Quick Reference Guide
Quick Reference Guide: Manager Dashboard QRG
Manager Dashboard QRG Quick Reference Guide
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Quick Reference Guide: Manager Dashboard QRG
Understanding your Quick Reference Guide Purpose The purpose of the Manager Dashboard Quick Reference Guide is to provide you with a brief overview on how to access the Manager Dashboard report and other reports to get insight into expense report spend details for your organization and analyze spend behaviors and trends. It provides step-by-step instructions to run, execute and share reports using Concur.
Table of Contents
What are Reports?...........................................................................................................................................3 Reporting Functionality....................................................................................................................................4 Entering Budget Information to Track Against Spend………………………………………………………………5 Accessing the Manager Dashboard…………………………………………………………….…….…..……........6 Navigating the Manager Dashboard…………………….……………………………………………………………8 Analyzing Data on the Manager Dashboard Spend Tab…..……………………………….………………..…...10 Analyzing Data on the Manager Dashboard Expense Reporting Tab…...………………………………...…...13 Accessing and Executing Other Reports…....................................................................................................16 Emailing Reports…….………………..…………….…………………………………………………………….…..20 Saving a Copy of a Report……......................................................................................................................21 Exporting Reports to Excel.............................................................................................................................22 Scheduling Reports........................................................................................................................................23 Access Concur Support..................................................................................................................................24 Summary........................................................................................................................................................25
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Quick Reference Guide: Manager Dashboard QRG
What are Reports? Reports from the Concur Expense System are accessed through the Reporting function within Concur, which is known as Concur Cognos Concur Cognos is used to obtain information from Concur by either running reports on-demand, or accessing reports that have already been run All approvers in Concur can run reports. These reports will contain information for all those employees who report to that approver
Employees who have been additionally granted access to Concur Cognos will also have access to execute reports
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Quick Reference Guide: Manager Dashboard QRG
Reporting Functionality
Expense approvers can access Concur Cognos and view the data that applies to the users for whom they review and approve expense reports This allows line managers to monitor and evaluate the T&E spend for which they are directly responsible All line managers can access the reporting tool Every line manager will be able to: Run and view Cognos reports but cannot create or edit Cognos reports See all reporting data for their direct and indirect reports Track spend against budget by updating information in Concur Profile
For example, assume that user A is the manager for users B, C, and D; User D is the manager for users E, and F
User A will see the Cognos reporting data for: Users B, C, and D (direct reports) Users E, and F (indirect reports)
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Quick Reference Guide: Manager Dashboard QRG
Entering Budget Information to Track Against Spend Step 1: To track spend against your budget you will need to input budget information in your Concur Profile. Budget information is broken out by quarter. Note that dashboards are refreshed once a day so any budget updates made in your profile will be reflected next day. Navigate to Profile Reporting Settings Reporting Budget
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Quick Reference Guide: Manager Dashboard QRG
Accessing the Manager Dashboard Step 1: To access the Manager Dashboard, navigate to Reporting Concur Insight Premium on the top menu in the web version of Concur.
Note: Please use Internet Explorer to access Concur for Cognos to run properly. Google Chrome may work but is not supported.
is not supported.
Step 2: Navigate to Persona Dashboard
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Quick Reference Guide: Manager Dashboard QRG
Step 3: Click the Persona Dashboard Tab
Step 4: After reaching the Manager Dashboard, you can review all spending details for your organization on the Spend tab and view expense report and budget details on the Expense Reports tab.
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Quick Reference Guide: Manager Dashboard QRG
Navigating the Manager Dashboard On the Manager Dashboard, click on the Spend tab.
Use the Spend section to review current spend and compare current spending to prior year spending and budget. Use the Spend Overview section to compare current spending to the current budget. Use the Future Trips section to view travel itineraries for any upcoming business travel in your organization. Use the Top 10 Spending Employees section to see who is spending the most in your organization.
You can also see how data shown is calculated by clicking on the Information icon next to the section titles. For example, in the Spend Overview section, you can see that Total Spend = Spend + Accruals.
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Quick Reference Guide: Manager Dashboard QRG
Click on the Expense Reports tab.
