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Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and...

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Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651- 5908 Participant code: 182500 To participate via VoIP… You must have a sound card You must have headphones or computer speakers © 2014 The Johns Hopkins University. All rights reserved.
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Page 1: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 1

FastFactsFeature Presentation

August 13, 2015

To dial in, use this phone number and participant code…

Phone number: 888-651-5908 Participant code: 182500

To participate via VoIP…

You must have a sound card

You must have headphones or computer speakers

© 2014 The Johns Hopkins University. All rights reserved.

Page 2: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 2

Today’s TopicWe’ll be taking a look at…

Analysis - Basic NavigationAnd

How to Customize a Report

Page 3: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 3

Today’s Presenter

Cathy BasiagoSenior Software Engineer, EBSContact: [email protected]

410-735-7106

Page 4: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 4

Session Segments

Presentation

In this session, Cathy will demonstrate basic navigation of Analysis. This will include how to access Analysis, locating and launching reports, exploring the new layout, discussing new functionality and how to customize reports.

During Cathy’s presentation, your phone will be muted.

Q&A

After the presentation, we’ll hold a Q&A session.

We’ll open up the phone lines, and you’ll be able to ask questions.

Cathy will answer as many of your questions as time allows.

Page 5: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 5

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: [email protected]

Page 6: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 6

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.

Page 7: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 7

How To View Full Screen

Click Here

Page 8: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 8

Analysis - Basic Navigation

Page 9: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 9

Agenda

After today’s presentation you will be able to:• Identify how to access Analysis• Demonstrate how to locate Analysis reports• Demonstrate how to launch a report• Demonstrate functionality of the prompt screen (same as

variable screen in current BW)• Distinguish the three areas of the Analysis workspace• Locate and identify functionality and features of the tool bar • Demonstrate how to customize a report• Identify how to save a customized report• Demonstrate how to retrieve a saved report• Identify how to export or print a report• Demonstrate how to send a report

Page 10: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 10

How to Access Analysis

Access Analysis through the Enterprise Reporting tab in SAP

There is a new version of the SAP BW News located here

BW News offers information about daily BW data loads

Notifications of BW events and changes are also found here

Page 11: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 11

How to Access Analysis

Click Open Analysis from BW News page on the Enterprise

Reporting tab

Page 12: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 12

Live Demo

Page 13: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 13

Analysis

The link will launch the Business Objects Launchpad

Analysis workspaces are stored in folders similar to the BW

Report Center today

Page 14: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 14

Find an Analysis Workspace

Navigate through the folders to find the BW Reports

There is also a search function available

Page 15: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 15

Open an Analysis Workspace

Double-click on a workspace to open it

A new tab will open and a prompt screen will appear

Page 16: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 16

Prompt Screen

The Prompt (variable) screen is used to narrow down the

data that the report retrieves

The Prompt screen looks and behaves similar to the BW

Report Center Variable screen

Page 17: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 17

Prompt Screen

Mandatory (required) prompts will be designated by a red

asterisk (*)

Page 18: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 18

Prompt Screen

Fill in the mandatory prompts by typing a value

Or select the value from the member selector list

Fill in optional variables to report on additional criteria

Use the drop down arrow to open the optional variables

Page 19: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 19

Prompt Screen

If you want to save the prompt values with the workspace,

check the checkbox for Save Prompt Values on the prompt

screen first.

Page 20: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 20

Prompt Screen

Click OK to execute the report

Page 21: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 21

Report Layout

Across the top of the report layout will be tabs

Home tab

Documents tab

Tabs for open workspaces

Page 22: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 22

Home Tab

The Home tab contains:

Recently viewed documents

Inbox

Recently run documents (not used)

Alerts (not used)

Applications (not used)

Refer to screen shot on the next slide

Page 23: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 23

Home Tab

Page 24: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 24

Documents Tab

The Documents tab is where workspaces can be found

Page 25: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 25

Documents Tab

My Documents contains a user’s favorites and inbox

Page 26: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 26

Documents Tab

Folders lists the folders containing workspaces

Page 27: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 27

Documents Tab

Search allows a user to search for workspaces

Page 28: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 28

Reporting Tabs

Open workspaces will each have their own tab

Users can have multiple tabs (reports) open at once

For best performance, close tabs when not actively using

them

Page 29: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 29

Report Layout Overview

A workspace has three main sections

Data panel

Layout panel

Results area

Each section can be closed to provide more screen real

estate

Sections can be re-opened at any time

Let’s review each area on the next few slides.

Page 30: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 30

Report Layout – Data Panel

The left-hand section is the Data panel

It contains the free characteristics that can be added to the

report

Page 31: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 31

Report Layout – Data Panel

The Data panel can be closed by

clicking the double arrows

It can be opened by clicking the

Data button

Clicking the Prompt button will

reopen the Prompt (variable)

screen

Page 32: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 32

Report Layout – Layout Panel

The middle section is the Layout Panel

It show the rows, columns and background filters displayed

on the report

Page 33: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 33

Report Layout – Layout Panel

Close the Layout panel with the X

in the upper right corner

It can be opened by clicking the

Layout button from the toolbar

The panel can be resized by

dragging the right hand side

Page 34: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 34

Report Layout – Results

The right section is the Results panel

It displays the resulting data from executing the report

Page 35: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 35

Scrolling

Use the scrollbars at the bottom to view all the

characteristics and key figures

Page 36: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 36

Scrolling

The scrollbar on the right is used to view all the data in the report

Note: data is not broken into pages like BW Report Center

Page 37: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 37

Toolbars

There are several toolbars within the Analysis tool

The upper left toolbar has icons for:

New Analysis (not used)

Open Analysis (not used)

Save

Send

Export

Print

Page 38: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 38

Toolbars

Page 39: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 39

The toolbar on the right has three tabs.

