BW Exercise 5 - Variables Exceptions

SAP BW/Business Objects

Judd Bradbury Page 1 This exercise is copyright to Maverick Consultant Management, Inc. & Professor Judd D. Bradbury. This material is for a single classroom experience and is not to be re-distributed to any person for any reason. The copyright will be enforced.

SAP BW/BO Exercise Exercise 5: Using Variables, Exceptions, and Conditions

Student Name: Student Id:

Date:

Note: You must use the following conventions to name objects/systems created in this exercise.

Replace S with A - for Fall semester B - for Spring semester

C - for Summer semester Replace YY with the last 2 digits of the current year. Replace XXX with your SAP ID.

Part I

Objective

The exercise is designed to help the student acquire the ability to

Use the Variable Wizard Create a new variable Create a formula

Creating Variables

A variable is also created using the Query Designer. A variable is a parameter of a query whose value is entered at query run time and they can be set for the following four objects:

Characteristic Text Formula Hierarchy

Variables allow much more flexibility in terms of different outputs thus giving you more control over query results.



There are two tools used for creating and editing variables. They are:

1) Variable Wizard and 2) Variable Editor

Formula

In this exercise we will learn to use Formula to recalculate key figures in a structure. However Formula use only Key Figures such as Basic Figures, Restricted key figures and Calculated Key figures already assigned to a query.

Formula are not reusable objects and are specific only to the query in which they were created.

Note

These calculations are performed in Excel after the data has been retrieved from the BW server and not at data retrieval time

1) Use the Variable Wizard

1-1: RRMX after login into SAP

Step 1: BexAnalyzertoolsCreate QueryQueryNew Query

Step 2: Select Employee Specific Payroll Data

Step 3: Info Areas Human Resources Payroll Employee Specific Payroll Data

(Technical name 0PY_C02)

Step 4: Expand the Personnel Area Dimension as seen below to get to the characteristic

Value variable.



2) Right click on the characteristic value variables folder and then select New Variable. This would Create a New Variable as shown in the screen shot.



2-1: Select the new variable created and edit the properties.

Step 1: Description: Your Name

Step 2: Technical Name: Persons_SYYXXX (XXX is your ID)

Step 3: Processing By: Manual Input/Default Value



2-2; Details Tab (Leave it as it is)-

Step 1: Variable Represents: Single Value

Step 2: Variable Is: Optional

Step 3: Check Variable is ready for Input



2-3: Default Values Tab:



Step 1: Click on Change default Values and select Single Values in the show drop down.



Step 2: Select Hamburg (i.e. Hamburg would be the Default Personnel Area) and click OK.

Step 3: Save the New Variable By clicking the Blue disk in the Properties Tab

Step 4: Pop Window comes say OK

Step 5: Write Status Message ______________________________________

2-4: Click on rows/columns tab.

Step 1: We would now drag and drop the new variable into the Row pane as shown

below and also the Amount under the Key Figures into the Column Pane as shown below.



Step 2: Click on Check Query to validate the Query.

2-5: Click on the Blue Disk to save the query.

Step 1: Description: HR_YourName

Step 2: Technical Name: SYY_XXX

Step 3: Close the Query Designer Window.

Step 4: Click Save

Step 5: Now open BEx analyzer:

Menu path BEx Analyzer Open Query

Step 6: Locate the Query you had created in the Last step and open it to execute it.

In the pop Window click OK and the BW fetches the results for the Hamburg personnel

Area as compared to all the results that would have been displayed as shown below.



2-6: Display the screen shot _____________________________________________

2-7: Close the Analyzer and exit.

3) Create a New Formula

3-1: RRMX after SAPlogin

Step 1: Click on Tools Create New Query

Step 2: In the Query Designer click Query New

Step 3: Select Info Areas Human Resources Payroll Employee Specific Payroll Data

3-2: Expand Structures Step 1: Expand With Key Figures Step 2: Click on Rows/Columns

Step 3: Drag Personnel Costs According to Master Cost Center to the Columns Pane. (Do not drag the structure back to the Infoprovider Pane, this will damage the structure. If you have made an error, exit and create a new query)

Step 4: Right Click on Personnel Costs According to Master Cost Center and Select Remove

Reference.

3-3: Click on Query Save As

Step 1: Enter Description: YourName_Formula



Step 2: Enter Technical Name: SYYEX7_XXX

Step 3: Click SAVE

3-4: Click in Row/Column Tab. Right click Personnel costs according to Master Cost Center structure

in the Column pane and select new formula.



3-5: In the Properties Pane Enter Description: WageIncreaseXXX

Step 1: Click on edit. A new window pops up.

Step 2: In the Operands box Double-click on Wages and Salaries

Step 3: Click on the subtract button

Step 4: Double click on the Overtime button.

Step 5: The formula displayed in the formula box would now read Wages and Salaries

Overtime. As shown overleaf.



Step 6: Click OK.

3-6: Click on the Blue Disk to save the query and close the Query Designer.

Step 1: Write the Status Message _______________________________________



Step 2: Menu path BEx Analyzer Open Query

Step 3: Locate the Query you had created in the Last step and open it to execute it.

3-7: Display the screen shot ____________________________________________

Answer the following

3-8: Create a new Calculated Key Figure for percentage share of Idle time compensation

with respect to Wages and Salaries.

Step 1: Click on BEx Analyzer Tools Query Designer Menu path Query open the query

YourName_Formula

Step 2: Right Click on Key Figures in the InfoProvider Left Pane and select New Calculated Key

Figure as shown.



