1. University of Michigan Administrative Information Services BusinessObjects Report Conversion Jeanne Mackey MAIS Data Delivery June, 2006

2. 2 Agenda Introduction Guidelines for selecting reports for conversion How to send reports to MAIS for conversion Relevant dates/deadlines

3. 3 Agenda continued Post-conversion report clean-up: what to expect from converted reports BusinessObjects XI R2 demonstration Resources Questions & Answers

4. University of Michigan Administrative Information Services Introduction

5. 5 What: BusinessObjects is moving to the Web! We’re upgrading to Version XI Release 2 (XI R2). When: TBD (no longer scheduled for 7/24) Why:  Version 5.1.5 is no longer supported  Allows us to move away from Citrix  Enables two levels of access About the Upgrade

6. 6  Version 5 available for 3 months after go-live  Two levels of access: t InfoView: Run; print; save; share; export to Excel, PDF or CSV t Web Intelligence: InfoView functions, plus create, modify (e.g., format, sort, filter), maintain reports About the Upgrade

7. University of Michigan Administrative Information Services Report conversion steps

8. 8 Report conversion In XI R2, user reports are no longer stored on your hard drive. User reports will be stored in folders inside the BusinessObjects InfoView interface. MAIS will convert all centrally-maintained repository reports (corporate documents). Any user reports that you want to run in XI R2 must be sent to MAIS for conversion.

9. 9 Report conversion  If you don’t send your reports to MAIS, they will not be available in BusinessObjects XI R2.

10. 10 Report conversion  You will still have access to the current version of BusinessObjects for three months after the go-live.  But eventually your reports will need to be converted to XI R2.

11. 11 Reviewing your reports

12. 12 Reviewing your reports

13. 13 Reviewing your reports If you create and maintain reports and send them out to others in your department, coordinate efforts so that MAIS doesn’t receive the same report from multiple users. If you will have an InfoView license, don’t send reports for conversion (you won’t be able to clean them up). Have the person who maintains the report send it.

14. 14 Reviewing your reports A Business Intelligence opportunity  In reviewing your reports, consider: t Improving, updating reports as needed t Deleting queries you no longer use t Sharing those that represent “best practices” t Networking with other departments who might have created reports that gather similar data.

15. 15 Reviewing your reports A Business Intelligence opportunity  Consider using the U-M Business Intelligence “blog” to share best practices and avoid duplication of efforts. http://mblog.lib.umich.edu/businessintelligence/

16. 16 Report conversion To prepare your reports:  Purge the data from each data provider before sending the report to MAIS.  Keep a copy of the original report for reference in the post-conversion clean-up process.  If you decide to send a modified version of a report you already sent, good idea to rename it, e.g., by adding the date. (Both reports will be converted.)

17. 17 Sending your reports to MAIS Create a folder in C:\Temp for reports that are ready to be sent for conversion. Create a second folder for those that have been sent. Open current version of BusinessObjects. Select Send to, Users… Under To…, select your uniqname and click Add ->. Browse to folder in C:\Temp and select each report you want to convert. MAIS will convert as many as you need.

18. 18 Sending your reports to MAIS Send the reports. The next time you log in, click OK on the message that you have received documents. You can’t actually retrieve the documents from your in-box.

19. 19 Sending your reports to MAIS  At the go-live, the converted documents will be in your XI R2 InfoView inbox.

20. 20 Select File, Send To, Users…

21. 21 Click To… under Send to.

22. 22 Select your uniqname, click Add.

23. 23 Click Browse… to select reports.

24. 24 Select folder you created in C:\Temp.

25. 25 Select a report and add it.

26. 26 Browse and add additional reports.

27. 27 Click OK to send.

28. 28 Results message displays.

29. 29 When you log in, click OK in response to Notification message.

30. 30 After you have sent a batch of reports… There’s no way to check the list of reports you have sent to your BusObj inbox. So you might want to move the files you just sent from C:\Temp to another folder on C:\Temp. You’re sending a copy of each report— you will still have your original.

31. 31 REMINDER: Purge documents before sending.

32. 32 Dates/deadlines: Deadline for report conversion: July 15 or later (moved from 7/7) Go-live: TBD BusinessObjects 5.1.5 goes away: 3 months after go-live

33. 33 If you miss the report conversion deadline: Your reports won’t be available in XI R2 at the go-live. MAIS targeted emails and upgrade web page will give details on how to get your reports to us. Once BusinessObjects 5.1.5 goes away, non-converted reports are no longer available.

34. University of Michigan Administrative Information Services Questions?

35. University of Michigan Administrative Information Services Post-conversion Report Clean-up

36. 36 Converted user reports will be in your BusinessObjects XI R2 in-box at the go-live Some functionality not available in XI R2 (e.g., folded reports, grouping, calculated subqueries, personal data providers). Formatting may need adjustment (headers, footers, page). Post-conversion

37. 37 Consider changing specific values in query conditions to prompts in reports that InfoView users will run. You will be able to share reports with other users whether you have InfoView or WebI access. (More detail to come.) Post-conversion

38. University of Michigan Administrative Information Services BusinessObjects XI R2 Demo

39. University of Michigan Administrative Information Services Resources for Help

40. 40 Resources/Support Labs for post-conversion report clean-up help MAIS LINC:  eLearning courses: t DDE001: InfoView t DDE002: Web Intelligence (modifying predefined reports)  Delta guide

41. 41 Resources/Support Instructor-led course:  DD001: Intermediate Web Intelligence Second set of interchanges on XI R2 “Just in time” targeted emails

42. 42 Resources/Support MAIS Help Desk (Ph. 936-7000 Option #7or email: maishelpdesk@umich.edu)

43. 43 Upgrade Info Use the Upgrade section of the MAIS website for the latest about the BusinessObjects upgrade. www.mais.umich.edu/upgrades/boxi_upgrade.html Click Upgrades, BusinessObjects

44. University of Michigan Administrative Information Services Questions?

45. University of Michigan Administrative Information Services Please fill out and return evaluations.