Web Based Planning BW BPS

Web-Based Planning with SAP BW-BPS(formerly SEM-BPS)

Inga WieleSAP

© SAP AG 2004, Web-Based Planning / Inga Wiele / 2

Agenda

Overview of SAP BW-BPS

Challenges in the Planning Process

Web-Based Planning in SAP BW-BPS

Functional Overview and TipsWeb interface builderStatus management

Summary


Planning in SAP BW 3.5 – SAP BW-BPSModelling Automatic

PlanningManual Planning/

AnalysisProcess Control

Planning Framework

InfoCube (transact.) Integrated databasefor master data and transaction dataDefinition of workpackagesValidation rulesAuthorizations

Application design

Excel, Web, ALVPlanning folders(GUI)Web Interface Builder

UI featuresDocumentsHierarchies

Analysis Analysis in Business Explorer (Excel + Web)

Planning functions

Simulation/What-IfTop-DowndistributionBottom-UpAggregationCurrency translationFormulasRevaluate...Event-basedexecution of planning functionsBackground processing

Process managementStatus and tracking monitorVersion conceptPlanning sequences

Distribution of dataRetractors to writeback data to SAP R/3


Planning in mySAP BI: Closing the Loop

Planning Analysis

mySAP BI

ExtractionRetraction

SAP R/3SAP R/3 SAP ISSAP IS mySAPmySAPNon-SAPNon-SAP ProviderProvider FileFile


What is BW-BPS?

With BW-BPS (Business Planning and Simulation), SAP delivers tools for generic planning supporting a planning process that allows to build a planning model which integrates global strategic planning and specific operational planning problems in a closed loop process, with a strong focus on business processes across the enterprise.

This functionality brings together planning, budgeting, and forecasting with monitoring, reporting, and analysis, bundled into one software installation and one support package cycle.

BPS helps you to plan, budget, and forecast by providing functions such as:

Top-down planning and bottom-up contribution with a rich set of planning functions A planning framework that lets you create and maintain planning models An user interface for manual planning and analysis Tools for process control (i.e., status tracking and monitoring)


What is BW-BPS versus SEM-BPS

SEM-BPS PlanningModelling

Planning Framework

Process Coordination

Financial Planning Applications

mySAP BI

Analysis

Current PlanningEnvironment

mySAP Financials mySAP BIPlanning

Modelling

Planning Framework

Process Coordination

Analysis

One fully integrated toolfor planning and analysis

Planning for all types of applications

Future PlanningEnvironment


Benefits of BW-BPS

Benefits of offering SAP BW-BPS with SAP BW 3.5No installation of SAP SEM Add-on necessary for usage of planning functionality (BPS)One software installation One release, support package, and maintenance cycleOne project budget for planning and analysis


Agenda





Summary


Planning in mySAP BI: Sample Process

ExtractionRetraction

Planning Analysis

mySAP BI

SAP R/3SAP R/3 SAP ISSAP IS mySAPmySAPNon-SAPNon-SAP ProviderProvider FileFile

Typical Planning Process:

1) Collect basis data for planning and process prior year data from transactionalsystem

2) Use collected data as starting point for goal setting (e.g., revalue by expected marketgrowth, market share, …). Top down distribution of goals to operational units

3a) Data collection from operational planners, covering different planning levels

3b) Evaluation of plan data, feedback and changes

4) Retract plan data to operational systems where applicable for monitoring of operational process

5) Load actual data from transactional system for monitoring of goals (e.g., plan –actual comparison)


People Involved in Planning at GCM Inc.*

IT Administrator

Corporate department(Controlling, global Sales)

Sales, localcontrollers, ….*GCM Inc. is one of the

world’s leading carmanufacturers


IT Requirements

Data reliability in our Business Warehouse is crucial for GCM Inc.

I must ensure that the planning process iscarried out in a reasonable time –shortening the planning cycle is crucialfor reacting in turbulent environments

Let me give you an example: Last year we had a call back of a model. I was asked to find a way to quickly providea planning process for productionfacilities and sales executives to replantheir figures for this model within twoweeks in order to avoid further damage….


Corporate Departments

Our strategy is to become the leading carvendor on the Asian market. At the sametime we must reduce production costs.

