WHOI-Cognos TM1 User Training Manual 2014 218525

Cognos TM1 Applications
v10.2.2
User Training Manual
Last Updated
July 2014
WHOI TM1 Applications Training Guide
Contents
About TM1 Applications ............................................................................................................................... 3
Starting TM1 Applications............................................................................................................................. 4
Cognos TM1 Applications List ....................................................................................................................... 6
Cognos TM1 Applications Home Page .......................................................................................................... 7
The Title Bar .............................................................................................................................................. 8
Icons for Workflow States ......................................................................................................................... 9
User Instructions ..................................................................................................................................... 10
About Data Entry......................................................................................................................................... 11
Form Navigation...................................................................................................................................... 12
Data Entry Form ...................................................................................................................................... 15
Entering Data .......................................................................................................................................... 15
Data States .............................................................................................................................................. 17
Working with Data References ................................................................................................................... 18
Toolbar .................................................................................................................................................... 18
Navigating Pages ..................................................................................................................................... 20
Update Data Views ..................................................................................................................................... 22
Hide Rows and Columns ......................................................................................................................... 22
Pivot (Slicing and Dicing) ......................................................................................................................... 23
Working with Charts ............................................................................................................................... 24
Reset View............................................................................................................................................... 25
WHOI Budget and Forecast Process ........................................................................................................... 26
Cost Center Plan.......................................................................................................................................... 27
Employee Planning.................................................................................................................................. 28
Capital Planning ...................................................................................................................................... 31
Cost Center Expenses & Reporting ......................................................................................................... 33
Project Employee Planning ......................................................................................................................... 34
Financial Statement Inputs ......................................................................................................................... 37
Committing Data ......................................................................................................................................... 39
Exporting Data ............................................................................................................................................ 40
Advanced Techniques ................................................................................................................................. 41
Last Updated : July 2014 Page 2 of 44

Copying and Pasting Data ....................................................................................................................... 41

Quick Data Entry Commands .................................................................................................................. 42
Using Sandboxes ..................................................................................................................................... 42
Filtering a Cube View .............................................................................................................................. 43
About TM1 Applications

IBM Cognos TM1 Applications is a streamlined approach to data collection that allows
organizations to easily engage thousands in the planning process, collecting data from
managers and staff across divisions, and across geographies. Users work simultaneously and
still retain rapid server response, since TM1 Applications is optimized for end-user
performance.
IBM Cognos TM1 Application Web is a zero-footprint web client that allows you to open and
work with Cognos TM1 Applications using any supported web browser. From the Cognos TM1
Application Web workflow page, you can open a node, take ownership, enter data, and
contribute to a plan. Cognos TM1 Application Web is most useful when a corporate policy
prohibits the installation of a local client, or when using an operating system other than
Microsoft Windows, as all TM1 thick clients are Windows-based.
Using TM1 Applications is easy; simply log in to the designated Web address, and immediately
gain access to a complete, linked set of templates specific to your role in the planning process.
As a user, you only enter data that is relevant to your functional area.
The data contributors entry can be saved so they can return and work on it later, or the work
can be submitted for review. Reviewers can easily track the workflow status by viewing color-
coded icons. E-mail capabilities to groups of people make communication quick and easy.
Tracking participation is easy and moves at the speed of the fastest contributor, not the
slowest.

Starting TM1 Applications

TM1 Applications is easy to start. Simply direct your browser to a specific web address and
enter your log on information. The entire process is performed on the web. Essentially, users
enter and distribute data through the Internet.
To log on to the web server:
1. Open a web browser. Current supported browsers are: Internet Explorer (v9-11), Google
Chrome (v32), and Firefox (vESR24, 26)
2. Type the following URL: http://neurotap/ibmcognos
3. Select ADMIN in the drop down. Enter your Network User ID and the Password. This is the
same password as you use for any of the following:
The login to your computer if you are on Outlook/exchange for email

Same as Sharepoint/Partnerweb
Same as ONESolution
Same as Changeling (Mac users have had to use Changeling for budgets in prior years)

4. Press OK and you will see the IBM Cognos Connections Home Page. On the Public Folders
tab you will find the IBM Cognos TM1 Applications - Production folder where your budgeting
and forecasting data entry. In the future, additional reporting may be added to this location.
5. Click on IBM Cognos TM1 Applications - Production folder and you will see the IBM Cognos
TM1 Applications List.

Cognos TM1 Applications List

The Cognos TM1 Applications List is your starting point. You will view the TM1 Applications
that you have responsibilities for entering or reviewing data. Click on a selected application
from the Application List. If you believe you need access to the application, please contact your
Cognos Administrator.

