Invaluable lessons for distributing reports with SAP BEx Broadcaster

Dr. Bjarne Berg Director SAP BI

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2007 Wellesley Information Services. All rights reserved.

What Well Cover

Overview BEx broadcasting wizard Advanced options for BEx Broadcaster Managing BEx Broadcaster Make it work in real life Wrap-up

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What Is BI Information Broadcasting?

A standard part of SAP BW 3.5 and higher,

BI Information Broadcasting lets you broadcast reports (i.e., BEx queries, Email workbooks, and Web applications) addresses, BW

users, BW roles SAP Enterprise Portal Knowledge Management (KM) folders SAP Enterprise Portal Collaboration Rooms

Note

You can also define and deploy iViews based on the resulting KM/Collaboration documents

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What Is BI Information Broadcasting? (cont.)

You can configure broadcasts to run: s Once only s On a scheduled basis (every day, week, month) s During specific times defined by the administrator s Any time (if you allow) s When an event occurs (i.e., when an exception occurs) s As part of a process chain You tell the system whether to send: s A link to regenerate the query, etc. based on live data s A standalone (pre-calculated) version of the item There are several format and compression Key options concept: Push vs. pull:
Broadcasting is a push tool
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Push vs. Pull: Change in Mentality

Users have a to change their mentality to stop

reviewing everything that is business as usual. The Push mentality requires that users plan for what is important to them and set up fixed sets of reports that are used to manage the business. In general, the push approach reduces the time users spend looking for information and provides them with more time to examine data that really matter to them. You should carefully consider using BEx Broadcaster for core reporting that users perform through any handheld computer device. This simplifies the security setup and also increases the speed of any report (does not access the source Tip system through limited bandwidth).
Casual users and executives are prime candidates for broadcasted reports

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Why Is Broadcasting So Valuable?

Reduces the time users spend looking for

information Improves the likelihood that users will use your BI data Expands the reach of BI data to non-BW users Makes BW data available for users on the go Lets you link your BW and portal systems together
s Users can collaborate, integrate BW content with

other enterprise and Web content, etc.

Note
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Different Needs and Tools

The information needs of the user communities are different
KPI & scorecard Formatted
Simple Easy to view Limited nav Aggregates

Flat reporting

Formatted Print Form based Static Predictable access

OLAP reporting
Drill down Slice and dice Analyze Data mining Search and discover

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SAP NetWeaver 2004s: New Object Types and Output Formats

New object types s You can broadcast BEx query views and formatted reports in addition to Web applications, queries, and workbooks. Reports are a new BEx object type developed within the new BEx Report Designer tool. New output formats s New output formats are based on the distribution type you select. You now can broadcast Web documents as PDF files.

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SAP NetWeaver 2004s: New Distribution Types

New distribution types s You can broadcast to any printer using Adobes PDF, Property Specification Language (PSL) or PostScript (PS). (Hint: Set up the printers under Tools CCMS Print).

You can broadcast user-

specific information based on attributes in the master data attributes using a distribution list in BI (bursting of emails). The

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SAP NetWeaver 2004s: Exception Broadcasting

Exception broadcasting is now

available in BEx Broadcaster. Create exceptions in Query Designer and select a distribution type in BEx Broadcaster. You can also use additional distributions types (subordinate) and create rules for when you monitor or execute the exception report. Base exceptions on single events or levels of any performance measure.
s See slide 29 for further information.

type to create a setting that broadcasts many channels (i.e., the To manage alland Enterprise Portal 6.0). printer alerts and workflow tasks from a single

You can use multiple distribution

location, integrate an alert with the SAP portals 6.0 universal worklist (UWL) in the Central Alert Framework 1010 (CAF) of SAP NetWeaver Application Server.

SAP NetWeaver 2004s: Query Performance

To increase the performance of key

queries, you can fill the OLAP cache or the MDX cache. This is useful if you have large numbers of users accessing a query, or you have a query that accesses a high volume of data.

The Fill Precalculation Store

distribution type allows you to precalculate Web templates, and the Precalculate Value Set option allows you to fill precalculated value set variables with values for characteristic values.BW 3.x could precalculate The Reporting Agent in The the data of a value and access it through the precalculatedtemplatesets are then URL. It could not broadcast queries, BEx available as variable values in workbooks, or Web templates by email or to KM folders. queries. 1111

Why Is Broadcasting So All Encompassing?

BW is an

integrated decision support system with a high degree of flexibility.

