Building A Sales Dashboard Using SAP Xcelsius - A4

Building a Sales Dashboard Using SAP
Xcelsius
SAP Business Intelligence provides a broad range of reporting tools to facilitate
decision making of the different end users. One reporting format which is gaining
increased popularity is the use of dashboards. Dashboard reports are interactive
reports that allow decision makers to quickly view the key information that is core to
their decisions. They provide simple to use interfaces which can be embedded in a
number of applications including web pages and presentations. The CEO of Global
Bike Inc. has asked for a report which outlines the sales for each product group for
each region. She needs this information to quickly identify any sales trends. Her
business intelligence team provided the following report in spreadsheet format.
She has indicated to her team that while the report contains all the necessary
information, it is not easy to interpret and perhaps this information can be supplied in
a more user friendly format. In response to these concerns, it was decided to build a
reporting dashboard that was interactive, easy-to-use and supplied the necessary
information.
Before the team built the dashboard, they created a design on paper to capture the
key requirements. Often when people build dashboards they spend on a lot of time
on making it look good rather than determining what information needs to be
displayed.
Paul Hawking 1
Once the paper-based design was agreed to, the team built the following dashboard.
You can see from the reporting dashboard below that the information is still available
and sales trends and alerts are easily identified. In this exercise you will build the
following dashboard using SAP Xcelsius.
2
Xcelsius
SAPs Xcelsius is one of the tools available in SAP Business Intelligence which can
be used to build dashboards. The following tutorial is designed to introduce you to
the fundamentals of building a reporting dashboard using SAP Xcelsius. You will
create a reporting dashboard that will provide a summary of bicycle sales for each
sales region for Global Bike Inc. SAP enables you to download a trial version of
Xcelsius to evaluate its capabilities. This tutorial can be completed using the trial
version of Xcelsius. You can download Xcelsius from:
http://www.sdn.sap.com/irj/uac/library-bi#section11
Creating a Dashboard
1. Choose Start Programs Xcelsius Xcelsius 2008.
If you have downloaded the demonstration version of Xcelsius from the internet, a
dialog screen will appear with a number of options.
2. Click to continue.
The Xcelsius application appears on screen.
Componen
ts
Canvas
Properties
Object
Browser
Spreadshee
t
3
You can see that the screen is divided into a number of areas or frames.
The Canvas frame is the white work area where you can place components in order
to create a visualization.
The Components frame includes objects that can be added to your Dashboard.
There are 3 different ways to view Components in this frame: Category, Tree or List.
The Properties frame contains the setting and format options for the selected
component. After you place a Component on the canvas area, you can access the
Properties panel by double-clicking the selected component. The Properties will
vary depending on the Component.
The Spreadsheet frame incorporates an embedded spreadsheet. This fully functional

spreadsheet is displayed below the Canvas and contains the source data for your
visualizations. You can add, modify, and delete your data directly within the
spreadsheet. Alternatively, you can import an Excel spreadsheet, or import data into
the Spreadsheet frame (e.g., from Microsoft Access) using the Get External Data
option, which is located on the Excel Data ribbon.
The Object Browser frame enables you to view and select the Components on your
Dashboard.
Note: Each of these frames can be resized or hidden. To resize an area, drag the edge
of the frame.
Before you start building a dashboard you need an understanding of the data that will
form the foundation of the dashboard. For the purpose of this exercise, you will
import a spreadsheet which contains the necessary data.
3. Click on the toolbar to import a spreadsheet.
4. Click to close the existing spreadsheet and display the Open

dialog box.
5. Locate GBI Xcelsius Workshop spreadsheet on your computer. This file is

available from your workshop leader.
6. Select GBI Xcelsius Workshop then click to import the

spreadsheet.
4
Your screen appears as follows:
Before you start building the dashboard, scroll through the spreadsheet to familiarise
yourself with the data. You can see that there is sales data for each month for each
bicycle category, which has been grouped by different sales regions. A Destination
area (yellow) has been added to the spreadsheet to assist with the dashboard.
Your first objective will be to create a menu and a chart. The chart will be based on
the values that appear in the yellow area. Each time you select a bicycle category
value from the menu, the sales figures for that category will appear in the
Destination area (yellow), and thus update the chart.
The first step is to insert a chart into the canvas area.
5
Inserting a Chart
7. Click in the Category frame to display the various Chart