Use the Average Life Cycle section to see the average time it takes for employees in your organization to submit expenses, the average time it takes managers to approve those expenses and the percentage difference against the prior year. Use the Expense Reports section to review transactions, and the total amount therein, that have not been submitted and expense reports that are pending approval. Use the Credit Card Adoption section to view the usage of the corporate card for expenses for the current and prior months and 12 month trending. Use the Average Spend section to review average year-to-date spending across expense key expense types and compare against company averages. Use the Policy Exceptions by Employee section to review the top employees in your organization submitting expenses with policy exemptions, the number of those exceptions and the total exceptions value.
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Quick Reference Guide: Manager Dashboard QRG
Analyzing Data on the Manager Dashboard Spend Tab Drilling down on data in the Spend tab of the Manager Dashboard allows you to see more detailed information to better analyse spend. To access each report, click on the document icon next to the respective section title and choose your desired report from the drop down menu. The following are some key reports that you can access under the Spend tab: Top Spenders By Expense Type Access the Top Spenders by Expense Type report using the drop down menu in the Spend section. Use this report to see which of your employees are spending the most by expense type.
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Quick Reference Guide: Manager Dashboard QRG
Expense Entry Analysis Details Access the Expense Entry Analysis Details report using the drop down menu in the Spend Overview section. Use this report to review and analyze all expense entries by type by employee providing you with further insight into spending.
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Quick Reference Guide: Manager Dashboard QRG
Future Trip Details Access the Future Trip Details report using the drop down menu in the Future Trips section. Use this report to review advance purchase of airfare, hotel rates against estimates, and estimated trip costs. This report also shows you estimated travel expenses in order to forecast and plan accordingly.
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Quick Reference Guide: Manager Dashboard QRG
Analyzing Data on the Manager Dashboard Expense Reports Data Tab Drilling down on data in the Expense Reports tab of the Manager Dashboard allows you to see more detailed information on expenses within your organization. To access each report, click on the paper icon next to the respective section title and choose your desired report from the drop down menu. The following are some key reports that you can access under the Expense Reports tab: Executive Briefing Summary Access the Executive Briefing Summary using the drop down menu in the Average Spend section. Use this report to see the year-to-date trend of monthly expenses, breakdown of year-to-date spend by expense type and year-to-date trending of spend by expense type.
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Quick Reference Guide: Manager Dashboard QRG
Policy Exceptions by Employee Details Access the Policy Sections by Employee Details report using the drop down menu in the Policy Exceptions by Employee section. Use this report to see the breakdown of all employee exceptions by employee by expense report. Each exception on the report is shown with details such as expense type, transaction date, exception text and amount. Below each report you’ll find exception totals and then overall exception totals per employee.
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Quick Reference Guide: Manager Dashboard QRG
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Quick Reference Guide: Manager Dashboard QRG
Accessing and Executing Other Reports Step 1: To access other reports, navigate to Reporting Concur Insight Premium on the Profile menu in the web version of Concur.
Note: Please use Internet Explorer to access Concur for Cognos to run properly. Google Chrome may work but is not supported.
Step 2: You’ll notice tabs for Public Folders and My Folders. To access saved reports or scheduled reports, click on My Folders. To access standard reports, click on the Johnson & Johnson folder under Public Folders.
Step 3: You’ll see a list of reports that you can run with J&J specific filters. Select a report to execute. For example, choose
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Quick Reference Guide: Manager Dashboard QRG
the Reports Approved But Receipts Not Viewed report.
Note: Depending on the report you select, you may need to enter parameters before you can proceed. The report in this example does not require that.
Step 4: This report shows whether approvers are reviewing receipts when approving reports, which they should be doing.
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Quick Reference Guide: Manager Dashboard QRG
Other useful reports that you can access from the Johnson & Johnson folder under Public Folders include: Report Attendee Analysis
Description Displays expense reports with expense types that had attendee itemization and details attendees included and how much was spent per attendee.
Travel Policy Exceptions
Indicates travel policy exceptions by employee.
Expense Entry Analysis Details
Displays a summary of spend for each expense type broken down showing each employee’s expense report entry and amount in a pivot table format.
Expense Summary by Expense Type and Year
Shows spend information in a more summarized way for your department based on a specified timeframe.
Payment Type Analysis
Displays a graphical breakout of credit card usage versus cash, which is helpful to use to confirm whether your organization is trending in the right direction and using the company credit card as required by policy.
Reports Approved But Receipts Not Viewed
Indicates whether approvers are reviewing receipts when approving reports.
Workflow Cycle Times – Details
Shows how long expense reports are taking to be submitted and approved by people in your organization.
Top Spenders by Employee
Lists top spenders in your organization.
