bw power user tg r4a-1

Training Guide

Business Information Warehouse

BW Power User Training Guide

January 2007 Page ii

Contents

COURSE DETAILS .............................................................................................................................................. 1 STATISTICS .......................................................................................................................................................... 1 OBJECTIVES ........................................................................................................................................................ 1 CONTENTS .......................................................................................................................................................... 2 PROCESS ............................................................................................................................................................ 2

INTRODUCTION ................................................................................................................................................... 3 WHAT IS A BW POWER USER? .......................................................................................................................... 3

OVERVIEW ............................................................................................................................................................ 4 WHAT IS BW? ..................................................................................................................................................... 4

Access to ECC transaction data ........................................................................................................... 4 How info is extracted from ECC ........................................................................................................... 4 What is extracted? .................................................................................................................................................... 5 Extraction Interval ...................................................................................................................................................... 5

BW ARCHITECTURAL ELEMENTS ....................................................................................................................... 6 Accessing the BW Data ......................................................................................................................... 7

BUILDING REPORTS .......................................................................................................................................... 8 ANALYSIS REPORTING IN BW ............................................................................................................................ 8

Queries vs Workbooks vs Portal .......................................................................................................... 8 DESIGNING QUERIES .......................................................................................................................................... 9

Procedure Overview ............................................................................................................................... 9 Query Components .............................................................................................................................. 10 InfoProviders ............................................................................................................................................................ 10 Reusable Components ........................................................................................................................................... 10 Structures ................................................................................................................................................................. 10 Characteristics ......................................................................................................................................................... 11 Dimensions ............................................................................................................................................................... 11 Key Figures .............................................................................................................................................................. 11 Variables ................................................................................................................................................................... 12

BUILDING QUERIES ......................................................................................................................................... 13 GETTING STARTED ........................................................................................................................................... 13

Technical Naming Convention ............................................................................................................ 14 USING THE BUSINESS EXPLORER (BEX) ......................................................................................................... 14

BEx Layout ............................................................................................................................................. 15 Multi-Provider Description Panel .......................................................................................................................... 15 Filter Panel ............................................................................................................................................................... 16 Free Characteristics Panel .................................................................................................................................... 16 Columns Panel ........................................................................................................................................................ 16 Rows Panel .............................................................................................................................................................. 17 Preview Panel .......................................................................................................................................................... 17 The BEx Tool Bar .................................................................................................................................. 17

EXERCISE 1 ....................................................................................................................................................... 19 Add a Column and Row ......................................................................................................................................... 20 Restrict a Component to a Fixed Value ............................................................................................................... 22 Change the Presentation Properties of a Component ...................................................................................... 23

EXERCISE 2 ....................................................................................................................................................... 26 Add Free Characteristic and Row ......................................................................................................................... 26 Restrict Characteristic by Hierarchy ..................................................................................................................... 26 Add a Calculated Characteristic ............................................................................................................................ 27

EXERCISE 3 ....................................................................................................................................................... 28 EXERCISE 4 ....................................................................................................................................................... 29

Remove Restrictions ............................................................................................................................................... 29 Restrict by Variable ................................................................................................................................................. 29

EXERCISE 5 ....................................................................................................................................................... 31


January 2007 Page iii

EXERCISE 6 ....................................................................................................................................................... 33 Restricted Key Figure by Value Range ................................................................................................................ 34

ANALYSING REPORTS ................................................................................................................................... 36 CREATING EXCEPTIONS ................................................................................................................................... 36

Defining Exceptions .............................................................................................................................. 36 Create Exceptions ................................................................................................................................ 36 Alert Levels ............................................................................................................................................ 37

CREATING CONDITIONS .................................................................................................................................... 38 Defining Conditions .............................................................................................................................. 38

QUERY PERFORMANCE OPTIMISATION ................................................................................................... 39 CHOOSING THE RIGHT MULTI-PROVIDER ......................................................................................................... 39 QUERY DESIGN ................................................................................................................................................. 39 QUERY EXECUTION .......................................................................................................................................... 39

CREATING A WORKBOOK ............................................................................................................................. 40 INSERTING A QUERY INTO A WORKBOOK ......................................................................................................... 43


January 2007 Page 1

Course Details Statistics

Length of Course 2 Days

Who is it for? BW Power User Role

Training Materials This Training guide

Objectives Identify the BW DB Elements

Give a brief overview of how the BW database is constructed from a reporting perspective including the identification of the various elements involved in the SSS implementation of BW.

Identify Elements of a Query

Recognise the use of queries to build BW reports and describe the various components used to build the query

Build a Query using Bex

Understand the role of the Business Explorer (Bex) in designing a query and how queries are built using this facility.

Create BW Workbooks

Use BW workbooks to embed queries as reports

Use BW Workbooks

Use the workbooks in BW to adjust the views of a report and distribute the report to other users


January 2007 Page 2

Contents This is what will be covered in this course

Introduction to Power User

This topic will describe the Power User role outlining what the role encompasses, where it fits into the organisation, and identifying its limitations

Overview of BW Database

This topic gives an overview of how transaction data in ECC is extracted and stored in BW and describes the elements of the database that are relevant to the Power User.

Query Design Elements

In this topic we how a BW report is designed through a query and highlight the components that are used to build such a query

Using the BEx

This topic gives an overview of the Business Explorer, highlighting its specific components and how it is used to build queries

Building Queries

In this topic we go through various scenarios that will introduce the participants to the practical use of components in building queries. Each scenario will build onto its predecessors, slowly demonstrating the relationship between the various query components.

Using Workbooks

This topic will cover the use of workbooks as a container for BW reporting. It includes the techniques for changing the view of the report and distributing the report to users.

Design Business Case

Finally, each participant will be given the opportunity to put what they have learned into practical use by undertaking to build a query to satisfy a particular business case.

Process This course will be conducted using a series of exercises. These exercises are built on a graduated scale to introduce concepts and ensure understanding prior to providing further information. While they do make use of the various templates they are not designed to simply utilise the elements without first understanding the concepts that underlie each element. When appropriate, ready made components available in the template will be used however, each participant is encouraged to create their own duplicate components to reinforce understanding.