Analyze

Insert

Display

Click each tab to view the sub-menus below them

Toolbars

Page 40: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 40

ToolbarsThe Analyze toolbar has buttons for:

Filter

Sort

Custom Calculations

Conditional Formatting (same as exceptions in BW Report

Center)

Page 41: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 41

The Insert toolbar has buttons for:

Insert New or Sub Analysis

Insert a vertical bar chart

Insert a line chart

Insert a pie chart

Insert a horizontal bar chart

Insert other types of charts

Switch chart to a different type of chart

Toolbars

Page 42: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 42

The Display toolbar has buttons for:

Swap Rows and Columns

Create custom hierarchy

Format measures (key figures)

Move location of totals

Show/Hide Nulls and Zeros

Focused Analysis

Update Sub-Analysis

Toolbars

Page 43: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 43

On the far right of the toolbar section are two buttons:

Help (SAP Standard Documentation)

Auto Update – used to pause and un-pause data refresh

Toolbars

Page 44: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 44

Customizing Workspaces

Analysis workspaces can be customized to show specific data

Customizing a workspace includes tasks such as:

Adding additional characteristics

Removing characteristics

Reordering columns

Resizing columns

Changing display of characteristics

Filtering data

Page 45: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 45

Add Characteristics

Additional characteristics can be added to the report to show

more detail

To add a characteristic, simply drag it from the data panel to

the layout panel

You can add it in any position on the report

Page 46: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 46

Remove Characteristics

To remove characteristics, drag them from the layout panel

back to the Data panel

Page 47: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 47

Reordering Characteristics

To reorder the characteristics, move them around within the

Rows pane by dragging and dropping them.

Page 48: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 48

Resize Columns

Drag the column border to resize any of the columns

Page 49: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 49

Display Properties

To change the display of a characteristic, right-click the

header and choose Display as Desired format

You can choose Key or Text only, or a combination of the two

Page 50: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 50

Filtering

Add a filter to view a subset of the report data

Right-click Funds Center, and Filter by Member

Select only the values you wish

to display

Click OK

Page 51: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 51

Saving Favorites

Customized workspaces can be saved to a user’s favorites

To save a copy of the workspace, click the arrow next to the

Save button on the toolbar

Choose Save As…

Page 52: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 52

Saving Favorites

Workspaces are saved under a user’s favorites folder

Give the workspace a meaningful name

Click the Save button

Page 53: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 53

Retrieving Favorites

Workspaces can be retrieved from a users favorites area

Go to the Documents tab My Documents My Favorites

Double-click a workspace to open it

Workspaces can be further organized into sub-folders

Page 54: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 54

Export to ExcelTo export the data to Excel, click the down arrow next to

the export button

Choose XLSX (Excel 2007 or later)

Page 55: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 55

Export to ExcelCheck Repeat outer header members

Check Export Key and Text values as separate columns

Click OK

Page 56: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 56

Export to ExcelYou will be presented with options to open or save the file

In this example, choose Open

Page 57: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 57

Export to ExcelThe workspace data will be exported to Excel

Page 58: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 58

Print ReportPrinting in Analysis will generate a PDF

PDF can be saved or printed (hard copy)

Click the printer icon on the toolbar

Page 59: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 59

Print ReportUnder Print What choose the Data option

Click OK

Page 60: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 60

BI Inbox (Email Favorite)Send workspace to other users via their BI Inbox

In a saved workspace, click the down arrow next to the

email envelope

Choose SAP Business Objects Inbox

Page 61: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 61

Send to BI InboxEnter a JHED or partial JHED for the user

Click the binoculars icon

Page 62: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 62

Send to BI InboxHighlight the user and use the arrow to move to Selected

Recipients

Page 63: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 63

Send to BI Inbox To add more users, click User List in the left

Perform the next search

Page 64: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 64

Send to BI InboxRepeat the process until all recipients are added

Click Send

Page 65: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 65

InboxEmailed reports will show in the recipient’s inbox (under My

Documents)

Page 66: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 66

Log Off

When you are finished with Analysis be sure to log off.

Click the Log off link in the top right-hand corner.

Page 67: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 67

End Live Demo

Page 68: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 68

ResourcesThis page contains links to the various resources mentioned throughout this presentation. You can click on the links or copy and paste the links into your web browser.

JHU Finance Website:http://finance.jhu.edu/reports_guides/analysis/overview.html

JHU Finance:[email protected] or 410-516-3277SAP at Hopkins:

http://www.sapathopkins.org/

SAP Portal:http://sap.johnshopkins.edu/

Training Questions:[email protected]

Page 69: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 69

We’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.

Q&A

Page 70: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 70

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: [email protected]

Page 71: Slide 1 FastFacts Feature Presentation August 13, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

Slide 71

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://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!


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