Other useful reports that are not located in the Johnson & Johnson folder include:
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Quick Reference Guide: Manager Dashboard QRG
Report Expenses by Approver Hierarchy Future Trips Details Top Spenders by Expense Type
Access Steps Click Public Folders -> Intelligence – Standard Reports -> Finance Click Public Folders -> Intelligence – Standard Reports -> Persona Dashboards -> Department Manager Overview -> Detail Reports Click Public Folders -> Intelligence – Standard Reports -> Spending
Description Displays expense type spend breakout by your organizational hierarchy. Details upcoming trips that employees have booked, including advance purchase days. Note: This can also be accessed in the Manager Dashboard. Shows top spenders in your organization by expense type.
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Quick Reference Guide: Manager Dashboard QRG
Emailing Reports Step 1: To email a report, select Email Report from the Keep this version drop-down menu.
Step 2: Specify the recipient(s) and the content of the message, then click the OK button.
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Quick Reference Guide: Manager Dashboard QRG
Saving a Copy of a Report Step 1: To save a copy of a report with your filters saved to My Folders, select Add to My Folders from the Add this report drop-down.
Step 2: Specify the name of the Report and then click the Finish button.
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Quick Reference Guide: Manager Dashboard QRG
Exporting Reports to Excel To export a report to Excel, select View in Excel 2007 Data from the HTML icon drop-down. The report is downloaded in your web browser and you can open the Excel file to view the output.
Note: You need to hold the CTRL key while exporting the report to Excel.
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Quick Reference Guide: Manager Dashboard QRG
Scheduling Reports You can schedule a report to run once or on a reoccurring basis and set options, such as delivery options. To schedule a report, click the Schedule Report icon, specify the parameters and click the OK button.
Note: By default, you can access the report in My Folders after it has run.
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Quick Reference Guide: Manager Dashboard QRG
Access Concur Support You can access additional training and support information by clicking on Help at the top-right of any Concur screen.
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Quick Reference Guide: Manager Dashboard QRG
Summary You should now be able to perform the following tasks: Access and navigate the Manager Dashboard Run reports to get insight into expense report spend details for your organization and analyze spend behaviors and trends Export and email reports
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Quick Reference Guide: Manager Dashboard QRG
Notes
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Manager Dashboard QRG Quick Reference Guide
Page 1
Quick Reference Guide: Manager Dashboard QRG
Understanding your Quick Reference Guide Purpose The purpose of the Manager Dashboard Quick Reference Guide is to provide you with a brief overview on how to access the Manager Dashboard report and other reports to get insight into expense report spend details for your organization and analyze spend behaviors and trends. It provides step-by-step instructions to run, execute and share reports using Concur.
Table of Contents
What are Reports?...........................................................................................................................................3 Reporting Functionality....................................................................................................................................4 Entering Budget Information to Track Against Spend………………………………………………………………5 Accessing the Manager Dashboard…………………………………………………………….…….…..……........6 Navigating the Manager Dashboard…………………….……………………………………………………………8 Analyzing Data on the Manager Dashboard Spend Tab…..……………………………….………………..…...10 Analyzing Data on the Manager Dashboard Expense Reporting Tab…...………………………………...…...13 Accessing and Executing Other Reports…....................................................................................................16 Emailing Reports…….………………..…………….…………………………………………………………….…..20 Saving a Copy of a Report……......................................................................................................................21 Exporting Reports to Excel.............................................................................................................................22 Scheduling Reports........................................................................................................................................23 Access Concur Support..................................................................................................................................24 Summary........................................................................................................................................................25
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Quick Reference Guide: Manager Dashboard QRG
What are Reports? Reports from the Concur Expense System are accessed through the Reporting function within Concur, which is known as Concur Cognos Concur Cognos is used to obtain information from Concur by either running reports on-demand, or accessing reports that have already been run All approvers in Concur can run reports. These reports will contain information for all those employees who report to that approver
Employees who have been additionally granted access to Concur Cognos will also have access to execute reports
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Quick Reference Guide: Manager Dashboard QRG
Reporting Functionality
Expense approvers can access Concur Cognos and view the data that applies to the users for whom they review and approve expense reports This allows line managers to monitor and evaluate the T&E spend for which they are directly responsible All line managers can access the reporting tool Every line manager will be able to: Run and view Cognos reports but cannot create or edit Cognos reports See all reporting data for their direct and indirect reports Track spend against budget by updating information in Concur Profile
For example, assume that user A is the manager for users B, C, and D; User D is the manager for users E, and F
User A will see the Cognos reporting data for: Users B, C, and D (direct reports) Users E, and F (indirect reports)
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Quick Reference Guide: Manager Dashboard QRG
Entering Budget Information to Track Against Spend Step 1: To track spend against your budget you will need to input budget information in your Concur Profile. Budget information is broken out by quarter. Note that dashboards are refreshed once a day so any budget updates made in your profile will be reflected next day. Navigate to Profile Reporting Settings Reporting Budget
Page 5
Quick Reference Guide: Manager Dashboard QRG
Accessing the Manager Dashboard Step 1: To access the Manager Dashboard, navigate to Reporting Concur Insight Premium on the top menu in the web version of Concur.
