Report Subscription

Information Exchange

Purpose

The Reporting Services is a suite of services that provides tools and information to enhance your resources to conduct business in PASSKEY.

Reporting Services consists of:

• Report Subscription: Use this service to subscribe to PASSKEY Allocations, Accounting, and Storage Reports.
• Information Exchange: Once you have subscribed to a report, Information Exchange can be used to download the report as either a report or a data file in a ASCII or delimited format.

Function Tabs and Buttons

• Current Tab–Lists your subscribed reports.
• Available Tab–Lists all the reports to which you are not currently subscribed.
• Selection Criteria Tab–Lists all the entities for which you have access.
• Output Options Tab–Customizes the report format and output methodology.
• Unsubscribe Report–Deletes unwanted reports from the Current tab.
• Subscribe Report–Adds or changes subscribed reports.

Navigation

Go to the Tennessee Advantage Website (www.tennesseeadvantage.com) and navigate to the PASSKEY logo (Log In Here) to view the menu. Move your cursor to the Reporting Services option; then click Report Subscription to display the login menu. Enter your User ID and password.

Initial Set Up

Each user is encouraged to perform the initial setup. This is a one-time setup to unsubscribe (delete) unwanted reports and enables you to manage the report function more efficiently.

As a new user, if you choose NOT to perform the initial setup, Report Subscription provides you with the following default settings:

• The system subscribes you to all available reports.
• The reports are sent to Information Exchange, where you can view, forward and download reports.

NOTE: If a customer has 10 users, each user may elect to perform the initial setup.

How To Unsubscribe Reports

1. Click the Current tab (For the initial setup, the system subscribes you to all available reports).
2. Highlight any unwanted reports and click the Unsubscribe button at the bottom of the screen.
3. After completing the initial setup, the Current tab lists ONLY the reports to which you have subscribed.
4. Highlight each report.
5. Click the Selection Criteria tab to display a list of all the entities for which you have access.
   NOTE: The Selection Criteria can be changed. (See the Selection Criteria section for complete details.)
6. Click the Output Options tab. For the initial setup, the reports are sent to Information Exchange.
   NOTE: You can change the Output Option for each report. (See the Output Options section for more details).

How To Add Reports

Use the Report Subscription (Add) function:

• To add reports.
• To make changes to subscribed reports.

NOTE: Any additions or changes to the reports are effective the next day.

1. Click the Available tab to display a list of all reports made available by the Transportation Services Provider.
2. Scroll down the list to find the appropriate report, or use the Query button to search for the report.
3. Highlight the appropriate report and click the Subscribe button to add the report.

Selection Criteria

After selecting the report, the system prompts you to the Accept Selection Criteria submenu.

The Accept Selection Criteria lists all the entities for which you have access. The following options are available (your company and any companies for whom you are an agent):

1. Accept the system’s criteria (i.e. select all the entities for which you have access) and click the Accept Criteria button.
2. Add a new entity to the report. To add one or many new entities.
    
   • Click Add Selection Criteria to display a list of all the the Transportation Services Provider’s customers.
   • Highlight the customers and click the Select button.

   NOTE: Select only the entities for which you have access. PASSKEY will run a daily batch job to validate the selection. Any unauthorized selection will not be approved by the Transportation Service Provider.

3. Click the Save Changes button.
   
   NOTE: (i) Any changes in the Selection Criteria (entities) will apply to ALL THE REPORTS subscribed for the user. Therefore, you cannot customize the entity for each report under the same user’s ID. (ii)PASSKEY will run a daily batch job to update the entities to which the user has access.

How To Select Output Options

1. Select the format and type of output for the reports. (Multiple outputs can be chosen for a report.)
2. Click the Type of Output column: Then click the drop down box and choose one or several of the seven types of outputs.

• Alternate Delimiter—The data fields in the report will be separated by a user-defined field (e.g., comma). This format may be downloaded to an Excel worksheet.

1. From Select Output Options, click the Add New button.
2. Select Alternate Delimiter as the type of output.
3. Click the Configure Options button.
4. Enter the user-defined field (e.g., comma) in the Require Parm Value column.
5. Click the Save Changes button.

• Auto Download to PC—whenever you log into the Reporting Services, the reports with the Auto Download to PC option are automatically downloaded to the specified location on your computer.
  NOTE: This option is not recommended for large report files. Once the process begins other functions may not be performed in PASSKEY.

1. From Select Output Options, click the Add New button.
2. Select Auto Download to PC as the type of output.
3. Click the Configure Options button to display the Auto Download Filenames submenu. Then, select:

1. The type of reports to be downloaded—Select to download the Print file, the Data file and/or Delimited file. (Multiple selections can be made.)
2. The download location (path) on your computer. User can also choose to use the default: File location and name: XXXmmdd.file (mm= month dd=day).
   NOTE: For Print File, enter LPT1 on the Download Location.
3. The type of file to download, click the Selected box.
   
   The report is selected to be downloaded.
   
   The report is NOT selected to be downloaded.

4. Click the Save Changes button at the bottom of the Auto Download Filenames submenu.
5. Click the Save Changes button at the bottom of the Select Output Options screen.

• Auto FTP (File Transfer Protocol)—whenever you log into the Reporting Services, the reports with Auto FTP are automatically transferred to the specified location on your server.

NOTE: Please contact the help desk at (713) 420-4600 or 1-800-327-8328 for Auto FTP detail instructions.
NOTE: This option is recommended for large sets of data.

