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Budgeting Solution for Prasarana

Prepared By: Submitted to:


SPNB: SAP BPC Business Blueprint

Table of Contents
1 Introduction .............................................................................................................................. 5
1.1 Client Overview ........................................................................................................................... 5
1.2 Project Overview ......................................................................................................................... 5

2 Conceptual system Design ................................................................................................... 6


2.1 Source System ............................................................................................................................. 6
2.2 Business Warehouse (SAP-BW)................................................................................................... 6
2.3 SAP BPC-Application ................................................................................................................... 6
2.4 SAP BPC-Reports ......................................................................................................................... 6

3 OVERVIEW of BPC.................................................................................................................... 7
3.1 Technical architecture................................................................................................................. 7
3.2 Data Inputs .................................................................................................................................. 8
3.3 Reporting..................................................................................................................................... 8
3.4 Systems Development ................................................................................................................ 8
3.5 Dimensions.................................................................................................................................. 8
3.6 Measure ...................................................................................................................................... 9
3.7 Application .................................................................................................................................. 9
3.8 Application Set ............................................................................................................................ 9
3.9 Business Rules ............................................................................................................................. 9
3.10 Logic ............................................................................................................................................ 9

4 Information architecture ................................................................................................... 11


4.1 Information Flow Diagram ........................................................................................................ 11
4.2 REPORTS, INPUT SCHEDULES and DATA MANAGER PACKAGES ............................................... 11

5 financial planning ................................................................................................................. 13


5.1 ‘as-is’ process ............................................................................................................................ 13
5.2 Planning/ Budgeting Cycles ....................................................................................................... 13
5.3 Major requirements and bpc solution ...................................................................................... 14
5.4 ‘to-be’ process .......................................................................................................................... 17
5.5 Annual budget ........................................................................................................................... 17
5.5.2 Annualized Budget ............................................................................................................ 24

6 BPC application Design ....................................................................................................... 26


6.1 Dimension inventory: ................................................................................................................ 26
6.2 Revenue Planning App .............................................................................................................. 26
6.3 HRM (Personnel Cost Planning) App ......................................................................................... 27
6.4 OpEx Planning App .................................................................................................................... 28
6.5 CapEx Planning App .................................................................................................................. 29
6.6 Project CapEx Planning App ...................................................................................................... 29
6.7 Financial Statements Planning App........................................................................................... 30
6.8 Cash Flow Planning App ............................................................................................................ 30
6.9 Version Schema for Financial Planning ..................................................................................... 31
6.10 CONCURRENT DATA LOCK SETTINGS ........................................................................................ 32
6.11 SECURITY ................................................................................................................................... 32

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SPNB: SAP BPC Business Blueprint

6.12 Work Status............................................................................................................................... 33


6.13 BPC Transport Process .............................................................................................................. 33
6.14 BPC Performance Measures ..................................................................................................... 34

7 Integration with Native Bi & Bpc-bi system ................................................................. 37


7.1 Data Flow Overview for BPC Solution ....................................................................................... 37
7.1.1 Master Data ...................................................................................................................... 37
7.1.2 DataSource ........................................................................................................................ 38
7.2 Inbound and outbound architecture ........................................................................................ 38
7.2.1 Naming Convention........................................................................................................... 38
7.2.2 Data Loading Frequencies ................................................................................................. 39
7.2.3 Transformation ................................................................................................................. 39
7.2.4 Authorizations ................................................................................................................... 39

Assumptions and risks ................................................................................................................ 40


Diagram LegenD ............................................................................................................................ 42

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SPNB: SAP BPC Business Blueprint

Document Information

General Information

Project Name SPNB BPC Implementation

Process Business Planning and Budgeting

Associated
Documentation

Approver

Function Name Signature Date

Process Owner Mr. Peng Chin Leong


IT Mr. Mohd Sani Shamsuddin

Document History

Version Reason for Change Created By Date


Effective
1.0 First Draft Release Darshan Joshi 10.04.2012
1.1 Finalized Release Darshan Joshi 17.04.2012

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SPNB: SAP BPC Business Blueprint

1 INTRODUCTION

The purpose of this blueprint document is to provide a detailed description and roadmap of what
will be delivered in the SPNB BPC implementation for Business Planning & Budgeting and how it will
be developed. This document includes sections covering scope, requirements, system landscape
architecture, system components, design, data sources, data extraction, interfaces, data flows,
testing, and security. This document also includes a formal “As-Is” or current state since the
project’s objective is to replace the current manual planning environment with SAP Business
Planning and Consolidation for Netweaver 7.5 (BPC).

1.1 CLIENT OVERVIEW

Syarikat Prasarana Negara Berhad (Prasarana) is a wholly-owned Government company established


by the Ministry of Finance, set up to facilitate, undertake and expedite public infrastructure projects
approved by the Government. Prasarana and its group of companies are also asset-owners and
operators of several public transport providers, namely the Ampang and Kelana Jaya lines, KL
Monorail system, bus operations in Klang Valley and Penang, as well as the cable car services in
Langkawi.

1.2 PROJECT OVERVIEW

The BPC system will produce excel based reports and provide users with interactive reporting tool
based out of excel plug in. The BPC system is not intended to produce operational reports that are
expected to produce standard GL reports. Most of these will come directly out of the SAP Finance
and HR system through SAP BI. The system will be developed using SAP BPC technology and
reporting tools.

The developed applications will be the tools in the area of Revenue planning, Capex and Opex
planning, HR capital planning to drive the company’s endeavours towards achieving strategic goals.
The objective of this planning solution is to implement a system based budgeting system with driver
based approach which helps in achieving a budget which makes sense, linking the strategic goals,
revenue and expenses together. This will also provide a framework for Prasarana where in cost
element related critical analysis can be carried out, based on the driver sets. The project also aims at
having standardized, uniform and collaborative planning interface across the holding company
Prasarana and its subsidiaries.

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SPNB: SAP BPC Business Blueprint

2 CONCEPTUAL SYSTEM DESIGN


For the purpose of understanding the whole planning, forecasting and reporting, system can be
divided into four layers.

2.1 SOURCE SYSTEM


All the information which is generated on day-to-day basis is stored in ‘source systems’
which in this case are Primavera and SAP-ECC. Source systems store all the business
transactions on a real-time basis.

2.2 BUSINESS WAREHOUSE (SAP-BW)


SAP-BW is used as the information warehouse. The information from source systems will
flow to SAP-BW. The information may be ‘enriched’ while it flows from source system to
SAP-BW so that it can serve the purpose of providing analytical information. Some reports
will also be created at this level.

2.3 SAP BPC-APPLICATION


This is the layer where users can ‘create’ the information for planning and consolidation and
reporting purpose. The information can be created either with the help of pre-defined tasks
(e.g. Currency Translation) or by way of manual entry screens (input schedules). Summary of
actual transactions happening at source systems will also be available in this layer for
reference purpose (e.g. actual OpEx for previous periods).

2.4 SAP BPC-REPORTS


Reports are the final output of the whole planning, forecasting, reporting and consolidation
process. BPC has a user friendly user interface for reporting which can be Excel, word, power
point or web. SAP BW reports will be used to supplement BPC reports wherever required.

