nw portals 2007 broadcaster berg v5

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Click to editAuthor name & company

2007 Wellesley Information Services. All rights reserved.

Dr. Bjarne Berg

Director SAP BI

Invaluable lessons fordistributing reports with SAP

BEx Broadcaster


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What Well Cover

Overview

BEx broadcasting wizard

Advanced options for BEx Broadcaster

Managing BEx Broadcaster

Make it work in real life

Wrap-up


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What Is BI Information Broadcasting?

A standard part of SAP BW 3.5 and higher,

BI Information Broadcasting lets youbroadcast reports (i.e., BEx queries,workbooks, and Web applications)

Note

Email addresses, BWusers, BW roles

SAP Enterprise PortalKnowledge

Management (KM)folders

SAP Enterprise PortalCollaboration Rooms

You can also define and deploy iViews based on theresulting KM/Collaboration documents


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What Is BI Information Broadcasting? (cont.)

You can configure broadcasts to run:

s Once onlys On a scheduled basis (every day, week, month)

s During specific times defined by theadministrator

s Any time (if you allow)

s When an event occurs (i.e., when an exceptionoccurs)

s As part of a process chain

You tell the system whether to send:s A link to regenerate the query, etc. based on live

data

s A standalone (pre-calculated) version of the item

There are several format and compression

options

Key concept: Push vs. pull:Broadcasting is a push tool


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Push vs. Pull: Change in Mentality

Users have a to change their mentality to stop

reviewing everything that is business as usual. ThePush mentality requires that users plan for what isimportant to them and set up fixed sets of reportsthat are used to manage the business.

In general, the push approach reduces the time

users spend looking for information and providesthem with more time to examine data that reallymatter to them.

You should carefully consider using BExBroadcaster for core reporting that users perform

through any handheld computer device. Thissimplifies the security setup and also increases thespeed of any report (does not access the sourcesystem through limited bandwidth).

Casual users and executives are prime candidates

for broadcasted reports

Tip


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Why Is Broadcasting So Valuable?

Reduces the time users spend looking for

information Improves the likelihood that users will use

your BI data

Expands the reach of BI data to non-BW

users Makes BW data available for users on the

go

Lets you link your BW and portal systems

togethers Users can collaborate, integrate BW content with

other enterprise and Web content, etc.

Note


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Different Needs and Tools

The information needs of the user communities are different

Flat reporting Formatted Print Form based Static Predictable access

OLAP reportingDrill down Slice and dice Analyze Data mining Search and discover

KPI & scorecard Formatted Simple Easy to viewLimited nav Aggregates


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SAP NetWeaver 2004s: New Object Types andOutput Formats

New object types

sYou can broadcast BExquery views andformatted reports inaddition to Webapplications, queries,and workbooks.Reports are a new BExobject type developedwithin the new BExReport Designer tool.

New output formatss New output formats are

based on thedistribution type youselect. You now can

broadcast Webdocuments as PDFfiles.


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SAP NetWeaver 2004s: New DistributionTypes

New distribution types

sYou can broadcast to anyprinter using Adobes PDF,Property SpecificationLanguage (PSL) orPostScript (PS).

(Hint: Set up the printersunderTools CCMS Print).

You can broadcast user-specific informationbased on attributes inthe master dataattributes using a

distribution list in BI(bursting of emails). The


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SAP NetWeaver 2004s: ExceptionBroadcasting

Exception broadcasting is now

available in BEx Broadcaster. Createexceptions in Query Designer andselect a distribution type in BExBroadcaster. You can also useadditional distributions types

(subordinate) and create rules forwhen you monitor or execute theexception report. Base exceptionson single events or levels of anyperformance measure.

s See slide 29 for further information.You can use multiple distribution

type to create a setting thatbroadcasts many channels (i.e., theprinter and Enterprise Portal 6.0).To manage all alerts and workflow tasks from a single

location, integrate an alert with the SAP portals 6.0universal worklist (UWL) in the Central Alert Framework(CAF) of SAP NetWeaver Application Server.


