bpc v10 ms overview demo 2012-08-03

DEMO SCRIPT

Planning and Consolidation (MS) Overview Demo

General Information Cross Industry

SAP BusinessObjects Planning and Consolidation, version for the Microsoft Platform

Authors Derek Johnson

Roy Ostergren

Thijs Jan Hansen

Date Last Updated 21 February 2012 [by Dieter Heinzer]

Scenario ID: XXXX 2 SAP AG 2012 / INTERNAL

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Contents

1 Demo Script Overview ...................................................................................................................... 4

2 Demo Access and Information ......................................................................................................... 5

2.1 Demo Environment and Access .............................................................................................. 5

2.2 User Information ...................................................................................................................... 5

2.3 Used Solutions and Versions .................................................................................................. 5

3 Pre-Demo Steps ............................................................................................................................... 6

3.1 Cloud environment (Lean Demo Landscape): ......................................................................... 6

4 Demo Script7

4.1 Story flow ................................................................................................................................. 7

4.1.1 Introduction and Dashboard ................................................................................................ 8

4.1.2 Include new acquired entity in the consolidation and financial results .............................. 11

Review data .................................................................................................................................... 18

4.1.3 Adjust forecast for existing products.................................................................................. 22

4.1.4 Add new product and adjust forecast ................................................................................ 28

5 Appendix ........................................................................................................................................ 39

5.1 Pre-demo: Check the EPM add-in for Excel User Options.................................................... 39

5.2 Optional Pre-demo step: Change the Product descriptions .................................................. 41

5.3 Document Update Notes ....................................................................................................... 44


1 Demo Script Overview

Demo description: This overview demo scenario highlights the main strengths and differentiators of SAP BusinessObjects Planning and Consolidation 10, version for the Microsoft Platform, and showcases how it can help organizations streamline the planning and monthly financial process. It is an introduction to BPC showing key features and functionalities, and can be used in combination with other demo scenarios.

Intended audience: Line of Business Finance

Business pain points: Accelerate cycle time for planning and budgeting and increase business user productivity

Improve the accuracy of planning and forecasting

Model potential business strategies and decide on a course of action that maximizes value creation

Streamline the statutory consolidation process

Keep compliance and auditing costs down

Value proposition: Improved agility with the ability to quickly model new business scenarios and decide on a course of action that maximizes value creation

Reduced training time and increased productivity with familiar, intuitive interfaces that help workers make the most of their time

Reduced cycle time through collaboration in a unified landscape, streamlining the process of creating and approving plans, budgets, and forecasts.

More accurate plans aligned with strategic goals via top-down and bottom up budgeting capabilities

Fast, accurate close thanks to an automated consolidation process that helps you meet all statutory and management reporting requirements with a complete audit trail

Minimized business and compliance risk with fast, accurate management and statutory reporting

Reduced maintenance, simplified deployment, and improved data with unified planning and consolidation capabilities in a single application

Protagonists The demo scenario focuses on a Financial Analyst at BestRun Corporation.

Story flow summary The storyboard has been built around a company BestRun Corporation which distributes food products and has subsidiaries worldwide**. The company has closed the acquisition of a new subsidiary in Italy and this is the first month that the Italian entity will be included into the financial statements. After focusing on the consolidation a Financial Analyst identifies that Sales Revenue has dropped during the last quarter and the Financial Analyst makes adjustments to close the gap between the Year-end Forecast and Targets. See section 4.1 for a full description ** Product descriptions have been kept generic and can be changed for any demonstration.


2 Demo Access and Information

2.1 Demo Environment and Access

This demo scenario uses the component SAP BusinessObjects Planning and Consolidation

v.10.0, version for the Microsoft Platform.

After accessing any environment please read the pre-demo steps in section 3 of this document.

2.2 User Information

User Password Component / Role

demoadm sbo123 User for running the demo scenario

2.3 Used Solutions and Versions

Software Component Release Service Pack

SBO Planning and Consolidation 10 SP05

EPM add-in 10 SP07


3 Pre-Demo Steps

Before a demo make sure you perform the following steps:

3.1 Innovation Showroom environment :

a) Logon to your image.

b) Check the EPM add-in options as described in Appendix 5.1: Pre-demo: Check the EPM

add-in for Excel User Options.

c) Optionally change the product description as described in Appendix 5.2: Optional Pre-demo

step: Change the Product descriptions.

