BO EIS User Guide

BusinessObjects Executive Information System (EIS) User Guide
North Carolina Community Colleges Data Warehouse
TABLE OF CONTENTS
Introduction ............................................................................................................................ 1 The Executive Information System (EIS) ............................................................................ 1 BusinessObjects ................................................................................................................. 1 The BusinessObjects/EIS User Guide ................................................................................ 2 Installing BusinessObjects 5i ................................................................................................. 3 Creating a BusinessObjects shortcut for your desktop ..................................................... 15 Closing BusinessObjects Installation Session................................................................... 16 Starting BusinessObjects 5i after Initial Installation.............................................................. 18 BusinessObjects Toolbars ................................................................................................... 20 Accessing Documents ......................................................................................................... 21 Opening a Document ........................................................................................................ 21 Refreshing Documents ..................................................................................................... 23 Saving Documents to Users PC....................................................................................... 24 Sending Documents to other BusinessObjects Users....................................................... 25 Receiving Documents From BusinessObjects Users........................................................ 29 Closing Documents........................................................................................................... 31 Exiting Business Objects .................................................................................................. 32 Viewing Documents from a Remote Location ................................................................... 33 Viewing Documents with Multiple Reports ........................................................................... 34 Viewing Reports with Multiple Sections ............................................................................ 36 Searching for Documents .................................................................................................... 38 Drilling in Reports................................................................................................................. 41 To drill in a table or chart within a report: .......................................................................... 41 Printing Reports ................................................................................................................... 43 Deleting Reports .................................................................................................................. 44 Appendix: Troubleshooting BusinessObjects 5i ................................................................... 46
Introduction
The Executive Information System (EIS) The NC Community Colleges Data Warehouse contains information gathered from all 58 institutions throughout the state. It encompasses all student, course, and faculty information for the past three to five years. The complexity of a data warehouse makes it difficult for individuals outside of the Information Systems Department to query and retrieve data directly. The purpose of the Executive Information System (EIS) is three-fold: To enable EIS users (community college administrators, staff, and other selected individuals from outside agencies) to gather information critical to decision-making from the data warehouse To provide EIS users with structured access to such information via a simplified process and a user-friendly tool To insulate EIS users from the details of the data warehouse The EIS provides a simple, intuitive, and powerful view of individual colleges, college peer groups, and the entire community college system for EIS users, placing critical information literally at your fingertips. It presents data in a manner that meets the needs of both the EIS user with sophisticated computer skills as well as the novice. The tool that EIS users will use to interact with the EIS is BusinessObjects. BusinessObjects Via the EIS, BusinessObjects is the software application that gives EIS users the ability to: Access pre-defined reports from the System Office and ad-hoc queries created by Skilled Knowledge Workers Refresh reports to get the most up-to-date information Save and print reports to view at a later time Distribute reports electronically to colleagues and associates that also use BusinessObjects Receive reports from colleagues and associates created in BusinessObjects View data in various formats (tables, charts, graphs) Drill in reports for different views of the data
_________________________________________________________________________
North Carolina Community Colleges Data Warehouse BusinessObjects EIS User Guide 1 Revised April 09, 2002
One benefit of using BusinessObjects to do the above tasks is that it has the feel of a Microsoft Office product, allowing you to start viewing reports almost immediately without having to spend too much time familiarizing yourself with the interface. Another benefit is that you install the software to your computer just by downloading it from the World Wide Web; there are no complicated instructions to follow and it only takes a few minutes. The BusinessObjects/EIS User Guide The purpose of this document is to serve as a reference for EIS users that will take advantage of BusinessObjectss features and capabilities to meet their reporting and analytical needs. It focuses on using BusinessObjects from the perspective of an EIS user, and provides guidance on how to accomplish various tasks. It also offers instruction on downloading and installing BusinessObjects. For any questions or concerns regarding BusinessObjects that have not been addressed in this document, please contact a Skilled Knowledge Worker at your respective college.
_________________________________________________________________________
Installing BusinessObjects 5i
To view BusinessObjects documents, you will need to install the necessary software. The software and installation processes are obtained by accessing the Internet. The following Web Address is being used as the first step into BusinessObjects:
http://webi.nccommunitycolleges.edu/wi/
1. Start your browsers connection to the Internet. 2. Enter the above location and the screen shown below should appear.
Click here to log in
Note: Follow the instruction manual only DO NOT choose options on the screen above except clicking Log In.
_________________________________________________________________________
One of the following Logon windows will appear depending on the web browser you are using. For Microsoft Internet Explorer:
Enter your assigned BusinessObjects User Name and Password
Click OK when ready For Netscape Navigator:
Enter your assigned BusinessObjects User Name and Password
Click OK when ready
_________________________________________________________________________
Your personalized BusinessObjects start page will appear.
Options
_________________________________________________________________________
The following Options screen will appear:
Click the Create and Edit Documents option
The Create and Edit Documents option screen will appear.
1. Select BusinessObjects 2. Click on the View Documents option
_________________________________________________________________________
The View Documents option screen will appear. 1. Select BusinessObjects 2. Click on the Apply All Changes button
3. Click on Create Documents to start BusinessObjects 5i download and installation
The Security Warning windows shown below may appear:
If this window appears, click the Yes button
_________________________________________________________________________
If this window appears, click the Grant button
The BusinessObjects 5I Installation Wizard will begin.
Click the Next button
_________________________________________________________________________
The next window will look like this:
Recommendation: Leave as Default
Click the Next button The next screen will start the download and install.
Click the Next button
_________________________________________________________________________
Shown below is one of the information windows that appear. This one displays the actual installation of the software.
The screen shown below is an optional window that may appear. It will install required software to the PC. If this window does not appear, skip to page 13.
1. Important!
Check this box
2. Click Next button to start the installation
_________________________________________________________________________
The next window shows the installation progress.
During the installation phase the screen shown below will appear, then close:
_________________________________________________________________________
For this special installation, the window shown below will appear:
Click the Finish button
_________________________________________________________________________
If you were not directed to download Visual Basic, the window shown below will appear:
Click the Finish button BusinessObjects 5i will automatically launch.
When you install, the version number may be different. _________________________________________________________________________

