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Implementation of BPC on HANASolution or frustration?
HERUG 2016 Durham – A‐2
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Agenda
1 Facts University of Amsterdam1 Facts University of Amsterdam
2 Options BPC2 Options BPC
3 Challenges3 Challenges
4 Results4 Results
5 Solution or frustration?5 Solution or frustration?
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Agenda
1 Facts University of Amsterdam1 Facts University of Amsterdam
2 Options BPC2 Options BPC
3 Challenges3 Challenges
4 Results4 Results
5 Solution or frustration?5 Solution or frustration?
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Agenda
1 Facts University of Amsterdam1 Facts University of Amsterdam
2 Options BPC2 Options BPC
3 Challenges3 Challenges
4 Results4 Results
5 Solution or frustration?5 Solution or frustration?
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Agenda
1 Facts University of Amsterdam1 Facts University of Amsterdam
2 Options BPC2 Options BPC
3 Challenges3 Challenges
4 Results4 Results
5 Solution or frustration?5 Solution or frustration?
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Agenda
1 Facts University of Amsterdam1 Facts University of Amsterdam
2 Options BPC2 Options BPC
3 Challenges3 Challenges
4 Results4 Results
5 Solution or frustration?5 Solution or frustration?
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600 Million budget
Cost allocation sheet
1 2 3 4
33% masters’
67 % bachelors’
31000Students
60% academic
40% non‐academic
5000Employees
7 Faculties
Support departments
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Initial budget planning
Facts University of Amsterdam
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Facts University of AmsterdamInitial Budget
Indirect incomeDirect income
Material costsOrganisational overhead
Personnel expenses
IncomeInitial budget
IncomeActual
ExpensesActual
ExpensesInitial budget
Cost allocation sheet
1 2 3 4 5
Current yearSelection: Faculty of Law
February 2016
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Budget – Income per faculty
IncomeInitial budget
IncomeActual
ExpensesActual
ExpensesInitial budget
1 2 3 4 5
direct
indirect
80%
20%
Current yearSelection: Faculty of Law
February 2016Indirect incomeDirect income
Material costsOrganisational overhead
Personnel expenses
Facts University of Amsterdam
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Budgeting process – Income
Faculties Support departmentsService with tariffs
1. Direct government funding
UvA
3. Commercial funding
2. Indirect governmentfunding
480 mln
72 mln
48 mln
1 2 3 4 5
Facts University of Amsterdam
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Budget ‐ Expenses
IncomeInitial budget
IncomeActual
ExpensesActual
ExpensesInitial budget
1 2 3 4 5
salaries
overhead
material
60%
12%
28%
Selection: Faculty of Law
February 2016Indirect incomeDirect income
Material costsOrganisational overhead
Personnel expenses
Current year
Facts University of Amsterdam
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UvA factsOrganisational overhead expenses1 2 3 4 51 2 3 4 5
Faculties Service with tariffs Support
departments
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Expenses organisational overhead1 2 3 4 5
Facts University of Amsterdam
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A lot of calculations
> 20 sheets
Cost allocation sheet1 2 3 4 5
Facts University of Amsterdam
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Cost allocation sheet1 2 3 4 5
Standardized process
Predefined steps for all
Time consuming
Data problems when loading to SAP ECC
Facts University of Amsterdam
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Objectives BPC
Central input, authorization, validation and control of budget data
Less time consuming
Integration into existing BW system
Management control ‐ minimized compliance risk due to quality of data
21 3 4 5
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Options BPC
EPMEPM EPM/Analysis for OfficeBPC NW 10.1BPC NW 10.1
StandardStandard EmbeddedEmbedded
HANAHANA
Standard or Embedded?21 3 4 5
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Options BPC
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Standard Embedded
Focus on consolidation In BW system, but own namespace
(data model automatic generated) Master and transaction data loaded
separately to BPC model EPM input‐ /report tooling
Planning functionality with scripting logic
Focus on planning (IP functionality) Part of BW
(data model created in BW) Reuse BW master and transaction
data EPM, Analysis for office and Design
studio as input ‐ / report tooling No consolidation at start of project
(from BW 7.4 SP13 )
Standard or Embedded?21 3 4 5
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Options BPC
StandardStandardEmbeddedEmbedded1 2 3 4 Data model
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Options BPC
Standards& prices
Staffing
PlanAct
Parameters
Costs &Benefits
MD
FTE & staffing
Tariffs
Costelements
Cost centers
ProfitCentersWBS
elements
Planning architecture BPC Embedded Planning Model
BPC Environment
UI5 Admin Client
Workflow
EPM Excel Analysis for OfficeDesign Studio
BW
SecurityQuery
UvA data model21 3 4 5
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Options BPC
Financial functions
Proven to work with standard BPC
Combining queries
Front end tool21 3 4 5
2014 Q4
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Challenges31 2 4 5 Initial planning
Postponed – Go/NoGo decision
Functional issues
Mainly technical issues
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Hidden sheets
Differences sheets of faculties
Manually added business logic
Challenges31 2 4 5 Functional issues
Sheets differ per facultyHidden sheets
Added business logic
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Challenges31 2 4 5 Software requirements
Microsoft .Net 4.0
Microsoft XML Parser 4.0 SP3 or above
Microsoft Visual C++ 2010 Redistributable
Microsoft Web Services Enhancements 3.0
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Challenges31 2 4 5 BW version – 7.4 SP8
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Challenges31 2 4 5 BW version – Upgrade SP10
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Challenges31 2 4 5 EPM integration with IP
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Challenges31 2 4 5 Initial versus actual planning
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Challenges
Issues planning functions
Performance issues
Issues BW variables
EPM or Analysis for Office?31 2 4 5
2015 Q3
Rebuilding all workbooks
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Challenges
ArrogantdirectorsandweakstudentsfatalforUvA
31 2 4 5 Initial versus actual planning
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Result41 2 3 5
Results41 2 3 5
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Results41 2 3 5
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Results
Tabs depending on authorisation
> 20 sheets ‐> 3 ‐ 9 workbooks
Workflow process per team
Central team, central tasks
41 2 3 5
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Results
Tabs depending on authorisation
> 20 sheets ‐> 3 ‐ 9 workbooks
Workflow process per team
41 2 3 5
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Results41 2 3 5
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Results41 2 3 5
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Results
Workflow process
Teams
Security / authorisation
Data authorisation – BW backend
Planning model / masterdata
41 2 3 5
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Solution or frustration?51 2 3 4
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Solution or frustration?51 2 3 4 Objectives
Central input
Less time consuming
Integration SAP BW
Management control
… Waiting for first forecast 2016
and initial budgeting 2017 …
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Solution or frustration?Functional issues
Sheets differ per faculty Hidden sheets
Added business logic
51 2 3 4
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Solution or frustration?Version SAP BW51 2 3 4
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Solution or frustration?Front end51 2 3 4
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Solution or frustration?BPC embedded or standard51 2 3 4
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Solution or frustration?51 2 3 4
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Questions