FastFacts Feature Presentation

1. We are using audio during this session, so please dial in to our conference line… • Phone number: 877-322-9648 • Participant code: 182500 FastFactsFeature Presentation August 28, 2008

2. Today’s Topic • We’ll be taking a look at… Exporting data from BW and R/3

3. Today’s Presenter • Louis Eckert • Senior Financial Applications AnalystController’s Office, Johns Hopkins Health System

4. Session Segments • Presentation • Louis will review the steps to export and print from BW and Excel • During the 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. • We will answer as many of your questions as time allows.

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 • You can also send us an instant message! • GoogleTalk – HopkinsFastFacts@gmail.com • AOL Instant Messenger – HopkinsFastFacts • MSN – FastFacts@jhu.edu

6. Survey • 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. Exporting Data from BW and R/3

8. Agenda Today, we’ll be covering: • Session assumptions • Exporting from BW • Printing from BW • Exporting from R/3 • Printing from R/3 • Questions & answers

9. Assumptions • Participants have access to BW and/or R/3 • Participants have used BW and/or R/3 and understand basic navigation.

10. Exporting from BW

11. Exporting from BW • You can export to Excel in a variety of ways • Show information in every cell instead of just one

12. Exporting from BW Start with your report and “right-click” on any key figure or characteristic on the screen

13. Exporting from BW The above pop-up menu will appear. You will then choose “Export As.”

14. Exporting from BW You will then have the two choices listed above. Most people can use the “MS Excel 2000 File.” However, if your report is over 65,000 lines, you will need to use the CSV file. Note: Opening the CSV file is a little complicated and will not be covered in today’s session.

15. Exporting from BW The above pop-up will appear when exporting. If exporting as an Excel 2000 file, click open (to open) or save (to save the file).

16. Exporting from BW This pop-up will appear after you click open. You will then click “Yes.”

17. Exporting from BW The report will look like this when it opens in Excel.

18. Exporting from BW Another way to export is to choose “Printing” and then “Print to Excel”

19. Exporting from BW This pop-up will appear; click open (to open) or save (to save the file).

20. Exporting from BW This pop-up will appear after you click open. You will then click “Yes.”

21. Exporting from BW The report will look like this when it opens in Excel. To avoid the problem where information only shows in one cell, do the following in the BW report.

22. Exporting from BW 1. Right-click on an item that only appears once Before After 2. Choose “Show Repeated Texts”

23. Exporting from BW Notice all the cells have information so sorting and filtering is easier

24. Printing from BW

25. Printing from BW Printing from BW is pretty easy. Choose “Printing” from the menu bar. Choose the selection you want. From experience, Printing to Excel and then printing from Excel produces the best results.

26. Printing from BW Top picture: printed from BW. Bottom picture: printed from Excel.

27. Exporting from SAP R/3

28. Exporting from SAP R/3 Start with a transaction in SAP

29. Exporting from SAP R/3 • Two ways to export from R/3 • Method 1 • -Choose “Document” from the Menu Bar. • Select “Export” • Three options will appear. First two options: Word processing and Spreadsheet will export the data to MS Word or Excel. Third option: Local File will require you to save the file. You will then have to open it from your desktop.

30. Exporting from SAP R/3 This box will appear if you choose “Spreadsheet.” You have two choices: Table - gives you an Excel spreadsheet with all information on the screen in its own cell without any empty columns. Pivot table - will create a pivot table in Excel (Examples of each in the next two slides) 1. Make your selection then click the green check 2. This box will appear. Again click the green check

31. Exporting from SAP R/3 This is an example of the table. Note the pop-up box if you go back to the R/3 report. Make sure to save this in Excel or you will lose this information.

32. Exporting from SAP R/3 This is an example of the Pivot Table. Again, make sure to save this in Excel.

33. Exporting from SAP R/3 Two ways to export from R/3 Method 2 -Click the export icon. Note: This method only allows you to export to a local file.

34. Exporting from SAP R/3 If you export as a local file or click the export icon, this screen will pop-up.

35. Exporting from SAP R/3 Once you have chosen your format, this screen will appear. Save as you normally would in a Windows based application. This will appear in the lower left hand corner once the save is successful.

36. Exporting from SAP R/3 Two examples of the reports Unconverted format Excel

37. Printing from SAP R/3

38. Printing from SAP R/3 There are two ways to print from SAP R/3. The first produces a formatted report; the second is a screen capture. To produce a formatted report you can either: Use the Print icon Go to “Document” on the menu bar and choose Print

39. Printing from SAP R/3 This screen will then appear. This screen will allow you to print a file or choose another printer by using the drop-down menu next to “Windows printer”

40. Printing from SAP R/3 This is an example of the formatted report.

41. Printing from SAP R/3 To print a screen capture click this icon. A drop-down menu will appear; choose “Hard Copy.” This will print a screen shot of what you see in R/3.

42. Printing from SAP R/3 This is what the print out will look like.

43. Conclusion • There are multiple ways to print and export information from R/3 and BW; while not every option is available on every screen there should be at least one. • Keep in mind that by exporting to Excel, you can format and manipulate data, and you may find it easier than trying to do it in the actual application • Hopefully this session will help you create better looking reports while cutting down on the amount of time it takes to create the reports.

44. Q&A • 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.

45. 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

46. 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/ Thanks again!