Cognos TM1 Applications Home Page

The TM1 Application Home Page is specific to your responsible area of the application.
The Home Page is divided into two areas:
1) On the left - The Contributions Tree where you access the item you need to work on;
2) On the right - The actual link to the data entry spreadsheet area.
If an item has a plus sign + next to it in the tree, click the plus sign to expand the tree view.
Click on an item in the tree view, and a table with the details for the item appears in the
window to the right.
The table provides information that includes the workflow, the current owner, the reviewer and
when the data was last changed.

The Title Bar

The Title Bar displays your name and links.
Name Shows the current TM1 Applications user.
Log Off Log off of your TM1 Applications access
Refresh Refresh the list of available cost centers and attributes
Page Return Move to the IBM Cognos TM1 Application - Production

folder in Public Folders
Preference BI Preference settings. Admin only
Cognos TM1 Help Generic TM1 technical help
Application Name The tab will display the name of the application that
you are logged into
Name Cognos TM1 Help
Page Return
Refresh
Application Name
Preferences

Icons for Workflow States

Icon State and description
Available
The node has not been opened and the data has not been
changed or saved.
Reserved
The user has taken ownership of the node and data in this
state can be submitted for review.
Locked
The data was submitted and the item was locked. Data in
this state is read-only. If an item is rejected, its state
returns to Reserved.
Incomplete
At least one item belonging to this item is Available, and

at least one other item is in a state of Reserved, Locked,
or Ready. Data in this state was aggregated. The
Incomplete state applies only to review items.
Ready
All items belonging to the reviewer are locked. The data is

ready to be submitted to the next level in the hierarchy.

User Instructions
Instructions are provided to inform the user when the plan is due.
Click the Workflow folder in the tree and the instructions appear at the bottom of the window.
Hide the user instructions and workflow details by clicking the black arrow on the right .

About Data Entry

TM1 Applications allows you to enter data into forms in which you are the contributor. Steps to
enter data into a form:
After logging on, find a Cost Center you want to enter data for and click on the blue link. You
can also open an entire department or division, if you have ownership, and write to each cost
center.
A window appears showing you the progress of the form load.

This will open the application cubes/tabs and data for your Cost Center.
Review the user instruction guide with quick tips and an overview of the tabs
Form Navigation
An application usually contains numerous forms. You can click on a tab to open the
corresponding form and use the arrows to move right or left to view more tabs. The tabs for
entering have been labeled "PLANNING", the summaries of inputs are labeled "Summary", and
any additional reports are preceded with an "RPT" in front of the name.
Click the down arrow on the far right of the screen and select a tab.

Select the tab Workforce Planning and it will bring the tab to view
Take Ownership of the Cost Center in order to enter data by clicking on in the upper left
hand of the Tool Bar.

The cells will change from gray to white.

Data Entry Form

The data entry form consists of two parts. The first is the area where you can change the cost
center, version, objects, and months.
The second is the actual cells where you can enter or change the data, providing you have write
access.
Version
Cost Centers
Data Entry
Cells
Entering Data
Data that you can edit has a white background. Read-only data has a pale gray background.
The blue font indicates a change to the data that you have made. Also, all related cells
(Months or Year) change to a blue font. An example to enter data:
1. Click on the Rev and Exp PLANNING

2. Enter amounts for an available object into an individual month or as a yearly amount.
TM1 Applications will break back a yearly amount evenly over the 12 months.
3. Commit the changes and the font turns black.

TM1 Applications provides many of the common functions that you may currently use in other
software programs, such as copy and paste. They can be found on the toolbar and through
standard keyboard quick commands.

Data States
The data is color coded to let you know its state.
Font Color Description Notes
The data has not been entered This is used when there is some other
and the calculations have not function to be set up or you want to
Green been updated. enter many things before calculating.
Moving between pages will Eg. To use the stop function : enter
mean a default enter number, do not press enter, type :
command. then press enter.
The data has been entered and Reset commands can be used to go
calculations using the cells have back to the state the information was
Blue been executed before. Reset works like Undo for all
Blue states
The data has been committed. Be careful not to hit Submit. This will
This does not mean it has been lock the data and not allow changes to
Black submitted. Committed data can be made.
be changed.

Working with Data References

Toolbar
Data that you can edit has a white background. Read-only data has a gray background. If
you are not the current owner, the data opens in a read-only view. To start adding or
editing data, click Take Ownership .
You can edit data only if it has a workflow state of Available or Reserved .
The following table describes each button in the toolbar.

