6700 demo script

8/17/2019 6700 Demo Script

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© Copyright 2014 SAP AG

DOCUMENT CLASSIFICATION: INTERNAL & PARTNERS

General Information Cross Industry, finance department

SAP BusinessObjects Explorer

English language

Authors I057987

Date Last Updated Jan 2014

Scenario ID 6700

DEMONSTRATION

SCRIPT

KNOW YOUR EXPENSESHOW SAP BUSINESSOBJECTS EXPLORER CAN HELPBETTER MANAGE THE COMPANY EXPENSES

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TABLE OF CONTENTS

Demo Script Overview ...................................................................................................................4

1.1. Demo Description .................................................................................................................................... 4

1.2. Protagonists and KPIs ............................................................................................................................. 4

1.3. Business Pain Points............................................................................................................................... 4

1.4. Key Messages and Value Proposition ..................................................................................................... 4

1.5. Story Flow Summary ............................................................................................................................... 4

Technical Requirements ................................................................................................................5

1.6. System Access Information ..................................................................................................................... 5

1.6.1. System Landscape ..................................................................................................................... 5

Story Flow ......................................................................................................................................6

Step-By-Step Guide .......................................................................................................................7

Document Updates Notes ............................................................................................................21

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DEMO SCRIPT OVERVIEW

1.1. DEMO DESCRIPTION

This demo illustrates the power of search and the ease of use of SAP BusinessObjects Explorer (Explorer). Business

users don’t need to be trained to use Explorer. They find relevant information in a few clicks, create professional look

and feel dashboards and are able to share their insights with other people inside and outside their company.

The example used in this demo is based on a fictitious example of a finance department of a company.

Terms used are simple and can be understood by people outside the finance department too.

1.2. PROTAGONISTS AND KPIS

During a tough economic crisis for their company, board members are worried about keeping the PROFIT MARGIN to

a respectable level, by decreasing the EXPENSES (as the REVENUE is slightly decreasing)

They ask a financial analyst to help them track down the cost centres and accounts that are over spending.

1.3. BUSINESS PAIN POINTS

Data stored in the enterprise grow exponentially, making information more difficult to access and analyse.

But we, business users, have seen our BI needs evolving over time. We are now used to search information withsimple interfaces, such as Google ™, Ask ™, or Yahoo ™. We get accurate results ranked by score in a split of asecond!!

So, when we go to work every morning, we want the same simple, intuitive and efficient interfaces to searchinformation INSIDE the company data …

We don’t want to wait for someone to train us on complex software!

We don’t want to wait f or information to be available!

We want everything -and more - here, and now!

1.4. KEY MESSAGES AND VALUE PROPOSITION

SAP Business Objects has the solution to those pain points listed above: Introducing Explorer , combining:

- The simplicity and speed of search

- An easy to use graphical interface for non-technical users

- The capability to share the analysis with our colleagues, customers, suppliers, inside or outside the company,

using de facto standards.

1.5. STORY FLOW SUMMARY

The board members have asked the finance department to better analyse the expenses urgently.

The finance department uses Explorer to be able to track any kind of expense anomaly.

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Very easily, they are able to spot which department is over budget and spending more then last year.

They are also able to isolate the accounts that are spending too much.

In a few clicks, they create dashboards exactly the way they want, and share their finding with the board members

using the email and picture export capabilities of explorer.

TECHNICAL REQUIREMENTS

1.6. SYSTEM ACCESS INFORMATION

1.6.1. System Landscape

This demo is available from the SAP Demo Cloud, in the following showrooms:

HANA-BI-EIM regional showroom (edition 2013 V1 onwards).

BI-EIM Lean showroomsGreen Phoenix

For specific details on how to connect to the showrooms above (including mobile setup), please refer to the

documentation: SAP Demo store, demo 9169:

https://www.sapdemostore.com/scenario/9169

For SAP Demo cloud generic information (access, registering, set up SDC connector, etc.) please go to the SAP Demo

Store documentation „How to Access the SAP Demo Cloud?“:


Predefined User (Role) User / Password Component

Board member none None.

Finance analyst smithjo / welcome Explorer





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STORY FLOW

Ask for betterexpensemanagement

Search and findrelevant information

Explore in a few

clicksFind insight

Share results withboard members

Membersof theboard

Financedept

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STEP-BY-STEP GUIDE

What to do What you should see Explanation

Optional:

Copy and paste the following 2 imagesnto a PPT and use this presentation foryour customer.

Or better: use the presentation shippedwith this demo.

1st slide: Background explanation will position the

beginning of the demo.

Read the slides with your customer.

Click. 2nd

slide of the presentation: Thevision

To answer the exec board members request, Iwant to send them an email, with a list of themajor accounts that are over budget in thecompany today.

Ideally, I want this email to look like this…

My problem is that I have no idea where to find

this information, or how to access it.

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What to do What you should see ExplanationConnect to http://cl1-bieim:8080/explorer

with user smithjo/welcome

authentication = enterprise)

Hopefully, I used a couple of times a new tool that was

recently implemented in the company.

