PowerPivot 2010 in SharePoint 2010

• Deploying Business Intelligence to the end user with SharePoint Enterprise, Excel Services and PowerPivot

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About me

• I love collecting code and re-using it as much as possible to save time and money and leverage SharePoint.

• I gather views by searching the internet sites like “GPUG’s Share My Code” site, SharePoint Users groups and CodePlex.

• I belong to several users groups including GPUG, Yammer SPYam, and FEDSPUG where I get valuable information on SharePoint tips and tricks.

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Experience

• Power user with Microsoft SharePoint®, Microsoft Office®, Dynamics GP, Forecaster 7.0, Management Reporter and Encore Project software

• Retrieve data using Microsoft SQL queries, views, SSRS (Reporting Services), Smart List Builder & Microsoft Excel® PowerPivot

• Deployed PowerPivot software in SharePoint 2010 to give staff access to budgets and actuals from Encore project tracking and to pull information and lists from our AMS.

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• Currently using Microsoft Dynamics GP 2013 R2

• PowerPivot Gallery in SharePoint 2010 Enterprise - access to budgets and actuals, Encore project tracking, and information and lists from membership database.

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Deploying Business Intelligence to the end user with SharePoint Enterprise, Excel Services and PowerPivot• Excel workbooks with the PowerPivot add in use SQL queries and

views to pull real time data from multiple sources.

• Excel Services and PowerPivot service in SharePoint can display and refresh the data on a web page.

• The data sources that I use include Microsoft Dynamics GP, Forecaster, Encore, Unanet, and our AMS (association Management System) database.

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Why SharePoint

• The file Share and Intranet were already in SharePoint

• Sharing large files was difficult - email was not secure

• Files need to be protected - only the proper user can have access to reports.

• SharePoint Library has permissions tied to Active Directory and could support the large workbooks

• One Place for Reports

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Agenda

• Types of reporting and tools

• FRX vs Power Pivot for Detail Drill Down Reports

• PivotTables

• PowerPivot in Excel

• PowerPivot Gallery and Library Views in SharePoint Enterprise

• Excel Services and PowerPivot in SharePoint

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Reports Created

• Member Lists – Mailing, Email, Targeted Marketing List

• Budget to Actual Comparisons and Forecasts

• YTD Transactions in GL

• Event Registration reports

• Committee / Council Reports

• Encore Project Tracking Data

• AR reports

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Tools used to produce reports for End Users

• SmartList

• SQL Management Tools – create queries and views

• Excel reports and dashboards

• SSRS in Dynamics GP

• Business Analyzer

• FRX

• SharePoint PowerPivot Gallery

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• FRX with drill down on transaction detail for reforecasting and budget.

• FRX accessed through terminal server • Issues logging into terminal server• Staff had issues finding the right file for the Drill down • Moved to Management reporter with the drill down.• Excel powerpivot can pull information posted to the cost

centers into an Excel Spreadsheet

FRX / Management Reporter / PowerPivot

What is a PivotTable?

• A PivotTable report is an interactive table that automatically extracts, organizes, and summarizes data.

• PivotTables allow you to summarize and analyze large amounts of data in excel.

• PowerPivot allows you to connect to Tables, Views or write a query to pull data into a list from multiple sources

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What is required to use PowerPivot?

• Microsoft Office 2010 and the add on PowerPivot for Excel will allow you to create workbooks with Pivot tables using Slicers to create a three dimensional view of your data.

• To Publish Excel PowerPivot Workbooks to SharePoint you need SharePoint 2010 SP1 Enterprise Edition, Windows® 2008 R2, Microsoft SQL Server 2008, Office 2010, PowerPivot add in for Excel

• Excel 2013 PowerPivot is not backwardly compatible – you cannot open an Excel PowerPivot 2010 file from the PowerPivot Gallery in Excel 2013 and save it back to the PowerPivot gallery – it will no longer open in the gallery

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Excel 2010 with PowerPivot Add in

• Install the Power Pivot add-in

• Connect to data from data sources

• Create new queries or connect to tables or views

• Data Model directly in Excel

• You can add calculated fields to use in the pivot tables

• Power Pivot in SharePoint so pages can be displayed in browser

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Get PowerPivot for Excel 2010

• Download Powerpivot from the Microsoft site

• http://www.microsoft.com/en-us/download/details.aspx?id=102

• It is an Add in that self installs when you open Excel.

