Selecting Funds and Fund Centers

• When entering criteria for fields in the BI report variable screen you often don’t know what Fund or Funds Center your are looking for.• To enter a wild card for the Fund simply type !# into the Fund field in the

Current Selection criteria column• You can also choose the top level Funds Center to ensure you include all

relevant Funds Centers in your report

A good example would be an interest in seeing execution against a specific Funded Program or WBS Elements when you don’t know whose Funds Center it belongs to or what the source fund is, such as a Direct Charge.

Using Wild Card for Fund

In the Variable Entry Screen in your BI report1. Enter !# as your Fund Criteria

1

Selecting All Funds Centers

To select all Funds Centers1. From the Variable Entry Screen click the matchcode icon on the

Funds Center row

1

Selecting All Funds Centers

From the Funds Center Selection screen1. Choose Army/A U.S. Army row by clicking on it (make sure it is the

one with the arrow next to it)2. Then click the add button to add it to your selections

Notice that the Selection Type is a little green tree. Click OK.

1

2

Preparing BI for Export to PivotTable

• There are certain elements of BI reports that may need to be adjusted in order to more easily perform analysis in a pivot table once the report is downloaded.• Removing result rows• Removing Hierarch

• When using text descriptions in BI there are no column headers and the textual headings are merged in the resulting Excel file. As well, then value columns in BI have their column headers one row above the rest of the headers.• The subsequent slides will describe how to make these adjustments

Remove result rows

As you can see, this BI report has subtotal results. These need to be removed prior to downloading the report in Excel

To remove the result rows from the Appropriation Symbol field:1. Right click on the Appropriation Symbol Header and 2. then choose properties3. Then choose Characteristics

Removing Result Rows

1

2 3

1. Click on General (if not already selected)2. Then click the Display Results dropdown3. then choose Never4. Click OK to remove the result rows for that field

Removing Result Rows

1

23

3

Removing Result Rows

• Replicate the steps above for every field in the report that is displaying result rows.• This will ensure that when you put this information in a PivotTable

that you don’t end up with your amounts doubled due to the subtotal result rows being included.• Once completed it is recommended to save report as a favorite so

steps do not have to be repeated.

Disable Hierarchy

Occassionally when you run a BI report it will be rolled up using Hierarchies. You can disable hierarchies for each field much like we disabled the results rows for subtotals. In this example we will use the Cum Reimb SOF Report.

Disabling Hierarchy

To disable the hierarchy on the Trading Partner Header1. Right click on the column name2. then mouse over Hierarchy3. Then click Hierarchy Active to

deactivate it.

1

2 3

Disabling Hierarchy

Notice that the Hierarchy arrows are now gone and have been replace by the actual data since that field is fully expanded by deactivating the Hierarchy

Excel Export Cleanup

There are a few housekeeping items that you need to perform on BI reports that have been downloaded to Excel before you can use the data in a PivotTable.1. Once it is open in Excel press F12 to Save the report in the newer

XLSX format. This will drastically reduce the file size, improve performance and allow you to use newer features of Excel.

Excel Export Cleanup

Now we will need to unmerge and update any column headers as a result of having key and text information such as Trading Partner Text and Key. See graphic below that the Text for Trading Partner has a column header but the Key does not

Excel Export Cleanup

To unmerge the column headers1. Highlight the entire row of the column headers by clicking on the

associated row number 2. Click the Merge & Center drop down button on the Ribbon in Excel

and then click Unmerge Cells.

1

2

Excel Export Cleanup

Now that we have unmerged any merged cells, we can update the missing column headers1. Simply select the cell for the column header and enter the desired

name, in the example below we will use Trading Partner Code

These 2 column headers were previously merged cells and now they are 2 distinctly separate columns. The column header is what will appear as a field in our pivot table.

Excel Export Cleanup

The last item to cleanup before we convert our BI Report to a pivot table is to adjust the value area column headers. 1. Select all of the column headers above the $ signs in the value area2. Press the Ctrl and X keys to cut or press the scissors in the ribbon3. Select the cell containing the $ sign directly below the first column4. Press the Ctrl and V keys to paste or press the paste button in the

ribbon, replacing the $ signs with the actual headers

BI Excel Pivot Table

Now that we have unmerged all fields in the report and updated column headers, we are ready to insert a Pivot Table with our BI Data.1. Select any cell inside the data of your report2. Press Alt then N then V to open the Create PivotTable dialog box,

same as selecting PivotTable from the Insert tab on the Ribbon.Typically you will take the default selections, but we need to pay attention that all of our data, and just our data, have been selected for inclusion in the PivotTable. You should see ants marching around your data, if not then you can select just your data before opening the Create PivotTable box.

3. Press Enter to create PivotTable

PivotTables

Now that you have successfully created a PivotTable from your BI Report, you can use the Pivot Table training material located at www.Teksouth.com/fmtools to learn how to use your PivotTable to do analysis.

Once you have performed these steps a few times it should take you less than a minute to convert your BI report to a PivotTable once it has been saved to Excel.