Before starting the demo try to cache the machine as much as possible by opening the interfaces and

running some reports.


4 Demo Script

4.1 Story flow

The storyboard has been built around a company BestRun Corporation which distributes food

products and has subsidiaries worldwide. The company has closed the acquisition of a new subsidiary

in Italy and this is the first month that the Italian entity will be included into the financial statements.

After focusing on the consolidation a Financial Analyst identifies that Sales Revenue has dropped

during the last quarter and the Financial Analyst makes adjustments to close the gap between the

Year-end Forecast and Targets.

The demo scenario consists of 5 parts:

Introduction and Dashboard

The Financial Analyst of BestRun Corporation opens a dashboard within Planning and Consolidation

which provides him a direct overview of the Performance of the company. In the dashboard he can

see that overall Operating Income and Net Revenue are in line with Target. BestRun Corporation has

the objective to improve the margin and achieve profitable growth across all regions. In the bar chart

we can see that in Europe Actual is below Target.

In addition, BestRun Corporation has an Objective expanding into new international markets and

therefore recently made an acquisition in Italy. As of this month Italy is going to be included in the

Financial Statements.

Include new acquired entity in the consolidation and financial results

This part of the scenario will highlight some capabilities of the application related to consolidation

topics. The Financial Analyst will add the new acquired entity Italy to the ownership manager, load

data, and run the consolidation.

Review data

In this part of the scenario the financial analyst will run an Income Statement and open the forecast

dashboard. For Italy he identifies a gap in the Year-End forecast versus the target.

Adjust forecast for existing products

Using an ad-hoc report Financial Analyst first decides to get more insight into the sales revenue trend.

He can see that for a specific product line revenue has significantly decreased during the past quarter.

Following feedback from the Italian colleagues he adjusts the forecast for 2 existing products.

Add new product and adjust forecast

In this part the financial analyst creates a new product. Using a web input form he sets the forecast for

the remaining months. After submitting the data he returns to the dashboard and after a refresh he can

see that the actions have reduced the gap between the Year-End forecast and the target.


Step-by-Step Guide

4.1.1 Introduction and Dashboard

Actions Screenshots Talking Points

1. On the BPC Demo Image click on the Internet

Explorer icon in the Windows Taskbar

Click BPC MS Web in the Favorites bar

Logon with user demoadm and password sbo123

Ensure that the Environment is set to:

EPM10_DEMO_OV

Select the Home tab

Select the Start page in the action pane on left

The Finance Analyst of BestRun Corporation launches the

BPC application in order to review the overall status of the

company.

Web User Experience

100% zero footprint

Serves as central launch point for the application

Completely redesigned in this release based on web

2.0

User can customize layout for maximum usability

Look and feel harmonized across entire EPM suite

As this may be the first time the customer has seen the

new web client, it may be beneficial to talk about how the

screen is laid out.

See what activities they can perform on the left side of

the screen.

Save favorites to the start page such as Reports, Input

Forms and Workspaces for easy access

Create new content such as workspaces, reports and

input templates, which can be saved to the content

library so they are re-usable.

Quickly launch to the Microsoft Office clients.

For the NW release, there is a quick link to the

administration console, which was moved to the web

from the prior release and updated to be even easier



to use.

User can open up many tabs in the new web client

and easily switch between reports, input schedules,

dashboards and workspaces

Optional:

You can add favorites based on content stored in the

library, such as reports, input schedules dashboards and

workspaces

2. In the left pane: Click on Processes In the right pane: 1. Select a process Select Overview 2-Select Process Context Select Category: Actual SCOPE: Corporate Entity: Italy Time: 2011.SEP

3-Click on open process Click Open Process button

The Financial Analyst opens the Activities for this business

process. Planning and Consolidation provides the ability for

your organization to streamline repeatable business

processes. These business processes can be configured to

give you control & consistency, while giving users the

benefit of being guided through the business process

instead of having to search for information or go through an

intensive training course.

User Experience

Easy access to Business Process Flow (BPF)

activities

BPFs allow standard processes to be performed and

monitored systematically

User can see what processes are being performed

and what tasks they are expected to complete

For approvals or rejections, can select multiple tasks

and approve them all at once

The Financial Analyst wants to have a clear overview of the

financial and non-financial results and therefore he is goes

directly into a dashboard.



