Business Objects Reports Influenza Vaccinations User Guide

Business Objects Reports Influenza Vaccinations User Guide IT@JH Enterprise Applications Updated: August 2, 2013 Page 1 of 19

Table of Contents Report Viewer:... 4 Business Objects Reporting Website...4 Logging-in, Opening Business Objects Web Intelligence (WebI) and Finding Reports...4 Navigate to Reports...5 How to Run a Report...6 Frequently Asked Questions... 10 1. What is in the Reports?... 10 2. How are the report completion rates calculated?... 10 3. What does the search Prompts consist of?... 11 4. jhpeoplesmart Reporting Taxonomy... 11 5. Step-by-Step Guide to Printing, Exporting and Saving Reports... 11 6. How to Request Report Access?... 12 7. How do I create a shortcut to a Pubic canned report and why not just copy the report?... 12 8. How to Save a Report in Personal Favorites?... 14 How to change document preferences?... 14 9. How to Send Reports?... 15 10. Error Messages, may require page refresh... 16 11. Trouble timing out often?... 16 12. Webi Navigation... 17 13. Search Hints... 17 14. To use Business Objects you need, at a minimum follow these best practices:... 18 15. Change the default the BO Launchpad Preferences to start at Folders... 18 16. What is different between the counting method of Total Number of Eligible People in Flu Vaccination Detail vs. Flu Vaccination Summary?... 19 17. How to sort columns?... 19 Page 2 of 19

jhpeoplesmart User Guide Influenza Reports Introduction and Background Web Intelligence (Webi) is SAP/Business Objects' strategic web-based tool for ad-hoc and analysis reporting. It provides access to data Universes that have been created to meet the needs of various organizational requirements with access to specific data collections in the Johns Hopkins data Warehouse; and provides extensive query construction and report formatting capabilities, all in a single web environment. The jhpeoplesmart data Universe integrate identity and requirements data from various systems, organized by logical groupings, all in one database, to improve compliance, reduce risk and increase the efficiency and reliability of compliance reporting for individuals, departmental management, and institutional compliance functions. This data set leverages a growing data architecture that draws on the authoritative systems of record (i.e. SAP & mylearning), but brings together data in meaningful way for improved decision making and friendly reporting. Ultimately, Business Objects (BO) reporting tools will help share requirements data to departments and compliance functions at Hopkins. IT@JH developed these reports using Webi documents in SAP Business Objects. This will allow you to: Format Personalize and save to favorites Analyze Share and Distribute Native Printing to PDF or Excel Add Custom Filters Run Multiple Reports Save Reports to Favorites Page 3 of 19

jhpeoplesmart User Guide Influenza Reports Report Viewer: Business Objects Reporting Website To navigate to the BO Report use the following link to login-in using your JHED-ID and password Navigate to this website: http://jhbi.johnshopkins.edu/ Start here Just sign in with your JHED ID and password to login Logging-in, Opening Business Objects Web Intelligence (WebI) and Finding Reports From here, make sure to select Windows AD and re-enter JHED and Password Log On to BI Launch Pad 1. Sign in with your JHED ID username and password 2. For Authentication, select Windows AD from dropdown Page 4 of 19

jhpeoplesmart User Guide Influenza Reports Navigate to Reports After sign-in, the default Dashboard is displayed Navigate to Reports: Clicking on Documents tab, to see list of available reports Note: You will only see the folders which you have permissions to. See FAQ tip # 15. Change the default the BO Launchpad Preferences to start at Folders Public Folders: 1. Clicking on Folders, to see list of available reporting folders 2. Then click on Public Folders ("canned") reports in the repository, then jhpeoplesmart folder, then Influenza 3. Click on the title of the report document you want to run OR right click and select View Page 5 of 19

jhpeoplesmart User Guide Influenza Reports Select Reporting Document: In the Tree Panel, it displays folders or categories in a hierarchical structure; allows you to navigate through them. How to Run a Report Select the Report you wish to run and add the necessary selection criteria in the Prompt Search fields Run Report: 1. Click on the report name (i.e. Influenza Vaccination Detail Report). 2. You will be prompted to enter search selection criteria. NOTE: If the Prompt does not automatically appear, click Refresh Button 3. Add > Values to selection criteria 4. Click Run Query 5. The report will be display in your browser window. Note: make sure to unselect Page 6 of 19

jhpeoplesmart User Guide Influenza Reports the default Organization when making your search selection. Page 7 of 19

