1. BW Basics

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3. 2 BW Overview……………………………………….....3 Accessing BW Reports…………………………….....6 Entering Selection Criteria…………………………..15 Working with Variants……………………………25 Report Workbooks…………………………………...31 Customizing Reports…………………………………36 Saving and Refreshing Workbooks………………..44 Agenda

4. 3 What is Business Warehouse (BW)? BW is SAP's data warehousing tool for ad hoc data analysis Why use BW? Shorter report run times; Better analytical and strategic reporting Better formatting; Report results are in MS Excel format Users can focus on data to meet their unique reporting needs Things to note about BW: Resides on its own server Separate User ID and password required Information is uploaded from SAP R/3 to BW twice a day Mostly summary level data The types of reports available depends on the role(s) you have been assigned BW Overview

5. 4 Functional Users / Specialists Transactional Summary Strategic Reporting Analytical (BW) Reporting Operational (R/3)/Transactional Reporting Strategic Decision-Makers Tactical Decision-Makers Super-Users / Analysts LEVEL OF DETAIL BW Overview

6. 5 R/3 ReportsBW Reports Highly structured layoutAble to be customized Drill down to transactional level dataMostly summary level data Real time informationData is refreshed on a schedule In same system and menu paths as R/3 transactions Log on to a different system Opens report within R/3 window (occasionally in MS Excel format but without functionality) Opens MS Excel to view/manipulate reports Special Ledger reports in Report Painter are difficult for users to build All custom designed at SPE BW Overview – BW vs. R/3 Reporting

7. 6 BEx Analyzer (BW) Login to BW Opening a BW Report “SAP BEx Open” window Using “Search for Report” features Accessing BW Reports Agenda

8. 7 Start > Programs > SAP Front End>Business Explorer > Analyzer (Programs menu paths may vary) Accessing Reports - Open BEx Analyzer Before opening BEx Analyzer, be sure MS Excel is closed. If you don’t have Business Explorer on your PC, call the Help Desk (x42188) for installation.

9. 8 Business Explorer (BEx) Analyzer open in Microsoft Excel BEx toolbar and menu options available BEx Analyzer

10. 9 If you are not logged on to BW when you open workbooks, you will be prompted to log on. From the SAP Logon window: 1.Select “BW/SEM Production – BPR” system 2.Click OK; The “SAP Logon BW/SEM Production – BPR” window appears. Login to BW 3.Verify Client field is set to “555” 4.Enter your BW user ID 5.Enter your BW password 6.Click OK

11. 10 Using the Settings button Verify BW Login To log on/off directly, click “BW server connection” in the list To verify if you are logged on to BW, click the “Settings” button A check mark next to ‘BW server connection’ indicates you are logged on

12. 11 From the BEx Analyzer Toolbar, click on the “Open” button Select “Workbooks” from the list to access a list of BW reports Open a BW Report Note: Individual users are selectively granted authorization to access data for specific areas, create queries, run queries or view workbook reports based on their business role. To request a BW ID and/or change security access visit the SAP Global Support site on mySPE and click the “SAP Security” link under the “Request Forms And Submission Process” section for the proper forms.

13. 12 Search for the desired report through any of the following: History – reports you’ve recently used Favorites – personally created reports Roles – reports arranged by functional area Open a BW Report – “SAP BEx Open…” window

14. 13 Using the Description / Technical Name field 1.Click in the Description field 2.Enter one of the following options: Full name of the report Partial name Keyword T-Code Examples: “GD13” “Cost” “Special Ledger Summary” Open a BW Report – Find a BW Report Note: No asterisk (*) is needed when using partial names to find a report in BW

15. 14 Open a BW Report – Find Function 1.Click the Find button 2.Enter one/more of the following options: a.Search String: The name or a portion of the name of the report b.By me: Reports created by you c.By user/user name: Select reports created by certain user d.Time Interval: Report created within system specified time period e.From: Report created within user specified time period In the BEx Open window… Note: No asterisk (*) is needed when using partial names to find a report in BW

16. 15 What are “Selection Criteria”? Entering Selection Criteria Required Fields Entering Single Values & Ranges Entering Multiple Values Using the Operators Deleting Selection Criteria Personalization Variables Working with Variants Entering Selection Criteria Agenda