Therefore, BEx

Broadcaster has to function for a variety of purposes and for a diverse audience.
Today, BEx

1212 Broadcaster

What Well Cover

Overview BEx broadcasting wizard Advanced options for BEx Broadcaster Managing BEx Broadcaster Make it work in real life Wrap-up

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BEx Broadcasting Wizard Ad Hoc Scheduling

Access BEx broadcasting wizard from the context

menu in a query

BEx broadcasting wizard is a tool for

end users to distribute queries and workbooks to single individuals or larger audiences through email, printers, or SAP Enterprise Portal 5.0 or

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Output Formats: HTML

HTML file s Use this option to send a single HTML file (standard static Web page). This is an easy way to send Web pages to handheld devices (i.e., Blackberry or Pocket PCs), and also to custom Web applications. The report is a snapshot rather than live

data

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Output Formats: XML

You can now broadcast query output in Excel format (XML for MS Office) without using precalculation server (available as of Support Package 8) Any parser engine that can read the XML documents supports this format; you can also use it for customized Web development efforts

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Output Formats: MHTML

HTML as Separate

Multipurpose Internet Mail Extensions (MIME) Files

s

Provides a set of individual files for each Web item in your report.

The benefit of this standard

Web format option is that it optimizes reuse of objects, as images are cached in the

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Output Formats: Online Links to Current Data

Heads Up!
The recipient may not see the same as what you believe you sent, since the data may have been refreshed since you sent the broadcast.

Online Links to Current Data

s The link back to the online source (requires recipients to log

This is the most secure

on with a username and a password to see the content, but can see the latest data).

method for protecting the access to your data. However, the recipient must have online access to your system, a username, and password.

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Output Formats: PDF

The output format determines how many steps the wizard has (e.g., PDF has 6 steps, while online links has 5)

The use of PDF as a publishing and broadcasting option is

new in SAP NetWeaver 2004s. To make it work, configure PDF broadcast Adobe Document Services (ADS) on the Java Stack.
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Output Formats: ZIP Files

Pros: File size much smaller Cons: Not as easy to use as you have to unzip the file and need to license the unzip program

Zipping files reduces the size and improves network traffic: s It is very good for sets of MIME files, which are relatively large s Not a good option for handhelds (requires unzipping and several read steps) s Normally not needed for single HTML files unless the report is very long 2020

Identify Recipients and Enter a Message

Enter one or more email addresses, a subject, and body. The importance level flags the email for delivery to your recipient.

Click on Continue to save and schedule the broadcast to execute later OR Click on Execute to execute the broadcast once only, during the next available processing window, and exit.

Add comments in the Contents area to describe the query

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Define a Name for the Broadcast Setting

This is the name under which you store

your settings If you want to execute this broadcast more than once with these settings you can save them You can retrieve the settings later
Tip

Define groups of settings for reports you send repeatedly (i.e., weekly status reports, month2222 end financial reports, etc.)

Tell the System When to Schedule the Broadcast

You can schedule the job to run every time the infocube is changed (the process chain has run) You can limit the users to when they can schedule jobs to avoid stress on the system. We can provide multiple predefined times when they can schedule the reports.

You can also allow the users to create their own scheduling times (only authorized users see this)

Developers should set up predefined windows of time to 2323 schedule broadcasts.

What Well Cover

Overview BEx broadcasting wizard Advanced options for BEx Broadcaster Managing BEx Broadcaster Make it work in real life Wrap-up

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BEx Broadcaster
BEx Broadcaster is another way to access tools to

broadcast queries, workbooks, and Web applications. Business typically give access to the power users or developers only, since it has more options and requires slightly more skills. Access via Web Application Designer (Web AD) or Query Designer

SAP NetWeaver 2004s Web AD

SAP NetWeaver 2004s Query Designer

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Regular Scheduling by Power Users Using BEx Broadcaster

Through BEx Broadcaster, power

users or developers can broadcast content to specific BW users, roles, email addresses, or email groups and set language. You can also make the broadcast user specific. The output formats are the same as

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Select Characteristic Values

You can determine the broadcast based on

predefined selections, or you can use a control query to determine the characteristics values to include in the Set the standard template for broadcasting can from SAP Reference IMG SAP Customizing Implementation Guide SAP NetWeaver Business Intelligence broadcast. Reporting-Relevant Settings BEx Web Set Standard Web Templates.
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Determine the Recipient of Bursted Broadcasts

These fields determine the recipients in

bursting of reports (mass broadcasts with user-specific views) In this example, I am bursting emails based on the company code and sending
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BEx Broadcaster: Exception Reporting

You can make BEx

Broadcaster send you an exception report when an exception occurs or if the system reaches a certain level

First, you have to define

the exceptions for the query and make the exception active.