Icon Button Name Description
Take ownership To make changes to data, you must first

take ownership.
Release ownership After taking ownership, Release ownership

allows other users to access the data.
Submit Submitting data makes it public, locks the

node from further changes, and promotes
the contribution to the reviewer.
Submit leaf children Submits all leaf nodes to which you have
the appropriate rights for the current
consolidated node.
Reject As a reviewer, you can reject any submitted

contributions.
Commit Committing data makes it public, but does

not lock it from additional changes.
Export Exports data in the following formats:
Slice to Excel - Exports data and formulas

(SUBNM and DBRW functions) to a new
Excel spreadsheet. The spreadsheet
maintains a connection with the server (live
updates). To Slice to Excel you must have


the correct permissions.
Snapshot to Excel - Exports data to a new

Excel spreadsheet, excluding the formulas
(SUBNM and DBRW functions). The
spreadsheet does not maintain a connection
with the server.
Export to PDF - Exports data to a PDF file.
Copy Copy data to duplicate it in other cells.
Paste Paste copied data into cells.
Reset Resets the data or layout. You can save or

discard any changes you make to the data
or layout. Any changes you make are kept
the next time you open
CognosTM1Application Web.
Reset View: Reset CurrentView, Reset All

Views, Reset Tabs, Reset Both Views and
Tabs
Reset Data
Undo Undo the last data change. Remember that

many data change actions can have an
effect beyond the cells that are visible.
Consolidated values, rule-calculated values,
cells included in Data spreading, or even
cells in different views can all be changed as
a result of making a data value change in
one cell. When you undo these actions, all
effected values are also changed, even in
cells not visible on the active screen.
Redo Once a data change has been undone, you

can restore the change.
Swap rows and columns Swap rows and columns to have the
dimension on the row switch with the


dimension on the column.
Suppress Zero Values There are two Suppress Zeros options:
Suppresses Zeros on Rows
Suppresses Zeros on Columns
View Grid Displays the data in a grid format.
View Chart and Grid Displays the data in both grid and chart
formats.
View Chart Displays the data in a chart format.
Chart Properties Displays the Chart Properties menu options:
Chart Type
Color Palette
Toggle Chart Legend
Toggle 3D View
Chart Properties
Recalculate Updates and recalculates data in the view.

Data changes are not committed back to the
server until the data is committed or
submitted.
Sandbox Create sandboxes to work with data in

different versions.
Navigating Pages
You can move from one part of a large cube view to another by navigating the pages.
A Paging toolbar is provided with navigation buttons and a Page indicator. In the cube view,
the visible portion of the grid is the first of seven pages.

The following table contains the Paging toolbar buttons and indicator with their descriptions.
Button or Name Description

Indicator
Display Pages Displays theTM1 View Page Layout dialog box with
a layout of all pages. Click a page, and click Go to
Page to navigate to a specific page. For example,
click Page 4, and click Go to Page to navigate to
page 4.
Previous Page Shows the previous page of rows.
(Rows)
Next Page (Rows) Show the next page of rows.
Next Page (Columns) Shows the next page of columns.
Previous Page Shows the previous page of columns.

(Columns)
Page Indicator Displays the current page and the total number of
pages of cells in the view.

Update Data Views

Hide Rows and Columns
You can hide rows and columns by rolling up the tree for a hierarchy. Open a tab which has -
next to a subtotal.
Click on the - so it turns to a +. Now the elements contributing to the subtotal are hidden.

Pivot (Slicing and Dicing)

An advantage of using this tool is the flexibility in moving the columns, rows, and Point of
View (POV). Within the layout of the form, you can drag and drop the Cost Center, Object
Codes, or Version into the form to change the layout of the form. An example of this for capital
Summary is below.
Move the cursor over the Capex Index box and drag it on top of Asset Type
Click and drag the arrows to the columns area.
Release the mouse to execute the pivot and nesting.

Pivot Tabs
1. Move the cursor over the tab .
2. Click and drag the cursor over the new location where the tab turns blue.
3. Release the mouse to move.
Working with Charts

This section illustrates how to view a chart in Cognos TM1 Web.
1. Select a tab.
2. Do one of the following to view a chart:
Click View Chart to view cube data in chart format only.
A column chart, the default chart type, is displayed.
Click View Chart and Grid to view cube data in both chart and grid format.
A grid is displayed at the top, and a column chart, the default chart type, is displayed
at the bottom.
Click View Grid to view cube data in grid format only.

Changing the Chart Type
You can change the chart type from the Chart Properties menu.
Follow the steps below to change the chart type.
1. On the toolbar, click Chart Properties > Chart Type.

2. Select one of the available chart types, such as Point, Line, Column, or Pie.
Reset View
The system will remember your preferences for page and tab views each time you log on. If you
would like to revert back to the system setting then you can reset your tabs, pages, or both.
1. Select the Blue Menu Button , Reset View, and your selection.