• Open Excel

• Create a new Blank Workbook

• (Excel 2013 have PowerPivot, Query, View included)

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Click on the PowerPivot Tab after downloading and installing the Add-in. Then click on the Green PowerPivot Window button

Click on the From Database Icon to connect to the Datasource that you want to use (SQL, Access, Excel)

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For this example we are pulling the data from a SQL Server databaseYou type in the server name and choose the way that you will be logging into the serverWe set up a special user with read only. There are many ways to set up permissions and restrict you can see what data or what they can see in reports.

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Once you set up your connection you have a choice to select from the list of tables or views or you can write your own query. Cannot write data back just pulls data.

This is an example of writing a simple query from our membership database – pulling information from multiple tables. Write queries for our membership database –use more views for GP

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The other option is to select Tables and views – there are some great recorded webinars in GPUG community on joining tables.These are some of the views that I have created in a database.Views can be found at GPUG or on various websites I have views for AP, AR, GL, Fixed Assets, Budgets

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View for Budget Data from Encore for my pivot table

SELECT TOP (100) PERCENT 1 AS SOURCE, CAST(DB_NAME() AS char(5)) AS CompanyDB, a.BUDGETID, d.YEAR1 AS Year, a.PERIODID, a.BUDGETAMT, a.ACTINDX,

RTRIM(b.ACTNUMST) AS ACTNUM, c.ACTDESCRFROM dbo.GL00201 AS a INNER JOIN

dbo.GL00105 AS b ON a.ACTINDX = b.ACTINDX INNER JOINdbo.GL00100 AS c ON b.ACTINDX = c.ACTINDX INNER JOINdbo.GL00200 AS d ON a.BUDGETID = d.BUDGETID

ORDER BY a.BUDGETID

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View for Budget Data from Encore for my pivot table

View for Budget Cross Tab in GPVW_BudgetCrossTab• SELECT TOP (100) PERCENT CompanyDB, BUDGETID, RTRIM(BUDGETID) + ' ' + ACTNUM + ' ' + ACTDESCR AS ASSUMPTION, Year, ACTINDX, ACTNUM,

• SUM(CASE PERIODID WHEN 0 THEN BUDGETAMT ELSE 0 END) AS P00, SUM(CASE PERIODID WHEN 1 THEN BUDGETAMT ELSE 0 END) AS P01,

• SUM(CASE PERIODID WHEN 2 THEN BUDGETAMT ELSE 0 END) AS P02, SUM(CASE PERIODID WHEN 3 THEN BUDGETAMT ELSE 0 END) AS P03,

• SUM(CASE PERIODID WHEN 4 THEN BUDGETAMT ELSE 0 END) AS P04, SUM(CASE PERIODID WHEN 5 THEN BUDGETAMT ELSE 0 END) AS P05,

• SUM(CASE PERIODID WHEN 6 THEN BUDGETAMT ELSE 0 END) AS P06, SUM(CASE PERIODID WHEN 7 THEN BUDGETAMT ELSE 0 END) AS P07,

• SUM(CASE PERIODID WHEN 8 THEN BUDGETAMT ELSE 0 END) AS P08, SUM(CASE PERIODID WHEN 9 THEN BUDGETAMT ELSE 0 END) AS P09,

• SUM(CASE PERIODID WHEN 10 THEN BUDGETAMT ELSE 0 END) AS P10, SUM(CASE PERIODID WHEN 11 THEN BUDGETAMT ELSE 0 END) AS P11,

