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7/31/2019 Best Practices to Gather, Refine, And Cement SAP BW BI Reporting Requirements
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7/31/2019 Best Practices to Gather, Refine, And Cement SAP BW BI Reporting Requirements
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Gathering BI Requirements
There are three main perspectives that must bereconciled during any requirement gathering process
Business perspective Executives/management/sponsorsUser perspective BI users, business managersImplementation perspective Implementation team
An effective requirements gathering takes into accounteach of these audiences
Typically these requirements are managed from a lowlevel of detail with business perspective through theuser perspective until technically laid out with animplementation perspective
44
Common Issues with Gathering Requirements
Gartner Group recently predicted that over 50% of newdata warehouse projects will have limited acceptance or be outright failures
Why? Often, it is because the requirements are notclearly understood
Scope is defined at too high a levelOften the BI and process teams do not really understand therequirements until the build begins
This is often too late to switch direction
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Common Issues with Gathering Requirements (cont.)
Complexity is underestimatedHarmonization of data is a difficult and time-consuming task
This is made even more challenging if the team does notunderstand the data
Stakeholders do not adequately communicate (andsometimes dont fully know) their reportingrequirements
The BI project becomes more about helping them shape their requirements than it is about realizing these requirements
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Other Common Issues with Gathering Requirements
Volume and/or sources of data are not completelyunderstood
It is impossible to be effective in implementing a solutionwithout understanding the source data
There is no clear method to communicate and agree onrequirements
A sound methodology must be established to allow for thegathering of reporting requirements
Requirements never get locked down so more scopekeeps being added to the list
7
Developing an Effective Requirements Gathering Strategy
Focus on deliverablesThese deliverables need to be owned by the process teams,not the BI team
Focus on the entire solutionDo not simply build a series of data martsThink about how the data is consolidated
Learn as much as possible about the requirements andthe users needs
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Know Who Your Audience (and Critics) Are
Each project has many interested internal and externalparties or customers
They, or their interests, often change during various phases of the project
What should I do?Clarify the project stakeholdersAlign stakeholders expectations and understand their impacton the projectUnderstand stakeholders influence and importance
Expect that needs and expectations can and will changeMonitor and revisit as necessary
Dont be a strangerMeet regularly with the stakeholdersKeep them as involved in the process as possible
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Help Work to SAP NetWeaver BI Strengths
Help the process teams understand what SAPNetWeaver BI does well, and what it does not do well
As a general rule, SAP NetWeaver BI:Works well for summarized, aggregated, and strategicreporting that spans one or many source systems or subject areas
Does not work well for very detailed intraday documentreporting of transactional dataDoes not typically allow real-time reporting
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Interviews
First step in requirements gatheringMeant to frame out initial scope, introduce parties
BI project team members, BI project management,sponsors, and business representatives should attend
Create understanding of:StakeholdersBusiness requirementsSources of dataDelivery method
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Goal of Interviews
Gain agreement with stakeholders on businessquestions, goals, and causes of analytical issues
Help you begin to understand the basic question, SAPNetWeaver BI or not SAP NetWeaver BI?
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Educate as Well as Gather Requirements
Help the process teams help you Work to prevent this kind of thinking
Each time a report requirement is raised, no matter the scopeYeah just mark that down as SAP NetWeaver BI and moveon theyll take care of it
How can we get the process team members to pick theright reports for SAP NetWeaver BI?
Have workshops to help educate the teams on SAPNetWeaver BIShow some demos of standard content to get them excitedHelp them understand where SAP NetWeaver BI excels
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What Is SAP NetWeaver BI Good for Anyway?
GOTCHA! Make the process teams aware SAP NetWeaver BI is not the only reporting solution!
OLAP (e.g., SAP NetWeaver BI)Subject-oriented
IntegratedHistorical
Supports business strategyHas enterprise scope
StrategicSummarized
Rapid response not criticalUsed by management
Database tuned for reporting
OLTP (e.g., SAP ECC)Process-oriented
IsolatedCurrent
Supports business operationsHas process scope
TacticalDetailed
Rapid response neededUsed by transactional usersDatabase tuned for relational
database access
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What the Report Inventory Usually Is
New implementations often spend a great deal of timegathering, understanding, and categorizing existingreports
This report inventory is often not only a waste of valuable time
It often forces the business Subject Matter Experts (SMEs)and BI team to build to the existing reports
This is the wrong way of thinking
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What the Report Inventory Should Be
To help the SMEs understand the existing system andmap reporting requirements to existing business pains
Not to existing reports! This forces them to think about the new processes and
how reporting can help provide better visibility of theenterprise
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Abandon All Existing Reports? Are You Crazy?