It’s called Explorer, and I think it’s great because … itdoes everything for me! From searching and analyzing

information to formatting the final results!

Let me start up this application and see if I can use it

for my problem…

I connect with my usual user name and password I’ve

been using for years to connect to the SAP Business

Objects platform.

Log in to explorer What I see now is very different from my usual

Business Objects portal interface.It looks pretty much like a search web page, such as

google.com for example.

At the bottom of the screen, I can see a list ofInformation Spaces with their description.

What is an information space? In summary, an

information space is a data set that has been indexedfor quick and easy search and analysis.

If, at any time, I’m not 100% sure of what I’m doing,I can refer to the video tutorials that are available for

all important features of the product.

So, there are 2 ways of using Explorer:

- Either click directly on an information space, if I

know which one to choose to start my analysis.

Or, and that’s my case, if I don’t know where theinformation is, I can- Type keywords in the search text box, and Polestar

will find the information for me.

http://cl1-bieim:8080/explorer




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In the search box, type “analyse

actual expense today”

Click on the search button

If search is too slow, change slightlythe demo script to avoid the search

feature, and access the information

directly.

I’ve been asked to analyse the actual expense as of

today to find what’s going wrong.

So, I type in plain English :

“analyse actual expense today”.

Show Ranking feature

f the “analyse actual expense today”

keywords don’t rank “expenses

analysis” info space first, modify thekeywords so the info space comes up

irst.

Explorer has searched through the entire list of

information spaces, descriptions, names, indexed datain the data set, and has come up with a l ist of results.

This list is ranked using scores, just like your search

results on google.com are ranked by scores.The second score is very low, so I won’t even bother

with it, but what we notice in this screen is a very high

score for the one called “expense”. This information space has a very high score thanks

to:

- First of all the name of the IS, expense, contained inmy key words.

- then, the description, containing some of the key

words I typed.- the name of the objects contained in the info space

(Actual …etc)

- and also data inside the data set. See for example;

“expense” is an occurrence of the object “classification” .

So, based on all Explorer findings, I now can click onthe “expense” info space with a high level of

confidence that this will answer my questions.

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Click on the ‘expense analysis’ link

Based on my keywords, Explorer has pre-generated a

report, or dashboard.

I haven’t received any training, and yet, I’ve been able

to generate a pretty nice dashboard with a graph, anda table

Delete “today” in the search box andype “this month” in the search box

Press enter.

f search is too slow, change slightly

he demo script to avoid the searcheature

At the top of the screen, I can review my keywords atany time. For example, I can type :”this month”

instead of “today” .

Show the metric ‘Actual this month’

selected by Explorer

as well as the occurrence of thedimension ‘Classification’ namedexpense’, highlighted in orange

OK, now, let me see the results. Explorer has selected

the KPI “actual this month” because the name of the

KPI was the closest to my keywords.

As well, the classification called “expense” has been

highlighted automatically for me (due to keywords aswell).

As you see, I’m guided in my work to select the bestinformation to analyse…

So … I naturally click on “expense” .

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What to do What you should see ExplanationClick on “expense” value of the

classification” dimension

Show ‘org level 2’ – bottom right of the

screen

By selecting “expense”, my selection criteria have

changed, so Explorer has also changed the dashboard

generated by default.

As you can see at the bottom of the screen, itanalyses now the ‘actual this month’, ‘expense’, by a

‘best guessed’ dimension.

This best guess, based on some internal algorithms is

in our example “organisation level 2”.

Click on a bar of the graph to select justone value, or click, stay clicked, anddrag the mouse over the 2 bars.

Very easily, I can see the values of the expense this

month, for “client services” and shared services,graphically, and I can also see the numbers.I can highlight one value, by clicking on the graph, or

select multiple values.

What can I do next with this graph?

I see that “client services” spends much more then “shared services”.

But that may be normal. If the client service dept is

bigger than the shared services dept, then itsexpenses will also be bigger.

In order to check this, I would like to compare the

“actual this month” value with the “Budget” value, aswell as the “Actual same month last year” value.

At the top, I can see multiple measures drop downlists, so I can select more than 1 KPI!.

Let’s have a look now.

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Select the 2nd measure drop down list.

Select “Actual same Mth LY”

The graph is updated automatically.

Very interesting: I see that, even if “client services”

department is my biggest spender, it doesn’t spendmuch more than last year.

On the contrary, “shared services” spends much more! If we have a look at the numbers (bottom right), it’s

almost the double …

To complete this analysis, I now want to add the KPI

“Budget” to this graph.

Click on the 3rd measure drop down listBudget this month”

Again, I can see that “client services” respects his

budget, but “shared services” is way over the budgetfigures.

This graph starts to be difficult to understand.As this could become confusing, I will get rid of one

measure.

