1. Slide 1 FastFacts Feature Presentation August 28, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500

2. Slide 2 Todays Topic Well be taking a look at… Exporting data from BW and R/3

3. Slide 3 Todays Presenter Louis Eckert Senior Financial Applications Analyst Controllers Office, Johns Hopkins Health System

4. Slide 4 Session Segments Presentation Louis will review the steps to export and print from BW and Excel During the presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. We will answer as many of your questions as time allows.

5. Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.comHopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6. Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7. Slide 7 Exporting Data from BW and R/3

8. Slide 8 Agenda Today, well be covering: Session assumptions Exporting from BW Printing from BW Exporting from R/3 Printing from R/3 Questions & answers

9. Slide 9 Assumptions Participants have access to BW and/or R/3 Participants have used BW and/or R/3 and understand basic navigation.

10. Slide 10 Exporting from BW

11. Slide 11 You can export to Excel in a variety of ways Show information in every cell instead of just one Exporting from BW

12. Slide 12 Start with your report and right-click on any key figure or characteristic on the screen Exporting from BW

13. Slide 13 The above pop-up menu will appear. You will then choose Export As. Exporting from BW

14. Slide 14 You will then have the two choices listed above. Most people can use the MS Excel 2000 File. However, if your report is over 65,000 lines, you will need to use the CSV file. Note: Opening the CSV file is a little complicated and will not be covered in todays session. Exporting from BW

15. Slide 15 The above pop-up will appear when exporting. If exporting as an Excel 2000 file, click open (to open) or save (to save the file). Exporting from BW

16. Slide 16 This pop-up will appear after you click open. You will then click Yes. Exporting from BW

17. Slide 17 The report will look like this when it opens in Excel. Exporting from BW

18. Slide 18 Another way to export is to choose Printing and then Print to Excel Exporting from BW

19. Slide 19 This pop-up will appear; click open (to open) or save (to save the file). Exporting from BW

20. Slide 20 Exporting from BW This pop-up will appear after you click open. You will then click Yes.

21. Slide 21 The report will look like this when it opens in Excel. To avoid the problem where information only shows in one cell, do the following in the BW report. Exporting from BW

22. Slide 22 1. Right-click on an item that only appears once Exporting from BW After Before 2. Choose Show Repeated Texts

23. Slide 23 Notice all the cells have information so sorting and filtering is easier Exporting from BW

24. Slide 24 Printing from BW

25. Slide 25 Printing from BW is pretty easy. Choose Printing from the menu bar. Printing from BW Choose the selection you want. From experience, Printing to Excel and then printing from Excel produces the best results.

26. Slide 26 Top picture: printed from BW. Bottom picture: printed from Excel. Printing from BW

27. Slide 27 Exporting from SAP R/3

28. Slide 28 Start with a transaction in SAP Exporting from SAP R/3

29. Slide 29 Two ways to export from R/3 Method 1 -Choose Document from the Menu Bar. -Select Export -Three options will appear. Exporting from SAP R/3 First two options: Word processing and Spreadsheet will export the data to MS Word or Excel. Third option: Local File will require you to save the file. You will then have to open it from your desktop.

30. Slide 30 This box will appear if you choose Spreadsheet. You have two choices: Table - gives you an Excel spreadsheet with all information on the screen in its own cell without any empty columns. Pivot table - will create a pivot table in Excel (Examples of each in the next two slides) 1. Make your selection then click the green check Exporting from SAP R/3 2. This box will appear. Again click the green check

31. Slide 31 Exporting from SAP R/3 Note the pop-up box if you go back to the R/3 report. Make sure to save this in Excel or you will lose this information. This is an example of the table.

32. Slide 32 Exporting from SAP R/3 Again, make sure to save this in Excel. This is an example of the Pivot Table.

33. Slide 33 Two ways to export from R/3 Method 2 -Click the export icon. Note: This method only allows you to export to a local file. Exporting from SAP R/3

34. Slide 34 Exporting from SAP R/3 If you export as a local file or click the export icon, this screen will pop-up.

35. Slide 35 Exporting from SAP R/3 Once you have chosen your format, this screen will appear. Save as you normally would in a Windows based application. This will appear in the lower left hand corner once the save is successful.

36. Slide 36 Exporting from SAP R/3 Excel Two examples of the reports Unconverted format

37. Slide 37 Printing from SAP R/3

38. Slide 38 Printing from SAP R/3 There are two ways to print from SAP R/3. The first produces a formatted report; the second is a screen capture. To produce a formatted report you can either: Use the Print icon Go to Document on the menu bar and choose Print

39. Slide 39 Printing from SAP R/3 This screen will then appear. This screen will allow you to print a file or choose another printer by using the drop-down menu next to Windows printer

40. Slide 40 Printing from SAP R/3 This is an example of the formatted report.

41. Slide 41 Printing from SAP R/3 To print a screen capture click this icon. A drop-down menu will appear; choose Hard Copy. This will print a screen shot of what you see in R/3.

42. Slide 42 Printing from SAP R/3 This is what the print out will look like.

43. Slide 43 Conclusion There are multiple ways to print and export information from R/3 and BW; while not every option is available on every screen there should be at least one. Keep in mind that by exporting to Excel, you can format and manipulate data, and you may find it easier than trying to do it in the actual application Hopefully this session will help you create better looking reports while cutting down on the amount of time it takes to create the reports.

44. Slide 44 Q&A Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants.

45. Slide 45 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

46. Slide 46 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey http://connect.johnshopkins.edu/fastfactssurvey/ http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!