The BusinessObjects 5i Reporter screen shown below will appear:
When your screen appears, it will look similar. You can tell youre connected to the Business Objects data warehouse through the Internet by your user id [userid@ncccs_bus_obj.ncccs.cc.nc.us] that appears at the top of the screen.
Special Note:
If a window appears, asking you to register your BusinessObjects software please select the Do Not Register option.
_________________________________________________________________________
Creating a BusinessObjects shortcut for your desktop During the installation process, you may have noticed the following window:
You can use the BusinessObjects icon shown above to create a shortcut. 1. Minimize all open windows on your desktop except the one shown above. 2. Right click on the BusinessObjects icon. 3. Select Copy. 4. Minimize the BusinessObjects window. 5. Click your cursor in an open spot on your desktop. 6. Right click and select Paste.
Note: Prior to accessing BusinessObjects with the shortcut just created, go to the next section, Closing BusinessObjects Installation Session.
_________________________________________________________________________
Closing BusinessObjects Installation Session Switch back to Netscape Navigator or Microsoft Internet Explorer by simultaneously clicking ALT-TAB or click on the appropriate application from the status bar at the bottom of the screen as illustrated below.
Status bar click here for Netscape or here for Internet Explorer.
From the menu bar at the left side of the screen, click on Logout.
Click on Logout
_________________________________________________________________________
Choose Yes.
Choose Yes Note: Just closing the Internet window does not log you out of BusinessObjects.
Clicking here does NOT logout of BusinessObjects in Netscape or Explorer.
Be sure to choose Logout from the side bar menu.
_________________________________________________________________________
Starting BusinessObjects 5i after Initial Installation