jhpeoplesmart User Guide Influenza Reports User Prompt Input: On the left side of the Prompts dialog box, select your list of values, then, click the > symbol (Add from list of values) to your desired search selection, over in the right selection box: Options: 1. Search by Department 2. Search by Organization Structure 3. Select Cost Center(s) 4. Search by Last Name, First Name [JHED Id] 5. Search by Audience Group Name 6. Select Campaign Year Note: to reset the search parameters, click the refresh icon (two arrows) to re-input the selections To undo a selection click the < symbol in order to view the most recent list of values, click the Refresh button. Hints Hit the Refresh Values icon to return a set of organizational unit values to select from To search for the SAP Organizational Unit or Department Numbers, enter the Number and click the binocular icon to Search To search using free text, begin typing in Department name and click binocular icon to Search To search by Cost Center, simply enter in 10 digit SAP Cost Center values or use the * asterisk which serves as a helpful wildcard search for retrieving broader Cost Center Information o See notes about changing the search criteria before finding people by cost center: What does the search Prompts consist of? The % key serves as a helpful wildcard for retrieving specific information, but not always necessary Viewing Page Results (Flu Vaccination Detail Report): Immunization Status Graph Total People Counts and Completion Rates Detail Results Note: To re-run the report with new search selection criteria, click the - Refresh all Data button in tool bar. Page 8 of 19

jhpeoplesmart User Guide Influenza Reports Report Filters: Use Report Filter(s) to narrow down large amounts of data to make it more understandable for quick analysis (i.e. people with Incomplete vaccinations). It will limit the values displayed on reports, tables, charts, sections within the document. It won t modify the data that is retrieved from the data warehouse. It simply hides values at the report tab level. (If your query has several different report tabs, it will only affect the one that is open.) Hints Filter selections only apply to each reporting tab, so if you switch between reports (tabs), then you may have to re-select or un-select the previous filter If you want to see more report filters, click the Add Simple Report Filter Icon and make a selection. Viewing Page Results (Flu Vaccination Summary): Grouped by selected entities Total Counts and Completion Rates Note: To re-run the report with new search selection criteria, click the - Refresh all Data button. To drill-down or up, click the drill-down/up button Page 9 of 19

Frequently Asked Questions 1. What is in the Reports? There are 4 tabs within the Influenza Vaccination Detail report. The Influenza Vaccination Details tab will be the primary report department administrators uses to retrieve staff and employees Influenza vaccination records. The report can be generated for a single person, an entire department or multiple departments. People selection is based on current organizational assignments. The Report column output provides: JHED ID (sort by) Name (Last, First) Vaccination Status Vaccination Date Sorted by: JHED ID The Flu Vaccination Summary tab will create an aggregate level of the select organizational units for a quick onepage summary for management and provide drill-down or up capabilities. Oversight/ Functional Unit Total Number of Eligible People Number of People Who Receive Immunization Vaccine Rates Total Number of Eligible People with Patient Contact Number of People Who Received the Immunization with Patient Contact Patient Contact Rate Sorted by: Oversight or Department Rates The Export Friendly Report tab is an output to extract data for further analysis in Excel with more columns. The Selection Criteria tab provides the search selection query/filter values chosen for generating the report for reference. 2. How are the report completion rates calculated? Vaccination Rate = calculates the number of people selected in an organization t vaccinated or exempt Patient Contact Rate = calculates the number of people considered as either a Health Care Person or having the patient-contact indicator vaccinated or exempt Page 10 of 19

3. What does the search Prompts consist of? The Selection Prompts provide essential search criteria to help find individual(s). Search by Department = Using a Free Text or Number Key (i.e. org. unit number) value, to find a desire Department(s). Search by Organization Structure = In an organization structure, there are many levels, find a designated Division, SAP Oversight Unit, Functional Unit, Department, SAP Personnel Area #, SAP Org Unit & SAP Org Unit # Select Cost Center(s) = Find the SAP default Home Cost Center for the employee s position.! ATTENTION -- BEST PRACTICE! Please make sure to un-select the default Limit Report System of Record = Y and select Choose a System of Record = HOSP and/or UNIV for a complete picture of people connected to a SAP Cost Center Search by Last Name, First Name [JHED ID] = Find the person by their JHED-ID or last or first name, separated with a comma Search by Audience Group Name = Pick a managed group or audience to get only their requirement results for pre-built people audiences (i.e. Medical Providers).! ATTENTION -- BEST PRACTICE! Please make sure to un-select the default Limit Report System of Record and select Limit Primary System of Record = Y for the primary system-of-record assignments. Select Campaign Year = Defaults to the current campaign year. Limit Report System of Record = defaults to the Reports custom built logic for primary system-of-record that a person is affiliated with (i.e. primary and SAP Hospital or University). Choose a System of Record = Will allow a user to select the actual system of record Limit Primary System of Record = defaults to the primary system-of-record that a person is affiliated with. 4. jhpeoplesmart Reporting Taxonomy This is a unified organizational hierarchical taxonomy to help classify the various organizational level characteristics across the Hopkins Identity Management systems-of-records, also known as JHED. In Business Objects, we defined them as Location Dimensions or in the Universe layer all_locations. For Example: Institution (Level 1) = The Johns Hopkins Medical Institution Division (Level 2) = Johns Hopkins Hospital Oversight or Functional Unit (Level 3) = Medicine -JHH Department (Level 4) = Medical ICU Nursing (10001847) Person = Last, First Name! ATTENTION -- BEST PRACTICE! Note: If a Division field contains a personnel area code key (i.e. UN02) in the Division text, it s from SAP 5. Step-by-Step Guide to Printing, Exporting and Saving Reports Viewing and Printing, it page defaults to HTML view, but for PDF, Click Reading to view in PDF mode Page 11 of 19

