1302 using dashboard reports v1

USING DASHBOARDS ANDREPORTS

V1.0

2 SuccessFactors Proprietary and Confidential © 2013 SuccessFactors, An SAP Company. All rights reserved.

©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

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Information in this document is subject to change without notice and does not represent a commitment on the part of SuccessFactors.

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www.successfactors.com


Joining the WebEx Meeting

1. Select Call me at a new number.

2. Select your country and type your phone number.

3. Click Call Me and follow the instructions given on the line.

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Use the call back number to join the conference call.

Another option is I will call in.Be sure to enter your Attendee ID after

you join the meeting (there’s no prompt).


WebEx Tips

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2. Click the Hand Raised icon to raise your hand.

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4. Use the Emoticons Palette to provide feedback.For example, use the coffee cup icon if you need to step away.

5. Type questions, comments or notes in the Chat box.

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.

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Welcome!

Introductions Name, Role

What you hope to get out of today’s session


Agenda

Introduction

Types of reports

Dashboards Line of Site

Filtering

Analytics List Views

Spotlight Views

Spreadsheet Reports

Classic Reports


Report Type Description Report Features

Dashboards Provide a summary‐level view of information in a graphical format.

Managers can click on any chart to drill into a list view of the data behind the chart.

List Views Provide on‐demand detailed views into the numbers behind the Dashboards for associates, forms, and performance factors.

Each list focuses on only one topic, such as associates, and allows managers to sort and drill through the data.

Spotlight Views Spotlight reports are on‐demand, at‐a‐glance, graphical representations of statistics about one very focused subject.

All the information is presented on one page. Managers can use these reports to quickly check up on a key process.

Spreadsheet 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.

HR can easily download the generated report, making it convenient to further analyze the data offline.

Classic Classic Reports provide access to the core processes and data within the system. Data may be exported from the system.

Reports offer detailed data sets and formats for usage with external systems and reporting tools.

Report Types


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

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.


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.

3. Date Options: Enter the date range to be displayed in the charts. 11

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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.

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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


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


Date Options

Used to specify which forms to include in the data for the report


All Filter Options

Used at the report/dashboard level and can be combined to narrow and pin‐point the specific data outputs


How to Use Filters

1. Click + to expand Filter and Date Options.

2. Select the reporting structure to report on using the Show criterion.

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.

6. Click Update to generate the report.

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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.


Interacting with the Dashboard

Reports enable managers to take action, by emailing

individuals or extracting the data to Microsoft Excel for

advanced reporting.

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.


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.

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.

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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.

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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.

2. The Reports Center is the landing page that appears when you click on the Analytics sub tab on the Reports tab.

There are different groups of reports on this page depending on your permissions.

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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.

6. Create or view Ad Hoc Reports

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List View Reports

Key feature: Export to Microsoft Excel.

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.


List View Report Types

Report Type Description

Form ListView 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

DevelopmentObjective List View development objective status, due date, % complete, and progress

Employee List For each employee, view counts and ratings for objectives and competencies


Spotlight View Reports

Key feature: All the information is

presented on one page.

Spotlight reports are at‐a‐glance 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.


Spotlight View Reports Types


Competency Breakdown Spotlight 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.

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

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Generate a Report

1. Click + to expand Filter Options to filter the data to be shown in the report.

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.

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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.

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.

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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.


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.

NOTE: Hold down the Ctrl key on your keyboard while clicking to select more than one option at a time.

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Spreadsheet Report BasicsContinued 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.


Spreadsheet Report BasicsContinued

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.


Spreadsheet Report BasicsContinued

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.

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.


Classic Report Basics

1. Select Search Criteria. Options will vary based on

report.

2. Click the Generate Report button to display results on screen.

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.

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Classic Report BasicsExporting Reports1. 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. 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.

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Classic Report Types


Overdue Document This page shows which forms are overdue and who currently has an overdue form.

Form Status Summary 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 This feature allows you to extract additional BASF specific data elements for use in further analysis via Microsoft Excel or Access.

Deactivated User Inboxes This page lets you search for inactive associates who still have in‐progress forms in their Inboxes.

Ratings Distribution by Hierarchy

This page shows how ratings were distributed across your team.

Ratings Summary This page displays ratings data for the forms you selected to view.


Detailed Document SearchContinued

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.


Detailed Document SearchSearch Options

This Option... Specifies This...

Department, Division, Location

The departments, divisions, and locations to report on

Active Document Associates only

If selected, the report includes only forms for Active associates. Clear this check box to report on both Active and Inactive associates.

Created by Username The username of the form's originator

Associate Username The username of the form's subject

Associate Job Code The Job Code of the form's subject

Hire Date The hire date of the form's subject

Document Name 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.

Specify which forms to include in your report.


Detailed Document SearchSearch Options (continued)This Option... Specifies This...

Status Includes only the forms in the selected stageAppropriate 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

Document Ended Reports only on forms that ended within the specified date rangeSpecify 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.

Date Completed Reports only on forms that were completed as specifiedThe 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.


Detailed Document SearchSearch Options (continued)This Option... Specifies This...

Last Modified Reports only on forms that were last modified as specifiedThe 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.


Detailed Document SearchReport Generation Options

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

Check the status of a specific form

Find out who has the form or when it was completed

Only the following fields, pre‐selected by the system:

Title Originator Full Name Associate Full Name DepartmentDivisionLocationStatus Rating Scale Max Review Start Review End Created On Last Modified On Last Routed On Completed On Document Id Process Owner/Currently With

Specify the level of detail to include in your report.


Detailed Document SearchReport 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 fileFind out which associates received a specific form and when the form was completed

Export the Document ID

Any field in the following sections:

• Document FieldsIncludes all information about the form, such as the name, Document Id, and due date

• Associate FieldsIncludes all information about the associate, such as the name, username, job title, and Facility

• Misc Info FieldsIncludes additional information about the form, such as the originator, current owner, and current step


Detailed Document SearchReport 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

Ideal for pivot tables

Any field in all sections

At least one option in the Document Content Fields section

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

Get all data in forms except data about each item, for example Objective ratings

Any field in all sections

At least one option in the Document Content Fields section


Detailed Document SearchExport Options

This Field Section.. Shows Information About...

Document Fields All information about the form

Associate Fields All information about the subject of the form

Associate Misc Info Fields Custom information about the subject of the form

Manager Info Fields Information about the form subject's manager

Matrix Manager Info Fields Information about the form subject's matrix manager

Document Content Fields 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.

Specify the information to include in your report.


Detailed Document SearchExport Options (continued)

This Field Section.. Shows Information About...

Objective Info Fields 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


Detailed Document SearchSummary

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)

Questions

Thank you.



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