Note: Please use Internet Explorer to access Concur for Cognos to run properly. Google Chrome may work but is not supported.
is not supported.
Step 2: Navigate to Persona Dashboard
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Quick Reference Guide: Manager Dashboard QRG
Step 3: Click the Persona Dashboard Tab
Step 4: After reaching the Manager Dashboard, you can review all spending details for your organization on the Spend tab and view expense report and budget details on the Expense Reports tab.
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Quick Reference Guide: Manager Dashboard QRG
Navigating the Manager Dashboard On the Manager Dashboard, click on the Spend tab.
Use the Spend section to review current spend and compare current spending to prior year spending and budget. Use the Spend Overview section to compare current spending to the current budget. Use the Future Trips section to view travel itineraries for any upcoming business travel in your organization. Use the Top 10 Spending Employees section to see who is spending the most in your organization.
You can also see how data shown is calculated by clicking on the Information icon next to the section titles. For example, in the Spend Overview section, you can see that Total Spend = Spend + Accruals.
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Quick Reference Guide: Manager Dashboard QRG
Click on the Expense Reports tab.
Use the Average Life Cycle section to see the average time it takes for employees in your organization to submit expenses, the average time it takes managers to approve those expenses and the percentage difference against the prior year. Use the Expense Reports section to review transactions, and the total amount therein, that have not been submitted and expense reports that are pending approval. Use the Credit Card Adoption section to view the usage of the corporate card for expenses for the current and prior months and 12 month trending. Use the Average Spend section to review average year-to-date spending across expense key expense types and compare against company averages. Use the Policy Exceptions by Employee section to review the top employees in your organization submitting expenses with policy exemptions, the number of those exceptions and the total exceptions value.
Page 9
Quick Reference Guide: Manager Dashboard QRG
Analyzing Data on the Manager Dashboard Spend Tab Drilling down on data in the Spend tab of the Manager Dashboard allows you to see more detailed information to better analyse spend. To access each report, click on the document icon next to the respective section title and choose your desired report from the drop down menu. The following are some key reports that you can access under the Spend tab: Top Spenders By Expense Type Access the Top Spenders by Expense Type report using the drop down menu in the Spend section. Use this report to see which of your employees are spending the most by expense type.
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Quick Reference Guide: Manager Dashboard QRG
Expense Entry Analysis Details Access the Expense Entry Analysis Details report using the drop down menu in the Spend Overview section. Use this report to review and analyze all expense entries by type by employee providing you with further insight into spending.
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Quick Reference Guide: Manager Dashboard QRG
Future Trip Details Access the Future Trip Details report using the drop down menu in the Future Trips section. Use this report to review advance purchase of airfare, hotel rates against estimates, and estimated trip costs. This report also shows you estimated travel expenses in order to forecast and plan accordingly.
Page 12
Quick Reference Guide: Manager Dashboard QRG
Analyzing Data on the Manager Dashboard Expense Reports Data Tab Drilling down on data in the Expense Reports tab of the Manager Dashboard allows you to see more detailed information on expenses within your organization. To access each report, click on the paper icon next to the respective section title and choose your desired report from the drop down menu. The following are some key reports that you can access under the Expense Reports tab: Executive Briefing Summary Access the Executive Briefing Summary using the drop down menu in the Average Spend section. Use this report to see the year-to-date trend of monthly expenses, breakdown of year-to-date spend by expense type and year-to-date trending of spend by expense type.
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Quick Reference Guide: Manager Dashboard QRG
Policy Exceptions by Employee Details Access the Policy Sections by Employee Details report using the drop down menu in the Policy Exceptions by Employee section. Use this report to see the breakdown of all employee exceptions by employee by expense report. Each exception on the report is shown with details such as expense type, transaction date, exception text and amount. Below each report you’ll find exception totals and then overall exception totals per employee.