3.

The dashboard gives the Financial Analyst a direct

overview of the Performance of the Enterprise.

In the dashboard we can see that overall Operating Income

and Net Revenue are in line with Target. BestRun

Corporation has the objective to improve the margin and

achieve profitable growth across all regions. In the bar

chart we can see that in Europe Actual is below Target.

In addition, BestRun corporation has an Objective

expanding into new international markets. In the Sales

Objective we can see that this objective is on track due to a

recent acquisition in Italy. As of this month Italy is going to

be included in the Financial Statements. This is the first

task on which the Financial Analyst will focus.

The basic components of the dashboard include:

Objectives: simple red/yellow/green indicators that can

be sources from an application like SSM to provide a

broad overview of the companys ability to meets it

strategic objectives

Sales Revenue Analysis: line chart showing a12

month trend line for revenue. Can select a particular

region to review results by country if needed or at a

more aggregated level

Risk Overview: This is a static chart to show key risk

areas and provide some context. Items are selectable

to provide the context for the risk. This is an example

of the rich content that can be included in a dashboard

KPIs: table that shows how the company is

performing according to specific KPIs. Different

versions can be compared against the Actual values

for easy comparisons.


4.1.2 Include new acquired entity in the consolidation and financial results


4. In the Step 1-Consolidation Window, click on the Ownership Manager sub-step.

Note: the entity Italy has already been added in the Entity Dimension

In order to include Italy in the Financial Statements the

Analyst will 1) include Italy in the ownership manager to

ensure it is included when running a consolidation, 2) load

data into SBO Planning and Consolidation, and finally 3)

run the consolidation.

We can see all these steps in the Consolidation Activities.

Lets start with the first point adding Italy to the ownership

manager.

User Experience

Ownership manager has been updated in the web

client

Easy to update ownership percentages

5. Click on Edit

Ensure that the Consolidation Parameter is set to Corporate If not click on the box and select Corporate from the list

Click Add

Search for Italy in search box

The Financial Analyst opens the consolidation perimeter

and sees all the entities currently included in the

consolidation. The Ownership Manager allows the Financial

Analyst to easily define the consolidation method and

ownership. He will do the same for the newly acquired

entity Italy.

Multiple ownership methods are available and customers

create their own methods with customer and industry

specific accounting rules as well as methods for acquisition

and divestiture.



Check the box for Italy and press OK Select the check box in front of Italy

Note: Italy = E0202 Enter 100% on Current Consolidation % Enter 100% in Current Ownership % Press Save button and close the Edit Ownership window.

Close the Ownership Manager window Click No when prompted to Save

6. In the Step 1-Consolidation Window click on the Income Statement sub-step. Minimize Internet Explorer

In the BPF Menu within Excel click on Upload Data

Next we will focus on uploading data for the newly acquired

entity. The Financial Analyst launches the Income

Statement from the Consolidation Activity Workspace which

opens the report in Excel which is the second end-user

interface.

Full integration with Microsoft Office applications

Excel as central interface for SAP BusinessObjects

Planning and Consolidation

Integration with Excel, Word and PowerPoint

interfaces for creating live, connected reports from

scratch and copying/pasting existing reports between

Word, Excel and PowerPoint

Pass the context of the data when opening Excel

Report from Activities.



7. Select the task Import from the dialog window Click Run

Select the data file data upload.txt Click Open Click Next

In this scenario the data for the newly acquired entity have

been uploaded into BW pending a full integration of Italy

into BestRuns ERP Financials. The Financial Analyst will

now upload the data into Planning and Consolidation

directly from BW.

Full Control for Business Users

Business users can load their own data

Can set up packages to streamline the business

process

Users can also monitor the load for total control over

the process

In this scenario, the loading process is straight forward.

However, you can imagine a more complex financial

planning process where there are multiple feeds from

various systems that must be managed as part of an

overall process. The business process flow provides this

kind of control over the process ensuring that the steps are



Select the transformation file data upload.xls Click Open Click Next Check Merge data value Click Next

executed efficiently and in an organized manner.

In addition, we could have also loaded it from an ECC

system or using the SBO Financial Information

Management (FIM) to extract the data from third part

systems. Also, it is just as easy to load the data directly

from Excel sheets, depending on the type of data being

loaded.