components.
8. Scroll until you find the Column Chart icon.
9. Drag and Drop the Chart icon onto the Canvas frame.
Your screen should look similar to below. Dont worry if the Chart is not in the
same location as it can be easily moved at a later stage.
You should also notice that the Properties frame has changed to include the Column
Chart properties. These properties determine different aspects of the chart,
including its data and appearance. (Again, note that you can drag the edge of the
Properties frame to expand it.) Across the top of the Properties frame are a number
of icons (General, Drill Down, Behaviour, Appearance, Alerts). Each icon is a
separate tab, which displays a number of related fields when clicked (i.e., properties
have been grouped into these categories). When a component (object) on the canvas
is selected, the Properties for that Component will appear.
10. Click the Chart: text box to insert a new Chart Title.
11. Type Sales By Category as the new title.
6
12. Delete Sample Sub Title text in the Subtitle: text box to remove this
from the chart.
You now have to indicate the location of values (cell references) which the Chart
will be based on.
13. Click in the Data area of the Properties frame to select it
14. Click to add a Series.
You will notice that Series1 appears.
15. Type Sales in the Name: text box to name this series.
You now need to indicate the location of the data that will form the basis of the
Chart. Previously we mentioned that the data once selected would appear in the
yellow cells (B4:M4).
Xcelsius provides the Cell Reference icon to allow a user to quickly select a
range in the spreadsheet and then insert this range in the text box. You are now going
to indicate the range of cells in the spreadsheet that contain the Chart values.
16. Click next to the Values(Y): text box to display the Select a Range
dialog box.
17. Drag to select the cell range B4:M4
18. Click to transfer this range to the text box.
You can check that the selected range is correct. Enter a number in each of the
yellow cells to see if you chart responds. If your range is correct then you now need
to add the X axis labels (months).
19. Click next to the Category Labels(X): text box to display the
Select a Range dialog box.
20. Drag to select the cell range B3:M3.
You will notice that each month appears as an X-axis label. Similar to other charting
applications, you can change the appearance or format of the chart. Changes can be
done by selecting the Appearance properties. Ensure that the Chart in the Canvas
area is still selected before attempting to edit any properties.
7
22. Click to display the associated properties.
You will notice that a number of tabs have appeared which group the various
Appearance properties.
You are now going to change the format of the Y-axis labels to indicate they are
currency.
24. Click Vertical (Value) Axis Labels to select it.
25. Click of the list box in the Number Format area to display the
different formats available.
26. Click Currency to select it.
27. Enter the following format details (change the Decimal Places first):
Notice that your Chart changes accordingly. Before proceeding further, you should
save your dashboard.
28. Click to display the Save dialog box.
29. Type GBI Dashboard to name your file.
30. Select an appropriate location for the file to be saved.
31. Click to complete the process.
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Selectors
You are now going to add a Selector component to your dashboard. A Selector is a
canvas component that enables an end-user to select a value(s) from a pre-defined
list of values. The selection may then be used, for example, to modify the data set
displayed within a Chart. For our purposes, we will use a Selector to enable an end-
user to select a particular category (see below) to update the values displayed in the
Chart.
There are a number of Selectors available covering different user requirements.

Although each type of Selector may appear to be quite distinct in appearance, they
all have similar requirements. You have to identify where the source data can be
found for the selection and the destination where the data will be copied to. Your
dashboard will include an Accordion Menu selector.
32. Click in the Components frame to display the various selector

