SAP BPC Session 4

SAP BusinessPlanning andConsolidation

Administrator Training

Session 4

SAP AG 2006, Title of Presentation / Speaker Name / 2

Agenda - Session 4

SecurityWork StatusBusiness Process FlowsAudit


Develop – Set up Security

Create Dimensions

Create Applications

Create Logic/ Calculations

Load and Validate Data

Develop Reports and Input Schedules

Set up Security

Define Work Status

Develop Business Process Flows

Enable BPC Audit


Security

Is managed in the Admin Console.Is an assistant driven interface.


Security

User and Teams– Assign users from a domain or active directory (or local windows users for

single server).– Group users into teams.

Task and Member Access Profiles– Create profiles for member access.– Create profiles for task access.– Assign profiles to the users and teams to define application and data

access.


Security - Schema


Adding New Users

From the application set hierarchy, expand Security and click Users.From the Action Pane, click Add new user.


Adding New Users

The New Users assistant walks you through the necessary steps.


Member Access Profiles

Determine the specific applications to which users have Read access,Write access or no access.In addition to application you can restrict access for the profile bydimension and member.After creating a Member Access profile, you assign it to multiple users,as needed.


Creating a Member Access Profile

From the application set hierarchy, expand Security and click MemberAccess Profiles.From the Action Pane, click Add new member access profile.


Creating a Member Access Profile

The Member Access Profile assistant walks you through thenecessary steps.


Defining Secured Dimensions

You define security settings for dimensions at the application levelusing the Modify application option in the Action Pane.


Task Profiles

Determine what type of activity or roles the user can perform in SAPBusiness Planning and Consolidation.Default roles are available, or you can add tasks as needed.After creating a task profile, you assign it to multiple users, as needed.


Creating a Task Profile

From the application set hierarchy, expand Security and click TaskProfiles.From the Action Pane, click Add new task profile.


Creating a Task Profile

The Task Profile assistant walks you through the necessary steps.


Assigning Function and Interface Tasks


Teams

You can set up and maintain teams of users.When you assign security to teams, the security works collectively onthe team members.This allows you to easily maintain security for many users at the sametime.


Creating New Teams

From the application set hierarchy, expand Security and click Teams.From the Action Pane, click Add new team.


Creating New Teams

The Team assistant walks you through the necessary steps.


Assigning a Team Leader

A team leader can save templates to their team folder on theserver.


Assigning Task and Member Access Profiles

After selecting users who are members of the team:Use the drop down menu in the Task Profile field to select the taskprofile for which you want to specify one or more member accessprofiles. The combination of task/member access profiles determinesaccess to SAP Business Planning and Consolidation.In the Member Access Profile window, select the desired profile(s).


Security Tips

Include Security Design and Security Implementation as part of yourproject plans and estimates.Always test security access as part of system testing:– For access testing– For performance testing

Typically, use the following as a basis for the order in which you definesecurity.– Create Task and Member Access Profiles.– Create Teams and assign the Profiles to the Teams.– Create Users and assign the Users to Teams.


Security Tips

Be careful layering security access.– For example, avoid assigning teams to teams.– Apply the simplest design possible.

When assigning access, realize that the least restrictive access wins.– For example, if a user is assigned to a team that has view access to all

Category members, but at the user level is assigned write access to theBudget Category, they will be able to write to the Budget Category.


DEMONSTRATION

Lab 26BPC Security


APPSHARE PLACEHOLDER


Develop – Define Work Status

Create Dimensions

Create Applications




Set up Security

Define Work Status


Enable BPC Audit


Work Status

Work states allow submitted data to be tracked, approved and lockedusing customizable work state definitions that suit your businessneeds.You use work states to approve data so that it can be locked.– For example, at a month-end close, after all data is submitted, your business

process might require that you lock the data so that you can create accuratemonth-end reports.

– You can submit supporting documents during the approval process. Thisallows managers to verify the reasons for changing the work state.


Work Status Settings for the Application Set

At the application set level, you need to determine:The various levels of Work Status.The order in which the levels must occur.The lock settings of each level, for each interface.The person or people who control each level of Work Status.



The five interfaces that you can use to define each level of work statusare the following:– DM: Data Manager– JRN: Journals– MAN: Manual entries (i.e. data submissions via BPC for Office and the ZFP

interface)– COMM: Comments– DOC: Supporting documents

The administrator sets the data locking behavior for each of theseinterfaces, at each of the work status levels.



The work status settings for each interface at each level can be:All: Everyone has access.Locked: No one has access.Mgr: The manager of an entity can use the interface.Owner: The owner of an entity can use the interface.



The ControlledBy settings for the work states determine who canadvance the data intersection to that work state level, and can bedefined as one of the following:

Owner: as defined in the Owner property of the controlling dimensionmember sheet.Mgr: the owner of the parent of the controlling dimension member.Both: Both the owner and the manager.


Owner Property of the Controlling Dimension

Store5 is the child of CONEUROPE, therefore the Manager of theStore5 entity is the owner of CONEUROPE.


Work Status Settings by Application

Work status dimensions are configurable: you decide which dimensioncontains your approval organization.The approval organization is the hierarchy for which you want to trackthe state of deliverables.– You can define only one approval organization for each application within an

application set.– You can specify the specific intersection within the database for storing

work states.


Work Status Settings by Application

Owner: the dimension will be used to determine the approvalorganization and hierarchy.Yes: the dimension will be used to track work status.No: the dimension will be excluded from work status tracking.– When you select No, that dimension must contain a member that is included

in the validation process for work status.


Work Status Tips

Ensure that your Work Status levels and their order will work for allapplications.– You define the levels and order only once, at the application set level.

