Step-by-step guide to creating Rational Focal Point reports

Get an overview of how to create basic reports within IBM Rational Focal Point. Anurag Saraf gives you step-by-step instructions for using the customizable, built-in report generator.

Anurag Saraf (, Senior Staff Software Engineer, IBM

author photoAnurag Saraf is a Rational Tools Administrator in the IBM Software Labs in Pune, India. He works with the IBM Systems and Technology group in Rochester, Minnesota and supports their Rational tools environment, which includes Rational ClearCase, Rational ClearQuest, and Rational Focal Point. He has been with IBM for more than five years and has written for developerWorks previously.

developerWorks Contributing author

20 March 2012

IBM® Rational® Focal Point™ includes a customizable, built-in report generator. The report can be generated in RTF or PDF format by using a report template and a report type.

Report template
Templates are available with the software. Each template can be used in all of the workspaces.
Report type
A report type connects a report template and a workspace by determining the workspace components to use in the template. Each workspace has a list of report types. Several report types can use the same report template but connect to different views. To create a report type, you need a report template.

Only the users who have Global Administrator access or have global permission to manage reports can generate and publish reports.

Steps to generate a report in Rational Focal Point

Creating a report involves six relatively simple steps:

  1. Choose the workspace for the report
  2. Select the type of report
  3. Associate a view
  4. Specific access method and privileges
  5. Configure email notification
  6. Generate the report

Choose the workspace for the report

  1. Log in to Rational Focal Point using Global Administrator access (Figure 1).
Figure 1. Rational Focal Point login screen
Rational Focal Point User ID and Password fields

You will be presented with a list of the workspaces (Figure 2) in the environment where you have access.

Figure 2. List of workspaces
My Workspaces list, color-coded

Larger view of Figure 2.

  1. Select the workspace in which you want to generate a report (for this example: Portfolio Management Demo).
Figure 3. Select the workspace
Portfolio Management Demo selected

Larger view of Figure 3.

Figure 4. Workspace home page
Admin view

Larger view of Figure 4.

Select the type of report

  1. From the menu at the left (Figure 5), select Reports > Generate report.

Portfolio Health in this screen capture is a sample of a default workspace. It varies according to workspace configuration.

Figure 5. Generate Report option
Generate Report selected under Reports option

Larger view of Figure 5.

  1. On the next screen, click the Add Report Type button to create report types.
Figure 6. Add the report type
Report Types view, with none available yet
  1. Click the downward arrow to select the target of the report type from the drop-down menu.
Figure 7. Select the report target
Window titled Select report target

Larger view of Figure 7.

  1. Enter the details of the report type (see Figure 8):
    • Title
    • Description
    • Format
    • Views available when mapping
Figure 8. Enter details for report type
Window titled Add Report Type, with details

Larger view of Figure 8.

Associate a view

Next, you need to associate a view before generating the report, because, as Figure 9 shows, no view is associated with the report yet.

Figure 9. Associate a view with the report
Header, Report areas, latter says no view selected

Larger view of Figure 9.

  1. Select the view that will be the base for report generation (Figure 10), and then click Next to proceed.
Figure 10. Select the view to associate with the report
Portfolio view is selected and associated

The next screen (Figure 11) shows the associated view name, Homepage - Portfolio, under the Report section.

Figure 11. Report type shows associated view
View name appears (besides yellow editing pencil)

Larger view of Figure 11.

Specify access method and privileges

The next step is to associate a method for accessing the report from these options (see Figure 12):

  • Specific member or set of members
  • Member view
  • All members
  1. For this example, you will select the specific set of members who will have access.
Figure 12. Select the method for report access
Radio buttons for list of methods for access

Larger view of Figure 12.

  1. Now, specify the users who will have access to report by selecting the check boxes next to their names from the list of Business Stakeholder and Executive Stakeholder members (Figure 13).
Figure 13. Select users who can access the report
6 users selected, including one executive

Configure email notification

After selecting users, configure the email settings for the report.

  1. First, click the yellow editing pencil so you can specify who sends the email.
Figure 14. Select the member who will send the email
Report Types view with Email column

Larger view of Figure 14.

  1. Next, in the Edit Email Settings for Report Type pane, click LookUp to launch a pop-window where you can associate the name of the email sender.
    1. Type the name and press Enter to get the results of the name entered
    2. Click the name to associate it with the view.
Figure 15. Look up members to associate an email sender
Name of email sender is selected

Larger view of Figure 15.

The Sender field is now associated with the specified member in Email Settings for Report Type view (Figure 16). This view also includes:

  • Template
  • Title
  • Description
  • Email day (drop-down menu for selections)
  • Email time
Figure 16. Sender is associated
View: Edit Email setup for report type

Larger view of Figure 16.

Next, you need to select one of these methods to send email to different users (Figure 17):

  • Specific member or set of members
  • Member view
  1. Here, you will select specific members who will receive email notification.
  2. Then click Next.
Figure 17. Select an option for the email recipients
List of email receiver options

Larger view of Figure 17.

  1. From the Business Stakeholder and Executive Stakeholder lists on the next screen (Figure 18), select the email recipients as you did when you selected the email sender.
  2. Click Finish.
Figure 18. Select email recipients
6 members selected, including one executive

Generate the report

  1. After the email settings, click the report name to specify header and cell settings.
Figure 19. Report Types screen showing report properties
Portfolio Health selected in the Name column

Larger view of Figure 19.

  1. In the next window (Figure 20), fill the Header and Table Cell fields that you want to appear on the report.
  2. Select proper page size and orientation for the report. By default, the page size will be A4 and the orientation will be Portrait.
  3. After filling in that information, click the Generate Report button
Figure 20. Specify the Header properties and Generate Report
Set header, report type, and report settings

The next screen (Figure 21) shows the message that the report was successfully generated.

  1. Click the here link to view the report.
Figure 21. Report generated successfully
First line: Click here to view the report

Figures 22, 23, and 24 show pages from a sample report.

Figure 22. Report display
Portfolios topic, Infrastructure subtopic
Figure 23. Report display, continued
Financials: Existing Projects, Pipeline Projects
Figure 24. Report display, continued
Plan status, Net Cash Flow, Scores



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Zone=Rational, DevOps
ArticleTitle=Step-by-step guide to creating Rational Focal Point reports