Business Objects For End Users BI_BOBJ_200

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Course Content • • • • • • Introduction Unit 1 – Business Objects Reports Unit 2 – Changing Variables Unit 3 – Exporting a Report Unit 4 – Tracking Changes Course Summary • Note: A Check for Understanding exercise is included at the end of each unit. Instructions are provided on the following slide for completing the exercises.

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Check for Understanding Instructions • Click Attachments (upper right corner) • Click BI_BOBJ_200 Check for Understanding • Print the BI_BOBJ_200 Check for Understanding pdf • Use the pdf to note the answers to each question as you finish each unit • Enter answers on the Check for Understanding Exercise at the end of the presentation BI_BOBJ_200 Business Objects for End Users 3

Unit 1

Business Objects Reports

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Unit 1 – Business Objects Reports • • • • • How to Access Public Folders Finding and Opening a Report Business Objects – Infoview Refresh Date BI_BOBJ_200 Business Objects for End Users 5

Business Objects (BOBJ) • Documents may be created from different data sources • Examples: Business Warehouse (BEx), Oracle, GRADS, Faculty Database (FDB), Remedy • BOBJ has a web interface where users can check out reports in their role-based folders, saving their own formatted views of the report • BOBJ supports conditional formatting, alerts, and drill-downs BI_BOBJ_200 Business Objects for End Users

Business Objects (BOBJ) • Reports are located on myReports tab on myUK portal • Users have access to the same modules they do for the Business Warehouse (BW) • If no prior BW access exists, the Area Security Officer (ASO) will determine the appropriate BOBJ access BI_BOBJ_200 Business Objects for End Users

How to Access • From the UK homepage, click link blue • Click myUK BI_BOBJ_200 Business Objects for End Users 8

How to Access • Log on to the myUK portal using your link blue User ID (AD or MC User ID) and Password • Click myReports BI_BOBJ_200 Business Objects for End Users 9

How to Access • Click Options and select Open in New Window  This step provides larger viewing area.

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Document List • When Business Objects InfoView opens, click Document List  Use either the menu or the toolbar  Contains the reports to which you have access • Click Yes when the Security Information box appears BI_BOBJ_200 Business Objects for End Users 11

Public Folders • To view reports, click on the Expand icon to the left of Public Folders or double-click on the folder  Your BW (Business Warehouse) role or your ASO (Area Security Officer) determines access to the folders you will see • Double-click on the appropriate folder to display the reports BI_BOBJ_200 Business Objects for End Users 12

Finding a Report • You will be able to see the title, type, and owner of the report • You also can search for a report by the title, keyword, description, etc BI_BOBJ_200 Business Objects for End Users 13

Opening a Report • To open a report, double-click on it • A system message may display letting you know that the document is being retrieved (processed) BI_BOBJ_200 Business Objects for End Users 14

Business Objects - Infoview • • • Left side of the screen is the Navigation Map Right side displays the report details To view any prompts (variables), click User Prompt Input BI_BOBJ_200 Business Objects for End Users

Business Objects - Infoview • With this view, the left side provides you access to the variables for the report BI_BOBJ_200 Business Objects for End Users

Refresh Date • The report displays with the most recent refresh date listed in the bottom right corner of the screen BI_BOBJ_200 Business Objects for End Users 17

Unit 1 – Check for Understanding Please choose the best answer: • Business Objects reports can be created…  From multiple data sources, such as Business Warehouse, Oracle, Faculty Database, GRADS, Remedy, etc.

  Only from Business Warehouse data.

Only from one data source, such as Excel.

• Business Objects is accessed from…    The myUK portal.

A new URL for Business Objects.

BEx Analyzer.

