How-To Create Master Data on the Fly for SAP ... · PDF fileFly for SAP BusinessObjects Planning and Consolidation ... Creating the Script Logic File ... while there might be situations

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© 2011 SAP AG 1

How-To Create Master Data on the

Fly for SAP BusinessObjects

Planning and Consolidation

Version of Netweaver

Applies to:

SAP BusinessObjects Planning and Consolidation 7.5, version for SAP NetWeaver For more information, visit the Enterprise Performance Management homepage

Summary

Traditionally BPC administrators create and maintain dimensions and their members in the BPC Administration Console (a standalone Windows Application) to ensure governance and consistency of master data across all applications. However under certain circumstances, it may be necessary to allow end users to create master data values themselves “on the fly” rather than having to wait for a central administrator to do it for them. Examples include:

1. Creating new projects or marketing events that they would like to plan. 2. Create new employees or positions to plan salaries for their cost center.

These master data values are often referred to as pseudo objects (planning objects that do not exist yet within the organizations ERP system). The how to guide contains step-by-step instructions on how to implement a mechanism to allow authorized end users to create master-data-on-the-fly in the Excel client for BPC for NW.

Author: Daniel Settanni

Company: SAP Labs

Created on: 25 April 2011

Author Bio

DanielSettanni has worked SAP Labs in the EPM RIG for the last 3 years. He specializes in SAP Business Planning and Consolidation, both the Microsoft and NetWeaver releases.

https://www.sdn.sap.com/irj/sdn/bpx-epm

How-To Create Master Data on the Fly for SAP BusinessObjects Planning and Consolidation Version of Netweaver


© 2011 SAP AG 2

Table of Contents

Contributors ........................................................................................................................................................ 3

Business Scenario .............................................................................................................................................. 4

Overview ......................................................................................................................................................... 4

Key Concept .................................................................................................................................................... 5

Business Scenario .......................................................................................................................................... 5

Master Data Planning vs. Master Data on the Fly .......................................................................................... 6

Master Data on the Fly .................................................................................................................................... 7

Corollary Challenges to Think about ............................................................................................................. 10

Prerequisites for Installation and Configuration ................................................................................................ 13

Installation and Configuration Tasks ................................................................................................................ 13

What’s Included in the Transport .................................................................................................................. 13

Post Installation Configuration ...................................................................................................................... 13 Creating the Script Logic File ..................................................................................................................................... 13

Creating the Data Manager Package ......................................................................................................................... 15

Example Master Data on the Fly Use-Case ..................................................................................................... 23

Related Content ................................................................................................................................................ 28

Copyright........................................................................................................................................................... 29



© 2011 SAP AG 3

Contributors

Many others assisted me with the creation of this how-to guide and the underlying solution including:

Jens Koerner (SAP) – Created the detailed business scenario

Nikunj Patel (Colgate Palmolive) – Worked with me to create the primary master data on the fly code

Rich Heilman (SAP) – Helped with the new process type implementation and code review

Scott Cairncross (TruQua Enterprises) – Worked on the initial concept with Jens

Zane Connally (SAP) – Helped with the new process type implementation and wrote code to

dynamically retrieve process variant information



© 2011 SAP AG 4

Business Scenario

Overview

The business scenario focuses on planning processes that may require end users to create master data (such as Salary forecasting, project staffing planning or Marketing Event planning). We describe a framework that allows end-users to create dimension-members on-the-fly within SAP BusinessObjects Planning and Consolidation, version for NetWeaver (hereafter referred to as BPC. BPC_NW, or BPC for NW).

Traditionally BPC administrators create and maintain dimensions and their members in the BPC Administration Console (a standalone Windows Application) to ensure governance and consistency of master data across all applications.

However under certain circumstances, it may be necessary to allow end users to create master data values themselves “on the fly” rather than having to wait for a central administrator to do it for them. Examples include: ...

1. Creating new projects or marketing events that they would like to plan.

2. Create new employees or positions to plan salaries for their cost center.

These master data values are often referred to as pseudo objects (planning objects that do not exist yet within the organizations ERP system).

The how to guide contains step-by-step instructions on how to implement a mechanism to allow authorized end users to create master-data-on-the-fly in the Excel client for BPC for NW.

