How to Migrate from Your Integrated Planning Solution to SAP BusinessObjects by Inessa Chabalina

If, When, and How to Migrate from Your Integrated Planning Solution to SAP BusinessObjects Planning and Consolidation Anna Vladi LAZAR Consultants ÂŠ 2009 Wellesley Information Services. All rights reserved.

In This Session, We Will ... • • •

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Introduce SAP BusinessObjects Planning and Consolidation application Discuss Corporate Performance Management (CPM) Cover when it is an appropriate time strategically to migrate from the integrated planning features of SAP NetWeaver® Business Intelligence (SAP NetWeaver BI) to SAP BusinessObjects Planning and Consolidation Compare side by side the planning and consolidation application and the integration features of SAP NetWeaver BI Cover in depth functionality of the planning and consolidation application Discuss the SAP Roadmap for SAP BusinesObjects Planning and Consolidation Discuss the project scope and project plan Talk about involving the Steering committee and what role it plays in controlling the project scope

What We’ll Cover … • • • • • • •

Understanding SAP BusinessObjects Planning and Consolidation Comparing SAP BusinessObjects Planning and Consolidation vs. Integrated Planning Taking and in depth look at the functions of SAP BusinessObjects Planning and Consolidation Exploring SAP BusinessObjects Planning and Consolidation for Office Evaluating key migration considerations Reviewing the SAP Roadmap Wrap-up

What Is SAP BusinessObjects Planning and Consolidation? •

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SAP BusinessObjects Planning and Consolidation, is a robust planning and consolidation application that can meet all of your budgeting, planning, consolidation, and reporting requirements  Version for SAP NetWeaver  Version for Microsoft platform The application supports the full array of top-down and bottom-up financial and operational planning needs  As well as consolidation processes necessary to ensure the smoothest, most timely financial close possible It does this all through a single application! As a result, you gain the confidence to meet increasingly stringent regulations and reporting requirements across the globe 4

What is SAP BusinessObjects Planning and Consolidation? •

Typically, SAP BusinessObjects Planning and Consolidation covers six key areas  Strategy Management (strategic planning, initiatives, etc.)  Budgeting/Planning  Financial Close/Consolidation  Forecasting  Financial Reporting & Analysis  Performance Reporting (profitability, dashboards, score cards, etc.)

Benefits of SAP BusinessObjects Planning and Consolidation • • • •

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Planning that is traditionally done once a year Many companies are moving to a rolling monthly/quarterly forecast Often begins by setting top level targets and pushing down Top-down process typically followed by intensive bottom-up process at a fairly low level of detail  Detailed revenue planning  Detailed headcount plan (employee level detail or higher)  Detailed expense plan  Detailed capital expenditure plan  Balance sheet/cash flow plan Allocations/corporate adjustments  Various overhead allocations  Adjustments to bring bottom-up plan in line with top-down targets Consolidation/reporting  Consolidations, eliminations, etc.  Distribute budget reporting package(s) 6

The Keys to Evaluating SAP BusinessObjects Planning and Consolidation • • • • • • • •

Almost always a Finance-led decision Ease of use Ability to be maintained/managed by Finance High user adoption Short deployment timeframe Ability to interface with multiple systems (G/L, data warehouse (DW), legacy systems, etc.) Fast consolidation time Secondary concerns  In line with IT standards/strategies

Financial Close/Consolidation • • • •

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Monthly/quarterly process Regulated by standards dependent on country (GAAP, IFRS, etc.) Disparate source systems (multiple G/Ls, DW, etc.) Inter-company matching often comes first  Declaring activity with inter-company partners  Matching between partners to ensure balance  Elimination of inter-company balances Site submission  Data load from G/L (includes mapping into standard Chart of Accounts, etc.)  May require manual input for some subsidiaries  Supplemental information (roll forwards, headcount, etc.) Consolidation  Complex ownership and various consolidation methods  Automatic eliminations and adjustments  Reporting and distribution 8

Forecasting • • • • •

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Typically summary level of information Often includes extensive assumptions/driver based models Most companies moving to a rolling 12, 18, or 24 month forecast Frequently included as part of quarterly guidance provided to analysts Profit and Loss (P&L)  Consolidated or divisional level of detail (not usually cost centers)  Largely handled by finance with less input from division managers Balance sheet  Derived from P&L using drivers/assumptions  Some lines may include complex assumptions/forecasting methodologies Cash flow  Derived from balance sheet and P&L using assumptions  Often the most important component of the forecast – Everything else done in support of the cash flow 9

