BI Navigation & Reporting Business Intelligence Navigation

BI Navigation & ReportingBI Navigation & Reporting

Business Intelligence Navigation

2BI Navigation & Reporting

Course ObjectivesCourse ObjectivesAt the end of this course you should be At the end of this course you should be

able to: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 Key Terms

SAP Business Intelligence (BI)

Software system hosts the reporting data for analytical purpose. Data will be loaded from transaction system every night.

Enterprise Central Component (ECC)

Enterprise Central Component or ECC is the transactional processing system of the SAP client which runs beside the BI client and is used to process the day-to-day transactions such as such as, purchase requisition or budget transfers within a particular school location.

Portal (NetWeaver)

A point of access through an internet website to the SAP system. Users will

access both ECC and BI through the BRITE portal.


BI Data ExtractionBI Data Extraction

The BI tool is used for reporting purposes. Actual data is extracted from ECC into BI nightly. 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.

ReportsBIECC

Nightly Nightly


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 PortalLog 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 .

Log on to the Portal


Reporting Roles

SR – Standard Reporting ER – Enhanced Reporting RR – Restricted Reporting

Each module will have three roles (Finance, Budget, Operations)


Select the Appropriate Tab

Click the Finance – SR 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 Accounts Payable 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.

Select the Appropriate Sub Tab


Detailed Navigation section

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.

Select the Report


Click report, G/L Account Display Line Item

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.

Select the Appropriate Report


Click the G/L Account (Selection Options, Optional) Match Code

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

Select Report Filter Criterion


Select Value ranges

The BEx Web – Web Page Dialog box

appears and gives users the ability to

locate and select search/filtering criteria.


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.



Click the Add button


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 OK button

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.


Selections list



Run ReportRun 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.


Click the OK button.


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.

Click the Collapse icon

Rows appear on top

Title of Report

Run ReportRun Report


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

Rearrange Report Data Fields


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

Remove Field From 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.

Notice the Posting Key field has been brought up into the Rows section and is available for review.

Add Field for Viewing

Click the Posting Key data field and drag it up until the Rows selection is highlighted then release the mouse button.

Drag &

Drop


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.

Sort Data

Click the Doc number row Sort in Descending icon


Notice the documents are displayed in descending order.

Documents are displayed in descending order

Sort Data


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 andfollow 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.


Next Page icon

Select filter characteristic

Add button



Verify the selected filter value is correct.


Click the OK button


Verify the filter value is correct


Report with the Filtered Data (PC users only) (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


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.


Click the G/L Account data field and drag it up into the Filter selection screen section

Filter selection screen section


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 Single values


appears and gives users the ability to

locate and select search/filtering criteria.


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.



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.

Next Page icon

Maximum number of data fields to be displayed in this list

Add button



Click the OK button

Notice the select value has been


list. If desired additional single values or

value ranges may be added.


Selections list



Report with the Filtered Data (PC & Mac users) (PC & Mac users)

Notice only values which correspond to G/L Account 55110000 are displayed.

G/L Account 55110000


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., 5102000000000 4 – 8 Basic.

Notice in the displayed report the Functional Area field displays only the unique

Functional Area number (Key).

Change Data Display


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.

Change Data Display (PC users only)

Right click the Column Header andfollow menu path Properties > Characteristic


The BEx – Webpage Dialog box appears.

1. Click the Display field’s Possible

Entries icon.

2. Select Key & Text from the drop down

list.


Click the Display field’s Possible Entries icon

Select Key & Text from the drop down list

Click the OK button



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)



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., 5102000000000 4 – 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.

Change Data Display (Mac & PC users)

Click the Filter selection


1. Click the Possible Entries icon for the field to be changed, e.g., Functional Area.

2. Select Edit from the drop down list.

Right click the Column Header andfollow menu path Properties > Characteristic

Click the Possible EntriesSelect Edit from the drop down list



The BEx Web - - Web Page Dialog box

appears with the Select Values for

Functional Area screen displayed.

1. Click the Settings icon.


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.


Click the Settings icon

Select Key & Text

Click the Display Possible Entries icon

OK button




appears with the Select Values for

Functional Area screen displayed.


Click the OK button




Click the Close button



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)



Information displayed in reports may be downloaded into an Excel spreadsheet

and saved.


Click the Export to Excel button

Export Report to Excel


After clicking the Export to Excel button the

File Download box appears.


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.