It also discusses the challenges that come with planned pseudo master data - specifically the increased complexity of plan vs. actuals reporting once actual data is available to compare to the plan with planned master data.



© 2011 SAP AG 5

Key Concept

The technical key to empowering end users to create master data on-the-fly are custom Data Manager Packages that allow users to specify new master data values including their properties from BPC for Excel. These new master data values are then loaded into the underlying BPC NetWeaver InfoObjects. Using native BPC functionality “EV Insert Member” end users can insert the new master data into their BPC Excel planning workbooks.

Business Scenario

Today, SAP BusinessObjects Planning and Consolidation solution allows selected business users to maintain master data and hierarchies in a user friendly Excel interface.

Figure 1: Dimension member maintenance in Excel within the BPC Administration Console

There are also options to load master data from source systems such as SAP ERP or SAP NetWeaver BW into BPC to leverage this data for planning and consolidation. However, today there is no standard way to allow end users to create master data – for good governance reasons: if everybody creates and maintains master data, this quickly leads to inconsistencies and eventually chaos. The integrity of master data is a key requirement for an integrated solution for planning and consolidation.

There are cases however, where this rigid paradigm may hinder the flexible and efficient creation of plans and plan scenarios. For example the need for creating flexible salary, project staffing or marketing event plans that contain planned master data objects such as new employees, planned events or expected projects.

Also, the challenge of getting the initial master data into BPC when there is no common underlying source system is often more easily overcome when the burden of entering the data is de-centralized to all the data owners; rather than having to collect all master data via an offline process first in order for the central administrator to transfer it into BPC.

An example is the initial set-up of all employees in BPC. If there is no central corporate wide HR system (with good data quality) that can be leveraged to load the employee data into BPC then it may make sense to simply have every cost center manager enter their respective employees. Cost center managers usually know exactly what employees’ salaries are booked against their cost center. So, empowering cost center managers to enter their own employee and the respective salary plan against them, can lead to high data accuracy.



© 2011 SAP AG 6

Today, the plan master data can be addressed in two different ways:

The BPC administrator enters all planned master data and users inform him of their needs via an offline process (usually email or support ticket system)

Dummy or pseudo members are created – such as employee1 or Director1 – to allow users to plan new staff. BPC comments can be used to add additional detail such as the person’s name if known at the time of planning

The problem with the first method is that it is not self service and thus slow. A person trying to plan various different projects with the associated staffed employees may need to switch things around multiple times within hours – creating new projects and staff members to see how numbers roll up. For him to contact the BPC admin would be cumbersome.

The challenge with the second method is the plan vs. actuals comparison. Multiple people can use the same dummy node, but potentially for different things. The manager of cost center 4711 will most likely use the dummy employee1 for something different that the planner for cost center 0815:

Cost Center Employee BPC Comment

4711 employee1 Scott

0815 employee1 Jens

Table: using the same dummy nodes for different employees

So, when the employee numbers for Scott and Jens are finally approved created in the underlying ERP, it is impossible to replace “employee1” with an employee number – because employee1 represents two employees – Scott and Jens.

Creating planner specific dummy nodes is an option to overcome this problem. But when having hundreds of planners on the system creating multiple dummy nodes would lead to large dimensions – and usually most of the dummy will not be used in the end, while there might be situations where none of the dummies fit and thus the administrator would have to be contacted anyways.

As mentioned in the beginning, for reasons around master data governance the two processes outline are valid processes. If they work well for you today, we wouldn’t recommend switching over to the master-data-on-the-fly method described in this paper. However, if these highly governed processes are a pain-point in your organization then this paper offers a great alternative – empowering end-users to create master data themselves.

Especially if you are using the dummy-node process, this paper presents a great alternative.

Master Data Planning vs. Master Data on the Fly

The difference between Master Data Planning and Master-data-on-the-fly

To avoid confusion up front, it is important to understand that there is a difference between master data planning and creating Master-data-on-the-fly to support planning transactional data.

Master data planning is the more complex of the two processes and involves for example the creation of a plan for organizational restructuring and hierarchy changes. The underlying transactional data – plan or actuals - is then aligned against the new master data structures and hierarchies to assess the impact of different scenarios.

