Non-Instructional Staffing Super User Training

June 18, 2008

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Accessing SAPAccessing SAP

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SAP ECCWhat is SAP?

SAP – (Systems, Applications and Processes in Data Processing) is an integrated system that supports all business and accounting practices of SBBC.

Why are we using SAP? One business system Reporting of real-time data Increased security

Currently, Broward uses SAP 4.6 b and is implementing SAP/ECC 6.0

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SAP BRITE Website www.broward.k12.fl.us/erpwww.broward.k12.fl.us/erp

For end users, SAP will now be accessed through the web. For super users, SAP can be accessed through the web On Windows-based computers, you will access SAP in Internet Explorer. On Mac-based computers, you will access SAP in Firefox. There will be a button to access SAP on the ERP Department web page:

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Logging into the BRITE Portal

User Login ID

Entry format = P00012345

• Letter “P” plus 8 digits

• Personnel Number 00012345

• If personnel number is less than

• 8 digits (i.e. 12345) , then leading zero(s) should be added to it

Password (first time users only)

Entry format= ja021956

• mm = first 2 letters of birth month (ja)

• dd = 2-digit birth day (02)

• yyyy = 4-digit year of birth (1956)

• Case sensitive, so make sure the month letters are lowercase

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BRITE Portal Screen The BRITE Portals provide you access to the SAP systems The tabs in the Portals will be customized for each user

The customization is based on the user’s role All users will have access to the Home and Employee Self

Service (ESS) tabs SAP Access and Reports will only be available from the intranet Employee Self Service (ESS), HR Action Processor (HRAP) &

Manager Self Service (MSS) will be available from the internetReportsReports

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SAP through the portal using the windows GUI.

Limited staff in HRIS and Staffing will use the HR Action Processor tab to execute the HR Actions that have been approved by the manager.

Super Users Options

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SAP Access via the BRITE Portal

Select the SAP Access tab

Then click the ECC Production link, which will

open SAP in a new window.

Then click the Windows Gui link.

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Terminology & What’s ChangingTerminology & What’s Changing

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Key Terminology

Portal A site that functions as a point of access to information on the web. Examples of a portal include Yahoo, Google, etc. SAP will be accessed through the BRITE portal.

Interactive Form An electronic form within SAP used to create/change Personnel Master Data. Becomes part of employee’s record. (Adobe Acrobat Reader software required.)

Human Resource Administrative Services (HRAS)

HRAS is a functionality that allows a user to create and execute HR actions, manage their work, and view employee data.

Human Resource Action Processor

HRAP is a role that replaces the PAF processor. This role will use the HRAS functionality to create HR Actions, Position Request and view data.

Manager Self Service (MSS)

Workplace for administrators to approve HR actions created/changed by the HR Actions Processor.

Employee iView Snapshot of specific pieces of employee information on the BRITE Portal.

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What is Changing Enterprise Structure

New Infotypes 9023 Work Exp Credit, 795 Certification, 796 Duty

Assign, 9003 Out-of-field, 9020 Exit Interview, 9011 Reappointment

Reappointment Process

Location and Staffing will Execute Actions Staffing Departments

Additional Positions (Instructional Staffing) Terminations

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What is Changing Using the Board Agenda (9010) to Create Board List

Staffing departments can execute

Online Creation and Maintenance for Positions No longer use paper PRF

HR Administrative Services Functionality Manager Self Service (MSS) Functionality Work flow Employee Self Service (ESS)

New look, easier navigation, more functionality

Reports

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What is Not Changing Declaration of Vacancy/Requisitions

Instructional continue to use DOV Noninstructional submit hard copy

Hiring Instructional continue to use DOV Noninstructional fax preclearance

Leaves, Retirements, FMLA, Disability

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Personal Data InfotypesPersonal Data Infotypes

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Personnel Data Infotypes0001 Organizational Assignment

0002 Personal Data

0006 Addresses

0016 Contract Elements

0019 Monitoring of Tasks

0021 Family/Related Person

0022 Education and Training

0024 Qualifications

0025 Appraisal

0028 SBBC Security and Exams

0033 SBBC Experience Years

0034 Corporate Function (New!)

0040 Objects on Loan (New!)

0041 Date Specifications

0077 Additional Personal Data

0105 Communication

0302 Additional Actions

0554 Hourly Rate per Assignment

0795 Certification (New!)

0796 Duty Assignment (New!)

9001 Inservice (New Look!)

9003 Out-of-field (New Look & Functionality! )

901090119020

Board AgendaReappointment (New!)Exit Interview (New!)

9023 Previous Employers – Work Exp Credit (New Functionality!)

NOTE: Links work in Slide Show view (F5)

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PA20: Display HR Master Data

PA20 is the simplest way to display information on an employee.

Information is stored within various Infotypes.

IMPORTANT: If you have access to PA20 and PA30 it is critical to remember to display information only in PA20. If you use PA30 you will lock the employee record so that others cannot make changes.

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PA20: Display HR Master DataType the employee’s personnel number and click Enter on your keyboard.

1

Click the appropriate tab to display infotypes for that functional area.

