Financial Planning/Budgeting Review and Approval Process in SAP BPC NW 7.5 - An “End-to-End”...

Planning/Budgeting Review and Approval Process Process

Designed and Developed By

Jothi Periasamy&

Siva Namuduri

Planning/Budgeting Review and Approval

Through

SAP BPC NW 7.5


a community service

Authors:Siva Namuduri - SAP Certified Application AssociateSAP BPC Consultant E-Mail: [email protected]

Jothi PeriasamySAP EPM (BI, BPC, BOBJ) Subject Matter ExpertFinance Transformation Solutions ArchitectE-Mail: [email protected]: http://www.linkedin.com/in/jothiperiasamy

SAP BPC NW 7.5 Work Status

Planning/Budgeting Review and Approval Process

Executive Summary:

This document demonstrates, step by step how to implement a Planning/Budgeting Review and Approval Process through the Work

Status functionality in BPC 7.5 NW (same steps may work in MS version as well). It is assumed that reader is proficient in BPC

terminology in SAP NetWeaver technologies and also the application navigating in BPC and its user interfaces.

Solutions Building Blocks:

• Application : MYAPP (FINANCE/REPORTING type) that is in application set MYSET is used

• Dimensions : MYAPP uses the following dimensions (minimum required properties and dimensions are used to keep it

simple):

Dimension Name Dimension Type User Defined Properties


Jothi PeriasamySiva Namuduri




Dimension Name Dimension Type User Defined Properties

MYACCDIM Account

MYCATDIM Category

MYENTDIM Entity Owner(60)

MYCURDIM Currency

MYTIMDIM Time

• Workflow Drivers: MYENTDIM is used as work status driver dimension, MYCATDIM + MYTIMDIM are used as additional lock

dimensions

• Reviewer and Approver: User BPCUSER332 and BPCUSER305 are used in Owner property of the work Status driver

(MYENTDIM) dimension

• Work States: Work States DEFAULT (Work In Progress) , STATE1 (Submitted for Review) , STATE2 (Approved) are used to

demonstrate how a owner and manger control the workflow

Business Scenario:

�Work status in BPC controls the access to a planning/budgeting data sets , data can be accessed through various BPC

interfaces at different phase of a Planning/ Budgeting review and/or approval process. Work status helps to ensure that the

data regions are locked down at a checkpoint and changes to the data region are limited to certain interfaces and roles. Since

Work Status can be configured for interfaces , ownership can be designated at dimension member level. When properly setup,

work Status gives very fine level of control on when the data can be locked for changes and who can designate the locks on

the data regions.

Typical Example:

• While creating budget, initially users with proper entitlements can enter/collect and modify budget data using input schedule

•After all user inputs are entered, the owner of the budgeting process advances the work status (Example : Submitted �

Planning/Budgeting Review and Approval ProcessDesigned and Developed

By Jothi PeriasamySiva Namuduri


Jothi PeriasamySAP EPM (BI, BPC, BOBJ) Subject Matter Expert (SME)Finance Transformation Solutions ArchitectE-Mail: [email protected]: http://www.linkedin.com/in/jothiperiasamy


•After all user inputs are entered, the owner of the budgeting process advances the work status (Example : Submitted �

Review ) of the data set, in which only select group of users can make changes to data via input schedule

•Once review is complete the data region work status is set to Approved by budget owner. No changes are allowed to the

budget by any user via any defined user interface.

�This type of control can be exercised across interfaces (manual input / journals / comments ) using work status.

�Work status gives the ability to change the level of access for users without making any changes to user entitlements during

each Planning / Budget / Forecasting iteration. Without work status, to achieve the same level of control on data access,

multiple Task Profiles and Member Access profiles need be created and at each check point, the user need to be moved from

one task / member access profile to another task / member access profile so that the user’s capability to change the data via a

particular interface is enabled or disabled.

� In BPC work status settings are used along with Business Process flow (BPF) to enforce that appropriate locks are placed

on the data during the process.

