Reporting on Data

WATCH VIDEO on Reports (Basic Session)

The Report Manager provides a collection of reports to help analyze your data.  The reports are conveniently categorized according to the type of data they present and the manner in which they present it.  Each report has filters that allow you to limit the results to a particular subset of data.  A report may be viewed, printed or exported in various formats, including Excel and PDF.

All the report features are accessed through the Report Manager. To navigate to the Report Manager:

1. Select Reporting from the vertical navigation menu.

2. Select the Reports icon.

Individual reports are described in detail at the Sample Reports Viewer web page. The page includes a variety of search/find options for identifying appropriate reports based on keywords, filters and/or report groups.

By default, available EnergyCAP reports are displayed in the Installed Reports node of the Report Manager Navigation tree, but there are several other available locations:

• A report can be copied to the Saved Reports. The process makes a copy of the report and its filter settings.
• A report can be added to a user’s Favorite Reports, which allows access to the report from any module of EnergyCAP.
• A report can be copied to Public Reports, which allows all EnergyCAP users to access the report and its filter settings.
• A report can be copied to a batch. Batches provide a convenient method of printing or exporting multiple reports at once.

This topic describes the process for installing a single report. If all reports need to be updated to the latest version, see Updating Reports.

NOTES: Installing a report overwrites the existing version of the report.

To install a report:

1. Navigate to the Report Manager (Reporting > Reports). From the Report menu, select Install. The Install Report window appears.
2. Use the binoculars  to browse to the location of the report file to be installed. 
   NOTE: Report files are Crystal Report files (.rpt).

3. Fill in a Code and Display for the report. These are what the report will be named in the list of reports.
   

4. If the report files for all users are stored on a shared network drive, then check the Update to all users checkbox. If the report files are stored on each user’s local hard drive, DO NOT check the Update to all users checkbox.
5. Click OK.

There are two types of report options:

• User-specific report options
• Global report options

User-specific report options include the user’s reports path and the user’s report email settings. 

The user’s reports path points to the location of the report files that the user is running. It may or may not be the same as the global reports path. The global reports path is the default reports path for all users, and it is used when reports are stored on a shared network location.

To set the user’s reports path:

1. First navigate to the Report Manager (Reporting > Reports).
2. From the Tools menu, select Options – This Manager. The Report Options window appears
3. Select the Paths tab.
4. In the Reports path field, click . The Browse for Folder window appears.
5. Navigate to the folder where the report files (.rpt) reside. Then click OK.

NOTE: To restore the user’s report path to the default global report path, click Restore Defaults Paths.

To set the global reports path:

NOTE: Setting global reporting options is a function that is reserved for EnergyCAP Enterprise system administrators. 

1. First navigate to the Report Manager.
2. From the Tools menu, select Options – Global. The Options window appears.
3. Select the Reports tab.
4. At the Reports path field, click . The Browse for Folder window appears.
5. Navigate to the folder where the report files (.rpt) reside. Then click OK.

WATCH VIDEO

Reports are most useful if they are not run against an entire data set. Filters allow you to set parameters that limit the data that is returned. For example, if the filters are set as shown below, only bills from the billing period January 2008 will be included.

Our Sample Reports page contains a detailed description of each filter and the purpose it serves. The Sample Reports page is located at:

Notice that for some reports there are two filter tabs on the Report Properties window. The majority of the filters are contained by the Filters tab. For an explanation of the various filters, see the Reports HELP page.

The Status Filters tab contains additional filters that apply to bill properties (often related to an organization's A/P interface with EnergyCAP), and these filters are always set to either Yes or No. For example, if the status filters are set as shown below, only active, non-voided bills will be returned.

Filters have three attributes:

• Field: The name of the field containing the data you want to filter
• Operator: The type of search you want to perform
• Value: The value used by the operator for retrieving the data

The Field and Operator filters provide the options available for the currently selected report. The Value field takes several forms. For example, it may be a drop-down list from which values are selected or it may be an empty text field into which values are entered. The Value field specifies the value(s) to use in the search.

The Operators specify the type of search to be performed. For example, One of allows multiple values to be specified. Using this operator, a report could be run that includes the billing periods January 2007 and January 2008.

Clicking a button on the Report Properties screen, will cause the Select Filter window to appear.

Operator Descriptions

Special Report Scenarios-Place and Topmost Place

The following filter limitations are observed for WEB REPORTS in EnergyCAP Enterprise:

TOPMOST PLACE: This filter EXCLUDES the following Place Types:

• Building
• Store
• Unit

The TOPMOST PLACE filter selection drop-down will NOT display these Place Types.

