Business Intelligence | Planning & Analytics

Overview Business Intelligence or BI is a broad category of applications and technologies for gathering, storing, analysing and providing access to data to help enterprise users make better business decisions. At the University BI is part of Planning and Analytics’ portfolio and the capabilities developed will be used to support […]


Business Intelligence or BI is a broad category of applications and technologies for gathering, storing, analysing and providing access to data to help enterprise users make better business decisions. At the University BI is part of Planning and Analytics’ portfolio and the capabilities developed will be used to support Performance Reporting and the Institutional Planning and Performance Framework.

Business Intelligence is delivered via the Cognos platform and is the University’s strategic platform for BI to deliver all BI capabilities including “Self Service”. It is an integrated platform that provides tools for:

  • Ad-hoc Querying and Analysis
  • Online/Prompted reporting
  • Pixel Perfect Reporting and Briefing Books
  • Dashboards/Scorecards/Metrics
  • Planning, Budgeting and Forecasting

The Cognos environment draws on integrated data sets from the University’s data warehouse.

data warehouse diagram

BI Self Service – Ad Hoc Reporting

In order to create your own reports you will need access to Cognos BI which includes Cognos Workspace Advanced ad-hoc reporting tool. Access to this tool will provided once you have submitted the access request form and then attend training which is provided by Technology Services. Depending on the data you are authorised to access you will be able to create ad hoc reports for Student, Finance and/or Human Resources related business areas.

BI Self Service – Professional Reports

The following reports have been compiled to provide access to information required regularly by University management and decision-makers. They use the latest available information while also offering the ability to analyse underlying data, amend presentation formats and export to other desktop tools. You will need access to Cognos BI in order to run the reports and for Finance and Human Resources reporting you will only have access to information relevant to your Faculty/School/Department.

If you have any comments or suggestions please contact BI Manager.

Student Professional Reports

  • This group of reports explores academic performance and progress, highlighting opportunities for follow up with specific target cohorts.

    Report Guide

    • School Prizes
    • Honours Target
    • Multiple Course Failures
    • Enrolment Previous Pass
    • Grade Distribution Subject Area
    • Selected Course History
    • Program Transfers (All)
    • Program Transfers (Inter Fac)
  • This set of reports looks at the admissions data contained in the student system, it does not take into account SATAC preferences, the SATAC preference information is available by request to the Planning and Analytics team.

    • Educational Background – Meta Subject Mapping
    • SATAC Offers List
  • This set of reports enables you to tracks various cohorts of students for example, Low SES students, 1st year commences or enrolment churn.

    • Equity Cohort Tracking
    • Commencing Cohort Tracking Report
    • University Retention Report by Commencing Plan
    • Faculty Retention Report
    • Pathway Provider UG Performance Faculty Report
    • Pathway Provider UG Performance Management Report
    • UoA College Program Enrolment Report
  • Provide detailed analysis for a course(s) including grade distribution, top programs and fail rates.

    • Course Review Book
    • Course Summary and Results
    • Grade Distribution
    • Course Review Book – Teaching School Current
    • Grade Distribution – Time Series
  • Follows the progress of how many students are currently enrolled in programs.

    Report Guide pdf.

    • Students in Plans – Program Owner
    • Teaching Spread for Program Owners
    • Student in Plans – Course Versus Program Owner
    • Program Owner Spread for Teaching
    • Students and Load – Teaching Faculty
    • Course Owner Spread for Program Owner
    • Outstanding Re-Enrolments
    • Outstanding Re-Enrolments (Summary)
  • The International Applications folder contains reports of leading indicators for commencing, onshore, overseas fee paying (OSFP) enrolment. Calculated measures are based on ‘International Applications-Acceptances’ which are sourced from the Student System-Admissions module. The information can be viewed for either the first or second half of the year and the key census dates of 31st March and 31st August determine which first and second half year is available. Also available are Acceptances by citizenship country, conversion rate form application to offer to acceptance and time from application to offer to acceptance.

    Report Guide pdf.