Performance Reporting • • • • • •

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Encompasses a wide variety of reporting needs Report books/packages Crosses business processes (forecast vs. actual) Extensive ad hoc requirements Dashboarding and scorecarding Where does SAP BusinessObjects Planning and Consolidation do well?  Ad hoc reporting  Basic metrics management and reporting  Production report creation and distribution Where does SAP BusinessObjects Planning and Consolidation not do well?  Balanced scorecarding  Activity Based Management (ABM)

Areas of Consideration •

SAP BusinessObjects Planning and Consolidation provides:  User experience  SAP NetWeaver native integration  Many functions are code driven  Microsoft Excel intensive existing processes  Microsoft Excel automation  SAP ERP optimization

What We’ll Cover … •

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Letâ&#x20AC;&#x2122;s Compare â&#x20AC;Ś Integrated Planning with SAP NetWeaver BI

SAP BusinessObjects Planning and Consolidation 7.0, version for SAP NetWeaver

Owned and managed by IT

Owned and managed by the Business

Microsoft Excel-based analysis features

Self-service-reporting and analysis with complete Microsoft Office integration

Data Warehouse-centric

Agile planning processes driven by end users

Standardized hierarchical planning processes managed by IT

Unified planning and consolidation

Engine-based approach

Application-based approach

Architecture SAP BusinessObjects Planning and Consolidation

Integrated Planning with SAP NetWeaver BI Planning

Consolidation

Reporting

SAP BusinessObjects Planning and Consolidation User Experience

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Unified  No integration between applications = Less costly implementation  No integration = Less costly, less time consuming maintenance  Simple administration = Finance-owned, saving IT $$ and time

Integrated Planning with SAP NetWeaver BI User Experience

Too many layers 16

SAP BusinessObjects Planning and Consolidation — Training

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Leverage existing skill set (MSFT Office) = Less training time and $$ High user adoption = Increased ROI vs. products that quickly sit on the shelf Users spend time on analysis vs. time figuring out how to accomplish tasks in the application 17

Integrated Planning with SAP NetWeaver BI â&#x20AC;&#x201D; Training

â&#x20AC;˘

Proprietary knowledge cannot be obtained without specific training

The Solution â&#x20AC;˘

Business process, application, data, web services, and planning all on the SAP NetWeaver platform

What We’ll Cover … • • • • • • •

Understanding SAP BusinessObjects Planning and Consolidation and CPM Comparing SAP BusinessObjects Planning and Consolidation vs. integrated planning Taking and in depth look at the functions of SAP BusinessObjects Planning and Consolidation Exploring SAP BusinessObjects Planning and Consolidation for Office Evaluating key migration considerations Reviewing the SAP Roadmap Wrap-up

Initiating A Budget Report

Unification of tasks, activities, and results 21

Budget Report in Microsoft Excel

Reports are developed in Microsoft Excel

Dashboards Activities Panel

Web Interface 23

Regulatory

Jumping to regulatory reports from the SAP BusinessObjects Planning and Consolidation menu 24

Financials

Exporting into MS Office is a native functionality 25

What We’ll Cover … • • • • • • •

What is SAP BusinessObjects Planning and Consolidation for Office? •

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SAP BusinessObjects Planning and Consolidation for Office combines the power of BPC with the rich functionality of Excel, Word, PowerPoint  With SAP BusinessObjects Planning and Consolidation for Office , the user has all the Microsoft functionality that everyone is familiar with  Plus your worksheets, documents, and slide shows that are linked directly to the application database that houses your company’s reporting data SAP BusinessObjects Planning and Consolidation for Office allows users to collect the data, build, and distribute reports; perform real-time analysis; and publish reports in a variety of formats OTHER AVAILABLE  Users can save reports disconnected from the database and INTERFACES take reports completely offline and distribute them according to user access rights

Understanding SAP BusinessObjects Planning and Consolidation for Microsoft Excel

Understanding the Toolbars •

Data Manager toolbar

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Journal toolbar

Creating Book Templates •

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A book template is a pre-formatted worksheet used to create a book of reports  You can start with the empty worksheet or an existing book template, and modify it to meet the needs of the information you want to publish A sample book template, called Performance.xls, is provided with the sample application set, ApShell  Performance.xls contains a section called TOC, which provides an index of the reports created by the Performance Reports section  The section called Performance Reports, by default, provides performance data for a set of entities within a set time period  You can edit the fields in the performance.xls workbook to create a new book template.

Creating Book Templates (cont.)