Conceptual Design

SAP BPC Report


Report
Reports ss

(
Input
Input
SAP BPC Schedule BPC
Schedule
Appl. ss

Report SAP BW
SAP BW
s

(
Source
Systems Primavera Flat File SAP ECC

Fig 1 : Conceptual Design of BPC solution

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SPNB: SAP BPC Business Blueprint

3 OVERVIEW OF BPC

The SAP BusinessObjects Planning and Consolidation application unifies and streamlines the
planning, budgeting, and forecasting process. The products main features are focused on
supporting the end user community with user friendly tools and interfaces. All configuration
created in BPC is customized. There is no standard delivered configuration beyond the basic
Apshell example which serves as a generic template for creating any new application sets. A
reporting model will be created first and this model can be based on most any characteristics
desired. The model used shall ensure that any specific reporting and processing needs can be
met by the various applications contained within an application set.
The following sections describe the application sets, applications, and dimensions that would be
needed to frame the business planning reporting model.

3.1 TECHNICAL ARCHITECTURE

The SAP Business Planning and Consolidation, version for SAP NetWeaver, runs on the SAP
NetWeaver BW platform, and also requires a Microsoft .NET application server.
At a high level, it has four tiers:
 Client tier – Used to run Zero Footprint (aka ZFP, Web), Office (Excel, Word, PowerPoint), or
Admin (Standalone .NET client application)
 .NET Web Server and Application Server tier – Used for data mapping and pass through
between client and SAP NetWeaver App Servers and to perform user authentications
 SAP NetWeaver application tier – SAP NetWeaver BW Application Servers (OLAP Engine and
Application Logic). Utilizing existing Company X SAP BW instance.
 Database tier – In the case of Company X – MS SQL Server 2008

Fig 2 : BPC Technical Architecture

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SPNB: SAP BPC Business Blueprint

3.2 DATA INPUTS


Data Inputs are accomplished through data packages or manual input templates (input
schedules). Data transformations, data mappings and input templates are created and
maintained by system users and/or administrators. Data packages are processed by system
users and/or administrators depending on security rights and roles within business
processes.

3.3 REPORTING
The reporting function of BPC is accomplished through Microsoft Office applications. In
addition to this we can leverage the reporting capabilities of SAP BI to supplement MS Office
based reports of BPC. System reports are created, maintained and approved by system
administrators and stored in system folders. Individual Reports are created and maintained
by system users and are stored in personal folders.

3.4 SYSTEMS DEVELOPMENT


Systems development activities are accomplished through the application front end utilizing
the BPC administrative module. Definitions of dimensions, security profiles and data
management packages are created and maintained by system administrators. Business
processes are established during system development project to insure system elements are
tested and approved before going into production.

3.5 DIMENSIONS
Dimensions are like master data. Dimensions consist of members. E.g. Category is a
dimension and Actual and Budget are members.
BPC, like other OLAP (online analytical processing) systems, uses dimensions to store and
define metadata. Specifically, BPC utilizes a shared dimension model enabling each
dimension to be maintained once while being utilized by one or more apps within the
Appset.
Each app within BPC is defined by a subset of dimensions from the shared dimension library.
The metadata defined within each dimension, in the form of members and properties,
describes the specific data values that are managed by the app. The metadata is what
enables users to “slice and dice” data including drilling up or down dimension hierarchies,
filtering data sets using dimension values, etc.

Dimension Types
BPC utilizes a standard set of dimension types – many of which have special uses. The
dimension types and their uses are summarized below:

 Account (A): defines the GL chart of accounts – should mirror SAP Standard COA and
is used to roll up numbers to produce financial reports, conduct better/worse
analysis, etc.
 Category (C): defines the category or version of data so that comparisons can be
made (e.g. actual, budget, forecast).
 Entity (E): defines the corporate structure of the GL and how they are aggregated up
to form companies and perform intercompany eliminations and currency
translation.

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SPNB: SAP BPC Business Blueprint

 Time (T): identifies the time period for data so that it may be sorted chronologically,
summarized over time (e.g. YTD).
 IntCo (I): identifies intra- and inter-company values that may need to be eliminated.
 DataSrc (D): defines the data source dimension (e.g. input or adjustment) enabling
base data to be modified while maintaining the base data.
 Input Currency (R): defines currencies that local data can be entered into the
application.

3.6 MEASURE
Measure allow you to view choose the view of data viz. Periodic, WTD, MTD, QTD, YTD.

3.7 APPLICATION
An application is a functional unit for planning/ forecasting (e.g. Finance, Sales and HR etc).

3.8 APPLICATION SET


An Application Set is a collection of BPC applications. Applications are self-contained
reporting environments that can share some system elements as long as they are part of the
same application set.
For example, the chart of accounts may be a dimension that can be shared across
applications; BPC allows establishing a dimension within the application set so that multiple
applications can use the same chart of accounts. The Appset also shares a common user
group. Users may or may not share the same functional and data access rights within the
Appset.
To summarize, the dimensions can be shared across application within an application set so
that the same master data can be used without having to recreate it within one application
set. However, there can still be authorization controls to restrict individual dimension
members per application.

3.9 BUSINESS RULES


Business Rules are predefined or custom task to carry out an activity related to business
planning, forecasting or consolidation. Example of business rules currency conversion and
balance carry forward etc.

3.10 LOGIC
Logic is the mathematical foundation for performing calculations in BPC. There are several
options available for performing logic including advanced logic and dimension calculations,
which use SQL and/or MDX to complete the calculations. Users may also use standard Excel
formulas as well as standard and BPC-specific functions to perform calculations in reports
and input schedules.

Types of Logic:

 Advanced Logic
Advanced logic is a script-based approach to completing calculations and storing values in
the SQL tables that support a specific app. Once stored, the data aggregates up the

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SPNB: SAP BPC Business Blueprint

dimensional hierarchy and may also have dimension formulas applied to it. Advanced logic
scripts use SQL and MDX syntax in addition to several custom functions included with BPC.

 Dimension Logic
Typically used in the Account-type dimension of an application, dimension logic utilizes MDX
syntax to perform calculations “on-the-fly” after data is aggregated. The specific formula
may be defined directly in the Formula property or referenced from a library file, which is
used to store multiple formulas.

 Worksheet Logic
Finally, logic may be defined in the specific reports and input schedule worksheets.
Worksheet logic uses standard Excel formula syntax as well as to standard and BPC functions
to perform calculations on data returned to the worksheet.

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SPNB: SAP BPC Business Blueprint

4 INFORMATION ARCHITECTURE
4.1 INFORMATION FLOW DIAGRAM
The flow of information between SAP ECC, Primavera, BW and BPC can be depicted as per the
diagram below: -

Fig 3 : Information Flow Diagram

For any data element required which is not available in ERP system as well as in native BI system, flat
file upload can be used.

 The initial transactional data (reported financial data) for resides in SAP ECC new GL tables
(GLFLEXA and GLFLEXT).
 Data for accumulated balance as per leading ledger will be fetched from table FAGLFLEXT via
datasource extractor 0FI_GL_12 and would be transferred to Info cube ZBPC_GL.
 The data load from ECC to BW will be ‘delta enabled’. The load would commence with an
initial full load after which delta records would be transferred based on frequency set. This
data will be sent to BPC-BI cube and this load will also be ‘delta enabled’.
 The data stored in SAP BW will be directly loaded to BPC with the help of Data Manager
Packages.
 Infoprovider ZBPC_GL can be used as the base/source cube to load data to Finance
Application in BPC. This data will be a basis for planning and budgeting.
 Frequency of load will be determined after discussion with Prasarana. The recommended
frequency is once a day.