SAP BPC NW 7.5 Work Status Key Functions:

In SAP BPC NW 7.5, the Work States are setup across all applications at the Application Set level and configured for each application by designating dimensions with Owner property for each application that uses work status

� Application Set Functions: � Add new Work State

� Modify Work State Name and/or Description

� Delete existing Work State

� Re-Order Work State order

� Update Work Status grid settings – Interfaces/ Controller






� Application Functions:� Select Work Status Controlling Dimensions

� Assign Dimension that has Owner property

� Populate proper owner values for the dimension member properties

� Validate Task Profiles - make sure users can access work status option

� Set proper value in Application level parameter APPROVALORG

� Data Region Functions:� Set Work Status for a specific data region (move forward/backward one state)

� Adjust Work Status for a specific data region

� Reporting Functions:� Generate system provided reports for a given date and data region



Jothi Periasamy&

Siva Namuduri


Through

SAP BPC NW 7.5





Business Solutions Overview

SalesSales

Planning and Reporting Process

�SAP BPC NW 7.5SAP BW 7.0

RevenueProcess

CostProcess

Budget Process

RevenueDrivers/ Scenario

CostDrivers/ Scenario

Budget Scenario

Technology Scope

SAP NetWeaver Systems Landscape

SAP

Cash Flow

P&L

Balance Sheet

Business Solutions Architecture



JDE/etc

Sales

Cost

Data Source / Actuals

Sales

Revenue

Plan/Budget/Forecast/Consolidated Data Storage

�SAP BW 7.0�SAP ECC 6.0�SAP BOBJ XI 3.5�Xcelsius Dashboard

Sales

Forecast

OracleSAP

SAP

Business

Objects

Xcelsius




Corporate Head Quarters –USA

Finance Controller

Sales Region - Asia- PacificCost Center Manager

Sales Region - Latin AmericaCost Center Manager

Sales Region - Middle East Asia

Cost Center Manager

Approve

Business Scenario : Planning/Budgeting Organizational Structure

3






Sales Region -Asia- Pacific - SingaporeFinancial Analyst (Owner)

Sales Region -Asia- Pacific - India

Financial Analyst (Owner)

Sales Region -Asia- Pacific - Japan

Financial Analyst (Owner)

Review

Submit Submit Submit

Financial Analyst

Owner

Cost Center Manager

Manager

Controller

Manager

1

2

BPC Work Status Report






Configuration- Security

BPC Admin Function

Define Work State

Ex:

�Submitted

�Review

Config- Application Set

BPC Admin Function

Define Data Region

Ex:

�Entity - Owner

�Category - PLAN

Config- Application

BPC Admin Function

Assign Work State to a Data Region

Assign Status

BPC Excel Function

1 2 3 4

Work Status Implementation Approach

Define Team Profile

Implementation Approach






Submitted Reviewed Approved

AnalystCost Center

ManagerController

Actual Work Status Assignment



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Siva Namuduri


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Work Status Implementation-

Security Configuration Step # 1

Step I . Log into Web Admin Client using Primary Admin account (or any account with proper task profile to make

changes to work status/dimension member)






Step II . Edit task profile to entitle users to changing work status; double-click task profiles.






Step III . Create new task profile (to make sure changes won’t get lost in existing profiles) –complete description – click ‘next’.






Step IV . Select Work Status interface.






Step V . Select SetWorkStatus task and click on right arrow to assign; press next.






Step VI . Choose required users (BPCUSER305 and 332) by highlighting and pressing right arrow; press next; on next screen, review summary and click apply; press ok when dialog box appears.








Jothi Periasamy&

Siva Namuduri


Through

SAP BPC NW 7.5





Work Status Implementation-Application Set Configuration

Step # 2

Step VII . Begin setting up Work Status table at AppSet level. These settings are used by all applications in the Appset.






Step VIII . Since the AppSet is copied, Work Status table from source appset is also copied.






Step IX . Delete the unwanted work states – excluding default, all states can be deleted from the action pane. When prompted, provide confirmation for deletion of states.






Step XI . Provide work state name (20 characters at most, without special characters) and description

(40 characters). Work Status Description can be edited via edit Work Status Description task






Step X . Work states can be added one at a time by selecting as a new Work State task in the Action

pane. Work Status names can be edited by double clicking on the Work Status name






Step XII . Choose the required values from the drop down boxes (this can be left as-is to edit later). Click

on green checkmark to finish.






Step XIII . Add another work state and set the values as shown below from drop down boxes in work

status table. Then, check the work status via Excel Input Schedule (MAN) matches the table below.



