Mastering Business Objects for End Users: Essential BI Tools and Techniques

1. Business Objects For End Users BI_BOBJ_200 BI_BOBJ_200 Business Objects for End Users

2. 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. BI_BOBJ_200 Business Objects for End Users

3. 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

4. Unit 1 Business Objects Reports BI_BOBJ_200 Business Objects for End Users

5. 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

6. 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 6

7. 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 7

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

9. 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

10. How to Access • Click Options and select Open in New Window • This step provides larger viewing area. BI_BOBJ_200 Business Objects for End Users

11. 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

12. 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

13. 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

14. 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

15. 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 15

16. 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 16

17. 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

18. 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. BI_BOBJ_200 Business Objects for End Users

19. Unit 2 Changing Variables BI_BOBJ_200 Business Objects for End Users

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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

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

30. 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

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

32. 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). BI_BOBJ_200 Business Objects for End Users

33. Unit 3 Exporting a Report BI_BOBJ_200 Business Objects for End Users

34. 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

35. 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

36. 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

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

38. 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

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

40. 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

41. 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

42. 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

43. 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. BI_BOBJ_200 Business Objects for End Users

44. 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

45. 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

46. 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

47. 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. BI_BOBJ_200 Business Objects for End Users

48. 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. BI_BOBJ_200 Business Objects for End Users

49. Unit 4 Tracking Changes BI_BOBJ_200 Business Objects for End Users

50. 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