Master-data-on-the-fly on the other hand is used to create the dimension members to input transactional plan data against. Master-data on-the-fly focuses on member creation – along with their properties – not on hierarchy changes or organizational remodeling.

Example of master-data-on-the-fly would be the creation of a new employee to plan in my cost center, a new material that we plan for next year, a new I/O that I plan to create in ERP to track my marketing campaign costs or a new project I’d like to plan and staff.



© 2011 SAP AG 7

Master Data on the Fly

In the following we illustrate how to build a framework that allows end users to create new dimension members including properties without administrator help and how to insert these members into their planning workbooks BPC for Excel.

Say, we are planning Scott’s Cost Center 4711. He is in his cost center and so is Steve. He can plan those two salaries against the salary account.

Figure 2: A simple BPC Excel Input Scheduled to plan salaries for employees against a cost center

Knowing that Ray will be transferring into the cost center in July, we should enter Ray’s salary from July onwards.

Assuming that Ray is already in the BPC employee dimension we can use the EVDRE: Insert member functionality to dynamically add him to the layout with 3 easy steps:

Figure 3: Right-clicking on insert enabled cells brings up the EVDRE: Insert member option



© 2011 SAP AG 8

Figure 4: The EVDRE Insert member options allows end users to add fields to the planning layout

Figure 5: The extended layout allows the user to plan for Ray from July onwards

What happens though, if Ray isn’t already in the BPC employee dimension? Then the EVDRE Insert Member option would not allow us to insert a row with his name.

Say, for example that Peter who is not yet in the BPC employee dimension was to be planned for as he will join the cost center in March. Or even worse, sometimes we might not even know the person’s name yet, but we know that in September a BPC developer will join. In this case we might want to create a dummy employee – called BPC_developer – and add him to the input schedule.

At a later point, when we know the name of the BPC developer, we may want to swap out the dummy BPC_developer with that employee.

So, how do we allow an end-user to create “Peter” or “BPC_developer” on the fly while completing his cost center salary plan in BPC for Excel?

One way to achieve this within the current framework is to allow users to create master data from a Data Manager Package. The transport attached to this guide includes all of the components required to enable this functionality. Once installed, all the administrator needs to do is create a new data manager package with the appropriate prompts to enable master data on the fly functionality on a given dimension.

End users can create new master data by executing the data manager packages created by administrators. The data manager packages will have two basic steps.



© 2011 SAP AG 9

The first step allows users to assign property values.

The second step allows users to select where to place the new member in the hierarchy.

Lastly, users simply update their member cache to see the newly created member in the BPC for Excel client.



© 2011 SAP AG 10

Corollary Challenges to Think about

The master-data-on-the-fly solution presented in this paper addressed a need for many customers: decentralizing master data maintenance. It does come with some implications though: The first implication to think about is master data governance. If everybody creates new master data, how can chaos be prevented?

For the salary planning discussed in this business scenario we placed the newly created master data under the employee who created the entries to keep track. So, when employee Scott created Peter and BPC_developer, those two entries were under him in the employee hierarchy (PARENTH1). This allows easy tracking of the master data.

In addition to that, security plays a vital role in ensuring that not everybody can create master data, but only the cost center managers that really need to perform this task.

Another very important topic that needs to be addressed conceptually is plan vs. actuals variance reporting.

When master data for plan and actuals is the same, variance reporting is simple as the numbers are lined up against each other easily.

Cost Center 4711 Plan 2009 Actuals 2009 Variance

Steve 104,000 102,000 -2,000

Scott 120,000 125,000 5,000

Ray 42,0000 42,0000 0

Table: plan vs. actuals reporting against the same master data

If however, planned master data is in the mix, then things can get more complicated.

Let’s assume we planned for Peter and the BPC developer in cost center 4711.

Cost Center 4711 Plan 2009

Steve 104,000

Scott 120,000

Ray 42,0000

Peter 90,000

BPC developer 48,000

Total 782,000

Table: cost center plan with master-data-on-the-fly “Peter” and BPC_developer”

When the next year comes, it turns out though that Peter won’t join us, but the more junior Mike taking over his position - coming on board in March. Steve leaves the organization and the position stays vacant.