2

Click the selection button to the left of the infotype.

4Select the period if appropriate or click All (not all infotypes will require period selection).

3

5 6

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PA20: Display HR Master Data - Alternative

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Type the employee’s personnel number and click Enter on your keyboard.

1

Select the period if appropriate or click All (not all infotypes will require period selection).

2

4 5

Simply type the infotype number in the Infotype field.

3

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Infotype 0001: Organizational Assignment

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Infotype 0002: Personal Data

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Infotype 0006: Addresses

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Infotype 0016: Contract Elements

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Infotype 0019: Monitoring of Tasks

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Infotype 0022: Education and Training

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Infotype 0024: Qualifications

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Infotype 0033: SBBC Experience Years

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Infotype 0034: Corporate Function (New!)

Codes:

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Infotype 0040: Objects on Loan (New!)

This Infotype generates a property pass:

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Infotype 0041: Date Specifications

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Infotype 0077: Additional Personal Data

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Infotype 0105: Communication

NOTE: Add 0010 to the Subtype (Sty) field to view email:

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Infotype 0302: Additional Actions

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Infotype 0554: Hourly Rate per Assignment

New! Now you can view the org unit number and name.

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Infotype 795: Certification Overview (New!)

1.

2.

3.

4.

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Infotype 795: Certification Individual Certificate (New!)

1.

2.4. 5.3.

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Display: Duty Assignment Infotype in SAP 6.0Infotype 796 (New!)

1.

2.

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Display: Out of Field Infotype in SAP 6.0Infotype 9003 (New Functionality!)

1.

2.

3.

1

2

3

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Infotype 9020: Exit Interview (New!)

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Infotype 9023: Other/Previous Employers (New Functionality!)

Return to ListReturn to List

1

2

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Knowledge Check

Which transaction should I use if I want to display data?

A. PA20

B. PA30

C. LSO5

D. DATA1

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Questions?

Employee Self Service (ESS)Employee Self Service (ESS)

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ESS Resident Experts

Utilizing ESS Resident Experts is part of the ESS Deployment Strategy

ESS “resident experts” will form a cadre of knowledgeable individuals who will be able to assist their staff with using ESS to conduct the following actions: Professional Development Benefit Assignments Time Absence Requests

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Employee Self Service (ESS)

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Separation of Employment: Initiated through ESS

Start

Employee

Submits Resignation through ESS

HRAP

Receives and Completes

Termination Process

Approve

SAP

Termination is Processed

in Background

Finish

Administrator

Reviews Termination

in MSS

Coming Soon

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Employee Self Service – DRAFT!

The employee will submit his/her resignation online. He/she will update personal information via the Exit Interview. The Separation of Employment form will then go to the HRAP for processing.

NOTE: This is a sample and should be considered draft only. You will be notified by your location when this process is available online. You may still submit your resignation through the current procedures.

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Demonstration: ESS

Let’s play with ESS Contact Information Career and Job

Education Certification Out-of-field Duty Assignment

Life & Work Events Onboarding (Coming Soon) Submit Resignation (Coming Soon)

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Questions?

Process OverviewsProcess Overviews

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HR Actions Forms that Staffing will Execute

Start

HRAP

Initiates HR Process

Administrator

Reviews HR Process in

MSS

Approve

SAP/Staffing

Process is Executed

Finish

Terminations Additional Position (Inst Staffing) Working While on Leave (Inst Staffing)

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HR Actions

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Interactive Form: Example

1

2

3

4

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Personnel Actions: Additional Positions

5

6

7

8

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Knowledge Check

Which HR Action will the Staffing departments execute?

A. Separation of Employment

B. Supplements

C. Termination

D. One Time Payment

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Questions?

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Congratulations! You should now be able to: Sign on to SAP Understand what is changing Display employee information using PA20 Review Employee Self Service (ESS) Understand HR Actions & Process affecting your

department

Overview Summary

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Part TwoPart TwoAction & Transaction ProcessingAction & Transaction Processing

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Human Resources Human Resources Administrative ServicesAdministrative Services

(HRAS)(HRAS)& &

Navigating the UWLNavigating the UWL

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HR Action Processor Navigation Screen

1

2 3

4

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Navigating the Universal Worklist – Tasks

1

2

3

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Navigating the Universal Worklist - Notifications

4

5

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Navigating the Worklist – Tracking

6

7

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Interactive Forms: Search Processes

1

2

3

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Interactive Forms: Search Processes

4

5

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Knowledge Check

Which tab in the Universal Worklist (UWL)

shows items requiring your attention?

A. Tasks

B. Alerts

C. Notifications

D. Tracking

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Employee iViewsEmployee iViews

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At the end of this lesson, participants will be able to: Perform a basic search for employees Use the advanced search functionality to search for

employees Display employee information using iViews

Lesson Objectives

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Employee iViews: Overview

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Employee iViews: Employee Search

1 2

34

5

6

7

8

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Employee iViews: General Data

1

3

2

4

5

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Employee iViews:

1

2

1

2

Objects on LoanObjects on Loan Personal DataPersonal Data

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Employee iViews:

11

Date Specifications Monitoring of Tasks

1

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Employee iViews: Absence Days

2 3

1

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Employee iViews: Education

Employee iViews: Certifications

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Employee iViews: Salary Data

1

Salary Data Salary Wage Types

1

2

Planned Working Time

1

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Demonstration: Employee iViews

Let’s view the employee information for Consuela Stone. Specifically, let’s look at the following iViews on the HR Action Processor tab:

General Data Organizational Assignments Personal Data Education Certifications Wage Types

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Knowledge Check

To perform a basic employee search, which of the following values may be entered?

