1302 Using Dashboard Reports v1 PDF

USING DASHBOARDS AND
REPORTS
V1.0
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SuccessFactors.
SuccessFactors An SAP Company
SuccessFactors Global Headquarters
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South San Francisco, CA 94080
USA
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Joining the WebEx Meeting
Use the call back number to join the conference call.
1. Select Call me at a new
number.
1
2. Select your country and type
your phone number. 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).
WebEx Tips
1
1. These arrows expand and
collapse the control box.
2. Click the Hand Raised
icon to raise your hand.
3 4
3. Use the Green check or 2
Red X to respond during Telephone connection
the session. 1
may provide the best
sound quality for sharing.
4. Use the Emoticons
Palette to provide Only use Mic and
feedback. 5 Speakers if you have
For example, use the a USB headset connected
coffee cup icon if you to your computer.
need to step away.
5. Type questions,
comments or notes in
the Chat box.
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 Types
Report Type Description Report Features
Dashboards Provide a summary‐level view of information in Managers can click on any chart to drill into
a graphical format. a list view of the data behind the chart.
List Views Provide on‐demand detailed views into the Each list focuses on only one topic, such as

numbers behind the Dashboards for associates, associates, and allows managers to sort
forms, and performance factors. and drill through the data.
Spotlight Views Spotlight reports are on‐demand, at‐a‐glance, All the information is presented on one
graphical representations of statistics about page. Managers can use these reports to
one very focused subject. quickly check up on a key process.
Spreadsheet Allow for in‐depth analysis about key HR can easily download the generated
processes. These reports are scheduled and report, making it convenient to further
generated system according to selected criteria analyze the data offline.
and presented in a spreadsheet format.
Classic Classic Reports provide access to the core Reports offer detailed data sets and
processes and data within the system. Data formats for usage with external systems
may be exported from the system. and reporting tools.
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 2
of the organization,
processes, and
audience.
3. Date Options: Enter
the date range to be 3
displayed in the
charts. 1
Dashboard Features
4. Update the Data:
Click to refresh the
data displayed in
the charts. 4
5
5. Filter Summary:
Displays a summary
of your filters for
review.
6. Drill Down Into 6
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.
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 1
on using the Show
criterion. 2
3. Select the 3
performance Process
to report on.
4
4. Use View filters to
segment areas of the
organization.
5
5. Change the date 6
range of the report.
6. Click Update to
generate the report.
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
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.
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 4
2. Expand the Display
3
Options to control the
information displayed 5
in the list. 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.
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.
1 7
6. View saved reports in
the Saved Reports
section of the Reports,
Analytics tab. (not
shown)
2
7. Use the Export to Excel 3
button to save a static
4
version of the report. 5
Analytics
Reports center
Navigating the Reports Center
1. Reports appear in
multiple locations
and can be accessed
several ways based 1
on the information
you are looking for.
2. The Reports Center
is the landing page
that appears when
you click on the 2
Analytics sub tab on
the Reports tab.
 There are different
groups of reports on
this page depending
on your permissions.
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
3
into folders for quick
identification.
5. Download Scheduled
Reports here. The
system will email you 4 5
when your report is 6
ready for download.
Out‐of‐date reports are
periodically removed by
the system.
6. Create or view Ad Hoc
Reports
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.
List View Report Types
Report Type Description
View form status and ratings for each employee
Form List
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
View development objective status, due date, % complete, and progress
Objective List
For each employee, view counts and ratings for objectives and
Employee List
competencies
Spotlight View Reports
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.
Key feature:
All the information is
presented on one page.
Spotlight View Reports Types
Competency Breakdown
View average ratings for each competency.
Spotlight
Employee Comparison Compare competency ratings for each competency across employees.
View the count of employees aligned/not aligned and the objective status for a
Objective Alignment Spotlight
specific objective on a specific employee’s Objective Plan.
Identify the number of objectives each employee has on his/her Objective Plan and
Objective Plan Summary Report
the total weight of those objectives.
Generate a report
Select a Report
 To generate a report
in the Reports
Center: 2 1
1. Click the Reports
tab.
3
2. Click the Analytics
4
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
Generate a Report
Filter Options to
filter the data to
be shown in the 1 2
report.
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.
Work with Report
1. Use Display Options to
control the
information displayed
in the report table. 1
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. 2
3. To send an email to
everyone on the 4 3
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.
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 1
applicable) for
your report.
2
 Click the
Submit Report
Request button 3
to schedule
NOTE: Hold down the Ctrl key on your
your report. keyboard while clicking to select more
than one option at a time.
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.
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.
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.
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 1
screen.
3. Scroll down to view your
results.
4. If you prefer to export your
report, click the Open 2 4
Export Options link to 3
select the information to
be exported.
Classic Report Basics
Exporting Reports
1
1. Choose an Export File
Format.
 If you expect your
3
report will contain over
500 records, select
SuccessFactors’ v4e.
 Otherwise, select
Microsoft Excel.
 Both formats can be 2
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 4
report.
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 This page shows the progress and number of forms being used by your
Workflow Status 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 This page shows how ratings were distributed across your team.
Hierarchy
Ratings Summary This page displays ratings data for the forms you selected to view.
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.
Search Options
Specify which forms to include in your report.
This Option... Specifies This...
Department, Division, The departments, divisions, and locations to report on
Location
Active Document Associates If selected, the report includes only forms for Active associates.
only 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.
Search Options (continued)
Status 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
Document Ended 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.
Date Completed 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.
Search Options (continued)
Last Modified Reports only on forms that were last modified as specified
The options are:
• 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:
• 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.
Report Generation Options
Specify the level of detail to include in your report.
Select This Option... To Get This Level of Use this Option to... Creates a Report Displaying This
Detail... Information...
Generate Report High level form data, Find the form's Document Only the following fields, pre‐selected by

displayed on your screen ID the system:
Check the status of a Title
specific form Originator Full Name
Associate Full Name
Find out who has the form Department
or when it was completed 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
Report Generation Options (continued)
Export Report Limited information in a Find out which associates Any field in the following sections:
form, exported to a file received a specific form
and when the form was • Document Fields
completed Includes all information about the form,
such as the name, Document Id, and
Export the Document ID 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
Report Generation Options (continued)
Export Doc Contents All information in a form, Slice and dice form data, Any field in all sections
(Compact) including information about such as ratings and
each item, such as objective comments At least one option in the Document
ratings, exported to a file Content Fields section
Get data about specific
items, for example
Objectives or
Competencies
Ideal for pivot tables
Export Doc Contents All information in a form Get specific data, for Any field in all sections

except information about example an associate’s job
each item, exported to a file code, hire date or At least one option in the Document
manager’s name Content Fields section
Get all data in forms
except data about each
item, for example
Objective ratings
Export Options
Specify the information to include in your report.
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.
Export 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
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)
Questions
Thank you.
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.

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USING DASHBOARDS AND

List Views Provide on‐demand detailed views into the Each list focuses on only one topic, such as

Competency List View ratings for each competency

Generate Report High level form data, Find the form's Document Only the following fields, pre‐selected by

Export Doc Contents All information in a form Get specific data, for Any field in all sections

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