bpc actual budget comparison

How to Create an Input Schedule with Comparison Data Using EVDRE

Applies to: SAP BPC 5.1

For more information, visit the Enterprise Performance Management homepage.

Summary This article explains how to create Input Schedules with comparison data using EVDRE function.

Depending on the budget approach you may need to define Input Schedules where you can read data from the past (Actual – Current Year) while you can plan in future Periods (Budget – Next Year). If data region involved are disjoined Input Schedule can require a more complex design. Here we discuss a possible approach to meet these requirements.

Author: Gianfranco Vallese

Company: BGP Management Consulting S.p.A.

Created on: 19 Nov 2008

Author Bio Gianfranco Vallese is Project Leader at BGP Management Consulting S.p.A..

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Table of Contents Applies to: ...........................................................................................................................................................1 Summary.............................................................................................................................................................1 Author Bio ...........................................................................................................................................................1 Table of Contents ...............................................................................................................................................2 Business Scenario ..............................................................................................................................................3 Step by Step Procedure......................................................................................................................................4

EVDRE for Planning Data...............................................................................................................................4 EVDRE for Comparison Data .........................................................................................................................7 Link EVDRE for Planning and Comparison ....................................................................................................9

Related Content................................................................................................................................................14 Disclaimer and Liability Notice..........................................................................................................................15



Business Scenario Depending on the budget approach you consider it might be necessary to plan using “comparison” data as starting point. For example, when planning Budget for the next year you should consider Actuals from the Current Year (or an estimation). About Category and Time we are working in the situation presented below:

CATEGORY TIME

Comparision ACTUAL CURRENT YEAR

Planning BUDGET NEXT YEAR

Application Dimension

Type

of

Dat

a

In order to create suitable Input Schedule for this scenario you can use functions like EVGTS to read “comparison data” and EVSND to read and write “planning data”. These technical approach has to be managed considering performance impacts connected with the number of functions invoked, the size of the workbook and so on.

EVDRE function is an alternative solution that has many benefits in terms of performance. In this article we will explain, step by step, how you can build an Input Schedule to support this business scenario. To better clarify the issue consider that the Area that will be reported can be identified with the following statements:

• Comparision CATEGORY = ACTUAL AND TIME = <CURRENT_YEAR>

• Planning CATEGORY = BUDGET AND TIME = <NEXT_YEAR>

These data regions are separated and there is no continuity, considering Time and Category. Therefore it is not possible to have a single access: it is necessary to use more than one EVDRE.



Step by Step Procedure The solution provided here is based on EVDRE function. The main problem is connected to the fact that the layout we need to realize works on two different area of the underlying Application, that cannot be accessed with a single EVDRE. In order to solve the issue we will use two different EVDRE, “connected” in order to be simultaneously navigated as if they were one.

The steps are:

• EVDRE for Planning Data: this paragraph explains how to define the first EVDRE, connected with the Data to be Planned, so Data with CATEGORY = BUDGET AND TIME = <NEXT_YEAR>

• EVDRE for Comparison Data: this paragraph explains how to define the second EVDRE, connected with the Data for Comparison, so Data with CATEGORY = ACTUAL AND TIME = <CURRENT_YEAR>

• Link EVDRE for Planning and Comparison: in this paragraph we will explain all the necessary changes to be done in order to connect the first and the second EVDRE, in order to make them work as if the where one.

In this document we will consider PETDEPOT Application Set and, in particular FINANCE Application, therefore all screens are referred to this scenario. The same solution can be easily implemented in any Application.

EVDRE for Planning Data

Once you logged on and opened BPC for Excel change you Current View in order to meet the suitable conditions to identify your “Planning” Data, as show in Picture 1.

In this example we will work using 2009 as “NEXT_YEAR”

Then start creating a new blank Input Schedule: choose from the Action Pane: Data Input / Open a Blank WorkBook

Activate Sheet1

Place the cursor in cell A1 (as shown in Picture 2) and type “=EVDRE()” and press Enter.

Then click “Refresh WorkBook” button ( )

Picture 1: Current View



Picture 2: EVDRE for Planning Data

In the following window (EVDRE Builder) we did the following:

• TIME Dimension in Columns

• ENTITY Dimension in Rows

• Activated “Allow Expansion”

• Activated “Allow Options”

• Activated “Allow Formatting”

• Activated “Allow Sorting”

The Options the activated aren’t compulsory, but can be used to have all the major functinalities offered by EVDRE function.

The final Result of the activities presented in this paragraph is presented in Picture 3.



Picture 3: EVDRE for Planning Result

Finally, the last actions are concerning the EVDRE Query for Planning Data is moving “result area” to a different position, just to create empty cells that will be used to display Comparison Data.

In order to achieve this, select the header rows containing ColKeyRange (it should start from cell J12 of Sheet1) and select all the cells under (Ctrl + Shift + DOWN). Choose Cut (Ctrl + X). Move the cursor to the second right empty cell after ColKeyRange (in the example shown it’s cell P12 of Sheet1: see Picture 4) and Paste (Ctrl + V).