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Unit 2

Changing Variables

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Unit 2 – Changing Variables • • • Variables User Prompt Input Panel Prompt Window BI_BOBJ_200 Business Objects for End Users 20

Variables • Used to limit a report • Can enter value in two ways   Through the User Prompt Input panel Using the Prompt window • Required variables MUST have a value entered BI_BOBJ_200 Business Objects for End Users 21

Required Variables • Required variables are shown on the User Prompt Input panel in bold and as (Required) • On the Prompt window, they are shown with a red arrow , in bold, and as (Required)  May need to use the scroll bar to see all the required variables BI_BOBJ_200 Business Objects for End Users 22

Business Warehouse Variables • Business Warehouse variables listed with ranges display with a From and a To field • An entry must be made in both fields or more data than intended may be pulled  Example: if you enter the Fiscal Year/Period From with 002/2010 and no Fiscal Year/Period To entry, you will pull data from August 2009 to the current date BI_BOBJ_200 Business Objects for End Users 23

User Prompt Input Panel • Open the Business Objects report • Make sure you have the User Prompt Input panel displayed • To change the value, click the down arrow in the variable field BI_BOBJ_200 Business Objects for End Users 24

User Prompt Input Panel • Select (--Show List of Values--) • Click the down arrow a second time • Double-click on the value • Note: If this is a To/From field, be sure to select a value for the corresponding field • Click Refresh Data BI_BOBJ_200 Business Objects for End Users 25

User Prompt Input Panel • A system message will display • When the Prompt window displays, click Run Query • A system message will display  Note: The time indicated is the time it took for the last refresh. The time for this refresh may change depending on how much data is being pulled.

• New refresh date will display BI_BOBJ_200 Business Objects for End Users 26

Prompt Window • Open the report • Click Refresh Data • A system message will display • Variables located at the top of the window BI_BOBJ_200 Business Objects for End Users 27

Prompt Window • Use the scrollbar to scroll to the variable • Single-click on the variable • Click Refresh Values BI_BOBJ_200 Business Objects for End Users 28

Prompt Window • There are three ways to search for a value: OR  Use the scrollbar to find the value, and then double click on the desired value  Use the search field to search for a value OR  (If the variable is a date) Click on the calendar icon and select a date BI_BOBJ_200 Business Objects for End Users 29

Prompt Window • Note: If the value list is large, the list may be broken down into several groups. Click the down arrow to see the groups and to select a different group.

• You also can choose a different group by clicking on Go to previous chunk or Go to next chunk BI_BOBJ_200 Business Objects for End Users 30

Prompt Window • Click Run Query • A system message will display • The new refresh date will display BI_BOBJ_200 Business Objects for End Users 31

Unit 2 – Check for Understanding Please choose the best answer: • True or False: Required variables must have a value entered.

• True or False: Variables limit the amount of data being retrieved (thereby, optimizing performance).

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Unit 3

Exporting a Report

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Unit 3 – Exporting a Report • • • • Export as an Excel Document Export as a PDF Document Export as a CSV Document Export as a CSV with Options Document BI_BOBJ_200 Business Objects for End Users 34

Exporting a Report • Business Objects reports can be exported in four formats  Microsoft Excel    Adobe PDF (Portable Document Format) Microsoft Excel CSV (Comma-separated values) Microsoft Excel CSV (Comma-separated values) with options BI_BOBJ_200 Business Objects for End Users 35

Export As Excel Document • Open the Business Objects report • Click Document • Select Save to my computer as • Select Excel BI_BOBJ_200 Business Objects for End Users 36

Export As Excel Document • Click Open • Save the file in either 2003 or 2007 Excel format BI_BOBJ_200 Business Objects for End Users 37

Export As PDF Document • Open the Business Objects report • Click Document • Select Save to my computer as • Select PDF BI_BOBJ_200 Business Objects for End Users 38

Export As PDF Document • Click Open • (Optional) Click Print to print the document BI_BOBJ_200 Business Objects for End Users 39

Export As PDF Document • To save the document as PDF, use the menu and click File  Save As BI_BOBJ_200 Business Objects for End Users 40

Export As CSV Document • Open the Business Objects report • Click Document • Select Save to my computer as • Select CSV BI_BOBJ_200 Business Objects for End Users 41

Export As CSV Document • Click Save • Select the folder in which you want to save the file • Keep or change the file name • Keep the file type/extension (.csv) BI_BOBJ_200 Business Objects for End Users 42

Export As CSV Document • Click Save • Note: You will be able to open the file in either 2003 or 2007 Excel format or import it into other software as needed.