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BEx Broadcaster: Exception Reporting (cont.)

power users can use defined exceptions to broadcast when exceptions occur to send a broadcast only when the selected trigger point occurs. concepts: that you can use only those Key Note Don't spend time monitoring business as usual activities, only get alerted when exceptions occur. Don't search for exceptions, send them automatically. exceptions defined in the query in the
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Under the General Precalculation tab,

Filter Navigation Tab

recipient to navigate the reports by the characteristics you select. The more items you include, the larger the size of the broadcast items. This is not a problem if you are mailing to a few of users, but for thousands of users daily, you should Great The benefit items carefully. select these of the Filter Navigation tab is that you can select which
Feature

If you precalculate the queries, you can allow the

items you want to enable without having to create new queries 3131

Why Broadcast to SAP Enterprise Portal (5.0 or higher) vs. Email?

More powerful s Users can comment, rate, and discuss the broadcasted assets s You can place the assets in iViews on cockpits/dashboards s You can integrate the assets with other portal content s Portal users without a BW user ID can now access BW content s TREX searches include broadcasted assets More user friendly s Users can subscribe/unsubscribe themselves Easier, more flexible administration s You can leverage the portals access control lists/capabilities s No email address lists to maintain (users 3232

Options for Broadcasting to the Portal

The broadcast options are similar to the email

distribution. You have several choices:

s 1 - Deploy via KM Favorites

4 - Deploy via the BW

showcase role s 2 - Deploy via a KM folder 5 - Deploy via custom iViews s 3 - can broadcast You Deploy via Collaboration Rooms

the content to the portal at fixed intervals and have the content instantly available through independent Web pages. You can also broadcast to Great the portal through There is a demo role available in SAP Enterprise Portal 6.0. You links back to your role for your publishing to the portal or enhance it can use this
Feature

any way you like.

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What Well Cover

Overview BEx broadcasting wizard Advanced options for BEx Broadcaster Managing BEx Broadcaster Make it work in real life Wrap-up

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Security
Controlling which users can schedule ad

hoc or through BEx Broadcaster is a critical maintenance issue You can control the user's ability to schedule the reports through the authorization object S_RS_BCS
s The administrator still uses the standard

S_RS_ADMWB object
You also have new broadcast settings for

the RSADMWBOBJ field. These settings include:

s Maintain/Delete (23) s Display (03) s Execute/Schedule (16)

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Broadcasting Administration Interface in SAP NetWeaver 2004s

News: With SAP NetWeaver 2004s, there is a new transaction RSRD_ADMIN (or RSA1>Administration>Broadcasting) where you can manage BEx Broadcaster 3636

New Broadcasting Administration Interface Features

Broadcast Types

Distribution Types

Output Formats

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Monitor Schedules in Broadcasting Administration

The Broadcasting

Administration allows you to monitor and see who is scheduling what and if some times are more heavily utilized than others (e.g., 7 to 8 am). This is a great tool to help balance stress on the system.

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Reorganize Bookmarks with Broadcasting Administration

Reorganize and delete

bookmark IDs and view IDs that the system created for Information Broadcasting but no longer needs.

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Manage Broadcast Logs

RSRD_LOG displays all logs for BEx

Broadcaster settings. Logs are only written for scheduled settings and not for directly In large BW executed settings.

You can also use RSBCSRE03 to delete

systems with many users and frequent broadcasts, the logs can be really big, so you should delete them periodically

email logs that BEx Broadcaster created

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Execute and Debug

Great Feature

Using transaction

RSRD_START, you can execute (and therefore debug for test purposes) any settings Make sure to activate the indicator for executing settings online
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Create Jobs to Run After Other Jobs or Defined Events

Link a job to

another job to create set of events that allows the scheduler to build complex broadcast rules that may be hard to maintain (and understand)

The best approach is to create

time points (periodic broadcasts) as the default broadcasting option

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Process Chains and Time Points

You can assign broadcast events to process

chains. First you create a variant with and assign it to the InfoCube. The event in the process chain triggers the broadcast event. Creating time points
s You can create background jobs

(transaction SM36) to schedule any jobs starting with the text "TP_BROADCASTING_". This allow users to broadcast at certain time points. In SM36, start the condition, select the date and time when the job starts, select the periodic Tool flag and define it as hourly, daily, Time points control when end users canor other. weekly, monthly, schedule broadcasts. This avoids heavy
scheduling during data loads or times when many users access the system.
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Create Time Points

Create background jobs using transaction

SM36 to schedule any jobs starting with the text "TP_BROADCASTING_"

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Create Time Points (cont.)

You can

create empty periodic jobs, that broadcasting wizard later associates with queries (as explained on slides 13-23)

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Create Jobs Using the Job Wizard in SM36

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Reporting Agent Is Dying Dont Use It!

