Slide 1 FastFacts Feature Presentation December 2, 2014 To dial in, use this phone number and participant code… Phone number: Participant code: 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.
Slide 2 Today’s Topic We’ll be taking a look at… Analysis - Basic Navigation
Slide 3 Today’s Presenter Jim Wax Accounting Manager Quality Control Contact:
Slide 4 Session Segments Presentation In this session, Jim Wax 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 Jim’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. Jim will answer as many of your questions as time allows.
Slide 5 Contact Us If you would like to submit a question during the presentation or if you’re having technical difficulties, you can us at: You can also send us an instant message! GoogleTalk – AOL Instant Messenger – HopkinsFastFacts MSN –
Slide 6 Survey At 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.
Slide 7 How To View Full Screen Click Here
Slide 8 Analysis - Basic Navigation
Slide 9 Objectives After today’s presentation you will be able to: Identify how to access Analysis Locate Analysis reports 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 toolbar Customize a report Identify how to save a customized report Retrieve a saved report
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
Slide 11 How to Access Analysis Click Open Analysis from BW News page on the Enterprise Reporting tab
Slide 12 Analysis The link will launch the Business Objects Launchpad Analysis workspaces are stored in folders similar to the BW Report Center today
Slide 13 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
Slide 14 Home Tab Not Used
Slide 15 Documents Tab The Documents tab is where workspaces can be found
Slide 16 Documents Tab My Documents contains a user’s favorites and inbox
Slide 17 Documents Tab Folders lists the folders containing workspaces
Slide 18 Documents Tab Search allows a user to search for workspaces
Slide 19 Find an Analysis Workspace Navigate through the folders to find the BW Reports There is also a search function available
Slide 20 Open an Analysis Workspace Double-click on a workspace to open it A new tab will open and a prompt screen will appear
Slide 21 Live Demo
Slide 22 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
Slide 23 Prompt Screen Mandatory (required) prompts will be designated by a red asterisk (*)
Slide 24 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
Slide 25 Prompt Screen Click OK to execute the report
Slide 26 Report Layout Across the top of the report layout will be tabs Home tab Documents tab Tabs for open workspaces
Slide 27 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
Slide 28 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.
Slide 29 Report Layout – Data Panel The left-hand section is the Data panel It contains the free characteristics that can be added to the report
Slide 30 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
Slide 31 Report Layout – Layout Panel The middle section is the Layout Panel It show the rows, columns and background filters displayed on the report
Slide 32 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
Slide 33 Report Layout – Results The right section is the Results panel It displays the resulting data from executing the report
Slide 34 Scrolling Use the scrollbars at the bottom to view all the characteristics and key figures
Slide 35 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
Slide 36 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 Export Print
Slide 37 The lower-left toolbar has icons for: Undo Redo Discard all changes Copy Analysis Paste Analysis Delete Open Layout Toolbars
Slide 38 The toolbar on the right has three tabs. Analyze Insert Display Click each tab to view the sub-menus below them Toolbars
Slide 39 Toolbars The Analyze toolbar has buttons for: Filter Sort Custom Calculations Conditional Formatting (same as exceptions in BW Report Center)
Slide 40 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
Slide 41 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
Slide 42 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
Slide 43 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
Slide 44 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
Slide 45 Remove Characteristics To remove characteristics, drag them from the layout panel back to the Data panel
Slide 46 Reordering Characteristics To reorder the characteristics, move them around within the Rows pane by dragging and dropping them.
Slide 47 Auto-Update Click Auto Update to pause the refresh Result area will turn gray Add, remove and change column order Click Auto Update to refresh report data
Slide 48 Resize Columns Drag the column border to resize any of the columns
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
Slide 50 Filtering Add a filter to view a subset of the report data To filter, double-click a characteristic in the rows pane Select only the values you wish to display Click OK
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…
Slide 52 Saving Favorites Workspaces are saved under a user’s favorites folder Give the workspace a meaningful name Click the Save button
Slide 53 Saving Favorites If you want to save the prompt values with the workspace, check the checkbox for Save Prompt Values on the prompt screen first.
Slide 54 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
Slide 55 Log Off When you are finished with Analysis be sure to log off. Click the Log off link in the top right-hand corner.
Slide 56 End Live Demo
Slide 57 Resources This 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: JHU Finance: or SAP at Hopkins: SAP Portal: Training Questions:
Slide 58 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 ed 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 the answer to all participants. Q&A
Slide 59 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 us at:
Slide 60 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… Thanks again!