BI Navigation & Reporting Business Intelligence Navigation

2BI Navigation & Reporting Course Objectives At the end of this course you should be able to:  Log on to the BRITE Portal –Access Reports via the BRITE Portal  Navigate your way through typical Reports –Financial Reports –Operations Reports

3BI Navigation & Reporting Key Terms SAP Business Intelligence (BI) Software system hosts the reporting data for analytical purpose. Data will be loaded from transaction system every night. Enterprise Central Component (ECC) Enterprise Central Component or ECC is the transactional processing system of the SAP client which runs beside the BI client and is used to process the day-to-day transactions such as such as, purchase requisition or budget transfers within a particular school location. Portal (NetWeaver) A point of access through an internet website to the SAP system. Users will access both ECC and BI through the BRITE portal.

4BI Navigation & Reporting BI Data Extraction  The BI tool is used for reporting purposes.  Actual data is extracted from ECC into BI nightly.  Due to the fact that actual data is exchanged on a nightly basis the Information contained in the BI client is considered near real time. Reports BI ECC Nightly

5BI Navigation & Reporting The following slides demonstrate how to access the SAP BRITE web site and process report information using the Business Information (BI) tool. 1. Go to URL: 2. Click the “BRITE PORTAL press” button. Log on to the Portal

6BI Navigation & Reporting After clicking the Access Portal button the SAP NetWeaver screen will appear. 1. Enter your User ID. 2. Enter your unique password. 3. Click. Log on to the Portal

7BI Navigation & Reporting Reporting Roles  SR – Standard Reporting  ER – Enhanced Reporting  RR – Restricted Reporting  Each module will have three roles (Finance, Budget, Operations)

8BI Navigation & Reporting Select the Appropriate Tab Click the Finance – SR tab Note: The tabs and reports available will vary depending on the end user’s authorization and assigned role(s). Example: Someone given the authorization to view Human Resources (HR) reports will have access to different tabs and reports as another end user authorized to run Funds Management (FM) reports. 1. Click the Finance – SR tab.

9BI Navigation & Reporting Click the Accounts Payable sub-tab Note: The Finance – SR tab is displayed. To help organize and divide the various reports most higher level tabs will have sub-tabs assigned, e.g., Account Payable, Accounts Receivable. 1. Click the Accounts Payable sub-tab. Select the Appropriate Sub Tab

10BI Navigation & Reporting Detailed Navigation section The Accounts Payable sub-tab appears. Note: In this example there is only one report available in the Accounts Payable sub-tab. However many times tabs will contain multiple reports. When multiple reports are available they will be displayed in the Detailed Navigation section of the left column. Reports and variants that have recently been accessed by the end user will be displayed in the Portal Favorites below the Detailed Navigation section. Select the Report

11BI Navigation & Reporting Click report, G/L Account Display Line Item The following steps demonstrate how to access a report and select search criterion. 1. Click the report to be accessed, e.g., G/L Account Display Line Item. Caution: Clicking the report more than once will open multiple sessions of the report. Select the Appropriate Report

12BI Navigation & Reporting Click the G/L Account (Selection Options, Optional) Match Code 1. Click the G/L Account (Selection Options, Optional) Match Code. Select Report Filter Criterion

13BI Navigation & Reporting Select Value ranges The BEx Web – Web Page Dialog box appears and gives users the ability to locate and select search/filtering criteria. The BEx Web – Web Page Dialog box can be used to identify filtering criteria in a variety of different ways. Single value filtering criterion can be selected. Alternately a range of values may be selected as filtering criteria. This presentation demonstrates how to select a range of filtering criteria. 1. Click the Show tool field Possible Entries. 2. Select Value Range from the drop down list. Select Report Filter Criterion

14BI Navigation & Reporting Click the Add button The BEx Web – Web Page Dialog box has changed and displays fields (From / To) that are used to enter a range of values. This example will demonstrate how to select a range of G/L accounts for all expenditures. 1. Click the From field and enter the beginning range value, e.g., Click the To field and enter the ending range value, e.g., Click the button. Select Report Filter Criterion

15BI Navigation & Reporting Click the OK button Notice the range of values have been brought over to the Selections (right side) list. If desired additional single values or value ranges may be added. 1. Click the button. Selections list Select Report Filter Criterion

16BI Navigation & Reporting Run Report Notice the selected range of G/L Account values has been brought in as a filtering criterion. When the G/L Account Display Line Item report is run only G/L Accounts between and will be displayed. 1. Click the button. Click the OK button.