Picture 4: Move Result Area of EVDRE for Planning Data

EVDRE for Comparison Data

Switch to Sheet2 of your Input Schedule and repeat all the steps performed in the previous paragraph, except the last one, concerning the position of the result area.



This second EVDRE will be based on the same Current View selected for the first one: since it has to report Comparison Data we will override the values.

In order to achieve this, place the cursor in the PageKeyRange and change the value for Category Dimension to “ACTUAL”, as shown in Picture 5.

The value is simply typed in, but you can also use formulas, depending on your Application Model

In order to Override the Time Dimension we will use EVTIM Function. Place the cursor and choose, from the Action Pane, Insert function.

With EVTIM formula decided to use the Time Member displayed in the first EVDRE (the one for Planning Data): that’s why me referenced cell I10 of Sheet1. Anyway you can also combine EVTIM and EVCVW functions.

Picture 5: Override Category Dimension

Picture 6: Override Time Dimension



Link EVDRE for Planning and Comparison

In this paragraph we are going to make some additional settings, in order to complete the Input Schedule: up to now you should have created two EVDRE in

• Sheet1: EVDRE for Planning Data

• Sheet2: EVDRE for Comparison Data

First of all let’s move the result area belonging to Comparison data from Sheet2 to Sheet1. To do this choose the header rows containing ColKeyRange (it should start from cell J12 of Sheet2) and select all the cells under (Ctrl + Shift + DOWN). Choose Cut (Ctrl + X).

Switch to Sheet1 and place the curso in the uppermost left cell where it was positioned the result area of EVDRE for Planning data (it should be cell J12 of Sheet1) and Paste (Ctrl + V) as shown in Picture 7. Check data to be pasted do not overlap to result area belonging to Planning Data.

Picture 7: Move Result Area of EVDRE for Comparison Data



Next steps are to be performed in Sheet2, where EVDRE for Comparison Data was initially created: switch back to Sheet2 and click the expansion button placed over column G in order to display the report definition Area (see Picture 8).

Check Range Table: ColKeyRange should have changed and be referred to a range of Sheet1, due to the fact that result area belonging to EVDRE for Comparison Data has been moved from Sheet2 to Sheet1. As you can see in Picture 8 ColKeyRange is now defined as follows:

=EVRNG(Shett1!J12:N12)

Picture 8: Report Definition Area of EVDRE for Comparison Data

RowKeyRange hasn’t’ been changed: is should referred to Column H of Sheet2. To establish a link between the EVDRE for Planning Data and this one (for Comparison Data) It is necessary to change this setting: both EVDRE must have the same Range for Rows.

Overwrite the formula in Cell B6 (RowKeyRange Value): you must simply make reference to the corresponding Cell of RowKeyRange of EVDRE for Planning Data, that is positioned in Sheet1. That’s why we typed in Cell B6 the following formula, as you can see in Picture 9:

=Sheet1!B6

Similar settings have to be done also for OptionRange and SortRange: the must have the same values for both EVDRE, in order to have the same results during navigation.

Depending on your model design GetOnlyRange parameter can be helpful to avoid data input within this EVDRE.

Picture 9: RowKeyRange of EVDRE for Comparison Data



FormatRange of EVDRE for Comparison Data can continue to work independently: in particular if you want to be able to have different Formatting Options for Planning and Comparison Data leave the FormatRange Value unchanged. In this example we will show ho to manage different display options for the first and the second EVDRE.

ExpandIn, Dimension and MemberSet parameters have also to be changend and make reference to the corresponding parameters of EVDRE for Planning, located in Sheet1, as shown in Picture 10.

In this document we have mentioned all the main Parameters to be changed in order to define a connection that will make EVDRE for Comparison Data act in the same way as EVDRE for Planning Data. If you are going to use also other parameters, take care to link also these ones.

Picture 10: EVDRE for Comparison Data Parameter Settings

Now we can hide Sheet2, using MS Excel functionality and collapse (“-“ sign over column G) the columns belonging to report definition area. Press “Expand All” button: the result you get should be similar to the one presented in Picture 11.

Before saving the Input Schedule take care to check the WorkBook property “Type” is set as “Input Schedule”.



Picture 11: Input Schedule

As mentioned before we can also change the formatting options of EVDRE for Planning (the right side area) and EVDRE for Comparison Data (the left side area), in order to present with different colors, formats and so on.

To achieve this result we changed the Format Area we changed the background colors both in Sheet1 (belonging to EVDRE for Planning) and in Sheet2 (belonging to EVDRE for Comparison) as shown in Picture 12and in Picture 13.

Picture 12: Format Options in Sheet1 Picture 13: Format Options in Sheet2

We also added two pushbuttons, as Microsoft Excel forms:

• Refresh: associated to Macro MNU_ETOOLS_REFRESH

• Send Data: Associated to Macro MNU_ESUBMIT_REFRESH



Picture 14: Final Result

In Picture 14 you can see the final result obtained, after some navigations steps: colors help to differentiate cells that can be planned and comparison data, calculated and elementary values as well.



Related Content BPC Reporting with evDRE

Best Practices for Reporting within SAP Business Planning and Consolidations 5.0

How to Maximize Advanced Formatting for BPC 5.x

For more information, visit the Enterprise Performance Management homepage.


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