components.
33. Scroll if necessary until you find the Accordion Menu icon.
34. Drag and Drop the Accordion Menu icon onto the Canvas frame.
Your screen should look similar to below. Dont worry if the Accordion Menu is
not in the same location as it can be easily moved at a later stage.
You should also notice that the Properties frame has changed to include the
Accordion Menu properties. You will notice that the Accordion Menu is made up
of different Categories each of which includes a number of Items.
9
35. Click the Titles: text box to insert a new menu Title.
36. Type Region Sales as the new title.
You now need to define the Category names, Item names and the Source Data. In
addition, once the Source Data for each Item is selected you will need to identify
the Destination where the data will be copied to. As mentioned previously, the
Destination data will form the data set for the Column Chart created previously.
37. Click (cell reference) icon next to the Destination: text box to display
the Select a Range dialog box.
38. Drag to select the cell range B4:M4
You are now going to define the Australia Category.
40. Click at the bottom of the Categories: text box to add a Category.
You will notice that Category1 appears. You can either type a new Name for this
Category or reference a cell where the Name exists on the spreadsheet.
41. Type Australia in the Name: text box to name this Category.
You will notice that the Category name has changed on the Canvas. You now need
to identify the Item labels.
42. Click next to the Labels: text box to display the Select a Range dialog
box.
43. Drag to select the cell range A10:A14.
You will notice that the Accordion Menu has changed accordingly to include the
different product categories. You now need to identify the Source Data range
(B10:M14) associated with these Items.
45. Click next to the Source Data: text box to display the Select a Range
dialog box.
You have completed the process for the Australia Category. It is important to test
the menu before you add the other Categories.
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48. Click to save your dashboard.
Xcelsius provides a Preview function to enable to quickly view what your

dashboard would look like once finished.
49. Click to Preview your dashboard.
Your dashboard appears on screen.
50. Click the various Items and the Chart should change accordingly.
51. Click to return to My Workspace.
You now need to add the remaining Categories and Items. You do not need to alter
the Destination as data selected will be copied to the same Destination for the
Chart.
52. Click at the bottom of the Categories: text box to add a Category.
You will notice that Category 2 appears.
53. Type Brazil in the Name: text box to name this Category.
You will notice that the Category name has changed on the Canvas. You now need
to identify the Item labels.
54. Click next to the Labels: text box to display the Select a Range dialog
box.
55. Drag to select the cell range A21:A25.
You will notice that the Accordion Menu has changed accordingly to include the
different product categories. You now need to identify the Source Data range
(B21:M25) associated with these Items.
57. Click next to the Source Data: text box to display the Select a Range
dialog box.
You have completed the process for the Brazil Category. It is important to test the
menu before you add the other Categories.
11
Your dashboard appears on screen.
62. Click Brazil to display the different product categories.
63. Click the various Items and the Chart should change accordingly.
To complete the remainder of the Accordion Menu using the following details:
Category Name Labels Source Data
Canada A31:A35 B31:M35
Germany A42:A46 B42:M46
India A53:A57 B53:M57
67. Click the various Categories and Items to test that the Chart
changes accordingly.
12
Grids
The Chart in its present format indicates trends in sales but it is difficult to
determine the exact sales amount. However, you can place the mouse on each of the
columns to reveal the exact sales amount. Notwithstanding, the BI team has decided
that it would be beneficial to add a Grid component to the dashboard to display the
sales amount for each month, once the Item is selected. The dashboard is expected
to look similar to the below image.
68. Click in the Component frame to display the various

components.
69. Scroll if necessary until you find the Grid icon.
70. Drag and Drop the Grid icon onto the Canvas frame below the Chart and
Accordion Menu.
You will notice that the Grid is currently in a 5x3 format. This will automatically
change to reflect the data range chosen to be included in the Grid.
71. Select the range C3:N4 to indicate the data source.
72. Click next to the Data: text box to display the Select a Range
dialog box.
You will notice that the cell range that you previously selected appears in the dialog
box.
The Grid changes to include this data.
13
You will notice that a number of cells include hash symbols (#) to indicate that the
cell is too small to display the data. We will now edit the size of the font and change
the sales amounts to currency.
79. Change the Font Size from 12 to 10.
80. Click of the list box in the Number Format area to display the different
formats available.
82. Enter the following format details:
It is also possible to resize the Grid using the handles once it is selected.
Test your dashboard by selecting different Categories and Items to see changes to
the Chart and Grid.
14
Alerts
The CEO has also indicated that she wants to quickly highlight sales amounts that
are outside the norm. It was therefore decided to include an Alert in the dashboard.
Alerts are components that compare a value to a predetermined value or range of
values, such as Key Performance Indicators (KPIs) or Benchmarks. Assume that the
CEO has advised that she does not expect the total sales for any product category
within a region to exceed $6,000,000 per annum. Accordingly, she wants to use this
amount as a reference point to see how total yearly sales for a product category
within a region will compare to this value. Specifically, sales which are 10% or less
of this amount are unacceptable. While sales are between 10% and 70% are
acceptable and sales above 70% are to be commended. The Alert needs to quickly
indicate this comparison. There are a number of different Alert components
available, but for the purpose of this exercise, you will use a Gauge.
85. Click in the Component frame to display the