Step 3: In the Right Pane type the Description as IdleTimePercentage and the technical name as

SYYEX7P_XXX where XXX is your ID



Step 4: Click on Edit.



Step 5: Use the columns Wages and Salaries and Idle time Compensation and the operator

Percentage Share of (Hint: Look under the Operators Pane)

Step 6: Write down the remaining steps _____________________________________



Step 7: Once the Calculated Key Figure is created, drag and drop it under Personnel costs

according to Master Cost Center above PercentageIncrease (which you created earlier).

3-9: What is the percentage of Idle Time Compensation with respect to Wages and

Salaries?________________________________________________________

3-10: Provide a screen shot of the final query result. ___________________________

Part II

Conditions and Exceptions:

General Tab:

Condition is Active You can define a condition without it being active in the query yet.

New Create a new condition row in the condition structure.

Delete Delete a selected condition row in the condition structure.

Transfer Transfers the settings you have for creating a row into the row area.

Variables Entry Set variable for the value selection.

OK Save the condition.

Cancel Exit out of condition creation/edit.

Conditions:

What is Condition in Business Warehouse?

Do affect results in the query results. Multiple conditions can be applied to one query. Conditions evaluated independent of each other. Results ate the intersection of the conditions. The query results will only display values that meet the conditions. Condition background: Apply to the current active query design. Always refer to actual value, not values changed for display. Dependent on the drilldown.



Does not influence values displayed in the query, values displays are the same with or without conditions.

Caution: If the query produces unexpected results, you may need to check the query to see if you can use

the condition. The following are not considered in the condition evaluation

o Local calculations o Cumulating o Standardizations o Scaling factors

Exceptions:

Exceptions have three functional areas:

Exception Definition Online Evaluation of Exceptions Background Processes Evaluation of Exceptions When I create exceptions, where will the Exceptions apply? Exceptions apply to the query in which they are created. Exceptions are saved as part of the

query definition. When a query has exceptions defined, the exception indicator icon is displayed in the status bar

of the query in the lower right hand corner. When I run a query, can I see the Exception Description? Yes. In BEx Analyzer, click on the layout button and choose the Display Exceptions option to display

the exception descriptions. Within BEx Analyzer you can also activate or deactivate exceptions Exceptions allow the setting of threshold values for easily spotting unusual variations for your expected results. Benefits: Provides the ability to easily and quickly identify results that fall outside of expected results. Allows you to define the components of a query that are of primary importance.



4) Kick off the Query Designer 1-1: Enter transaction code RRMX in the command field 1-2: Open the Query you created in Exercise 5: Bex Analyzer Open Query InfoAreas Human Resources Payroll Employee Specific Payroll Data Your Name Payroll Query

5) Bring up the payroll query that you created in Exercise 4 in the Query Design window as shown below by Bex Analyzer Tools Edit Query BWUTDSYYXXX.

5-1: In Query Designer, click on the Condition option in the options toolbar.

Step 1: The screenshot shown below will appear.

Step 2: Right click on Conditions.

Step 3: Select New Condition.

Condition



5-2: Right click on Condition 1.

Step 1: Select edit OR edit through edit option present on the Properties bar docked on the right.



5-3: Enter a Description for your new condition EmployeeGroupCond as shown.



5-4: Click on New button.

Step 1: Select the Possible Entries dropdown field at the bottom of the Key Figures column.

Select a value from the display list Amount.



Step 2: Select the Possible Entries dropdown field at the bottom of the Operator column and

select a value from the display list Greater than.



Step 3: What are the operators that are available in the Operator drop down?

_________________________________________________________________

Step 4: Enter a value 2500000 at the bottom of the Values column.



Step 5: Select the Possible Entries drop down field at the bottom of the Structure column

and select Berlin_Personnel .



Step 6: Click on the Transfer button to copy the new condition row to the condition row

display pane.



Step 7: Click on the OK button.



5-5: Click on the Blue Disk to save the query. 5-6: Write the Status Message ______________________________________________

5-7: Close the query designer window. 5-8: Run the above query in the BEx Analyzer.

Step 1: Locate the Query you had created in the Last step with the name your name Payroll

Query and Open the Query to run it.

Answer the following based on your report

5-9: Place your screenshot here ________________________________________

5-10: What is the name of the Employee Group in this query?_______________________

6) Go back to Query Designer for the payroll query.

6-1: Click on the Exception options toolbar button



Step 1: Exception tab opens

Step 2: Right click on the Exceptions

Step 3: Select New Exception option.

Step 4: The screenshot is as shown.

Exception



6-2: Under the Properties Click on Edit button

Step 1: Enter a Description for the new exception BerlinException.

Step 2: Click on the new button.



6-3: Click on the Definition tab.

Step 1: Select Key Figure Dropdown menu choose Amount

Step 2: Choose Berlin_Personnel for Structure Dropdown menu.



6-4: In the General Tab

Step 1: Enter a value 2,700,000 at the bottom in the Value field

Step 2: Select Good 2 at the bottom of the alert field

Step 3: Select Greater than in operator field



Step 4: Click on the transfer button to copy the new exception row to the exception row

display pane.

6-5: Click on the OK button and Check the Query. 6-6: Write the status message ____________________________________________



6-7: Save the Query.

6-8: Go to BEx Analyzer and execute the above query. Answer the following based on your report

6-9: Capture the screenshot ______________________________________________

6-10: What change do you see in the query after applying the BerlinException _____________________________________________________________________

Documents

BW Exercise 5 - Variables Exceptions