelp.manuscriptcentral.com/gethelpnow/training/admin/tutorials/topfivecognos.pdf.

http://mchelp.manuscriptcentral.com/gethelpnow/training/admin/tutorials/topfivecognos.pdf

BUILD YOUR OWN REPORTS

BUILD YOUR OWN REPORTS• Manuscript Status and Summary Reports

• Manuscript Status and Summary Reports• Production Reports• File Storage

• Peer Review Details Reports• Peer Review Details Reports

• User Account Reports• User Account Reports

• User Performance Reports• Reviewer Performance Reports

BUILD YOUR OWN REPORTS

• Editor, EIC and Admin Performance Reports• Invited Author Performance Reports

• Invited Papers Reports• Topic Roles and Users Reports

BUILD YOUR OWN REPORTS MANUSCRIPT STATUS AND SUMMARY REPORTSMANUSCRIPT STATUS AND SUMMARY REPORTS

• Use this package to build reports based on manuscript status, submission statistics and other basic details.

• TIP: This is a very basicreport package. It has fewer data elements, making it easier to use.

BUILD YOUR OWN REPORTS MANUSCRIPT STATUS AND SUMMARY REPORTSPRODUCTION REPORTS

• This package allows you to report on post-acceptance work.

• TIP: Since you don’t collect fees, the E-COMMERCE data will not be relevant for you.

BUILD YOUR OWN REPORTS MANUSCRIPT STATUS AND SUMMARY REPORTS FILE STORAGE REPORTS

• This package is not relevant for SciELO sites.

BUILD YOUR OWN REPORTS PEER REVIEW DETAILS REPORTS

• This package allows youto report on most data elements within the system.

• This package contains the most comprehensive list of data elements.

• TIP: This the most complex package to work with. Only use it if other packages will not work.

BUILD YOUR OWN REPORTS USER ACCOUNT REPORTS

• This package allows you to report on full account information for all users within the site.

BUILD YOUR OWN REPORTS USER PERFORMANCE REPORTSREVIEWER PERFORMANCE REPORTS

• This package allows you to create detailed reviewer summary reports.

BUILD YOUR OWN REPORTS USER PERFORMANCE REPORTS EDITOR, EIC, & ADMIN PERFORMANCE REPORTS

• This package allows you to create detailed role-based performance reports.

• TIP: Use this for Associate Editor, EIC, and Admin performance reports.

BUILD YOUR OWN REPORTSUSER PERFORMANCE REPORTS INVITED AUTHOR PERFORMANCE REPORTS

• This packages allows you to create detailed performance reports about your invited authors.

• TIP: This package contains the most information about invited papers.

BUILD YOUR OWN REPORTS TOPICS ROLES AND USER REPORTS

• This package is not relevant for SciELO sites.

BUILD YOUR OWN REPORTS ADDITIONAL FOLDERS

• This is a quick link to access saved reports. Generally, all reports are in the journal’s role specific folders (in the Public Folders tab) or in an individual’s private folder (in the My Folders tab).

BEST-PRACTICE TIPS

BEST-PRACTICE TIPSGENERAL TIPS

• Minimize data sets when you finish using them.

• Firefox is the best browser to use when working in Cognos.

• Always log out of Cognos when you are done using it.

• Only use build your own reportsif the standard reports cannot do what you need.


• To see how a report was built, select “Manage File” and then click on the “Report Definition”option. This will show you all data elements used in a report (filters, summaries, etc.). This only works for build your own reports.

• If exporting to Excel, always chooseto view it in the “Excel 2007 Format.”

• If you see the message “No Data Available” when you try to run a report, that means there is no data available on the site with the parameters you set.


• If you are looking for raw data, do not change the layout in Cognos. Save it in Cognos and then export to Excel.

• In Cognos, you can learn more about a data element by hovering over it or selecting it and then clicking on the double arrow at the bottom of the page.


• Get familiar with the # of Manuscripts data element—this is one of the most useful and commonly used data elements.

• Use the back button if you make a mistake.

BEST-PRACTICE TIPSFILTERS

• Apply pre-defined filters to your report.

• TIP: The pre-defined filtersassociated with each dataset are easy to apply and relevant to the data you are working with.

• Apply filters to specific data elements pulled into your report.


• Apply filters to data elements that you don’t need to pull into your report.