PLACE: This filter INCLUDES the following Place Types:

• Building
• Store
• Unit

The PLACE filter selection drop-down for web reports will ONLY display these Place Types.

Because there are nearly 200 reports, it can be challenging to find the report you need.  To simplify your search, EnergyCAP provides an online tool called the Sample Reports Viewer. It is found at the following location:

http://www.energycap.com/samplereports/

 

 

The Sample Reports page may be searched by keyword or by filter. Reports may also be browsed by category.

Several factors, including your organization type and job role determine which reports to run.  Still, there are certain reports that are commonly run by all types of users. It may be helpful to become familiar with this list, which is categorized the way the data is presented. 

Commonly-Run Reports

Boldface reports are used most often.

Line Item: Individual line item on a bill, like “On Peak Usage”

BL16

AN21

BL19 - Special Case – shows late fees only

Bill-by-Bill: Each row is one bill

- also BL02/03/04

- Complete Bill Details, every line item

BL17

BL28

By Batch

BL05

BL17

BL21

BL22

By Audit Result, Message or Issue

BL20

BL27

CAP14

Meter roll-up: Each row totals a meter for some length of time

/32 – Price Quote

By G/L Code

BL35

BL36

Account Roll-up: Each row totals an account for some length of time

BL11

Building Roll-up: Shows totals by building

/02

AN07

AN13-19

BL30

BL38

YY01-15

Cost Center Roll-up: Shows totals by cost center

BL10

Organizational Roll-up: Shows totals at a topmost node (can be ANY node, not necessarily the very top)

AN08

BL12

BL25

BL26

Production/Occupancy: Shows use and cost per occupant or unit of production

AN20

AN22CC

Troubleshooting: Look for specific abnormalities

– Missing Bills (Gaps between bills)

– Overlapping dates

– Estimated Bills (bills with estimated flag checked)

– Single Batch Quick Look

– Lost in the Mail or Overdue from Vendor

/AN15 – Unit Cost is Abnormal

– Load Factor

– Audit Results

SU15 – Meters without Accounts

– Meters without Templates

– Meters without Bills

– Accounts without Bills

To view an EnergyCAP report:

1. Navigate to the Report Manager (Reporting > Reports or Reporting > Web Reports) and select the desired category folder from the report hierarchy.
2. Select/highlight the specific report to view.
   
3. Set any desired report filters.
   
4. Either:

• From the Report menu, select Preview.
• Select the Preview tab at the bottom of the screen.
• Double-click the selected report.
• Right-click the selected report, and choose Preview from the menu.

Navigating a Report

To navigate the report display, use the navigation icons on the Report Manager menu bar.

Navigation options are also available by right-clicking on the report display pane. A popup menu duplicating the navigation icon choices will appear:

Note that the popup menu also includes Fit Window and Fit Width options for sizing the report to fit the current view pane size.
 

Setting Up a Printer:

 Before printing reports, a default printer must be defined.

1. From the File menu, choose Print Setup. The Print Setup window appears.
   
2. Choose the desired printer and set its properties. See your Windows® documentation for more information on setting up a printer.

Printing a Report:

 A report can either be printed while it is being viewed or directly from the list of reports.

To print a report directly from the list of reports:

1. Navigate to the Report Manager and select the category folder where the report exists. 
2. Click the desired report to print from the list of available reports.
   
3. Set any desired report filters.
   
4. From the File menu, select Print. OR right-click the selected report, and choose Print from the popup menu options.

NOTE: The report will print to the printer selected in Print Setup. If the printer properties need to be changed, choose Print Setup from the File menu.

Printing Extra-Wide Reports

Some EnergyCAP reports may present printing issues due to the amount of information presented on the report. For example, the YY14 and YY15 reports have 13 columns with monthly data.

To print extra-wide reports there are three options:

• Print to legal size paper (File/Print Setup/Paper Size)
• Resize the report  using the Zoom In/Zoom Out and use the Print Screen option from your computer keyboard.
• Use printer-specific setup options (Fit to Print Size, etc.) to configure the print job for the selected printer.

Exporting a report recreates it in a different file format including PDF, Excel, CSV, MS Word and HTML. Exported reports can either be saved to disk or opened directly in the associated application. An example of when this is useful is if a report needs to be emailed. A report can either be exported while it is being viewed or directly from the list of reports.

