BI Navigation & Reporting

BI Navigation & Reporting Business Intelligence Navigation

Course ObjectivesAt 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

Key Terms

BI Data Extraction • The BI tool is used for reporting purposes. • Actual data is extracted from ECC into BInightly. • 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. BI ECC Reports Nightly Nightly

Log on to the Portal 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: www.broward.K12.fl.us/erp. 2. Click the “BRITE PORTAL press” button.

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

Reporting Roles • SR – Standard Reporting • ER – Enhanced Reporting • RR – Restricted Reporting • Each module will have three roles (Finance, Budget, Operations)

Select the Appropriate 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. Click the Finance – SR tab

Select the Appropriate 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. Click the Accounts Payable sub-tab

Select the Report 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. Detailed Navigation section

Select the Appropriate Report 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. Click report, G/L Account Display Line Item

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

Select Report Filter Criterion 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 Value ranges

Select Report Filter Criterion 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., 50000000. 2. Click the To field and enter the ending range value, e.g., 59999999. 3. Click the button. Click the Add button

Select Report Filter Criterion Selections list 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. Click the OK button

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 50000000 and 59999999 will be displayed. 1. Click the button. Click the OK button.

Run Report 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. Title of Report Rows appear on top Click the Collapse icon

Rearrange Report Data Fields 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

Remove Field From Viewing 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

Add Field for Viewing 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 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. Drag & Drop Click the Posting Key data field and drag it 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.

Sort Data 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. Click the Doc number row Sort in Descending icon

Sort Data Notice the documents are displayed in descending order. Documents are displayed in descending order

Select Filter Value (PC users only) 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). 1. 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) The BEx Web - - Web Page Dialog box appears. 1. If necessary click the Next Page icon and locate the filter value, e.g. SBBC/5511000. 2. Click the button. Select filter characteristic Add button Next Page icon

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

Report with the Filtered Data (PC users only) Notice only values which correspond to G/L Account 55110000 are displayed. The next slides in this presentation demonstrate how report information can be filtered using either a Mac or PC. G/L Account 55110000

Select Filter Value (PC & Mac users ) 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 ) 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. Filter selection screen section Click the G/L Account data field and drag it up into the Filter selection screen section

Select Filter Value (PC & Mac users ) 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. Click the G/L Account Possible Selection icon. Select Edit from the drop down list The G/L Account field is available for use

Select Filter Value (PC & Mac users ) 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 ) Maximum number of data fields to be displayed in this list 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. 500. 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/55110000. 2. Select the data field to be used then click the button. Add button Next Page icon

Select Filter Value (PC & Mac users ) Selections list 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. Click the OK button

Report with the Filtered Data (PC & Mac users) Notice only values which correspond to G/L Account 55110000 are displayed. G/L Account 55110000

Change Data Display 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., 510200000000. Alternately Data columns may be designed to display the unique number and data description, e.g., 51020000000004 – 8 Basic. Notice in the displayed report the Functional Area field displays only the unique Functional Area number (Key).

Change Data Display (PC users only) 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. Right click the Column Header and follow menu path Properties > Characteristic

Change Data Display (PC users only) 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) 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) 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., 510200000000. Alternately Data columns may be designed to display the unique number and data description, e.g., 51020000000004 – 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. Click the Filter selection

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

Change Data Display (Mac & PC users) 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 Click the Display Possible Entries icon OK button Select Key & Text

Change Data Display (Mac & PC users) 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) 1. Click the button. Click the Close button

Change Data Display (Mac & PC users) 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)

Export Report to Excel 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 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_01. 3. Click the button. Click the Save button Click the Save button

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

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

Print Report Information displayed in reports may be printed. 1. Click the button. Click the Print Version button

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

BI Navigation & Reporting