4.2 REPORTS, INPUT SCHEDULES AND DATA MANAGER PACKAGES


The information below summarizes the planned reports and input schedules to be implemented. It
also provides information about scenarios where Data Packages will be used to load external data

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SPNB: SAP BPC Business Blueprint

into BPC system. Unless specifically noted for future use, all information in this section pertains
specifically to the implementation. All reports will be created in BPC using the Microsoft Office
integration. Once the monthly consolidation is final, data will be exported to BI and the finalized
results can also be viewed by the Prasarana end user community utilizing the BO reports. Some BPC
standard reports will also be used for reporting.

4.2.1.1 REPORTS INVENTORY


The following reports/statements will be prepared using BPC as part of the set of financial
statements:
 Balance Sheet
 P&L
 Cash Flow

In addition to these, following reports will be provided:


 Project Capex and progress
 Performance highlight snapshot report
 Dashboard (one dashboard for each subsidiary, with maximum of six KPI graphics)
 Status report on the basis of BPF.
 Timetable of budget completion vs actual completion from controlling point of view. (This
requirement will be assessed if technically feasible in the system).
 A document shall be provided to show what and where to check for assuring the data
accuracy across BPC and ECC system.

4.2.1.2 INPUT SCHEDULES


Where ever the information required for the purpose of Planning is not coming from the source
system we would be providing Input schedule. Input schedules are the excel interfaces in BPC
system where in users can key in the planned values and save to the system.

4.2.1.3 DATA MANAGER PACKAGES

Data Manager is a module in BPC that helps you manage the data moving into and out of the
applications, as well as to copy or move data within and across the applications. It supports mapping
and transformation of data. BPC system comes with a set of packages delivered to meet many of the
data management needs.
Data Manger can also be used to load data, system to system (point to point) or via flat files.
For Prasarana, we shall use a data manager package to import transactional data with many line
items. The required transformation and mapping can be designed during the realization phase as
and when more clarity on this is achieved.

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SPNB: SAP BPC Business Blueprint

5 FINANCIAL PLANNING
5.1 ‘AS-IS’ PROCESS
Financial Budgeting is done using MS Excel spreadsheets.

Fig 4 : AS IS Planning Process

5.2 PLANNING/ BUDGETING CYCLES

There are two types of budgets being prepared at the moment: -


Annual Budget
Annual Budget is prepared for the next full financial year (current F.Y.+1). Once approved it doesn’t
change during the year. E.g. in F.Y. 2012, Annual Budget is prepared for 2013. Next five year budget
is also derived with the FY+1 budget with following options:
a. Key in the values from next year to subsequent five years (option in the system).
b. Extrapolate the next year figures by specified percentage for subsequent five years.
c. Copy the next year figures into subsequent five years.

Annualized Budget (Full Year Budget)


Annualized Budget is estimate of current year’s income and expense. While doing the forecast for
rolling basis actual data in picked up for previous months and forecast for the remaining months of
the year. E.g. in July-2012 actual numbers will be taken for the months from January to June and
forecast will be used for the months from July-12 to March-12.

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SPNB: SAP BPC Business Blueprint

5.3 MAJOR REQUIREMENTS AND BPC SOLUTION

Following are the key requirements from FRS and the last column shows how those will be achieved
in the BPC solution:

Sr. Process Description Action Plan


No
1 Budgeting Following planning scenarios are expected in These planning scenarios will be
the solution: covered in BPC apps described in
following sections.
1. Revenue Planning
2. Office CAPEX Planning
3. OPEX planning
4. Head Count Planning
5. Project CAPEX Planning
6. Cash Flow Planning
7. Budgeted P&L & Balance sheet
2 Budgeting A simplified solution is required as there are Part of BPC deliverable, will be
too many excel files which are interlinked. achieved with standardization of
templates across organization.
3 Budgeting Data gathering from disparate sources is Any data element, already available
required to be automated in ECC or Native BI system will be
made available in BPC for planning
as automated loading, for others,
flat file upload has to be designed.
4 Budgeting Cost Center to be amended / Mapped Once the new structure is in place,
accordingly (directly from SAP) this will be mapped in BPC from SAP
ERP. For BPC, the COA or any
master data should be available in
ECC first to maintain the
consistency.
5 Authorization Authorizations have to be configures so as to Will be a part of solution. Currently
restrict the access of data across organization the authorizations requested are on
and cost centres the basis of divisions
(Bus/rail/Finance). Only Corp. Fin.
Should be able to see all the data,
including average pay, keyed in by
HR. Others will see headcount and
total cost.
6 Approval 4 Approval Levels Will be taken care with work status
flow 1. Planner and BPF in BPC solution
2. BOD
3. HQ Planner
4. BOD HQ
Flow should be:
1->3->2->4

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SPNB: SAP BPC Business Blueprint

7 Budgeting User should be able to upload Key Will be provided with BPF
assumptions and budget guidelines to the
system for each budgeting cycle
8 Head count Interface for HR to input the cost elements’ Standardized Template with access
planning expenses for head count planning at Division, control shall be provided,
department, Grade level average on monthly mentioned in HR app.
level.
9 Head count Actual data on same level for these cost Actual data will be taken from
planning elements should be made available for HR for Payroll data, as grade level
their reference. information is not available in GL
transaction data
List of Cost elements and relevant
cost centres have to be mapped in
the system as per the templates
used.
10 Head count Interface for planning number of people has Comments feature of BPC shall be
planning to be provided where the justification for used for this.
additional headcount can be entered.

11 Head count Total budgeted manpower cost has to be Planning function will be provided
planning derived by multiplying head count given by to do this calculation, once the data
operations with the average cost given by HR in entered with the planning
interface.

12 Budgeting Version management is required to compare Shall be provided in solution with


different iterations of the budget, forecast etc dimension ‘Version’ and work status
and data should be locked once approved shall be maintained to achieve the
locking
13 Reporting Version comparison and Variance reports are Shall be provided in solution, details
required on the structure shall be discussed
in detail while realization.

14 Budgeting Increases/decrease budget numbers across Shall be provided, either will excel
the board should be possible function of script logic, depending
on the application and requirement

15 OPEX Four different cost types are there in Shall be provided, either will excel
planning Prasarana: function of script logic, depending
on the application and requirement,
1. Manpower cost
mentioned in OPEX app.
2. Admin cost
3. Finance cost
4. Infrastructure cost
Across the board and individual change should
be possible

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SPNB: SAP BPC Business Blueprint

16 OPEX Template for OPEX planning for different Attributes for Cost centres to
planning subsidiary is required. identify relevant ones for each
division/department is required, if
this is not available readily in ECC,
interface will be given to maintain it
manually in BPC
17 Budgeting There are few accounts for which Capitalization (moving the data
capitalization is required and for others it’s from WIP into Assets) will be based
not required. A flag should be made available on the given flag, which will have to
to maintain this and do the capitalization be maintained manually.
18 Budgeting Annualization should be possible for budget A feature will be provided to have
year. For example in month 6, if whole year’s annualized data in one version.
annualized figure is required to be shown,
User will be required to execute one
there should be possibility to have data from 6
function to achieve this. it is a part
months actual and then for remaining period,
of Annualized Budget process in this
6 months’ Budget/forecast should be added
document.
19 Budget In payroll data, for capitalization, following Details will be solicited when
rule should be followed: developing P&L and cash flow
planning
Non Shared : Capitalize
Shared : No capitalization (expenses)
20 Project Data will be taken from ECC for project Capex Data from Primavera is integrated
CAPEX planning, the dimensions will be: with ECC, for BPC the source of
planning information will be ECC and BI for
 Project Code/Project Title this.
 Department Comments column will be used to
enter the remarks
 Scheduled completion date
Revised budget accounts will be
 Project VO (amount) created in BPC dimension and data
 Payments has to be entered into it for
revisions
 Amount Awarded
For capitalization of project cost
 Amount Committed but not awarded when the project is completing in
 Period Start the budget period, separate
accounts will be created in BPC
 Period End
dimension on summary level, which
 Payment Milestones will be shown on higher level in
balance sheet. To compare the
Remarks must be available to specify actual data against it, the actual GL
comments in the budget accounts be grouped together. The
Separate columns for Revised budget are exact details of accounts and cost
center for this have to be obtained
required.
during realization.
Capitalization of project cost when the project
is finishing in budget period is required
YTD payments and payments so far should be
available.