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SAP NetWeaver 2004s: Query Performance

To increase the performance of key

queries, you can fill the OLAP cacheor the MDX cache. This is useful ifyou have large numbers of usersaccessing a query, or you have aquery that accesses a high volume

of data.

The Fill Precalculation Storedistribution type allows you toprecalculate Web templates, and

the Precalculate Value Set optionallows you to fill precalculated valueset variables with values forcharacteristic values. Theprecalculated value sets are then

available as variable values in BExqueries.

The Reporting Agent in BW 3.x could precalculatethe data of a template and access it through the

URL. It could not broadcast queries, workbooks, orWeb templates by email or to KM folders.


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Why Is Broadcasting So All Encompassing?

BW is anintegrateddecisionsupport systemwith a highdegree of

flexibility.

Therefore, BExBroadcaster hasto function for a

variety ofpurposes andfor a diverseaudience.

Today, BExBroadcaster


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What Well Cover

Overview

BEx broadcasting wizard Advanced options for BEx Broadcaster



Wrap-up


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BEx Broadcasting Wizard Ad Hoc Scheduling

Access BEx broadcasting wizard from the contextmenu in a query

BEx broadcasting wizard is a tool forend users to distribute queries andworkbooks to single individuals or

larger audiences through email,printers, or SAP Enterprise Portal 5.0 or


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Output Formats: HTML

HTML files Use this option to send a single HTML file

(standard static Web page). This is an easy wayto send Web pages to handheld devices (i.e.,Blackberry or Pocket PCs), and also to customWeb applications.

The report is a snapshot rather than livedata


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Output Formats: XML

You can now broadcast query output in Excel format (XML for MS Office)without using precalculation server (available as of Support Package 8)

Any parser engine that can read the XML documents supports this format;you can also use it for customized Web development efforts


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Output Formats: MHTML

HTML as SeparateMultipurpose Internet MailExtensions (MIME) Files

s Provides a set ofindividual files for eachWeb item in your report.

The benefit of this standardWeb format option is that it

optimizes reuse of objects,as images are cached in the


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Output Formats: Online Links to Current Data

The recipient may not see the same aswhat you believe you sent, since the data

may have been refreshed since you sentthe broadcast.

Heads Up!

Online Links to Current Datas The link back to the online source (requires recipients to log

on with a username and a password to see the content, butcan see the latest data).

This is the most securemethod for protectingthe access to yourdata. However, therecipient must haveonline access to yoursystem, a username,and assword.


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Output Formats: PDF

The use of PDF as a publishing and broadcasting option isnew in SAP NetWeaver 2004s. To make it work, configurePDF broadcast Adobe Document Services (ADS) on the

Java Stack.

The output formatdetermines how manysteps the wizard has (e.g.,PDF has 6 steps, while

online links has 5)


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Output Formats: ZIP Files

Zipping files reduces the size and improves network traffic:s It is very good for sets of MIME files, which are relatively large

s Not a good option for handhelds (requires unzipping and severalread steps)

s Normally not needed for single HTML files unless the report is verylong

Pros: File size much smaller

Cons: Not as easy to use as you

have to unzip the file and needto license the unzip program


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Identify Recipients and Enter a Message

Enter one or more emailaddresses, a subject, and

body.The importance level flagsthe email for delivery toyour recipient.

Click on Continue to saveand schedule the broadcastto execute later

OR

Click on Execute to executethe broadcast once only,

during the next availableprocessing window, andexit.

Add comments in the Contents area to describe the query


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Define a Name for the Broadcast Setting

This is the name under which you storeyour settings

If you want to execute this broadcast more

than once with these settings you can savethem

You can retrieve the settings later

Define groups of settings for reports you sendrepeatedly (i.e., weekly status reports, month-end financial reports, etc.)

Tip

Tell the System When to Schedule the


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Tell the System When to Schedule theBroadcast

You can schedule the job torun every time the infocube

is changed (the processchain has run)

You can limit the users towhen they can schedule jobsto avoid stress on the system.We can provide multiplepredefined times when theycan schedule the reports.

You can also allow the users

to create their ownscheduling times (onlyauthorized users see this)

Developers should set uppredefined windows of time toschedule broadcasts.