After this installation, it will no longer be necessary to access BusinessObjects through the InfoView web page. The BusinessObjects 5i Reporter can be accessed one of two ways: Click on Start Programs BusinessObjects 5.1 BusinessObjects. Click the on the BusinessObjects shortcut on your desktop A logon screen will be displayed. 1. Enter your User Name and Password. 2. Click OK to start. Make sure the proper User Name is chosen from the drop down box or typed in.
_________________________________________________________________________
The screen shown below will appear:
If after following the above steps you are still unable to login to BusinessObjects, please refer to the appendix of this document, Troubleshooting BusinessObjects 5i (page 46).
_________________________________________________________________________
BusinessObjects Toolbars
Menu
Standard Toolbar
The Menu and Standard Toolbars are the toolbars that you will be using with BusinessObjects Reporter. The functions represented by icons in the Standard Toolbar can also be found in the Menu Toolbar. A list of the Standard Toolbar icons and the function they perform are listed below: - Open File - Save File - Print - Shows or hides Report Manager panel - Refreshes report - Opens Data Manager - Activates Drill mode - Zoom Control
_________________________________________________________________________
Accessing Documents
Opening a Document BusinessObjects documents are held in a database, known as Corporate Documents, that provides access to everyone within the NC Community College System, with certain security limitations, via BusinessObjects Reporter software. Note: When a document is retrieved from Corporate Documents, BusinessObjects saves your document to the default folder C:\Program Files\Business Objects\Business Objects 5.0\UserDocs on your PC. To open a document stored in Corporate Documents: 1. Select File; Retrieve From; Corporate Documents in the Menu Toolbar.
2. Select the document you want to open in the Retrieve dialog box.
_________________________________________________________________________
3. Press the Retrieve button, and you will be presented with an Import Results box.
4. Press OK. The document you retrieved will then be automatically opened.
_________________________________________________________________________
Refreshing Documents BusinessObjects provides a mechanism for the user to update the data in a report, if desired, to ensure that the data is current. When you refresh a report the database is accessed and the current data is returned. The status bar at the bottom of the screen displays the date and time of the last refresh.
1. Click the
(Refresh Data) button in the Standard Toolbar.
When the data has been updated, the status bar displays the new date and time of the refresh.
_________________________________________________________________________
Saving Documents to Users PC To save your document with the same file name: 1. Select File; Save in the Menu Toolbar or click the Toolbar. button in the Standard
To save your document with a different file name: 1. Select File; Save as in the Menu Toolbar.
The Save As window is displayed. 2. Enter the new document name in the File Name box. 3. Press the Save button. Note: BusinessObjects saves your document to the default folder C:\Program Files\Business Objects\Business Objects 5.0\UserDocs. You may select a different location in the Save in: box of the Save As window.
Important: Do not select the option Send To Personal Documents in the File Menu of the Menu Toolbar. You will not be able to retrieve your document. It will be automatically deleted from this folder.
_________________________________________________________________________
Sending Documents to BusinessObjects Users

Within BusinessObjects, you have the option to send documents you have saved on your PC to other BusinessObjects users. The users must already have a user id created in BusinessObjects in order for you to send and retrieve documents from them. When you choose to send a document to another BusinessObjects user, the document is stored in the BusinessObjects document repository and remains there until all the recipients have downloaded it. Sending Documents to other BusinessObjects Users 1. Select File; Send To; Users in the Menu Toolbar.
The Send window is displayed.
2. Press the To button to display a list of users that can receive your document. _________________________________________________________________________
3. Select a user or users from the left-hand side of the box and press the Add button. The user or users you have chosen will be shown on the right hand side of the box in the Document Recipients area.
_________________________________________________________________________
4. Press the OK button. The user or users you selected are shown in the Send to box.
5. Press the Browse button to select the document you wish to send. BusinessObjects automatically displays the documents held in the default folder C:\BusinessObjects\BusinessObjects 5.0\UserDocs.
_________________________________________________________________________
6. Click on the report you want to send and press the Add button. The document you selected is listed in the Document(s) to Send box.
7. Press the OK button to send or repeat steps 5 and 6 to send additional documents. When the process is complete a message box will display that you have successfully sent your document(s) to your chosen users.
8. Press the OK button to complete the process. The document(s) have now been sent to the users you identified.
_________________________________________________________________________
Receiving Documents From BusinessObjects Users When a user has sent you a document, BusinessObjects does not notify you that you have received a document. If you wish to send documents to other users you should contact them and instruct them to retrieve the document you have sent. 1. Log in as the correct user. 2. Select File; Retrieve From; Users.
A listing of the documents that have been sent to you is displayed.
_________________________________________________________________________
3. Select the document(s) you want to retrieve. 4. Press the Retrieve button. The document is opened.
_________________________________________________________________________
Closing Documents 1. Select File, Close from the Menu Toolbar.
You will be prompted to save the report if you have not already done so.
_________________________________________________________________________
Exiting Business Objects 1. Select File; Exit from the Menu Toolbar.
_________________________________________________________________________
Viewing Documents from a Remote Location If you require the ability to view documents from a location other than your office PC you will have to follow the procedures for installing BusinessObjects 5i to that alternate location. See Installing BusinessObjects for the required steps.
_________________________________________________________________________
Viewing Documents with Multiple Reports

Similar to worksheet tabs in spreadsheet applications (i.e. Microsoft Excel), some of the documents you view have Report Tabs that allow you to access different but related information within the same document. These Report Tabs are located along the bottom edge of the report screen.
In order to view the information on each report tab, simply click on the tab and the screen will display the new report.
_________________________________________________________________________
_________________________________________________________________________
Viewing Reports with Multiple Sections Some reports will have the data broken into many sections, such as a report with specific data for all community colleges that is sectioned by college name. It can take a great deal of time to scroll through a report to view the data from a particular college in which you are interested, as well as a document that has many reports with many sections in them. To make navigating through documents and reports easier, you can activate the Map feature in the Report Manager. Here is an example of a report without the Map feature activated. The Data tab is currently selected in the Report Manager:
Report Manager
1. Click on the Map tab in the top portion of the Report Manager
_________________________________________________________________________
Notice in the Report Manager that the two reports within this document are displayed. In addition to using Report Tabs as discussed in the previous section, clicking on a report in Report Manager will also display the selected report. A sectioned report with the Map tab active will look similar to the above, except each section of the report will be listed as a bullet under the appropriate report. Clicking on a sections name will allow you to jump through and view the data in the report section by section.
_________________________________________________________________________
Searching for Documents

