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

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Presentation on theme: "Slide 1 FastFacts Feature Presentation August 18, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:"— Presentation transcript:

1 Slide 1 FastFacts Feature Presentation August 18, 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.

2 Slide 2 Today’s Topic We’ll be taking a look at… Analysis – Non Sponsored Financial Summary & Non Sponsored YTD Transactional Detail

3 Slide 3 Today’s Presenter Jim Wax Accounting Manager Quality Control Contact: jwax@jhu.edujwax@jhu.edu 443-997-4750

4 Slide 4 Session Segments Presentation In this session, Jim Wax will demonstrate how to run and customize the Non Sponsored Financial Summary report and the Non Sponsored YTD Transactional Detail report, which are used to gain an overview of year-to-date/current period revenues and expenses. 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.

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 - Non Sponsored Financial Summary & Non Sponsored YTD Transactional Detail

9 Slide 9 Agenda After today’s presentation you will be able to: Demonstrate how to run and customize the Non Sponsored Financial Summary report Demonstrate how to use the Goto feature to open a Detail report from the summary report Demonstrate how to run and customize the Non Sponsored YTD Transactional Detail report Export the report results to Excel

10 Slide 10 How to Access Analysis Click Open Analysis from BW News page on the Enterprise Reporting tab.

11 Slide 11 Non Sponsored – Financial Summary Live Demo

12 Slide 12 Find an Analysis Workspace Users can locate a workspace (report) by drilling down through the folders under Enterprise SAP BW Alternatively today, we will use the search function to locate the Non Sponsored – Financial Summary Report

13 Slide 13 Search for an Analysis Workspace Click the search drawer from the left hand side of the screen Type in all or part of the workspace name This search is NOT case-sensitive

14 Slide 14 Search for an Analysis Workspace Click the magnifying glass to run the search A list of reports containing your key words will appear

15 Slide 15 Search for an Analysis Workspace Find the workspace you are looking for and double-click it For future reference, the location of the report is listed below it

16 Slide 16 Open the Workspace A new tab will open and a prompt screen will appear

17 Slide 17 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

18 Slide 18 Prompt Screen Fiscal Period = 09/2013 Funded Program = 80030951 & 80030952 Check the box next to Save prompt values with workspace

19 Slide 19 Workspace Panels 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

20 Slide 20 Report Layout – Data Panel The left hand section is the Data panel It contains the free characteristics that can be added to the report

21 Slide 21 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 Prompts button will reopen the Prompt (variable) screen

22 Slide 22 Report Layout – Layout Panel The middle section is the Layout panel It show the rows, columns and background filters displayed on the report

23 Slide 23 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

24 Slide 24 Resizing Panels The panel can be resized by dragging the right hand side

25 Slide 25 Report Layout – Results The right section is the Results panel It displays the resulting data from executing the report

26 Slide 26 Scrolling Use the scrollbars at the bottom to view all the characteristics and key figures

27 Slide 27 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 Scrolling

28 Slide 28 Adding Characteristics Add Commitment item to the rows – drag and drop function

29 Slide 29 Characteristic Display Right click in header Display [commitment item] as  Key : Text

30 Slide 30 Resize Columns Resize the column to display all data

31 Slide 31 Filter Data Filter the data to show specific items Right-click the Commitment Item header Select Filter  By member…

32 Slide 32 Range Selection Select Range Selection Greater than 630000 Click Add Range Click OK

33 Slide 33 View Detail Some reports allow the user to jump to detail reports Right-click the Commitment Item Select Go To  Non Sponsored Financial Detail (Link)

34 Slide 34 View Detail The prompt screen will appear Verify prompt values are correct and click OK

35 Slide 35 View Detail Report The Detail report will display in the bottom pane

36 Slide 36 Close Detail Report Close the detail report with the X in the right corner

37 Slide 37 Saving Favorites Click the Prompt button to make sure the Save prompt values with workspace box was checked If not, check it and re-save the workspace

38 Slide 38 Save Report You can save the report to your favorites Click the down-facing arrow next to the save button and select Save As…

39 Slide 39 Saving Favorites Workspaces are saved under a user’s favorites folder Give the workspace a meaningful name Click Save

40 Slide 40 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

41 Slide 41 Find an Analysis Workspace Locate a workspace (report) by drilling down through the folders under Enterprise SAP BW

42 Slide 42 Find an Analysis Workspace This workspace can be found under Finance  Funds Management Double-click the workspace to open it

43 Slide 43 Open the Workspace A new tab will open and a prompt screen will appear

44 Slide 44 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

45 Slide 45 Prompt Screen Enter the values on the prompt screen Check the box next to Save prompt values with workspace

46 Slide 46 Filter Key Figures Right-click Key Figures Choose Filter  By member…

47 Slide 47 Filter Key Figures Uncheck Revenues Expenditures Click OK

48 Slide 48 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

49 Slide 49 Adding Characteristics Drag all the desired characteristics into the workspace rows

50 Slide 50 Removing Characteristics Drag any unwanted characteristics back to the data panel

51 Slide 51 Adding Characteristics Click the Auto Update button again The data in the workspace will refresh

52 Slide 52 Resize Columns Resize any columns necessary Drag the column header to resize

53 Slide 53 Totals Right-click a header to add a sub-total for a characteristic Choose Totals  Show totals

54 Slide 54 Totals Sub-totals will appear for the characteristic

55 Slide 55 Save Report Save the report to your favorites Click the arrow next to the save button and choose Save As…

56 Slide 56 Saving Favorites Workspaces are saved under a user’s favorites folder Give the workspace a meaningful name Click Save

57 Slide 57 Export to Excel To export the data to Excel, click the down arrow next to the export button Choose XLSX (Excel 2007 or later)

58 Slide 58 Export to Excel Check Repeat outer header members Check Export Key and Text values as separate columns Click OK

59 Slide 59 Export to Excel You will be presented with options to open or save the file In this example, choose Open

60 Slide 60 Export to Excel The workspace data will be exported to Excel

61 Slide 61 Log Off When you are finished with Analysis be sure to log off. Click the log off link in the top right hand corner.

62 Slide 62 Non Sponsored – Financial Summary End Live Demo

63 Slide 63 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

64 Slide 64 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

65 Slide 65 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

66 Slide 66 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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