Also the BPC Developer we planned for to join in September cannot be filled as we have no person with that skill set available. Instead we’ll have to use two people, the ABAP developer Jay and the BPC functional person Norm combined to fill the position at 50% part time each. So, the actuals data looks as follows:

Cost Center 4711 Actuals 2009

Scott 125,000

Ray 42,0000

Mike 70,000

Jay 25,000

Norm 30,000

Total 670,000

Table: 2009 actual salary data



© 2011 SAP AG 11

So, the plan vs. actuals picture looks scarce and the variance is not really insightful at all:


Steve 104,000 0 -104,000

Scott 120,000 125,000 5,000

Ray 42,0000 42,0000 0

Peter 90,000 0 -90,000

BPC developer 48,000 0 -48,000

Mike 0 70,000 70,000

Jay 0 25,000 25,000

Norm 0 30,000 30,000

Total 782,000 670,000 -112,000

Keep in mind that usually not only new employees will be added, but whole new cost centers, materials and other dimensions’ members. So, the rolled up plan vs. actuals picture may look completely distorted.

In order to make more sense of the variance reporting it helps to break the analysis out and realign the plan data against the actual master data. So, compare the following three data sets:

1. planned transaction data against planed master data 2. planned transaction data realigned against actual master data* 3. actual transaction data against actual master data

Note that the second step – aligning planned transaction data against actual master data may have to be repeated multiple times as the actual master data becomes available over time.

In our example the 3 data sets would be:

Data set 1: Planned transactions against planned master data

Cost Center 4711 Plan 2009

Steve 104,000

Scott 120,000

Ray 42,0000

Peter 90,000

BPC developer 48,000

Planned Total $782,000



© 2011 SAP AG 12

Data set 2: Planned transactions re-aligned against actual master data

Cost Center 4711 Plan 2009 Comment

unassigned 104,000 Steve’s salary is not re-allocated

Scott 120,000

Ray 42,0000

Mike 90,000 Peter was replaced by Mike, so we transfer the 90K to Mike’s name

Jay 24,000 BPC developer is actually filled by Jay and Norm 50/50 – so we split the 48K up

Norm 24,000

Planned Total $782,000

Note: The sum of the planned transaction data for set 1 and 2 is the same: $782,000.

Data set 3: Actual transactions against actual master data

Cost Center 4711 Actuals 2009

Scott 125,000

Ray 42,0000

Mike 70,000

Jay 25,000

Norm 30,000

Actual Total 670,000

Comparing data set 1 with data set 2 allows you to see the impact of the changes in master data on your initial plan – by keeping the plan numbers constant (in our case $782,000)

Comparing Data Set 2 and 3 splitting out any unassigned salaries gives insight into the impact of the different actuals salaries compared to what was planned:


Scott 120,000 125,000 5,000

Ray 42,0000 42,0000 0

Mike 90,000 70,000 -20,000

Jay 24,000 25,000 1,000

Norm 24,000 30,000 6,000

Total 678,000 670,000 -8,000

unassigned 104,000

Total 782,000

Note: This comparison is similar to price-volume-mix variance analysis for revenue. This analysis separates the impact of the difference in sales volume from the difference attributed to different sales prices and different product mix. Our analysis here separates the impact of the master data changes from the impact of the transaction data variances.



© 2011 SAP AG 13

Prerequisites for Installation and Configuration

SAP GUI / Developer Access to BW

SAP BusinessObjects Planning and Consolidation, version for SAP NetWeaver

Version 7.5

Installation and Configuration Tasks

This How-To guide contains transport request files, K900467.EPM and R900467.EPM. This transport request contains all the NetWeaver objects that are required to complete this How-To Guide.

Link to How To Guide Transports

As the process of importing a transport request is not covered here, it is suggested that you seek assistance from your basis administrator in order to have this transport request imported into your system.

What’s Included in the Transport

The transport contains:

A new process type named ZEXTRUNLG

A new process chain named Z_MDOF (Master Data on the Fly)

Two classes implementing the behavior of the ZEXTRUNLG process type

ZUJ_MDOF_BPC_RUN_LOGIC

ZUJ_MDOF _RUN_LOGIC

A BAdi enhancement implementation named Z_EI_MDOF

A BAdi implementation named Z_UJ_DM_MDOF

A class providing the actual master data on the fly functionality called ZUJ_CL_MDOF

A couple dictionary objects to help things along

Note: You can view all of the dictionary objects and classes in package ZUJ_MDOF. The BAdi is based off the UJ_CUSTOM_LOGIC enhancement spot. The new process type and process chain can be reviewed in T-Code RSPC.

Post Installation Configuration

This section describes the required steps to create data manager packages that enable master data on the fly.

Creating the Script Logic File

This process requires some basic script logic that includes the *START/*END BAdi definition. This definition is generic, so can be reused for multiple dimensions within each application.

Note: The screenshots for this section are built on a copy of Apshell. You can use the same procedure as documented the next two sections in your own copy of Apshell to get a working sample.

http://www.sdn.sap.com/irj/scn/index?rid=/library/uuid/a06761ca-f052-2e10-058f-b57c97be1c47



© 2011 SAP AG 14

To create the script logic file: ...

1. Log into the BPC Administration client

2. Navigate to Application -> $APP_NAME -> Script Logic

3. Click “Create new Logic”

4. Name the new script logic file “MDOF” and click OK.



© 2011 SAP AG 15

5. Copy and paste the following content into the new script logic file.

*START_BADI MDOF

QUERY = OFF

WRITE = OFF

VARIANT = $VARIANT$

LOGID = $LOGID$

SELECTION = $SELECTION$

*END_BADI

6. Click “Validate and Save”.

Creating the Data Manager Package

This section describes the process of creating and customizing the data manager package. A new data manager package needs to be created for each dimension that you want to enable this functionality for.

The data manager definition is the key component to this process. Most of the required information is passed to the BAdi via key / value combinations. The naming convention is REPLACEPARAMX_KEY and REPLACEPARAMX_KEY where X equals a number in the range of 1 through 10. The information stored in these pairs is provided from the data manager prompts and passed through the process chain framework to the BAdi.

There are two required key / value pairs:

Key “ID” – The value for “ID” key will become the ID of the new master data member.

“TEMPLATE_MBR” – The value for “TEMPLATE_MBR” has to be an existing member. This

member will act at the template for the new master data, so any property values not passed in from

the data manager prompts will be inherited from this member.

Note: The “TEMPLATE_MBR” can be entered at runtime via a data manager prompt or hard-coded using the data manager info keyword.

The remaining key / value pairs can represent any other properties in the target dimension with the exception of PARENTH1, which we will discuss in a moment. To pass the value of a property from a data manager prompt simply “prompt” for the value, then pass it to the process chain using the “task” keyword.



© 2011 SAP AG 16

Example: To allow a user to set the description of a member from data manager you would add the following prompt

and task commands to your data manager packages configuration:

PROMPT(TEXT,%PROP_EVDESCRIPTION%,"Description",)

TASK(ZBPC_RL_MDOF,REPLACEPARAM2_VALUE,%PROP_EVDESCRIPTION%)

The dimension and PARENTH1 member are configured by creating a select prompt in the data manager package. Only one dimension can be specified in the select prompt. A user will receive an error if they select multiple members or a base level member.

Example: The following select prompt would be used to add a member to the P_CC dimension.

PROMPT(SELECT,%SELECTION%,,"Select the Parent for the new member, Click Next","P_CC")

Before we continue, it’s worth noting a few limitations:

Key’s and Values passed from data manager have a 40 character length limitation. Any keys or

values with greater than 40 characters will be truncated.

The current code only addresses the ParentH1 hierarchy. One could change the target hierarchy in

the code relatively easily.

A user must refresh their member cache to see the newly created member in the BPC for Excel client.

This is due to the design of the BPC client.

...

1. Log into BPC for Excel

2. Select eData > Organize Package List from the Planning and Consolidation ribbon.



© 2011 SAP AG 17

3. Click “Add Package”.

4. Click “View All Process Chains”.

5. Select the “Z_MDOF” package chain in the Planning and Consolidation: System group.



© 2011 SAP AG 18

6. Enter the Package Name, Description and Task Type. Click “Add”.

7. Click “Save”.

8. Select eData > Organize Package List from the Planning and Consolidation ribbon.



© 2011 SAP AG 19

9. Right click on the newly created package and select “Modify Package”.

10. Click “View Package”.

11. You will most likely receive the following error, which can be ignored. Click “Continue”.



© 2011 SAP AG 20

12. Click “Advanced”.

13. Paste the following into the Data Manager Dynamic Script editor:

PROMPT(SELECT,%SELECTION%,,"Select the Parent for the new member, Click Next","P_CC")

PROMPT(TEXT,%PROP_ID%,"New Member ID",)

PROMPT(TEXT,%PROP_EVDESCRIPTION%,"Description",)

PROMPT(TEXT,%PROP_CURRENCY%,"CURRENCY",)

PROMPT(TEXT,%TEMPLATE_MBR%,"Template Member",)

INFO(%EQU%,=)

INFO(%TAB%,;)

TASK(ZBPC_RL_MDOF,TAB,%TAB%)

TASK(ZBPC_RL_MDOF,EQU,%EQU%)

TASK(ZBPC_RL_MDOF,SUSER,%USER%)

TASK(ZBPC_RL_MDOF,SAPPSET,%APPSET%)

TASK(ZBPC_RL_MDOF,SAPP,%APP%)

TASK(ZBPC_RL_MDOF,SELECTION,%SELECTION%)

TASK(ZBPC_RL_MDOF,LOGICFILENAME,MDOF.LGF)

TASK(ZBPC_RL_MDOF,REPLACEPARAM1_KEY,ID)

TASK(ZBPC_RL_MDOF,REPLACEPARAM1_VALUE,%PROP_ID%)

TASK(ZBPC_RL_MDOF,REPLACEPARAM2_KEY,EVDESCRIPTION)

TASK(ZBPC_RL_MDOF,REPLACEPARAM2_VALUE,%PROP_EVDESCRIPTION%)

TASK(ZBPC_RL_MDOF,REPLACEPARAM3_KEY,CURRENCY)

TASK(ZBPC_RL_MDOF,REPLACEPARAM3_VALUE,%PROP_CURRENCY%)

TASK(ZBPC_RL_MDOF,REPLACEPARAM4_KEY,TEMPLATE_MBR)

TASK(ZBPC_RL_MDOF,REPLACEPARAM4_VALUE,%TEMPLATE_MBR%)

Note: In this example we will be creating master data in the P_CC dimension and setting the EVDESCRIPTION and CURRENCY properties in addition to the required ID and TEMPLATE_MBR keys.



© 2011 SAP AG 21

14. Click “OK”.




© 2011 SAP AG 22





© 2011 SAP AG 23

Example Master Data on the Fly Use-Case

This section describes the process of executing the data manager package we just created demonstrating create master data on the fly. ...

1. From BPC for Excel, click “Run Package” from the Planning and Consolidation ribbon.

2. Select the package created in the previous section and click “Run”.

3. Enter the following in the first data manager prompt screen, then click “Next”.



© 2011 SAP AG 24

4. Enter or select “All_CC” as the parent member. Click “Next”.

5. Click “Finish”.



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6. Click “View Status”.

7. Double click on the package to view the log once the job is complete. You may have to hit refresh a

few times. The package log should look similar to the following:

8. Close the package log, and all other data manager windows.

9. Refresh your dimension members by selecting eTools > Refresh Dimension Members from the

Planning and Consolidation ribbon.



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10. Click “P_CC” in the Action Pane to view its corresponding master data.

11. Expand “All_CC”. Note that HTG_Test_Member is now a master data element.



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12. Right click the “HTG_Test_Member” and select “Member Properties”.

13. Note that the ID, EVDESCRIPTION and CURRENCY all match the values we entered in the data

manager package.



© 2011 SAP AG 28

Related Content

For more information, visit the Enterprise Performance Management homepage

https://www.sdn.sap.com/irj/sdn/bpx-epm



© 2011 SAP AG 29

Copyright

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How-To Create Master Data on the Fly for SAP ... · PDF fileFly for SAP BusinessObjects Planning and Consolidation ... Creating the Script Logic File ... while there might be situations

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