Finding a specific document in a long list of documents can be difficult. BusinessObjects provides three methods to make searching for documents much easier and less time consuming: 1. Sorting 2. Using Categories 3. Searching
Sorting allows you to arrange the reports in the Corporate Documents folder in ascending or descending alphanumeric order based on the report name, the name of the sender, the date it was sent, or the size of the report. Using Categories in the Corporate Documents document list allows you to view a listing of reports based on the Category you select. Reports are placed in Categories that are pre-defined by the Community College System Office staff. Searching for reports can be done via the Find Documents feature in the Menu Toolbar. The more advanced search allows you to search using more than one criterion at a time, such as words or characters within the report name or the authors name, as well as by keywords (defined by the person who has published or sent the report) and dates.
To sort a document list in Corporate Documents: 1. Select File; Retrieve From; Corporate Documents from the Menu Toolbar. The Corporate Documents Retrieve box opens. 2. Click on one of the column headings in the title bar of the document list to sort in ascending order. If you click again on the same column it will sort in descending order.
To use Categories to limit the reports displayed in Corporate Documents: 1. Select File; Retrieve From; Corporate Documents from the Menu Toolbar. The Corporate Documents Retrieve box opens. Notice that above the column heading bar for the document list there is a drop-down list box with No Category or All Categories as the default. This is the Category list box. A listing of the Categories that are available for you to use is provided in this drop-down list box.
_________________________________________________________________________
2. Check the box Show only this category of documents. Click the black arrow on the Category drop-down list box to view the list of Categories. Choose to limit your report list. 3. Select a Category by moving the mouse pointer over the desired Category and clicking on it. The document list displays only the reports that are associated with the selected Category.
To search for a report using Find Documents: 1. Select File; Retrieve From; Find Documents from the Menu Toolbar.
The Find Documents window appears.
2. Select the type of document you would like to find in the Look For: box. _________________________________________________________________________
3. Select the term(s) by which you would like to search in the Where drop-down menu. This feature allows you to search for a document by document file name, category, report name, size, report title, etc. Here is an example:
4. Press the Find Now button to execute the search. 5. In the above example, the document list would change to display only the reports in which the term Student appears in the report name. If no report has the term in its name, No documents were found will appear below the Where box in the Find Documents section of the window.
_________________________________________________________________________
Drilling in Reports
Some of the reports you view can be drilled; meaning that you can view the report results in a more detailed or more summarized manner, depending on how you want to analyze the information. You will know which reports can be drilled by looking at the Report Tab at the bottom of the screen. Drillable reports have a magnifying glass in front of the report name in the Report Tab. Also, drillable reports have a Drill Toolbar that displays the data items from left to right in the order they appear in the drill path.
To drill in a table or chart within a report: 1. In the Drill Toolbar, move the pointer over the data items drop-down menu on which you want like to drill. A ToolTip appears to identify where the data item exists in the drill path, as well as to display some of its values.
_________________________________________________________________________
2. Click on the drop-down arrow to display and select from either the summary level of the data item (All.) or the detailed level of the data item (specific values, such as curriculum codes or college names).
The report results are displayed according to the level that you drilled.
_________________________________________________________________________
Printing Reports
1. Select the report you would like to print. For information about opening and viewing documents, please go to Accessing Documents. 2. Print the report by doing one of the following: a. Select File; Print from the Menu Toolbar. Set the desired print options in the Print dialog box and press the OK button.
b. Click on the Print icon printer.
in the Menu Toolbar and the report will go directly to the
_________________________________________________________________________
Deleting Reports
Your PC can become quite cluttered over time since reports automatically save to your hard drive when you retrieve a document. To search for reports more efficiently, you may decide it is necessary for you to clean out your document folder. In this instance, you will need to know how to delete reports from your default document folder.
To delete a document from the default document folder on your PC: 1. Right-click the Start button on your Windows taskbar.
2. Select Explore from the list of functions.
3. Select the default document folder path C:\Program Files\BusinessObjects\Business Objects 5.0\UserDocs in the left panel of the Explore window.
4. Select the document(s) in the right panel of the Explore window that you want to delete. _________________________________________________________________________
5. Press the Delete button on your keyboard or right-click on the document and select Delete from the speedmenu.
A delete confirmation box will display.
6. Press the Yes button to confirm file deletion. The file is deleted and sent to the Recycle bin. Note: If you saved your document(s) to another location, such as a network drive, select the path to that location in the left panel of the Explore window and follow the procedures detailed above. If you do not know the location see Searching for Documents.
_________________________________________________________________________
Appendix: Troubleshooting BusinessObjects 5i