17BI Navigation & Reporting The G/L Account Display Line Item report appears. To ease the viewing of reports the Detailed Navigation (left side) column may be collapsed. To collapse the Detailed Navigation column click the Collapse icon located in the upper right corner of the Detailed Navigation column. Click the Collapse icon Rows appear on top Title of Report Run Report

18BI Navigation & Reporting Reports may be altered and data fields added, removed or rearranged. Data fields are displayed in the order in which they appear in the left side Rows section. In this example the G/L Account is the first row displayed followed by the Doc. number. Data fields can be rearranged by clicking on a data field and while holding down the mouse button dragging the field to it’s new position in the Rows section. 1. Click the data field and drag it up to the top position. Click the Posting Key data field and drag it to the top position Rearrange Report Data Fields

19BI Navigation & Reporting Notice the data fields have been rearranged and the field is on top and the first field displayed in the report. If needed data fields can be removed from viewing. A field can be removed by clicking on the data field and while holding down the mouse button dragging the field into the Free Characteristics section in the left column. 1. Click the data field and drag it down into the Free Characteristics section. Click the Posting Key data field and drag it into the Free Characteristics section Remove Field From Viewing

20BI Navigation & Reporting Notice the field is no longer visible. To view fields which are currently hidden click on the data field and while holding down the mouse button drag the field up until the Rows selection is highlighted (see next slide). Notice the Posting Key data field is no longer visible. Add Field for Viewing

21BI Navigation & Reporting To view fields which are currently hidden click on the data field, e.g., and while holding down the mouse button drag the field up until the Rows selection is highlighted then release the mouse button. Notice the Posting Key field has been brought up into the Rows section and is available for review. Add Field for Viewing Click the Posting Key data field and drag it up until the Rows selection is highlighted then release the mouse button. Drag & Drop

22BI Navigation & Reporting For organization and analyses data displayed in the report may be sorted. Data may be sorted by clicking either the Sort in Ascending or Sort in Descending icons located in the header section of the displayed column. Notice the Ascending and Descending icons are similar. The darkened triangle icon indicates whether a row is sorted in ascending or descending order. To reverse the sorted order click the triangular icon that is not darkened. 1. Click the Doc number row Sort in Descending icon. Sort Data Click the Doc number row Sort in Descending icon

23BI Navigation & Reporting Notice the documents are displayed in descending order. Documents are displayed in descending order Sort Data

24BI Navigation & Reporting Many times the displayed report contains unwanted data. Data may be filtered from the report (PC users only). The following slides demonstrate how to filter report information using a PC. Note: Mac users will need to follow a different procedure that starts on slide 28).slide To filter information right click the Column Header and follow menu path Filter > Select Filter Value. Right click the Column Header and follow menu path Filter > Select Filter Value Select Filter Value (PC users only)

25BI Navigation & Reporting The BEx Web - - Web Page Dialog box appears. 1. If necessary click the Next Page icon and locate the filter value, e.g. SBBC/ Click the button. Next Page icon Select filter characteristic Add button Select Filter Value (PC users only)

26BI Navigation & Reporting Verify the selected filter value is correct. 1. Click the button. Click the OK button Select Filter Value (PC users only) Verify the filter value is correct

27BI Navigation & Reporting (PC users only) Report with the Filtered Data (PC users only) Notice only values which correspond to G/L Account are displayed. The next slides in this presentation demonstrate how report information can be filtered using either a Mac or PC. G/L Account

28BI Navigation & Reporting Many times the displayed report contains unwanted data. Data may be filtered from the report (PC & Mac users). 1. To filter information click the Filter selection. Click the Filter selection Select Filter Value (PC & Mac users )

29BI Navigation & Reporting The Filter selection screen section appears displaying fields which may be used to filter unwanted information from the report. If there is a displayed field which is not presented in the Filter section it may be added by identifying the field in the left column and dragging the field into the Filter selection screen. 1. Click and drag the G/L Account field from the left column into the Filter selection screen section. Select Filter Value (PC & Mac users ) Click the G/L Account data field and drag it up into the Filter selection screen section Filter selection screen section

30BI Navigation & Reporting Notice the selected field (G/L Account) has been brought up into the Filter selection screen section. The Filter selection screen can used to identify filtering criteria in a variety ways. Single value filter criterion can be selected or a range of values may be selected as filtering criteria. This presentation demonstrates how to select a single value filtering criteria. 1. Click the G/L Account Possible Selection icon. 2. Select Edit from the drop down list. Select Filter Value (PC & Mac users ) Click the G/L Account Possible Selection icon. Select Edit from the drop down list The G/L Account field is available for use

31BI Navigation & Reporting Select Single values The BEx Web – Web Page Dialog box appears and gives users the ability to locate and select search/filtering criteria. The BEx Web – Web Page Dialog box can be used to identify filtering criteria in a variety of ways. Single value or a range of values may be selected as filtering criteria. This presentation demonstrates how to select a single value filtering criteria. 1. Click the Show tool field Possible Entry icon. 2. Select Single values from the drop down list. Select Filter Value (PC & Mac users )

