T&E Data Warehouse Training Guide October 2016

• T&E Data Warehouse (DW) built on NBCUniversal platforms to replace the use of Concur’s reporting tool called Cognos.

• Anyone in finance can have access to T&E DW to run reports for their division. To request access, send an email to travel.admin@nbcuni.com with the employee’s SSO and the company code(s) for which he/she is responsible.

• Finance users will be able to see data for all employees in their division and all expenses allocated to their division.

• Managers that have expense reports submitted for their approval automatically have access to run reports for their employee hierarchy.

• Use Mozilla Firefox as the internet browser. • Send an email to travel.admin@nbcuni.com with all reporting related

questions, requests and concerns.

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General Overview

• Additional Fields

• Avg. Monthly Spend: Accounts Credit Cards > Card Details

• Max Monthly Spend: Accounts Credit Cards > Card Details

• Max Spend Cycle: Accounts Credit Cards > Card Details

• Attendee Details: Expense Report and Details > Attendee Details

• Additional Filter Options

• Attendee Details: Attendee Name, Attendee Company, Attendee Type, Cost per Attendee

• Workflow Details: Workflow Step, Step Action Date, Employee Assigned, Role, Status Upon Completion, Delegate

• Crosstab Charts (Pivots)

• Create pivots tables based on the report you run in the T&E DW

• SAP Accrual Month

• Ability to choose the month and SAP box for your monthly accrual snapshot instead of entering in a date

• Rolling “X” Filters

• Ability to use a numerical value to display data for a selected period of time. Example: Last “x” days 3

New Functionality Included in Phase III

DW Homepage

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DW Homepage - Login Website - traveldw.craft.inbcu.com

Internal SSO login

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DW Homepage – My Dashboard

Your home page contains your charts. This screen will be empty until you create and pin charts to your dashboard.

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DW Homepage – Quick Links

Top dashboards are static and cannot be changed.

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DW Homepage – Menu Bar

Top menu bar shows user settings

Full screen

Notifications

User preferences

Show photo

Icon or List view

Log out Global Search

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DW Homepage – Menu Bar Left menu bar shows reporting modules

DW Homepage

List view Icon view

Concur Expense Info

Citibank Card Info

Concur Cash Advance

SAP & Employee Details

Public & Shared Reports

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DW Homepage – Dashboards Phase 1 dashboards are static and cannot be changed.

Number of transactions open in Concur and not posted to SAP. Report shows all details available in Concur.

Number of cash advances open in Concur (pending approval, issued & not on a report, on a report, but not extracted).

Number of expense reports pending approval in Concur. Report shows expense report header details (employee, amount, approval status).

Number of transactions open in SAP. Report shows line item detail for personal expenses and checks that have been deposited.

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DW Homepage - Links

Link to the Travel Portal that details all important information including policy updates, travel alerts, FAQs, links to training guides.

Link to the external Concur homepage

Link to Corporate card homepage where users can apply for a new card, request credit limit increases, or approve existing requests.

Link to generate email to the T&E Team at travel.admin@nbcuni.com.

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DW Homepage – Top Public Reports

List of reports that are most frequently used by all DW users. Icon shows the reporting module from which data is being pulled. Number of times report has been run by users listed on the right with links to export to excel.

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DW Homepage – Recently Saved Reports

List of reports that you have saved to your private folder most recently. Icon shows the reporting module from which data is being pulled. Links to export to excel on the right. Link to all of your saved reports.

Modifying a Report

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Modifying a Report – Running the Report

Click on the name of the report to run it

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Modifying a Report – Change Filters

Report will run with preset layout and filters for your divisions.

Click Filter icon to change filters.

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Modifying a Report – Change Filters

Click + to add additional filters

Select new filter from drop down list. You can also type your filter into the filter box.

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Modifying a Report – Change Filters

When entering criteria, you may see a predefined list of options based on system settings.

Once filters are updated as needed, click Run Report to view the new data.

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Modifying a Report – Change Layout Click Layout icon after running a report to change the visible fields and the order in which they are listed.

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Modifying a Report – Change Layout Fields available to add. Fields currently on report.

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Modifying a Report – Change Layout

To remove a field from the report, click the ‘-’ next to the name of the field.