January 2007 Page 3

Introduction What is a BW Power User? In the context of the SSS implementation of SAP BW, the Power User is a reporting role that fulfils the requirement for on demand reporting at each agency. BW reports that are available through the portal are provided to be relevant to all agencies. However, in order to conduct effective planning and analysis, agencies may need specific information from BW that cannot be derived from the standard reports. In this case, the Power User is given the task of designing and building any report to satisfy an agency’s specific needs

What Power Users Can Do Unlike the end user, the Power User has the ability to design or change BW queries in order to produce agency specific analysis when required. This is performed through the Business Explorer (Bex), a BW interface that provides the tools necessary to design and build BW queries.

What Power Users Can’t Do Even though a Power User can develop BW queries they are limited in scope to both the agency and specific analysis areas, Power Users cannot develop or otherwise change a standard report. If a report is developed which creates interest in other agencies then such a report may be submitted to CorpTech who will evaluate its relevance to other agencies before including it in the standard suite of reports.

Rather than having full access to the BW data warehouse, Power Users are restricted to specific areas of business analysis. This restriction is enforced through the use of design templates which not only regulate access to the information areas of BW but also provide consistency of design

Who are the Power Users? Power users are a small group of people nominated by each Agencies or SSP.

How Do Power Users access BW data? Power users have access to the standard offering, any agency specific reporting requirements as well as a range of data cubes and template queries on BW. These cubes are provided solely for use by power users and contain the same characteristics and key figures as the cubes on which the standard offering queries are based. This is illustrated in the diagram below.

Power users will be able to copy the template queries or create new queries from scratch to save into their favourites for later use. Appropriate naming conventions will apply to the various objects involved, including the queries saved in the power user’s favourites’ folder.


January 2007 Page 4

Overview What is BW? In every organisation there is an over abundance of information locked within the various computer databases spread throughout the organisation. Unfortunately, the majority of this information is based around separate transactional events which are stored in a way that cannot be easily compared and analysed. To address this problem a separate way of storing data was developed, one that saw data, not as individual transactions but as a cumulative arrangement representing a particular overarching view of the whole organisation. Thus the Data Warehouse was born with BW being SAP’s incarnation.

The main roles of the data warehouse is to first normalise the transactional database then facilitate the conduct of online analysis processing (OLAP).

Normalisation is the process where transaction data is transformed from its various formats in the transaction database into a common format defined by the business. Normalisation allows the organisation to present a unified view of the various transaction databases within the organisation. Analysis of this normalised data can then be conducted using a set of interactive tools that allow users to:

l Apply modelling across dimensions, through hierarchies and/or across members

l Conduct trend analysis over sequential time periods

l Slice subsets of data for on-screen viewing

l Drill-down into deeper levels of consolidation

l Reach-through to display the underlying detail data

Access to ECC transaction data It is important to understand that BW data is an aggregate of the individual transactions in ECC (and other transactional databases controlled by agencies). While, some individual transactions are stored in order to enhance the level of some financial reporting, there is no access from BW to all the transactions in ECC. Transaction reporting is generally conducting from within ECC which is far better suited to this purpose.

How info is extracted from ECC The extraction process is known as ETTL (Extract, Transfer, Transform and Load) and can be illustrated in this way:


January 2007 Page 5

ExtractExtract

TransformTransform

Data Source

Data Warehouse

LoadLoad

Fig 1 ETTL Process

The first step is to physically extract the required information from the source systems, such as the ECC system. Not all data is extracted just that data identified as being necessary for business analysis.

Once extracted, the data is transferred to the data warehouse. This becomes a regular occurrence dictated by an organisation’s analysis requirements.

Having moved the data into the warehouse, we may find that the original data might be using different data types, or may be n different formats. While some maybe case sensitive others may be case insensitive. Using specifically established rules, this data is cleansed and reformatted so that all data is represented consistently in the data warehouse.

When the data is in its final format it is loaded into the various fact tables ready to be analysed by the user.

What is extracted? In general, not all the data in ECC is extracted to BW. Only that information that is deemed by the whole of government to be useful for analysis purposes will be extracted. While the level of detail or granularity may vary in general the transaction level will be the highest detail offered.

Currently BW offers the following transaction data:

ECC Financial Extracted Information

Cost Centre Accounting • Commitments - Line Items • Actual - Line Items

Internal Order • Commitments - Line Items • Actual - Line Items

General Ledger • Transaction Figures

The reason that there is transaction data in BW as it allows users to reference some of the ECC transaction data that underpin a report (i.e. drill through) without having to connect to the underlying ECC system.

Extraction Interval When the extraction takes place is business dependant. The Whole of Government BW extraction is scheduled to be performed overnight. Thus information in the warehouse will be at least 12 hours old.


January 2007 Page 6

BW Architectural Elements While there are various elements to the BW architecture there are only a few which are relevant to reporting.

Staging Area

Data Warehouse

OLAP Processor

Business ExplorerBusiness Explorer

INFO CubeINFO Cube

Data Analysis

Fig 2: Simplified Data Warehouse Configuration

Staging Area

This is the extracted data is stored prior to it being loaded into the fact tables. From the staging area the extracted data is ‘cleansed’ and formatted.

Info Cube

The infoCube is a multidimensional fact table that holds the extracted data in its formatted state. It is from the data held in infoCube that reports are built.

OLAP Processor

This is the analysis engine of the data warehouse. The OLAP processor retrieves the required data from the various infoCubes that make up the warehouse database conducts the required analysis and presents the results in accordance with the users’ request.

Business Explorer

The Business Explorer or Bex is the interface between the user and the BW database. The explorer consists of an analyser, used to build the queries that drive the analysis process and a browser, used to display the analysis results.


January 2007 Page 7

Accessing the BW Data While the information in the previous section outlined the standard BW architecture, the SSS implementation of that standard is some what different and can be illustrated in fig 3.

