Supplier Reporting: Overview

Beeline is a “Data Driven” organization. Beeline Enterprise provides access to a variety of report features from the easy-to-use dashboard reports, to Manage/Search list reports, and the Report Gallery access to standard, base, and favorites reports. The key to accessing reports in Beeline Enterprise is knowing what they are and where to locate them.

Dashboard

Dashboards can be found on the user’s homepage, accessed from the Header Menu. Dashboards are governed by the Beeline Enterprise data visibility rules, so the reports displayed are specific to your user role.

List Reports

List reports can be found throughout Beeline Enterprise. List reports can be modified and exported. Once exported the user can format the information to the arrangement of their choice.
 

Standard Reports

Beeline Enterprise standard reports have predefined fields for overall consistency. They are also known as canned reports.
Key aspects include:

• Access to data is based on data visibility rules and permissions
• Filtering is based on pre-set filters
• Scheduled reports can be set to run once, daily, weekly, or monthly

The majority of the base reports are designed for the Program Office and Hiring Managers, however Suppliers are provided with similar, client-approved standard reports within Beeline Enterprise with data visibility limited to just the Supplier’s data.
 

Base Reports

Base reports are report templates built from report Definitions. Definitions are the root of Beeline Enterprise reporting. They list all the possible fields that can be incorporated into any Beeline Enterprise report broken down by subject category (for example, Request, Candidate, Assignment, Timesheets, etc.) Which fields are relevant depends on which Beeline Enterprise solution (Contingent Staffing, Services Procurement, and Resource Tracking) the client subscribes to. These report templates specify which data fields can be used in a specific Base Report. They are also known as ad hoc reports. These templates make it easier—and faster, to build reports since these base reports only include fields that are relevant to a specific client.

Base Reports that are visible to Suppliers are SV (Supplier View) Reports. The data visibility restrictions on Supplier View reports ensures that each Supplier only sees their own data.

Instance

An Instance is any report built from a base or standard report that is then published, scheduled, or saved as a Favorite in your Report Gallery. The key factor in creating an Instance is to know where your starting point is.

Report Gallery

Report Gallery displays reports as visual tiles with searchable tags that are arranged in report groupings. Reports can be grouped together by favorites, recently run, recommended, or additional making it easier to find the report you seek. Combine this with the visual search option and the thumbnail view of the data, the user can see what is in a report without even having to open it.

Showcase Tour

The showcase tour provides an overview of the key features in the Report Gallery. You can navigate through the entire tour or close it after a particular feature is displayed. You can also re-launch the tour at any time should you need a quick refresher.

Step 1. Click showcase tour to begin.

Step 2. Read each panel section for information details.

Step 3. Click Next Feature to advance to the next panel or click Close to exit the tour.

Visual Search

Using the search box, enter words to have the system provide report tags that can be added to the search. Search tags are added to the right and can be removed as the search is being performed. Use the X icon next to the search term to remove it. Tags are easily added and removed. They can be adjusted at any time.

Reports Grouping

The report search screen groups reports to help you more quickly find relevant reports. The following groupings display dynamically based on whether there are reports that fit the grouping:

• Favorites - Displays reports that you have saved as favorites that match the search criteria.
• Recent - Displays reports that you have recently run that match the search criteria.
• Recommended - Displays standard reports that match the search criteria.
• Additional - Displays reports that are not in any of the other groupings that match the search criteria.

Report Tiles

The report tile displays information about the report to provide a quick way to locate relevant reports and compare information contained in the report. The graphic on the Report Tile provides a visual indication of the type of the report (sourcing or management).

Several actions can be performed from the report tile including add/remove favorite, run or create the report, and view report details.

• Use the Star icon to add or remove the report as a favorite.
• Use the More Info button to see additional information about the report.
• Use the Run button to launch the report or the Create button to create a report.

Each report tile is a visual preview (thumbnail) of the report so a user can “peek” into the report without having to actually run the report.

• Report Type - displays above the report title
• Favorite - click the star icon to easily save any report to your Favorites list
• Report Name - displays in the center of the tile
• Run - click this button to run, create, or schedule a report
• More Info - click this button to view summary information related to the report

Supplier Reports (Default List)

Your initial Report Gallery display will include tiles for all the default Supplier View reports.

How to run a Standard Report

To run a standard report within Beeline Enterprise, you first need to select the report from the Report Gallery.

1. Navigate to the Report Gallery and locate the tile for the standard report you want to run.
2. Click Run (bottom left corner of the tile). The Create Report screen displays.

   

   Optional: Enter an alternate Title of your choice. 

3. READ and follow the advisories posted in the Instructions section.
4. Use the filters in the Parameters section to modify the report or leave the parameters blank to pull all the data to which you have access. Required fields are indicated by an asterisk (*). The report will not pull any data if the required fields are left blank.
5. Click Create Report to run the report. (TIP: If you prefer to schedule the report to run at a different time, you will need to follow the instructions in the Supplier Reporting: Scheduling Reports article.