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What Well Cover

Overview




Wrap-up


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BEx Broadcaster

BEx Broadcaster is another way to access tools to

broadcast queries, workbooks, and Webapplications. Business typically give access to thepower users or developers only, since it has moreoptions and requires slightly more skills.

Access via Web Application Designer (Web AD) or

Query Designer

SAP NetWeaver 2004s Query DesignerSAP NetWeaver 2004s Web AD

Regular Scheduling by Power Users Using BEx


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Regular Scheduling by Power Users Using BExBroadcaster

Through BEx Broadcaster, powerusers or developers can broadcastcontent to specific BW users, roles,email addresses, or email groupsand set language. You can also

make the broadcast user specific. The output formats are the same as


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Select Characteristic Values

You can determine the broadcast based onpredefined selections, or you can use acontrol query to determine thecharacteristics values to include in thebroadcast.Set the standard template for broadcasting can from SAP Reference IMG SAPCustomizing Implementation Guide SAP NetWeaver Business Intelligence Reporting-Relevant Settings BEx Web Set Standard Web Templates.

Determine the Recipient of Bursted


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Determine the Recipient of BurstedBroadcasts

These fields determine the recipients inbursting of reports (mass broadcasts withuser-specific views)

In this example, I am bursting emailsbased on the company code and sending

'


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BEx Broadcaster: Exception Reporting

You can make BEx

Broadcaster sendyou an exceptionreport when anexception occurs orif the systemreaches a certainlevel

First, you have to definethe exceptions for thequery and make theexception active.


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BEx Broadcaster: Exception Reporting (cont.)

Under the General Precalculation tab,power users can use defined exceptions tobroadcast when exceptions occur to send abroadcast only when the selected triggerpoint occurs.

Note that you can use only those

exceptions defined in the query in theKey concepts: Don't spend time monitoring business as usual activities, only get alertedwhen exceptions occur. Don't search for exceptions, send them automatically.


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Filter Navigation Tab

If you precalculate the queries, you can allow therecipient to navigate the reports by thecharacteristics you select. The more items youinclude, the larger the size of the broadcast items.This is not a problem if you are mailing to a few ofusers, but for thousands of users daily, you shouldselect these items carefully.The benefit of the Filter Navigation tab is that you can select which

items you want to enable without having to create new queries

Great

Feature

Why Broadcast to SAP Enterprise Portal (5 0


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Why Broadcast to SAP Enterprise Portal (5.0or higher) vs. Email?

More powerful

s Users can comment, rate, and discuss thebroadcasted assets

sYou can place the assets in iViews oncockpits/dashboards

sYou can integrate the assets with other portal

contents Portal users without a BW user ID can now access

BW content

s TREX searches include broadcasted assets

More user friendlys Users can subscribe/unsubscribe themselves

Easier, more flexible administrationsYou can leverage the portals access control

lists/capabilitiess No email address lists to maintain (users


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Options for Broadcasting to the Portal

The broadcast options are similar to the emaildistribution.

You have several choices:s 1 - Deploy via KM Favorites 4 - Deploy via the BW

showcase role

s 2 - Deploy via a KM folder 5 - Deploy via custom iViews

s3 - Deploy via Collaboration Rooms

There is a demo role available in SAP Enterprise Portal 6.0. Youcan use this role for your publishing to the portal or enhance itany way you like.

You can broadcastthe content to theportal at fixedintervals and havethe contentinstantly availablethroughindependent Webpages. You canalso broadcast tothe portal throughlinks back to your

Great

Feature


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What Well Cover

Overview




Wrap-up


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Security

Controlling which users can schedule ad

hoc or through BEx Broadcaster is a criticalmaintenance issue

You can control the user's ability toschedule the reports through the

authorization object S_RS_BCSs The administrator still uses the standardS_RS_ADMWB object

You also have new broadcast settings forthe RSADMWBOBJ field.