During testing of the BusinessObjects Reporter we encountered an issue that affects some Windows 95 users. If after entering your User Name / Password, and hitting OK, one of the message boxes shown below appears:
and you have entered a correct User Name and Password, consider the following. For Windows 95 users that do not have Microsoft Internet Explorer or have an older version installed, installing the latest version of the Internet Explorer from Microsoft usually corrects the problem. The following steps will walk you thru installing the latest Microsoft Internet Explorer: 1. Start your browser, and go to the following web address: http://www.microsoft.com/downloads/search.asp? The following screen will appear:
_________________________________________________________________________
2. Choose the software to download
3. Choose your operating system
4. Click the Find It! button
At the next screen click the Download Now button.
_________________________________________________________________________
Click the OK button. Within the Save As window, choose a location for the file that is to be downloaded. Write down the location where you save it and the file name ie5setup.exe.
While it downloads, the following screen will show the progress:
_________________________________________________________________________
After the download is finished, close Netscape and locate the ie5setup.exe file using Windows Explorer. The following screen will appear:
6. Double-click the ie5setup.exe file to start the installation. The following Install Wizard will walk you thru installing Microsoft Internet Explorer:
_________________________________________________________________________
The following screen will be displayed which will let you choose the installation type:
11. Choose the Typical Install. More experienced users can choose to Customize to install more Internet Explorer options. 12. Click Next to start the Installation. After the installation you may need to reboot the PC. After rebooting your PC, try to restart BusinessObjects.
If you continue to receive error messages or have any other installation and operational issues, please contact a Skilled Knowledge Worker at your institution.
_________________________________________________________________________

BO EIS User Guide

Загружено:

Сведения о документе

Авторское право

Доступные форматы

Поделиться этим документом

Поделиться или встроить документ

Параметры публикации

Этот документ был вам полезен?

Это неприемлемый материал?

Авторское право:

Доступные форматы

BO EIS User Guide

Загружено:

Авторское право:

Доступные форматы

BusinessObjects Executive Information System (EIS) User Guide

North Carolina Community Colleges Data Warehouse

Click here to log in

Enter your assigned BusinessObjects User Name and Password

Click OK when ready For Netscape Navigator:

Enter your assigned BusinessObjects User Name and Password

Click OK when ready

Your personalized BusinessObjects start page will appear.

The following Options screen will appear:

Click the Create and Edit Documents option

The Create and Edit Documents option screen will appear.

1. Select BusinessObjects 2. Click on the View Documents option

3. Click on Create Documents to start BusinessObjects 5i download and installation

The Security Warning windows shown below may appear:

If this window appears, click the Yes button

If this window appears, click the Grant button

The BusinessObjects 5I Installation Wizard will begin.

Click the Next button

The next window will look like this:

Recommendation: Leave as Default

Click the Next button

2. Click Next button to start the installation

The next window shows the installation progress.

Click the Finish button

Click the Finish button BusinessObjects 5i will automatically launch.

When you install, the version number may be different. _________________________________________________________________________

The BusinessObjects 5i Reporter screen shown below will appear:

Clicking here does NOT logout of BusinessObjects in Netscape or Explorer.

Be sure to choose Logout from the side bar menu.

Starting BusinessObjects 5i after Initial Installation

The screen shown below will appear:

(Refresh Data) button in the Standard Toolbar.

Sending Documents to BusinessObjects Users

The Send window is displayed.

A listing of the documents that have been sent to you is displayed.

Closing Documents 1. Select File, Close from the Menu Toolbar.

Viewing Documents with Multiple Reports

Searching for Documents

The Find Documents window appears.

b. Click on the Print icon printer.

in the Menu Toolbar and the report will go directly to the

2. Select Explore from the list of functions.

A delete confirmation box will display.

Appendix: Troubleshooting BusinessObjects 5i

2. Choose the software to download

3. Choose your operating system

4. Click the Find It! button

At the next screen click the Download Now button.

While it downloads, the following screen will show the progress:

Вам также может понравиться