• SUM(CASE PERIODID WHEN 12 THEN BUDGETAMT ELSE 0 END) AS P12

• FROM dbo.vw_BudgetData

• GROUP BY CompanyDB, Year, BUDGETID, ACTNUM, ACTINDX, ACTDESCR

• ORDER BY CompanyDB, Year, BUDGETID, ACTNUM

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View for Budget Cross Tab in GP VW_BudgetCrossTab

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View_AR_Apply_Detailhttp://victoriayudin.com/2010/02/15/sql-view-with-ar-apply-detail/

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After you click finish the import will start and tell you how many records have been transferred to the Excel Workbook – This data is now stored in the Excel workbook – No data writes back to the database so you can manipulate the data and created calculated fields

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PowerPivot Data Model - budget information

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Calculated Fields can be added to be used in the Pivot Tables

To create a quick pivot table you can click on the PivotTable button under the Home tab in the PowerPivot Section. This will give you a drop down of choices between charts and tables. Or you can produce a flattened PivotTable which puts the data in a flattened format instead of the pivot table standard of adding each new item below the one above it.

• Row Fields are fields from the source data that are assigned to a row layout in a PivotTable.

• Column Fields are fields from the source data that are assigned to a column layout.

• Report Filters are fields from the source data that act as filters in a PivotTable report

• Items are the subcategories of a row, column, or report filter.

• Values Fields are fields from the source data that contain values to be summarized.

• The Data Area is the range of cells in a PivotTable report that contains summarized data.

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Pivot Table without slicers or Timeline

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Pivot Table Choose Slicers

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Pivot Table Insert Timelines

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Pivot Table modify Slicer

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Encore Project tracking in GP –participants and projects. Pivot table summarizes the data – slicers have been to choose participants and project to see details

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Time Line and Slicer – pulled Tasks from Outlook -

Components of PowerPivot for SharePoint

Client and server components integrate with Excel and Excel Services in a SharePoint farm.

On a SharePoint farm, Analysis Services runs on an application server where it is paired with related services that handle requests for PowerPivot data.

PowerPivot client and server components

PowerPivot service

• PowerPivot Web service - runs on web application server.

• Redirects requests from web application to PowerPivot System Service instance in the farm.

• Analysis Service server instance - SharePoint integrated mode.

• Loads, queries, and unloads data.

• Processes data if the workbook is configured for PowerPivot data refresh.

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This is a PowerPivot Gallery installed on a SharePoint Web Site. There are multiple Views of the documents

PowerPivot Gallery – Carousal View

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PowerPivot Gallery – Theater View

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PowerPivot Gallery – Gallery View

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Pivot Table by Account and Cost Center Detail

PowerPivot installation for SharePoint

• Created a Data Feed Library and PowerPivot Gallery

• Uploaded PowerPivot enabled excel workbook using slicers data refresh.

• Set up a special account in SQL called Report Writer with limited rights

• Required password entry upon refresh – did not want to save the credentials with the workbook because it kept it in plain text

Things to keep in mind while working with PowerPivot

• Increased maximum upload size and maximum workbook size from 50MB to 500MB for the SharePoint document libraries

• The data refresh account must be granted contribute permissions on any PowerPivot workbook for which it is used.

• Contribute permission are set for the entire site but if any sites or libraries use unique permissions, this account will need to be given the appropriate access in order to open the workbook from a library and then save it back to the library after a refresh.

• The data refresh account needs read-only permissions on all the external data sources that are used in any data refresh operation.

• Each site collection has to be enabled for PowerPivot, so if any site collections are added in the future this will need to be activated.

Links• GPUG SSRS Monday SIG: Using Excel Power Pivot to Analyze GP Data (Sep 2014)

• http://www.gpug.com/communities/community-home/librarydocuments/viewdocument/?DocumentKey=0f27e261-80e2-492a-b093-99d40426594f

• DAX• http://technet.microsoft.com/en-us/library/gg399181(v=sql.110).aspx

• GPUG Learn & Engage – Webinars on Demand (Members Only)• http://www.gpug.com/engage/recordings

• http://victoriayudin.com

• Instant SQL Formatting

• http://www.dpriver.com/pp/sqlformat.htm?ref=g_wangz

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