These settings include:s Maintain/Delete (23)

s Display (03)

s Execute/Schedule (16)

Broadcasting Administration Interface in SAP NetWeaver 2004s


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3636News: With SAP NetWeaver 2004s, there is a new transaction RSRD_ADMIN (orRSA1>Administration>Broadcasting) where you can manage BEx Broadcaster

New Broadcasting Administration Interface


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OutputFormats

DistributionTypes

BroadcastTypes

New Broadcasting Administration InterfaceFeatures

Monitor Schedules in Broadcasting


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Monitor Schedules in BroadcastingAdministration

The Broadcasting

Administration allowsyou to monitor andsee who isscheduling what andif some times aremore heavily utilizedthan others (e.g., 7to 8 am).

This is a great tool to

help balance stresson the system.

Reorganize Bookmarks with Broadcasting


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Reorganize Bookmarks with BroadcastingAdministration

Reorganize and delete

bookmark IDs and viewIDs that the systemcreated for InformationBroadcasting but nolonger needs.

M B d t L


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Manage Broadcast Logs

RSRD_LOG displays all logs for BEx

Broadcaster settings. Logs are only writtenfor scheduled settings and not for directlyexecuted settings.

You can also use RSBCSRE03 to deleteemail logs that BEx Broadcaster created

In large BWsystems with manyusers and frequent

broadcasts, thelogs can be reallybig, so you shoulddelete themperiodically

E t d D b


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Execute and Debug

Using transactionRSRD_START, you

can execute (andtherefore debugfor test purposes)any settings

Make sure toactivate theindicator forexecuting settingsonline

Great

Feature

Create Jobs to Run After Other Jobs or


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Create Jobs to Run After Other Jobs orDefined Events

The best approach is to createtime points (periodicbroadcasts) as the defaultbroadcasting option

Link a job toanother job to

create set ofevents thatallows thescheduler tobuild complex

broadcast rulesthat may be hardto maintain (andunderstand)

P Ch i d Ti P i t


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Process Chains and Time Points

You can assign broadcast events to process

chains. First you create a variant with andassign it to the InfoCube. The event in theprocess chain triggers the broadcastevent.

Creating time pointssYou can create background jobs

(transaction SM36) to schedule anyjobs starting with the text"TP_BROADCASTING_". This

allow users to broadcast at certaintime points. In SM36, start thecondition, select the date and timewhen the job starts, select the periodicflag and define it as hourly, daily,

weekly, monthly, or other.Time points control when end users can schedule broadcasts. This avoids heavyscheduling during data loads or times when many users access the system.

Tool

Create Time Points


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Create Time Points

Create background jobs using transaction

SM36 to schedule any jobs starting withthe text "TP_BROADCASTING_"

Create Time Points (cont )


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Create Time Points (cont.)

You can

createemptyperiodic

jobs, thatbroadcastinwizard laterassociateswithqueries (as

explainedon slides13-23)

Create Jobs Using the Job Wizard in SM36


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Create Jobs Using the Job Wizard in SM36

Reporting Agent Is Dying Dont Use It!


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Reporting Agent Is Dying Dont Use It!

IMPORTANT:Old Reporting Agent scenarios still run in SAP NetWeaver 2004s.

However, Reporting Agent will not be developed any further and is removed fromSAP NetWeaver 2004s Workbench. You can now only reach Reporting Agentusin transaction code REPORTING AGENT AP

Prerequisites for Workbook Precalculation


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1. MS Office XP (or .NET framework version

1.1 or higher)2. MS Excel 2000 (or higher)

3. SAP BW workbook precalculationservices.

s Note: servers with this installed will be visibleunder the transaction RSPRECADMIN and youcan also perform server load balancing.

4. SAPGUI 6.20/6.40 with BEx

This is not needed for standardbroadcasting of Web queries orweb applications, only forworkbooks

Tip



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q(cont).