I get rid of “Actual same mth LY”but keep “Budget”

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Take the 2nd KPI “Actual same Mth LY”

Off ”

OK, now, let’s have a break, and summarize what we

found:

Just by entering keywords in a simple text box, I wasable to find and analyse the company expenses as of

today.By selecting additional KPIs, in a few seconds, I wasable to find out that “shared services” was 1 st of all

spending much more than last year, and 2nd, was over

budget.

And that “Client Services” was doing pretty well.

Let’s now analyse further, and try to find WHO in the “shared services” dept is spending too much.

On the right of the graph (or on the

graph), select “shared Services”.

Double click on it

Explorer drills down for me, and proposes me a default

analysis path.

Here, the “Org level 1” is the next analyzed

dimension.

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Click on sort button for budget this

month metric and choose my sort.

At this stage, if I want, I can change the way I want to

display information:

- I could sort on budget

- Or I could change back the sort type on actual

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What to do What you should see ExplanationClick on Percentage / ‘pie chart’

Click on surface–colour chart

Mouse hover the ‘table’ option, without

showing

Click back on the bar chart

I can change my graph type to pie chart contribution,

surface/colour chart, line chart, etc., whatever you

prefer..

There is also an option to visualize the information

with a table, to fit everyone’s needs and preferences.

I personally prefer bars, so I change it back to bars.

From this graph, I clearly see that the 1 st 2 biggest

spenders (“corp. support services” and “finance andfund mgmt”) are also the ones over budget.

I want now to finalize my analysis and find out which

accounts from those services are responsible for theseexcessive spending.

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What to do What you should see ExplanationClick, stay clicked, and drag the mouse

over the 2 bars

There are 2 services over budget. So I select those 2

services from my graph ‘Corporate Support Services’

and ‘Finance & Funds Mgmt’

Mouse over the magnifying glass at the

bottom of the graph

I see, at the bottom of the screen a little magnifying

glass appearing, when I mouse hover it, it highlights

the values selected (the colours change). This willallow me to drill down on BOTH values at the same

time.

Click on this magnifying glass

Now the resulting graph is the result of a multiple

selection drill down! Awesome!!

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Expand the drop down list of <best

guess> and select “accounts”.

Click OK

This time, Explorer has found a <best guess> that I

don’t really want (it’s the ‘lines’).

But I can change that very easily: As I want to have alist of accounts over budget, I select “account” .

I have a list of accounts over budget, on a graphicalformat.

I’m almost there…

I just have to filter this list, and send that to the

board…

From this graph, I see that only 7 accounts are over

budget. So I just have to filter my top 7 accounts, and

send this to the board.

Expand again the “Account” dimension

box and type 7

The results are that the top 7 accounts in red are for

example

Travel, Computer Equipment maintenance, Contractorand agencies …

Efforts have to be made on these accounts:- should we work on reducing travel expenses?

- should we renegotiate IT and maintenance

contracts?- should we stop, or renegotiate the temporary

contracts?

I leave the information to the board…

But for the board to be able to take these decisions, Inow need to communicate what I just found.

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What to do What you should see ExplanationShow the ‘bookmark’ option

Click on the email option.

Make sure you have set up correctly the

outlook client before the demo.

Read the documentation to be able to

do so.

There are several ways of sharing information with

Explorer.

As you can see, there is a “bookmark” option, to be

able to save my work as a bookmark in my browser.

I can also see an ‘email’ option. If you remember, this

is what I had in mind at the beginning: send an email

to the board members.

The ‘export to email’ option embeds a link in an email

for the recipients to be able to open the Explorer

analysis, and keep on analyzing information online ifthey are interested.

(If you haven’t set up the Outlook client before, pleasefollow up the steps to set it up listed on the landingpage (in summary: Choose the options ‘don’t

configure email account’ and select ‘continue with noemail support’ when asked).

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Type ‘Accounts over budget, as

equested’ in the ‘subject’ field.

Type ‘Please Click on this link for ad-

hoc expense analysis:’ in the body,before the hyperlink

I now quickly prepare this email to be sent to the

board.

I’m still missing in this email the graph showing thelist of accounts over budget.

Let’s go back to Explorer and export my work.

Back in explorer, Click on the ‘export’

con.

Explain the various options.

Choose the 4th one: Image.

This option will allow me to take a snapshot of my

analysis. It will generate a standard PNG picture I will

be able to use in any 3 rd party software … such as MSOutlook.

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Click OK to export to a picture.

Save it in one of your folder (desktopor example)

Add .png extension if needed.

When saved, copy and paste in your

email.

I’m done.

My vision has become reality now. I just have to hit

‘send’, and the board members will get their list ofaccounts over budget this month.

… I can go on week end now …

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DOCUMENT UPDATES NOTES

May 26th 2009 Version 1.

July 28th 2009 Version 2:

- Changed search keywords

- Changed servers

Sep 23rd

2009

June 2012

Dec 2012

Jan 2014

- Changed minor errors in script

Explorer 4.0 update

SDC edition and partners 3 update

Edition 2014 V1 updates.

6700 demo script

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