The goal is not to abandon and ignore all existing reportrequirements
Just do not become a slave to gathering and tracking allexisting reports in the organization
Instead, spend the time understanding the mostcommon analytics
Use what is learned from requirements gathering toframe existing:
Business measurement criteriaBusiness pain/management focusKey Performance Indicators (KPIs)
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Foster Ownership
One of the most important measures of success in anyBI project is the level of ownership from the SMEs
The more the process teams and SMEs see the tool astheir tool and their solution, the better theimplementation usually becomes
This helps with:Scope managementIssue resolutionTesting
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The Goal of Fostering Ownership
When an issue arises, it is seen as our issue, not theBI teams issue
Once the SMEs own the solution, they are much more proneto better prioritize and resolve issuesWithout this ownership, projects often lag, or even fail
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How Can You Foster Ownership?
Do lunch and learns to show SAP NetWeaver BIprototypes
Locate the team centrally and keep lines of communication open
This includes outside of the officeMany SAP NetWeaver BI issues/problems have been solvedby simply stepping away from the environment
Keep in tune with the changing requirements of theprocess teams
Hold weekly status meetings on issues Do not be a stranger to the business users Keep the business users very involved in the issue
resolution and testing process
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What Well Cover
Gathering requirements Managing the scope of your project
Establishing a key figure matrix Developing a functional model document to further
define scope Keeping an eye to the future Refining requirements Wrap-up
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Avoiding Potential Scope Creep for Your Project
Scope creep is even more prevalent in SAP NetWeaver BI projects than in transactional system projects
As pressure mounts on the transactional systems, morerequirements get pushed to SAP NetWeaver BIAs more groups see SAP NetWeaver BI, they dream of newways to analyze data where requirements didnt previouslyexist
Often the greatest organizational pain revolves arounddata analysis
Substandard transactional reportingAd hoc analysis (spreadsheets, spreadsheets, and evenmore spreadsheets)
Many SAP NetWeaver BI projects suffer delays and/or cancellation because of an inability to say no to just onemore thing we forgot
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Fight the Overly Ambitious Scope
Start small choose an application of reasonable sizeLimit first rollout of SAP NetWeaver BI to a limited scope witha limited data set and limited group of usersAllows you to prove out your processes
DocumentationNetwork infrastructureTransport processData validationPerformance
The first rollout sponsor should desperately want (and need)
the capabilities that will be deliveredThis helps to ensure their support when problems arise and they will
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Conflicting Scope SAP ECC and SAP NetWeaver BIConcurrently Significant challenges appear when SAP ECC and SAP
NetWeaver BI are being implemented at the same timeData volume is not knownValid test data has not been createdConfiguration changes are not communicatedMost SAP ECC implementations are doing configurationchanges right up to go-live (as issues are found) You are not a high priority for the project teams
That $#@*^# SAP NetWeaver BI team again Listen if I dont get this transaction working, you BIpeople wont have anything to report onIts just reporting
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Dealing with SAP ECC and SAP NetWeaver BI Concurrently
Stagger the SAP BI go-live a few months after SAP ECC(if possible)
Limit the scope to high priority queriesStagger the others on a subsequent phase
If you cannot delay the BI go-live Expect a very dynamic environment
And a lot of re-dos Include some time after configuration is complete in
SAP ECC for testing Create robust test scripts with many iterations of testing Insist on valid master data for testing Expect some reloads of SAP NetWeaver BI after go-live
Because of adjustments to the data model
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Scope Definition The Initial Scope Document
The most important document created in SAPNetWeaver BI projects is the initial scope document
This document is created early in the project or upgrade This document has great intentions but is usually at too
high a level to be useful Typical scope statements
Provide sales reporting and sales analysis Track on-time delivery
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Tips and Tricks for Managing Your Project Scope
Limit first rollout to a pilot group If possible, do not plan a simultaneous SAP ECC and
SAP NetWeaver BI go-liveStagger the SAP NetWeaver BI rollout
Do not let project management and stakeholders set anartificial deadline
Review timeline and adjust as appropriate Have back-up plans if other teams cannot meet their
requirementsThis risk grows as the number of external datasources increases
Build a clear KPI matrix and functional model documentfor each subject area
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What Well Cover
Gathering requirements Managing the scope of your project Establishing a key figure matrix Developing a functional model document to further
define scope
Keeping an eye to the future Refining requirements Wrap-up
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What Is a Key Figure Matrix?
A universal project document used to track anddocument the most common key figures and KPIs
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What Are the Benefits of a Key Figure Matrix?
Establishes one place for all key figures and KPIs Enforces one vision and view of these values
Allows agreement on one formula and method for calculating a KPI Establishes one central repository for naming and
change management Sets common abbreviations, categories, granularity, etc. Assigns one owner to a KPI
It is quite common for one KPI to be measured quitedifferently by different audiences
One customer I worked with had three different definitionsof a commonly used measure who decides whichmeasure is right?