Export Options o Export Document as PDF is similar to Reading and reading the report in PDF mode and reading it for saving as a PDF file o Exporting Document as Excel, we don t recommend using the Export to Excel or Excel 2007 because of how the report will appear in MS Excel. To Export to data in a usable Excel file. Please follow these steps: Select the Export Friendly tab and then Export Current Report As, Excel 2007. The "Copy and Paste Format" is similar to the "Excel Format". You must view this report in HTML format. Copy the column headers and report details. Then paste it in your spreadsheet application. Hints: Click the Print icon while holding down the Ctrl key In some cases, it is easiest to simply Save to my computer as and choose Excel. When saving the report to Excel, you do NOT lose any leading zeros as you do when saving to CSV and then opening directly in Excel. (see the FAQ re leading zeros) Webi/Excel Tip: To avoid getting caught in the IE Download file/ok/try again loop, you need to hold down the Ctrl key as you re picking the option from InfoView or Webi to save document as Excel. Hold it down until it s all the way open in Excel and let go.! ATTENTION -- BEST PRACTICE! When you are printing a report, be sure that you will be storing it in a secure location, and properly destroying reports with sensitive data when they are no longer needed. If you share it with someone else, make sure that person has permission to access the data. 6. How to Request Report Access? Access to the jhpeoplesmart Reports is given through the Report Viewer role. You will need access to the role by contacting us ARMhelp@jhmi.edu. Please let us know if have any comments, questions or concerns. Also, support issues can be directed to ARMhelp@jhmi.edu.! ATTENTION! The jhpeoplesmart Universe contains personnel information. Accordingly, when accessing the Report you are only authorized to access information for individuals employed in the department(s) for which you have supervisory or managerial responsibility. You are not authorized to access data maintained for employees of other departments. 7. How do I create a shortcut to a Pubic canned report and why not just copy the report? a) Creating a shortcut: b) Select the public report that you need the shortcut for (Do not double-click or open the report!) Page 12 of 19

c) Click on the 'Organize' drop-down and d) Select 'Copy shortcut' OR Right-click on the chosen report, select 'Organize' > 'Create shortcut' e) Click on the 'My Favorites' folder to expand it, then f) Click again on 'Organize' > 'Paste shortcut' OR Right-click on expanded 'My Favorites', then click on 'Organize' > 'Paste shortcut'. This creates a shortcut to your chosen corporate report. The benefits of a shortcut over copying the report are the following: You will always have easy access the most up-do-date corporate report including any modifications/updates to the query. The query/report that you use will be always correct in syntax, etc.! ATTENTION -- BEST PRACTICE! Create shortcuts rather than copying reports unless you then make significant modifications to the query/report. Hints: Organize your shortcuts into personal folders according to how you will use them. Page 13 of 19

Paste the shortcuts into any folder within 'My Favorites' that you prefer. Rename the shortcuts so that the titles are more helpful and don't all start with Shortcut! 8. How to Save a Report in Personal Favorites? Once a report is ran with organizational search selections (i.e. department) and formatted the way you would like, you can save it for future use.! ATTENTION -- BEST PRACTICE! Copying reports will not get updated with enhancements to the canned public reports and are not supported. Note: This option is beneficial for taking a snapshot copy of the report as of a period in time, but requires making a setting change in document preferences to avoid the report refreshing the data with current data. See steps below Choose the down arrow next to the Save icon and select Save As Choose Favorite Folder Give your report a Filename and click Save button to save it to your favorites How to change document preferences? In the report document click the Design button Choose Properties tab, then Document Page 14 of 19

