sap bpc nw 10.0 work status implementation guide v3.pdf

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Author: Chief Architect:

Sulthan Mohammad Jothi Periasamy

SAP EPM/BPC Project Lead/Manger/Architect SAP HANA/EPM/BI/EIM Community Leader

SAP EPM Community Member SAP BPC/BOBJ/BI/MDM Community Domain Champion

[email protected] [email protected], (916)-296-0228 - Cell

CloneSkills, Inc., http://www.CloneSkills.com , [email protected] , 1.800.836.8959, Page - 1

A SAP EPM Community Service

01/01/2012

SAP BPC NW 10.0 Knowledgebase

Work Status Implementation Guide


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Table of Contents

Executive Summary: ........................................................................................................... 3

Business Scenario: .............................................................................................................. 3

Work Status – Implemention Steps: ................................................................................... 7

Solutions Building Blocks: ................................................................................................. 8

Security Configuration - Set up Task profile: ..................................................................... 9

Set up Work status at the environment level .................................................................... 18

Set up Data Locking settings by Model ............................................................................ 23

Create Input Schedule for assigning Work Status to a Region ......................................... 30

Disclaimer: ........................................................................................................................ 60

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SAP Community Contributors: ......................................................................................... 60

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Executive Summary: This document demonstrates, step by step how to implement a Planning/Budgeting Review and Approval Process through the Work Status functionality in BPC 7.5 NW (same steps may work in MS version as well). It is assumed that reader is proficient in BPC terminology in SAP NetWeaver technologies and also the application navigating in BPC and its user interfaces.

Business Scenario: Work status in BPC controls the access to a planning/budgeting data sets , data can be accessed through various BPC interfaces at different phase of a Planning/ Budgeting review and/or approval process. Work status helps to ensure that the data regions are locked down at a checkpoint and changes to the data region are limited to certain interfaces and roles. Since Work Status can be configured for interfaces , ownership can be designated at dimension member level. When properly setup, work Status gives very fine level of control on when the data can be locked for changes and who can designate the locks on the data regions.

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

� After all user inputs are entered, the owner of the budgeting process advances the work status (Example : Submitted Review ) of the data set, in which only select group of users can make changes to data via input schedule

� Once review is complete the data region work status is set to Approved by budget owner. No changes are allowed to the budget by any user via any defined user interface.

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

� Work status gives the ability to change the level of access for users without making any changes to user entitlements during each Planning / Budget / Forecasting iteration. Without work status, to achieve the same level of control on data access, multiple Task Profiles and Member Access profiles need be created and at each check point, the user need to be moved from one task / member access profile to another task / member access profile so that the user’s capability to change the data via a particular interface is enabled or disabled.

� In BPC work status settings are used along with Business Process flow (BPF) to enforce that appropriate locks are placed on the data during the process.

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Work Status – Implemention Steps:

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Solutions Building Blocks:

• Application : WSmodel (FINANCE/REPORTING type) that is in application set

ENVIRONMENT073 is used

• Dimensions : WSmodel uses the following dimensions (minimum required

properties and dimensions are used to keep it simple):

• Dimension

Name

• Dimension

Type

• User Defined

Properties

• WSACC • Account •

• WSCAT • Category •

• WSENT • Entity • Owner(60)

• WSCUR • Currency •

• WSTIM • Time •

• Workflow Drivers: WSENT is used as work status driver dimension, WSCAT +

WSTIM are used as additional lock dimensions

• Reviewer and Approver: User epmuser073 and newepm073 are used in Owner

property of the work Status driver (WSENT) dimension

• Work States: Work States Unlocked (Work In Progress) , Submitted (Submitted

for Review) , Approved are used to demonstrate how a owner and manger control

the workflow

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Security Configuration - Set up Task profile:

1. Log into Web Admin Client using Primary Admin account (or any account with necessary task profile access that can create Model/Dimension and other building blocks)

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2. Click on “Planning and Consolidation Administration” option at the

lower right corner.

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3. Add Task profile to entitle users to changing work status.

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4. Create new task profile (to make sure changes won't get lost in

existing profiles) - complete description - click 'next'.

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5. Click finish to create the task profile.

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6. Click the Users tab on the left and click ‘New’ on the following

screen to add users.

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7. Add user epmuser023 as given below and click next.

a.

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8. Assign Team ‘Admin’ to the users.

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9. Click finish to add the user. Follow the above steps to create another

user newepm073.

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Set up Work status at the environment level

10. In the below screen, set up the work status states for all the

applications in the environment.

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11. Click New to create a new work status. Select the appropriate

control and permission needed for each of the task. All the 3 states

(Unlocked, Submitted and Approved) of work status were already

created. Notice that each work state has different permissions or

control on the tasks listed across.

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12. We can also reorder the work status states by clicking the

“Reorder” tab on the top.

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13. Click the notification tab. This is where you can set up the

email notification to communicate between Owners and Managers

when a work status is changed.

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14. In the following screen, all the 3 work status from the top part

of the screen will be applied on all applications listed in the bottom

part of the screen. The work status can be edited or deleted in this

screen.

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Set up Data Locking settings by Model

15. All the models created in an environment will show up at the

bottom of the screen. In this guide, we will refer the model WSmodel

. In this Model, the ENTITY, WSENT will have the Owner Property

as given below. So any application using this ENTITY can leverage

the owner property.

The owner of parent dimension member is manager of child

dimension member. So the newepm073 is the manager of CG11,

CG12, CG13 and CG14 members in this ENTITY DIM.

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16. The member sheet for the Account DIM is given below.

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17. Member sheet for Catalog DIM is as follows.

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18. Member sheet for Currency DIM is given below.

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19. Member sheet for Time DIM is as follows.