Ensure that you define and order your Work Status before users beginupdating their own statuses.– If you make changes to Work Status you can lose all user-specific

information related to Work Status.


Period Locking

You can take advantage of the Work Status to lock users out of aCategory for a specific time period.– For example, lock the Actual category for a specific time period after the

month-end close.

Use this approach instead of developing a complex security model thatwould need to change frequently.Assign multiple users to entities where needed.– You may want to add the Administrator as an additional Owner of the entity

members to assist in the locking process.


DEMONSTRATION

Lab 27BPC Work Status




QUIZ PLACEHOLDER


Develop – Business Process Flows

Create Dimensions

Create Applications




Set up Security

Define Work Status


Enable BPC Audit


Business Process Flows

Allow you to pre-package and sequence application tasks for differentdepartments within your organization.– Any of the available features within BPC Web, BPC for Office, and BPC

Administration can be utilized by a business process flow.– For example, your Budgeting process may require input from a number of

business managers, review from another group of managers, and finalapprovals.

Uses an Explorer-like interface to guide end-users through pre-definedsequential tasks that span across the different areas of SAP BusinessPlanning and Consolidation.



Utilize data regions, which allow you to set up a single businessprocess flow that can be used across applications within anapplication set.– A data region serves as a key for opening a single instance of a business

process flow.– For example, an 'Allocate Expense' business process flow could be running

for the same entity and time, but different categories.

Can be integrated with work states to offer an additional level ofintelligence and integration with your company’s regulatory processes.



Allow managers to:Monitor progress of all participants.Automatically send e-mail notifications to participants atpredetermined times to expedite progress.Coordinate required approvals for each step in the process.Assure consistency and uniformity.


Adding a New Business Process Flow

From the application set hierarchy, click Business Process Flows.From the Action Pane, click Add a New Business Process Flow.



Is accomplished through four general steps:



As you click on each of the four general tasks, a hierarchy pane –which details additional steps – will appear on the left side of theAdd a New Business Process Flow window.

When you are on the Setup BPF step, you must complete task “A.Define BPF” before completing the other tasks.Tasks B, C, and D need not be completed in sequential order.


Define BPF

Allows you to assign the following to your BPF:NameDescriptionControlling application: the application whose Time dimension willgovern the BPF.Owner: a user who will be notified when a step is completed.


Define Data Region

Displays the dimensions associated with the controllingapplication, and defines the "base" region in which the BPF isdesigned.

End users who run the BPF may select a different data region, asneeded, to perform their process flow tasks.The 'drive' dimension is a dimension that is common to all data regionsthat users might use in completing their BPF tasks.– The drive dimension must have a Reviewer property defined.

The 'identity' dimensions are all the dimensions that will be used in aBPF.– The Time dimension, used in all BPFs, is automatically selected.


Define Timing and Set Access

Define Timing allows you to set:– Recurrence pattern: Daily, Weekly, Monthly, Quarterly, Yearly, or Once.– Activation date and time: specify the date and time the BPF will become

active. (Prior to this time, it will not appear on the end user's Action Pane.)– Notification time: Automatic e-mail messages can be sent to BPF users to

remind them to perform their appointed BPF tasks.

Set Access: allows you to specify which users or teams will be able toaccess the BPF.– Users not specified in this step will not see the BPF on their Action Panes.


Add Steps and Substeps

Steps may or may not have sub-steps associated with them.If a step has no sub-steps, it must have an action associated with it.If a step does have one or more sub-steps, there can be no actionassociated with the step. Instead, an action is associated with eachsub-step.Steps may be subject to approval before a BPF can be completed.Steps must be completed in sequential order.


Define Actions and Enable the BPF

Actions:– Could be something like opening a schedule or publishing a report.– Are available in the Action Pane for all users who have access to the BPF.

You can finish a BPF after the first three general steps have beencompleted.– The Finish page shows a summary of the BPF for your review, and allows

you to make the BPF available to users immediately, or hold it aside forfuture use.

– If you Enable the BPF, it will appear on the Action Panes of the specifiedusers.


DEMONSTRATION

Lab 28Business Process Flows




Develop – Audit

Create Dimensions

Create Applications




Set up Security

Define Work Status


Enable BPC Audit


Audit Setup

Performed using the BPC Administration web pageMust select an application in the current view for the Manage Auditoptions to be available.Audit Trails– Data Activity– Administration Activity– User Activity


Audit Setup

Tasks To Audit (Data Updates)– SAP Business Planning and Consolidation for Excel– Data Manager Input, Clear, Move, etc.– Logic Execution– Live Report– Journals

Schedule Purging and Synchronization


Audit Reporting

Audit reporting is part of the BPC System Reporting ConsoleSelect Type of Audit Trail to Report– Audit Activity Report– Audit Data Report


Audit Activity Report

Audits the Administrative Activity, not data, that occur in SAPBusiness Planning and Consolidation.

Function Tasks (modify teams, dimensions, document types)Source (team name, dimension name, application name)Parameter (where applicable such as Full Process on optimization)Field (notes on what happened such as added dimension)Previous ValueNew Value


Creating an Audit Activity Report


The Audit Activity Report


Audit Data Report

Audits data inputs and data clears.Can set which dimension to group the rows by.Can set 3 dimensions or tasks to appear on the columns.Can set 2 report current view dimensions or tasks and use them forfiltering.


Creating an Audit Data Report


The Audit Data Report


DEMONSTRATION

Lab 29Using BPC Audit




QUIZ PLACEHOLDER


End of Session 4

Thank You!

Have a nice day…

Documents

SAP BPC Session 4