Use transaction

RSPRECADMIN in BWAdministratorWorkbench to reach theprecalculation settings

You also can broadcastquery output in Excelformat (XML for MSOffice) without using

precalculation server(available as of Support

Hardwarerequirements varydepending on:

s volume of data beingbroadcasted

s data formatss Channelss number of userss type of queries or

workbookss broadcast frequency

SAP provides no

detailedrecommendations

What Well Cover


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What We ll Cover

Overview




Wrap-up

Decide Who Should Be Allowed to Do What:


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Governance Council

There are many options and decisions to makeabout who should be able to access all the

broadcast features. A good approach to decide howgets access and also when to create any timepoints is to create a governance council of a fewmanagers and developers.Power

usersRegularusers

Authors Developers

BWAdmins

Portal

Email

Process chains

Schedule usingpreset time

pointsFree schedule

One-time

BEx

Broadcaster

BEx broad-casting wizard

Sche

duling

Tool

s

Targe

t

- /

- /

-

-

- - -

-

- /

Spam Filters and Server Blockers


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Spam Filters and Server Blockers

Review regularly that mail systems such as Yahoo, Google, AOL, Microsoft, and others havenot flagged all your emails as spam.

Spam filters may automatically block users who create a high volume ofemails in the browsers and mail servers. You have to make sure that theinternal email system flags you as a valid email broadcaster.

Manage Time Points


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Manage Time Points

Be careful to not add all

your broadcasts to theend of process chains.Long process chains mayslow down the loadprocessing of largesystems with hundredsof InfoCubes.

Good time points may be6-8 am when the load

jobs are finished andbefore a large numbersof users accesses thesystem.

The key is to balance the times when users can execute jobs. If

you do not carefully manage this, users tend to schedule theirbroadcasts between 7 and 9 am.

Another good time may be at the end of week or monthly loads on the weekend(i.e., Saturday or Sunday mornings).

Avoid Volumes of Junk


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Avoid Volumes of Junk

Users tend to schedule queries for

distribution and never disable theschedule after it has started to run.This creates mountains of junk thatfew actually use.

Users who don't want a broadcast tendsto simply delete it, or automaticallyremoves the email. So, how do youknow if anyone reads the broadcasts?

Developers should perform aperiodic review of scheduledbroadcasts to see if there are

any candidates for deletion

Best

Practice

How to Stop Volumes of Junk: Monitor


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Broadcasts

Establish a process to review and control

internal spam kings

Use the transactioncodes SCOT andSOST to monitor

SMTP mails

BestPractice

KPI and Exception Reporting


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KPI and Exception Reporting

A major challenge in setting

up the BI Broadcaster forexception reporting is thedefinition of what anexception is.

Set this up in thequery, and BExBroadcaster uses it.

If the query does not

define the exceptionthe way that a userwants it, it is not availableto broadcast as anexception.

Exception reporting requires that users execute and

evaluate a query to see whether to broadcast it. Thisoverhead can be substantial if you have a high numberof users monitorin different ueries.

Issue

What Well Cover


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What We ll Cover

Overview




Wrap-up

Resources


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Resources

Dr. Bjarne Bergs resource

sites http://csc-studentweb.lr.edu/swp/Berg/BB_index_main.htm

Broadcaster atInternational Paper, ASUG2006 Dr. Berg & JoyceButler

s http://csc-studentweb.lr.edu/swp/Berg/Articles/ASUG-2006-v6.ppt

Resources (cont.)


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Resources (cont.)

BEx Broadcaster includingBI 7.0 new features Dr.Berg & Filip Lemmenss http://csc-

studentweb.lr.edu/swp/Berg/Ar

ticles/Portals_2006_Broadcaster_v19.ppt

SAP BEx Broadcaster: How

to make it work in practice Dr. Bergs http://csc-

studentweb.lr.edu/swp/Berg/articles/broadcaster_v15.ppt

7 Key Points to Take Home


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7 Key Points to Take Home

Do not schedule all your broadcasts after a

process chain has completed: It may slowdown nightly data loads

Control the times users can run reports toavoid high stress on the system

Segment the broadcast tools based on theuser roles and level of training

Monitor the logs carefully and make surethat you control spam kings

Do not give free scheduling to a highnumber of users

Be aware that spam filters may catch manyof your broadcasts

If you are not on SAP NetWeaver 2004s,seriously consider an upgrade and stop

Your Turn!


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Your Turn!

Dr. Bjarne BergDirector of BIbberg@Comert Inc.comhttp://csc-studentweb.lr.edu/swp/Berg/BB_index_main.htm

Questions?

nw portals 2007 broadcaster berg v5

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