Check No Click Next

Check No Click Next

Check Run Click Finish



8. Click the View Status Button Check the Refresh Status Every check box. When the job shows complete click the Close button.



9. Go back to the Excel Income Statement Report In the Excel EPM ribbon Select Refresh

close the Excel report and Go back to Activities in the BPC web client

After refreshing the Report the Financial Analyst can see

the data for September 2011 which will be included in the

consolidation.

User Experience

Business users can refresh the data in the report to

see new values.

Once data is loaded, it is available for reporting and as

a basis for an input schedule for both the web and

Office clients

Now that we have loaded the data, we can now refresh the

report and we will see that our data in our report. In the

example provided, we loaded the data from another BW

infoprovider,

10. In the Step 1-ConsolidationClick Check Work Status

Define the data region for the work status setting

After uploading Italys data the Financial Analyst focuses on

consolidating the data. For this he goes into the

Consolidation Monitor where he can directly see and

manage the consolidation process. Here he can see that

the all Entities except Italy have already been consolidated.



Entity: E0202(Italy) SCOPE: CORPORATE TIME: 2011.SEP Category: ACTUAL

New Status: Submitted

11. In the Step 1-Consolidation click Complete

Review data




12. Step 2-Review Data is BPF is open to execute.

Click the P&L Report

The Financial Analyst goes to the next activities of the business process and launches a comparative income statement.

13.

In the comparative income statement the Financial Analyst

can see the various data categories and variances. The

Financial Analyst does not see the Forecast data and

decides to add these data.

Integrated EPM add-in formatting sheets leveraging

Excel functionality



14. Optional (Talking Point only): In the EPM Pane click on Load Forecast Data

Optional (Talking Point only)

Click through the wizard by clicking Next 3 times until you reach the Source and Destination window.

Optionally click on Add behind Category to show the list of categories

Click Cancel to close the Copy Data package.

In this scenario we have already loaded the Forecast data. However, Planning and Consolidation provides end-users the ability to copy data for example to create pro-forma forecast data by copying data from Actual, Budget, or Target. A business user can easily do this by opening a Copy Data wizard and make selections across all dimensions eliminating the need for manual actions. Business Users can copy data across different data categories without IT involvement

15. In the P&L report click on Target

Right-click on Target

Select the EPM context menu and select Insert

member

In the dialog box select Category and click Select

Members

In the report the financial analyst can directly add the

forecast data in the report. By selecting the category from

the Member Selector the report is directly update with

Forecast data and the variance versus Actual. In the report

the Financial Analyst can see that Actual sales revenue is

far below the Forecast and even further below the Target

set at the time of this acquisition.

Business Users can easily modify reports and drill-

down to a lower level



In the EPM Member Selector window (if

applicable) remove the highlighted member from

the right-hand window: Select the member and

click on the button.

From the Dimension Members list check the box

in front of Current Forecast and click on the

button.

Click OK to add the Current Forecast and a

Variance column to the report.

Close the Income Statement Excel Report

Note: The formatting on the sub-totals of the %

variance columns was broken by SP07. There is an

internal msg in to Development for this issue.

16. In Step 2-Review Data, click Complete


4.1.3 Adjust forecast for existing products


17. Step 3-Adjust Forecast Data will be available

after above step

18. In Step 3-click on the Dashboard

After having focused on adding Italy into the consolidation

the Financial Analyst goes back to the Activities in the BPC

Web interface. Following the review of the Income

Statement the Financial Analyst opens the Planning

dashboard for the Organization.

Following the review of Italy he drills down into Sales

Revenue Analysis for Europe and sees that the forecasted

revenue for the remaining 3 months of the years is below

target.

Lets look at adjusting the forecast for existing

products.



19. In Step 3 of the BPF click on Set Forecast

Click on the Set Forecast under Step 3-Adjust

Forecast Data

The Financial Analyst wants to know more about the gap

between Target and Forecast and to determine if the

Forecast needs to be adjusted. Therefore he opens the

Forecast template.

Here the Financial Analyst can adjust the forecast; in this

example based on adjusting the Forecast Units Sold and

Price per Unit in order to calculate the Sales Revenue.