WHOI Budget and Forecast Process

The model allows for both Budget and Forecast entry. Instead of CY/NY in one screen, you will
have the choice to enter into either a live budget or forecast version. There will also be read
only versions included, such as last years approved budget, current year actuals, and prior
locked versions.
The suggested planning process is as below-

1. Employees
2. Capital Expenditures
3. Other Cost Center Expenses
4. Project Employee Hours
5. Financial Statement Inputs

Cost Center Plan

The Revenue and Expenses for the cost centers are planned in the Cost Center Plan
Application. Employee and capital information are entered on an annual basis and spread
over the twelve months. The other expenses are entered monthly. The same process can be
followed for both Budgeting and Forecasting.
The following are the tabs that are visible and their functions-
Type of Planning Actions
Form Name
Capital PLANNING Prior and Current Year Capital Planning Input
Capital Summary Capital Planning -Summary (Budget Only) No Input
Workforce PLANNING New and Existing Employee Planning Input
Ships PLANNING Ship Employee Planning Input
Salary Sum Employee Planning - Summary (Budget Only) No Input
Check Emp Hours Employee Planning hours summary No Input
Rev and Exp PLANNING Expense Planning Annual Input
Rev and Exp Monthly Expense Planning Monthly - alternative input Input
RPT - Rev and Exp Rollup Expense Planning Annual by version No Input
Expense Planning for Fixed and Accountable by No Input

RPT - Fixed vs Acct Costs labor pool
Steps
1. Open Cost Center Plan application

2. Open your Division, Department, or Cost Center.
3. Review the CC Plan User Reference Tab for quick tips and deadlines

Employee Planning
The Employee planning is broken up into two tabs for input and three for summaries.
i. Workforce PLANNING- Plan hours for new and existing employees

ii. Ships PLANNING- Plan hours by position for vessel crew planning
iii. Salary Summary- Summary of salaries by object code and FTE (Budget Only)
iv. Check Emp Hours - view a summary of the hours planned across all cost centers.
This does not include project hours.
v. RPT - Rev and Exp Rollup- View expenses by object code for Budget versions
and actuals.
Notes:
Start Month assumes 1st day of the month and defaults to Jan
End Month assumes last day of the month and defaults to Dec
Promotions override any raise % beginning on the promotion start month
Annual Hours are adjusted based on start and end months for new and existing
employees.
Steps:
1. Open Workforce PLANNING tab

2. Take Ownership
3. Select a version to enter
4. Enter New Hires
o Enter Position from the drop down list (Note: that you may need to page
through to see all positions)
o Enter Status from the from the drop down list
o Enter Regular and Overtime Hours (<1824) within a cost center that the
employees will charge (Note: Overtime hours will not be available if the
status has "EX" in the name) (Note: These hours are full year values and will
allocate given the start month.)
o Enter Start Month from the drop down list
o Enter Annual Salary
o Enter Raise %
o Enter Remarks (this replaces the comments option).
o Review Warnings for any missing information

o Review the full year object code amount and end of year FTE based on the
status flag (Budget Only)
5. Update Existing Employees
o Find the place holder with your desired employee name listed (Note: Contact
your administrator to have employees added to your list)
o Review the populated position, status , and annual salary
o Enter Regular and Overtime Hours (<1824) within a cost center that the
employees will charge (Note: Overtime hours will not be available if the
status has "EX" in the name) (Note: These hours are full year values and will
allocate given the start and end months.)
o Enter End Month from the drop down list
o Enter Promotion Position from the drop down list (Note: you may need to
page through to see all positions)
o Enter Promotion Salary
o Approved Y/N? will begin the promotion calculation. To see the impact on
your cost center, set to Yes and then the budget reviewer will reissue the
approval setting. (Note: this is the same process for capital items)
o Enter Promo Month from the drop down list
o Review the full year object code amount and end of year FTE based on the
status flag
6. Suppress zeros to review only your data entry values (Optional)
7. Open Ships PLANNING (This is only for ships planning and can be ignored for other
cost centers.)
o Select a version to enter
o Enter Reg and Overtime Hours
o Enter Status from the drop down
o Enter Raise %
o Review Regular and OT Salaries
8. Open Salary Summary