To export a report from the list of reports:

1. Navigate to the Report Manager and select the category folder where the report exists. 
2. Choose the report to export.
   
3. Set any desired report filters.
4. Right-click the desired report and select Export from the menu. The Export window appears.
   
5.  Choose a file format. For Destination, choose whether the file will be saved to disk or opened with the appropriate application.

To export a report while it is being viewed:

1. View the desired report.
2. Right-click anywhere on the report canvas and choose Export from the menu.  The Export window appears.
3. Choose a file format. For Destination, choose whether the file will be saved to disk or opened with the appropriate application.

The Saved Reports folder provides a convenient option for saving a copy of a report and its associated filter settings. It is often a considerable time investment to fine-tune a report’s filter settings for a particular region or subset of the organization database. Saved Reports provides a place to store as many reports and unique filter settings as the user desires. An additional advantage of Saved Reports is that report and filter settings will be preserved when EnergyCAP is upgraded.

To save a report:

1. Navigate to the Report Manager (Reporting > Reports OR Reporting > Web Reports) and select the category folder where the report exists.
2. Select the report to save.
   
3. Set any desired report filters. 
4. From the Report menu, choose Copy to and select Saved. OR right-click the selected report, choose Copy to from the menu and select Saved. The Save As window appears.
5. To change the Code and Display of the saved report, select the General tab and edit the associated fields.
   
6. Click OK. The report will be copied to its Saved Reports folder. 

To remove a Saved Report:

It is possible to remove a report from the Saved Reports folder without affecting the original copy in the Installed Reports folder. Select the report from the appropriate Saved Reports folder and then perform one of the following actions:

• Press the Delete key on the keyboard.
• Right-click the selected Saved Report and choose Delete from the popup menu options.
• Click the Report option from the menu choices and choose Delete from the drop-down report options menu.

Favorite Reports allow quick access to a report from anywhere in EnergyCAP.  For example, you could be in the Facilities Manager reviewing usage PowerViews for a particular building. If you need to check how that building’s usage per area compares to that of other buildings, you could select AN13 – Buildings Ranked by Use Per Area from Favorite Reports. The report would open in a new window, and you would never have to leave the Facilities Manager.

Accessing Favorite Reports:

Previously-added Favorite Reports are accessed by clicking the dropdown arrow on the Favorite Reports icon  on the main EnergyCAP toolbar. To run a favorite report, select it from the list.

Adding a Report to Favorite Reports:

1. Navigate to the Report Manager and select the category folder where the report exists.
2. Choose/highlight the report to add to Favorites.
3. From the Report menu, pick Add to Favorites OR right-click the selected report and choose Add to Favorites from the menu.

Removing a Report from Favorite Reports:

1. From anywhere in EnergyCAP, click the dropdown arrow on the Favorite Reports icon  on the main EnergyCAP toolbar and choose Organize. OR while in the Report Manager, choose Organize from the Favorites menu.  The Organize window appears. 
2. Select (highlight) the report to be removed and click the minus sign.

Public Reports in EnergyCAP provide a way for individual EnergyCAP users to share reports and report filter settings across the user network.

Public Reports are available to clients running EnergyCAP on a network with multiple users. All users who desire to access public reports must have access to a single report directory on the shared network, and the Global Report Path (accessible from the Tools > Options-Global menu option) and the individual user Report Path (accessible from the Report Manager using Tools > Options-This Manager menu option) must be identical and pointing to that same shared directory. 

Public Reports can be accessed and/or modified by any EnergyCAP user whose Report permissions include View and/or Modify rights for the Public Reports shared directory. Access privileges must be granted through both the user's network client-server software and the EnergyCAP User security settings (User Properties/Permissions tab under Reports/Report public folder properties). 

The Public Reports tree structure is user-configurable. By default, the Public Reports node on the reporting tree does not contain category folders like Installed Reports or Saved Reports. If the category folders are desired, they must be created manually. Of course, folders with other names may also be created. 

Adding Folders to Public Reports:

1. Navigate to the Report Manager (Reporting > Reports OR Reporting > Web Reports) and right-click the Public Reports node from the reporting tree.
2. From the menu, select New.
3. Give the folder a Code and Display.

Adding a Report to Public Reports:

1. Navigate to the Report Manager (Reporting > Reports OR Reporting > Web Reports) and select the category folder where the report exists.
2. Choose the report to add to Public Reports.
   
