USING DASHBOARDS AND REPORTS V1.0
2013. SuccessFactors An SAP Company. All rights reserved. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, without the express written permission of SuccessFactors. This software is commercial computer software developed exclusively at private expense. The software and documentation are provided with RESTRICTED RIGHTS. Use, duplication or disclosure by the U.S. Government is subject to restrictions as set forth in DFARS 252.227.7202 3 or FAR 52.227 19, as applicable. Developer is SuccessFactors An SAP Company, SuccessFactors Global Headquarters, 1 Tower Place, Suite 1100, South San Francisco, CA 94080, USA "Rwiz" is a trademark of Enterprise Information Resources, Inc. The product described herein includes software developed by the Apache Software Foundation (http://www.apache.org/). All other brand and product names that are mentioned herein are the trademarks or registered trademarks of their respective holders. All examples, including the names of people in the examples or screen shots are fictitious. No association with any real person (living or deceased), company (existing currently or in the past), or events should be inferred from any example whatsoever. Information in this document is subject to change without notice and does not represent a commitment on the part of SuccessFactors. SuccessFactors An SAP Company SuccessFactors Global Headquarters 1 Tower Place, Suite 1100 South San Francisco, CA 94080 USA www.successfactors.com 2 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Joining the WebEx Meeting Use the call back number to join the conference call. 1. Select Call me at a new number. 2. Select your country and type your phone number. 1 2 3. Click Call Me and follow the instructions given on the line. 3 Another option is I will call in. Be sure to enter your Attendee ID after you join the meeting (there s no prompt). 3 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
WebEx Tips 1. These arrows expand and collapse the control box. 1 2. Click the Hand Raised icon to raise your hand. 3. Use the Green check or Red X to respond during the session. 4. Use the Emoticons Palette to provide feedback. For example, use the coffee cup icon if you need to step away. 2 1 5 3 4 Telephone connection may provide the best sound quality for sharing. Only use Mic and Speakers if you have a USB headset connected to your computer. 5. Type questions, comments or notes in the Chat box. 4 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Welcome! Introductions Name, Role What you hope to get out of today s session 5 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Agenda Introduction Types of reports Dashboards Line of Site Filtering Analytics List Views Spotlight Views Spreadsheet Reports Classic Reports 6 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Report Types Report Type Description Report Features Dashboards List Views Spotlight Views Spreadsheet Classic Provide a summary level view of information in a graphical format. Provide on demand detailed views into the numbers behind the Dashboards for associates, forms, and performance factors. Spotlight reports are on demand, at a glance, graphical representations of statistics about one very focused subject. Allow for in depth analysis about key processes. These reports are scheduled and generated system according to selected criteria and presented in a spreadsheet format. Classic Reports provide access to the core processes and data within the system. Data may be exported from the system. Managers can click on any chart to drill into a list view of the data behind the chart. Each list focuses on only one topic, such as associates, and allows managers to sort and drill through the data. All the information is presented on one page. Managers can use these reports to quickly check up on a key process. HR can easily download the generated report, making it convenient to further analyze the data offline. Reports offer detailed data sets and formats for usage with external systems and reporting tools. 7 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Line of Sight Dashboards, List Views and Spotlight Views utilize an advanced filtering model to allow you to see data based on user s role Managers see everyone in their team, from their direct reports all the way down their management hierarchy. HR Representatives will be able to view everyone within their specific client group or business unit Specific additional access given to user by an Administrator Detailed Reporting Rights are advanced settings to allow specific users to see across Divisions, Departments and Locations 8 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Dashboards
Dashboards Dashboards provide information that is viewed in visually intuitive graphics. Managers can click on any chart to drill into a list view of the data behind the chart. 10 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Dashboard Features 1. View Dashboards: Use the drop down menu to select a Dashboard from the list. Dashboards change throughout the year as new processes start. 2. Filter Options: Filter data to show levels of the organization, processes, and audience. 2 3. Date Options: Enter the date range to be 3 displayed in the charts. 1 11 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Dashboard Features 4. Update the Data: Click to refresh the data displayed in the charts. 5. Filter Summary: Displays a summary of your filters for review. 6. Drill Down Into Details: Dashboards are interactive. Click on a chart segment, underlined text, or chart label on the Dashboard to reveal underlying data in a report format. 5 6 4 12 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Filter Options: Line of Sight Available at the report/dashboard level and used to select a reporting role and/or narrow the number of results returned by the data outputs 13 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Processes Process are the underlying data that displays in the dashboard Most organizations have one process which contains data from their forms and objective plans for one performance review cycle When a new performance cycle begins, a new process should be created that includes the performance forms and objective plan for the new cycle 14 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Date Options Used to specify which forms to include in the data for the report 15 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