9. Select a Version to Review (Budget Only)
10. Select Existing, TBH, or Ships subtotal to view
11. Select Total for Employee Index
12. Review the calculated values
o New Hires - Based on the number of hours, start month, and status flag
i. If did not start, subtract the hours for those months

ii. Monthly Regular Salaries=Annual Salary/2080 * Monthly Salary

Profile *(hours)*Raise %
iii. Monthly Casual Salaries= Annual Salary/2080 * Monthly Salary Profile
*(hours)*Raise %
iv. Monthly Overtime Regular Salaries=Annual Salary/2080 * Monthly
Salary Profile *(hours)*1.5*Raise %
v. Monthly Overtime Casual Salaries= Annual Salary/2080 * Monthly
Salary Profile *(hours) *1.5*Raise %
o Existing Hires - Based on the number of hours, start month, end month,
Promotion attributes, and status flag
i. If did not start or ended, subtract the hours for those months
ii. Monthly Regular and Casual Salaries
1. For Promotion Months:
a. Promotion Salary/2080 * Monthly Salary Profile
*(hours)*Raise %
b. Monthly Overtime Regular Salaries=Promotion
Salary/2080 * Monthly Salary Profile
*(hours)*1.5*Raise %
2. All Other Months:
a. Annual Salary/2080 * Monthly Salary Profile
*(hours)*Raise %
b. Monthly Overtime Regular Salaries=Annual
Salary/2080 * Monthly Salary Profile
*(hours)*1.5*Raise %
o Ships
i. Monthly Regular Salaries=Annual Salary/2080 * Monthly Salary
ii. Monthly Casual Salaries= Annual Salary/2080 * Monthly Salary Profile
*(hours)*Raise %
iii. Monthly Overtime Regular Salaries=Annual Salary/2080 * Monthly
Salary Profile *(hours)*1.5*Raise %
iv. Monthly Overtime Casual Salaries= Annual Salary/2080 * Monthly
Salary Profile *(hours) *1.5*Raise %
o Based on Status flags, the system enters salaries into the correct object code
and determines the FTE (based on 1824) within the cost center.
13. Commit the data to save
14. Open Check Emp Hours

15. Select a Version to Review
16. Select Existing Employee Total for Employee Index
17. Review hours planned by employee across all cost centers (Note: You must commit
your data before having the values update in another cost center.)

18. Open RPT - Rev and Exp Rollup

19. Review budget, forecast, actuals and variances for salary object codes
Capital Planning
The capital planning is broken up into a tab for input and two tabs for summaries.
i. Capital PLANNING- Enter in new capital requests and Prior Year approved capital
requests for budget
ii. Capital Summary- View monthly depreciation based on asset type for existing,
prior year approvals, and new approval depreciation. Also, view the capital amount
per month based on the In-Service Date. (Budget Only)
iii. RPT - Rev and Exp Rollup- View expenses by object code for Budget versions
and actuals.
Notes:
The PY Approved section only applies to Budget and should be ignored for Forecasting.
Enter capital items that have been approved for purchase in this current year but have
not been put in service before May 31st
Check with Finance for the last date loaded to existing depreciation.
Steps:
1. Open Capital PLANNING

2. Take Ownership
4. New Capital Items
o Enter in New Capital Requests into Item 1 and continue for all requests.
o Enter by request: description
o Enter asset type from the drown list
o Enter input cost
o Enter the purchase date from the drop down list
o Enter In-service date from the drop down list (Note: In-service date is the
date used to calculate depreciation.)
o Enter Priority from the drop down list (Note: This is used for review purposes
only)

o Approved Y/N? will begin the depreciation calculation. To see the impact
on your cost center, set this to Yes and then the budget reviewer will
reissue the approval setting.
o Override Cost is a field for Reviewers to enter in a new cost.
o Based on Asset Type a standard life is given to the asset for depreciation
calculations. This may be overridden in Life Override (months).
5. Enter PY Approved Budget Items - This is for Budget entry only - these items will be
listed in forecast as a new capital request
o Enter into PY Approved 001 and continue for all requests.
o Enter by request: description
o Enter asset type from the drown list
o Enter input cost
o Purchase date defaults to Jan
o In-service date defaults to Jan (Note: In-service date is the date used to
calculate depreciation.)
o Enter Priority from the drop down list (Note: This is used for review
purposes)
o Approved Y/N? will begin the depreciation calculation and defaults to Yes.
o Override Cost is a field to enter in the approved cost if it is different from the
requested amount
o Based on Asset Type a standard life is given to the asset for depreciation
calculations. This may be overridden in Life Override (months).
o Enter Remarks (this replace the comments option).
6. Open Capital Summary

7. Select Version to Review (Budget Only)
8. Select TOTAL CAPEX to view
9. Select Capital Amount or Depreciation from the Depr Summary_m list
o Capital Amount = Cost for Approved Items in the In-Service Month
o Existing Depr = monthly depreciation remaining from the fixed asset system
as of a certain date. Check with Finance for the ending period.
o New Depr=Cost/life (months) beginning on the In-Service Date if approved
o PY Budget Depr=Cost/life (months) for the entire year
12. Open Rev and Exp Rollup