   
3. From the Report menu choose Copy to and select Public, OR right-click the selected report and choose Copy to from the menu and select the Public folder.
4. Confirm that you want to make the report public by clicking Yes.
5. The Browse Folders window appears. If public report folders have been created, choose which folder should contain the report. Otherwise choose the Folders node.

Removing a Report from Public Reports:

There are several ways to remove a report from public reports.

First navigate to the Report Manager and select the public report which is to be deleted. Then either:

• Select the Delete key on the keyboard
• Right-click the selected report and choose Delete from the menu.
• From the Report menu, choose Delete.

Report Batches are groups of reports upon which a single action can be performed. For example, a batch of reports could be emailed, printed or exported. Before running an operation on a batch, the batch’s output properties must be set.

Setting Batch Output Properties

1. Navigate to the Report Manager (Reporting > Reports OR Reporting > Web Reports).
2. Click the Report Batches node on the reporting tree and select the desired batch folder.
3. Press the Properties button  on the upper right of the screen, OR right-click the batch folder and choose Properties from the popup menu. The Batch Properties window will appear.
4. Select the Output tab. 
5. If all the reports in the batch will share one set of output options, check the Override report output options checkbox (example: saving every report in the batch as a pdf file). If multiple output options are needed, clear the Override report output options checkbox and set the output properties for each individual report (example: saving some reports as pdf files and some as Excel files).

Batch Options

The available actions that can be run on a batch include:

• Printing
• Exporting to a file
• Exporting to an application

Batches may also be emailed using the Report Email Groups. 

To perform the actions set in the batch’s output properties, the batch must be run.

To run a report batch:

Right click the batch folder in the reporting tree and select Run from the menu.

To create a report batch:

1. Navigate to the Report Manager and select Report Batches from the reporting tree.
   
2. Right-click the Report Batches node and select New from the popup menu, OR choose New>Batch from the Report menu. The Create Batch window appears.
3. Enter a Code and Display for the report batch.
   
4. Click OK. A new folder will appear under Report Batches.

Adding Reports to a Batch

After a batch has been created, any number of reports can be added to it.  To add a report to a batch:

1. Select a report from one of the Installed Reports or Saved Reports folders.
2. From the Report menu, choose Copy to and select Batch, OR  right-click on the selected report, choose Copy to, and select Batch. The Copy window appears.
3. Select the batch to which the report will be added and click OK.
   

Deleting Reports from a Batch

1. Navigate to the Report Manager (Reporting > Reports OR Reporting > Web Reports).
2. Under the Report Batches node on the reporting tree, select the batch folder where the report exists and select the report. 
3. Then perform one of the following three options:

• Press the Delete key on the keyboard.
• Right-click the selected report and choose Delete from the popup menu.
• From the Report menu, choose Delete.

WATCH VIDEO on installing reports to your hard drive

WATCH VIDEO on installing reports to your network

Updating Reports is a process for installing any number of EnergyCAP reports at one time.  EnergyCAP recommends that the Update Reports option be run monthly.

Normally, report updates are used to get the current version of all reports.

NOTE: The Update Reports option defaults to a setting that only installs those reports that are new or have been revised since the last report update. It does this by comparing the report file dates. Updating reports overwrites the existing installed version of the reports.

Updating to the Current Version of Reports:

1. Navigate to the Report Manager (Reporting > Reports OR Reporting > Web Reports).
2. From the Report menu, choose Update Reports. The Pick Reports to Install window appears.
3. Set the options as follows:

• Update From: Normally, reports are updated from the web. Unless you know you have a reports update zip file on your hard drive, leave this checkbox set to Web.
• Update all users: Reports must be updated for all users of EnergyCAP. If the report files for all users are stored on a shared network drive, then check this box. If each user stores report files on their local hard drive, do not check this box.
• Prompt before overwriting files: If you are updating to the current version of reports, do NOT check this box.
• Uninstall if report exists: If you are updating to the current version of reports, this box must be checked.
• Include All: If you are updating to the current version of reports, this box must be checked.

1. Click Get reports. After a short wait, the grid on the lower half of the window will populate with the names of all the reports.
2. Click OK. EnergyCAP will begin to install the reports. The process may take several minutes during which the application may appear unresponsive.

NOTES: Most reports consist of a single Crystal Reports RPT file. However, some of the more complex reports consist of both an RPT file and a small piece of report-custom programming called a Stored Procedure. During the update, the Stored Procedure files are installed to the database. Beginning with EnergyCAP Release 4.2, the report update process also executes any needed stored procedures on your database.