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20. Now set up the data locking for the model WSmodel. Edit the

model and you can see below screen.

21. Check the “Enable Data Locking”, enter the owner Dimension

and Hierarchy. Also enter any other dimensions needed for data

locking. Account type dimension cannot be chosen as a lock

dimension in work status. Only about 3 – 5 dimensions can be

designated as lock dimensions in an application.

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22. Click Save for creating the data locking.

23. You should be able to see if there is any work status for a

model when you see the model structure as shown below. Here it says

work status is on for the model WSmodel.

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Create Input Schedule for assigning Work Status to a Region

1. Go to the Start page of the Planning and Consolidation main page and

click the EPM Office Add-in Excel at the right side under the Launch

tab.

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2. It opens up the EPM connection manager and prompts to choose the

connection as follows.

3. Double click the model that you have created for the work status

(Click on WSmodel). Make sure you log on to the system with the

userid epmuser073 which is the owner of the base members.

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4. In the following screen, click EPM tab.

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5. Click the ‘New Report’ button to open up the report editor

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6. Click and drag the TIME DIM and drop it in the column Axis

Dimensions box. Then click the TIME DIM to pick the year and

month as follows. Then click OK

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7. Click and drag the CATEGORY DIM to page axis box. Then click

the category DIM to assign the member as follows.

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8. Click and drag the ACCOUNT DIM and drop it in the page axis

box. Then click the DIM to pick the following member (any base

member).

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9. Click and drag the ENTITY DIM and drop it in the row axis box.

Then click the DIM to pick the following member. Then Click Ok.

10. Click and drag the CURRENCY DIM and drop it in the row axis

box. Then click the DIM to pick any member. Then click Ok. (not

shown)

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11. After the selection of all Dimensions, the final EPM - Report Editor

looks as follows.

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12. Click OK to create the input schedule as follows. Note that the

current user id is displayed in cell E2.

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13. Make sure the save Data button (right below the EPM tab) is

activated. If not, check the “Use as input Form” under options/

sheet options as in the following screen. Then press Okay.

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14. Enter the Actual data for the year 2011 as follows. The member

epmuser073 should be able to update the data for the base members

CG11 – CG12.

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15. Select “Save and Refresh Work Sheet data” option under the “save

data” at the top ribbon.

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16. The above action will update the model and the screen will look as

follows. Click ‘Yes’ when it prompts to update all 4 records in the

model.

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17. Now we will modify the work status as in the following screen. The

option is available under ‘Save Data’ and it is called “Change Work

Status” and Click it.

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18. As you see in this screen, there are 3 Dimensions involved with

this model that we have defined in the model level data locking in

the earlier steps.

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19. Now let’s change the scope of the data and select the member

CG1 from the ENTITY DIM as given below. Note that CG1 is the

parent of CG11 – CG14 and the owner of CG1 is newepm073. Also

select the members from CATALOG and TIME (not shown here).

The children member can also be included by checking the box for

“include all Descendants”.

The above screen shows that you cannot advance to the next work

status state by being an owner of base level members. So the user

epmuser073 cannot control “Submitted” or “Approved” state for the

selected data region.

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20. Now change the member selection to CG12 as given below.

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21. In this screen, the user epmuser073 (Owner of the base members)

should be able to advance the work status to the next level which is

“Submitted” from the drop down box. But this user does not have

option to advance from “submitted” (Owner controlled) to

“Approved” (Manager controlled). Since all member selections are

base level, the check box “include all Descendants” does not have

any impact and it is grayed out.

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22. When you choose “Submitted” in the drop down box and press

“apply”, you should be able to see the following and then click ok.

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23. Now you will be back to the input schedule, try to make

changes on the locked data region by entering 999 for CG12 and

press “Save Data”. Then click “Yes” to the prompt.

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24. The following screen throws an error message due to the work

status defined for the manager and is not permitted to make any

changes to the base level

members.

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25. Now reconnect the EPM Office add-in Excel with newepm073

userid (Owner of the parent member CG12 for which we set the

work status “Submitted” in the above steps). As per the work status

table, the Manager of the member CG12 can make change via input

schedule with “Submitted” level.

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26. If you refresh the report, you should be able to see the

following screen (cell E2 shows the userid of the current session).

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27. Now change the cell CG12 from 222 to 999 and press “Save

Data”. Then Press Ok to the prompt.

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28. Now the entity CG12 is updated with 999 successfully.

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29. The work status activity report can be seen at the following

location. Go to Home and Click on Audit, and work status.

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30. Chose the right model in the drop down box as given in the screen

and click the display report.

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31. The report as given below should show the activities on the work

status task.

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Disclaimer:

This description is a preliminary version and not subject to a license agreement or

any other agreement with SAP®. This document contains only intended strategies,

developments, and functionalities of the SAP product and is not intended to be

binding upon SAP/us to any particular course of business, product strategy, and/or

development. Please note that this preview is subject to change and may be changed

by SAP/we at any time without notice.

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does not warrant the accuracy or completeness of the information, text, graphics,

links, or other items contained within this material. This preview is provided

without a warranty of any kind, either express or implied, including but not limited

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non-infringement.

SAP/we shall have no liability for damages of any kind including without limitation

direct, special, indirect, or consequential damages that may result from the use of

these materials. This limitation shall not apply in cases of intent or gross negligence.

The statutory liability for personal injury and defective products is not affected.

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SAP Community Contributors:





[email protected] [email protected] , (916)-296-0228 - Cell

Contact Us For:

� Integrating work status with Business process flow (BPF)

� Best Practices

� Design Advisory , and much more

sap bpc nw 10.0 work status implementation guide v3.pdf

Documents

epm office add

row axis box

assigning work status

data locking settings

business process flow

work status states

press save data

base level members