    • International Applications: Applications, Offers and Acceptances Growth YTD
    • International Applications (Acceptances) – Executive Summary
    • International Applications (Acceptances) – First Half Year
    • International Applications (Acceptances)- Second Half Year
    • International Applications (Acceptances) – Notes
    • International Applications (Acceptances) – Executive Summary (Citizenship Country)
    • International Applications (Acceptances) – Citizenship Country Comparison
  • This dasboard and set of reports rovides actual load vs target vs projected load information across a number of funding groups and changes in EFTSL across faculties.

    • Load Summary Dashboard
    • Faculty School Targets and Comparison
    • Variation from Program Load
    • Variation from Teaching Load
    • Program Load Head Count and Ratio by Year
    • Teaching Load Head Count and Ratio by year
  • This report provides information on Student Demand – Load, Target and Enrolments, Student Progressions- Retention, Progression and Completions and Student Experience – GDS and CEQ per Load Management Group for a faculty.

    • Program Performance Briefing Book
  • This set of reports provides student names and contact email address for Students whose previous institution is a Fairways school and any first year student who has enrolled.

    • All Student Contact List (Enrolled)
    • Outstanding Re-enrolments Contact List
  • Follows the progress of how many students are currently enrolled in programs.

    Report Guide

    • Offer Acceptance Rate University
    • Offer Enrolment Rate Program
    • Equity Enrolments
    • Load Pass Rate Teaching
    • Funding Group Teaching
    • Narrow Program Teaching
    • International Home Regions
  • This set of reports attempts to provide those connected with the challenging task of timetabling some flexibility in analysing course combination pathways. Ideally, inclusion of timetabling metrics direct from the source system into the warehouse would provide the most effective access, but some improvements can be delivered through the examination of student enrolment information, and that is what is presented here. Note these reports are very similar, as the first restricts the investigation to pathway for a specific academic plan; the second allows analysis of pathways for all plans related to the selected courses.

    Report Guide

    • Plan Course Combinations
    • Course Combinations Plans
    • Course Combinations Analysis
    • Course Combination Trend
  • If you require access to the Graduate Destination Survey (GDS) or Course Experience Questionnaire (CEQ) benchmarking (Institution) from 2002; University of Adelaide (Faculty) from 2004 data please contact the Survey Analyst within Planning and Analytics on ext. 37570 or email: [email protected]

User Support for Census Products not in Cognos or Pivot Tables

A significant amount of information can be found in Excel pivot tables on the statistics pages. This information is updated on a timely basis.


Each data subject area has a designated P&A staff member who can provide assistance when your requirement cannot be met by the Excel pivot tables. For details see the Help & Contacts tab.

Finance Professional Reports

Financial Management Reports User Guide (staff only)

  • Billing Event Status Report
    The Billing Event Status report shows the status of invoices. The report includes information on the current billing plan, individual events, days overdue, accounting distribution and invoice details. This can include the status of billing events for active contracts, along with related accounting distribution and invoice information.
    This report is designed for the Central and Faculty Finance & Research teams, Research Business Partnerships staff and the Research Grants Unit staff.

    Contract Detail Report
    The Contract Detail report allows you to view and compare the data recorded about a particular Contract / Award between PeopleSoft and the source system (Inteum or Research Master 6). To use this report you need to enter the unique contract number for the record that you wish to view.

    The report includes the following:

    • All general contract / award details
    • All contract variations details from both systems (PeopleSoft and Inteum or Research Master 6)
    • All billing / invoice events from both systems (PeopleSoft and Inteum or Research Master 6)
    • All milestones from both systems (PeopleSoft and Inteum or Research Master 6)

    This report is designed for Central and Faculty Finance & Research staff and staff from Research Services (Research Business Partnerships and Research Grants Unit).

    MIlestone Status Report
    The Milestone Status report provides details of financial milestones (financial acquittals) associated with a contract or award in PeopleSoft. It can be used to identify the current status and priority of financial milestones. This data can be exported to Excel for further sorting and filtering. You are able to search by business unit, primary investigator, faculty, school, contract number, milestone status and due dates. The report includes information such as; notification date, priority, type and overdue days.
    This report is designed for Central and Faculty Finance & Research staff and staff from Research Services (Research Business Partnerships and Research Grants Unit).