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Quick Reference Guide: Manager Dashboard QRG
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Quick Reference Guide: Manager Dashboard QRG
Accessing and Executing Other Reports Step 1: To access other reports, navigate to Reporting Concur Insight Premium on the Profile menu in the web version of Concur.
Note: Please use Internet Explorer to access Concur for Cognos to run properly. Google Chrome may work but is not supported.
Step 2: You’ll notice tabs for Public Folders and My Folders. To access saved reports or scheduled reports, click on My Folders. To access standard reports, click on the Johnson & Johnson folder under Public Folders.
Step 3: You’ll see a list of reports that you can run with J&J specific filters. Select a report to execute. For example, choose
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Quick Reference Guide: Manager Dashboard QRG
the Reports Approved But Receipts Not Viewed report.
Note: Depending on the report you select, you may need to enter parameters before you can proceed. The report in this example does not require that.
Step 4: This report shows whether approvers are reviewing receipts when approving reports, which they should be doing.
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Quick Reference Guide: Manager Dashboard QRG
Other useful reports that you can access from the Johnson & Johnson folder under Public Folders include: Report Attendee Analysis
Description Displays expense reports with expense types that had attendee itemization and details attendees included and how much was spent per attendee.
Travel Policy Exceptions
Indicates travel policy exceptions by employee.
Expense Entry Analysis Details
Displays a summary of spend for each expense type broken down showing each employee’s expense report entry and amount in a pivot table format.
Expense Summary by Expense Type and Year
Shows spend information in a more summarized way for your department based on a specified timeframe.
Payment Type Analysis
Displays a graphical breakout of credit card usage versus cash, which is helpful to use to confirm whether your organization is trending in the right direction and using the company credit card as required by policy.
Reports Approved But Receipts Not Viewed
Indicates whether approvers are reviewing receipts when approving reports.
Workflow Cycle Times – Details
Shows how long expense reports are taking to be submitted and approved by people in your organization.
Top Spenders by Employee
Lists top spenders in your organization.
Other useful reports that are not located in the Johnson & Johnson folder include:
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Quick Reference Guide: Manager Dashboard QRG
Report Expenses by Approver Hierarchy Future Trips Details Top Spenders by Expense Type
Access Steps Click Public Folders -> Intelligence – Standard Reports -> Finance Click Public Folders -> Intelligence – Standard Reports -> Persona Dashboards -> Department Manager Overview -> Detail Reports Click Public Folders -> Intelligence – Standard Reports -> Spending
Description Displays expense type spend breakout by your organizational hierarchy. Details upcoming trips that employees have booked, including advance purchase days. Note: This can also be accessed in the Manager Dashboard. Shows top spenders in your organization by expense type.
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Quick Reference Guide: Manager Dashboard QRG
Emailing Reports Step 1: To email a report, select Email Report from the Keep this version drop-down menu.
Step 2: Specify the recipient(s) and the content of the message, then click the OK button.
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Quick Reference Guide: Manager Dashboard QRG
Saving a Copy of a Report Step 1: To save a copy of a report with your filters saved to My Folders, select Add to My Folders from the Add this report drop-down.
Step 2: Specify the name of the Report and then click the Finish button.
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Quick Reference Guide: Manager Dashboard QRG
Exporting Reports to Excel To export a report to Excel, select View in Excel 2007 Data from the HTML icon drop-down. The report is downloaded in your web browser and you can open the Excel file to view the output.
Note: You need to hold the CTRL key while exporting the report to Excel.
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Quick Reference Guide: Manager Dashboard QRG
Scheduling Reports You can schedule a report to run once or on a reoccurring basis and set options, such as delivery options. To schedule a report, click the Schedule Report icon, specify the parameters and click the OK button.
Note: By default, you can access the report in My Folders after it has run.
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Quick Reference Guide: Manager Dashboard QRG
Access Concur Support You can access additional training and support information by clicking on Help at the top-right of any Concur screen.
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Quick Reference Guide: Manager Dashboard QRG
Summary You should now be able to perform the following tasks: Access and navigate the Manager Dashboard Run reports to get insight into expense report spend details for your organization and analyze spend behaviors and trends Export and email reports
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Quick Reference Guide: Manager Dashboard QRG
Notes
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