All Filter Options Used at the report/dashboard level and can be combined to narrow and pin point the specific data outputs 16 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
How to Use Filters 1. Click + to expand Filter and Date Options. 2. Select the reporting structure to report on using the Show criterion. 1 2 3. Select the performance Process to report on. 4. Use View filters to segment areas of the organization. 5. Change the date range of the report. 3 4 6 5 6. Click Update to generate the report. 17 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Common Problems When Viewing Dashboards Charts may display with no data if: The manager does not have permission to view data for the options selected in the filter, department, or location outside of their own. Data is not present for the options selected in the Process menu. The date range selected in Date Options does not contain data for the time period defined. Any combination of the above. 18 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Interacting with the Dashboard Dashboards are interactive, enabling managers to drill down to underlying data. Clicking on a chart display or chart segment reveals the underlying support data organized by team, form, or other critical process. Reports enable managers to take action, by emailing individuals or extracting the data to Microsoft Excel for advanced reporting. 19 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Dashboard Result Report Table 1. After clicking to drill down into the Dashboard chart you will be taken to a list view of the information. 2. Expand the Display Options to control the information displayed in the list. 2 3 5 4 1 3. Save the list as a report for access later. 4. Click the Export to Excel button to download the report list to Microsoft Excel. 5. Click the icon to email participants listed for follow up and action. 20 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Saving List Reports 1. Click the Save Settings button. 2. Enter a Report Name. 3. Select a Destination folder (you can create new folders from the Saved Reports page). 4. Choose to return to your report or go to the Saved Reports page. 5. Click the Save button. 6. View saved reports in the Saved Reports section of the Reports, Analytics tab. (not shown) 7. Use the Export to Excel button to save a static version of the report. 1 7 2 4 5 3 21 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Analytics Reports center
Navigating the Reports Center 1. Reports appear in multiple locations and can be accessed several ways based on the information you are looking for. 1 2. The Reports Center is the landing page that appears when you click on the Analytics sub tab on the Reports tab. 2 There are different groups of reports on this page depending on your permissions. 23 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Reports Center 3. Use the Reports Center menu to view reports by type or category as well as access saved or scheduled reports. 4. Organize Saved Reports into folders for quick identification. 5. Download Scheduled Reports here. The system will email you when your report is ready for download. Out of date reports are periodically removed by the system. 3 4 5 6 6. Create or view Ad Hoc Reports 24 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
List View Reports List View Reports provide detailed views into the numbers behind the Dashboards for employees, forms, and performance factors. Each list focuses on only one topic, such as objectives, and allows you to sort and drill through the data to quickly view the information you want. Key feature: Export to Microsoft Excel. 25 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
List View Report Types Report Type Form List Description View form status and ratings for each employee Access a read only version of the form Competency List View ratings for each competency Objective List View objective status and ratings for each employee Development Objective List Employee List View development objective status, due date, % complete, and progress For each employee, view counts and ratings for objectives and competencies 26 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Spotlight View Reports Spotlight reports are at aglance graphical representations of statistics about one very focused subject, such as the number of completed reviews. Managers use these reports to quickly check up on a key process. Key feature: All the information is presented on one page. 27 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Spotlight View Reports Types Report Type Competency Breakdown Spotlight Description View average ratings for each competency. Employee Comparison Compare competency ratings for each competency across employees. Objective Alignment Spotlight View the count of employees aligned/not aligned and the objective status for a specific objective on a specific employee s Objective Plan. Objective Plan Summary Report Identify the number of objectives each employee has on his/her Objective Plan and the total weight of those objectives. 28 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Generate a report
Select a Report To generate a report in the Reports Center: 1. Click the Reports tab. 2. Click the Analytics sub tab. 3. Identify the report you want to create by clicking on a link in the Reports Center. 4. Click on the report s link to create the report. A new window opens 3 2 1 4 30 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Generate a Report 1. Click + to expand Filter Options to filter the data to be shown in the report. 1 2 2. Click + to expand Date Options to change the date range of the report. 3. Click Generate Report to generate the report results. (not shown) NOTE: Reports are updated with the most recent information each time you generate the report. Export the report to Microsoft Excel to keep a static copy of the data for a snapshot in time. 31 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Work with Report 1. Use Display Options to control the information displayed in the report table. Display Option choices vary from one report to another. 2. If you wish, save your report settings or export data to Microsoft Excel for additional analysis. 1 2 3. To send an email to everyone on the report list (e.g., to send an email reminder), click email icon. 4. Click any of the column headers to sort the list by data in that column. 4 3 32 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Spreadsheet Reports