Under Options un-check the Refresh on Open, then click Ok to go-back and save the report document. 9. How to Send Reports? You can send a copy of a Favorite report document to another user s Business Objects Inbox with access to the existing reports (similar to emailing a bookmark or link). You may want to email the user to notify them of the report awaiting them in their Inbox. Locate the report document under the My Documents tab Right-click on the report document and choose Send BI Inbox A window will pop-up allowing you to select who you would like to send a copy of the report to. You can page through to find the person(s) in the list or use the search functionality to narrow down the list of rows. You can currently only search for a person by JHED ID. Type part of their ID and click the binoculars. Note: If you need to search again, be sure to select the User List link on the left first. Otherwise you will only be searching through the results you already got back. Highlight the person and use the arrow >> button to move them under the Selected Recipients box. Add as many recipients as you need. You can leave a system generated report name or give the copy of the document your own unique name. Make sure the Copy option is selected under Save As and hit Send. Page 15 of 19

Receiving the Reports o After a few minutes your recipients will receive their copy in their BI inbox o Your BI Inbox can be found below your My Favorites section 10. Error Messages, may require page refresh After the report being idle for only a few minutes, may require you to hit the Refresh button. Error appears when trying to refresh a report where there are a combination of search selection criteria variables that don t have results, please click Refresh button to start over they may contain selections that need to be reset. or change search prompts as If you see this message at the login page, then you probably don t have access to run the reports, please see the FAQ #6. How to Request Report Access? 11. Trouble timing out often? It's important to remember that for each open InfoView or Webi window, there is a separate timer "running" that you need to keep track of. Even if you open your Webi docs for editing INSIDE the InfoView portal, there are still 2 different timing sessions running! Page 16 of 19

The activity needed to keep a Webi window open and not timed out is either saving the report or running the query. Just formatting the report or noodling around tweaking things will NOT keep your session active and you might easily time out and lose work in Design mode. The InfoView session is more forgiving and registers tweaking and formatting as enough activity to keep the session alive. Sessions are generally set to 60 minutes. 12. Webi Navigation Main Toolbar allows you to perform basic functions like printing and saving the report document Report Navigation Map Pane lists all the reports contained in the document Input Controls pane allows you to add and edit input controls applied to the document. For example. Status Bar allows you to navigate the report, modify screen magnification, refresh the report data and see the status of the connection. 13. Search Hints The % or * key serves as a helpful wildcard for retrieving specific information. The current free text or key search may not require their use in jhpeoplesmart. Just in case, here are some notes. o examples: % in the Department field pulls all the matching departments o example: * in the Cost Center field pulls all possible results Page 17 of 19

Any of the reports can be saved as a PDF or downloaded to Excel from the Document drop-down menu on the left side of the page. After the BO report has been generated on screen, the tabs at the bottom of the report provide other format options for viewing the report, such as by employee, by department, by preferred approver, or in a table format for downloading into Excel. Showing the maximum of 100 rows to avoid overloading. If the record you seek doesn't appear, please refine the search criteria and search again. 14. To use Business Objects you need, at a minimum follow these best practices: Via Remote Connections VPN my JohnsHopkins Connectivity Needs Browsers o Safari is not supported o Internet Explorer 8 or higher or Firefox is recommended Settings (optional): o Security settings / trusted sites to enable uninterrupted Export to Excel or Export to PDF o F11 - toggles Full Screen mode (provides better visibility) o Tabs - Internet Options -> General -> Tabs (Change how web pages are displayed in tabs) - >Settings. Set all new pop-ups or links to open as tab in current window 15. Change the default the BO Launchpad Preferences to start at Folders If you routinely use reports from specific areas of canned or public folders, you can set your preferences to open a folder below the Public folder. Click on Preferences Choose the Option button next to Documents tab Choose the Option button next to Folders Choose the Options button next to Select Public Folders Page 18 of 19

Click the Browse Folder button and Save & Close 16. What is different between the counting method of Total Number of Eligible People in Flu Vaccination Detail vs. Flu Vaccination Summary? The The Flu Vaccination Detail report simply counts an individual one-time (i.e. for each distinct jhed-id), no matter how many systems-of-record they are sponsored from; however, the Flu Vaccination Summary report, which groups people based on Organization, may show the person counted more than once (i.e. the total count) and credited under each of the Organizations they are assigned. 17. How to sort columns? In order to change the default sort on columns, you ll need to perform the following steps: 1. Click on Design button 2. Right click on a row within the desired Column 3. Click on Sort, then make sure to Remove all Sorts, to undo the default current sort selection 4. Then, proceed to select the Sort Ascending or Descending Page 19 of 19