! In order for any database Stored Procedure or View updates to take place, the user installing the reports must have the following SQL database roles to the specific database for which the Update is being performed: !

• Db_securityadmin
• Db_ddladmin
• Db_backupoperator 

Normally, all EnergyCAP users share a single SQL Server user called 'esuser' and that user has the necessary rights. However, a user may not have the necessary rights if: 

1. The 'esuser' record was ever deleted and then re-created in SQL and only Public rights were assigned (should also have ddladmin and backupoperator), or 
2. SQL access is achieved via a user other than esuser, particularly if NT Authentication is used.
3. The Windows NT user is a member of a Windows NT group. If the GROUP is given permissions for the SQL database roles mentioned above, instead of the user, EnergyCAP will assume that the Windows NT individual user does NOT have permissions to update reports. Roles must be granted to individual WIndows NT USERS and not GROUPS.

Beginning with EnergyCAP rel 4.2, the name and URL of the latest report update package is stored in the program folder in a file named: ReportUpdate.ini

Deleting a report is similar to uninstalling a report, but there are two differences:

1. Deleting a report makes it unavailable to that EnergyCAP user only; it has no effect on other users.
2. The report file remains in the reports directory. The report file is not moved to the UnUsed directory.

To delete a report:

1. Navigate to the Report Manager (Reporting > Reports OR Reporting > Web Reports) and select the category folder where the report exists.
2. Choose the report to delete.
   
3. Perform ONE of the following actions:
1. Select the Delete key on the keyboard.
2. Click the Report menu and choose Delete from the drop-down menu.
3. Right-click the selected report and choose Delete from the popup menu.
4. Click Yes to confirm that the report should be deleted.

Uninstalling a report makes it unavailable to EnergyCAP users. The report is removed from the reports directory. Typically, the report will be moved to UnUsed directory which is located within the reports directory.

To uninstall a report: 

1. Navigate to the Report Manager (Reporting > Reports OR Reporting > Web Reports) and select the category folder where the report exists.
2. Choose the report to uninstall.
   
3. From the Report menu, select Uninstall.
4. Click Yes to confirm that the report should be uninstalled.

The WTHR03 report is built from Cost Avoidance (CA) data stored in the EnergyCAP database. In order to populate the report, the Cost Avoidance module must be enabled in EnergyCAP, and the user must have Cost Avoidance permissions to access the data.. Additional prerequisites are described below.

Update Meters

Update all Meters for which Cost Avoidance report data is desired. Use the Meter Update option (Cost Avoidance>Savings and Normalizations) as follows:

1. From the Cost Avoidance Manager, click the Cost Avoidance menu option and select Global Meter Update. The Globally Update Meters window will appear.
2. At a minimum, click (check) the following Weather Adjustments:
   Attempt summer
   Attempt winter
3. Make certain to click (check) the adjoining Update checkboxes for both.
4. (optional) Select other additional meter updates as appropriate for your organization.
5. Click the Filter button and set the appropriate filter (Note that the PLACE filter functions as a TOPMOST PLACE filter for the global update--all meters under that PLACE will be processed).
6. When done selecting the filter(s), click the Update Meters button. All meters conforming to the filter specifications will be updated.

Verify Weather and Baseline settings

After the meters have been set up properly, verify the following:

1. Weather stations have been associated with all relevant places. See Assigning weather Data to a Place for Cost Avoidance: http://help.energycap.com/cost-avoidance-in-energycap/cost-avoidance-operations/assigning-weather-data-to-a-meter-for-cost-avoidance/.
2. Weather data for all relevant places has been entered/imported. See Importing Weather Data from the EnergyCAP Weather Subscription Service: http://help.energycap.com/setting-up-your-organization/weather-station-administration/importing-weather-data-from-the-energycap-weather-subscription-service. See also Entering Data Manually: http://help.energycap.com/setting-up-your-organization/weather-station-administration/entering-weather-data-manually
3. The baseline period has been set for all relevant meters (Meter Properties>CAP tab). This can be done globally if desirable (see Meter Update option, above).
4. The baseline period for all associated account/meters includes complete weather data and utility billing information.

Run the Cost Avoidance Processor

The final step is to run the Cost Avoidance Processor to generate Cost Avoidance values from current data that will be used in calculations relating to the WTHR03 report. See the HELP topic at http://help.energycap.com/cost-avoidance-in-energycap/cost-avoidance-operations/calculating-savings-for-cost-avoidance for details on running the Cost Avoidance Processor to calculate savings.