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SPNB: SAP BPC Business Blueprint

21 Budgeting Reporting on status of budgeting process is This will be achieved with BPF
required reporting, which has to be designed
and developed once the templates
and relevant processes are finalized

5.4 ‘TO-BE’ PROCESS


The Planning process will be carried out using BPC. The following sections in this document will
describe the ‘TO-BE’ process.

Fig 5 : System based Planning Process with BPC

5.5 ANNUAL BUDGET


This process is to plan for the OpEx, Revenue and Financial Statements for the next year. E.g. in 2012
Annual Plan is prepared for year 2013. Although the budget prepared and approved once is frozen
there can still be some revisions. Any changes to the originally approved budget version will be
saved with a new budget version.

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SPNB: SAP BPC Business Blueprint

Prasarana Annual Budget - Process View


Original Budget Revised Budget

Budget Budget
Approved
Balance Sheet Reports Approved
by Mgmt? Budget
and Cash Flow by Mgmt?
Reports
N Y Y
Budget Corp.
Budget Controller

P&L Change
(Corp. Finance)

Reqd to Dep.
Plan
Y
Y Y
N
Approved
Approved by Bud. N
by Bud. N Controller
Controller N

Plan Vs Actual
Copy
comparison.
Departmental
Review Y
Plan to Budget
Needed? N
A
Departmental

Y Y
Head

Approved N Approved N
? ?
(Department/ Projects/

Subsidiary
HeadCount P&L & Capex Revise
Budget Planner

HeadCount
Subsidiary/HR)

Average cost Plan Budget


Plan
from HR

OpEx Plan
Revenue Plan Copy Budget
(key in or set Capex Plan
from drivers from Previous
driver values)
Budget
Versions
Budget Administrator

Lock Budget
Trf. OpEx
Version
Budget
Open Budget to ECC Open New
Open Plan
Version & Budget Version
Version &
Notify Corp.
A
Notify Planners & Notify Corp. Trf. Revised
Finance Lock Budget Finance OpEx Bud.
Version to ECC

Start End Start End

Fig 7 : Prasarana Annual Budget Process Flow

The process of Annual Budget (original) is as follows: -


 Open Plan as well as Budget versions and send notification to all the planners.
 OpEx plan is prepared per department or subsidiary level.
 Revenue planning is also done at subsidiary level.
 The OpEx and Revenue Plan together create a subsidiary P&L which goes to Operational
head for approval. This plan essentially includes the values of the key drivers and the ratio

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SPNB: SAP BPC Business Blueprint

required to allocate these drivers to the required level up to GL accounts or the relevant cost
centers.
 Once approved by the respective Operation Directors, the plan goes to Budget Controller at
Corp. Finance level. At Corp. Finance the plans are copied to a Budget version.
 Budget Controller analyzes the consolidated budget and changes may be done if required.
 Preparation of Balance Sheet and Cash-flow will also be done by the Corp. Finance.
 Once budget controller has finalized the budget an offline/online approval is taken from the
top management.
 On approval by the top management the OpEx budget is transferred to ECC.
 Finally, the budget version is locked.
 For the budget review process, where the actual performance against the budget is
measured, a report shall be given, showing the detailed, line by line, YTD actual vs. Plan at
the GL account and cost center levels. Here in the excel output, added functionality shall be
given with the help of native excel function or VB macros to highlight / hide the rows where
the actual and plan deviation is more than certain % of budget values. This percentage shall
be maintainable in the report itself.
This report shall be a rigid structured report as excel formula/macro shall be used, hence for
any changes to this report shall require skill-sets in these areas.

5.5.1.1 ANNUAL OPEX BUDGETING

This sub-plan enables planning for operating expenses. Planning for Personnel Cost is done through
‘HRM App’ and rest of the expenses is planned using ‘OpEx App’.

The step-by-step process for OpEx Planning is as follows: -


 YTD Actuals of OpEx are loaded from ECC to native BI then BPC-BI and then to BPC.
 The Annual OpEx Budget of current year is copied to the Annual OpEx Budget for next
year for reference purpose.
 Budgeting for all costs except for Personnel Cost is done by way of input schedules in
OpEx App.
 Budgeting for Personnel Cost is done separately in HRM App and copied to OpEx budget.
 The departmental/ divisional budget is submitted for approval to the respective HODs.
 Once the budget is approved the data is locked and it is available for copy to Financial
Statements Planning.

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SPNB: SAP BPC Business Blueprint

A process diagram of the planning process is as follows: -


Prasarana Annual Budget - OpEx Planning (System View)
Approval

Approved
To Financial
Statements
1 N Y Planning
Reports

Annual OpEx
Budget

Personnel
BPC HRM App

HeadCount for next Cost


year
Personnel
1 Cost
Budget

Unit Personnel Cost


for next year

1 Cost Plan for next year


BPC Opex App

for Key-in elements Opex except


Driver values on CCtr
Personnel and COA
YTD OpEx Cost
Actuals Budget 1

CY Annual
OpEx Rate per unit for driver
Budget based planning
SAP BI

GL Balances GL Balances
in Native BI in BPC-BI YTD Actuals for
system system current year
SAP ECC

SAP ECC

Figure 8 - Annual OpEx Planning for OpEx

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SPNB: SAP BPC Business Blueprint

Reports

Name of the Dimension(s) Dimension(s) Dimension(s) in


Design Considerations
Report in Header in Row Columns

Annual OpEx Company Accounts (GL Periods


Budget Code, Version Accounts and
Planning items)

5.5.1.2 PERSONNEL COST BUDGETING FOR ANNUAL BUDGETING

Personnel cost planning will involve planning of Resources (per cost center) and the planning of
average rates (centrally by HR department). Based on the rates and number of employees
(resources) the department wise budget/plan for Personnel cost will be calculated by the system.
Process access control will be configured in this application to restrict the access of average rate
input by HR to only HR and Corp. Finance team and operations shall not have that access at all.

5.5.1.3 ANNUAL PROJECT CAPEX BUDGETING

The step-by-step process of Project Capex Budgeting for Projects is as follows: -

1. Preparation of Project Budget in Project Systems module in ERP (Yearly Level on WBS)
2. Assignment of Resources (Budget) to activities in Primavera
3. Inputting of the monthly budget into BPC- for budgeting for new projects purpose
4. Finally, the budget is transferred to Financial Statement Budgeting to consolidate the overall
budget.

