BI-CPL 01 Introduction to Business Intelligence

8/6/2019 BI-CPL 01 Introduction to Business Intelligence

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BI-CPL01 1

BI CPL-01

Introduction to Business IntelligenceCPL-XMIT PDO Contract Spend Report

BI Team / UIIS:

Abdulmunim Al-Balushi UIIS24Bernard Lubbers UIIS22


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Switch off mobile phones

Time keeping

Fire exits & toilets

Classroom Rules


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HSE


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Course Objectives

At the end of this course you should be able to:

Explain what BI is

Logging to BI web reports

Execute and Navigate PDO Contract Spend

report and its ready-made views

Relate the reports to your requirements and

make your own views


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What is Business Intelligence (BI)?

SAP BI

OLAP

Transaction DataMaster Data

InfoProvider

Investment

Management

(IM)

Financial

Accounting /

Controlling

(FICO)

Project

System

(PS)

Plant

Maintenance

(PM)

Quality

Management

(QM)

Material

Management

(MM)

Source

System

Web Application


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From PDO homepage:

Logging to BI web reports


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Collapsed View Expanded View

Web Template Main Screen

How do I get a BI account?

All SAP users should have an access to BI.

For any access request and roles assignment,

please e-mail your SAP sustainer.


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The report is divided into 3 areas.

Navigation

Blocks

Results of

Report

Report

Heading

Report Execution

Report Display:

Views Block

Key FiguresCharacteristic


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Key Figures:These provides the values to be evaluated. Examples; PR value; PO value;

commitment value; Invoice value; service entry value etc. Attached to Key

Figures there is always a UNITe.g. PO value in US dollars or Omani Riyals

Characteristics:These are business reference objects which are used to analyse Key Figures.

Examples; Purchase Document; PO Item; Service Entry Number; Material;

Material Group; Vendor; Posting Period; Document Date; Posting Date; Year;

Month etc

Business Intelligence Reports Structure


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You Should nowbe able to:

Login to BI using MS-Explorer

Execute a report

Use the variables screen

Practice the following:

1) Log In to BI

2) Go to OMAN User Published Reports CPL Contract Procurement role

3) Execute PDO Contract Spend report4) Type in the following; Currency:2, Contract:4600001241

5) Execute the report

Hands on Exercise (1)


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PDO Contract Spend Report

PDO Contract Spend report

Description & Purpose of the Report.

Reports Replaced by this Report.

Users of the Report.

Data extracted by this report

Report Views

Main Query/View

ACV Warning

Remaining PO Commitment

Outstanding SE Approval

Material/Service/Month

Analyst View


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Description & Purpose:

It is contract management report that enables users to analyse

contract on header and item level. It provides data on POs,

outstanding commitments, spends, status of SE approvals, invoice

details, paid value and remaining ACV. This report is to assist

Management, SCAs & CHs to improve reporting of spends against

the ACV and managing outstanding commitments.

Users:

It is mainly for SCAs and CH


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Key Figure name Description

Contract Target Value Total value of all materials/services to be released against the contract. Comes from the header data of SAP contract

PO Value The total value of the purchase order for materials / services items as per the PO line item.

SE + GR Total Value The total value of the financially approved service entries and goods received

Remaining PO Commitment Value

Outstanding PO item value for which material & services can still be received

Remark1: if activities are completed for a service PO then Final Service Entry Flag (or a dummy ZERO value

service entry with final entry flag) has to be set in R/3. This will reduce the commitment and increase your

remaining ACV

Remark2: For materials POs, you can set the "Delivery Complete" indicator on the PO item level. This will reduce

the commitment and increase your remaining ACV

Invoice Value Value of the quantity already invoiced for this item to date.

Paid Value The total paid value to the vendor (payment cleared).

FI Credit Memo Value Discounted/Penalties volume that will increase the remaining ACV

Outstanding ACV Value

Additional POs can be still created up to the outstanding ACV value.

Outstanding ACV Value = Contract target value - (SE + GR Total value) - Remaining PO commitment value.

Remark1: This is only applicable on Contract Header level.


Main layout key figures:


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Report Execution

Variables with the comments below aremandatory to be filled, else the reportcannot be executed

Variables with the comments below aremandatory to be filled, else the reportcannot be executed

By clicking on a report from the expanded view, a selection (variables) screen will appear.

