1. Slide 1 FastFacts Feature Presentation June 02, 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 © 2015 The Johns Hopkins University. All rights reserved.

2. Slide 2 Today’s Topic We’ll be taking a look at… Analysis - Basic Navigation And How to Customize a Report

3. Slide 3 Today’s Presenter Cathy Basiago Senior Software Engineer, EBS Contact: chughe25@jhmi.educhughe25@jhmi.edu 410-735-7106

4. 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.

5. 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: fastfacts@jhu.edu fastfacts@jhu.edu

6. 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.

7. Slide 7 How To View Full Screen Click Here

8. Slide 8 Analysis - Basic Navigation

9. 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

10. 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

11. Slide 11 How to Access Analysis Click Open Analysis from BW News page on the Enterprise Reporting tab

12. Slide 12 Live Demo

13. Slide 13 Analysis The link will launch the Business Objects Launchpad Analysis workspaces are stored in folders similar to the BW Report Center today

14. Slide 14 Find an Analysis Workspace Navigate through the folders to find the BW Reports There is also a search function available

15. 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

16. 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

17. Slide 17 Prompt Screen Mandatory (required) prompts will be designated by a red asterisk (*)

18. 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

19. 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.

20. Slide 20 Prompt Screen Click OK to execute the report

21. Slide 21 Report Layout Across the top of the report layout will be tabs Home tab Documents tab Tabs for open workspaces

22. 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

23. Slide 23 Home Tab

24. Slide 24 Documents Tab The Documents tab is where workspaces can be found

25. Slide 25 Documents Tab My Documents contains a user’s favorites and inbox

26. Slide 26 Documents Tab Folders lists the folders containing workspaces

27. Slide 27 Documents Tab Search allows a user to search for workspaces

28. 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

29. 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.

30. 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

31. 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

32. 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

33. 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

34. Slide 34 Report Layout – Results The right section is the Results panel It displays the resulting data from executing the report

35. Slide 35 Scrolling Use the scrollbars at the bottom to view all the characteristics and key figures

36. 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

37. 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

38. Slide 38 The lower-left toolbar has icons for: Undo Redo Discard all changes Copy Analysis Paste Analysis Delete Open Layout Toolbars

39. Slide 39 The toolbar on the right has three tabs. Analyze Insert Display Click each tab to view the sub-menus below them Toolbars

40. Slide 40 Toolbars The Analyze toolbar has buttons for: Filter Sort Custom Calculations Conditional Formatting (same as exceptions in BW Report Center)

41. 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

42. 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

43. 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

44. 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

45. 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

46. Slide 46 Remove Characteristics To remove characteristics, drag them from the layout panel back to the Data panel

47. Slide 47 Reordering Characteristics To reorder the characteristics, move them around within the Rows pane by dragging and dropping them.

48. Slide 48 Resize Columns Drag the column border to resize any of the columns

49. 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

50. 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

51. 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…

52. Slide 52 Saving Favorites Workspaces are saved under a user’s favorites folder Give the workspace a meaningful name Click the Save button

53. 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

54. Slide 54 Analysis - Non Sponsored - YTD Transactional Detail

55. Slide 55 Find an Analysis Workspace Locate a workspace (report) by drilling down through the folders under Enterprise SAP BW

56. Slide 56 Find an Analysis Workspace This workspace can be found under Finance  Funds Management Double-click the workspace to open it

57. Slide 57 Open the Workspace A new tab will open and a prompt screen will appear

58. Slide 58 Prompt Screen Fill in all mandatory variables (designated by an asterisks) Fill in any additional optional variables to retrieve just the data you are looking for You can either type in the value or select a value from the member selector

59. Slide 59 Prompt Screen Enter the values on the prompt screen Check the box next to Save prompt values with workspace

60. Slide 60 Review Report Layout A workspace has 3 main sections Data panel Layout panel Results panel Each section can be closed to provide more space on the screen Sections can be re-opened at any time

61. Slide 61 Report Layout – Data Panel The left hand section is the Data panel It contains the free characteristics that can be added to the report

62. Slide 62 Report Layout – Data Panel The Data panel can be closed by clicking the double arrows It can be re-opened by clicking the Data button Clicking the Prompt button will reopen the Prompt (variable) screen

63. Slide 63 Report Layout – Layout Panel The middle section is the Layout Panel It show the rows, columns and background filters displayed on the report

64. Slide 64 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

65. Slide 65 Report Layout – Layout Panel The panel can be resized by dragging the right hand side

66. Slide 66 Report Layout – Results The right section is the Results panel It displays the resulting data from executing the report

67. Slide 67 Filter Key Figures Right-click Key Figures Choose Filter  By member…

68. Slide 68 Filter Key Figures Uncheck Revenues Expenditures Click OK

69. Slide 69 Adding Characteristics To add several characteristics at once, first click the Auto Update button The results area will turn gray Your workspace will not refresh until you click it again

70. Slide 70 Adding Characteristics Drag all the desired characteristics into the workspace rows

71. Slide 71 Removing Characteristics Drag any unwanted characteristics back to the data panel

72. Slide 72 Adding Characteristics Click the Auto Update button again The data in the workspace will refresh

73. Slide 73 Resize Columns Resize any columns necessary Drag the column header to resize

74. Slide 74 Totals Right-click a header to add a sub-total for a characteristic Choose Totals  Show totals

75. Slide 75 Totals Sub-totals will appear for the characteristic

76. Slide 76 Save Report Save the report to your favorites Click the arrow next to the save button and choose Save As…

77. Slide 77 Saving Favorites Workspaces are saved under a user’s favorites folder Give the workspace a meaningful name Click Save

78. Slide 78 Export to Excel To export the data to Excel, click the down arrow next to the export button Choose XLSX (Excel 2007 or later)

79. Slide 79 Export to Excel Check Repeat outer header members Check Export Key and Text values as separate columns Click OK

80. Slide 80 Export to Excel You will be presented with options to open or save the file In this example, choose Open

81. Slide 81 Export to Excel The workspace data will be exported to Excel

82. Slide 82 Print Report Printing in Analysis will generate a PDF PDF can be saved or printed (hard copy) Click the printer icon on the toolbar

83. Slide 83 Print Report Under Print What choose the Data option Click OK

84. Slide 84 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

85. Slide 85 Send to BI Inbox Enter a JHED or partial JHED for the user Click the binoculars icon

86. Slide 86 Send to BI Inbox Highlight the user and use the arrow to move to Selected Recipients

87. Slide 87 Send to BI Inbox To add more users, click User List in the left Perform the next search

88. Slide 88 Send to BI Inbox Repeat the process until all recipients are added Click Send

89. Slide 89 Inbox Emailed reports will show in the recipient’s inbox (under My Documents)

90. Slide 90 Log Off When you are finished with Analysis be sure to log off. Click the Log off link in the top right-hand corner.

91. Slide 91 End Live Demo

92. Slide 92 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: http://finance.jhu.edu/reports_guides/analysis/overview.html JHU Finance: fqchelp@jhu.edufqchelp@jhu.edu or 410-516-3277 SAP at Hopkins: http://www.sapathopkins.org/ SAP Portal: http://sap.johnshopkins.edu/ Training Questions: learning@jhu.edu

93. Slide 93 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

94. Slide 94 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

95. Slide 95 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/ http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!