20. To show Ad-hoc reporting:

Click on the on the Adhoc analysis sheet (note: this Excel Sheet is already linked to a EPM Formatting Sheet)

In the EPM pane click on Report Layout

Before adjusting the Forecast the Financial Analyst want to

know more on the gap he saw in the dashboard between

Forecast and Target as set at the moment of acquisition of

the Italian subsidiary. Therefore he decides to perform an

ad-hoc analysis and have a look into the Sales Revenue by

Product for the last two quarters.



Ensure the EPM Context is set to: o Account = Sales Revenue o Category = Actual o Currency = LC o Entity = E202 Italy o Product = P00 All Product Lines

Select the PRODUCT dimension and drag it to cell A2

In cell B1 type: 2011.Q2

In cell C1 type: 2011.Q3

Expand (double click on) All Product Lines

In cell D1 type Variance

In cell D2 create the formula =(C2-B2)/B2

Expand (double click on) Product A

Select cell B1 and C1

In the EPM ribbon click on the drop-down button next to Expand and select Children

Click Expand

Using the EPM add-in the Financial Analyst can quickly

select and query the data until the most granular level. This

shows him that the revenue has significantly decreased

during the 3rd Quarter.

Easy of report design, publication and navigation

Create reports faster and easier using drag and drop,

auto fill, and auto complete capabilities as well as new

dimension member selector with rules functionality

Increase flexibility using cell-based formulas to retrieve

information (data and properties) or to override

existing data

Produce multiple reports from different EPM sources

in a single worksheet and write back data to multiple

systems at the same time

Leverage new book printing and publication function

(incl. reusable templates

Improve what-if analysis and scenario planning with ability to run simulations at parent level or instantly calculate parent member based on child values



Select range A1:G4

Insert a line chart using the basic Excel functionality

21. Click on the sheet Analysis

Ensure the EPM Context is set to: o Account = Sales Revenue o Category = Actual o Currency = LC o Entity = E202 Italy

Optional: the previous step explained how to create an ad-hoc report using the EPM add-in functionality. If you do not want to create an ad-hoc report on the fly than consider using this report which is similar to the final result of the ad-hoc analysis.



22. Go back to the Forecast sheet

Scroll down to the Price per Unit part of the template

Select the forecast for Product 1 Oct-Dec (amounts 270, 275, 275)

In the EPM Excel ribbon click on Planning and select Weight.

In the Increase value section select By Percentage and type 5

After consulting with the Italian subsidiary the Financial Analyst is going make three adjustments:

For product 1 the market prices have increased around 5% and therefore the current forecast needs to be adjusted.

For product 2 the market prices have decreased; however, the company cannot lower the price per unit due to Margin.

BestRun Corporation Italy will start distributing / reselling a new product in Product Line B which has shown an increase in during the 3rd quarter.

(These points will be added as a thread in Streamwork) The Financial Analyst goes ahead with the first point and will adjust the Unit Prices for Product 1. He makes use of the embedded Planning functionality which enables him to easily weight data and increase the Forecast Prices by 5%. Integrated planning capabilities like spreading, trending, and weighting data.



23. Scroll up to the Sales Units part

Select the Forecast price for Product 2

Select the forecast for Product 2 (amounts 594, 714, 612)

In the EPM Excel ribbon click on Planning and select Weight.

In the Increase value section select By Percentage and type -10

Next the Financial Analyst goes ahead with adjusting the Sales Volume Forecast for Product 2 and decreases the Sales Units Sold by 10%.

24. Click Save Data in the EPM ribbon

After the first to changes have been made the Financial Analyst saves the data. Real-time consolidation: data is automatically calculated, translated, and consolidated when users submit information

25. Close BPC Excel


4.1.4 Add new product and adjust forecast

Add a new product through BPC Administration


26. Return to the BPC web page.

Click on the Home tab, Click Start Page

Click Planning and Consolidation

Administration in the Launch box.

Expand Dimension library

Click Product Dimension

In the Action Pane click Maintain Dimension

Members

Next the Financial Analyst will add a new product to the

product and use this in the Forecast. As a business user

with the appropriate rights he can do this directly within the

Planning and Consolidation Administration workspace.

Ease of creating and maintaining of models, dimensions,

security, rules, business process flows, work status and

more.



27. Click row showing Product P0201

Click copy

After opening the product dimension he adds the new

product.