Spreadsheet Reports Spreadsheet Reports provide in depth analysis about key processes. These reports must be scheduled and are generated by the system according to selected criteria. Reports are presented in a spreadsheet format. HR managers can easily download the generated report, making it convenient to further analyze the data offline. 34 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Spreadsheet Report Basics Enter a Name for your report. Select the Filter Criteria, including a date range (if applicable) for your report. Click the Submit Report Request button to schedule your report. 3 2 1 NOTE: Hold down the Ctrl key on your keyboard while clicking to select more than one option at a time. 35 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Spreadsheet Report Basics Continued You may receive an e mail notification that your report is ready to download. Download your report from the Scheduled Reports section of the Reports, Analytics tab. Right click the [#] file link in the Download column and save the report to your hard drive. 36 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Spreadsheet Report Basics Continued Some Spreadsheet Reports will contain several worksheets of information (represented by tabs at the bottom of the window). The first worksheet contains links and descriptions for each additional worksheet located in the report. 37 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Spreadsheet Report Basics Continued Click the link on the Report Descriptions page or click directly on a worksheet tab to open that section of the report. Filters within each worksheet allow you to further segment the data. Double click on a number to drill down further. 38 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Classic Reports
Classic Reports Classic Reports provide detailed information on the core processes and data within the system. Generate information to view onscreen or export for usage with external systems and reporting tools. 40 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Classic Report Basics 1. Select Search Criteria. Options will vary based on report. 2. Click the Generate Report button to display results on screen. 1 3. Scroll down to view your results. 4. If you prefer to export your report, click the Open Export Options link to select the information to be exported. 3 2 4 41 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Classic Report Basics Exporting Reports 1. Choose an Export File Format. If you expect your report will contain over 500 records, select SuccessFactors v4e. Otherwise, select Microsoft Excel. Both formats can be viewed in Microsoft Excel. 2 1 3 2. Select which fields to include in your report. 3. Save your export selections for reuse. 4. Click the Export Report button to export the report. 4 42 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Classic Report Types Report Type Overdue Document Form Status Summary Description This page shows which forms are overdue and who currently has an overdue form. This page lists the status and progress of forms, such as types of forms, number of completed forms, and workflow status. Aggregate and Individual Workflow Status This page shows the progress and number of forms being used by your team as a whole and as individual associates. Detailed Document Search Deactivated User Inboxes Ratings Distribution by Hierarchy Ratings Summary This feature allows you to extract additional BASF specific data elements for use in further analysis via Microsoft Excel or Access. This page lets you search for inactive associates who still have inprogress forms in their Inboxes. This page shows how ratings were distributed across your team. This page displays ratings data for the forms you selected to view. 43 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Detailed Document Search Continued The Detailed Document Search report is extremely flexible, allowing you to include as much or as little information as you need. For example, if you want to find the Document ID of the form and don't need to know who has the form, you can exclude associate information from your report. Once the report is generated, you can easily view it on your screen or export it to Microsoft Excel. 44 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Detailed Document Search Search Options Specify which forms to include in your report. This Option... Department, Division, Location Specifies This... The departments, divisions, and locations to report on Active Document Associates only Created by Username Associate Username Associate Job Code Hire Date Document Name If selected, the report includes only forms for Active associates. Clear this check box to report on both Active and Inactive associates. The username of the form's originator The username of the form's subject The Job Code of the form's subject The hire date of the form's subject Specifies whether to report on all forms or only specific ones. The options are: All: Reports on all forms Other: Reports only on selected forms. Select the forms that you want to report on Tip: To select several forms at once, hold down the CTRL key on your keyboard while selecting each one. 45 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Detailed Document Search Search Options (continued) This Option... Status Document Ended Date Completed Specifies This... Includes only the forms in the selected stage Appropriate options are: All (Except Draft and Deleted) Note: If you select this option, the report will not contain forms in the Draft stage or deleted forms. To report on draft or deleted forms, you need to run a report specifically for those forms. Draft Modify Stage Signoff Stage Completed Deleted Reports only on forms that ended within the specified date range Specify the date range in the From/On and To fields. Tip: To report on forms that ended on a specific date, type that date in the From/On field and leave the To field empty. Reports only on forms that were completed as specified The options are: None: Reports on all forms Today: The form was completed on the day that the report is generated From/On To: The form was completed within the specified range of dates Tip: To report on forms that were completed on a specific date, type that date in the From/On field and leave the To field empty. 