IMPORTANT: Old Reporting Agent scenarios still run in SAP NetWeaver 2004s. However, Reporting Agent will not be developed any further and is removed from SAP NetWeaver 2004s Workbench. You can now only reach Reporting Agent 4747

Prerequisites for Workbook Precalculation

1. MS Office XP (or .NET framework version

1.1 or higher) 2. MS Excel 2000 (or higher) 3. SAP BW workbook precalculation services.

s Note: servers with this installed will be visible

under the transaction RSPRECADMIN and you can Tip This is not needed for standard balancing. also perform server load
broadcasting of Web queries or 6.20/6.40 only for BEx web applications, with workbooks

4. SAPGUI

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Prerequisites for Workbook Precalculation (cont).

Use transaction

Hardware

requirements vary depending on:

s volume of data being s s s s s

RSPRECADMIN in BW Administrator Workbench to reach the precalculation settings

broadcasted data formats Channels number of users type of queries or workbooks broadcast frequency

You also can broadcast

SAP provides no

detailed recommendations

query output in Excel format (XML for MS Office) without using precalculation server (available as of Support 4949

What Well Cover

Overview BEx broadcasting wizard Advanced options for BEx Broadcaster Managing BEx Broadcaster Make it work in real life Wrap-up

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Decide Who Should Be Allowed to Do What: Governance Council

There are many options and decisions to make

about who should be able to access all the broadcast features. A good approach to decide how gets access and also when to create any time points is to create a governance council of a few managers Regulardevelopers. and Power Authors Develo BW users users pers Admins
Email Portal

Targe t

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-/

BEx broadcasting wizard Tools BEx Broadcaster Process chains One-time Scheduling
Schedule using preset time points

-/

Free schedule

-/

Spam Filters and Server Blockers

Spam filters may automatically block users who create a high volume of

emails in the browsers and mail servers. You have to make sure that the internal email system flags you as a valid email broadcaster.

Review regularly that mail systems such as Yahoo, Google, AOL, Microsoft, and others have not flagged all your emails as spam. 5252

Manage Time Points your broadcasts to the end of process chains. Long process chains may slow down the load processing of large systems with hundreds of InfoCubes. Good time points may be 6-8 am when the load jobs are finished and Another good time may be at the end of week or monthly loads on the weekend before a large numbers (i.e., Saturday or Sunday mornings). of users accesses the system. The key is to balance the times when users can execute jobs. If
you do not carefully manage this, users tend to schedule their 5353 broadcasts between 7 and 9 am.

Be careful to not add all

Avoid Volumes of Junk

Users tend to schedule queries for

distribution and never disable the schedule after it has started to run. This creates mountains of junk that few actually use.

Users who don't want a broadcast tends

to simply delete it, or automatically removes the email. So, how do you know if anyone reads the broadcasts?

Best Practice

Developers should perform a periodic review of scheduled broadcasts to see if there are any candidates for deletion

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How to Stop Volumes of Junk: Monitor Broadcasts

Establish a process to review and control

internal spam kings

Best Practice

Use the transaction codes SCOT and SOST to monitor SMTP mails
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KPI and Exception Reporting

A major challenge in setting

up the BI Broadcaster for exception reporting is the definition of what an exception is. Set this up in the query, and BEx Broadcaster uses it. If the query does not define the exception the way that a user wants it, it is not available to broadcast as an Exception reporting requires that users execute and exception. a query to see whether to broadcast it. This evaluate
Issue

overhead can be substantial if you have a high number 5656 of users monitoring different queries.

What Well Cover

Overview BEx broadcasting wizard Advanced options for BEx Broadcaster Managing BEx Broadcaster Make it work in real life Wrap-up

5757

Resources
Dr. Bjarne Bergs resource

site

s http://csc-

studentweb.lr.edu/swp/Berg/B B_index_main.htm

Broadcaster at

International Paper, ASUG 2006 Dr. Berg & Joyce Butler

s http://csc-

studentweb.lr.edu/swp/Berg/Ar ticles/ASUG-2006-v6.ppt

5858

Resources (cont.)
BEx Broadcaster including

BI 7.0 new features Dr. Berg & Filip Lemmens

s http://csc-

studentweb.lr.edu/swp/Berg/Ar ticles/Portals_2006_Broadcaste r_v19.ppt

SAP BEx Broadcaster: How

to make it work in practice Dr. Berg

s http://csc-

studentweb.lr.edu/swp/Berg/art icles/broadcaster_v15.ppt
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7 Key Points to Take Home

Do not schedule all your broadcasts after a

process chain has completed: It may slow down nightly data loads Control the times users can run reports to avoid high stress on the system Segment the broadcast tools based on the user roles and level of training Monitor the logs carefully and make sure that you control spam kings Do not give free scheduling to a high number of users Be aware that spam filters may catch many of your broadcasts If you are not on SAP NetWeaver 2004s, 6060 seriously consider an upgrade and stop

Your Turn!

Questions?

Dr. Bjarne Berg

Director of BI bberg@Comert Inc.com

http://csc-studentweb.lr.edu/swp/Berg/BB_index_main.htm

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