17. 16 What are Selection Criteria in BW? It is how you tell BW what data you want to see What good Selection Criteria will do for you: Speed up report processing Give you more targeted results Things to note about Selection Criteria: BW remembers the data you entered the last time you ran the report You can save your commonly-used selection criteria as a “Variant” for future use in the same report Selection Criteria

18. 17 Fields with an asterisk (*) are required fields. A value needs to be entered before the report will run Example: Period/Fiscal Year, Company Code & Currency Type If you enter the values “001/2008” in the Fiscal Period/Year field and Currency Type “00” and run or “Execute” the report, you will view all records for April of Fiscal Year 2008 in their transactional currency Entering Selection Criteria – Required Fields

19. 18 To view a range of records, enter a starting value in the first data entry field and an ending value in the second field Example: Enter “001/2008” in the first field and “003/2008” in the second field to view records from April – June of 2008 To view records matching a single value, enter data in only the first field Example: Enter “1281” in the Company Code field to view records for only “Sony Pictures Television” Entering search values in more than one field combines the criteria Example: Entering the above criteria will produce a report showing the total costs incurred by the all Sony Pictures Television Profit Centers from April – June of 2008 Entering Selection Criteria – Single Values & Ranges

20. 19 Entering Selection Criteria – Multiple Values The Multiple Selection button is used to enter multiple sequential or non-sequential values or ranges to either include or exclude from the records displayed Example: If wanted to view only the records for SPHE Australia and SPHE UK click the Multiple Selection button and enter the corresponding company codes “5094” & “5122”. Click Execute to save the values and return to the selection criteria screen Note: When there are multiple entries, the box below the arrow of the ‘Multiple Selection’ icon will be green

21. 20 After opening the multiple selection screen: 1.Create a.txt file with the list of variables in a column 2.Click the “Import from.txt file” icon (located at the bottom of the Multiple Selection screen) 3.Locate the.txt file you created and click “Open” The variables in the.txt file will populate the Multiple Selection screen Entering Selection Criteria – Uploading Values Lists

22. 21 Another way to create a range of values is to use an Operator Entering Selection Criteria – Using Operators 1.Click the Operator menu button 2.Select an Operator from the list: = equal to value (default) <= less than or equal to value > greater than value < less than value 3.Enter a data value in the first data entry field for the selection criteria Example: The criteria listed above will display all records from April 2008 to the current date. Another way to create this range is to enter 001/2008 in the first criteria field and current date in the second.

23. 22 To remove selection criteria… Click in the criteria field and press the [Delete] or [Backspace] key on your keyboard. OR Click the trash can button at the end of the criteria row to remove ALL criteria for the field (including all multiple selection entries) Deleting Selection Criteria In the example above, clicking on the trash can for the Company Code criteria field would delete both values “5000” and “5999”

24. 23 If is yellow or you see the button, you have saved a personalized variable. The report will continue to run with the data values you entered and saved until you turn it off! Do NOT use the Personalize Variables button! Selection Criteria - Personalization Variables

25. 24 Undo Personalization Variables 1.Click the / button to display all of the available selection Criteria 2.Click the Yellow Smiley Face button next to the variable 3.When the Yellow Smiley Face turns grey you have removed the Personal Variable

26. 25 What is a Variant? A set of often-used selection criteria saved under a single name for easy access Things to note about Variants: Variants are workbook specific Other users can see and use a variant you create Dates (Period, Fiscal Year) should generally not be included in the variant since it will change frequently Name the variant according to the selection criteria, not the report Working with Variants

27. 26 Step 1: 1.Enter Selection Criteria 2.Click Save button Working with Variants – Create a Variant (1 of 2) There are 2 steps to creating a BW Variant…

28. 27 Step 2: 1.Enter a Variant name Limited to 30 alpha- numeric characters Names over 14 characters are not always supported Cannot include symbols (except underscore “_” ) or spaces 2.Enter a Description Limited to 59 alpha- numeric characters 3.Click Save button Working with Variants – Create a Variant (2 of 2) Note: While you can select individuals Selection Criteria fields to save in your Variant, we ask that until you are more experienced with the Save Variant screen that you leave all “Save Values” as Yes

29. 28 To view ALL Variants available: 1.Click the “Load Variants ” button 2.When the “Restrict Value Range” window opens, double- click on the Variant you would like to use Note: While you may be able to load a variant created by another user you may not be able to see data for other Company Codes Working with Variants – Load a Variant There are 2 methods to load a BW Variant for use… To view Variants you have created: 1.Click the “Variants Created by User” button 2.When the “Restrict Value Range” window opens, double-click on the Variant you would like to use

30. 29 1.Load the variant as described in the previous slide. 2.Make changes in the selection criteria 3.Click Save button 4.When the “Save All Variant” pop-up appears, DO NOT change the name of the variant! 5.Click Save button 6.Click Yes to confirm that you want to overwrite the existing variant Working with Variants - Edit an Existing Variant

31. 30 1.Click Delete Variant button 2.Double-click the variant to be deleted 3.Click YES button to confirm delete Working with Variants – Delete a Variant

32. 31 Executing (Run) Workbooks BW Report Components BW Cover Page Report Workbooks Agenda

33. 32 What is BW Report Workbook? An Excel workbook connected to a BW query which pulls data from our SPE data from various InfoProviders Do we use BW queries directly? No. The SAP Global Support Reporting team asks that you use only BW Workbooks Things to note about BW Report Workbooks: Workbooks are limited to 65,000 rows of records Workbook can be saved on BW server or to your local PC/network Some workbooks are set-up to refresh automatically when you access them. Others you may need to refresh manually to get the most-up-to-date data Report Workbooks

34. 33 Executing Workbooks Before you Execute (run) a report, it’s a good idea to check your Selection Criteria for errors 2.Click the Execute button 1.Click the Check button, then…

35. 34 Key Figures Navigation Area Results Area Analyzer Toolbar Characteristics BW Report Components

36. 35 BW Cover Page

37. 36 Working with BW Characteristics Filter a BW report Drilldown (add Detail) in a BW report Formatting in BW Customizing BW Reports Agenda

38. 37 Free Characteristics – (not shaded) not currently visible in the report results Characteristics – (shaded) currently visible in a column or row header Filtered Characteristics – the current data in the results only applies to the variable showing Customizing BW Reports - Characteristics

39. 38 1.Double click on the column header you want to view 2.After reprocessing, the report appears with the single results column and the Filter value in the characteristics Filter a BW Report

40. 39 1.Right click on the characteristic 2.Select Drilldown 3.Select Down Drilldown (Add Detail) in a BW Report After reprocessing, the report appears with the characteristic values in rows.

41. 40 Formatting is used to alter the font properties, background color, and other formatting options in a Workbook Changes made through this menu apply only to BEx cells Use the Excel functions to change Excel cells Changes made to one cell will change all similar cells If you change the color and font of a cell with a characteristic name, all cells containing a characteristic name will change Formatting in BW - Change Cell Formats

42. 41 1.Right click inside the report data; The BW shortcut menu appears 2.Select Title of field>Select Display As> Select (Display option) Formatting in BW – Display As You can choose different ways to display fields by Choosing the Display As option for the field

43. 42 Characteristics can be displayed by: Key and name - number followed by description (as seen in this example) Name - description only Key - number only Name and key - description followed by number Medium name - long text No display - used when an attribute name of a characteristic is required to be displayed rather than the characteristic Formatting in BW – Display As Display of WBS Element field as “Key and name”

44. 43 Click the Back button to undo last customization in the report* Customizing Workbooks – Back To remove all customizations and restore the global workbook formatting : 1.Right click inside the report data 2.Select “Back to Start” from the list The Back button only reverses changes made using BEx functions; Not Excel formatting

45. 44 Save a BW report to Favorites Save a BW report to a Local PC or Network drive Refresh a BW report Single report workbook Multiple report workbook Saving and Refreshing BW Reports Agenda

46. 45 1.Click the Save button in the BEx toolbar 2.Select “Save as new workbook…” from the menu Save a BW Report to Favorites When the “Save in document store” window appears 3.Enter a report name in the Description field 4.Click Save