How to adjust and run a Base (Ad hoc) Report

Since Base Reports are templates, they need to be built before they can be run. Report Builder is the tool you will use to do this.

1. Navigate to the Report Gallery and locate the tile for the base (ad hoc) report you want to run. (TIP: Report tiles with a “Base Ad hoc” label are base reports.)
2. Click Run (bottom left corner of the tile). The Report Builder screen displays.

   

   (TIP: For insights on how to use the Report Builder, view the showcase tour.)

   

    

3. Information section: The information section displays the generic report name, a brief description of the report, and the ability to add your own Report Title by clicking the pencil icon.

4. Output Type: Select the desired output format for the report from the selection list. Output Type determines how the final report will be formatted. (See Appendix section for the list of options.)

5. Fields: Use the Fields section to select the desired field(s) to include in your report. You can search for a field by typing the name in the search box or you can do an advanced search by clicking the magnifying glass icon. The fields you select is the data that will appear in your report.

   

   NOTE: The PREVIEW section at the bottom of the screen will begin to populate as you add fields.

6. Organizing the Fields: Report fields can be configured in a variety of ways to enhance how they are displayed on the final report. Configuration options include the ability to rename each field label, to set the alignment of the report data within each column, and to designate the sort order and manner of sorting for each field. Additional configuration options are available based on the selected output option for the report.
   
   ♦ Field Label – to edit the column name, click the pencil icon. This allows you to enter the label of your choice as the column name.
   ♦ Sort Priority – use this to select the field by which you want to sort your data. If sorting, you can also then select an ascending or descending order.
   ♦ Options – use this to select how to group and align your data. To make selections, click the wrench icon for the field you want to organize.
   ♦ Reordering columns – to reorder the way the columns appear in the report, simply drag and place the field in the position where you want it to appear.
   ♦ Remove data – if a column of data is not needed, simply click the X for the field you want to remove from the report.
   ♦ Functions - Functions are variables, usually numeric or date/time related that when combined, create a new calculated field. Not all functions will be available for each field. You can find a full function description by hovering over the question mark icon. To add a function, click the Search Function box and select a function from the list. For a description of the standard functions, refer to the Report Functions in the Appendix section

7. Optional Filters - Filters allow a user to limit the data returned on a report. Multiple filters can be combined with Boolean operators, such as ‘and’ and ‘or’ to create complex queries.
   ♦ To add filters, Click the Filters tab. Here you can search for a field to filter by, by typing the name in the search box, or doing an advanced search using the magnifying glass. Data can be filtered by any available field.

   

   ♦ Select the Operator drop-down arrow and select an operator from the list that defines the condition.

   

   ♦ Select the data you want to appear in the report based on the field and operator. Filters can also be combined with another filter by clicking the “And” or “Or” option.

   

    

8. Optional –Drill Levels - Drill levels are typically used when looking to start with a high-level overview and then drill in deeper for specific information. Drill levels represent the data that is returned in the second (drill-down) layer of reporting and contains a second list of fields. In order for the application to generate this second (drill-down) layer of data, an aggregate function must be selected and added in the Fields section of the screen. If a drill level appears, you can select all fields you want to see once you drill into the data.
   NOTE: Not all output types support drill levels.

   

    

9. Run Report:  Once your report is customized to the way you would like, click Run Report.
    

   

    

10.  Add to Favorites or Schedule: - Once your report is created, you can then add the report as a Favorite or schedule it to be automatically emailed to you or the individuals of your choice.
    • Add to Favorites: use when you may want to run the report on a sporadic basis.
    • Schedule Report: use when you want this run on a set schedule.
    • Click the appropriate option and follow the instructions.

    

    
    TIP: Detailed instructions for scheduling reports can be found in the Supplier Reporting: Scheduling Reports article.

Appendix

Output Types (Base Reports)

• List - The report data displays as a list on a new screen within Beeline Enterprise.
• Excel - The report data displays in a new Microsoft Excel workbook.
• Form View - This option is used for building form reports or form screens. This Output option takes all fields and pivots them down to display each record in a separate form view.
• HTML - The report data displays in a new window as a Web page with no paging options.
• Chart - The report data displays in a chart format. There are a number of report options available to customize the appearance of the report.
• Formatted Report - The report data is displayed in a predefined template selected by the user. Through formatted report templates, clients can produce reports with customization, as well as groupings of report data. There are a number of report options available to customize the appearance of the report. Once created, Formatted Reports include features such as, Page Forward/Back, Zoom, Text Find, Export, and Print.

Functions (Base Reports)

• Count – Count the number of occurrences
• Distinct Count – Displays distinct count of occurrences
• Left Pad – Left pads the field with a character to a fixed length
• Left Trim – Trims the field to the length given (for example – 00001234 with a left trim of 4 would now read – 1234)
• Max – Displays the maximum value of the field
• Min – Displays the minimum value of the field
• Rank – Ranks the fields into Groups
• Right Pad – Right pads the field with a character to a fixed length
• Right Trim – Right trims the field to a given length
• Static Value – Static Value field
• Substring – Splits the field’s data from a start position to a length