• Always use the “Exclude Drafts” and “Exclude Withdrawn Papers” filters to ensure clean data.


• When adding filters to a report, consider if you should enable the “prompt every time the report runs” option.

• TIP: If you want to schedule a report, this should not be enabled.

BEST-PRACTICE TIPSGROUPING

• To make your data easier to read and remove redundancies, use grouping to put like items together.

BEST-PRACTICE TIPSGROUPING

• Grouping makes your data look like this.

• As opposed to this.

BEST-PRACTICE TIPSSUMMARIZING

• To add counts to a section of like data, use summarizing.

• If you select Count or Count Distinct, you can see the number of Editors from each country.

BEST-PRACTICE TIPSSUMMARIZING

• TIP: It’s often easier to see the summarized counts if you export to Excel.

BEST-PRACTICE TIPS SUMMARIZING

• With the right data element, you can do other types of operations using the Summarizing tool. For example, you may want to know the average number of reviewers invited or assigned to a paper.

BEST-PRACTICE TIPSCALCULATIONS

• There are many calculations you can do, but percentage is the most commonly used.


• For example, you may want to know the decision percentage by editor.

• To do this, right click on the “# of Manuscripts” column, select “Calculate,” and then fill out the Calculate fields as shown below.

The system creates the expression for you based on your input on the left side.

The New Item Name will be the column header name once you click the Insert button.


• The percent (%) column is added.

• Push the “Run once with all data” in the bottom right corner of the page to see the percent of each decision type for each editor on the site.

BEST-PRACTICE TIPSCHARTS

• Displaying data in a chart can make your data’s “message” more readable and meaningful.

• Your data must include a count or summary field in order to display it in a chart or graph.

• TIP: The most commonly used count data element is # of Manuscripts.


• A simple example of creating a chart would be to use the following data elements.

• # of Manuscripts

• Manuscript Type

• Select the # of Manuscripts column, select “Change Layout” from the Menu, and then push the “Chart” option.


• Select the type of chart you’d like to use (Column and Pie are the most common).

• TIP: The “Standard” layout is the best-practice selection.

• Decide what you would like to be visible in the chart and/or table. You can always change your selection—so don’t worry too much.


• TIP: Even when creating simple reports, always be sure to apply the relevant filters.

CONFIDENTLY BUILDING REPORTS IN 8 SIMPLE STEPS

CONFIDENTLY BUILDING REPORTS IN 8 SIMPLE STEPS

1. Consider what you need.

2. Decide on the best data set to work with.

3. Build the report.

4. Manipulate the report.

5. Save the report.

6. Export the report.

7. Schedule the report.

8. Maintain the report.

CONSTRUINDO RELATÓRIOS CUSTOMIZADOS COM SEGURANÇA EM 8 PASSOS SIMPLES

1. Considere o que você precisa.

2. Decida o melhor grupo de dados para trabalhar.

3. Construa o relatório.

4. Manipule o relatório.

5. Salve o relatório.

6. Exporte o relatório.

7. Agende o relatório.

8. Preserve o relatório.

CONFIDENTLY BUILDING REPORTSCONSIDER WHAT YOU NEED

• Questions to consider when thinking through your report.

• What are you wanting to accomplish with this report?

• Is the data needed available in an off-the-shelf standard report?

• Who is the audience for this report? How often do they need to see it?

• Will you need to re-use this report, or is it for a one-off need?

• Be thoughtful as you go through this process.

CONFIDENTLY BUILDING REPORTSDECIDE ON THE BEST DATA SET

• Review your needs for this report and look at the available datasets.

• Which set will best cover your needs?

• Can you use a set other than the Peer Review Details set (since this is the largest)?

• Review the list of data elements available in each of the different data sets by reviewing the “4.6 Fields Only - List and Locations.xlsx” file. https://drive.google.com/file/d/0Bxc2kyt2EySXOUlBVXdoNkZTaHc/view?usp=sharing

• Consider drawing a diagram of how you envision the report looking.

