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
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
• 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 REPORTS
MANUSCRIPT 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.

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

• Editor, EIC and Admin Performance Reports
• Invited Author Performance Reports
• Invited Papers Reports
• Topic Roles and Users Reports

• Use this package to build reports based on manuscript
status, submission statistics and
other basic details.
• TIP: This is a very basic
report package. It has
fewer data elements,
making it easier to use.

PRODUCTION 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.

FILE STORAGE REPORTS
• This package is not relevant for SciELO sites.

PEER REVIEW DETAILS REPORTS
• This package allows you
to 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.

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

REVIEWER PERFORMANCE REPORTS
• This package allows you to
create detailed reviewer
summary 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.

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.

TOPICS ROLES AND USER REPORTS
• This package is not relevant for SciELO sites.

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
GENERAL 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 reports
if the standard reports cannot do
what you need.

BEST-PRACTICE TIPS
GENERAL TIPS
• 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 choose
to 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.

BEST-PRACTICE TIPS
GENERAL TIPS
• 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.

BEST-PRACTICE TIPS
GENERAL TIPS
• 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 TIPS
FILTERS
• Apply pre-defined filters to your report.
• TIP: The pre-defined filters
associated 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.

BEST-PRACTICE TIPS
FILTERS
• 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.

BEST-PRACTICE TIPS
FILTERS
• 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 TIPS
GROUPING
• To make your data easier to read and remove
redundancies, use grouping to put like items together.

BEST-PRACTICE TIPS
GROUPING
• Grouping makes your data look like this.
• As opposed to this.

BEST-PRACTICE TIPS
SUMMARIZING
• 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 TIPS
SUMMARIZING
• 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 TIPS
CALCULATIONS
• There are many calculations you can do, but percentage
is the most commonly used.

BEST-PRACTICE TIPS
CALCULATIONS
• 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.

BEST-PRACTICE TIPS
CALCULATIONS
• 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 TIPS
CHARTS
• 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.

BEST-PRACTICE TIPS
CHARTS
• 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.

BEST-PRACTICE TIPS
CHARTS
• 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.

BEST-PRACTICE TIPS
CHARTS
• 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 REPORTS
CONSIDER 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.

DECIDE 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.

BUILD 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.)

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.

MANIPULATE 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?

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

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.

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

SCHEDULE THE REPORT
• You may choose to schedule your report.
• Find the report in My Folders and click on the schedule icon.
• Set the frequency.

SCHEDULE THE REPORT
• 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.

SCHEDULE THE REPORT
• 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.

SCHEDULE 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.

MAINTAIN 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 REPORTS
SUBMITING 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 column
appear 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.

CO-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.

REVIEWERS 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.”

• 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 filters to the report.
• Minimize any open groups.
• Maximize the “Filters and Calculated
Fields” group and then maximize the
“Filter on Manuscript Status”
sub-group.
• 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.

once with all data” in the bottom right corner.
• 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.

schedule reports.

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

ASSOCIATE 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 “Editor
Full 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.”

• From the Calculate window, make the following selections
and then push “Insert.”
You can put what you
want in the New item
name field.

once with all data” in the bottom right corner.
• 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.
• Maximize the “Filters and Calculated Fields” group and then
maximize the “Filter on Manuscript Status” sub-group.
• 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.
schedule reports.

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

REPORTING RESOURCES
WHAT TO DO ONCE YOU LEAVE THE CONFERENCE

REPORTING RESOURCES
• 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

REPORTING RESOURCES
• Sign up for free training with the ScholarOne training department.
• http://mchelp.manuscriptcentral.com/gethelpnow/training/register/
• Ask SciELO for help

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