Data Warehouse

Standard Reports

Agency Reports

Source CubeSource Cube

Virtual CubeVirtual CubeSource

CubeSource Cube

Fig3. SSS Implementation of BW

In the standard implementation, the information for reports is derived directly from the InfoCube. However, most whole of government reporting requires data from multiple cubes which prevents effective analysis since the queries that drive the reporting can only be designed to use a single InfoProvider (cube). To resolve this dilemma, SSS has designed the BW database to use Virtual Cubes. Basically, Virtual Cubes draw their data from multiple sources and present that data within a common dimensional framework. Reporting and analysis therefore use the Virtual Cube as a provider of information rather than the source cube.


January 2007 Page 8

Building Reports Analysis Reporting in BW

Queries vs Workbooks vs Portal

What is a query?

The query is the engine of any BW report (workbook or web based). Queries provide a way of analysing BW data and creating reports. In simple terms a query is a series of directives to BW instructing the OLAP engine on what data is to be extracted and how that data is to be presented to the end user.

What is a Workbook?

All reports developed by the Power User are not standard thus they can only be viewed using the Bex Analyser. The display layer of the Bex Analyser is a standard MS Excel workbook. Queries developed by Power Users are embedded into various worksheets within a workbook from where they are executed to provide each report. There can be multiple queries embedded into each worksheet thus you can develop workbooks that hold collections of related reports.

Portal

All the standard reports are web based and are viewed through the SSS Portal. Normally, queries developed by the power user are agency specific and thus restricted to use through the Bex. However, if a particular agency report is found to be useful to other agencies, it can be submitted to SSS for assessment and inclusion into the standard report suite.


January 2007 Page 9

Designing Queries

Procedure Overview 1. Identify appropriate Template

The SSS implementation of BW includes a series of templates designed to be a starting point for reports related to various aspects of agency operations. Essentially these ‘boiler plates’ provide the typical information structures for the reports which are then modified by the Power User to reflect the new reporting requirements. Each template also has an associated example which you can either use as a guide or in place of the generic template. Currently, there are templates and examples covering the following areas:

• Capital Queries.

• Capital Acquisition Power User Template Query.

• Capital Acquisition Plan YTD Balance – Example.

• FIGL Queries.

• FIGL Power User Template Query.

• Statement of Financial Position – Month/year/Movement Example.

• IO Queries.

• IO Power User Template Query.

• IO Financial Performance – Act/Plan/YTD/Vers/Var – Example.

• CCA Queries.

• CCA Power User Template Query.

• CCA Financial Performance – Act/Plan/YTD/Vers/Var – Example.

2. Make copy of Template

Use the save-as facility of the BEx to make a copy of the template, make sure you follow the proper naming convention when renaming the copied template.

3. Modify template query to suit requirements

Once a copy of the template is made, the power user is free to make the necessary changes to adapt the query to the new requirements. This includes:

• Removing any characteristics that are not required and selecting new ones from the InfoProvider

• Adding or removing characteristic restrictions or hierarchy nodes

• Removing, modifying or adding variables for characteristic values, hierarchies, hierarchy nodes, formulas, and texts

• Removing selected key figures from query and selecting new ones from the InfoProvider

• Formulating calculated key figures

• Restricting key figures by combining them with characteristics

• Establishing an initial view for the new query by arranging characteristics and key figures in rows or columns

4. Save query

Having modified the new template to reflect the new requirements it is then saved as a new query.


January 2007 Page 10

Query Components

InfoProviders InfoProviders essentially function as the name suggests, they provide information to the query. There are many types of InfoProviders used by BW (the ubiquitous InfoCube being the best known) but in reference to their use in queries they have the same basic composition

• Structures

• Key Figures

• Dimensions

There is one aspect of the InfoProvider that Power User needs to be aware of. That is that a query can only operate against a single InfoProvider. It is this restriction that essentially gave rise to the use of the Virtual InfoCube where the information from more than one physical provider is combined to produce a single InfoProvider.

Reusable Components Query components can be defined as either reusable or local. Reusable components are available to all queries that use the same Info Provider. When a reusable component is employed, it is not physically copied to the new query rather a reference to it is created. Thus, when a reusable component is changed in a query the changes are not limited to the immediate query rather they have an effect on all queries which use the component.

Alternatively, a local component is restricted in use to the query in which it is used, If it is to be used in any other query it must be redefined in the new query. You can switch components between local and reusable.

The following objects can be defined for reuse:

• Structures

• Filters

The following objects are automatically classed as reusable when defined:

• Variables

• Restricted Key Figures

• Calculated Key Figures

Structures Structures are freely defined objects that form the basic rows and columns framework of a query’s view. A complex object that contains a number of related components, where the arrangement of each component within the structure determines the sequence and number of key figures or characteristic values in the columns and rows of a query. When executing the query, the end user can navigate through a structure. Structures are useful when there is a particular sequence of characteristic values that need to be maintained (e.g. entering variables for a report)

A structure can contain either selection or formula based components. A selection component is designed to prompt the user to enter specific values while a formula based component is one where its value is calculated from a selection based key figure.

In addition, selection structures can be categorised into two forms – Key Figure and Characteristic. Key Figure structures can be comprised of both characteristic and key value selections however there must be at least one key figure component in the structure. On the other hand, characteristic structures cannot contain any key value components.

Structure Limits

• A maximum of two structures per query. In any one query you can only define a total of two structures



• Only one key figure structure per query. Of the maximum number of structures allowable in a query, only one can be a key figure structure.

• Structures can be combined with any other characteristics. On any axis of a query (row or column) a structure can be freely combined with any other characteristic (not key figures)

Key Figures and Structures

• Key figures in rows or columns are always a component of a structure

When you place a key figure in either a row or column of a query it is automatically placed within a structure. However, if the key figure is placed as a Filter in a query then it is not regarded as a structural component.

• You can use key figures in a query in only one structure.

The use of key figures in any structure is limited to that structure only. You cannot use the same key figure in another structure; this includes having the same key figure appear in both a row and column of a query view (see previous explanation)

• Key figure structures must contain a key figure .

The structural components of a key figure structure must include at least one key value.

Characteristics and Structures

Although using a key figure on any axis requires that the key figure must exist as part of a structure, the use of a characteristic structure is actually optional. You can simply place a characteristic on the required position of any axis whereupon all posted characteristic values will be displayed in the query. In this case, restricting values requires the setting of a filter. On the other hand, a structure already has the number and sequence of characteristic values pre-defined. Thus there is no need to need to add restrictions in the form of filters.