Starting SAP BusinessObjects Planning and Consolidation for Word • •

You start the application for Word from the BPC for Office launch page After starting the planning and consolidation application for Word, you can start using it by making a selection from the action pane  You can also use the BPC for Office toolbar to perform tasks  To start the application for Office, select SAP BusinessObjects Planning and Consolidation for Word from the SAP BusinessObjects Planning and Consolidation for Office launch page

Starting SAP BusinessObjects Planning and Consolidation for PowerPoint •

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You start the application for PowerPoint from the SAP BusinessObjects Planning and Consolidation for Office launch page After starting the planning and consolidation application for PowerPoint, you can start using it by making a selection from the action pane  You can also use the SAP BusinessObjects Planning and Consolidation for Office toolbar to perform tasks

SAP BusinessObjects Planning and Consolidation System Reports •

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SAP BusinessObjects Planning and Consolidation system reports are predesigned Web reports that allow you to report on system information and activity You can report on  Activity audit information  Security  Comments  Data audit information  Work states

What We’ll Cover … • • • • • • •

Major Steps in Migration •

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Evaluate your current environment  Business Planning and Simulation (SEM-BPS) for SAP BW 3.5  Business Planning and Simulation (BW-BPS) for SAP NetWeaver BI 7.0  Integrated Planning (IP) for SAP NetWeaver BI 7.0 Confirm your patch levels  SAP NetWeaver BI SP16 enhancement packs 1 through 4  Can SAP BusinessObjects Planning and Consolidation enhancement pack 1 exist with BPS for SAP NetWeaver BI 7.0? Install enhancement packs  Enhancement pack 1 or 4 Evaluate complexity of your planning models Consider pilot planning development

Migration Question  When would you recommend SAP BusinessObjects Planning and Consolidation? • Answer DEPENDS where you start from  If you are on IP, then work in phases  Wait for enhancement pack 4 instead of using enhancement pack 1  If you are on SEM-BPS, migrate to BPS on the SAP NetWeaver BI 7.0 platform and then phase-out into SAP BusinessObjects Planning and Consolidation  It gets tricky if you are merging BPS 3.5 with BPS 7.0 and SAP BusinessObjects Planning and Consolidation •

Technical Tips • •

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If you are on IP, wait for enhancement pack 4 If you are on SEM-BPS, move to BW-BPS on the SAP NetWeaver BI 7.0 platform  Do not install enhancement pack 1  SAP BusinessObjects Planning and Consolidation with enhancement pack 1 and BPS cannot co-exist  Wait for enhancement pack 4, then move to the latest release of SAP BusinessObjects Planning and Consolidation If you are moving from SEM-BPS use a transport method even if you are redesigning your cubes  It is always easier to change then recreate  Make a copy of production and upgrade it to SAP NetWeaver BI 7.0 before doing transports

Project Plan/Scope/Steering Committee — Best Practices • • • • •

Evaluate your current “as is” environment, document it if necessary Depending on how complex your planning environment is, start in phases Have a project plan in place Use ASAP methodology Make sure that you have a resource with experience in both areas of SAP NetWeaver BI/BPS/IP and SAP BusinessObjects Planning and Consolidation

Project Plan/Scope/Steering Committee — Best Practices (cont.) • • • • • • •

Create milestones and deliverables Used phased-out approach Consider the complexity of your planning models and functions Involve your business because in the end this is going to be their environment Have controls in place to curb scope Get support from project sponsors Communication is the key

Taking this Project into A Global Environment • •

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Create a template that will be rolled out later to other sites/countries Consider converting all sites to Unicode environment  SAP NetWeaver 7.0 is Unicode by default Get on the same platform  SAP NetWeaver 7.0 is recommended Get on the same release, patch level  SAP NetWeaver 7.0 is recommended Work in phases with proof of concept  Have the same implementation team assist with the other site implementation

BI-IP to SAP BusinessObjects Planning and Consolidation Migration Steps 1. Migrate SAP NetWeaver BI Info Cubes to SAP BusinessObjects 2. 3. 4. 5. 6. 7.

Planning and Consolidation Utilize business content Utilize the SAP BusinessObjects Planning and Consolidation customizable templates Use EVDRE for formatted reporting Build SAP BusinessObjects Planning and Consolidation security Build the business flow Test BI-IP & SAP BusinessObjects Planning and Consolidation can run concurrently 43

Steps in Creating Planning Application in SAP BusinessObjects Planning and Consolidation 1

Task

Create Application

Interface

Load Data

Interface

Admin Console

Excel (Data Manager)

Task Create Input Schedule

Interface Excel (Planning)

4 Task Define planning functions

Interface Excel (VBA)

Task Define planning rules

Interface Admin Console (Server Logic)

Do Not Forget! • •

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SAP BusinessObjects Planning and Consolidation has its own security Even though you are leveraging SAP NetWeaver technology and business intelligence (BI) cubes, there are business processes that surround the data before you query on it Training, though minimal, still needs to happen SAP BusinessObjects Planning and Consolidation releases 7.1 (currently in ramp-up) is code driven