• Date Exchange Mailbox—sends reports to Information Exchange where you can view, forward, and download reports. (See Information Exchange for more details.)

1. From Select Output Options, click the Add New button.
2. Select Data Exchange Mailbox as the type of output.
3. Click the Configure Options button.
4. Click the Save Changes button.

• Data Field Selection—selects the data fields that you will receive for the Data and Delimited file types.

1. From Select Output Options, click the Add New button.
2. Select Date Field Selection as the type of output.
3. Click the Configure Options to display the Report Subscription–Data Field Selection sub menu. (Current tab–lists all the subscribed data fields. Available tab–lists all the available fields.)
4. At the Current tab, click the Add New button to display a list of available report fields. Highlight the appropriate fields and click Add Report Fields button. (Multiple data field can be selected.)
5. Modify the sequence number on the Seq No column to sort the fields in ascending order.
6. Click the Exit button at the bottom of the Report Subscription—Data Field Selection submenu.
7. Click the Save Changes button at the bottom of the Select Output Options screen.

• Email—The reports are sent to a specified email address. You may not choose multiple addresses. The default report format for the email is the print file:

1. From Select Output Options, click the Add New button.
2. Select Email as the type of output.
3. Click the Configure Options button.
4. Type your email address (e.g.johnn@epenergy.com) in the Require Parm Value column.
5. Click the Save Changes button.

• Facsimile—The reports are sent to the fax number specified in print file format. You may not choose multiple fax numbers

1. From Select Output Options, click the Add New button.
2. Select Facsimile as the type of output.
3. Click the Configure Options button.
4. Type the fax number (e.g.713-420-9999) in the Require Parm Value column.
5. Click the Save Changes button.

Exceptions

Multiple outputs can be selected for a report with the following exceptions:

If you select both Auto Download to PC and Email as the type of output, Report Subscription will stop the auto download process and the reports will be sent to the email address specified. In addition, Report Subscription will only email the user-specified file type (Print, Data and/or Delimited) in the Auto Download to PC (see Auto Download to PC for more details).

If you select Data Field Selection as the type of output, the data field selections will determine which data fields you receive for the Data and the Delimited files in both Report Subscription and Information Exchange.

Introduction

With Information Exchange, you can manage reports and file exchange chores with ease. Use Information Exchange to display critical reports from the Transportation Services Provider in the most useful format. You can either download reports to your printer or download report data to your PC for in-depth analysis. Information Exchange also gives you the electronic tools to communicate with business partners. (e.g., Reports can be sent to another PASSKEY user for review.)

In addition, Information Exchange stores a copy of your subscribed reports. (Information Exchange will store all the available reports for new users that choose NOT to perform the initial setup.)

Navigation

Go to the Tennessee Advantage Website (www.tennesseeadvantage.com) and navigate to the PASSKEY logo (Log In Here) to view the menu. Move your cursor to the Reporting Services option; then click Information Exchange to display the login menu. Enter your User ID and password.

Radio Buttons

Radio Buttons, which categorize the available reports, are located in the Information Exchange screen.

• Pending Button—Lists newly created files. The reports in the Pending screen are moved to the Accessed screen after the report has been retrieved. The reports can also be moved from the Pending screen to the Accessed screen WITHOUT the reports being retrieved. (See the Status function tab for more details.)
• Accessed Button—Lists all retrieved reports.
• Current Button—Lists all the reports from the Pending and Accessed buttons.
• Purged Button—Lists retrieved reports that are no longer available online.

Function Tabs

Highlight the report and click the appropriate function tabs:

• Display—Displays the report online.
  
  
  1. Highlight the appropriate report and click the Display button to view the Select File Type submenu.
  2. Select one of the following three (3) file types and click the OK button.
     
     Print—Displays the data in the report format. (e.g., the VASCR 214 report format.)
     
     Data—Displays the raw data with no report format. (e.g., there will be no report headings.)
     
     Delimited—Displays the raw data with each data field separated by a user-defined field (e.g., a comma) See Report Subscription Type of Output (Alternate Delimiter) for more details.

• Download—Downloads the report to a user-specified location.
  
  
  1. Highlight the appropriate report and click the Download button. The system displays the Download File Selection submenu.
  2. Select one or more of three (3) file types (Print, Data, and/or Delimited) and enter the download location for the report.
  3. Click the OK button.

• Detail—Provides more detail for the report.
  
  
  1. Highlight the appropriate report and click the Detail button.

• Forward—Forwards the report to another user. The other user can view the forwarded report on Information Exchange.
  
  
  1. Highlight the report and click the Forward button to display the User Select submenu, which lists all the users in Reporting Services.
  2. Highlight the user and click the OK button.

• Status—Changes the way the report is accessed in Information Exchange.
  
  1. Highlight the report and click the Status button to display the Change File Status submenu. Select the Status Options:
     
     Remove From Auto Download—if you select the Auto Download option, when you log into Reporting Services, the reports are downloaded automatically. You can select to stop and clear all the reports waiting in the download queue. The auto download process will resume the next time you log into Reporting Services.
     
     Remove and Move to Accessed—Moves the report from the Pending screen to the Accessed screen WITHOUT retrieving the report.
      
  2. Click the OK button.

• History—Displays the history of the report.
  
  
  1. Highlight the report and click the History button.

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