Characteristics Characteristics are query objects that allow classification of key values. Basically, characteristics provide a way of contextualizing the data from key values for example company, region, date etc. In turn, this provides the end user with a basis from which the data can be easily evaluated.

There are two forms of characteristics:

• Free Characteristics

These are characteristics that are not included in the initial view of a query but can be used by the end user to change the view to suit their requirements. During the execution of a query, the end user can initiate an aspect change by dragging free characteristics into the query. This is known as a drill-down as it increases the granularity of the report by adding more detailed information.

• Restricted Characteristics

Using a characteristic in its basic form will display all posted data regardless of it relevance to the query. In order to confine a characteristic to specific values it is restricted to displaying only those specific values.

Dimensions Within the definition of an InfoCube, characteristics are logically grouped together to facilitate the effective storage of the data. This logical grouping is called a dimension.

Key Figures The key figures are the value or quantity data that forms the main reporting element of a query. There are 3 classifications of key values:

• Basic

The basic key figure represents the raw data stored on the InfoProvider for example planned and actual expenditure.



• Calculated Key Figure

Apart from representing the raw values stored on InfoProviders key figures can also be derived from other key values. These are known as Calculated Key Figures and their value is derived at the time the query is executed. For example; the key value expenditure variation% would be the result of the difference between planned and actual expenditure expressed as a percentage of the planned expenditure figure

• Restricted Key Figures

A restricted key figure does not display all the posted data as would a basic key figure. Instead it is confined to a specific value or range of values.

Variables Variables are used to parameterise a query. They are a way of giving flexibility to a query by allowing the end user to specify what sub-set of the InfoProvider data is to be reported. In essence, a variable is a blank placeholder that is filled by the end user at the time the query is executed.

Unlike most reusable components, variables do not depend on an InfoProvider, but are associated with a specific InfoObject defined within the query. Thus, once defined, a variable is accessible to the associated InfoObject in all queries that employ the object.

Variable Types Depending on the object for which the variable is defined, there are several available types:

l Characteristic: variables that affect a particular characteristic. These can be used wherever a characteristic value is required.

l Hierarchy: variables that affect a particular hierarchy. These variables can be used wherever hierarchies are selected.

l Hierarchy Node: variables that affect specific nodes within a particular hierarchy. These variables can be used wherever node selection is required.

l Formula: variables that can be used in formulas or conditions and exceptions

Processing Variables How a variable is filled is dependent upon its processing type. While there are various types the most common is the user Entry/Default Value type that allows report users to enter the parameters.

As part of the Whole of Government solution, it is mandatory to restrict by hierarchy variables for the following characteristics:

l Cost Centre

l Cost Element

l Profit Centre

l Internal Order

l G/L Account



Building Queries Getting Started

Step Action / Data

1 Log onto the Shared Services Portal 2 Click the Applications tab

3

Click the BEx Analyzer link. MS Excel will start. When the BEX Analyzer is selected the portal will accesses the BW Server and as a result, you will see the SAP Logon pad appear momentarily while the system attempts to connect to the BW server.

4 Click The open menu displays

5 Select Queries from the open menu. The Select query box displays.

6 Click The list of available template categories displays

7 Expand the category folder that closely represents the type of query you want to build 8 Select the required Power User template.

Step Action / Data

9 Click The authorisation message ‘ You do not have authorization for change’ is displayed

10 Click OK. The Business Explorer opens in display only mode showing the components of the query template.

11 Click The ‘Save query as…’ box displays.

The list of power user query templates by category used as a basis for new queries



Step Action / Data

12 In the Description field, enter a description of the new query

13 In the Technical name field enter an ID for the query using the approved naming convention (see Technical Naming Convention)

14 Click The BEx re-opens in Edit Mode. You are now ready to design the new query.

Technical Naming Convention The Original Technical Name of a query needs to be changed using the following convention:

Znn_ZCCA_M11_qn_9999999

Where:

• Z – Indicates that the query is user defined rather than one standard to BW

• nn – represents the agency ID

• ZCCA_M11 – is the original technical name for the template used as a basis for the new query (less the word ‘TEMPLATE’)

• qn – The next number in the query sequence

• 9999999 – the user ID of the query designer

For example; a query based on the Cost Centre Accounting query template built for JAG by user 0002222 would have a technical name: Z10_ZCCA_M11_01_0002222.

Using the Business Explorer (BEx) The Business Explorer (BEx) is the interface used to design queries and reports in BW. Integrated into MS Excel, the BEx enables the user to analyse business data within BW through the The BEx Analyzer is an analysis, reporting, and design tool of the Business Explorer that is integrated into Microsoft Excel. In the BEx Analyzer, you can analyze selected InfoProvider data and plan with it by navigating in queries that were created in the BEx Query Designer. You can use the context menu or Drag&Drop functions for this. You can design the interface for your queries by inserting design items such as dropdown boxes, radio button groups, and pushbuttons into your Excel workbook. In this way, a workbook becomes a complete query application.

Analysis Mode Working in analysis mode, you can accomplish the following types of tasks: 1. Launch the BEx Query Designer in order to define queries 2. Analyze selected InfoProvider data by navigating interactively within these queries 3. Navigate and analyze via the context menu or via drag and drop 4. Perform OLAP functionality such as filtering, drilling, and sorting 5. Precalculate and distribute workbooks with the BEx Broadcaster 6. For advanced programming capabilities, embed your own customized VBA programs (Visual

Basic for Applications) 7. Save workbooks in your favorites or in your role on the server, or locally on your computer

You access analysis mode functionality with its dedicated analysis toolbar or via the BEx Analyzer menu.



BEx Layout The example that is shown below is the example template that has been created.

Multi-Provider Description Panel The Multi-Provider Description panel displays the various Info Objects that comprise the selected Multi-Provider (in this case the CO-OM-CCA: Costs and Allocations – Power users). Info Objects are organised under various folders. The panel also displays the re-usable structures that have been assigned to the cube under the Structures folder.