This document keeps the BI team out of these decisions
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Sections of the Key Figure Matrix
KPI NameOne and only one common name should be used for eachmeasure across the organizationIf there are two methods of calculating one measure, a newname should be developed and used for one of the KPIs
Specific KPI Calculation Method
Formula or calculation spelled out in as much detail aspossible Release or Phase (for phased rollouts)
Helps to identify when the KPI is expected
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Sections of the Key Figure Matrix (cont.)
Process Team Owner The team or group that owns the KPI
Typically this is a broad group, such as finance or sales Owner/Steward
The KPI matrix works best when this is one name, not adepartment or group
Category of Measure (i.e., vendor performance,profitability)
Used for sorting
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Sections of the Key Figure Matrix (cont.)
Exception CriteriaUsed if the measure is valid when over or under a predefinedthreshold
Global/LocalIn larger organizations there is often some difference betweenlocal and global requirements
Sometimes these differ, or allowances are made for localrequirements to differ from global requirements becareful here!
Data SourcesThis helps define what data is needed in order to provide themetric
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Sections of the Key Figure Matrix (cont.)
GranularityThere are many KPIs that make sense at one level of granularity and are not useful at a lower level of granularity
SecurityIf there is some security required around the KPI, it is helpfulto note that here
CharacteristicsIt also helps to document the characteristics that are used toslice and dice the data
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How Do I Complete the KPI Matrix?
Most projects use a spreadsheet as their KPI matrix The document must be a living document and be
owned by the business and process teamsThis should not be seen as a BI team deliverable
Before any work can be done in SAP NetWeaver BI,insist that all key figures that are calculated bedocumented in the KPI matrix
There should be no query formulas or InfoProvider transformation calculations without the measure first
documented in the KPI matrix
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How Do I Complete the KPI Matrix? (cont.)
Some projects take short cuts and allow measures to beslipped in without documenting these on the KPI matrix
Eventually this will come back to haunt themIf the KPI conflicts with other KPIs or the calculation is notclear, the BI team often has to go back and redo their work
This document helps get the calculations right the firsttime
Insist on sign-off of the KPI matrix once complete
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How Can I Use the Key Figure Matrix?
Introduce the KPI matrix to the process teams early inthe implementation cycle
Show the process teams how the KPI matrix can benefitthem
Provides the process teams with a similar centralizeddocument with their measuresHelps the teams foster agreement and ownership of themeasures that guide the businessAfter implementation, many projects leverage the KPI matrixas end-user documentation to help provide documentation
This allows everyone in the organization to see the variouskey figure calculations
Have a question about a value on a query? Go to thecommon KPI matrix.
Serves as a template for BI development
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What Well Cover
Gathering requirements Managing the scope of your project Establishing a key figure matrix Developing a functional model document to further
define scope Keeping an eye to the future Refining requirements Wrap-up
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Further Defining Scope The Functional Model
The best way to get agreement on scope is to delve asdeeply as possible into the requirements
This is best accomplished through building a functionalmodel document
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About the Functional Model Document
Created by the business process teams to detail thescope and requirements of the BI effort
Build one functional model document for each subjectarea that will be implemented
Subject area is a very subjective termIts goal is to serve as a scope contract between the SAPNetWeaver BI development team and the business
Not an SAP NetWeaver BI model ... no talk of InfoCubes,DataStore Objects (DSOs), etc.
Sign-off is imperative to help make sure there is somefinality to the requirements gathering
Without it, the requirements never seem to be locked down
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Sections of the Functional Model Document
Subject and Owner Business Questions Asked/Answered by Model
Designed to reflect and understand the goal of the modelWhy are we doing this?What are we trying to measure?
History Requirements of InformationRepresents what data needs to be in SAP NetWeaver BI onday oneOften issues arise when there is a great deal of historical datarequired in SAP NetWeaver BI
This might mean conversion of legacy data, etc.
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Sections of the Functional Model Document (cont.)
Data Sources Required to Complete ModelFormat of the dataSource systemVolume, system, frequencyOwner
Dependencies, Constraints, and AssumptionsDoes something else need to be completed or loaded beforeSAP NetWeaver BI can load data?Are there other constraints on the data?
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More Sections of the Functional Model Document
Transformation of Data RequiredOften knowing about complex transformations early can helpthe scoping of the buildMany times this is not known at the time of creating thefunctional model
Frequency and TimingHow often is data needed?Is there a need for real-time data?
Functional Model Diagram to Show Flow and Data ModelFlow of data throughout the model
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More Sections of the Functional Model Document (cont.)
Presentation RequirementsHow will data be reported?What reporting method is needed?