32BI Navigation & Reporting Notice the system has been designed to allow a maximum of 1000 data fields to be made available for selection. This number may be changed, for instance if less values are desired this number may be changed to a lesser amount. e.g This example will demonstrate how to filter data for a single G/L account. 1. Click the Next Page icon and locate the value to be used for the filter, e.g., SBBC/ Select the data field to be used then click the button. Next Page icon Maximum number of data fields to be displayed in this list Add button Select Filter Value (PC & Mac users )

33BI Navigation & Reporting Click the OK button Notice the select value has been brought over to the Selections (right side) list. If desired additional single values or value ranges may be added. 1. Click the button. Selections list Select Filter Value (PC & Mac users )

34BI Navigation & Reporting (PC & Mac users) Report with the Filtered Data (PC & Mac users) Notice only values which correspond to G/L Account are displayed. G/L Account

35BI Navigation & Reporting The manner in which Information is displayed in reports may be changed. Example: Data columns may be designed to display only the unique data number, e.g., Alternately Data columns may be designed to display the unique number and data description, e.g., – 8 Basic. Notice in the displayed report the Functional Area field displays only the unique Functional Area number (Key). Change Data Display

36BI Navigation & Reporting The following steps demonstrate how to change the data display of the Functional Area field to include both the unique number (Key) and Description (Text). Note: Mac users will need to follow a different procedure described later in this presentation. 1. Right click the column header Functional Area. 2. Follow menu path Properties > Characteristic. Change Data Display (PC users only) Right click the Column Header and follow menu path Properties > Characteristic

37BI Navigation & Reporting The BEx – Webpage Dialog box appears. 1. Click the Display field’s Possible Entries icon. 2. Select Key & Text from the drop down list. 3. Click the button. Click the Display field’s Possible Entries icon Select Key & Text from the drop down list Click the OK button Change Data Display (PC users only)

38BI Navigation & Reporting Notice the Functional Area data field has been changed and displays both the identification unique number (Key) and description (Text). Unique number (Key) and description (Text) Change Data Display (PC users only)

39BI Navigation & Reporting The manner in which Information is displayed in reports may be changed. Example: Data columns may be designed to display only the unique data number, e.g., Alternately Data columns may be designed to display the unique number and data description, e.g., – 8 Basic. Mac & PC users: The following steps demonstrate how to change the data display of the Functional Area field to include both the unique number (Key) and Description (Text). 1. Click the Filter selection. Change Data Display (Mac & PC users) Click the Filter selection

40BI Navigation & Reporting 1. Click the Possible Entries icon for the field to be changed, e.g., Functional Area. 2. Select Edit from the drop down list. Right click the Column Header and follow menu path Properties > Characteristic Click the Possible Entries Select Edit from the drop down list Change Data Display (Mac & PC users)

41BI Navigation & Reporting The BEx Web - - Web Page Dialog box appears with the Select Values for Functional Area screen displayed. 1. Click the Settings icon. The BEx Web - - Web Page Dialog box appears with the Characteristic “Functional Area”: Value help presentation screen displayed. 1. Click the Display field Possible Entries icon. 2. Select Key & Text from the drop down list. 3. Click the button. Click the Settings icon Select Key & Text Click the Display Possible Entries icon OK button Change Data Display (Mac & PC users)

42BI Navigation & Reporting The BEx Web - - Web Page Dialog box appears with the Select Values for Functional Area screen displayed. 1. Click the button. Click the OK button Change Data Display (Mac & PC users)

43BI Navigation & Reporting 1. Click the button. Click the Close button Change Data Display (Mac & PC users)

44BI Navigation & Reporting Notice the Functional Area data field has been changed and displays both the identification unique number (Key) and description (Text). Unique number (Key) and description (Text) Change Data Display (Mac & PC users)

45BI Navigation & Reporting Information displayed in reports may be downloaded into an Excel spreadsheet and saved. 1. Click the button. Click the Export to Excel button Export Report to Excel

46BI Navigation & Reporting After clicking the Export to Excel button the File Download box appears. 1. Click the button. After clicking the Save button the Save As box appears. 1. Navigate to the directory in which the report is to be saved, e.g., Desktop. 2. Click the File name field and enter a name for the report, e.g., BI_TRN_ Click the button. Click the Save button Export Report to Excel

47BI Navigation & Reporting Report Data Displayed After clicking the Save button the Download complete box appears. The report can be displayed in Excel by clicking the button. 1. Click the button. Click the Open button

48BI Navigation & Reporting Report in Excel Notice the report is displayed in the Excel format. From here the report may be processed using the commonly known Excel functionality. 1. Click the Close icon. Click the Close icon