various components.
86. Scroll if necessary until you find the Gauge icon.
87. Drag and Drop the Gauge icon onto the Canvas frame.
You now need to indicate the cell range which the Alert will be using as input.
Previously, a formula was created in the spreadsheet cell B4 to calculate the total of
the input area (yellow). The Alert will compare this value against the prescribed
values (see below).
88. Click next to the Data: text box to display the Select a Range
dialog box.
89. Click B4 to select the cell range.
Notice that the pointer moves to reflect the test total. You now need to adjust the
scale of the Gauge.
91. Type 6000000 in the Maximum Limit: text box.
You now have to specify that the Gauge component is going to be used as an Alert.
92. Click in the Properties frame to display the Alert properties.
93. Click to make the other properties active.
15
You will notice the Maximum Limit has been transferred to this screen. As
mentioned earlier the CEO wants to view the sales amounts as compared to this
maximum amount.
94. Click to select it.
You now have to apply the other requirements of the CEO in regards to ranges that
are considered unacceptable (<10%) acceptable (>10% <70%) and commendable
(>70%).
95. Click 30% in first row (green) of the Alert Thresholds.
96. Type 10%
Notice that 10% becomes the minimum of the next row. The remainder of the
thresholds are correct except red should indicate sales that are poor. This can be
changed in the Color Order.
97. Click to change the order of colours.
You now need to test your Alert.
the impact it has the Alert. You will notice that the total sales amount appears in the
Gauge, but it needs to be reformatted.
100. Click to Preview to return to My Workspace.
You will notice there are a number of text items that can be formatted.
103. Click value to select this text item.
104. Click of the list box in the Number Format area to display the
different formats available.
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106. Enter the following format details:
the Chart, Grid and Alert.
109. Click to return My Workspace.
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The Dashboard Appearance
You have now built the fundamentals of your reporting dashboard with all the
necessary information. The last task is to format your dashboard to make it more
appealing. Xcelsius includes a number of options to enhance the dashboard
appearance, including preloaded colour schemes and themes. You can also add
graphics (e.g., company logos) and titles. You are now going to insert the company
logo for Global Bike Inc.
110. Rearrange your dashboard by re-sizing and dragging components

similar to below.

various components.
112. Scroll, if necessary, until you find the Image Component icon.
113. Drag and Drop the Image Component icon onto the Canvas frame.
114. Click in the Properties frame to display the Open

dialog box.
115. Locate the GBI.jpg graphic as indicated from your workshop leader.
116. Click to import the company logo.
117. Drag to re-size the logo to make it fit.
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You now need to add a title to your dashboard.

various components.
119. Scroll, if necessary, until you find the Label Text icon.
120. Drag and Drop the Label Text icon onto the Canvas frame.
121. Type World Bicycle Sales in the Enter Text text box in the
Properties frame.
124. Edit the size and type of font.
125. Re-size text box if necessary.
As mentioned previously, you can change the look of the dashboard by using pre-
loaded Themes and Colour Schemes. These Themes and Colour Schemes can be
accessed by icons on the toolbar.
129. Apply various Themes or Colour Schemes to your dashboard.
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Dashboard Output
After completing your dashboard, you need to determine how it will be distributed to
the users. Xcelsius allows you to embed your dashboard in either PowerPoint, Word,
Adobe Acrobat, Email attachment or Web page. These options are available on the
toolbar.
The CEO wants to use the dashboard you have created in an upcoming presentation
and therefore requires it embedded in PowerPoint.
133. Click on the toolbar to embed the dashboard in PowerPoint.
After a short period of time Microsoft PowerPoint appears on screen displaying a

blank slide.
134. Start a Slideshow to view your dashboard.
135. Test your dashboard.
Notice that the dashboard interactivity is still available once it has been embedded in
PowerPoint.
136. Press <ESC> to exit the SlideShow
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Additional Help
Templates and Samples
Xcelsius includes many templates of dashboards and samples of different