Authors:Siva Namuduri, SAP BPC Consultant E-Mail: [email protected] Periasamy, SAP EPM (BI, BPC, BOBJ) Subject Matter Expert (SME) & Finance Transformation ArchitectE-Mail: [email protected] LinkedIn: http://www.linkedin.com/in/jothiperiasamy






Jothi Periasamy&

Siva Namuduri


Through

SAP BPC NW 7.5





Work Status Implementation-Application Configuration

Step #3

Step XIV . Now we switch to Application level. Configure Work State controls for MYAPP – click on Work

State settings under MYAPP.






Step XV . MYENTDIM contains the owner property – select owner from drop down. Select “Yes” from drop down

for MYCATDIM and MYTIMDIM. Account Type Dimension can’t be chosen as a lock dimension in work status. Only

3-5 dimensions can be designated as lock dimensions in an Application.






Step XVI . Save Work Status Setting from Action pane and Click OK to continue. Application level setting

is complete with this.






Step XVII . Configure Owner Property on MYENTDIM dimension by choosing maintain dimension

members in action pane. Any Application using MYENTDIM can leverage the owner property






Step XVIII . Enter Members and Properties as described below. Owner of Parent dimension member is

Manager of Child dimension member. BPCUSER306 is Manager of CG11,CG12,CG13,CG14 members in

the member sheet given below






Step XIX . Process Changes on dimension members by clicking process dimension in action pane.






Step XX . Member sheet for MYACTDIM dimension is given below






Step XXI . Member sheet for MYCATDIM dimension is given below






Step XXII . Member sheet for MYCURDIM dimension is given below






Step XXIII . Member sheet for MYTIMDIM dimension is given below






Step XXIV . Process ALL dimensions – precautionary measure.






Step XXV . It takes a while, ALL dimension members are updated and ready to use






Step XXVI . Check the Application Set Status; If Appset is offline, set the AppSet Status to Online from

Action pane. If the Appset is offline, non-Admin users can’t log into AppSet.






Step XXVII . Start BPC-Excel interface; choose MYSET and MYAPP in the connection wizard; Press OK






Step XXVIII . log in using BPCUSER332 (Owner of dimension members CG11,CG12,CG13 and CG14 from

MYENTDIM)






Step XXIX . Once Excel opens; Expand Available Interfaces in Action pane and Click on Administration.






Step XXX . Supply login credentials (of primary admin) to log into administration and click OK






Step XXXI . Click on Set Application parameters in Action pane;






Step XXXII . For APPROVALORG parameter – make sure that the value is “H1” (since we have only one hierarchy in MYENTDIM

dimension and using that.) Click Update, close web page. When multiple hierarchies are present, one hierarchy number from H1-

Hn must be entered here to designate the approval organization of the dimension.








Jothi Periasamy&

Siva Namuduri


Through

SAP BPC NW 7.5





Work Status Implementation-Assign Work State to a Data Region

Step # 4

Step XXXIII . In Excel interface Check the current view settings in action pane..






Step XXXIV . Changing members in the current view – Select MYACCDIM member CE0004210 – Internet Expenses






Step XXXV . Similarly other dimension members are also modified in the current view. Click Data Input from action pane to

create an input Schedule.






Step XXXVI . Open a blank workbook to work with EVDRE






Step XXXVII . Enter “=EVDRE()” in A1 and click on refresh work book. Click OK when prompted to clear existing input data






Step XXXVIII . When Input Schedule is built, Click on the + sign to reveal Range Keys. Enter “DEP” in Expansion1 member set (Cell

B17); Enter “MEMBERS” in Expansion2 member set (Cell C17). Click Expand All.






Step XXXIX . Double check that you can enter data by looking at Workbook Type from Work Book Options under E-Tools Menu. Drop

down value must be “Input Schedule” to enter data.






Step XL . For Cells G14 through G17, enter value 1,2,3,4 respectively. (Data entry allowed only for base level members)






Step XLI . Click on send and refresh schedule. Select Active Work book option and click refresh






Step XLII . When prompted, click “Yes” to send the 4 updated records to the Application






Step XLIII . Refresh Schedule results are displayed indicating successful insert on all four records






Step XLIV . Click on Modify Work Status from e-submit menu. (Work Status being modified from here)






Step XLV . Web Interface login screen pops-up. Log in using BPCUSER332 click OK (Owner of CG11, CG12,

CG13and CG14 members of MYENTDIM)






Step XLVI . Web page with Work Status Action pane is displayed. MYCATDIM,MYENTDIM and MYTIMDIM are

displayed. (Three dimensions designated as lock dimensions for MYAPP application). Member selection can be

changed via the hypertext dimension names appearing in blue.