Let me give you some figures so you canunderstand what we are talking about:

78 sales offices worldwide, 1000 regional regional sales representatives

50 plants in 30 countries, 50 plant managers responsible for manufacturingoptimization

How can we involve those people and break down those abstract figures intoactionable targets?

(By the way: I also want to create planning sheets for global data collection withoutthe help of IT. But HTML scares me….)


Local Sales

The cars we sell are fantastic. I love this brand. I am proud to work for a globally acting company

I understand that planning is an important task –it is also the basis for my bonus

But it is really not why I work in sales

Make it simple for me to understand what I need to do

I admit - sometimes I need a reminder that planning has to be completed

It may not always the best approach to just break down the global sales targets according to the previous years local figures. I see new opportunities and know the hidden costs. Involve me even more!


Planning Tools Used in Companies Today

According to a recent study by Ventana Research

64 % of the companies use Spreadsheets21 % of the companies use dedicated applications11% of the companies use their ERP system 4% use other tools


What Benefits Does Web-Based Planning Have in the Typical Process versus Spreadsheets?

Spreadsheets Web-Based planning in SAP BW-BPS

1) Collect basisdata forplanning; process prioryear data fromtransactionalsystem

Data entered locally in separate sheets.

Data is collectedcentrally and has to beaggregated.

Data entered locally isimmediately in central SAP BW data base upon saving

No additional data collectionnecessary. Data isautomatically aggregated.

2) Use collecteddata as a startingpoint for goalsetting

Top down distribution of goals to operational units

Calculations use excelformulas, macros.

Macros distribute datato different sheets forpersonalized access.

No automated roll-upof data from different sheets

Different preconfiguredmethods, formulas, exits.

Personalized access throughuser variables. One planningsheet only.

Automated roll-up of data.


What Benefits Does Web-Based Planning Have in the Typical Process versus Spreadsheets? (cont.)

Spreadsheets Web-Based planning in SAP BW-BPS

3) Datacollectionfromoperational planners

Spreadsheets are sentout to remote planners.

Local data entry on manyplanning sheets.

Users can change sheets.

No workflow support forcoordination of planningprocess.

No automated monitoringof planning process.

No automatic roll-up of data: Reconciliation verytime consuming.

Data is kept centrally and canbe analyzed once saved.

Planners get link to onecentral planning sheet.

Planning sheet cannot bechanged by user.

Workflow allows coordinatedsequential execution of different planning steps.

Monitor gives overview of overall plan status for all planners.

Automatic roll-up of data.


What Benefits Does Web-Based Planning Have in the Typical Process versus Spreadsheets? (cont.)

Spreadsheets Web-Based planning in BW-BPS

4) Retractplan data to operational systems

Excel upload to transactional system

Retractors available whereapplicable

5) Load actualdata fromtransactionalsystem and monitor goals(plan – actualcomparison)

Download of data Extraction of data


Additional Benefits of Web-Based Planning in BW-BPS

Easy set up:Everybody who has learned how to set up spreadsheet plans can set up a SAP BW-BPS Web interface - no programming skills necessary (SAP BW-BPS web interfaces even offer some Excel functionality…)Simplicity:Add some explanatory text, make it look appealing, prepare the data to be filled out intuitivelyReacting in turbulent environments, shorten the planning cycle, remind:Use the Web-based workflow tool Status and Tracking System (STS) for top-down/bottom-up data collection and monitoringInvolve the people who really know the market and the product:Web interfaces are easy to deploy - a Web browser is sufficient


Agenda





Summary


Overview of Web-Based Planning

SAP BW Business Planning and Simulation (SAP BW-BPS)

Web interface builderStatus and tracking monitor

BW analysis platform (BEx)Web application designer


Agenda





Summary


Planning Applications – Benefits

Any type of planning application may be designed using SAP BW-BPS

Any user interface may be built according to the needs of the individuals involved in the planning process

This allows intuitive handling of planning tasks with little or no training necessary

Planning applications may be designed by arranging the planning objects designed in the planning workbench on different types of user interfaces

Types of User InterfacesSAPGUI: ALV and Excel in PlaceWeb: Web interface builder


Characteristics of a Web Planning Application

In a WEB planning application…Layouts are ready for data entryThere are functions that allow to

CreateChange Delete

transactional data.Changes are saved to SAP BW upon saving onlyChanged data sets are validated based on

Master data (e.g., attributes)Characteristic combinations (e.g., hierarchies)

Variables allow to flexibly change selections and functions


The Concept of Planning Applications

Layout ILayout I Layout IILayout II

Layout ILayout I Layout IILayout II

Function I Function II

Variable I

Variable IIVariables

Layouts (Input)

Layouts (Analysis)

Create planning objects

Planning Workbench Web Interface Builder

Assembleplanningobjects

Planningfunctions

• Flexibly design end user interfacescustomed to singleroles needs

• Personalizethrough variables.

