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SAP Business Planning and Consolidation

Administrator Training Session 2

Agenda - Session 2
Creating Applications and Adding Dimensions Optimization Introduction to BPC Logic Loading and Validating Data

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Develop Create Applications 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

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Creating a New Application If you select Application on the left, the Action Pane will display application tasks.

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Creating a New Application To create a new application, click Add a new application.

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Creating a New Application


You add a new application to an application set by copying the structure of an existing application. The structure includes an application's dimensions, data, and templates.

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Application Types
When creating a new application, you must choose an application type, which tells the system which properties to associate with the application. An application is either:
Reporting Non-reporting

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Reporting Application Types

Reporting applications are used to:


Financial: allows you to perform management consolidation functions. Supports data translations from local currencies to one or more reporting currencies, intercompany elimination calculations, and other calculations.
Must reference a Rate-type application.

Consolidation: allows you to perform legal consolidation functions. Similar to a Financial-type application, but with legal consolidation rules instead of management consolidation rules.
Must reference an Ownership-type application and a Rate-type application.

Generic: has no special requirements (other than to include the four minimally required dimensions).
Has no out-of-the-box business intelligence, so if you want to apply logic, you must create it using BPCs script logic.
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Non-Reporting Application Types Non-reporting applications are designed to support reporting applications or to simply hold data, such as price or rate information. You can report on non-reporting application data, but you cannot view its data in an Insight dashboard, or assign work status codes to the data.

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Non-Reporting Application Types Non-Reporting application types:


Rate: is a supporting application for one or more Financial reportingtype applications. Used to store exchange rates that support currency conversion in financial applications.
Must include a Currency-type dimension detailing the exchange rates by each individual input currency.

Ownership: is a supporting application for a Consolidation reportingtype application. Stores information such as the consolidation methods, ownership percentages, and group rollup information used for legal consolidation. Generic: has no special requirements (other than to include the four minimally required dimensions).
Has no out-of-the-box business intelligence, so if you want to apply logic, you must create it using BPCs script logic.

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Modifying an Application If you select an application on the left, the Action Pane will display application tasks specific to that application.

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Modifying an Application To modify an application, click Modify application.

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Modifying an Application Use the arrow buttons to add or remove dimensions from the application.

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Optimization When new application sets and applications are created, it is a best practice to run a Full Optimization. In addition, you should optimize your applications periodically to enhance system performance. Optimization cleans up data storage which improves the responsiveness of the system. There is no rule of thumb for how often to run optimizations. The need can vary depending on the characteristics of your hardware environment and your application.

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Data Storage Types Optimization options center around three different types of SAP Business Planning and Consolidation data storage:
Real Term: This is data that is the most current data sent to the system. Data sent by BPC for Excel data sends and Live Reporting data sends is placed in real term storage. Periodically clearing real term data greatly optimizes the performance of the system. Short Term: This is data that is not real term data, but is also not in long term storage yet. When you load data via Data Manager, it loads the data to short term storage so that the loaded data does not affect system performance. Long Term: This is your main data storage. All data eventually resides in long term storage. Data that is not accessed very often remains in long term storage so that the system maintains performance.

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Optimization Options The optimization options interact with the three types of data storage in different ways:
Lite Optimization: Clears real term data storage and moves it to short term data storage. This option does not take the system offline. Incremental Optimization: Clears both real term and short term data storage and moves both to long term data storage. This option takes the system offline, so it is best run at off peak periods of activity. Full Optimization: Clears both real term and short term data storage and processes the dimensions. This option takes the system offline and takes longer to run than the Increment Optimization. It is best run at down time periods.

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Optimization Applications The Compress Database option sums multiple entries for the same Current View into one entry so that data storage space is minimized.

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DEMONSTRATION Lab 9
Creating a New Application

Lab 10
Grant Access to the Sales Application

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APPSHARE PLACEHOLDER

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Develop Create Logic / Calculations 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

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Logic
Logic allows you to define formulas that perform calculations on BPC members and data. You can create three different types of logic:
Worksheet logic Dimension logic Advanced (Script) logic

Each type has advantages and disadvantages. You typically use some combination of all three types to achieve the desired results.

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Worksheet Logic
Uses BPC and standard Excel mathematical operators and functions to produce results. Is typically used for simple calculations and events, such as data retrievals (EvGTS), sends (EvSND), and variance calculations (EvBET). Produces calculated values that do not need to be stored in the database.

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Worksheet Logic: Pros and Cons Pros


Speed - the formulas reside in the worksheet, so calculations are fast and have minimal impact on performance. Flexibility - you can define many formulas in the worksheet. No server load worksheet logic uses the client machine to perform calculations, so it allows the server to run more efficiently.