46 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Detailed Document Search Search Options (continued) This Option... Last Modified Specifies This... Reports only on forms that were last modified as specified The options are: None: Reports on all forms Today: The form was last routed on the day that the report is generated From/On To: The form was last routed within the specified date range Tip: To report on forms that were last modified on a specific date, type that date in the From/On field and leave the To field empty. Last Routed Reports only on forms that were last routed as specified The options are: None: Reports on all forms Today: The form was last routed on the day that the report is generated From/On To: The form was last routed within the specified date range Tip: To report on forms that were last routed on a specific date, type that date in the From/On field and leave the To field empty. 47 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Detailed Document Search Report Generation Options Specify the level of detail to include in your report. Select This Option... To Get This Level of Detail... Use this Option to... Creates a Report Displaying This Information... Generate Report High level form data, displayed on your screen Find the form's Document ID Only the following fields, pre selected by the system: Check the status of a specific form Find out who has the form or when it was completed Title Originator Full Name Associate Full Name Department Division Location Status Rating Scale Max Review Start Review End Created On Last Modified On Last Routed On Completed On Document Id Process Owner/Currently With 48 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Detailed Document Search Report Generation Options (continued) Select This Option... To Get This Level of Detail... Use this Option to... Creates a Report Displaying This Information... Export Report Limited information in a form, exported to a file Find out which associates received a specific form and when the form was completed Export the Document ID Any field in the following sections: Document Fields Includes all information about the form, such as the name, Document Id, and due date Associate Fields Includes all information about the associate, such as the name, username, job title, and Facility Misc Info Fields Includes additional information about the form, such as the originator, current owner, and current step 49 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Detailed Document Search Report Generation Options (continued) Select This Option... To Get This Level of Detail... Use this Option to... Creates a Report Displaying This Information... Export Doc Contents (Compact) All information in a form, including information about each item, such as objective ratings, exported to a file Slice and dice form data, such as ratings and comments Get data about specific items, for example Objectives or Competencies Any field in all sections At least one option in the Document Content Fields section Ideal for pivot tables Export Doc Contents All information in a form except information about each item, exported to a file Get specific data, for example an associate s job code, hire date or manager s name Any field in all sections At least one option in the Document Content Fields section Get all data in forms except data about each item, for example Objective ratings 50 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Detailed Document Search Export Options Specify the information to include in your report. This Field Section.. Document Fields Associate Fields Associate Misc Info Fields Manager Info Fields Matrix Manager Info Fields Document Content Fields Shows Information About... All information about the form All information about the subject of the form Custom information about the subject of the form Information about the form subject's manager Information about the form subject's matrix manager Additional information in the form, for example, data in Objectives sections. PF = Performance Factor The PF fields are: PF Id: The unique key that identifies the element PF Index: The index that identifies the element PF Type: The element type PF Name: The name that associates see PF Desc: The content of the element in the form If you have several sections of the same type, for example several Objective sections, select the Parent Id and Parent Name fields. When you select these fields, the report will show which section the objective appears in. 51 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Detailed Document Search Export Options (continued) This Field Section.. Objective Info Fields Shows Information About... Information about objectives in the form, such as ratings and status Tip: You should include at least some fields in this group if you are using the Export Doc Objectives option. Misc Info Fields Information about the form's originator, owner, and steps 52 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Detailed Document Search Summary Use the Generate Report option to quickly view information on screen and drill down to form information. Use the Export Report option to export limited amounts of information from the Document, Associate, and Misc Info Fields sections. Use the Export Doc option to export limited amounts of information with fields from any section. Use the Export Doc Contents (Compact) option to export data with information on each objective and competency rating for use in pivot tables. Use the Export Objectives option to export summary information on each objective. (Not Applicable to Ingersoll Rand) 53 SuccessFactors Proprietary and Confidential 2013 SuccessFactors, An SAP Company. All rights reserved.
Questions
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Success Academy A solid educational strategy is the cornerstone to effective user adoption. That s why our Success Academy team is committed to helping you realize a total strategic talent and performance management solution for your organization and build the ultimate success story. 57 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved.