BI-CPL 01 Introduction To Business Intelligence
BI-CPL 01 Introduction To Business Intelligence
BI-CPL 01 Introduction To Business Intelligence
BI Team / UIIS:
Abdulmunim Al-Balushi UIIS24
Bernard Lubbers UIIS22
BI-CPL01 1
Classroom Rules
Time keeping
BI-CPL01 2
HSE
BI-CPL01 3
Course Agenda
Course Objectives
What is Business Intelligence (BI)?
Logging on to BI
Reports Execution – (PDO Contract Spend)
Main Screen
Selection (Variable) Screen and functions
Entering Selections
Report Display
Using displayed report menus
Changing the report’s layout
Swapping columns
Delete report’s column
Using report’s Properties
Creating Bookmarks & Views
Questions & Answers
BI-CPL01 4
Course Objectives
Explain what BI is
Logging to BI web reports
Execute and Navigate PDO Contract Spend
report and its ready-made views
Relate the reports to your requirements and
make your own views
BI-CPL01 5
What is Business Intelligence (BI)?
Web Application
OLAP
SAP BI InfoProvider
Source Financial
System Investment Project Plant Quality Material
Accounting /
Management System Maintenance Management Management
Controlling
(IM) (PS) (PM) (QM) (MM)
(FICO)
BI-CPL01 6
Logging to BI web reports
From PDO homepage:
BI-CPL01 7
Web Template Main Screen
BI-CPL01 8
Report Execution
Report Display:
The report is divided into 3 areas.
Report
Heading
Navigation
Blocks
Views Block
Results of
Report
BI-CPL01 9
Business Intelligence Report’s Structure
Key Figures:
These provides the values to be evaluated. Examples; PR value; PO value;
commitment value; Invoice value; service entry value etc. Attached to Key
Figures there is always a UNIT e.g. PO value in US dollars or Omani Riyals
Characteristics:
These are business reference objects which are used to analyse Key Figures.
Examples; Purchase Document; PO Item; Service Entry Number; Material;
Material Group; Vendor; Posting Period; Document Date; Posting Date; Year;
Month etc
BI-CPL01 10
Hands on Exercise (1)
– Execute a report
1) Log In to BI
2) Go to “OMAN User Published Reports CPL Contract Procurement” role
3) Execute “PDO Contract Spend” report
4) Type in the following; Currency: 2, Contract: 4600001241
5) Execute the report
BI-CPL01 11
PDO Contract Spend Report
BI-CPL01 12
PDO Contract Spend Report
Users:
It is mainly for SCAs and CH
BI-CPL01 13
PDO Contract Spend Report
Main layout key figures:
Key Figure name Description
Contract Target Value Total value of all materials/services to be released against the contract. Comes from the header data of SAP contract
PO Value The total value of the purchase order for materials / services items as per the PO line item.
SE + GR Total Value The total value of the financially approved service entries and goods received
Outstanding PO item value for which material & services can still be received
Remark1: if activities are completed for a service PO then Final Service Entry Flag (or a dummy ZERO value
service entry with final entry flag) has to be set in R/3. This will reduce the commitment and increase your
Remaining PO Commitment Value
remaining ACV
Remark2: For materials POs, you can set the "Delivery Complete" indicator on the PO item level. This will reduce
the commitment and increase your remaining ACV
Invoice Value Value of the quantity already invoiced for this item to date.
Paid Value The total paid value to the vendor (payment cleared).
FI Credit Memo Value Discounted/Penalties volume that will increase the remaining ACV
BI-CPL01 14
Report Execution
Selection (variables) Screen:
By clicking on a report from the expanded view, a selection (variables) screen will appear.
‘Check’ button can be used for making sure a selected criteria matches with your expectations.
Variables with the comments below are BI gives great flexibility in setting
mandatory to be filled, else the report up selection criteria ranges.
cannot be executed
BI-CPL01 15
Report Execution
Entering Selection:
Currency variable is a mandatory (*) which only accepts 1, 2 or 3 values
1=TC (Transaction Currency) Report’s values are displayed as entered in R/3 system
2=LC (Local Currency) Report’s values are displayed in US Dollar
3=GC (Group Currency) Report’s values are displayed in US Dollar
In case you need to run a report for a number of single selection criteria (i.e. material)
you can use ‘Insert Row’ button:
BI-CPL01 16
Using displayed report menus
Print button
BI-CPL01 17
Using displayed report menus
Bookmark (1):
When you want to retrieve the report and don’t want to bother with navigating,
filtering, sorting, etc. over and over, you can bookmark your report. In other
words, BI will save your reports layout and you can re-run it anytime from the
Internet Explorer.
If you re-run your report on the daily basis, the report will keep updating with
fresh data over night.
At PDO, data refresh from R/3 happens every night.
You can save your bookmark under your favorites in Internet Explorer and
launch your report from there instead of Blueprint website.
Also, you can send the bookmark via email and if the e-mail's recipient has
proper access to BI he/she can run your bookmarked report from that email.
BI-CPL01 18
Hands on Exercise (2)
– Add bookmarks
BI-CPL01 19
Report Navigation
Navigation Blocks:
BI-CPL01 20
Report Navigation
Drill Down/Cross:
This is drill-down icon. If your report does not include a characteristic you are after
you can simply hit this button thus enabling your characteristic to be viewed in
reports table.
Notice that your new characteristic will be displayed at the end of the report.
User can also drill-cross, where the table is viewed horizontally. This is not a
common way of viewing reports as results go off the screen.
BI-CPL01 21
Report Navigation
Filter:
This is a filter icon. It is responsible for filtering the characteristic you require. For
instance, if you need to narrow down your report display for Contract Engineer
into only FPW and FPC/1, you can use filter to do so.