https://urldefense.proofpoint.com/v2/url?u=https-3A__drive.google.com_file_d_0Bxc2kyt2EySXOUlBVXdoNkZTaHc_view-3Fusp-3Dsharing&d=CwMFaQ&c=4ZIZThykDLcoWk-GVjSLm9hvvvzvGv0FLoWSRuCSs5Q&r=auoNOr184lIKjP7V0k12LCgoLtkEMJCtImqHUfgm9dU&m=BTPiJUQbUFJPeOSiNgwZuxhEUqmBImS9pNhB_xV8YNU&s=P_LUnfFuicZj48c02rZe66rh9zCbqdQFtMvKVZPJplc&e=

https://urldefense.proofpoint.com/v2/url?u=https-3A__drive.google.com_file_d_0Bxc2kyt2EySXOUlBVXdoNkZTaHc_view-3Fusp-3Dsharing&d=CwMFaQ&c=4ZIZThykDLcoWk-GVjSLm9hvvvzvGv0FLoWSRuCSs5Q&r=auoNOr184lIKjP7V0k12LCgoLtkEMJCtImqHUfgm9dU&m=BTPiJUQbUFJPeOSiNgwZuxhEUqmBImS9pNhB_xV8YNU&s=P_LUnfFuicZj48c02rZe66rh9zCbqdQFtMvKVZPJplc&e=

CONFIDENTLY BUILDING REPORTSBUILD THE REPORT

• Open the decided-upon data set and pull in the needed elements.

• Consider the order of the elements. (You can cut and paste to re-order if needed.)

• Spend time seeing where the elements are located and what’s available. (You may decide to add something into the report you hadn’t considered before.)

• Don’t be afraid to pull in an element and then click on “Run once with all data” to see how it looks. (If it doesn’t work, simply push the back button to get back to where you were before.)

CONFIDENTLY BUILDING REPORTS BUILD THE REPORT

• If the report you are trying to build is similar to another report, view the other report’s report definition to see how it was built. (Select “Manage File” to access the report’s definition.)

• Be creative; there are often many different ways to build a report.

CONFIDENTLY BUILDING REPORTSMANIPULATE THE REPORT

• Consider what is needed to finish up the report.

• Are all of the needed filters in place?

• Would it be helpful to group, summarize, or calculate the data?

• Would a chart or graph be helpful?

• Do the columns have meaningful names?

• Does the report have a meaningful title?

CONFIDENTLY BUILDING REPORTS MANIPULATE THE REPORT

• Click the “Run once with all data” button to see how the report looks. Do any changes need to be made?

CONFIDENTLY BUILDING REPORTS SAVE THE REPORT

• Save your report to My Folders and the journal’s Admin folder.

• By default, it will choose to save to My Folders.

• TIP: Only reports saved in My Folders can be scheduled.

• TIP: You can save standard reports in My Folders too.

• To save your reports to the journal’s role folders, click “Select another location…,” choose “Cognos,” and then open the right role folder.

CONFIDENTLY BUILDING REPORTSEXPORT THE REPORT

• You may choose to export to Excel.

• From the Menu selection, click “Run Report.”

• Always choose the “View in Excel 2007 Format” option.

• TIP: Make sure you have pop-upsenabled.

• Open the exported file in Excel. Note it shows all filters applied and a date/time stamp.

CONFIDENTLY BUILDING REPORTSSCHEDULE THE REPORT

• You may choose to schedule your report.

• Find the report in My Folders and click on the schedule icon.

• Set the frequency.


• By checking the “Override the default values” box you can set the format, language, and delivery.

• TIP: Uncheck all options you don’t want.

You can set the language to Portuguese (Brazilian).

The “Print the report” option does not work.


• If delivering the report via email, check the “Send a link to the report by e-mail” option.

• Click the “Edit the options” link to enter who the email will go to, the subject and body of the email, and how to transmit the report.


• Consider the following when configuring this setting.

• It is easier for email recipients to have the report attached to the email, but this can show users manuscript/user data for papers they did not work on.

• Including a link to the report prevents any potential authorization problems, but it requires the user to log into the site to access the report.

CONFIDENTLY BUILDING REPORTSMAINTAIN THE REPORT

• The following tips will help with long-term maintenance of your report.

• If scheduling a report, don’t select filters that will be prompted each time you run a report.

• If you update and save your report in My Folders, then re-save it in the journal’s role-based folders too.

• Update scheduling on a report when the email’s list of recipients has changed.

BUILDING SCIELO CUSTOM REPORTSSUBMITING AUTHORS BY COUNTRY


• You can build this report with the Peer Review Details data set.


• Open up the Build Your Own Reports in the Peer Review Details group.

• Once in Cognos, open up the Authors group. Select “Author Type: Submitting Author” and right click to apply a filter.