To delete all fields on the report, click the ‘x’.

To refresh previous layout, click ‘refresh’

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Modifying a Report – Change Layout To add a new field, you can expand the category options by clicking the category name

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Modifying a Report – Change Layout To add a new field, you can also click the Search icon and type in the field you wish to add.

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Modifying a Report – Change Layout You can change the order of the fields, by dragging and dropping them where you want them to be listed.

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Modifying a Report – Change Layout Once layout has been updated, click Run Report to view updated output

Saving a Report

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Saving a Report – Save Icon Once report has been modified for your needs, run

the report then click the Save icon

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Saving a Report – Save Icon Enter a name for your report and comments to remind yourself what data

is in the report. Please exclude any special characters, such as $, <, :, /, when naming your report. The report will be saved to your Saved Reports folders.

Exporting a Report

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Exporting a Report – To Excel

To export or run a report to excel, click the Excel icon from the Public Reports, Saved Reports, or report output screens.

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Exporting a Report – To CSV

To export or run a report to csv, click the CSV icon from the Public Reports, Saved Reports, or report output screens.

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Exporting a Report – To Text

To export or run a report to text, click the Text icon from the Public Reports, Saved Reports, or report output screens.

Scheduling a Report

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Scheduling a Report – Schedule Icon To schedule a report to your email, from your Saved

Reports folder screen click the Schedule icon

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Scheduling a Report – Schedule Icon

Time of day, including time zone

Recipients, separate multiple recipients by semi colon

Frequency of the schedule

When completed, click Create Schedule

Reconciling Concur and SAP

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Reconciling Concur and SAP – SAP Detail When running details from SAP, include Reference.

This field contains the Batch ID from Concur.

The last 4 digits of the TL00000**** is the BATCH ID

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Reconciling Concur and SAP – SAP Detail In the Public Folders > Expense > Details and click

on the Posted To SAP report to run it.

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Reconciling Concur and SAP – SAP Detail

Enter in the four digit Batch IDs from your SAP details into the criteria box. Run the report.

Modify the filters of the report. Remove the default filters and add a filter for Batch ID.

Charts

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Charts – Creating a Chart

Select 1 Group or Date Fields and 1 or more Summary Fields then select chart type

Click icon to create a chart

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Charts – Creating a Chart Once Group or Data Fields, Summary Fields, and

chart type are selected, chart will appear

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Charts – Pin to Dashboard To save chart to your My Dashboard, click pin icon

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Charts – Pin to Dashboard Enter a name for the chart,

click OK. Go to Home > My Dashboards to view chart

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Charts – Viewing Detail Behind Chart To view the detailed transactions behind the chart,

hover over an element then double click

Use icons to export or the ‘x’ to return to the dashboard

Pivots

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Pivots – Creating a Crosstab

Click icon to create a pivot

In order to create a pivot, you must run a report and access the toolbar from the report layout. A pivot is a replica of the Excel Pivot.

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Pivots – Choosing Fields Please drag and drop the fields into the appropriate buckets.

Take note of the symbols before the field.

This symbol indicates that it is a Data Field

This symbol indicates it can be used as a Row or Column field

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Pivots – Choosing Fields

Once you have the fields in each bucket, click on the “x” to see the results in a pivot format.

The fields you choose come from your report layout. If you need additional fields, add them to your layout.

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Pivots – Creating the pivot The pivot will show up on your screen according to the arrangement you selected in your “field chooser” screen.

You have the ability to sort alphabetically and filter from this screen.

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Pivots – Pin to Dashboard To save pivot to your My Dashboard, click pin icon

Enter a name for the pivot, click OK. Go to Home > My Dashboards to view chart

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Pivots – Save, Export, Create Chart Please use the icon tool bar to save, export to excel

or create charts based on the pivot data.

Save

Create Chart Export

Appendix

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Appendix – Icon Glossary

Download to excel

Download to CSV

Download to text

Delete report

Schedule

Save report

Refresh report

Summarize report

Modify filters

Change layout

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Appendix – Icon Glossary continued

Log Out

Full Screen

User Preferences

Notifications

List View or Icon View

Home

Expense Module

Credit Card Module

Cash Advance Module

Misc. Module

Report Folders