Process
A process diagram of the Project Capex planning process is as follows: -

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SPNB: SAP BPC Business Blueprint

Prasarana Financial Statement Planning- Project Budget (Capex)

To Financial
Approval Statements
Project Capex
Budget
Y Planning End
BPC

Capex for
New Projects Budget with
Approved
Dummy codes
Projects
SAP BI

Approved
Project Data

Project
Primavera

Budget

Project Budget
and controlling
SAP-PS

Creation of
Projects
Start & Actual
Payments

Fig 9 : Prasarana Project Capex Planning Process Flow

5.5.1.4 FINANCIAL STATEMENT FORECASTING FOR ANNUAL BUDGETING

The purpose of Financial Statement Budgeting is to produce the following projected financial
statements for next year: -
1. Projected Balance Profit and Loss Statement
2. Projected Balance Sheet
3. Projected Cash-Flow Statement

Additional reports out of the system shall be:

4. Project CapEx
5. Office CapEx at summary level
6. Manpower requirement statement
7. Critical relevant KPI report

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SPNB: SAP BPC Business Blueprint

Financial Statement Budgeting relies on OpEx Budget to get budget for OpEx. Revenue Planning and
then subsequently Balance Sheet as well as Cash-Flow Budgeting happen in this application.

Process

A process diagram of the planning process is as follows: -

Prasarana Annual Budgeting- Financial Statements Planning (System View)


Approvals

1 Approved End
N Y
Reports

Projected P&L Projected Projected Balance


Statement Cash-Flow Sheet
(Annual Budget) (Annual Budget) (Annual Budget)

1
Cash- Balance-
P&L
Start Flow Sheet
Planning
Planning Planning

Other Cash-Flow
Financial App (BPC)

Cost Income/
Expenses Movements and
from Annual Calculations
OpEx Plan Balance Sheet
Movements and
Calculate
AR
Capitalization

Revenue Forecast

Profit/ Loss of the period

Opn.Bal. of O.B. as at
Cash for the the start of
plan year the plan year

Figure 1 - Flow Chart of Annual Financial Statements Budgeting

The step-by-step process of Financial Statement Planning is as follows: -

 Opening balances for Balance Sheet items are copied from source system.
 Similar to above the opening balances of Cash Balance is copied from source system.
 Revenue Plan is prepared using Input Schedules which, along with the OpEx Plan creates a
full Profit and Loss Statement.
 Other P&L items which are not part of OpEx (e.g. Tax etc.) can be planned here.
 For the purpose of Balance Sheet Profit/ Loss for the period is calculated from P&L.
 Most of the balance sheet items are a result of Opening Balance +/- cash inflow/outflow.
There will be no manual entry into the balance sheet.
 Once all P&L, B/S and C/F are complete they are submitted for approval to the respective
HODs.
 The plans are locked when they are sent for approval to the corresponding approvers.
 Both direct and indirect methods of cash flow planning are required. For board approval of
budget, direct method holds more value.

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SPNB: SAP BPC Business Blueprint

Reporting

Following are the reports required by Prasarana (assuming Budget year is 2013):
1. Current year annualized Figure (2012), if the activity is in June, and then annualized figure is
6 month’s actual and 6 months Budget “(6+6)” and one more version of “(6+6) adjusted”
where planner can adjust the copied figures to get the annualized values. This annualized
forecast can be prepared on-demand as the months moved on, e.g. 7+5, 8+4. For this
annualized version, P&L, Cash Flow and Man Power planning reporting is required.
2. Budget submissions (2013)
3. Current year Budget (2012)
4. Previous Year Budget (2011)
5. Projections for Next five years (2014 – 2019): A method is required to copy current budget
data into next years with some additional percentage change.

This approach is rolling in nature and shall be applicable for reports mentioned in section
5.5.1.4.

5.5.2 ANNUALIZED BUDGET


The process of Annualized Budget (also called Rolling Forecast or Full Year Forecast) is a forecast of
P&L, B/S and Cash-Flow for full current year. In this process actual data is taken for the periods
already completed and forecast is done for the future periods in the current financial year. For
example when in July-2012 we will take Actuals from January-12 to June-12 and forecast for periods
from July-12 to December-12. While preparing RoFo during August-12 we will ‘roll-over’ to one
period i.e. the actuals will be upto July-12 and the forecast will be from August-12 to December-12.

Just like Annual Budgeting process even this plan consists of two sub-plans- OpEx Planning and
Financial Statement Planning.

The process of Rolling Forecast is as follows: -

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SPNB: SAP BPC Business Blueprint

Prasarana Annualized Budget (Rolling Forecast) - Process View

Forecast Forecast
Approved
Balance Sheet Reports
by Mgmt? Y
(Prasarana and/or Subsidiary)

and Cash Flow


Budget Planner

Forecast Corp.
N
P&L

Forecast
Revenue

Forecast OpEx
Budget Administrator

Copy YTD
Actuals Lock Budget
Version

Open New
RoFo Version

End

Start

Fig 11 : Prasarana Annualized Budget Process Flow

The process of Rolling Forecast is as follows: -

 Open RoFo (Rolling Forecast) version and send notification to all the planners.
 YTD Actuals are copied to the RoFo version by system while creating a new RoFo version.
YTD Actuals are copied from Actuals and forecast for future periods can be copied from
previous rolling forecast version as an option.
 As opposed to Annual Budget, in case of RoFo all individual sub-plans viz. OpEx, Revenue &
Financial Statements are done by Corp. Finance.
 Once the RoFo is finalized an offline approval is taken from the top management.
 On approval by the top management the OpEx budget locked for further changes.
 The main responsibility for the changes lies with budget planner but corp. Finance shall be
able to override the proposals.

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SPNB: SAP BPC Business Blueprint

6 BPC APPLICATION DESIGN


6.1 DIMENSION INVENTORY:

Applications

Dimension Name Type HRM CAPEX OPEX Project FINSTAT


CAPEX

Account A Y Y Y Y Y

Category C Y Y Y Y Y

DataSrc D Y Y Y Y Y

Entity E Y Y Y Y Y

Employee Grade U Y Y

Project U Y Y

Time T Y Y Y Y Y

Cost Center U Y Y Y Y

Position U Y

AssetClass U Y

6.2 REVENUE PLANNING APP

Revenue planning for the operating divisions will be done with the driver based planning approach
where the revenue works as the major driver for the business operations, the target specified will be
on higher level of hierarchy and then the level of allocation up to different kind of revenue collection
(GL accounts) and the cost centers have to be devised. The exact details for this process have to be
ascertained with operational directors and their teams.
For the Bus division, the cost centers will be grouped according the depots and the planning will be
done on that level, details of which have to be finalized with Bus unit (Ain).

For Revenue planning of commercial division, following types of income have to be considered:

 Advertising
 Retail
 Business development

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SPNB: SAP BPC Business Blueprint

A format is requested where the user is able to maintain the budget numbers at lower level (like
number of stations x revenue item). This should be maintainable at the level of business unit. The
sum of these multiplied values should be represented on business unit and month level for each kind
of revenue.

As the smaller details are different in nature in all the budget cycles, those should not be maintained
as master data in the BPC system from maintainability point of view of the system. Thus a model will
be developed for this where there will always be two fixed dimensions (one number on units and
other expense amount) for which the planner has to mention in the comments that what unit means
what kind of units and revenue items. Then these can be multiplied and stored in some other
dimension at aggregated level, which then can be floated back to financial statements.

6.3 HRM (PERSONNEL COST PLANNING) APP

For Manpower planning, the standard template, which is currently being used by Prasarana Finance
team, will be used.
Two separate templates for head count planning shall be developed as below:
 One showing current head count, coming from actual data
 Another one for to incorporate increase or decrease in the headcount. Everything is in
numbers here.

Users should be able to insert comments stating the justifications for the hiring or lowering the head
count. These templates will be used by Operating divisions to plan their head count in budget
period.
The same template will be used by subsidiaries and divisions for their head count planning.