A structure is a saved sequence of key figures, selections and/or formulas, if required, right click on the folder, Structure, Key Figure, Dimension or any of the sub-set of data to review the formulas or data associated with that application.

1

2

3

4

5

6



Filter Panel

Area where you can create your global filters at the top of the report which will then be applicable to all Key Figures e.g. if you want to run for a fixed year include in filter.

Once the filter has been created it can not be changed within the report.

Free Characteristics Panel

The free characteristic panel displays the characteristics that allow the user to slice and dice through the report. The free characteristics that are available for drill-down in the example template are the following:

l Cost Centre

l Organisation

l Funding Type

l Output

Columns Panel

The column panel displays the characteristics and key figures that comprise the columns of the report generated by the query.



Rows Panel

The Rows panel displays the characteristics and key figures that comprise the rows of the report generated by the query.

Preview Panel

In the preview panel you can see how the columns and rows display when the report is generated.

The BEx Tool Bar

Icon Description

Open - Choose to open Query or Workbook

Save - queries to a new workbook, which will be add to your favourites Save changes to an existing workbook Change workbook title

Different to an Excel Save

Refresh Query - Refreshes a report, which updates the data using the current selections

Back - Take you back a single step, e.g. will remove the filter or drilldown you have just applied

Change Query View - Upon executing a report, the Change Query View icon is used to change the query behind the report, by calling the query designer. Two change modes are available: Change query (local view) – In local view you can change properties of columns, rows, and free characteristics. Also display additional attributes. These changes are only for the current session unless you save the report as a workbook to your favourites. Change Query (Global Definition) – This option allows permanent changes to queries and even deletion of report, which can not be retrieved. For the current report, you can also change variable values



Icon Description

Goto – The Goto icon doesn’t have functionality at present. It is Not Active.

The OLAP Functions for Active Cell - icon has the same function as right mouse clicking on the cell.

Format - The Format icon allows you to change the look of your report through font, colour, borders and pattens.

Layout - The main use for the layout icon is to display text elements, which shows the details of the report such as selection values, who created the report, and who last changed the report.

Tools - The Tools icon has advanced features that are only generally used by advanced power users, such as inserting a query into a workbook.

Settings - The settings icon has a function to stop the automatic refresh so that formatting can be done and then a final refresh when all is completed.

Help - The help icon takes you to the SAP BW online documentation. The BEX Query Designer section automatically displays in the BEX documentation. Selecting the About... entry displays the technical information about the version of the Query Designer, the support package number and the revision level



Exercise 1 Use Template: FIGL Power User Template

Scenario: Create a report that displays the posting movements for DEIR for the period January to March of the current financial year.

Explanation

This exercise is designed to help the participant become familiar with using the BEx to build reports. The aim is to familiarise the participant with the drag and drop method of building a report while showing how the query can be easily constrained to display a specific subset of information.

The exercise introduces the participant to the following techniques:

• Creating report columns and rows

• Restricting the display of components using a fixed value

• Changing the display properties of a component

• Description Display

• Hierarchy Display

Build Procedure Overview:

The following procedure will be used to complete this exercise:

1. Start the Bex

2. Select the template

3. Complete the initial run of the query

4. Open the query and save a copy according to the naming convention

5. Add the key values ‘Total Debit’ and ‘Total Debits’ as columns

6. Add the characteristics ‘GL Account’ as a row

7. Restrict the Posting period to display the previous 4 months

8. Change the presentation properties to display GL name only and activate the DEIR Operating Statement hierarchy for display.



Add a Column and Row You can add any combination of components to a column or row but remember that adding a key value will automatically create a structure and a query is limited to two structures. Also note that a component can only be added to the query once so if you find you cannot add a component to a column it is because it is being used elsewhere in the query.

Step Action / Data

1 Copy the template FIGL Power User to a new query (see Getting Started)

2 Expand the required InfoProvider folder to display the available components • Expanding the Key Figures displays the available key figures

• Expanding any dimension ( ) under the dimensions folder displays the available characteristics

Add a Column 3 Select the query component ‘’Total Credit Postings’ from the InfoProvider panel 4 Drag the component into the Columns panel

A reference structure will automatically be created when the component is ‘dropped’ into the column panel. Subsequent additions of key values to the column will be automatically added to this structure.

3 Select the query component ‘’Total Debit Postings’ from the InfoProvider panel 4 Drag the component into the Columns panel

Add a Row 5 Select the query component ‘G/L Account’ 6 Drag the component into the Rows panel 8 Click to check the query

If the query is error free the system will display “Query is Correct”, This check is only for the logic incorporated in the query so it will not check the data.

9 Click and execute the query



Creating a row and column for the query



Restrict a Component to a Fixed Value The template you used as the basis for this report was designed to be generically applied to all agencies. Thus the query required the user to select the controlling area of the agency for which the report is being prepared. The identification of the controlling area is a mandatory requirement for all queries but rather than having to select DEIR every time the query is run, you can restrict the query to the DEIR controlling area. This restriction is placed on the characteristic ‘Controlling area’ in the Filter panel.

Step Action / Data 1 Ensure the query is loaded into the Bex 2 You need to remove the current restriction on ‘Controlling Area’.

Right-click the restriction listed under the characteristic and select Delete from the context menu

3 Right-click the characteristic ‘Controlling Area’ in the filter. The context menu displays. 5 Select Restrict from the context menu. The Selection for Controlling Area box displays 4 Ensure that ‘Single Values’ is displayed in the as the Selection criteria 5 Click the Fixed Values tab to ensure that you are restricting by actual value 6 Select ‘DEIR Controlling area’ from the Description box until you locate 8 Add the selected item to the Selection panel of the Selection for Controlling Area box

You can use either: • The button to move selected items to the panel or;

• Drag and drop the selected items into the panel 9 Click OK. The restricting item will be displayed under the characteristic

10 Click to check the query

11 Save then execute the query

Restrictions are listed below the characteristic



Change the Presentation Properties of a Component Now that we have the report in its basic format we want to try and make it as comprehensible as possible. Upon reviewing the output we have identified the following requirements:

l Remove the GL account number from the display and;

l Allow the user to navigate the hierarchy of accounts underlying the values displayed in the report.