    Variation Report
    This report details the current differences in research contract/award data between PeopleSoft and its originating contract source system (Inteum or Research Master 6). These differences could be related to agreed contract variations or data quality issues. It is available to Central and Faculty Finance & Research staff and staff from Research Services (Research Business Partnerships and Research Grants Unit). Users can search by business unit or contract number. The report includes general contract/award details, a summary of billing events and milestones and total amounts and a list of data elements that differ between the two systems.

  • The Fee distribution report provides a snapshot of load, charges, waivers and average prices (before and after fee waivers) for all tuition fee paying students for an enrolment year at a point in time.  This data is allocated across the teaching Schools and is used to distribute student revenue for Australian and International Fee Paying students.

  • The Journal report enables users to search journal line detail at the Faculty/School/Branch level across account(s), project(s) for any fiscal year and period and provides the data in Excel Format for further analysis.

    • Journal Report
    • FBT Quarterly Analysis
  • Only available for Financial Services.

    These reports are designed to assist users in completing their internal monthly reporting and analysis requirements with some reports including drill through to Journal detail.

    • Discretionary/Tied
    • Segment Variance Statement
    • Faculty/Division Net Operating Result by School/Branch
    • Faculty/Division Net Operating Result by School/Branch – Dynamic Time
    • School/Branch Net Operating Result by Department
    • School/Branch Net Operating Result by Department – Dynamic Time
    • University Net Operating Result by Faculty and Division
    • Net Operating Result by Month (Actual v Budget /Forecast)
  • Only available for Financial Services.

    This set of reports is used in Monthly Finance Reporting to Planning and Budgeting Committee.  The Faculty/Division Financial Summary reports are interactive traffic light reports that enable the user to drill down to analyse variances as well as drill through to journal line detail.

    • Faculty/Division Financial Summary
    • School/Branch Financial Summary
    • University Monthly Financial Summary
  • Only available for Financial Services.

    The BI Project Reports allow users to view project revenue and expenditure for all years since a project’s creation (Life to Date Reporting), or for any period as defined in the Prompt Page. The reports provide drill through to Journal line detail.

    • Project Actuals (By Fiscal Year)
    • Project Actuals (Multiple Projects)
    • Project Actuals (Multiple Projects) [University Level]
    • Project Actuals (Parent Project)
    • Project Actuals (Parent Project) [University Level]
    • Project Actual v Plan (Summary)
    • Project Payroll (Job) Dependency Report
    • Tied Segments Projects (Actual, Plan, Budget) by Category – Report & Analysis
    • Project Balances and Status Report
    • Actual Tied Funds Salaries Report
    • Active Tied Projects Summary Report

Human Resources Professional Reports

  • This set of reports reflects Casual Planned (contracted hours / costs) against actual casual hours / costs for Casual contracts created in CASPA and are Split by Course / Activity / Task enabling course level reporting. Both Excel & PDF versions are available with the Excel versions distributed fortnightly by HR to budget administrators.

    • Casual Worked Time Planned vs Actual
    • Casual Worked Time Planned vs Actual (Calendar Group)
    • Casual Worked Time Planned vs Actual (Calendar Year)
  • The Commitments data appearing in the following reports is sourced from the PeopleSoft HR system from a customised process developed as part of the CBS project and it simulates pay runs for future periods in the calendar year and uses HR data to Process future dated salary increases, Process approved leave and Process terminations.The commitment (projection) for fixed term staff relates to the universities legal contractual obligation with the amount generated in the report being up until the expected contract end date.

    • Summary Commitments Report
    • Ad-hoc Commitments Report
    • Commitments By Calendar Group
  • All reports are a financial translation of payroll calculation data from PeopleSoft HR.They use the finance system’s Cost Centre (3 digit) organisational structure and can been reconciled with PeopleSoft Finance General Ledger.The standard payroll financial reporting groups for Total Employment Cost are Base Salary, Leave Taken, Casuals, Loadings, Overtime, Terminations, Other, On-Costs, Provisions, Scholarships.