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Export As CSV with Options Document • Open the Business Objects report • Click Document • Select Save to my computer as • Select CSV (with options) BI_BOBJ_200 Business Objects for End Users 44

Export As CSV with Options Document • Use the drop down to select either a double quote or single quote as the Text qualifier • Select a comma, a semi-colon, or a tab as the Column delimiter • If you want to save the settings, click Set as default values • Click OK BI_BOBJ_200 Business Objects for End Users 45

Export As CSV with Options Document • Click Save • Select the folder in which you want to save the file • Keep or change the file name • Keep the file type/extension (.csv) BI_BOBJ_200 Business Objects for End Users 46

Export As CSV with Options Document • Click Save • Note: You will be able to open the file in either 2003 or 2007 Excel format or import it into other software as needed.

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Unit 3 – Check for Understanding Please choose the best answer: • Business Objects reports can be exported as…      Excel documents.

PDF documents.

CSV documents.

CSV (with options) documents.

All of the above.

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Unit 4

Tracking Changes

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Unit 4 – Tracking Changes • • • • • Types of Data Change Set Baseline Report Display Data Changes Change Tracking Options Hide Data Tracking BI_BOBJ_200 Business Objects for End Users 50

Types of Data Changes • Tracking can be used to monitor performance or identify important changes • It can help to make informed and effective business decisions • Tracking data allows for timely action • You can track the following changes:  Added or removed data,   Modified data, Increased or decreased data values.

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Tracking Changes • To turn on data tracking, click Track • Next, you will need to determine what reference data you want to use BI_BOBJ_200 Business Objects for End Users 52

Set Reference Data • Select Use the current data as reference data  The current data becomes the fixed reference data and remains the reference data after further data refreshes BI_BOBJ_200 Business Objects for End Users 53

Set Reference Data • After setting the reference data, you can click Refresh Now to refresh the data when you accept your settings • To accept your settings, click OK BI_BOBJ_200 Business Objects for End Users 54

Display Data Changes • If you have chosen to refresh the data immediately and there are prompts set on your report, the Prompt window will display • Make any changes needed to the values, then click on Run Query to run the report BI_BOBJ_200 Business Objects for End Users 55

Display Data Changes • The data changes will be formatted according to defaulted tracking options BI_BOBJ_200 Business Objects for End Users 56

Hide Data Tracking • Data tracking toggled on and off by clicking on Hide/Show Changes • This feature allows you to control data tracking display on the report BI_BOBJ_200 Business Objects for End Users 57

Unit 4 – Check for Understanding Please choose the best answer: • Data changes that can be tracked include...

    Added or removed data.

Modified data.

Increased or decreased data values.

All of the above.

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Exiting Business Objects • To exit a report and Business Objects, click on the Log Out button • Click on the Close button to close the window • To return to the main myUK click on the Launch Pad tab tab, BI_BOBJ_200 Business Objects for End Users 59

Help Websites • myHelp website:  http://myHelp.uky.edu/rwd/HTML/BW.html

 Contains Quick Reference Cards (QRCs), updated course manuals, Simulations, BW Frequently Asked Questions, and other job aids • IRIS website  http://www.uky.edu/IRIS/BW/  Contains Documentation, Assistance & Support, and other references • For questions or assistance contact:  [email protected]

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Further Resources • For Quick Reference Cards    Click on Attachments (upper right corner) Click on QRC Print • Other Business Objects Courses  BI_BOBJ_300 Business Objects for Power Users BI_BOBJ_200 Business Objects for End Users 61

Check for Understanding Instructions • To begin the Check for Understanding, click Continue (bottom left corner of the screen) • Click Start Test to continue  Although it says “Test”, this course does not have an assessment • When you have entered your answers, click End Test (located at the top of your screen • After the results are displayed, click Logoff (lower right corner) BI_BOBJ_200 Business Objects for End Users 62

Course Completion Instructions • When the WBT window closes, it should go back to your original browser window  If not, click on the browser window in your taskbar and wait for the screen to refresh • Scroll down the page until you see the Confirm Participation section  Be patient, the screen will need to refresh and it may take a few minutes • To complete the course, click Confirm Participation BI_BOBJ_200 Business Objects for End Users 63