28. Click row showing Product P03

Right click & choose Insert Copied cells

Change the ID of the inserted row to P0202 & change the description to New Product 09

In the Action Pane click Process Dimension Uncheck Take System Offline Click OK

After the Task completes click OK to close the dialog box Close the BPC Administration Client



29. On the Home > Start Page select New Input Form

Click on the Model button (below New Input Form)

Select Change Model

Select Planning and select OK

Click the + icon & choose Add All Dimensions

After adding the new product the Financial Analyst will add

the next quarters Forecast for the new product.

The Financial Analyst opens a blank input form and

connects to the applicable model. Similar to creating a

report in Excel he can use drag and drop for building the

form in the report designer action pane. With a few clicks

he has created a web input form which could be used by

other users as well.

Web-based input forms and reports which can be

directly created using drag-and-drop



Adjust the Context to the following settings (tip: use lookup to search for Sales Revenue & Input

In the right-hand Edit Report pane drag-and-drop: o Product to Rows o Time to Columns

Click on the Format button and adjust the number of digits.



Expand Product B by clicking the + sign

Optional: In the Edit report Pane you can change the row dimensions expansion. Click the Select Members button for Product. Change the criteria from Children of to Descendants of

Click Finish Editing

Continue with step 33



30. Optional: If you are short of time in a demo you can instead repurpose an existing report. This is a nice option that shows ease of use.

In BPC Web go back to Overview tab click on

Adjust Forecast Data

In the right-pane select the Sales Forecast

Report

31. To repurpose the report, click the Edit button

Click the Type Drop down & change the report to

an Input Form

With just a few mouse clicks an existing object can be

changed & repurposed. Here we are taking an existing

report, changing it into an input schedule, making a quick

change to the context , 7 use it to submit data.



Click Finish Editing



32. Change the Context of the Report. The report was displaying sales in our Global Reporting currency of United State Dollars. We want to update the Sales Forecast in Italys local currency of Euros.

Click on BestRun Corporation & change the entity to Italy. Click ok.

Click on United States Dollars & change the currency to Local Currency. Click ok.



33. Look for your new product in Product Line B

Enter the amounts 50,000, 200,000, and 250,000 for the 3 forecast periods

Click Save Data

Click Yes

In the Web Input Form the Financial Analyst sees the new

product below Product Line B. He manually adds the

forecast amounts for the next quarter and saves the data.

34. Go back to Overview tab

Click Dashboard

After having identified an issue for the new acquired entity

and taken actions to close the gap between Forecast and

Target, the Financial Analyst returns to the dashboard.

After refreshing the data we can see the change to Europe

as a result of the acquisition.



Set the radio button on the Sales Revenue Analysis to Europe

Click the Refresh button on the dashboard.

Login as demoadm/sbo123

Note: The EPM connector for Microsoft is not working

properly. It should not be necessary to login again

when you refresh the dashboard as you are already

logged into BPC. There is an Internal Msg in to

Development for this issue.


5 Appendix

5.1 Pre-demo: Check the EPM add-in for Excel User Options

Before a demo make sure that you check the following EPM add-in options:

For the Innovation Showroom landscape, logon to the Remote

Desktop

Open Excel

In the Excel ribbon click on EPM and go to Options and User

Options

In the Navigation tab ensure that Enable Double-Click is checked


In the Others tab ensure that the options are enabled:

Member Recognition

Context Bar and Pane

Note: The Show Pane & Context button will only work if:

The Context Bar and Pane options have been enabled.

You are connected to an environment and model.


5.2 Optional Pre-demo step: Change the Product descriptions

Within the Environment the product dimension currently contains generic product names like Product 1, Product 2, etc.

Optionally you can change this for your demo.

Start the BPC Admin Client via the shortcut on the Desktop

Logon with user demoadm and password sbo123

Ensure that the Environment is set to: EPM10_DEMO_OV


Expand Dimension Library

Click on Product Dimension

In the Action Pane click Maintain Dimension Members


Change the descriptions of products P01*, P02*, P03*

Click Process Dimension in the Action Pane


5.3 Document Update Notes

Date Notes

18 January 2012 Initial version of the script

21 February 2012 Revised for Innovation Showroom and / or standalone usage

bpc v10 ms overview demo 2012-08-03

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