Lessons Learned •

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Consider and confirm the technical aspects such as  SAP BW/SAP NetWeaver BI release  SAP BW/SAP NetWeaver BI patch level  Co-existence of enhancement packs of SAP BusinessObjects Planning and Consolidation and BPS/IP Develop in phases  Go through an exercise to determine what functionality will be moved to SAP BusinessObjects Planning and Consolidation and what will stay in IP or BPS  Depending on complexity of you planning process and functions, it is better to leave complex activities in BPS/IP

What We’ll Cover … • • • • • • •

Going Forward — Integrated Planning for SAP NetWeaver BI •

Integrated planning for SAP NetWeaver BI will receive further enhancements as a platform  A platform provides services such as locking, write-back, etc.  Services for aggregation levels, filters, etc., are available  Today, integrated planning for SAP NetWeaver BI provides UI services  For example, integration to BEx Analyzer and BEx Web Analyzer  All planning projects built on integrated planning for SAP NetWeaver BI are custom development projects utilizing these services  Implementation is from the ground up

Going Forward — SAP BusinessObjects Planning and Consolidation •

SAP BusinessObjects Planning and Consolidation, version for SAP NetWeaver  Already utilizes some of the features available in integrated planning for SAP NetWeaver BI  For example, concurrency locking  There are no plans to use all features from integrated planning for SAP NetWeaver BI - only those that are relevant for the SAP BusinessObjects Planning and Consolidation, version for SAP NetWeaver  For example, no plans to introduce the services for aggregation levels  Other planning applications from SAP may utilize similar or different services from the integrated planning platform  For example, state and local government budgeting in North America and merchandise assorted planning

Time Strategy

Time category

Integrated Planning for SAP NetWeaver BI 7.0

Effort for typical installation

minor investment, slightly more steps to be done

minor investment

Duration of implementation

relatively high (compared to BPC)

relatively low (compared to BI-IP)

Planned Go-Live date (customer)

available today

available with Ramp-Up mid of September 2008

Maintenance cycle

medium cycle times

short cycle times

Support (application management)

IT or power user in biz dept.

Mainly by biz. dept

Training effort for administrator and users

medium effort

low in case of existing MS Excel knowledge

Processing duration at data input

Fine

excellent

Score

SAP BusinessObjects Planning and Consolidation 7.0

Score

What We’ll Cover … • • • • • • •

Where Does This Leave You? •

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If you have already implemented integrated planning for SAP NetWeaver BI  Your investment is safe  It will continue to be supported and developed as a planning framework in SAP NetWeaver BI If you are planning to implement integrated planning for SAP NetWeaver BI  We recommend evaluating SAP BusinessObjects Planning and Consolidation first  For implementations on SAP NetWeaver targeted for mid 2009 consider SAP BusinessObjects Planning and Consolidation 7.0, version for SAP NetWeaver Integrated planning for SAP NetWeaver BI may be considered in specific cases  State and local government budgeting in North America  Retail for merchandise assortment planning All other customers should consider SAP BusinessObjects Planning and Consolidation  This is our chosen solution for planning, budgeting, and forecasting  SAP BusinessObjects Planning and Consolidation, version for SAP NetWeaver already uses some of the services available in integrated planning for SAP NetWeaver BI  And will increasingly leverage relevant integrated planning features over the course of our roadmap 52

Resources •

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http://help.sap.com/content/documentation/sbu/index_bu.htm  SAP Help has information on all releases of SAP BusinessObjects Planning and Consolidation http://help.sap.com/saphelp_bpc70/helpdata/en/a1/532226947C49 A5B2E2BD32450CB2D1/frameset.htm  SAP BusinessObjects Planning and Consolidation Application Help  SAP BusinessObjects Planning and Consolidation for Office Help  SAP BusinessObjects Planning and Consolidation System Reports Help

7 Key Points to Take Home •

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If you are on SEM-BPS, do not move to integrated planning for SAP NetWeaver BI, instead go to BPS on SAP NetWeaver BI 7.0 platform and then in phases go to SAP BusinessObjects Planning and Consolidation SAP BusinessObjects Planning and Consolidation implementation is much quicker in comparison to integrated planning for SAP NetWeaver BI Do not simply utilize any planning and consolidation resource, use an SAP BusinessObjects Planning and Consolidation resource SAP BusinessObjects Planning and Consolidation utilizes Microsoft  Not a Microsoft look and feel, but actual Microsoft products 54

7 Key Points to Take Home (cont.) • • •

SAP BusinessObjects Planning and Consolidation is much more flexible than Integrated Planning for SAP NetWeaver BI SAP BusinessObjects Planning and Consolidation requires little training SAP BusinessObjects Planning and Consolidation is the future of planning and consolidation

Your Turn!

How to contact me: Anna Vladi annavladi@lzar.com 56

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