BW Exercise 5 - Variables Exceptions

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SAP BW/BO Exercise
Exercise 5: Using Variables, Exceptions, and Conditions
Student Name: Student Id:
Date:
Note: You must use the following conventions to name objects/systems created in this
exercise.
Replace S with A - for Fall semester
B - for Spring semester
C - for Summer semester

Replace YY with the last 2 digits of the current year.

Replace XXX with your SAP ID.

Part I
Objective
The exercise is designed to help the student acquire the ability to
Use the Variable Wizard
Create a new variable
Create a formula
Creating Variables
A varlable ls also creaLed uslng Lhe Cuery ueslgner. A varlable ls a parameLer of a query whose value ls enLered aL
query run Llme and Lhey can be seL for Lhe followlng four ob[ecLs:

CharacLerlsLlc
1exL
lormula
Plerarchy

varlables allow much more flexlblllLy ln Lerms of dlfferenL ouLpuLs Lhus glvlng you more conLrol over query
resulLs.

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1here are Lwo Lools used for creaLlng and edlLlng varlables. 1hey are:
1) varlable Wlzard and
2) varlable LdlLor

Formula
ln Lhls exerclse we wlll learn Lo use lormula Lo recalculaLe key flgures ln a sLrucLure. Powever lormula use only
key llgures such as 8aslc llgures, 8esLrlcLed key flgures and CalculaLed key flgures already asslgned Lo a query.
lormula are noL reusable ob[ecLs and are speclflc only Lo Lhe query ln whlch Lhey were creaLed.
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1hese calculaLlons are performed ln Lxcel afLer Lhe daLa has been reLrleved from Lhe 8W server and noL aL daLa
reLrleval Llme
1) Use the Variable Wizard
1-1: RRMX after login into SAP
Step 1: BexAnalyzer!tools!Create Query!Query!New Query
Step 2: Select Employee Specific Payroll Data
Step 3: Info Areas ! Human Resources ! Payroll ! Employee Specific Payroll Data
(Technical name 0PY_C02)
Step 4: Expand the Personnel Area Dimension as seen below to get to the characteristic
Value variable.

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2) Right click on the characteristic value variables folder and then select New Variable. This
would Create a New Variable as shown in the screen shot.


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2-1: Select the new variable created and edit the properties.

Step 1: Description: Your Name
Step 2: Technical Name: Persons_SYYXXX (XXX is your ID)
Step 3: Processing By: Manual Input/Default Value

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2-2; Details Tab (Leave it as it is)-

Step 1: Variable Represents: Single Value
Step 2: Variable Is: Optional
Step 3: Check Variable is ready for Input

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2-3: Default Values Tab:

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Step 1: Click on Change default Values and select Single Values in the show drop down.

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Step 2: Select Hamburg (i.e. Hamburg would be the Default Personnel Area) and click OK.
Step 3: Save the New Variable By clicking the Blue disk in the Properties Tab
Step 4: Pop Window comes say OK
Step 5: Write Status Message ______________________________________

2-4: Click on rows/columns tab.

Step 1: We would now drag and drop the new variable into the Row pane as shown
below and also the Amount under the Key Figures into the Column Pane as shown below.

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Step 2: Click on Check Query to validate the Query.

2-5: Click on the Blue Disk to save the query.

Step 1: Description: HR_YourName
Step 2: Technical Name: SYY_XXX
Step 3: Close the Query Designer Window.
Step 4: Click Save
Step 5: Now open BEx analyzer:
Menu path BEx Analyzer! Open Query

Step 6: Locate the Query you had created in the Last step and open it to execute it.
In the pop Window click OK and the BW fetches the results for the Hamburg personnel
Area as compared to all the results that would have been displayed as shown below.

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2-6: Display the screen shot _____________________________________________
2-7: Close the Analyzer and exit.
3) Create a New Formula
3-1: RRMX after SAPlogin
Step 1: Click on Tools ! Create New Query
Step 2: In the Query Designer click Query ! New
Step 3: Select Info Areas ! Human Resources ! Payroll ! Employee Specific Payroll Data

3-2: Expand Structures

Step 1: Expand With Key Figures

Step 2: Click on Rows/Columns

Step 3: Drag Personnel Costs According to Master Cost Center to the Columns Pane. (Do not
drag the structure back to the Infoprovider Pane, this will damage the structure.
If you have made an error, exit and create a new query)

Step 4: Right Click on Personnel Costs According to Master Cost Center and Select Remove
Reference.
3-3: Click on Query ! Save As
Step 1: Enter Description: YourName_Formula

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Step 2: Enter Technical Name: SYYEX7_XXX
Step 3: Click SAVE

3-4: Click in Row/Column Tab. Right click Personnel costs according to Master Cost Center structure
in the Column pane and select new formula.

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3-5: In the Properties Pane Enter Description: WageIncreaseXXX
Step 1: Click on edit. A new window pops up.
Step 2: In the Operands box Double-click on Wages and Salaries
Step 3: Click on the subtract button
Step 4: Double click on the Overtime button.
Step 5: The formula displayed in the formula box would now read Wages and Salaries
Overtime. As shown overleaf.

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Step 6: Click OK.
3-6: Click on the Blue Disk to save the query and close the Query Designer.

Step 1: Write the Status Message _______________________________________


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Step 2: Menu path BEx Analyzer ! Open Query
Step 3: Locate the Query you had created in the Last step and open it to execute it.
3-7: Display the screen shot ____________________________________________

Answer the following
3-8: Create a new Calculated Key Figure for percentage share of Idle time compensation
with respect to Wages and Salaries.
Step 1: Click on BEx Analyzer ! Tools !Query Designer !Menu path ! Query ! open the query
YourName_Formula
Step 2: Right Click on Key Figures in the InfoProvider Left Pane and select New Calculated Key
Figure as shown.