These changes are related to the characteristic GL Account so the presentation properties of that characteristic needs to be changed.

Step Action / Data

1 Ensure the query is loaded into the Bex 2 Right-click the characteristic ‘GL Account’ currently in the Rows panel. The context

menu displays. 3 Select Properties from the context menu. The Properties of Characteristic box displays

Remove GL account number from initial view 4 In the Display As section select Text in the first box

Activate the GL Account hierarchy 6 Click the Values button in the Display Hierarchy. The Select Hierarchy box displays 7 Select DEIR Financial Statement Version from Available hierarchies panel of the

Select Hierarchy box 8 Click OK on the Select Hierarchy box 9 Under Hierarchy Properties, define the initial expansion level of the hierarchy

The default expansion level is 3, that is, the initial query view will display 3 levels of the selected hierarchy. You can change this by:

A. Click the U(ser) box next to Expand to Level B. Enter the required level at which to display the hierarchy

Ensure that the Active option is set in the Display Hierarchy section so that the f you

hierarchy is displayed as part of the initial view If the Active option is not set then the hierarchy will not be displayed when the query is executed. It will be left to the end user to activate the hierarchy from the report if it is to be displayed.

10 Click OK on the Properties of Characteristic box 11 Save the query

The display properties set in the Properties of Characteristics box determine how a characteristic is presented in the initial view of a report



The result The following is an illustration of what the query should look like in the Query designer

When we execute the query the following result should be displayed in the workbook

Notice that the GL Account hierarchy is displayed down to the third node as per default. If you had changed the Expand to Level property as per step 9 then you will see the hierarchy displayed to the level you nominated. By clicking the triangle button you can open and close the levels of the hierarchy.

The query is confined to information held under the DEIR controlling area

Note denotes that a display hierarchy is active for the characteristic

This is what is currently displayed as row and column of the report

The current filter parameters

GL Account hierarchy



Conclusion This simple exercise has introduced you to the basic fundamentals of building a query using the BEx. You have been shown how a query is made up of characteristics and key values and how those components can be restricted to show specific information. This exercise also covered how the initial view can be modified by adjusting the display properties of characteristics. The next exercise will expand the fundamentals of restrictions and key values as a base for building more complex queries



Exercise 2 Scenario: Create a report that will display the report the balance between the total debits and credits for a particular GL account.

Explanation

This exercise builds upon what was learned in the previous exercise. Having built the basic query, we will increase the functionality by providing greater granularity and the ability to provide extra key values other than those stored on the database. At the same time, we will restrict the actual query (as opposed to the display) to extract selected data from the database rather than all posted data.

This exercise introduces the participant to the following techniques:

• Adding Free Characteristics to the query

• Restricting a characteristic by hierarchy

• Using Calculated Key Values to provide additional information.


The following procedure will be used to complete this exercise: 1. Create a query as per exercise 1 2. Add the Characteristic GL Account as a free characteristic and add the characteristic ‘Profit

Centre’ as a row

3. Restrict the characteristic ‘Profit Centre’ to DEIR hierarchy

4. Create a calculated key figure to report the balance between Credit and Debits

Add Free Characteristic and Row Step Action / Data

1 Drag the Characteristic ‘GL Account’ to the Free Characteristic panel 2 Drag the Characteristic ‘Profit Centre’ to the Rows panel

Restrict Characteristic by Hierarchy In the last exercise we activate the hierarchy for display purposes. Now we will restrict the profit centre characteristic to report only information relevant to a particular profit centre hierarchy. This is a particular requirement as the BW access security regime is based on particular hierarchies.

Step Action / Data

1 Right-click the characteristics ‘Profit-Centre’. The context menu displays 2 Select Restrict from the context menu. The selection for Profit centre box displays 3 In the From hierarchy field select the DEIR hierarchy. The select hierarchy is displayed

in the Description panel 4 Drag the required profit centre hierarchy into the Selection panel of the Selection for

Profit Centre box 5 Click OK 6 Check the presentation properties of characteristic ‘Profit Centre’ to ensure that the

DEIR hierarchy is activated (see exercise 1) 7 Save the query



Add a Calculated Characteristic Remember a calculated characteristic does not actually exist in the InfoProvider it is a product of two other key characteristics. In this case the two characteristics are the basic total credits and total debits from the template infoProvider

Step Action / Data

1 On the InfoProvider panel, right-click the heading Calculated Characteristics. A context menu displays

2 Select New formula from the context menu. The New Formula box will be displayed 3 Type a description of the new formula into the Description field. In this case call it

Movement Balance 4 In the Operands panel of the New Formula box select the key figure ‘Total Debits’ 5 Drag the key figure into the Formula field 6 Click a minus sign is displayed next to ‘Total Debits’

7 Drag the key figure ‘Total Credits’ from the Operands panel to the Formula field 8 Click OK. The key figure will be added to the InfoProvider’s Calculated Key Figure list 9 Add the new calculated Key Figure as a column on the query

10 Save and execute query

The result The result is a modified version of the report created as part of exercise 1. The report information will be displayed by Profit Centre and the end user will be able to ‘drill-down’ through the Free Characteristic GL account thus increasing the detail of the report.

Conclusion This exercise showed how a query can be confined to using specific information from the InfoProvider through the use of restrictive hierarchies. This allows the BW security authorisation to be employed within queries. This exercise also introduced ways of calculating key figures to provide better analysis of reports.

In the next exercise we will look at another way of restricting the query and also ways of modifying the presentation of query rows and columns with structures.

The Formula box provides more than one way to define a Calculated Key Figure. Using the key pad on the right of the box you can calculate using actual numbers rather than the contents of key figures. You can also apply a number of mathematical functions listed in the Functions panel



Exercise 3 Scenario: Create a report that is based on the report for exercise 2 but is confined to reporting actual postings for periods September and November of the current financial year. Allow the user to drill-down on period

Explanation

In the last exercise we looked at restricting the characteristics and key values. We touched briefly on the filter when we set the controlling area to DEIR. Now we will go further by showing how the query itself is confined to getting particular data from the InfoProvider through the use of the filter.