Remove Filter:
BI-CPL01 22
Report Navigation
Find function:
You can also use different filter engine to find the characteristic’s ‘parameter’ such as Contract
Engineer FPW.
You can simply enter it into the filed given.
Notice, sometimes the characteristic you are after has more than just a few parameter. BI by
default enters a maximum number of hits to 200. It can be overwritten by you.
When search is finished, again you have to hit ‘Transfer’ button
Another possibility to filter works exactly the same as in selection screen. You can enter [ ], <,
etc of characteristic’s parameter’s you are after, enter a new row.
Don’t forget to tick the box in the front and further to hit Transfer button
BI-CPL01 23
Report Navigation
Key Figures:
If you open Key Figures navigation block, you will notice that you can narrow
down number of key figure columns according to reporting purposes.
Some of BI reports might have dozens of key figures and in case you would like
to have only two of them being displayed, just open this navigation block, tick
the boxes belonging to key figures of your choice and hit Filters button.
BI-CPL01 24
Hands on Exercise (3)
BI-CPL01 25
PDO Contract Spend Report
Views
These are:
- Main Query/View (Standard view when user make a fresh new run for the report)
- ACV Warning
- Remaining PO Commitment
- Outstanding SE Approval
- Material/Service/Month
- Analyst View (Intended for the user to change the view the user sees fit)
BI-CPL01 26
PDO Contract Spend Report
ACV Warning - View
Spend Value Spend Value = (SE + GR Total Value) + Remaining PO Commitment Value
BI-CPL01 27
PDO Contract Spend Report
Remaining PO Commitments - View
BI-CPL01 28
PDO Contract Spend Report
Outstanding SE Approval - View
BI-CPL01 29
PDO Contract Spend Report
Material/Service/Month - View
This view allows users to plot the trend in commitments, spend and
receipts of services/goods per month. This can be useful in the Major
Tender Board Committee (MTBC) annual reviews, particularly when put
into graphical presentation (using MS-Excel).
BI-CPL01 30
Report Navigation
Menu types:
You will find two types of report menu. Basic menu on the
left…and enhanced menu below. You can switch between
them by clicking Basic/Enhanced option respectively.
BI-CPL01 31
Report Navigation
Explanation of ‘Enhanced Menu’:
Back – To undo a navigational step.
Back to Start – Undo all navigational steps
Keep Filter Value – To see only the selected data. The characteristic value
itself is removed from the drilldown.
Fix Filter Value to Axis – To see the data for a characteristic value and, at
the same time, you still want to see the characteristic value itself in the
drilldown.
Select Filter Value - In case you want to apply the filter against a number
of values of one characteristic.
Filter and drilldown according to <characteristics> – To filter the report
according to values selected.
Drilldown - Bring up the list of all characteristics available for drilldown
(meaning they are still not displayed on the report but can be added to the
report’s table).
Expand –To expand a hierarchy node. (You get this option only when you
select a hierarchy characteristic)
Swap <Characteristic> with – To swap a characteristic / structure with
another characteristic / structure
Remove Drilldown – To remove a characteristic from the drilldown
Swap Axes – If characteristics are in rows and key figures are in columns,
using this function will swap it to display key figures as rows and
characteristics as column.
BI-CPL01 32
Report Navigation
Explanation of ‘Enhanced Menu’ (contd.):
BI-CPL01 33
Report Navigation
BI-CPL01 34
Report Navigation
Sort <Characteristic>:
BI-CPL01 35
Report Navigation
Goto:
BI-CPL01 36
PDO Invoice Listing Report (Jump
Report)
Description & Purpose:
This jump report is to provide the breakdown of the invoice details and paid
values associated with time period. It can be used to cross-check actual
payment been made to the vendor. Any debit or credit will be reported as
separate columns.
Key Figures:
Description
Key Figure name
Invoice Value Value of the quantity already invoiced for this item to date.
Paid Value The total paid value to the vendor (payment cleared).
Credit Memo A reduction in the costs posted for one or more business transactions that have already been posted.
Debit Memo Further costs are debited to one or more business transactions that have already been posted.
Characteristics:
Characteristic name Description
Clearing Month Clearing month/year of an invoice. The date will not appear if the payment is not effected
Vendor Inv. no. Vendor invoice reference, can be found in R/3 under the field “Reference” under Basic Data of invoice.
BI-CPL01 37
Hands on Exercise (4)
• You Should now be able to:
– Swap one of characteristics from report’s table with another one available
– Remove drill-down
– Sort a characteristic
BI-CPL01 38
Report Navigation
Characteristic’s Attributes:
You may need to view extra details of the characteristics available in your report, for
instance; you want to see more details of characteristic Contract such as Created by,
DOC Date …etc.
To get the characteristic attributes you need to right click on the characteristic you want
to view its attributes, next select ‘Properties’. (You may need to select Enhanced Menu
in case you are not able to see Properties selection)
BI-CPL01 39
Report Navigation
Properties:
Important functionality of characteristic’s properties are:
BI-CPL01 40
Report Navigation
View:
Sometimes you might need to save a few different
reporting statutes (after drilldown, filtering and any
other navigation step) in one report. Bookmark is still
possible option but more handy seems to be Save as
View.
BI-CPL01 42
Hands on Exercise (5)
• Go to Analyst View
• Add Purchase Document characteristic
• Drill-down by Posting Month characteristic
• Keep ONLY SE + GR Value Key Figure
• Right click on the Key Figure and select cumulated
- Save the view
BI-CPL01 43
Homework
• You Should now be able to:
– Create/Delete views
BI-CPL01 44
Questions & Answers
BI-CPL01
?
Please complete evaluation on SAP Mustaqbal website ref to SAP learning Program
45