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Step 3: In the Right Pane type the Description as IdleTimePercentage and the technical name as
SYYEX7P_XXX where XXX is your ID

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Step 4: Click on Edit.

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Step 5: Use the columns Wages and Salaries and Idle time Compensation and the operator
Percentage Share of (Hint: Look under the Operators Pane)
Step 6: Write down the remaining steps _____________________________________

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Step 7: Once the Calculated Key Figure is created, drag and drop it under Personnel costs
according to Master Cost Center above PercentageIncrease (which you created earlier).
3-9: What is the percentage of Idle Time Compensation with respect to Wages and
Salaries?________________________________________________________
3-10: Provide a screen shot of the final query result. ___________________________

Part II
Conditions and Exceptions:
General Tab:
Condition is Active You can define a condition without it being active in the query yet.
New Create a new condition row in the condition structure.
Delete Delete a selected condition row in the condition structure.
Transfer Transfers the settings you have for creating a row into the row area.
Variables Entry Set variable for the value selection.
OK Save the condition.
Cancel Exit out of condition creation/edit.

Conditions:
What is Condition in Business Warehouse?
Do affect results in the query results.
Multiple conditions can be applied to one query.
Conditions evaluated independent of each other.
Results ate the intersection of the conditions.
The query results will only display values that meet the conditions.

Condition background:
Apply to the current active query design.
Always refer to actual value, not values changed for display.
Dependent on the drilldown.

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Does not influence values displayed in the query, values displays are the same with or without
conditions.

Caution:
If the query produces unexpected results, you may need to check the query to see if you can use
the condition.
The following are not considered in the condition evaluation
o Local calculations
o Cumulating
o Standardizations
o Scaling factors

Exceptions:
Exceptions have three functional areas:
Exception Definition
Online Evaluation of Exceptions
Background Processes Evaluation of Exceptions

When I create exceptions, where will the Exceptions apply?
Exceptions apply to the query in which they are created. Exceptions are saved as part of the
query definition.
When a query has exceptions defined, the exception indicator icon is displayed in the status bar
of the query in the lower right hand corner.

When I run a query, can I see the Exception Description?
Yes.
In BEx Analyzer, click on the layout button and choose the Display Exceptions option to display
the exception descriptions.
Within BEx Analyzer you can also activate or deactivate exceptions

Exceptions allow the setting of threshold values for easily spotting unusual variations for your
expected results.

Benefits:
Provides the ability to easily and quickly identify results that fall outside of expected results.
Allows you to define the components of a query that are of primary importance.


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4) Kick off the Query Designer

1-1: Enter transaction code RRMX in the command field
1-2: Open the Query you created in Exercise 5: Bex Analyzer! Open Query !InfoAreas !
Human Resources ! Payroll ! Employee Specific Payroll Data ! Your Name Payroll Query

5) Bring up the payroll query that you created in Exercise 4 in the Query Design window as
shown below by Bex Analyzer ! Tools ! Edit Query BWUTDSYYXXX.

5-1: In Query Designer, click on the Condition option in the options toolbar.

Step 1: The screenshot shown below will appear.
Step 2: Right click on Conditions.
Step 3: Select New Condition.

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5-2: Right click on Condition 1.

Step 1: Select edit OR edit through edit option present on the Properties bar docked on
the right.

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5-3: Enter a Description for your new condition EmployeeGroupCond as shown.


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5-4: Click on New button.

Step 1: Select the Possible Entries dropdown field at the bottom of the Key Figures column.
Select a value from the display list Amount.

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Step 2: Select the Possible Entries dropdown field at the bottom of the Operator column and
select a value from the display list Greater than.

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Step 3: What are the operators that are available in the Operator drop down?
_________________________________________________________________
Step 4: Enter a value 2500000 at the bottom of the Values column.

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Step 5: Select the Possible Entries drop down field at the bottom of the Structure column
and select Berlin_Personnel .

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Step 6: Click on the Transfer button to copy the new condition row to the condition row
display pane.

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Step 7: Click on the OK button.

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5-5: Click on the Blue Disk to save the query.
5-6: Write the Status Message ______________________________________________
5-7: Close the query designer window.
5-8: Run the above query in the BEx Analyzer.

Step 1: Locate the Query you had created in the Last step with the name your name Payroll
Query and Open the Query to run it.
Answer the following based on your report
5-9: Place your screenshot here ________________________________________
5-10: What is the name of the Employee Group in this
query?_______________________

6) Go back to Query Designer for the payroll query.

6-1: Click on the Exception options toolbar button

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Step 1: Exception tab opens
Step 2: Right click on the Exceptions
Step 3: Select New Exception option.

Step 4: The screenshot is as shown.
LxcepLlon

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6-2: Under the Properties Click on Edit button

Step 1: Enter a Description for the new exception BerlinException.
Step 2: Click on the new button.

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6-3: Click on the Definition tab.

Step 1: Select Key Figure Dropdown menu choose Amount
Step 2: Choose Berlin_Personnel for Structure Dropdown menu.

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6-4: In the General Tab
Step 1: Enter a value 2,700,000 at the bottom in the Value field
Step 2: Select Good 2 at the bottom of the alert field
Step 3: Select Greater than in operator field

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Step 4: Click on the transfer button to copy the new exception row to the exception row
display pane.

6-5: Click on the OK button and Check the Query.

6-6: Write the status message ____________________________________________

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6-7: Save the Query.
6-8: Go to BEx Analyzer and execute the above query.

Answer the following based on your report
6-9: Capture the screenshot ______________________________________________
6-10: What change do you see in the query after applying the BerlinException
_____________________________________________________________________

BW Exercise 5 - Variables Exceptions

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