• Using Filters as a query restriction



Assumptions: The query used in the last exercise is already loaded in the Bex

Apply the following procedure to the existing query. This procedure utilizes techniques already outlined in the previous exercises. Refer to these exercises for specific steps required to complete each procedure in this exercise.

Step Action / Data

1 Add the characteristic Financial Year to the query filter and restrict it to current financial year

2 Add the characteristic Value Type to the filter and restrict value to actual postings 3 Add the characteristic period to the free characteristic panel 4 Change the display properties of the characteristic Period to show text only 5 Change the properties of the Structure Key Values to display the text ‘Postings’

The result The result of this exercise is a report based on specific information extracted from the InfoProvider as dictated by the components of the filter. While the initial display shows the total DR and CR postings for September and November the end user will be able to display the postings for each period through drill-down.

Conclusion Like the last exercise, this exercise demonstrated how a query can be confined to specific information. The difference in this exercise is that the filter governs the range of information the query extracts from the InfoProvider. Restricting a characteristic or key figure outside the filter will only restrict the display of the total information the query has extracted. The filter, however, determines what information is extracted in the first place.

In the next exercise we start to add some interactivity in the form of variables.



Exercise 4 Scenario: Prepare a financial report that will display the total postings within a period for a specific profit centre group.

Explanation

In previous exercises we have dealt with fixed values. However, there maybe times when you want the flexibility to produce the same report for multiple reporting areas. In such cases we employ variables to create an interface that allows the user to determine the report parameters. In this exercise we will allow the user to determine profit centre and reporting period.




Apply the following procedure to the existing query:

Remove Restrictions The list of restrictions against any characteristic or key figure are displayed under the component in question

Step Action / Data

1 Right-click each restriction. A context menu displays 2 Select Delete 3 The restriction is removed from the list under characteristic or key figure

Restrict by Variable Step Action / Data

1 Right-click the Profit Centre characteristic. A context menu displays. 2 Select Restrict. The Selection for Profit Centre box displays. 3 In the From Hierarchy field, select the DEIR hierarchy 4 Click the Variables tab 5 In the Description pane of the selection for Profit Centre box, select the Profit Centre

Group variable 6 Click to move the variable into the Selection panel

7 I the Selection panel, right-click the Profit Centre Group variable 8 Choose Select Variable hierarchy from the context menu. The Selecting variables for

Hierarchies box displays 9 Select the variables option

10 Click OK. The Selecting variables for Hierarchies box closes 11 Click OK at The Selection for Profit Centre box 12 Save query 13 Period Remove any restrictions from the characteristic Posting Period 14 Select the characteristic Posting Period 15 Restrict using period range variable 16 Save and Execute the query



The result The same report that was developed as part of exercise 3 now has input variables. The user inputs both profit centre group and period range before the query executes.

Conclusion This exercise introduced you to the technique of creating entry variables for a query. Through these variables an end user can determine the parameters for a report.

In the next exercise we will again look at restrictions but this time on key figures.

In the Query Properties a list exists that shows the sequence of the entry variables. Using this list you can change the sequence if required.

Click on the BEx toolbar to access the properties



Exercise 5 Scenario: Prepare a report that will compare the postings for two periods of different financial years.

Explanation

In this exercise we will look at designing a query that produce two columns of postings one for a period of the current financial year and one for the same time the pervious year. To do this we need to create key figures that will only display the information a user wants. These are known as Restricted Key Figures. To begin with we will look at using fixed values for the restriction.


• Using Restricted Key Values





Step Action / Data

1 Remove the characteristic Posting Period from filter 2 Right-click the title ‘Restricted key Figures’ in the InfoProvider panel. A context menu

displays 3 Select New Restricted Key Figure. The Edit Restricted key Figure box displays. 4 In the description field type ‘Balance for 2007’ 6 In the InfoProvider panel of the Edit Restricted key figure box, select Posting Period 7 Restrict Posting Period to variable ‘Period(s)’ 8 In the InfoProvider panel of the Edit Restricted key figure box, select Fiscal Year 9 Restrict Fiscal Year to variable Fiscal Year

10 In the InfoProvider panel of the Edit Restricted key figure box, select Cumulative Balance

11 Click OK 11 Create another restricted key figure call it ‘Balance for 2006’ with same parameters as

per 2007 (do not save) 12 Change the properties of the Fiscal Year in 2006 and put offset at -1 13 Save 2006 restricted key figure 14 Save and execute query



The result The result of this exercise is a report that compares two periods as requested by the end user.

Conclusion This exercise introduced us to a more sophisticated way of constructing restrictions for key figures. We saw that such restrictions can be created as a sequence where the last item in the sequence is the basic key figure that produces the required data depending upon the values earlier in the sequence.

In the next exercise we will undertake a more relevant example, a report duplicating an ECC IO Report for DEIR

The effect in this box is cumulative. Given the posting period and fiscal year give me the cumulative balance.



Exercise 6 Template; IO Power User

Scenario: Prepare a for DEIR that would show the trend analysis for IO Capital Costs

Explanation

This is a DEIR specific request to try and recreate an ECC report on BW. The report details operation costs incurred for Internal Orders. The areas in question are Supply, Depreciation and Internal costs

While the majority of this exercise will use many of the techniques covered in previous exercises there is one technique that has still to be addressed. The use of a value range in restricting key figures


• Using a value range for Restricted Key Values

• Mandatory Use of the Responsible Cost Centre for IO reports





Step Action / Data

1 Open the IO Power User Template and save as new query 2 Move characteristic Responsible Cost Ctr into the filter 3 Restrict Responsible Cost Ctr to DEIR Cost Centre Hierarchy 4 Move Accnt Ass. Obj Type into filter 6 Restrict Accnt Ass. Obj Type to Order 7 Move Company Code into filter 8 Restrict company code to DEIR 9 Restrict characteristic Controlling Area in filter to DEIR Controlling area

10 Move characteristic Order into Free Characteristics panel 11 Restrict Order to DEIR Internal Order hierarchy 12 Add key figures Actual Year to Date, Actual Monthly, Plan Year to Date and Plan

Monthly to rows 13 Add characteristic Cost Element as a row (below key figure structure) 14 Restrict to the Supply, Depreciation and Internal costs hierarchies (Part of the DEIR

Financial statement hierarchy) 15 Add the structure Trend Month to column 16 Save and execute query



Restricted Key Figure by Value Range The idea of using a value range is that we want to display the key figure data within a certain range. This may be a physical range or one in which the end user nominates either the upper or lower range.