Audience and Distribution of Presentation Security
What are the security needs and at what level? Sign-off
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Tips on Completing the Functional Model Document
Fully owned by the business process teams and shouldbe considered their most important BI deliverable
This document must be very detailed to be of any use The most important sections
Business questions asked and answeredData sourcesVolumeFrequencySecurity
There should also be some sample mock-ups of reports
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Have Break the Model meetings to determine whether themodel serves the requirements
Can I get data by ?Can I measure ?
Develop an SAP NetWeaver BI physical modelDataSourcesInfoSources
DSOsInfoCubesInformation delivery (query)
Map your physical model to the requirements Insist on sign-off
The model can then be used as your detailed scope agreementImplement a scope change process for requirements outside of this model
Using the Completed Functional Model
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What Well Cover
Gathering requirements Managing the scope of your project Establishing a key figure matrix Developing a functional model document to further
define scope Keeping an eye to the future Refining requirements Wrap-up
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Plan for Growth
Many BI data models are completely scrapped or redesigned after each rollout
Often, this can be minimized or even avoided by planning for this growth and change
Build for the current requirements, plan for the future(and even unknown) requirements
This often means bringing in more data than actually required,keeping an eye for the future
This is best accomplished via a multi-layered approachto data
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Multi-Layered Approach to BI Modeling
Data SourceLayer
Sales and DeliveryConsolidated DSO
CostingDSO
FreightDSO
Delivery LinesDSO
Sales OrderLines DSO
SAP ECCSales Order
Lines
SAP ECCSales Order
Lines
SAP ECCDelivery
Lines
SAP ECCDelivery
Lines
ExternalFreight
Information
ExternalFreight
Information
ExternalCosting
Information
ExternalCosting
Information
Sales ReportingInfoCube
TransactionalLayer
ConsolidatedLayer
ReportingLayer
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Separating Data Into Different Phases or Lifecycles
Data Source Layer Transactional Layer
First place that persistent data is stored in the SAP NetWeaver BI environmentShould include almost all fields from the sourceAllows for data to be loaded first into one DSO withoutsignificant transformationReduces or prevents reloading data from the source if different data is needed for other requirements or data models
Consolidated Layer
Allows for data to be harmonized from multiple transactionlayer sources Reporting Layer
Most reporting is performed at this layer
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Advantages to a Multi-Layered Approach
Builds SAP NetWeaver BI into a data warehouse rather than simply a series of data marts that cannot beaccessed together
We cannot gather all future requirementsHelps build for the future unknowns
Minimizes the impact of future requirement changesWhile allowing for reporting the current requirements
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Advantages to a Multi-Layered Approach (cont.)
Minimizes the number of reloads from the sourceData is already in SAP NetWeaver BI
All future changes become an SAP NetWeaver BI eventThe process teams have minimal involvement
Some reloads of data from source are quite impactful or impossible after go-live because of high volume
Minimizes the impact of the reloads
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What Well Cover
Gathering requirements Managing the scope of your project Establishing a key figure matrix Developing a functional model document to further
define scope Keeping an eye to the future Refining requirements Wrap-up
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Tips on Refining Requirements
Think about the solution from end-to-endThis helps determine exactly what the end user will see andhow the data will be present
What tool set?Portal?Interaction with Excel?
External (non-SAP) data is always a bigger deal thanyou think
Not only is the data often dirty, but it does not alwaysharmonize well with other data
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More Tips on Refining Requirements
Security requirements should not be left until the lastminute
Knowing about the security requirements can allow you torefine your data model around these requirementsThese requirements also give you some insight into theaudience
Understanding the data volume is vital to the solutionThere should never be any configuration in SAP NetWeaver BIwithout clearly understating the data volume requirements
There are many things that can be done to helpperformance, if you know the volume of data you expect
55
What Well Cover
Gathering requirements Managing the scope of your project Establishing a key figure matrix Developing a functional model document to further
define scope Keeping an eye to the future Refining requirements Wrap-up
5656
Resources
Gary Nolan, Effectively Gather BW FunctionalRequirements (BW Expert , May 2007).
Gary Nolan,Efficient SAP NetWeaver BI Implementationand Project Management (SAP PRESS, 2007).
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7 Key Points to Take Home
Establish a sound methodology for gatheringrequirements and communicate it to the process teams
Employ the process teams to help on this as much aspossible
Foster ownership A key figure matrix helps to refine KPI requirements A functional model document is a good way to help
gather requirements and agree on scope
5858
7 Key Points to Take Home (cont.)
Insist on sign-off of key documents to set scope Keep an eye to the future by anticipating future models Build an SAP NetWeaver BI data warehouse, not a series
of data martsBe aware of how data can be consolidated to yield futurereporting requirements without redoing the existing model
5959
Your Turn!
How to contact me:Gary Nolan
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7/31/2019 Best Practices to Gather, Refine, And Cement SAP BW BI Reporting Requirements
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