Cons
Static - the formulas are only available in the worksheet in which they are written, and need to be rewritten for each worksheet. Cannot be applied as a process - worksheet formulas cannot be executed via the Data Manager (i.e. the calculations are not performed until the sheet is opened and the data refreshed). Not stored - results are not stored in the database.

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Dimension Logic
Is based on MDX syntax, and is assigned directly to a member.
MDX stands for Multi-Dimensional Expression, and is a language used by MS Analysis Services. SAP Business Planning and Consolidation is shipped with many useful MDX functions that help standardize your calculated members, but you can use any Microsoft MDX functions to create dimension logic.

Utilizes the Formula property.

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Dimension Logic Dimension formulas calculate on the fly at retrieval time. These formulas can affect retrieval performance if not used properly.
Dimension formulas should only be used for formulas that need to be calculated after aggregations (e.g. ratios). Dimension formulas should not be used on members that need to aggregate. Use a SOLVEORDER command when dimension formulas are used on more than one dimension.

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Solveorder Example You have the following members in the Account Dimension:
Account1 Account2 Account3 (Formula is Account1/Account2)

You have the following members in the Product Dimension:


Product1 Product2 Product3 (Formula is Product1+Product2)

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Solveorder Example Results When Solveorder is not used:

Incorrect result because ratio is calculated prior to the addition.

When Solveorder is used

Correct result because ratio is calculated after the addition.

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The Formula Property Must be added using Maintain dimension property in order to use dimension logic. Must have a field size equal to at least the length of your longest formula. Will appear as a column in the dimension member sheet.

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Dimension Logic
Is defined in the Formula column of the dimension member sheet.
You can also reference MDX functions from a library file, which is used to store multiple formulas that are referenced by dimension logic.

Is typically used in the Account dimension, but can be used in any dimension.

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Dimension Logic Examples


Adding two accounts
Syntax: account1+account2
- OpInc+OtherExp

Multiplying by a factor
Syntax: account1*factor
- PretaxInc*-.35

Dividing one account by another


Syntax: account1/account2
- GrossMargin/TotRev

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Dimension Logic: Pro and Cons Pro


Consistency - the same logic is applied to all members in all applications that use the dimension.

Cons
Lack of flexibility - dimension logic applies to all levels in the dimension and in all applications using the dimension. If you want to apply a formula only to base level members or want a formula to be used in only one application you should use advanced logic. Can create a load on the server.

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Advanced (Script) Logic Is accessed from the Script Logic subdirectory in the hierarchy of a particular application.

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Advanced (Script) Logic


Is used for calculations with special requirements.
For example: a Units x Price calculation. Such calculations must only be performed on base level members.

Uses MDX and/or SQL syntax.


SAP Business Planning and Consolidation provides a library of MDX and SQL formulas. The ApShell application set is pre-configured with many logic functions.

Is application specific.

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How Advanced Logic works


The Logic module:
Reads a specific data selection from the application. Applies to it a set of user-defined formulas (stored in a logic file). Derives the values. Writes those values back to the application.

Results are written directly to the application as base data, and are aggregated up the dimensional hierarchy as they are, without being recalculated at upper levels.
All dimension logic formulas are applied to these results. This process allows you to perform such calculations as units times price because the formulas are applied only to those members specified in the logic file.

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Advanced Logic Files You will have two files for each advanced (script) logic you create.
.LGF - an ASCII file that you use to create/edit your logic calculations and is accessed through the Script Logic editor in the Admin Console. .LGX - the compiled logic file. Created by the system when you validate and save your logic. This is an executable version of the .LGF file.

There are two types of advanced logic.


Default Other

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Default Advanced Logic Is maintained in the Default.LGF file.


All logic in Default.LGF is run after data sends. The INCLUDE statement shown below enables currency translation to happen in real time, rather than as a batch process.

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Other Advanced Logic It can be cumbersome to manage all your logic in the Default.LGF logic file, therefore you can create Other logic files, such as:
FXTrans.LGF contains the logic needed to do foreign currency translation. ICElim.LGF contains the logic needed to do inter-company eliminations.

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The Library File


Stores a library of standard functions. Has the extension .LGL. Can be called at validation by using the INCLUDE function in your logic file.
The Logic module scans the library file for the appropriate formulas to use based on the information in the LGF file.

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The System Constants File


Is the logic file that maps your dimension names for the application to the standard BPC dynamic logic. By updating the dimension constants file with your dimensions, you avoid having to change or rewrite any of the standard functions that are included with SAP Business Planning and Consolidation .

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The System Constants File Is located in the following folder:


<BPC>\Data\Webfolders\<AppSet>\AdminApp\<App>

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Running Advanced Logic


Advanced logic can be automatically invoked each time data is sent to the database.
Logic contained in the Default logic file is executed immediately after data is sent and the results can be seen in SAP Business Planning and Consolidation right away.