Selection (variables) Screen:

Press this button to select a value from a list

Check button can be used for making sure a selected criteria matches with your expectations.

BIgives great flexibility in setting

up selection criteria ranges.


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Report Execution

You can type in the value, e.g.

Type in the Contract number 4600001583

You can type in a range, e.g.

Type in the values of FPW11 & FPW14

Entering Selection:

In case you need to run a report for a number of single selection criteria (i.e. material)

you can use Insert Row button:

Currency variable is a mandatory (*) which only accepts 1, 2 or 3 values

1=TC (Transaction Currency) Reports values are displayed as entered in R/3 system

2=LC (Local Currency) Reports values are displayed in US Dollar

3=GC (Group Currency) Reports values are displayed in US Dollar


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This is the report heading

Print button

Excel button - which downloads the report to MS-Excel

Bookmark - can be shared with others to save time in the

customization process

Refresh Button - which returns you to the original parameter

selection screen (previous screen)

Export to Comma Separated Values (CSV)

Using displayed report menus


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When you want to retrieve the report and dont want to bother with navigating,

filtering, sorting, etc. over and over, you can bookmark your report. In other

words, BI will save your reports layout and you can re-run it anytime from the

Internet Explorer.

If you re-run your report on the daily basis, the report will keep updating withfresh data over night.

At PDO, data refresh from R/3 happens every night.

You can save your bookmark under your favorites in Internet Explorer and

launch your report from there instead of Blueprint website.

Also, you can send the bookmark via email and if the e-mail's recipient hasproper access to BI he/she can run your bookmarked report from that email.

This is how typically

your bookmark will

look like.

Bookmark (1):

Using displayed report menus


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Re-enter or enter new variables

Add bookmarks

Export reports result into MS-Excel


1) Execute PDO Contract Spend report

2) Change the Currencyvariable value to 13) Bookmark the result

4) Transfer reports result to MS-Excel



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The other navigation boxes contain all reports characteristics grouped

together according to functional classification (i.e. Plants, Company Code,

Contract, PR, PO etc)

Navigation Blocks:

Report Navigation


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This is drill-down icon. If your report does not include a characteristic you are after

you can simply hit this button thus enabling your characteristic to be viewed in

reports table.

Notice that your new characteristic will be displayed at the end of the report.

User can also drill-cross, where the table is viewed horizontally. This is not a

common way of viewing reports as results go off the screen.

Drill Down/Cross:

Report Navigation


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You can always remove your filter.

To find it just find this icon which is located next to characteristic

you introduced the filter against

Hit the icon and BI report will automatically

remove the filter (Plant OM04) for you

Remove Filter:

This is a filter icon. It is responsible for filtering the characteristic you require. For

instance, if you need to narrow down your report display for Contract Engineer

into only FPW and FPC/1, you can use filter to do so.

Filter:

Report Navigation


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You can also use different filter engine to find the characteristics parameter such as Contract

Engineer FPW.

You can simply enter it into the filed given.

Notice, sometimes the characteristic you are after has more than just a few parameter. BI by

default enters a maximum number of hits to 200. It can be overwritten by you.

When search is finished, again you have to hit Transfer button

Another possibility to filter works exactly the same as in selection screen. You can enter [ ],


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If you open Key Figures navigation block, you will notice that you can narrowdown number of key figure columns according to reporting purposes.

Some of BI reports might have dozens of key figures and in case you would like

to have only two of them being displayed, just open this navigation block, tick

the boxes belonging to key figures of your choice and hit Filters button.

Key Figures:

Report Navigation


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Navigation through reports blocks

Drill-Down and Drill-Cross

Add and Remove Filter

Use Find function for filtration

Scrolling on the report


1) Execute PDO Contract Spend report

2) Type in the following; Currency:2, Contract:4600001560

3) Drill-Down by Purchase Document

4) Filter Purchase Document, make it equal to 4500353577

5) Drill-down by PO Item



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PDO Contract Spend ReportViews

Few views are developed to assist business user to have various

insight of extracted data with less effort.