47. 46 Save as you would an Excel file: 1.Click the Save button in the Microsoft Excel toolbar; the “Save As” window appears 2.Select a location to save the workbook 3.Enter a file name 4.Click Save Workbooks can be saved to your PC or network drive like any other Microsoft Excel file Can be viewed and manipulated using standard Excel functions without BEx Workbook data can be refreshed when accessed via BEx Analyzer Save a BW Report to a Local PC or Network Drive

48. 47 Once you have your worksheets set up as desired, they can be refreshed with up-to-date data individually, or all at once as needed. Refresh a Single Workbook Refresh All Tabs in a Workbook Click anywhere inside the report and click: Click anywhere outside the report and click: Refreshing BW Workbooks

49. 48 Things to note: When you refresh data, the position of the current highlighted cell is very important. If you want to refresh a single worksheet, click anywhere inside the shaded area of the report you want to refresh. If you want to refresh all worksheets in a workbook, click anywhere outside the shaded areas you want to refresh. The system will ask you to confirm that you want to refresh all the worksheets in the workbook. Also note that some multi-tab custom reports for specific SPE processes/projects will require you to click on a cell labeled “Query Not Calculated” before refreshing. Training on those reports, such as the IMSM General Marketing Budget Package, is included with the processes/project. Refreshing BW Workbooks

50. 49 Questions & Answers

51. 50 There are many resources available to help you with BW 1.Visit the SAP Global Support website on mySPE to find BW Quick Reference Guides, troubleshooting tools, etc. 2.Ask your Super Users (refer to the list provided to identify the Super Users in your department). 3.For technical problems accessing SAP, call the Helpdesk at 310-244-2188. Getting BW Help

52. 51 If you do need to contact the BW Reporting team… Step 1 - Open Lotus Notes Email Step 2 - Capture The Selection Screen with values Open report to the Selection Criteria screen Enter criteria (Or open variant) Press [Print Screen] key Paste into Lotus Notes email Step 3 - Capture the Report Output Press [Print Screen] key once report has finished processing Paste into same Lotus Notes email Step 4 – Outline the issue Results of Method Less Aggravation Quicker understanding of the issue Avoidance of redundant or miscommunication by email or voicemail Getting BW Help

53. 52 You can access SAP related information via mySPE. 1) Click DEPARTMENTS>Corporate>Finance 2) Choose SAP Global Support SAP Global Support on mySPE

54. 53 This site is loaded with Quick References and helpful hints. Highlighted are some of the key tools for new users. SAP Global Support on mySPE

55. 54 Change query view - Changes the existing query (only BW administrators will be able to change query views) Save - Saves the current workbook to either the BW InfoCatalog or the user Favorites Refresh query - Refreshes/updates data in a query from the source(s) Back - Undoes one navigation step Open - Opens a workbook or query Goto - Launches another BW or SAP report associated to the current query BEx Analyzer Toolbar

56. 55 Format - Alters the font properties, background color, and other formatting options in a workbook Layout - Changes the appearance of the report by attaching charts, displaying selected text elements, etc. OLAP functions for active cell - Works with active cells to enable drilldown, filtering, sorting, currency, translation, etc. Tools - Inserts/deletes queries, attaches charts, displays the header information of a query, and sets the password in the active Excel workbook Settings - Makes configuration settings for data refreshing, connection to the BW server, etc. Help - Accesses Help within Business Explorer Analyzer BEx Analyzer Toolbar

57. 56 CharacteristicsObjects that represent data elements. For example, company codes, profit centers and cost centers. Key FiguresObjects that represent key facts. For example: values, quantity or amounts. QueryA data evaluation based on the selection of characteristics and key figures. WorkbookMulti-functional report in Excel, may be one or more queries formatted and saved by the user. BEx AnalyzerMicrosoft Excel based tool used to execute and navigate within reports based on an InfoCube. InfoCubeA collection of selected data related to a business-oriented area in the form of characteristics and key figures that facilitate the execution of reports. For example, Project Systems Actual and Planned, Special Ledger, and Spent and Committed. InfoObjectThe smallest unit of information in BW. (e.g. account, cost center, amounts etc.). There are two types of InfoObjects: Key Figures and Characteristics. BW Terminology

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