A. Last name

B. First name

C. Personnel number

D. Any of the above

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Questions?

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Navigating the formsNavigating the forms

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Adobe Interactive Forms: Navigation

1

2

3

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Adobe Interactive Forms: Navigation

2

3

4

1

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Actions Processing – Actions Processing – TerminationsTerminations

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Termination Types

Termination

Executed by the Staffing Departments

Employee is terminated due to

disciplinary action, performance,

abandonment of position, etc.

Separation of Employment

Initiated through ESS

(COMING SOON!)

Employee submits voluntary

resignation through ESS

Separation of Employment

Executed by the HR Action Processor

Employee submits voluntary

resignation letter to HR Action Processor

at location

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Termination: Involuntary

Start

HRAP

Initiates Termination

Process

Administrator

Reviews Termination

in MSS

Approve

Staffing

Processes Termination

in Background

Finish

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Termination: Initiated by HRAP

1

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Termination: Executed by Staffing

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Termination: Executed by Staffing

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Questions?

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Board AgendaBoard Agenda

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Board Agenda List

2 3

4

1

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Reappointment OverviewReappointment Overview

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Reappointment Overview

Finish

Runs Program and Notifies

Staffing Depts

HRIS

Receives notification

Notify locations to

run Non-Instr Staffing Report

(ZNSTS)

Generate Board

Report for appr by HR Assoc and School Bd

Board Approval

Non-Instr Staffing

generates reappt letters

Non-Instr Staffing

sends out reappt letters

No

n-I

nst

ruct

ion

al

Sta

ffin

gIn

stru

ctio

nal

S

taff

ing

Receives notification

Download info to

database (Inst DB)

Locations approve and send

notification process is completed

SchoolsStart

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ZHPR_REAPPRI?: Reappointment Letters

Info of next slides from Func specs

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Reappointment Header Data

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TRANS?: Non-Instructional Report

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HR Reporting and HR Reporting and Business Intelligence (BI)Business Intelligence (BI)

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At the end of this lesson, participants will be able to: Distinguish between ECC and BI reports Navigate reporting via the BRITE Portal Execute the Flexible Employee Data report Distinguish printing and exporting options Establish Favorites

Lesson Objectives

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Key Terminology

Business Intelligence (BI)

Repository of SAP information for the purpose of reporting.

Enterprise Central Component (ECC)

The transactional processing system of the SAP client which runs beside the BI client and is used to process the day-to-day transactions, such as time entry and payroll processing.

Portal A point of access through a website to the SAP system. Users will access both ECC and BI through Reports tab on the BRITE portal.

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Reporting: SAP 6.0 (ECC) vs. BI

Generate Reports

Nightly Updates

BI (read only

data)

BI (read only

data)

Enter Data

SAP ECC SAP 6.0 can be used for simple look-ups of real-time data Data can be exported into Excel Easier access to data requires less printing of reports

Business Intelligence (BI) BI’s reporting features offer more flexibility in queries and formatting

than SAP transactions Pre-defined Excel formats help simplify reporting Actual data is extracted from SAP into BI nightly, so data is

considered near real-time

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Navigation: Select the Reports Tab

Navigate to both ECC (real-time) reports and BI (near real-time) reports via the Reports tab in the BRITE Portal.

1

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Navigation: Select the Reports Subfolder

23

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Navigation: Subfolder Examples

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Navigation: Select the Report

4

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Reports: SAP/ECC v. BI

SAP report can be accessed via Report Tab or enter transaction while in SAP Access

BI Report – Accessed via the Report Tab

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Navigation: Select Report Filter Criterion

5

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Navigation: Using Matchcode for Variant Selection

6

7

8

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Navigation: Save Variant Selection/Report Criteria

9

12 10

11

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Navigation: Retrieving Variant Selection/Report Criteria

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14

15

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Display: Report Results

41

2

3

5

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Display: Sorting Data

12

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Display: Add or Replace Field for Viewing

4

1

5

2

3

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Display: Changing Layout

Note the changes to the Row selection:

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Display: Additional Fields

1

2

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Output Options: Printing and Exporting

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Favorites: Save as a Favorite

To save the layout for the report:

1

23

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Favorites: Retrieving a Favorite

1

2

3

4

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Congratulations! You should now be able to: Distinguish between ECC and BI reports Navigate reporting via the BRITE Portal Execute the Flexible Employee Data report Distinguish printing and exporting options Establish Favorites

Lesson Summary

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Knowledge Check

When executing a report in BI, you can: Move rows Add free characteristics Export to Excel All of the above

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Questions?