Cognos Analytics Planning Guides Overview

This article provides an overview of the Planning Guides available in Cognos Analytics at the University of St. Thomas.

What are Planning Guides?

Planning Guides are data reports that provide historical trend analysis and visual overviews of key data metrics that can be utilized when planning future budgets, course schedules, headcount, conducting academic program reviews, conducting faculty demand reviews, conducting annual academic unit reviews, etc.

All planning guides are available 24-7 within Decision Support on the Cognos Analytics platform and organized in folders by fiscal years.

Depending on your access level there are three planning guides available:

• Planning Guide -- General metrics including:

  • Credits 
  • Outcomes Awarded
  • Section Sizes
  • Aggregate IDEA results
  • Headcount (Department Chairs, Dean, Provost access level only)

• Planning Guide Finance -- Financial metrics including:

  • Tuition
  • Budget
  • Revenue
  • Controllable Expenses
  • Unrestricted Funds

• Planning Guide Human Resources -- Earning metrics including:

  • Aggregated Miscellaneous Pay for selected codes, such as:
    • Curriculum Development
    • Directed Study
    • Consulting
    • Non-Credit Courses
    • Research/Grant
    • Student Related Activities

           Only Provost, Dean, and Department Chairs have access to Human Resources Planning Guides, at this time Program Directors do not.

Who has Access to Planning Guides?

Planning guides are accessible by academic units and currently not available for business units at the University. 

There are four access levels, the higher access incorporate all levels below it:

1. Provost Level
2. Dean Level:
   • Deans automatically included, no specific request needed
   • Deans approval is required for any non-dean employee to access this data level
3. Department Chair Level:
   • Initially Deans are contacted to confirm Department Chairs for the Academic Year
   • Deans approval is required for any non-Department Chair employee to access this data level
4. Program Director Level:
   • Initially Deans are contact to confirm Program Directors for Academic Year
   • Department Chair or Deans approval is required for any non-Program Director level

Where Can I Access the Pre-run Planning Guides?

Planning Guides can be found in the Planning Guides Folder on Decision Support within the Cognos Analytics platform.

1. Click on the Planning Guide Folder (as seen above).
2. Depending on your access, click on the Level (Provost, Dean, Department Chairs, Program Directors) you would like to view.
3. Click on the Academic Year Folder you would like to review.
4. Depending on your access level you will see planning guides available to you.
5. All Planning Guides are pre-run and can be accessed by clicking the ... next to the report 
6. A pop-out will appear and you can select View Versions: 
7. Click on the Date that appears, which will drop down any versions you have access to.
8. Depending on what level you are in you will see different named options (Provost - 1 option, Dean - college code, Department Chairs - department codes, Program Directors - program codes)
9. Click the PDF icon to review the pre-run planning guide:
10. Utilize the center toolbar at the top of the page to zoom in, navigate pages, or modify to fit-to-page view 

How Often is the Data in the Planning Guides Refreshed?

Planning Guides are refreshed the first Friday of every month,  a total of 12 times a year. They follow the same fiscal calendar (July - June) as the University.

How Can I Request Access to the Planning Guides?

A Data Access & Administration Service Request can be made through Tommie Tech Services. Provost, Dean or Department Chair level approval will be required depending on the  access level you are requesting.

What if I do not see Decision Support or Planning Guides in Cognos Analytics?

This would mean you do not currently have Decision Support access within Cognos Analyitcs. Please submit a Data Access & Administration Service Request  through Tommie Tech Services. Provost, Dean or Department Chair level approval will be required depending on the access level you are requesting.

What if I find an Error in my Planning Guides?

Please submit a Report Error service request through Tommie Tech Services. A team member will be able to assist in correcting any errors you may encounter.