Budget Year
Employee MONTH MONTH
BUSINESS UNIT DIVISION DEPT Grade 1 2 ... 12
Headcount number

 Other application is required for maintaining the cost. For this also, the standard
template currently is used by Prasarana Finance team shall be used, which is going to be
used by HR.
Budget Year
Employee MONTH MONTH
BUSINESS UNIT DIVISION DEPT Grade Cost Element 1 2 ... 12
Salary
Overtime
--------
Details of all the cost elements constituting total HR cost has to be discussed and finalized with HR at
the time of realization.

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SPNB: SAP BPC Business Blueprint

6.4 OPEX PLANNING APP


This application will be used for planning of all OpEx except for Personnel cost. This application will
have actuals for previous periods which will be loaded from ECC (via BW). The plan data created in
this application will be transferred to Financial Statement Planning App where full financial
statements plan/ forecast will be prepared.

For OPEX planning, there will be a mix of available templates and new standardized ones. These will
be based on the division who is doing the planning. The divisions are classified into following:

Fig 6 : OPEX planning Approach

Support divisions –
These divisions are support functions and mainly source of costs and do not generate revenues.
Standard templates will be used for Support divisions where the planned figures can be keyed-in.
There should be a column for justification; for which BPC comments feature will be used.

Budget Year
BUSINESS UNIT DIVISION Cost Center COA MONTH 1 MONTH 2 ... 12

Following details are required during the realization:


 Flag for GL accounts to identify the expenses driven by manual planning and driver based
planning.
 Mapping for Cost center and business unit/divisions.

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SPNB: SAP BPC Business Blueprint

Revenue divisions -
There are following divisions where revenues are being generated along with the cost.
 BUS
 RAIL
 COMMERCIAL
There are three kinds of departments in these divisions, namely Operations, Engineering and
Administration. All three contribute to the cost and Operations is responsible for revenues.
There will be two kind of planning scenarios depending on the type of function as shown in below
graphic.
 Standard templates where planned figures can be keyed in with comments
 Driver based planning, which will be directly linked with the drivers as ridership. Standard
rates will be maintained by the responsible users at account level for per unit bus/rail
operating, which should be derived from the ridership. Once these rates are maintained,
total cost should be calculated on account level. In this way, the direct cost will be directly
linked with the revenue planning targets.

Currently the identification of the GL accounts, which should be planned as per driver based
planning, has been done with Mr. Leong as per the sheet below. The exact details from the
configuration point of view shall be obtained from budget planners from Bus and Rail divisions at the
time of realization.

COA Planning
Mapping

6.5 CAPEX PLANNING APP


CapEx planning App will be used to facilitate preparation of Capex budget for Prasarana. For Office
CAPEX (Fixed asset) application, the standard template across the organization shall be given. This
template will be used to input the values directly by the planners and will be structured as below:

Budget Year

EST
TOTAL
BUSINESS ASSET ASSET UNIT MONTH MONTH
DIVISION DEPT QTY COST JUSTIFICATION
UNIT CATEGORY DESC COST 1 2 ... 12
(RM)
(RM)

 User will be able to enter the values in budget year on monthly basis.
 User will distribute the cost per asset code and enter these distributed values in the
planning application (template).
 User should be able to write the justifications in each row; for this Comments
feature of BPC will be used.
6.6 PROJECT CAPEX PLANNING APP
Project CapEx planning App will be used to facilitate preparation of Project Capex budget for
Prasarana. The base project budget data will come from SAP-PS and Primavera modules via SAP-BW.
Following will be the structure of data from Primavera as well as the SAP-PS system:

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SPNB: SAP BPC Business Blueprint

Project ID
Project Stage
BL Project Start
BL Project Finish
Start
Finish
Started Indicator
Finished Indicator
BL Project Duration
At Completion Duration
*Schedule %
*Actual %
KPI Progress Status (Time)
Payment to Date / Actual total cost (for activity level)
Milestone Achieved During the Month

The planning for Project budget and WBS will be done in SAP-PS and Primavera for all approved
projects and this data will be fetched from there in BPC-BI and then to BPC with the help of data
manager packages. The changes to this data will be done in Primavera from the point of view of
controlling and updating the projects and same will be loaded in BPC, overwriting the previous
status.

For new projects, dummy project codes (WBS) will be created in SAP BPC system and planning will
be done for those projects in the BPC interface. The dummy project codes should have the same
hierarchy as the approved projects to maintain the consistency and for applying any logic on
member property values. A flag property will be given for showing the approval status.

6.7 FINANCIAL STATEMENTS PLANNING APP


This App will receive inputs from other Apps in Planning and then consolidate them in the form of
Financial Statements (Profit & Loss A/c, Balance Sheet and Cash-Flow). The information received
from other Apps can be further enriched or supplemented wherever required.

6.8 CASH FLOW PLANNING APP


1. For Cash Flow planning, standard template will be utilized across the organization. Selection
will be used to differentiate show data for different cost centers or businesses.
2. Currently there are too many templates used across businesses. Templates will be designed
where a single input template and reports will be utilized and segregated across all
businesses organizations and users will use the selections on the template to populate their
data.
a. Prasarana have more GL accounts to be shown than the operating subsidiaries. BPC
will be configured to show those list of accounts based on the user selection and
authorizations.

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SPNB: SAP BPC Business Blueprint

Actual Year Budget Year


BUSINESS UNIT / Intercompany MONTH MONTH
MONTH 1 MONTH 1
Company Code Elimination 2 ... 12 2 ... 12

3. As shown above, those are some of the sample layout requested where Monthly column to
be available in group level reporting as well as ACTUAL vs. BUDGET data. Data could be
shown by monthly, quarterly or yearly, depending on configuration and layout request by
user.
4. Bond Issuance
a. Value and interest rate to be keyed in.
b. Bond : rate x days x principal
c. Rules for Bond Issuance will be identified by owners based on the net value.
d. Owners will be able to set the rates. There will be sections on the same template or
separate template to maintain this.

Template configuration
RATE User input PRINCIPAL User input

5. Grant Receive
a. Calculated value : Data x Rate
6. Return Investment
a. Rules are given to allocate the investment accordingly
i. Templates will be created or configuration section available for users to set
the rules to allocate the cash for investment.
b. Return investment : Interest + Fixed Deposit

Template configuration
INTEREST User input FD User input

7. Acquisition of fixed asset


a. Derived from Project CAPEX or Office CAPEX

6.9 VERSION SCHEMA FOR FINANCIAL PLANNING


Annual Plan- 9999ABV99 where ‘ABV’ stands for Annual Budget Version, ‘9999’ is the year for
which the budget is prepared and 99 for revisions of the Annual Budget as there can be revision of
Annual Budget as well. E.g. 2013ABV01 will mean Annual Budget for 2013 first version.

Rolling Forecast- RF9999ZZZ where ‘RF’ stands for Rolling Forecast or annualized/revised budget,
‘9999’ for the year for which forecast is prepared and ‘ZZZ’ for the period. E.g. RF2013OCT will mean
Rolling Forecast prepared during Oct-13.

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SPNB: SAP BPC Business Blueprint

6.10 CONCURRENT DATA LOCK SETTINGS


Concurrent Data Lock

Concurrent data lock settings prevent users from sending data to the same intersection at the same
time. In the event multiple users attempt to send data to the same intersection of concurrent data
lock members (i.e. the same entity – account – time combination), the first data set submitted will
be accepted and processed. Any other data set sent during this process will be rejected.

Concurrent data lock settings are defined by application using three or more dimensions. For the
Finance app, the concurrent data lock will be defined using the following dimensions identified
below.

1. Category
2. Entity
3. Time

When a user submits data, BPC will lock the data preventing other submissions to the same
intersection of category, entity and time. This means multiple users may submit data as long as the
submissions are to different categories, entities and/or time periods.

