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FastFactsFeature Presentation

February 28th, 2008

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

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We’ll be taking a look at…Basic Navigation in BWLabor Reports in BW

Today’s Topic

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Today’s Presenter

Josh OleszczukController’s Office Staff Accountant

Accountant for JHH and BMCJHHS Business Warehouse (BW) TrainerPrior SAP experience with Diageo, FI/CO,MM Modules

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Session Segments

PresentationJosh will show us how to log-in to BW, navigate within the system, and labor reporting. During his presentation, your phone will be muted.

Q&AAfter his presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Josh will answer as many of your questions as time allows.

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Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.eduYou can also send us an instant message!

GoogleTalk – HopkinsFastFacts@gmail.comAOL Instant Messenger – HopkinsFastFactsMSN – FastFacts@jhu.edu

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Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

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Navigating BW and Labor Reports in BW

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Agenda

BW NavigationFinance Admin Labor Reports

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What Won’t Be Covered

R/3 Labor ReportsOther BW Reporting

For a JHHS focus on Revenue and Expense BW reporting, please sign up for a hands-on instructor led course with JHHS Training. Contact Anna Scheinberg at aleytus1@jhmi.eduFor a JHU focus, use the FITT Website at training.jhu.edu

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Intended Audience

Geared more toward the monthly activity of JHHS or SOM financial analysts, department admins, etc.JHU can use this presentation, but may deal with examples that are unfamiliar.

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Business Warehouse (BW)

Business Warehouse is a program used for reporting that runs on top of R/3.Business Warehouse is also referred to as BW.When you work in BW, your information is not Real Time. There is no interface from BW to R/3, so nothing in BW affects R/3.

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Business Warehouse (BW)

Limited to information that has been uploaded from SAP.Requires Enduser Role:

Most employees that deal with financial analysis in some way have this role.Technical Role name: ZU_ENDUSER_ROLE

Requires additional roles depending on what reports you want to run.

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When to Use BW

BW is used by people who do not have access to R/3.Excellent resource for searching for high level details and identifying people that have created transactions. Best used to look at a lot of data at once (i.e., a group of cost centers or an entire business area).

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Accessing BW

You access BW from your portal.Click on the BW Enterprise tab.Then click here to open BW.

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Accessing BW

BW Report Screen

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Navigating BW

Role Menu This arrow minimizes the Role Menu. If you minimize the menu by accident, useto maximize the menu.The Role Menu is split into two sections: Favorites and JH - Report Library. Under the JH - Report Library, there are 4 main sections.

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Navigating BW

BW Menu

The Search window is at the bottom of the Role Menu. With this, you can search for reports.

Search Window

The BW Menu is on the upper right-hand side of the BW Report Screen. This allows you to return to the Home Screen, Manage Favorites, and offers Help.

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BW News

Navigating BW

In the middle of the BW Report Screen is BW News. Look here for helpful updates.

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Labor Distribution – Total Dollars by Occupation

Navigating BW

To access a report, keep clicking on the folders to open them until you get the report you want or you can use the search feature.

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Labor Distribution Report

The security role for this report is ZBHR_FA_R_FAV_CCIO_SASP. This report is secured at the Cost Center, Internal Order, or Sponsored Project level.

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Tools in Labor Distribution

FilteringLayoutsExporting

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Main Screen

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First Step – Select Time Frame

Here, you type the time frame you want to view.Example: 01/2008 to 07/2008We use a fiscal year so that means July is Period 1 and June is Period 12. The fiscal year is the year end June 30. In this case, our current fiscal year is 2008.

Is there another way I can input the date?

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Selecting Date

Click on this button to bring up a search menu.

On the search menu, click on a date and it will be entered for you.

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Second Step – Business Area

Now that we have our date range setup, we need to enter a business area.

By clicking here, you can pull up more options for entering values into the field.

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Business Area By default, you can enter one business area. But when you pull down the menu, you see other options.

Each of these options will let you choose more than one business area.

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Business Area You can also exclude items by clicking on this arrow.

Or you can add rows by clicking the Insert Row button. These buttons are found at the far right hand side of the screen, so you may have to scroll over.

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Our Screen So Far…

From here you can click Check to verify your values or Execute to run the report. We will click Execute.

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Query ResultsHere is the result of our query.This is the default view of the data.This view can be modified.

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By clicking this you can remove the characteristic from showing.

By clicking this you can add the characteristic to the rows.

By clicking this you can add the characteristic to the columns.

By clicking this you can select a filter.

Other ToolsUsing the Navigation Block, you can change the results you see.

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Filter

When you click the Filter button, you’ll see a typical Filter screen.You can click on the box to the left of the value you want.You have a search capability.You also have the ability to enter ranges of information.

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Editing the Report

After removing the Cost Center and adding Employee, we can edit the report further.

Note that the report has 17 columns, but only columns 8 though 17 are shown. By clicking and choosing “All,” this will allow you to scroll through all the columns on the screen instead of having to keep using the arrows.

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We want this report to only show Total Hours and Dollar. We can do this by clicking the filter button next to Key Figures. This Filter screen will appear.

Editing the Report

Click the Deselect button to uncheck everything.Then click Total Dollar and Total Hours.Then click the Transfer button.

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Report

Here is what the report now looks like.

Can I send this report to someone?The answer is yes, you can email the report, you can export the report to Excel, and you can print the report using the following menu options:

We’ve discussed No. of Rows and No. of Columns. Let’s look at some of the other options.

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Emailing

You can email this report to a person. (The person who is receiving the email needs to have the same access as you or else he or she will not be able to run the report.)

Click Email.

Enter the Recipient’s email address and click Send.

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Exporting

You can export this report to Excel.

Click Printing.

Then select Print to Excel > then either Open or Save.

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PrintingYou can print this report.

Click Printing.

Select a print setting and a print preview screen will appear. Then you can print from there.

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Click to save your report and re-run it in the future. All the filters and layout will stay the same. You can change the variables when you re-run the report.

Click to go back to the variables you entered when you first ran the report.

Click to make the Navigation Block disappear. Click it again to make it reappear.

Additional ButtonsYou can remove the Navigation Block from the report to make the view larger.

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Q&AWe’re going to open the phone lines now!There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

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Thank You!

Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: fastfacts@jhu.edu

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Survey

Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connectpro28579135.acrobat.com/fastfactssurvey/

Thanks again!