49BI Navigation & Reporting Information displayed in reports may be printed. 1. Click the button. Click the Print Version button Print Report

50BI Navigation & Reporting Print Report After clicking the Print Version button the BEx Web - - Web Page Dialog box appears. 1. Verify the displayed setting are correct then click the button. Click the OK button

51BI Navigation & Reporting Print Report Notice the report is displayed in a PDF format. From this screen the report may be printed or saved to your local desktop. 1. To print the report click the icon. Click the Print icon

52BI Navigation & Reporting Create Report Variant/Favorites As previously demonstrated in this presentation data fields may be added, removed or rearranged. The new field arrangement may be saved for future retrieval. 1. To save the report as a favorite click the button. Click the Save As… button Important: This instruction demonstrates how to save a screen layout as a variant. In addition to the displayed fields the search criteria initially used to access the report will be saved as well.

53BI Navigation & Reporting The Save As.. button the BEx Web - - Web Page Dialog box appears. Notice in this example one report Variant was previously created. 1. Enter a short description for the report layout (variant), e.g., BI_TRN_ Click the button. Enter a short description for the report layout (variant) Click the OK button Variant previously created Create Report Variant

54BI Navigation & Reporting Retrieving Report After saving the report as variant it may be retrieved. To retrieve a particular report variant click the button or select the variant Portal Favorites. Click the Open button

55BI Navigation & Reporting After clicking the Open button the BEx Web - - Web Page Dialog box appears. All created variants for the report are listed. In this example there are two variants created for this report. 1. Select the variant to be viewed. 2. Click the button. Click the OK button. Select variant to be viewed Retrieving Variant

56BI Navigation & Reporting Notice: The user is taken out of the report and returned to the Variable Entry screen. All search query values saved under the selected variant are defaulted into the respective query fields. Search query fields saved as part of a variant may be changed by the user prior to processing the report. 1. Verify the search query data then click the button. Click the OK button Verify the search query data Use Retrieved Variant for Report

57BI Navigation & Reporting Note: The report is displayed in accordance with the selected table layout variant’s attributes. 1. Click the Expand Column icon. Use Retrieved Variant for Report Click the Expand Column icon

58BI Navigation & Reporting In addition to an entire report layout being saved as a variant individual search search values may be saved as a variant. The following steps demonstrate how to save search values as a variant. 1. Click report. Click the Report Create Search Variant

59BI Navigation & Reporting 1. Click the search field Match Code icon. Create Search Variant Click the Match Code icon

60BI Navigation & Reporting Select Value ranges The BEx Web – Web Page Dialog box appears. Select a range of filtering criteria. 1. Click the Show tool field Possible Entries icon. 2. Select Value ranges from the drop down list. Create Search Variant

61BI Navigation & Reporting Click the Add button Remember: The BEx Web – Web Page Dialog box displays fields (From / To) which are used to enter a range of values. This example will demonstrate how to select a range of G/L accounts for all supply expenditures. 1. Click the From field and enter the beginning range value, e.g., Click the To field and enter the ending range value, e.g., Click the button. Create Search Variant

62BI Navigation & Reporting Click the OK button Notice the range of values have been brought over to the Selections (right side) list. 1. Click the button. Selections list Create Search Variant

63BI Navigation & Reporting Notice the selected range of G/L Account values has been brought in as filtering criterion. 1. Click the button. Click the Save As…button Create Search Variant

64BI Navigation & Reporting The Save Variant box appears. 1. Enter a Description for the variant being created, e.g., SERVICES. 2. Click the button. After entering a description and technical name click the OK button Create Search Variant

65BI Navigation & Reporting Create Search Variant Notice the selected range of G/L Account values saved with the variant have been brought in as a filtering criterion. 1. Click the button. Click the OK button

66BI Navigation & Reporting Notice the report using the selected variant filter values is displayed. 1. Click the report and return to the search screen. Click the report Select Search Variant

67BI Navigation & Reporting 1. To select a Search Variant for use click the Available Variants Possible Entries icon. Click the Available Variants Possible Entries icon Select Search Variant

68BI Navigation & Reporting Select Search Variant 1. Select a Variant for use, e.g., SERVICES. Select a Variant for use, e.g., SERVICES

69BI Navigation & Reporting Use Search Variant 1. Ensure the filter values brought in with the Search Variant are correct. 2. Click the button to run the report. Click the OK button

70BI Navigation & Reporting Log Off The G/L Account Display Line Item report is displayed with only those values corresponding to the selected Search Variant. The BI Navigation and Reporting E-learning is complete. Click the Log Off selection to exit the website. Click the Log Off selection

71BI Navigation & Reporting Course Summary Now you should be able to:  Log on to the BRITE Portal –Access Reports via the BRITE Portal  Navigate your way through typical BI Reports –Financial Reports