• Reuse layouts and functions in different contexts


Actionable Advices

AdviceBe reasonable with the amount of data to collect through the Web – do not exceed 5.000 cells in a Web layout (e.g., 10 – 12 columns, 500 rows)Sometimes the Web follows a different navigation model

Copy and paste is not always availableUse variables instead of “header navigation”Make sure to “exit” when you close (locking issues may occur)

=> Excel Web components offer some additional possibilities – but not full Excel functionality


Web Interface Builder: Get Started

Start simple, add more sophisticated features later:Arrange planning objects (layouts, functions)Create logical links

Variables, planning functions and layoutsSelections (planning levels/packages and planning layouts/functions...

Assign your corporate designCombination with additional Html UI elements

TabstripsGroups...

Exit class for certified custom enhancementsChanges to automatically generated HTML-CodeInsert BEX Web reportsaccess to ODS data

SAP BW-BPS offers maximum standard support for the flexible creation of Web interfaces. Custom changes can be added in a protected way


Short Demo on Web Interface Builder

iTutorial


Customizing View of Web Interface Builder

Wizard forcreation

Structure of Web

interface

Propertiesof

Preview


Flexibly Build Your Planning Applications

Include your ownlogo

Link comments to cells/rows

Variable Selector

Use hierarchiesfor display

Expand/collapse

Planningfunctions

Lock dataagainstchanges

Standard buttons

Morefunctionsavailable

Comments

Addexplanations


F1-Help

All properties are well documented in the F1-Help

Make use of it!


Interaction Concept – Variables and Layouts

InteractionVariables are a part of the data selectionChange of a variable value influences the displayed dataUse variables in the row selection of a Layout – change of variable value may change other layouts or planning functions

ExamplesA planning function only changes a selected rowAnother layout shows automatically details for a selected layout row


Types of Selectors

A Selector is a UI-element (Radio button, Drop-Down, ...) which allows the selection of values or planning objects

Planning packages (Selektionen) Example: pre-defined selections for account groups

Planning functions Example: Selection of a distribution algorithms

Planning layouts Example: pre-defined views on transactional data

Variable valuesExample: Revaluation factor


Certified Custom Enhancements

Exit for customer changes to generated pages Standard style sheets may be changedInsert html-source code with aid of text component (properties ‚Html‘ = ‚true‘) – e.g., include SAP BW query in Web interfaceExcel components


Actionable Advice: First Steps

Identify processes where you need to collect data from remote locationsCreate planning objects for a simple data entry in BPS frameworkImplement a simple entry form in the Web Interface BuilderDemo web applications to different business users Let planners test the web applications in order to proof how intuitive the handling isCreate as many different applications as you need –reuse planning layouts and planning functions with different selections for different users


Resources Needed

Building a planning application in the Web involves the following steps and resources

Set up of a transactional InfoCube: SAP BW administratorSet up of planning objects in planning workbench: SAP BW administrator or power userSet up web application: SAP BW administrator or power user


Agenda





Summary


Status and Tracking System: Business Requirements

I would like to have an overview of the status of planning in different subareas

Planning tasks must be linked to the responsible planners

Persons repsonsible for planning want to be informed with e-mail about changes in the status (approved, rejected ...)

Fixed deadlines must be kept

Approved plan data should automatically be locked for the persons responsible for planning


Sample Process: From Data Entry to Final Review

1 2 3 4 5

reaches the “Status monitor”…

Enters plan data the Webinterface…

Direct link to BEx Web Application for analysis of plan data

e-mail is sent

User logs into system…

67

8&

STS is fully Web-based – reach planners across theglobe with just a Web browser!