• Choose “Yes” for “Show only the following” and click on OK.

Don’t check “Prompt every time the report runs” if you will schedule this report.


• With the “Authors” group still open, double click on “Author Country” to add it to the report.

• Minimize the “Authors” group and open up the “Submissions” group. Double click on “# of Manuscripts” to add it to the report.


• To have the Author Country columnappear first, select that column, right click on it, select “Cut,” highlight the “# of Manuscripts” column, right click on it, and select “Paste.”


• To get the percent of manuscripts submitted from each country, select the “# of Manuscripts” column, right click on it, and choose “Calculate.”

• From the Calculate window, make the following selections and then push “Insert.”

You can put whatever you want in the New item name field.


• Add the final filters to the report.

• Minimize the “Submission” group if it is still open.

• Maximize the “Filters and Calculated Fields” group and then maximize the “Filter on Manuscript Status” sub-group.

• Insert “Exclude Withdrawn Papers” and “Exclude Drafts.”


• Minimize the “Filter on Manuscript Status” sub-group and maximize the “Filter on Submission Date” sub-group. Insert the appropriate submission date filter (such as “Include Only Submitted Last 6 Months” option).


• Minimize any open data sets and then click on the “Run once with all data” in the bottom right corner.

• View your data. You could put the countries in ascending or descending order by # of Manuscripts.


• To do that, right click on the “# of Manuscripts” column and select “Sort.”

• Choose whether you want to sort by Ascending or Descending values. Push “OK.”


• Push the “Run once with all data button” again to view your report.

• Double click on the “Title” text to give it a relevant title.

• TIP: When giving titles, keep all of the three settings below checked.


• You can now save, export, and schedule your report!

• Go to the Confidently Building Reports Save the Report, Export the Report, and Schedule the Report pages earlier in this presentation to review how to save, export, and schedule reports.


• Below is the full report definition for this report.

• Select “Manage File” to access a report’s definition.

BUILDING SCIELO CUSTOM REPORTSCO-AUTHORS BY COUNTRY


• You can build this report with the Peer Review Details data set.

• The set up is exactly the same as it was for Submitting Author by Country, but instead of choosing “Author Type: Submitting Author,” you choose “Author Type: Co-Author” and then right click to apply the filter.

• You can copy the Submitting Author by Country report, make the above changes to it, and then re-save it as the Co-Authors by Country report.




• Select “Manage File” to access the report’s definition.

BUILDING SCIELO CUSTOM REPORTSREVIEWERS BY COUNTRY


• You can build this report with the Reviewer Performance Reports.


• Open up “Reviewer Performance Reports” (inside the “User Performance Reports” package).

• Once in Cognos, open up the “Reviewers” group. Double click on “Reviewer Country.” Minimize this group when finished.


• Open up “Filters and Calculated Fields,” then maximize “Calculated Fields.” Double click on the “# Users” element. Minimize this group when finished.


• To get the percent of manuscripts reviewed from each country, select the “# Users” column, right click on it, and choose “Calculate.”



You can put whatever you want in the New item name field.


• Add filters to the report.

• Minimize any open groups.


• Insert “Exclude Withdrawn Papers,” “Exclude Drafts,” and “Include Only Original Submissions.”


• Minimize the “Filter on Manuscript Status” group.

• Maximize the “Filter on Date Score Sheet Completed” group. Double click on the appropriate time filter (for example, “Include Only Completed Last 12 Months”).


• Minimize all open groups.

• Maximize the “Reviewer Activity” group, select “# Reviews Completed,” and right click on it. Select “Filter for report.”


• Apply the following filter settings. This will set it up so that only Reviewers who completed at least one review in the past year will be included in the report.



• View your data. You could put the # Users column in ascending or descending order.


• To do that, right click on the “# Users” column and select “Sort.”

• Choose whether you want it by Ascending or Descending values. Push OK.


• You may want to add the “# of Manuscripts” element to see how many total manuscripts were reviewed too.

• To do that, maximize the “Submissions” group and double click on the “# of Manuscripts” element.


• Push the “Run once with all data” button again to view your report.



• TIP: When giving titles, keep all of the three settings below checked.







BUILDING SCIELO CUSTOM REPORTSASSOCIATE EDITORS BY COUNTRY

Live Demo


• You can build this report with the Editor, EIC, and Admin Performance Reports.