components. You can use the templates as a basis for creating new dashboards.
These Templates are available under the File menu. The Samples provide examples
of different components so you can get a better understanding of the component
features. Again the Samples can be accessed under the File menu.
Dashboards
There are a number of dashboards which are available at the SAP web site. These
can be downloaded and then modified to suit your needs.
http://www.sap.com/solutions/sapbusinessobjects/sme/xcelsius/demos/index.epx
Elearning
There are a number of web casts available through the SAP web site which explain
different approaches to building dashboards.
This tutorial was designed to introduce students to the concepts of designing and
building dashboards using SAP Xeclesius. It is only a starting point as Xcelsius
provides a broad range of functionality to improve the display of data for better
decision making. However the most important thing to remember is that the correct
information is made available for the best decision and spreadsheet should be correct
before building the dashboard.
https://www.sdn.sap.com/irj/scn/businessobjects-elearning
https://www.sdn.sap.com/irj/scn/businessobjects-webinars#section4
Guides
There are also a number of user guides and best practices available form SAP.
http://www.sdn.sap.com/irj/uac/library-bi
http://help.sap.com/businessobject/product_guides/xcelsius2008/en/Xcelsius2008_us
er_guide_en.pdf
https://www.sdn.sap.com/irj/scn/go/portal/prtroot/docs/library/uuid/a084a11c-6564-
2b10-79ac-cc1eb3f017ac
21

Building A Sales Dashboard Using SAP Xcelsius - A4

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Building a Sales Dashboard Using SAP

The Xcelsius application appears on screen.

The Spreadsheet frame incorporates an embedded spreadsheet. This fully functional

3. Click on the toolbar to import a spreadsheet.

4. Click to close the existing spreadsheet and display the Open

5. Locate GBI Xcelsius Workshop spreadsheet on your computer. This file is

6. Select GBI Xcelsius Workshop then click to import the

The first step is to insert a chart into the canvas area.

7. Click in the Category frame to display the various Chart

8. Scroll until you find the Column Chart icon.

11. Type Sales By Category as the new title.

13. Click in the Data area of the Properties frame to select it

14. Click to add a Series.

You will notice that Series1 appears.

17. Drag to select the cell range B4:M4

18. Click to transfer this range to the text box.

20. Drag to select the cell range B3:M3.

21. Click to transfer this range to the text box.

23. Click to display the associated properties.

24. Click Vertical (Value) Axis Labels to select it.

26. Click Currency to select it.

28. Click to display the Save dialog box.

29. Type GBI Dashboard to name your file.

30. Select an appropriate location for the file to be saved.

31. Click to complete the process.

There are a number of Selectors available covering different user requirements.

32. Click in the Components frame to display the various selector

36. Type Region Sales as the new title.

38. Drag to select the cell range B4:M4

39. Click to transfer this range to the text box.

You are now going to define the Australia Category.

43. Drag to select the cell range A10:A14.

44. Click to transfer this range to the text box.

46. Drag to select the cell range B10:M14.

47. Click to transfer this range to the text box.

Xcelsius provides a Preview function to enable to quickly view what your

49. Click to Preview your dashboard.

Your dashboard appears on screen.

51. Click to return to My Workspace.

You will notice that Category 2 appears.

55. Drag to select the cell range A21:A25.

56. Click to transfer this range to the text box.

58. Drag to select the cell range B21:M25.

59. Click to transfer this range to the text box.

60. Click to save your dashboard.

Your dashboard appears on screen.

62. Click Brazil to display the different product categories.

64. Click to return to My Workspace.

Category Name Labels Source Data

Canada A31:A35 B31:M35

Germany A42:A46 B42:M46

India A53:A57 B53:M57

65. Click to save your dashboard.

66. Click to Preview your dashboard.

68. Click in the Component frame to display the various

69. Scroll if necessary until you find the Grid icon.

71. Select the range C3:N4 to indicate the data source.

73. Click to transfer this range to the text box.

The Grid changes to include this data.

74. Click to save your dashboard.

76. Click to return to My Workspace.

77. Click to display the associated properties.

78. Click to display the associated properties.