These are:

- Main Query/View (Standard view when user make a fresh new run for the report)

- ACV Warning

- Remaining PO Commitment

- Outstanding SE Approval

- Material/Service/Month

- Analyst View (Intended for the user to change the view the user sees fit)


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ACV Warning - View

A summary report that states the consumed target value of a contract. If

spend is more than or equal to 75% then the field is coloured into red.

There is no drill-down facility in this report.

Spend Value Spend Value = (SE + GR Total Value) + Remaining PO Commitment Value

% Spend % Spend = (Spend Value / Contract Target Value) * 100


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PDO Contract Spend ReportRemaining PO Commitments - View

It is intended to show the remaining commitment on each PO of acontract .i.e. the remaining money that has not yet been spent.

This view is useful when it is necessary to clean-up a contract and

free ACV that may be committed against a PO.


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PDO Contract Spend ReportOutstanding SE Approval - View

This view is to provide data on SEs that pending for approval.Users can utilise this view to obtain SE values that have been

created, but yet not been approved due to the absence of

technical or financial approvals.


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PDO Contract Spend ReportMaterial/Service/Month - View

This view allows users to plot the trend in commitments, spend andreceipts of services/goods per month. This can be useful in the Major

Tender Board Committee (MTBC) annual reviews, particularly when put

into graphical presentation (using MS-Excel).


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Menu types:You will find two types of report menu. Basic menu on the

leftand enhanced menu below. You can switch between

them by clicking Basic/Enhanced option respectively.

Please notice reports menu is

interactive depending where you

right-click on the reports layout(reports body, column headers

and key figures).

Right mouse click is main means

of working with BI reports

Report Navigation


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Back To undo a navigational step.

Back to Start Undo all navigational steps

Keep Filter Value To see only the selected data. The characteristic valueitself is removed from the drilldown.

Fix Filter Value toAxis To see the data for a characteristic value and, atthe same time, you still want to see the characteristic value itself in the

drilldown.Select Filter Value - In case you want to apply the filter against a numberof values of one characteristic.

Filter and drilldown according to To filter the reportaccording to values selected.

Drilldown - Bring up the list of all characteristics available for drilldown(meaning they are still not displayed on the report but can be added to the

reports table).

ExpandTo expand a hierarchy node. (You get this option only when youselect a hierarchy characteristic)

Swap with To swap a characteristic / structure withanother characteristic / structure

Remove Drilldown To remove a characteristic from the drilldown

Swap Axes If characteristics are in rows and key figures are in columns,using this function will swap it to display key figures as rows and

characteristics as column.

Explanation of Enhanced Menu:

Report Navigation


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Sort to sort values or attributes for a drilldowncharacteristic in descending or ascending order. Can also sort by the key or

the name.

Goto To access documentation and jump targets using the Report-Reportinterface. This is report dependant. Not all reports have this functionality.

Export as To export the existing report into Excel/CSV format.

Bookmark To show a saved report layout and access it later. Data will berefreshed and also selection screen can be selected to refresh the data.

Bookmarkwith Displayed Data To show a saved report layout togetherwith the data. Data cannot be refreshed to show the latest data.

Personalize Web Page Same as Bookmark functionality but this allowsdrilldown to show more characteristics.

Properties To change different settings for the characteristic or key figure.

Query Properties To change different settings for the query at run time.Variable Entry Back to the selection screen.

ShowRepeated Texts This option is copy the grouped characteristic intoall blank single line in report.

Save as View You can save different view/status of the same report.

Basic Menu Back to the basic menu.

Explanation of Enhanced Menu (contd.):

Report Navigation


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In situation when you need to swap one of

characteristics from reports table with

another one available for drilldown, choose

this menu option.

It will save time for drilling down for a new

characteristic and removing an old one from

the report.

Additionally, it is possible to swap two

characteristics which are already in the

reports table

Swap (your characteristic) with:

Report Navigation


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You can sort your characteristics

according to their key and name.

An example of Key and Name:

Key means Plant (OM01)

Name means (PDO Work Management Plant)

Further in this slide show, it will be

explained how to retrieve keys and names

belonging to characteristics if they are

missing in the report (section Properties).

Sort :

Report Navigation


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The Goto function in the context

menu enables you to jump to

documents and targets using the

report-report interface (RRI).

The report-report interface (RRI)

enables you call-up programs from

other programs using parameters.

You can use it to jump from one

report to another report that

delivers more information.