13. Review budget, forecast, actuals and variances for 5810 Depreciation object code

Cost Center Expenses & Reporting
The remaining cost center revenue and expenses can be entered into one of two tabs by
object code and reviewed in an annual report. Amounts can be entered annually or open
the next tab for monthly amounts.
i. Rev and Exp PLANNING- Enter annual revenue and expenses and remarks by
object code.
ii. Rev and Exp Monthly- Update revenue and expenses by month and annual
remarks by object code.
iii. RPT - Rev and Exp Rollup- View annual revenue and expenses and remarks by
object code for Budget, Forecast, and Actuals along with Variance dollars and
percentages.
iv. RPT - Fixed vs Acct Costs- View annual revenue and expenses by fixed vs
accountable object codes, cost center or department, and cost groups for Budget,
Forecast, and Actuals. This tab is read only for reporting
Notes:
Rev and Exp PLANNING and Rev and Exp Monthly are the same input form but the
second shows monthly values. Either may be used for data entry
Ensure the three tabs have Suppress Zero Columns turned on at all times
Actual months in the Forecast will be read only and loaded with actuals. You can still use
breakback to change the forecast values.
Steps:
1. Open Rev and Exp PLANNING Tab

2. Select a Version to enter
3. Select Full Year to view
4. Enter annual values for breakback to the months
5. Enter annual remarks (this replaces the comments option).
7. Open Rev and Exp Monthly Tab

8. Select Version to enter or view
9. Enter monthly numbers as needed or breakback
10. Open RTP - Rev and Exp Rollup

11. Review budget, forecast, actuals and variances for all object codes

12. Open RTP - Fixed vs Acct Costs

13. Select Amount in Report_m
14. Select Fixed or Accountable object code subtotal
15. Select Cost Group
16. Review budget, forecast, actuals and variances for all object codes given the
selection
Project Employee Planning

The Project Employee hours for the science departments are planned in the Project Hours
Application. Employee information is entered on an annual basis and spread over the
twelve months. The same process can be followed for both Budgeting and Forecasting.
Form Name Type of Planning Actions
New and Existing Employee Planning - Plan

Research Hours PLANNING project hours and promotions for existing Input
employees and up to 10 new employees
New and Existing Employee Planning - Review

Research Base Summary No Input
Monthly research hours and dollars.
Notes:
Start Month assumes 1st day of the month and defaults to Jan
End Month assumes last day of the month and defaults to Dec
Promotions override any raise % beginning on the promotion start month
Hours are not allocated based on start and end months. The number you enter will fall
completely within the range of employment
Steps:
1. Open Project Hours application

2. Open your science department.

3. Review the PI Hours User Reference Tab for quick tips and deadlines
4. Open Research Hours PLANNING tab
5. Take Ownership
7. Enter New Hires

o Enter Position from the drop down list (Note: You may need to page through
to see all positions)
o Enter Status from the drop down list
o Enter raise %
o Enter the number of hours for sponsored research, education, other
overhead, institution, B&P, and bridge support (<1824) within this
department that employees will charge (Note: These hours are not full year
values. They will be spread exactly within the dates given.)
8. Update Existing Employees
o Find the place holder with your desired employee name listed (Note: Contact
your administrator to have employees added to your list).
o Review the populated position, status , and annual salary
o Enter End Month from the drop down list
o Enter raise %
o Enter Promotion Position from the drop down list (Note: You may need to
page through to see all positions)
o Enter Promotion Salary

o Approved Y/N? will begin the promotion calculation. To see the impact on
your cost center, set this to Yes and then the budget reviewer will reissue
the approval setting. (Note: this is the same process for capital items in Cost
Center Plan)
o Enter Promo Month from the drop down list
o Enter the number of hours for sponsored research, education, other
overhead, institution, B&P, and bridge support (<1824) within this
department that employees will charge (Note: These hours are not full year
values for any partial year employees. They will be spread exactly within the
dates given.)
10. Open Research Base Summary
o New Hires - Based on the number of hours, start month, and status flag
i. Monthly Regular Salaries= Annual Salary/2080 * Monthly Salary
ii. Monthly Casual Salaries= Annual Salary/2080 * Monthly Salary Profile
*(hours)*Raise %
o Existing Hires - Based on the number of hours, start month, end month,
Promotion attributes, and status flag
i. Monthly Regular Salaries
1. For Promotion Months: Promotion Salary/2080 * Monthly
Salary Profile *(hours)*Raise %
2. All Other Months: Annual Salary/2080 * Monthly Salary Profile
*(hours)*Raise %
ii. Monthly Casual Salaries
1. For Promotion Months: Promotion Salary/2080 * Monthly
Salary Profile *(hours)*Raise %
2. All Other Months: Annual Salary/2080 * Monthly Salary Profile
*(hours)*Raise %
o Overtime hours are calculated based on a % of sponsored research hours.