BPC tool provides the lock for concurrent activities by itself and the Locking only occurs during the
brief time period when write back occurs, hence if any input schedule is left open by one user, it will
not affect data saving by other users.

6.11 SECURITY
BPC security will be implemented using teams to organize users and define rights within the system.

 User Authorization:

Users will be validated using the existing network IDs and passwords. At log in, the user’s ID
and password will be verified by the Prasarana network and must be active to gain access to
BPC.

 Teams:

Each team is assigned one task profile (control functional access) and one or more member
access profiles (control app and data access). Users will be assigned to the appropriate
teams and may be assigned to more than one team.

 Task Profiles:

Task profiles determine functional rights in the system, i.e. what tasks are available. Sample
task profiles are outlined below. Details for each will be defined during build.

 Primary Admin: Enables Primary Administrators to fully manage BPC.

 System Admin: Enable System Administrators to manage the BPC system elements
including users, security, comments and the other default System Admin tasks.

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SPNB: SAP BPC Business Blueprint

 Analyst / Power User: Provides broad access to utilize BPC for Office functions including
the ability to create report templates, input schedules and execute data manager
packages.

 Member Access Profiles:

Member access profiles determine the apps and data a user may access. BPC assumes no
access for a user unless it is specifically defined within the assigned member access profiles.

Broadly the access control requirements can be summarized as below table:

HR Applications Non-HR applications


Read and Write Read and Write
Power users at Corp. Finance
Read and Write Read (for HR related accounts)
HR team
Access Denied Read and Write
Operational users at
dept./subsidiaries

6.12 WORK STATUS

Work status is a function that allows you to lock application data in BPC from changing
regardless of a user’s write access. This is similar to period locking in ECC. To completely
setup work status involves creating work status states at the application set level which can
be valid for any application, and enabling work status settings at the application level.

Work Status States:


Work status states are created at the application set level and are valid for all applications
which are included in the application set. There can be only one set of work status states.
Based on the business requirements, there will only be the following three work status
states enabled:

Default - All activities are set to “Locked”; Controlled by both owners and managers
Started – All activities are “All”; Controlled by the owner
Approved – All activities are set to “Locked”; Controlled by the manager

Work status relevant dimensions will be Business Unit, Category, and Time. Business Unit
will serve as the owner dimension. The “owner” property within the Business Unit
dimension will be populated with the appropriate user IDs needed to identify the owner for
purposes of controlling work status (note: as no teams are proposed in security, no teams
will be assigned to the owner property).

6.13 BPC TRANSPORT PROCESS

Transports allow you to move an application set across a landscape. For example, you can
transport from a development environment to test environment and then to a production
environment. For performance reasons during a transport, the product checks the objects

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SPNB: SAP BPC Business Blueprint

that exist in the target system and only imports objects that have changed. Additionally, not
all objects are transported.

All aspects of an AppSet are transported except the following:

• Master Data
• Transaction Data
• Flat Files uploaded to Data Manager
• Any object or configuration requiring master data

When transporting, all transport-relevant objects for an Application Set are collected based
on the configuration set for what is done in development.

When importing the transport into the target system, the system checks the existing objects
in the target system and only overwrites changes if the object has been changed. This way,
you only transport the changed objects for an entire Application Set. You cannot transport
more granular objects than the whole Application Set, but only the delta changes are
moved. The exception to this rule is the transporting of files within file service which are
always overwritten.

An additional exception is the configuration drive in UJT_TRANS_CHG. When a transport is


imported, it checks the entries in UJT_TRANS_CHG in the target system. It does not
transport this relevant configuration if the entry is set to PRODUCTION. It only imports the
configuration for entries set to DEVELOPMENT.

T-code for collecting BPC objects: UJBPCTR

6.14 BPC PERFORMANCE MEASURES


“Avoid the use of MDX where possible.” - A significant majority of performance issues in BPC can be
traced to the use of MDX. Therefore, limit the use of dimension formulas or MDX functions in script
logic or BPC queries. From a standpoint of use of ABAP, MDX, and script logic, your approach should
be: Script logic, ABAP, MDX. The use of which approach is also dependent on performance (e.g., you
may be able to do something with script logic but if performance is poor than ABAP may be the
better alternative). In the case of MDX, it is often better to store interim results in the database than
to use MDX on the fly. A similar approach should be employed with queries (usually seen with
measures).

“Test early. Test often. Test with some real data.” – Do not ignore data readiness. Ensure that there
are no significant issues with data at the last minute which could lead to configuration and
performance issues. Test with some real data early in the implementation process. Do not wait for
cutover.

“Performance and Stress Testing” – Do early in the process using real data. Significant things can
come out which are not issues when testing with small or manufactured amounts of data.

“Beware multiple versions of Office and Internet Explorer” – While BPC natively supports multiple
versions of Office and IE, generally you want to have everyone on the same MS Office and Internet
Explorer standard. There is a known issue that the first time you open and save a dimension file in a
new application, it will be saved permanently according to the version of the office used. This can

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SPNB: SAP BPC Business Blueprint

cause issues between Excel versions if done. Also, some BPC features may differ between the two
versions as dictated by Microsoft application limitations.

Key Design Decisions and SAP Recommendations:

 If there are large number of dimensions in single Application and If there are huge number
of records, then Split Dimensions into Multiple Applications to improve Performance.
 Script logic is better approach to improve performance, next approach is ABAP, last
approach is MDX or Dimension Formulas
 ‘EVDRE: Refresh by sheet’ option is better approach which refresh particular sheet only, this
will improve performance while opening workbook.
 Format options can be done using native excel instead of using EVDRE functionality unless it
is necessary. This will improve performance while retrieving data from database
 Instead of using two EVDRE’s; better to use EVGTS and EVDRE function in the same report
 Multiple Expansion will have better performance than Multiple EVDRE’s
 Report/Input schedule which want to save to the server can be done without expanding the
sheets, because the file size will be lesser before expansion. When user opens, it
automatically expands with ‘expand on workbook open’ option.
 Limit the use of EVCOM functions, which reduce report performance
 Using EVTIM function is better instead of normal expansion of time dimension in the
column; there will be improve in the performance of template since we are not expanding
column every time we open the Input Schedule/Report.
 Performance will be better if FACTWB table should not contain more than 40,000 records.
 BPC does not support following special characters, hence must be avoided:

Name Prohibited Reserved word Remark


character

AppSet name `~!@#$%^&*()+- * Common reserved word (See Appendix Cannot be started
=[]\{}|;':"<>?,./ A) with space or
numeric character

Application name `~!@#$%^&*()+- * Common reserved word (See Appendix Cannot be started
=[]\{}|;':"<>?,./ A) with space or
numeric character

Dimension name `~!@#$%^&*()+- * Common reserved word (See Appendix Cannot be started
=[]\{}|;':"<>?,./ A) with space or
numeric character
RecordID,UserID,DataWritten,

KeyWord,Priority,KPI,Comment,

TimeID,LckNumber,CellCal,SignedData,IDJ,
Description,App,UserC,DateModified,UserP
,DatePosted,Status,IDJAutoRV,Posted,IDJol
d,IDJGroup,AutoReversed,Balanced,Reopen
,Editable,Variable,RowNum,Debit,Credit,re
mark,Currency,

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SPNB: SAP BPC Business Blueprint

Name Prohibited Reserved word Remark


character

ID,Sign,Thesum,Tsum,AuditBatchID,BPFID,C
HG,Comment,DataWritten,InstanceID,KEY
WORD,LastUpdate,LCKNumber,Priority,Up
dateBy,UserID