Step XLVII . Select CG1 member from MYENTDIM (Remember! CG1 is parent of CG11-CG14 and Owner of CG1

is BPCUSER306)






Step XLVIII . Select 2011.JAN from MYTIMDIM (also selected is member ACTUAL from MYCATDIM – not shown

here)






Step XLIX . Try to advance the Work State from Default to Work State 1 by selecting MYWORKSTATE01 and

clicking green check mark (Can include children member using set children check box)






Step L . Error message pops up indicating that BPCUSER332 can’t control STATE01 for Selected data region.






Step LI . Change the member selection on MYENTDIM to CG12 only.






Step LII . Make member selection 2011.JAN for MYTIMDIM and ACTUAL for MYCATDIM.






Step LIII . Advance the work state of the data region from Default to State1 by choosing from drop box and

clicking on green Arrow. Since all member selections are base level, Set children Check box does not have any

impact.






Step LIV . Repeat the steps above (for same data region) to advance Work State from Staet01 (Owner

controlled) to State02 (Manager Controlled)






Step LV . Error message pops up indicating that the State can’t be set by the user for the selected data region.

The State may be changed back to Default –Default State is controlled by Both Owner and Manager






Step LVI . Back to Input Schedule, Try to make a change on the locked data region by entering value 5 in Cell

G15






Step LVII . Click on Send and refresh data to post the changes to Application






Step LVIII . Click OK when prompted to continue on one record change






Step LIX . Error Message indicating that Update failed due to Error in Work Status Checking. Click Close. Save the

Input Schedule on local drive – not shown here






Step LX . Launch BPC-Excel and login using user Id BPCUSER306 (Owner of the Parent member of CG12 for which

we set Work Status above). In the Work Status table, Manger of the member can make changes via input

Schedule in WorkState1.






Step LXI . Open the Above Saved Input Schedule (Name Book4 is used in this demo). Verify Current view to

match what is shown below.






Step LXII . Enter value 5 in cell G15 (The cell that was locked for BPCUSER336). Click on Send and Refresh Data






Step LXIII . Choose “Active Work Sheet” and click refresh. (No difference even if Work book is chosen we have

data in only Active sheet)






Step LXIV . Click Yes when prompted to continue sending one record






Step LXV . Message pops up indicating send is successful. Click close and check the value.






Step LXVI . Click on Modify Work Status from e-submit menu– to advance the work status to State02






Step LXVII . Web interface login screen pops up. Login using user BPCUSER306 (Manager of member CG12 – can

set work State 02)






Step LXVIII . Make the member selection ACTUAL for MYCATDIM, CG12 for MYENTDIM and JAN.2011 for

MYTIMDIM; Click on green arrow.






Step LXIX . Select MYWORKSTATE02 from drop down and click green check mark. Close the window.






Step LXX . Try to make data entry to “locked” data region by entering value 7 in cell G15. Click Send and

Refresh Schedule. (Same user was able to make changes before advancing the work State)






Step LXXI . Click on refresh to update the data back into the application.






Step LXXII . Click Yes to send one record






Step LXXIII . Error Message pops up indicating send failed due to an error checking work status






Step LXXIV . Refresh work book to fetch values from the application – just to see the values from the application






Step LXXV . Input Schedule is refreshed with the values from application. Click on Home Icon in Action pane






Step LXXVI . Click on Open System Reports from Action pane






Step LXXVII . Web interface login screen pops up. Login using admin user credentials (BPCUSER332 in this case)






Step LXXVIII . Click on Work Status Report in the action pane. Meta data on Work Status is stored outside the

BPC cube and can be viewed only through system reports






Step LXXIX . Make Selections in date range and Dimension members. Click on Green check mark.






Step LXXX . Report pops up showing the last Work Status update on the data region.






Step LXXXI . One more Work Status change is performed (not shown here) and report is generated again. This

time two records – one for each data region are displayed in the report.






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Financial Planning/Budgeting Review and Approval Process in SAP BPC NW 7.5 - An “End-to-End”...

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Transcript of Financial Planning/Budgeting Review and Approval Process in SAP BPC NW 7.5 - An “End-to-End”...