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Slide 1 FastFacts Feature Presentation February 17, 2011 We are using audio during this session, so please dial in to our conference line… Phone number:

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Presentation on theme: "Slide 1 FastFacts Feature Presentation February 17, 2011 We are using audio during this session, so please dial in to our conference line… Phone number:"— Presentation transcript:

1 Slide 1 FastFacts Feature Presentation February 17, 2011 We are using audio during this session, so please dial in to our conference line… Phone number: 877-468-2134 Participant code: 182500 © 2011 The Johns Hopkins University. All rights reserved.

2 Slide 2 Todays Topic Well be taking a look at… The Month Comparison Trend Report in Business Warehouse

3 Slide 3 Todays Presenter Bob Sicoli SAP Instructor

4 Slide 4 Session Segments Presentation Bob will discuss The Month Comparison Trend report in Business Warehouse During Bobs presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Bob 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 youre having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.comHopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6 Slide 6 How To View Full Screen

7 Slide 7 Todays Topic The Month Comparison Trend Report in Business Warehouse Note: This report is primarily used by Johns Hopkins Health System employees.

8 Slide 8 Agenda What is the Monthly Comparison Trend report? How to access the report. What variables are needed to execute the report? What does the report display? How to modify the report to display all of the data. Other Business Warehouse basic functions to use for the report.

9 Slide 9 What is The Monthly Comparison Trend Report? History – The Monthly Comparison report compares your budgets (cost centers) actual expenses against your budget for one month, the year to date, and the prior year. This report provides a variance between the actual expenses and budgets. The Monthly Comparison report restricts users to viewing just one month of data and has to be run multiple times, exported to excel, and then combined to get trends. The Monthly Comparison Trend report is an enhancement to the Monthly Comparison report. It compares your budgets (cost centers) actual expenses against your budget for multiple months and the totals for the selected periods.

10 Slide 10 How to Access the Report The report is located in the Business Warehouse Report Library. Go to Finance » Controlling » Monthly Comparison Trend After clicking on the report, the variable screen will open to the right.

11 Slide 11 This is the variable screen that defaults when you click on the report. What variables are needed to execute the report?

12 Slide 12 What variables are needed to execute the report? The only required field in the Monthly Comparison Trend report is the Budget Version, which will default to the current one. However, there are many optional fields that can be populated to limit the data so the report is manageable. These fields are: Cost Center – If you leave this field blank, it will look at the your current security to determine which data will be accessed. If you have access to many cost centers, it is advised to populate this field. Period – This field is a range representing the monthly periods in the fiscal year. Use any periods with numbers 1-12. Fiscal Year – This is the year to be viewed – ex. 2011.

13 Slide 13 This is an example of the variable screen filled out to pull data for two cost centers and six periods. The Cost Element Hierarchy has been removed to access the raw data. What variables are needed to execute the report?

14 Slide 14 What does the report display? The report default view displays the cost center and cost elements (G/Ls). The names of the cost centers have been removed but will display.

15 Slide 15 The report also displays the months you selected and Actual, Budget, and Budget Variance for each month. What does the report display?

16 Slide 16 The far right the report also displays the totals for months you selected with Actual, Budget, and Budget Variance information. However, to see these totals, a modification must be made to display all of the columns. What does the report display?

17 Slide 17 How to Modify the Report to Display All of the Data The report is showing that there are 43 rows, but only displays 20 rows. In order to display all the rows, click the No. of Rows button and select All.

18 Slide 18 After that modification, you can now scroll down and view all the rows and the totals for the rows. How to Modify the Report to Display All of the Data

19 Slide 19 Another modification to the report is to display all of the columns. You can do this by clicking No. of Columns and selecting All. How to Modify the Report to Display All of the Data

20 Slide 20 After that modification, you can now scroll to the right and view all the columns and the totals for the columns. How to Modify the Report to Display All of the Data

21 Slide 21 Other Business Warehouse Basic Functions to Use for the Report Printing the Data to an Excel Spreadsheet 1.Click the Printing button. 2.Click Print to Excel. 3.Either Open or Save the spreadsheet.

22 Slide 22 Other Business Warehouse Basic Functions to Use for the Report Printing the Data to an Excel Spreadsheet

23 Slide 23 Bookmarking the report as a Favorite 1.Click Bookmark. 2.Choose a folder if you have created folders. 3.Change the Favorite Name by leaving the report name and adding text at the end. 4. Click Save. Other Business Warehouse Basic Functions to Use for the Report

24 Slide 24 Bookmarking the Report as a Favorite The next time you login into SAP and open the BW Report Center, the Favorite will appear in the Favorites folder. Other Business Warehouse Basic Functions to Use for the Report

25 Slide 25 Click the Favorite and the variable screen will open populated with the same information you used to create the report. Other Business Warehouse Basic Functions to Use for the Report

26 Slide 26 There is a Help section in the BW Reports Center that contains a searchable, indexed and alphabetized library of topics. Click in the upper right hand corner of the BW Report Center to access the Help section. Another window or tab will open. Other Business Warehouse Basic Functions to Use for the Report

27 Slide 27 Conclusion The Monthly Comparison Trend report allows budget variance data to be reported for multiple months. The report is located in the Controlling folder directly under the Monthly Comparison report. In the variable screen, fill in the Period and Fiscal Year fields before executing the report. The report displays the actual expenses, budgets, and budget variances for multiple periods that you choose. You can modify the report to display all of the data. Use other BW basic functions such as Printing to Excel and Bookmarking to manage the reporting.

28 Slide 28 Were 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. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants. Q&A

29 Slide 29 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

30 Slide 30 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!

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