Dimension `~!@#$%^&*()+- * Common reserved word (See Appendix Cannot be started


property name =[]\{}|;':"<>?,./ C) with space or
numeric character
CALC, HLEVEL, SOLVEORDER, DIMCALC ,
HIR, ISBASEMEM , SEQ

Journal - Added []"':; * Common reserved word (See Appendix Cannot be started
item name C) with space or
numeric character
+ [Dimension Name]

BPF name !#$%^&*()=+{}[]


|\;:'/?>,<
BPF Step name

BPF Action name

Team name

Profile name

BPF description <script>, </script>,


<javascript>,</javascript>
Team description

Profile description

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SPNB: SAP BPC Business Blueprint

7 INTEGRATION WITH NATIVE BI & BPC-BI SYSTEM


7.1 DATA FLOW OVERVIEW FOR BPC SOLUTION

BO

4
BPC

BI BPC - BI

1 2
ECC

No. Data Flow Description

1. ECC to BI - Master data and transaction data extracted from ECC to BI (current
existing system)
2. ECC to BPC- - Whichever data needed in BPC but not available in existing BI
BI system will be directly extract from source system.
3. BI to BPC-BI - BPC will use same data in existing BI system. The extraction will be
done using datamart (BI to BI extraction).
- BPC solution is sitting in the same environment with BPC – BI.
4. BI to BO - BO as a presentation layer is being used to display the report in
current BI environment.
- Same platform can be leveraged for BPC reports, if need arises from
same repository.
5. BPC to BO - All the BPC xcelcius dashboard will be develop in SAP BO and the
data will derived from BPC.
- Any changes during dashboard simulation in BO will be reflecting
back in BPC.

7.1.1 MASTER DATA


Master data is the data which remains unchanged over a long period of time. It contains information
that is always needed in the same way. There are three different types of master data in BI:-
i) Attribute
ii) Text

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SPNB: SAP BPC Business Blueprint

iii) Hierarchy
For BPC, we will be using master data which is derived and maintain in SAP BI.
i) Cost Center
ii) Profit Center
iii) COA
iv) WBS/Project
v) Employee grade
Note: Additional master data object will be added during realization stage, if required.

7.1.2 DATASOURCE
A DataSource is a set of fields that provide the data for a business unit for data transfer into BI.
DataSources supply the metadata description of source data. They are used to extract data from a
source system and to transfer the data to the BI system.
For BPC implementation in SPNB, data source to be used are:
i) 0FI_GL_10
ii) 0HR_PY1
Note: Additional datasource will be added during realization stage, if required.

7.2 INBOUND AND OUTBOUND ARCHITECTURE

ECC BI BPC-BI BPC

(FI-GL) (0FI_GL) (ZFI_GL)

Above is the example of inbound and outbound architecture for GL transaction data from ECC to
BPC. Transformation from ECC to BI is using standard SAP extractor and from BI to BPC-BI,
transformation will be done customize one-to-one mapping.

7.2.1 NAMING CONVENTION


Name Length Technical Name
Data Source ZDS_XXX_XXX_XXX (Z for non-Business Content Data source)
InfoObject 9 ZKF_XXX (Z for non-Business Content InfoObject Key Figure)
9 ZCH_XXX (Z for non-Business Content InfoObject Characteristic)
InfoObject ZCH_KF ((Z for non-Business Content InfoObject Catalog)
Catalog
DSO 8 ZOD_XXX (Z for non-Business Content DSO)

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SPNB: SAP BPC Business Blueprint

InfoCube 9 ZIC_XXXnn (Z for non-Business Content infocube)


MultiProvider ZMV_XXX ((Z for non-Business Content Multiprovider)
Reports ZQRY_BPC_<infoprovider name>_XXXX_nn (for BPC reports
only)
Hierarchy 9 ZHIR_XXXX (Z for non-Business Content hierarchy)
InfoPackage ZIP_XXXXX (Z for non-Business Content Infopackage)
InfoArea ZIA_BPC for all Custom BPC Objects
For others, ZIA_<Area>
Process Chain ZPC_XXXXX (Z for non-Business Content Process Chain)
Process ZPV_<TYPE>_XXX_nn
Variant

7.2.2 DATA LOADING FREQUENCIES


Data loading for master data and transaction data will be done in delta mode and extraction will be
schedule every night via process chain.
When the data in BTS system is accumulated from buses in operations, it needs to be checked if the
date is same as the transaction date (when the data is entered in the system) so that once the
monthly reports are reported, there is no changes in data in subsequent months, if the period is not
closed.

7.2.3 TRANSFORMATION
Any look up or logic required to enhance the data will be done in Native BI system and the
transformation from BI to BPC-BI will be one-to-one mapping. This will ensure maximum
compatibility whenever the BPC BI system is upgraded / changed.

7.2.4 AUTHORIZATIONS
Authorization will be done both in BI and BO. Folder level restriction will be there in BO level and
authorization relevant objects will be used on BI side.

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SPNB: SAP BPC Business Blueprint

ASSUMPTIONS AND RISKS


Number Assumption

All input data files and dimension build files will be provided by Prasarana in the formats requested
1.
by the BPC team.

Prasarana will provide to the project team timely access to business persons of whom knowledge,
2.
work products, or expertise is required

Prasarana will provide at least one team member who will take responsibility for administering the
3.
BPC applications.

Prasarana IT will be responsible for all client desktop installations and any associated client
4.
installation automation.

Various algorithms (logic) routines will be developed by the BPC Team to assist the budget process
5.
and the time taken for those processes will largely depend on the number of data records and the
complexity of logic.

Prasarana will provide to the BPC team data extracts at base level and require no further
6.
transformations for import into other systems.

The knowledge of how to generate monthly reports or additional applications will be transferred to
7.
Prasarana resources.

Prasarana will be responsible for finalizing all production report formatting and BPC team will be
8.
responsible for producing these reports conforming to specified requirements.

Data extracts from source systems will be performed by Prasarana personnel, in a format suitable
9.
for transformation into Fact Data to be loaded into the BPC Application. BPC team will provide the
form, format, and location of the file and will use standard BPC Data Manager Packages to load the
data into the application.

Prasarana will be responsible for confirming or endorsing of dimension data, in a format suitable for
10.
loading into BPC, if the data is made available by different module SAP team. Standard
administration functionality will be used to load the dimension into the application set and
applications.

Budget data will be input directly into the applications from the input templates
11.

Number Risk Potential Proposed Mitigation Strategy


Impact

Number of dimensions and size may affect Medium Monitor response time during User
1.
the response time. Acceptance Testing phase to determine
any response issues.

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SPNB: SAP BPC Business Blueprint

Changes in dimension structures will add Medium Minimum changes should be taken in
2.
additional complexity to the task. the process else a change request
mechanism has to be followed

Changes or additions to source data files Low Change request process has to be
3.
may add additional development time to followed.
the project engagement

Prasarana, the holding company, and the Medium Proper change management and
4.
subsidiaries, all will be the stakeholders of process control required from Prasarana
the budget process, we will aim at maximum Corp. Fin. team
level of standardization which might require
changes in one or more current processes.

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SPNB: SAP BPC Business Blueprint

DIAGRAM LEGEND
Legend

Source
Manual Decision
Process System
input

Sub-Plan/ Reference Report


Data Input
Sub-Process

Colour Legend

BPC Process Non-BPC


Process
Reference to Other Process/ Sub-
Start/ End Points process

Off the System


Activity

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