    • Ad-hoc Payroll Report (Cost Centre)
    • Ad-hoc Payroll Report (Cost Centre) – Excel Extract
    • Ad-hoc Payroll Element Report (Cost Centre) – Excel Extract
    • Payroll Variance Report (Cost Centre)
    • Payroll Variance Report (Latest Comparison)
    • Project Payroll Report (Cost Centre)
    • Project Payroll Report by Staff (Cost Centre)
  • Currently being piloted and will be rolled out to all Faculties/Divisions in 2016.

    This set of dashboards provides managers with an overview of the information they need to assess and report workforce capabilities and trends.  Most dashboards provide drill through to individual staff details.  Users can only view information for the Departments to which they have access.

    • Home – Beacon “Our People” Key Targets, Demographics and Staff Profile by Faculty/Division, School/Branch and Department (continuing and fixed term staff only)
    • Demographics – Head Count and FTE by Age, ATSI Status, Job Classification and Gender
    • Leave – Excess Leave, Leave Balances, Leave Booked and Leave Taken (continuing and fixed term staff only)
    • Staff Mobility – Movements, New Starters, Promotions and Separations (continuing and fixed term staff only)
    • Staff Profile – Head Count and FTE by Faculty/Division, School/Branch, Department, Staff Type, Job Function and Contract Type

Cognos Access

Cognos is user licensed and therefore only available to staff who require access to one of the following areas as part of their core job function:

The following link will open the Cognos portal for authorised users:

To request access please download and fill out an Access Request Form and scan/email it to the BI Team,  [email protected]

For new report requests (or change to an existing report) please refer to the Development and Testing Standards for Professional BI Reports document.

Cognos Upgrade


Our current version of the software, Cognos BI v10.2, reached end of support in April 2018. Extended support is available and currently active for the University however, this support is limited. This presents a business continuity risk to critical processes dependent on this software.

Benefits of the Cognos upgrade to the University include:

  • Mitigate the business continuity risk of software failure
  • Continue to meet the ongoing reporting requirements of the University community
  • Provide a modern user interface to the user community

What is changing?

The project is a Like-for-Like upgrade, so new enhancements will not be implemented initially but reviewed and implemented through a future whole of University requirements analysis.

The new version of software does offer some significant new capabilities including:

  • All new modern interface with the entire user experience remodeled with new names and fly out menus
  • Report authoring is now a singular environment with some new functionality
  • New administration and configuration

When are the changes coming?

The upgrade Project commenced in February 2019 with the Feasibility and Discovery phases now complete. Key milestones are:

  • The new system build is underway and will be available from July 2019
  • Report migration will occur from July to October 
  • Learning resources will be available in November
  • Implementation is scheduled for December 2019
  • Support for self-service users will be provided until Jan 2020


All current Cognos users should have access to the Cognos Upgrade Toolkit within My Uni. If you are unable to access the tool kit please contact [email protected]

Frequently Asked Questions

  • In general terms, this will impact anyone who develops, receives, or accesses reports generated from Student, Finance, Human Resources and/or Research data.

  • The current version (Cognos BI 10.2) reached end of support on 30/04/2018. Extended support is available and currently active for the University however, this support is limited and does not include fix packs, patches etc.
    Therefore, to mitigate risk and increase usability, it is being upgraded to the version 11.0.

  • This is a Like-for-Like upgrade, so new enhancements will not be implemented initially but reviewed and implemented via the Data, Analytics and Insight (DA&I) Strategy and Implementation Roadmap. The key impacts will be to the User Interface and the generation, visualisation and accessibility of reports.

  • The Project will be carried out in a waterfall method with new infrastructure running parallel during testing of reports and once all ‘Go Live’ criteria is met, system will then be switched over to the Cognos 11 in a big bang approach – this is scheduled for December 2019.

  • All Professional reports will be migrated and thoroughly tested in the new version. All Self-
    Service (Workspace Advanced) reports will be migrated and increased support will be available after go-live should there be any issues.

  • Please direct any enquiries concerning Cognos to the BI Team.

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