Financial Statement Inputs

The Financial Statements Reporting application is a streamlined collection method for the
additional values required to complete the Financial Statement prepared by the Finance
group. All values are annual and the line items will correlate with the former spreadsheets
that were shared. The same process can be followed for both Budgeting and Forecasting.
Form Name Type of Planning Actions
Specific annual values associated with a line

Academic Programs Office Input
item in the financial statement

Development Input

Director of Research Office Input

Grants and Contracts Input

Finance Input
Notes:
Data entry only

All numbers are annual

Steps:
1. Open Financial Statement Reporting application

2. Open the general link for all input.
3. Review the FS Reporting User Reference Tab for quick tips and deadlines
4. Open the tab associated with your area
5. Take Ownership
6. Enter the annual amount for each version
7. Ignore the tabs not associated with your area

Committing Data
Committing data as you work is important so that it becomes public. The only way to save the
data and have it shared with any other subtotals or roll ups is to commit. Please commit
periodically while working. Committing the data does not submit for review.
You are on the internet so there is a chance you can lose your connection. Although your
changes will be maintained in blue upon your next opening, you cannot be guaranteed that
they have been shared with your reviewers.
To commit the data:
1. Locate the Commit button on the toolbar.
2. Click Commit. The newly entered and saved numbers change to a black font.

Exporting Data
You can export data to Microsoft Excel to create reports and charts, and to manipulate data.
You can also export data into a text file.
1. Click the Blue Button (Action Menu) and Export .

2. Select an export format for the report:
Slice to Excel- Do not use this feature unless you have the excel addin installed.
Snapshot to Excel - Excel documents that contain numeric values reflecting the cube
values at the moment the export occurred. Because snapshots do not retain a link to
the server, the values are static, representing a snapshot of cube values at the
moment of export.
Export to PDF- PDF documents that display cube values at the moment the export
occurred.
The Export dialog box opens.

3. Select the number of rows to export:
Export rows in current page - Exports all rows in the current page.
Export rows from beginning to current page- Exports the first row in the first page
through the last row in the current page.
Export all rows in the view - Exports all rows from all pages.
4. Select the title dimensions that you want to include in the report.
5. Click OK to create the report.
The report sheets are generated and prompts you to either open or save the report.
6. Do one of the following:
Click Open to open the report in a new browser window.
Click Save to save the report to disk.
Note: By default, exporting a slice or snapshot report to Excel displays the report in a web
browser window.

Advanced Techniques
Copying and Pasting Data
Copy commands copy a value or operation to different locations and columns on a single tab.
Copy commands only apply to cells of the same type as the original cell. These commands only
apply to the current grid. These commands apply to breakback (spreading) cells, but do not
apply to nested, hidden, or collapsed dimensions. You can combine copy and data entry
commands, however, do not use them with the Grow command. The following table lists the
quick copy commands.
Command Description Action

> Copies right Example: 5>
Copies the number 5 to the right
Example: inc6>
Increases the row by 6% for each value to the
right
< Copies left Example: add15<
Adds 15 to each value in the row to the left
<> Copies left and right across Example: <>5
the entire row Copies the number 5 left and right across a row
|^ Copies up and down in a Example: |^5
column Copies the number 5 up and down in a column
| Copies down Example: 3|
Copies the number 3 down the column
^ Copies up Example: hold^
Holds the cell values up the column
Example: 2>^
Copies the number 2 to the right and up the
column

Quick Data Entry Commands

Typing a data entry command in a cell performs an action on the cell value.
Data entry commands are processed when you press Enter. These commands only apply to the
current grid. These commands are not case-sensitive. You can use commands across two
dimensions, but not across pages. The following table lists the quick data entry commands.
Command Description Action

K Enters the value in thousands. Example: 5K
Enters 5,000
M Enters the value in millions. Example: 10M
Enters 10,000,000
Add, + Adds a number to the cell value. Example: Add50
Adds 50 from the cell value
Subtract, Sub, ~ Subtracts a number from the cell Example: sub8
value. Subtracts 8 from the cell value
Important: A minus sign (-) is not
permitted for subtract because this
indicates a negative number.
Percent, per Multiplies the cell value by a number Example: per5
added as a percentage. Gives 5% of the original cell value
Increase, Inc Increases the cell value by a number Example: Increase6
added as a percentage. Increases the cell value by 6%
Decrease, Dec Decreases the cell value by a number Example: decrease6
added as a percentage. Decreases the cell value by 6%
GR Grows cells by a percentage. Example: GR>150:10
Increases the value by 10 percent
starting with a value of 150.
Hold, Hol, H, HC Holds the cell value from breakback
calculations. HC holds the consolidated
level.
Release, Rel, RH, RC Releases held cells.
RA Release all held cells.
Using Sandboxes
Sandboxes allow you to work with your data in different versions, allowing you to add or
modify it to see the results in your budget. Changes that you make in a sandbox are not made
public until you commit, you can continue to work with your data until you are satisfied with
the result.