Goto:

Report Navigation


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This jump report is to provide the breakdown of the invoice details and paid

values associated with time period. It can be used to cross-check actual

payment been made to the vendor. Any debit or credit will be reported as

separate columns.

Key Figures:

Key Figure nameDescription

Invoice Value Value of the quantity already invoiced for this item to date.

Paid Value The total paid value to the vendor (payment cleared).

Credit Memo A reduction in the costs posted for one or more business transactions that have already been posted.

Debit Memo Further costs are debited to one or more business transactions that have already been posted.

Characteristic name Description

Clearing Month Clearing month/year of an invoice. The date will not appear if the payment is not effected

LIV Doc # Logistic invoice verification document number

Vendor Inv. no. Vendor invoice reference, can be found in R/3 under the field Reference under Basic Data of invoice.

Characteristics:

PDO Invoice Listing Report (Jump Report)

Description & Purpose:


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Filter and drill-down in one go

Swap one of characteristics from reports table with another one available

Remove drill-down

Sort a characteristic

Jump from one report to another


1) Execute PDO Contract Spend Report


3) Drill-Down by Purchase Document

4) Swap Contract with Purchase Document

5) Navigate Back

6) Remove drill-down ofPurchase Document

7) Navigate Back

8) Sort Purchase Document in descending order

9) Goto Invoice Listing Report (XMIT) for the Purchase Document 4500353577



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Another way to view attributes is clicking on the icon next to the

characteristic, this is under the navigational blocks.

This example shows characteristic Contract with

a list attributes belonging to it

This is generated list of Contracts attributes

you can pick up for report results table.

Characteristics Attributes:You may need to view extra details of the characteristics available in your report, for

instance; you want to see more details of characteristic Contract such as Created by,

DOC Date etc.

To get the characteristic attributes you need to right click on the characteristic you want

to view its attributes, next select Properties. (You may need to select Enhanced Menu

in case you are not able to see Properties selection)

Report Navigation


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Important functionality of characteristics properties are:

DisplayDisplay you can decide if your selected

characteristic will be displayed as key (i.e. Vendor

600001) or text (i.e. Shell Global Solutions).

Eventually both.Suppress Results RowsSuppress Results Rows if selected characteristic

needs to have results line enabled to increase

reports readability you can choose Never. In case,

you dont need results line on your characteristic

pick Always

Show Following Attributes you can bringattributes assigned to chosen characteristic into

the report. You cannot find these attributes as drill

down characteristics.

Hit Transfer button at the bottom

Properties:

Report Navigation


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If you require reports characteristics

should be copied over every single

line in the report, you can use this

option (screenshot before copying)

Screenshot after copying

where all characteristics are

populated to every line

If you want to reverse that

functionality use Suppress

Repeated Texts

Show Repeated Text:

Report Navigation


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Sometimes you might need to save a few different

reporting statutes (after drilldown, filtering and any

other navigation step) in one report. Bookmark is still

possible option but more handy seems to be Save as

View.

Pop-up window will appear where you can enter a

distinguished description

You can retrieve your saved view from reports section

just above reports table

View can be deleted by selecting the view name and

then clicking on Delete button next to the view name

View:

Note: Views are visible ONLY for their creators.

Report Navigation


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Create a view that shows the accumulative spend by months.

Go to Analyst View

Add Purchase Document characteristic

Drill-down by Posting Month characteristic

Keep ONLY SE + GR Value Key Figure

Right click on the Key Figure and select cumulated

- Save the view



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Change the display of characteristics

Display characteristics attributes

Show results row

Show/Hide repeated texts in reports table

Create/Delete views


1) Execute PDO Contract Spend Report


3) Drill-down by Vendor, Purchase Document and PostngObj(WBS/CC/OR)

4) Display only the key value ofVendor

5) Create a new view of the above result and save it as Vendor View

6) Show the reports repeated texts and then hide the repeated texts

7) Show the attribute Created By of the characteristic Purchase Document

8) Create a new view of the above result and save it as PO View

9) Delete the view Vendor View

10) Show the result row forPostngObj(WBS/CC/OR)

Homework


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Questions & Answers

Please complete evaluation on SAP Mustaqbal website ref to SAP learning Program

Documents

BI-CPL 01 Introduction to Business Intelligence