Advanced logic can be run from Data Manager for batch processing of formulas.
Using Data Manager to execute Logic module formulas is useful for calculations that do not need to be executed immediately. For example, an administrator may decide to wait until all the data has been entered in the local currency before generating the translated amounts in the reporting currencies.

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Advanced Logic: Pros Pros


Real-time - allows for real-time calculations. Flexible - enables you to apply different formulas to different applications within an application set (dimension logic is applied to all applications using the dimension). Syntax options - you can use SQL or MDX syntax.

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DEMONSTRATION Lab 11
BPC Logic

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APPSHARE PLACEHOLDER

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QUIZ PLACEHOLDER

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Develop Load and Validate Data 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

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Data Manager
Is an SAP Business Planning and Consolidation module that helps you manage the data moving into and out of applications, as well as to copy or move data within and across applications. Supports mapping and complex transformations of data. Is based on SQL Server Integration Services (SSIS).
SSIS is made up of packages, and each package performs a set of specific tasks.

BPC is delivered with a set of packages to meet your many data management needs.

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Accessing the Data Manager


From the Launch Page, click BPC for Excel. From the Action Pane, click Manage Data.

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Data Manager Packages


Allow you to move data into, out of, and between your BPC databases. There are two broad types of packages you can use to move data depending on your needs:
Standard Packages Administrative Packages

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Standard Data Manager Packages


Perform their function while the system is live (i.e. users can be online).
For example, you can use a standard package to load monthly data.

Can be run by administrators with the appropriate task security. We recommend that you use standard packages whenever possible, because they work within the BPC user ID security framework and there is little risk of data integrity issues.

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Standard Data Management Packages


Import: imports one or more ASCII files into the current application.
You are prompted for one or more import file and associated conversion files. The signs of the amounts are reversed based on the Account type.

Export: exports data values from the BPC cube (including calculated values) into an ASCII file.
You are prompted to enter a name for the export file and for a data selection to export.

Clear: clears the data in the Fact and FAC2 table by importing zero values.
The optimize process removes the zero values, which clears all values from the table. Running this package also clears comments from the comments table.

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Standard Data Management Packages


Copy: copies data between dimensions within an BPC application. Move: lets you move any selection of data within an application.
You are prompted for source and destination data selections for all dimensions. The destination selection's fact table records are cleared before the source's records are moved. The source's fact table records are cleared after they are moved to the destination.

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Standard Financial Processes Packages


FX Restatement: is used for currency translation. The package runs the FXTrans logic. IC Eliminations: used to perform Inter-Company eliminations. The Package runs the ICElim logic.

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Administrative Data Manager Packages


Are designed to perform operational tasks on the database.
For example, you can use an administrative package to include back-end data manipulation where you are loading bulk data for the first time, exporting an entire database, and running default logic formulas on your data.

Take the system offline. Can only be run by administrators with the appropriate task security.

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Administrative Data Manager Packages


Append into Fact Table: imports data into the database by appending the data to the fact table, processes the data into the BPC cube, and then runs default logic against the imported data set. Import into Fact Table with Clear: clears the fact table for all Entity/Category/Time member combinations found in the data source file and imports the data into the database. Export from Fact Table: exports input-level data (but includes translated currency values) from the application fact table into an ASCII file. Default Formulas: executes default formulas stored in your Default logic file.

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Data Transformations
Allow you to map external data to internal SAP Business Planning and Consolidation data structures. Are performed by setting up at least two Excel files:
Transformation file Conversion file

After you set up your transformation and conversion files, you specify which package to run, and which transformation and conversion files define your data transformations.

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Transformation files
Allow application administrators to set up the rules for reading data from an external source and putting it in the proper form for a BPC database. Are Excel files that contain one worksheet named Instructions.

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Conversion files
Define the mapping from external to internal member names. Provide the ability to perform arithmetic and rounding on data. Can contain one or more worksheets for different types of data transformations.

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Data Preview
Is accessed by clicking Preview data file from the Action Pane. Allows you to preview the first 200 lines of a data file.

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ASCII Import File Formats


The source file for a data import must be a text file containing delimited strings.
Each field represents the name of a dimension member.

The source file can be in either of two formats:


Fixed - requires a first row defining the name and position of all dimensions.

Fixed

Variable - allows the user to define the name and position of the dimensions using multiple lines beginning with an asterisk (*).

Variable

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DEMONSTRATION Lab 12
Loading Currency Exchange Rates into the Rate Application

Lab 13
Loading Actual & Budget Data into the Finance Application

Lab 14
Creating Forecast Data for the Finance Application

Lab 15
Loading Data into the Sales Application

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APPSHARE PLACEHOLDER

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QUIZ PLACEHOLDER

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End of Session 2

Thank You!
Have a nice day

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