• Open up Editor, EIC, and Admin Performance Reports (inside the User Performance Reports package).


• Once in Cognos, open up the “Roles” group. Select “Role Name” and right click to apply a filter.


• Check “Associate Editor” for “Show only the following” and click on OK.

Don’t check “Prompt every time the report runs” if you will schedule this report.


• Minimize open groups.

• Maximize the “Editors” group and double click on “Editor Country” and then “EditorFull Name.” Minimize open groups.

• Maximize the “Filters and Calculated Fields” group, maximize the “Calculated Fields” sub-group, and double click on “# Users” element.



• To get the percentage of Associate Editors by country, select the “# Users” column, right click on it, and choose “Calculate.”



You can put what you want in the New item name field.



• View your data. You can see that grouping would be helpful.


• Select the “Editor Country” column and then click on the “Group” button at the top of the page.


• Add the filters to the report.

• Minimize any open groups.


• Insert “Exclude Withdrawn Papers,” “Exclude Drafts,” and “Include Only Original Submissions.”


• Minimize “Filter on Manuscript Status” and maximize the “Filter on Decision Date” group.

• Insert the appropriate time filter (for example, the “Include Only Decided Past 12 Months” filter).



• Click on the “Run once with all data” in the bottom right corner.

• View your data.



• TIP: When giving titles, keep all of the three settings checked.






REPORTING RESOURCESWHAT TO DO ONCE YOU LEAVE THE CONFERENCE


• Below is a list of resources that will be helpful to you after the conference.

• This Power Point

• Cognos Reporting Guide• http://mchelp.manuscriptcentral.com/gethelpnow/training/admin/tutorials/Reportin

g.pdf

• 4.6 Fields Only - List and Locations.xlsx• https://drive.google.com/file/d/0Bxc2kyt2EySXOUlBVXdoNkZTaHc/view?usp=sha

ring

• Cognos In-Depth.pdf• https://drive.google.com/file/d/0Bxc2kyt2EySXSlpObkFOeUZzdDA/view?usp=sha

ring

• Ba

http://mchelp.manuscriptcentral.com/gethelpnow/training/admin/tutorials/Reporting.pdf

http://mchelp.manuscriptcentral.com/gethelpnow/training/admin/tutorials/Reporting.pdf

https://drive.google.com/file/d/0Bxc2kyt2EySXOUlBVXdoNkZTaHc/view?usp=sharing

https://drive.google.com/file/d/0Bxc2kyt2EySXOUlBVXdoNkZTaHc/view?usp=sharing

https://urldefense.proofpoint.com/v2/url?u=https-3A__drive.google.com_file_d_0Bxc2kyt2EySXSlpObkFOeUZzdDA_view-3Fusp-3Dsharing&d=CwMFaQ&c=4ZIZThykDLcoWk-GVjSLm9hvvvzvGv0FLoWSRuCSs5Q&r=auoNOr184lIKjP7V0k12LCgoLtkEMJCtImqHUfgm9dU&m=BTPiJUQbUFJPeOSiNgwZuxhEUqmBImS9pNhB_xV8YNU&s=aPA3hRs-B1Dm6l0eFnAFho3eC0QdKS1BKaqK3SrmVLc&e=

https://urldefense.proofpoint.com/v2/url?u=https-3A__drive.google.com_file_d_0Bxc2kyt2EySXSlpObkFOeUZzdDA_view-3Fusp-3Dsharing&d=CwMFaQ&c=4ZIZThykDLcoWk-GVjSLm9hvvvzvGv0FLoWSRuCSs5Q&r=auoNOr184lIKjP7V0k12LCgoLtkEMJCtImqHUfgm9dU&m=BTPiJUQbUFJPeOSiNgwZuxhEUqmBImS9pNhB_xV8YNU&s=aPA3hRs-B1Dm6l0eFnAFho3eC0QdKS1BKaqK3SrmVLc&e=


• Sign up for free training with the ScholarOne training department.• http://mchelp.manuscriptcentral.com/gethelpnow/training/register/

• Ask SciELO for help

http://mchelp.manuscriptcentral.com/gethelpnow/training/register/

OBRIGADO

Science

Mini curso Cognos: construindo relatórios de autores, pareceristas e editores estrangeiros (II Curso de Atualização SciELO-ScholarOne)