Click the Save button

Click the Save button

Export Report to Excel


Report Data DisplayedReport Data DisplayedAfter clicking the Save button the Download complete box appears.

The report can be displayed in Excel by clicking the button.


Click the Open button


Report in ExcelReport in ExcelNotice 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


Information displayed in reports may be printed.


Click the Print Version button

Print ReportPrint Report


Print ReportPrint ReportAfter 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


Print ReportPrint ReportNotice the report is displayed in a PDF format.

From this screen the report may be printed or saved to your local desktop.

1. To print the report click the icon.

Click the Print icon


Create Report Variant/FavoritesCreate Report Variant/Favorites

As previously demonstrated in this presentation data fields may be added,

removed or rearranged. The new field arrangement may be saved for future

retrieval.

1. To save the report as a favorite click the button.

Click the Save As… button

Important: This instruction demonstrates how to save a screen layout as a variant.In addition to the displayed fields the search criteria initially used to access the report will be saved as well.


The Save As.. button the BEx

Web - - Web Page Dialog box appears.

Notice in this example one report

Variant was previously created.

1. Enter a short description for the

report layout (variant), e.g., BI_TRN_01.


Enter a short description for the

report layout (variant)

Click the OK button

Variant previously created

Create Report VariantCreate Report Variant


Retrieving ReportRetrieving Report

After saving the report as variant it may be retrieved.

To retrieve a particular report variant click the button or select the variant

Portal Favorites.

Click the Open button


After clicking the Open button the

BEx Web - - Web Page Dialog box

appears. All created variants for the

report are listed.

In this example there are two variants

created for this report.

1. Select the variant to be viewed.


Click the OK button.

Select variant to be viewed

Retrieving VariantRetrieving Variant


Notice: The user is taken out of the report and returned to the Variable Entry screen.

All search query values saved under the selected variant are defaulted into the respective query fields. Search query fields saved as part of a variant may be changed by the user prior to processing the report.

1. Verify the search query data then click the button.

Click the OK button

Verify the search query data

Use Retrieved Variant for ReportUse Retrieved Variant for Report


Note: The report is displayed in accordance with the selected table layout variant’s

attributes.

1. Click the Expand Column icon.

Use Retrieved Variant for ReportUse Retrieved Variant for Report

Click the Expand Column icon


In addition to an entire report layout being saved as a variant individual search

search values may be saved as a variant.

The following steps demonstrate how to save search values as a variant.

1. Click report .

Click the Report

Create Search Variant


1. Click the search field Match Code icon.

Create Search VariantCreate Search Variant

Click the Match Code icon


Select Value ranges


appears.

Select a range of filtering criteria.

1. Click the Show tool field Possible Entries icon.

2. Select Value ranges from the drop

down list.



Click the Add button

Remember: The BEx Web – Web Page

Dialog box displays fields (From / To)

which are used to enter a range of values.

This example will demonstrate how to select

a range of G/L accounts for all supply

expenditures.

1. Click the From field and enter the

beginning range value, e.g., 53000000.

2. Click the To field and enter the ending

range value, e.g., 53999999.




Click the OK button

Notice the range of values have been


list.


Selections list



Notice the selected range of G/L Account values has been brought in

as filtering criterion.


Click the Save As…button



The Save Variant box appears.

1. Enter a Description for the variant being created, e.g., SERVICES.


After entering a description and technical name click the OK button




Notice the selected range of G/L Account values saved with the variant have

been brought in as a filtering criterion.


Click the OK button


Notice the report using the selected variant filter values is displayed.

1. Click the report and return to the search screen.

Click the report

Select Search VariantSelect Search Variant


1. To select a Search Variant for use click the Available Variants Possible Entries icon.

Click the Available Variants Possible Entries icon




1. Select a Variant for use, e.g., SERVICES.

Select a Variant for use, e.g., SERVICES


Use Search VariantUse Search Variant

1. Ensure the filter values brought in with the Search Variant are correct.

2. Click the button to run the report.

Click the OK button


Log Off

The G/L Account Display Line Item report is displayed with only those values

corresponding to the selected Search Variant.

The BI Navigation and Reporting E-learning is complete.

Click the Log Off selection to exit the website. Click the Log Off selection


Course SummaryCourse SummaryNow you should be able to:Now you should be able to:

Log on to the BRITE Portal– Access Reports via the BRITE Portal

Navigate your way through typical BI Reports– Financial Reports