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Deltek Insight 2012: Making Sense of It All: Into the Depths of Vision Reporting

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Vision's amazing customizability lets you track tons of data points across projects, clients, vendors, opportunities... you name it. But how can Vision's reporting module and Info Center tools turn …

Vision's amazing customizability lets you track tons of data points across projects, clients, vendors, opportunities... you name it. But how can Vision's reporting module and Info Center tools turn that data into useful information? In fact, you can do a tremendous amount of information gathering using out-of-the-box reports as a starting point - but it's not always completely intuitive how to get what you are looking for. Come learn how to manipulate standard reports and queries to get the information you need without building custom-programmed reports. See how to handle multiple WBS levels with ease, and become the most popular person in your organization by becoming a Vision Reports Guru! Intermediate Level.

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  • 1. Making Sense of it All:Into the Depths of VisionReportingTeri Shinn, Administration Supervisor, MaGrannAssociatesPS-75
  • 2. AgendaIntroductionOverview of Vision ReportingReview the key steps of standard reporting  Options  Retrieving data from all levels  Record Selection  Role of Project/Info Center lookup in reportingOne report - multiple usesScheduling and Emailing reportsData Export reports – a hidden gem!Questions and Answers2 ©2012 Deltek, Inc. All Rights Reserved
  • 3. IntroductionFounded in 198250 person company headquartered in Mt. Laurel, NJ withoffices located in Pennsylvania, Ohio, and Kentucky.Services offered:  MEP Engineering Design  Energy Efficiency Consulting  Verification services for certification programs for new construction  Audit/energy performance services for existing homes/buildings  Program Management of Residential New Construction for utilities.Vision user since January 2010. Program management andverification services requires data collection of unique valuesfor homes/buildings3 ©2012 Deltek, Inc. All Rights Reserved
  • 4. Reporting NeedsClient feedback for program management servicesResponse to client requestsInternal tracking of a home’s progress through the verificationprocessInvoicing backup reports4 ©2012 Deltek, Inc. All Rights Reserved
  • 5. Vision’s Reporting OptionsStandard Reports – ad hoc reporting  Benefit: inclusion of user defined fields/grids  Drawback: inclusion of data from other info centers is limited to lookup fieldsReport Builder – specialized reporting  Benefit: allows for end user interactivity with report  Drawback: user defined fields/grids cannot be usedReport Designer – highly customized reporting  Benefit: reports can include data from several info centers and modules  Drawback: requires knowledge of SQL5 ©2012 Deltek, Inc. All Rights Reserved
  • 6. Key Steps toStandard Reporting
  • 7. Before Creating Your Report…Give some thought to the following:Where does the reportable data live?Who will be using this report?How is this data going to be used?What format will be used?Preparation is helpful in choosing the report options to get thebest results.7 ©2012 Deltek, Inc. All Rights Reserved
  • 8. Key Steps - OptionsChoose your options  General Tab  If report is to pull data contained in a grid, select the grid in the dropdown. This action will populate the Columns tab with the fields in the grid in order to include them in the grid.  Activity Tab  Uncheck all boxes, otherwise results may be limited8 ©2012 Deltek, Inc. All Rights Reserved
  • 9. Options: Sorting/Grouping TabSorting/Grouping Tab – a key feature to pull data into a report:  Organizes the data on your report  To pull data from the WBS2 and WBS3 levels, make sure those fields are checked.  Add additional fields to sort data  When adding additional fields to the sorting and grouping list, the subtotal checkbox’s default value is checked therefore if you have the final totals box checked on the General tab, the totals will be displayed for that field9 ©2012 Deltek, Inc. All Rights Reserved
  • 10. Sorting/Grouping Tab Use these other options to create a dynamic report: Colored Text Sort Order Collapse/Expand Line Separator Change or eliminate the Page Break heading name here Subtotal Heading10 ©2012 Deltek, Inc. All Rights Reserved
  • 11. Key Steps - OptionsColumns Tab  Select the fields whose values are to be displayed on report  Fields contained in a grid will only be available for selection if the grid name is chosen on the General tab  Tip: use the Find and Find Next to easily choose the fields available for your report – eliminates the need to sort the field names in alphabetic order  Graph Tab  Layout Tab  Change the date ranges, add gridlines, format font and numerical values11 ©2012 Deltek, Inc. All Rights Reserved
  • 12. Options Set?If you have all your options set and like the configuration:  Save by clicking Organize and naming your configuration for use in future reports  Hit apply and go onto Record Selection12 ©2012 Deltek, Inc. All Rights Reserved
  • 13. Key Steps – Record Selection Record Selection  Critical to pulling the correct data into report  Same application as info center lookups - can utilize saved info center searches to pull data into a report  Use project level for pulling data on the WBS2 and WBS3  Use to pull data from other info centers into report – limited to only those fields that are of the lookup type  Use the Display Search Text to verify your selections prior to applying to report13 ©2012 Deltek, Inc. All Rights Reserved
  • 14. One Report – Multiple Uses
  • 15. One Report – Multiple UsesYou have your report configured, now what?  Download your report to the desired format, PDF, Excel, etc. or……
  • 16. Another Way to View a ReportInstead of downloading to a formatted report, click Preview on thereporting toolbar  Once in Preview mode, click on the magnifying glass to bring up the filtering screen16 12/13/2012 ©2012 Deltek, Inc. All Rights Reserved
  • 17. One Report – Multiple UsesIn the filter screen  Select fields  Ensure that header fields chosen  Utilize the filter to further refine report  Allows for multiple uses of one report  Can also be used for verification purposes  Click Search17 12/13/2012 ©2012 Deltek, Inc. All Rights Reserved
  • 18. Results are displayed in a Smart Grid  Enable Grouping to apply additional filters  Use as a pivot table  Export to Excel18 12/13/2012 ©2012 Deltek, Inc. All Rights Reserved
  • 19. Scheduling and EmailingReports
  • 20. Scheduling and Emailing ReportsScheduling reports  Scheduling reports that contain large amounts of data keeps system from being tied up for user  Will not be able to filter once report is completed  Scheduled reports can be emailed for regular delivery, however reports that contain financial data will need to be scheduled in coordination with accounting period changeovers.Email reports  Choose to email reports from toolbar or directly while in Preview mode  Archive Reports  Use with scheduled and emailed reports  Use when testing a new report20 12/13/2012 ©2012 Deltek, Inc. All Rights Reserved
  • 21. Data Export Reports –a Hidden Gem!
  • 22. Data Export Reports“Lite” Reports  Options only allow field selection; lacks sorting/grouping option  Quick report generation  Reports download to Excel with less formatting than regular reports  Less need to do additional filtering  Cannot pull data from grids or other info center  Create/Modified User or Create Date/Modify Date fields are not available  Great for data dumps that can be manipulated by the end user!22 12/13/2012 ©2012 Deltek, Inc. All Rights Reserved
  • 23. Questions?
  • 24. Thank You!