Then releases data…

At local, global and regional levels, CFOs and controllers monitor submission status & analyze


Kick-off Planning Session

• Central team starts the

automatic email

• A local planner

receives a

notification email

with link to the STS

monitor

• Following the link

will ask for SAP

UserID and Password


Monitor for Local Planner

“Open Planning” links to the planning layout (SAP BW-BPS Web Interface)

Actual status of planning task

Enter commentsfor the reviewer of

the plan

“Set for processing” switches

status to “in process”


Web Interface – Planning Task

SAP BW-BPS Web interfaces may be assignedto steps in the STS and executed from the emailnotification


Access to Additional Analysis

Link to SAP BW BEX

Web reporting for

analysis purposes


Release of Data

The planner decidesthat the plan can be sent

for approval

When the local planner changes the status (“sent for approval” or “approved”) an automatic mail will be sent to the next planner in the sequence The data is locked against further changes by this planner


Global Monitoring

Switch to table mode creates a table view forfiltering (see next slide)

Select the expansion levelof the hierarchy

A reviewer can check the status of all planning units in a hierarchy formatThe reviewer can also access the monitor of a single node to check the comment or to access the data Data is accessible in the moment the local planner entered it (no release necessary)


Search With Specific Criteria

Select only nodes with a specific status

Sort ascending/ descending in

alphabetical order

Switch back to hierarchical view

Type in a name or stringand find the actual

processor(the same applies forcompletion time and responsible planner)


Approval of Plan Results

The reviewer approves or rejectsthe plan results of his subordinate

planners


Automatic Information About Approval

The Local planner gets an e-mail when the plan was

approved or rejected


Elements of STS

SubplanSpecific area of business planning (e.g., sales planning, cost center planning)

Sequence of planning steps based on hierarchyAssign owner and substitute to hierarchy nodes

Planning SessionSingle program run of the iterative planning process

Assigned to subplan (n:1)Define direction of planning process (bottom-up or top-down)For each hierarchy node:

Manual planning task (URL of Web planning application and Web reports)Due dateExecution of automatic planning tasks at status change

Locking rules

Automatic email notification in workflow mode

Status Monitor Keep track of timelines and progress of planning session


Maintain and Import Hierarchy (SAP BW -> STS)

SAP BW hierarchies are used for themanagement of the STS workflow. They can be imported by the STS customizing


Customizing of STS

Planning functionsmay be executed at status change (e.g., automatic copy to

another plan version)

Assign a substitute

Plan hierarchy

Completion date

Assignresponsible

planner

Link to Web layoutLink to SAP BW BExWeb application (for

analysis only)


Customize Subplan and Planning Session

1) Create subplan

2) Import SAP BW hierarchy

3) Define headercharacteristics (for lockingpurposes)

4) Assign responsible planner

5) Determine completion date

6) Assign link to SAP BW-BPS Web interface to hierarchynode

7) Assign SAP BW BEX controlreport

8) Assign automatic executionof planning functions at status change

Fast and intuitive set up of planning process!


Prerequisites

Activation of Web services tunguska and tunguska_detail

Authorization objects

R_STS_SUPSuperuser

R_STS_PTPlanner

R_STS_CUSTCustomizing

http://help.sap.com/saphelp_bw320/helpdata/en/0d/97987e363bb34d8caee918f2b2625b/content.htm

http://help.sap.com/saphelp_bw320/helpdata/en/0d/97987e363bb34d8caee918f2b2625b/content.htm


Actionable Advice

Get familiar with the toolDocument your current planning process Create a hierarchy reflecting your planning organization Set up a sample planning process Test with different users authorizations

Get supportPresent a simple process to the planning owners

Start small – gain experienceCreate a first prototype (maybe some ad hoc planning task?)Evaluate it in a proof of concept

Roll-OutDeploy the tool to a broader application


Agenda





Summary


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A collaboration platform, not a one-way streetSAP experts from customers, partners and SAP

SDN is powered by SAP NetWeaver™Built on the SAP Enterprise PortalFeaturing collaboration capabilities of SAP Knowledge Management


7 Key Points to Take Home

Any type of planning application may be set up in BW-BPSSAP BW-BPS offers a web interface builder which allows flexible set up of Web planning application without HTML knowledge – either power or IT departments may set them upThe web interfaces can be designed for a simple, intuitive use without need for end-user trainingThe Status and Tracking System offers easy to deploy workflow support for top-down and bottom-up planningPlanners are informed by mail that a planning task needs to be completedThe progress of the planning process may be easily traced through the status monitorWeb interfaces are embedded in the Status and Tracking System


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Web Based Planning BW BPS

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