When you submit a sandbox, that sandbox becomes the default. Your administrator may have
disabled sandboxes for your application.
You can have multiple sandboxes to work with different scenarios and view different data
results. If you are working with multiple sandboxes, you must submit from IBM
Cognos TM1Application Web, you can not submit from the Cognos TM1Workflow page.
Procedure
1. Create a new sandbox by clicking the down arrow next to the sandbox button, and
clicking Create Sandbox.
2. Click Create new to make a new sandbox or Copy from existing sandbox to use a sandbox
that you have already created as the basis for a new sandbox. Type a name and click OK.
3. Select the sandbox that you want to use from the drop-down menu.
To submit a sandbox, select the sandbox from the drop-down menu, and click the submit
button from the toolbar.
4. To delete a sandbox, click the down arrow next to the sandbox button, and click Delete
Sandbox.
Filtering a Cube View

You can filter data in a cube view that contains a single row dimension and one or more column
dimensions.
When you have two or more dimensions along the columns, you can filter only from the
innermost dimension, that is the dimension closest to the view grid.
Procedure
1. Click the column element that contains the values that you want to filter.
2. Select a filter.
Pre-defined filter - Top 10, Bottom 10, Top 10 Percent, Bottom 10 Percent. The filter
is immediately applied to the view.
Advanced - You can define a custom filter by setting filter parameters in the Filter
dialog box, as described in the following steps.

3. Select a Filter type.

Filter Type Description
TopCount Filters the view to display only the largest n elements, where n
is a number specified in the Value option.
BottomCount Filters the view to display only the smallest n elements, where
n is a number specified in the Value option.
TopSum Filters the view to display only the largest elements whose sum
is greater than or equal to n, where n is a number specified in
the Value option.
BottomSum Filters the view to display only the smallest elements whose
sum is greater than or equal to n, where n is a number
specified in the Value option.
TopPercent Filters the view to display only the largest elements whose sum
is greater than or equal to n, where n is a percentage of the
dimension total specified in the Value option.
BottomPercent Filters the view to display only the smallest elements whose
sum is greater than or equal to n, where n is a percentage of
the dimension total specified in the Value option.
4. Enter a numeric value in the Value box.
5. Select a Sort order to display the dimension elements in the Cube Viewer in ascending or
descending order.
6. Click OK.
Results
A small funnel icon displays next to the column element for which you created a filter.
Note: To remove a filter, click the column element for which you created the filter, and click
Remove Filter.

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Cognos TM1 Applications

User Training Manual

Last Updated : July 2014 Page 2 of 44

Copying and Pasting Data ....................................................................................................................... 41

About TM1 Applications

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Starting TM1 Applications

To log on to the web server:

2. Type the following URL: http://neurotap/ibmcognos

The login to your computer if you are on Outlook/exchange for email

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Cognos TM1 Applications List

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Cognos TM1 Applications Home Page

The Home Page is divided into two areas:

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The Title Bar

Name Shows the current TM1 Applications user.

Log Off Log off of your TM1 Applications access

Refresh Refresh the list of available cost centers and attributes

Page Return Move to the IBM Cognos TM1 Application - Production

Preference BI Preference settings. Admin only

Cognos TM1 Help Generic TM1 technical help

Name Cognos TM1 Help

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Icons for Workflow States

At least one item belonging to this item is Available, and

All items belonging to the reviewer are locked. The data is

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About Data Entry

A window appears showing you the progress of the form load.

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The cells will change from gray to white.

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Data Entry Form

1. Click on the Rev and Exp PLANNING

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Font Color Description Notes

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Working with Data References

The following table describes each button in the toolbar.

Take ownership To make changes to data, you must first

Release ownership After taking ownership, Release ownership

Submit Submitting data makes it public, locks the

Reject As a reviewer, you can reject any submitted

Commit Committing data makes it public, but does

Export Exports data in the following formats:

Slice to Excel - Exports data and formulas

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Icon Button Name Description

Snapshot to Excel - Exports data to a new

Export to PDF - Exports data to a PDF file.

Copy Copy data to duplicate it in other cells.

Paste Paste copied data into cells.

Reset Resets the data or layout. You can save or

Reset View: Reset CurrentView, Reset All

Undo Undo the last data change. Remember that

Redo Once a data change has been undone, you

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