Step Action / Data

1 Create a new Restricted Key Figure called ‘Actual YTD’ 2 From the InfoProvider panel of the New Restricted Key Value box select Fiscal Year

and restrict to 2007 3 From the InfoProvider panel of the Edit Restricted Key Value box select Posting Period 4 Right-click Posting Period and choose Restrict. The Selection for Posting Period box

displays 5 In the Selection field select ‘Value Range’ 6 In the next field ensure ‘between’ is selected 7 Click the Fixed Value tab 8 From the Description panel select ‘July’ 9 Click the Variables tab

10 Drag Posting Period onto JULY in the Selection panel. The icon will change to

11 Click OK 12 In the New Restricted Key Figure box, select amount from the InfoProvider panel 13 Click OK

The result The result of this exercise is a report that should look like that supplied by DEIR.

Drag and Drop variable positing period on top of JULY fixed variable from last step

Icon will change to reflect defined interval.



Conclusion This exercise was DEIR specific but it did allows us to flex a bit of the knowledge gained over these exercises to create something business specific.



Analysing Reports

Creating Exceptions

Defining Exceptions Exception reporting presents data values that have deviated from a pre-defined threshold or range. The exceptions are often highlighted in colours for quick identification. When using BEX Analyzer, a query can be selected that specifies which key figures should be monitored. The online processing of exceptions evaluates exceptions at query execution.

Exceptions can be defined:

l According to query structure elements.

l In the query definition (exceptions defined in the query definition apply globally for this query in all workbooks).

The exception definition consists of:

l Determining one or more conditions.

l Defining cell restrictions.

The message priority pre-assigns the colour values. The stronger the deviation, the more intense the warning colour. The colour values use up to nine shades of traffic light colours (red, yellow, and green). The cell restriction function determines for which evaluation (cell areas) the previously defined condition applies.

Create Exceptions

Step Action / Data

1 Click next to the exception icon to view the available options.

2 Select New exception from the list. The Defining Exceptions box displays

3 In the Description field, type a name or short description of the exception

4 In the Key Figures list, select the key figures for which you want to set this exception

5 Click the Validity Area of Exception tab

6 In the field Validity Area for All Characteristics not Listed, select All

7 Click the Exceptions Value tab

8 In the From box type the lower end of the exception range

9 In the To box type the upper end of the exception range

10 Select the Alert Level for the exception

11 Click Transfer

12 Click OK



Alert Levels Below is an example of the whole of Government solution used for variance reporting.

Traffic Lights are required for variance percentage (Var %) exception reporting for viewing within the report only. They are as follows:

Colour Rule Business Action

R > 10% Material variance - further investigation required

Y 5 - 10% Material variance - ongoing monitoring required

G < 5% Immaterial variance - no action required

In this case traffic lights variance works the same for positive and negative variances.



Creating Conditions

Defining Conditions Conditions can be defined for characteristic combinations and key figures. Characteristic combinations can be evaluated using ranking list functionality. These analysis conditions can be defined globally in the query definition.

Step Action / Data

1 Click next to the condition icon to view the available options.

2 Select New condition from the list. The Defining Conditions box displays

3 In the Description field, type a name or short description of the condition

4 In the Evaluate the conditions section select the characteristics to be evaluated against this condition. (select all for every characteristic in the query)

5 Click the Validity Area of Exception tab

6 Click New

7 Select the key figure that will be evaluated

8 Select the operator to be used in evaluation

9 Select the value that will be the basis of the condition

11 Click Transfer

12 Click OK



Query Performance Optimisation Choosing the Right Multi-provider Review the available templates and select the template that best matches the requirements of the required data sets.

Query Design Before creating the query the following should be considered:

l Use of Filters.

l Time characteristics.

l Variables.

l Naming conventions.

l Security.

The more we can restrict the data that is extracted the faster the report will execute and the more meaningful the report will be.

Query Execution The templates are pre-configured with standard default information. The templates contain the following default information:

l Filter.

– Controlling Area.

– Fiscal year variant.

The examples are pre-configured with standard default information. The templates contain the following default information:

l Filter.

– Controlling Area.

– Fiscal year variant.

l Free Characteristics.

– Cost Centre.

– Organisation.

– Funding Type.

– Output.

l Rows.

– Cost Elements.

l Columns.

– Key Figures.



Creating a Workbook New workbooks are able to be created.

Step Item / Field Action / Data

1 Click Open icon from the BEX Analyzer Toolbar.

Click from the drop down menu.

The workbook will open with the History page opened; this displays the last workbooks that have been opened previously.

You will only see the queries that are associated with your security profile. Step Item / Field Action / Data

1 Click Technical Name On/Off icon.

With the technical names turned on, we can see which

query is an original and which query is a copy. Review the list and select the required query.




2 Select the required query by clicking on it to select it.


1 Click icon, to execute the selected report.


1 Click save icon.

2 Select .




1 Give the workbook a new Description.

2 Click icon.



Inserting a Query into a Workbook

Another query can be inserted into a workbook, if required.

Click on the required tab that the additional query will be inserted.

This will display a blank excel workbook. It is important to note that wherever the highlighted square is, is where the data will be inserted.


1 Click Tools icon.




1 Select from the menu.

Review the list of queries and select the required Query to be inserted into the workbook.


1 Click on the required Query.

2 Click icon.



Complete all the fields.


1 Click execute icon.



The query has been inserted into the workbook.

This indicates that hierarchy is to be active as part of the initial view. If this is not selected then the hierarchy will not be displayed until the user activates it through the workbook

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Documents

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bw power user training

bw architectural elements

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queries vs workbooks

procedure overview

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