Planning with SAP NetWeaver

Inga Wiele Product Manager SAP NetWeaver Business Intelligence

Business Requirements Planning Issues and Challenges Planning with SAP NetWeaver Future Developments

SAP AG 2004, Planning with SAP NetWeaver BW-BPS 2

Management Cycle

Analytics

Environment Company Mission

Analysis (e.g. Profitability)

Analyze

Model

Planning (Strategic, Operational)

Reporting (Plan/Actual)

Measure

Execute

Planning (Execution)

Operations
SAP AG 2004, Planning with SAP NetWeaver BW-BPS 3

Execution

Planning is an integral part of the management cycle. Companies are situated in complex environments (competitive landscape, political situation, geographical location). Different companies follow different business models (e.g. public sector vs. private owned companies). Depending on their overall company goal (certain percentage of profitability, maximizing the public welfare) they must consider the environmental situation in which they operate. The management cycle helps companies to position themselves in complex environments and to keep on track in reaching their overall companies goal. The company mission is the framework to which all the operations in the company are supposed to contribute. Planning supports the decision making, the coordination of different divisions toward a common goal and defines general conditions for the operations. Execution involves all steps necessary for the actual value creation of the company. Reporting tracks all transactions incurred by the execution processes. Analysis is focusing on calculation the achievement of objectives, seeking out causes for deviations or opportunities to put more focus on. The result of the analysis is measured versus the company mission and leads to an evaluation of overall goals and actions to be taken in order to steer the course.

Strategic, Operational and Execution Planning

low

Strategic Planning
- company vision and mission - long term investments - strategic directions - strategic market development goals and targets -

Operational Planning
Granularity Measure
- Sales Planning - Revenue Planning - Demand Planning - Supply Planning - Profitability Planning - Cost Center Planning - Strategic Sourcing -

Model

Execution Planning
- Detailed scheduling (MRP) - Shop Flow Control - Line planning - Capacity planning - Contract handling high

Execute t0
week1 week2 week3 year1 year x

Time
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Business Planning covers different levels: Strategic planning is about defining the future direction of an enterprise; e.g. product/service offering, return on investment, company growth... Strategic planning is a simulative process in which different scenarios are modeled and subsequently evaluated in order to calculate the expected value to be created. Strategy evaluation leads to target setting for the operational units, which means breaking down the high-level strategic goals to targets on the execution level (e.g. expected net revenue, sales growth rate...) Operational planning means allocating the resources (labor, capital, assets) necessary to fulfill the targets and reconciling the resources across operational units (e.g. sales volume has to be reconciled with production volume if you have production capacity to produce 200 bottles of sunscreen per month but you can sell 1000 bottles in August, you must produce at least 800 bottles of sunscreen in the months prior to August....)

The results of the operational planning process may be used for detailed planning and scheduling in execution planning.

Top-Down and Bottom-Up

Product Category

Top Down
Product Main Group Product Main Group

Product Group

Product Group

Product Group

Product

Product

Organization

Sales Organization

Sales Organization

Bottom Up
Sales Office
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Sales Office

Sales Office

Top-down and bottom-up are directions used to coordinate the vertical planning process. Usually these directions are following hierarchical structures.

Bottom up means the data flow from detail planning on different sublevels to an aggregated perspective. Top down is the opposite direction, where strategies and targets that were defined on higher levels are translated to operational targets. The "counter current" method is a combination of both.

Different versions separate different plan assumptions and may be used to compare different perspectives (CFO Sales representatives). The final version is usually the base for execution planning (e.g. detailed scheduling)

Rolling Forecast
May

June July

FC May

FC June

FC July

6 Period Actual Current Period Actual 5 Months Forecast

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In the past planning very often was a static process carried out once a year intended to be the basis for the next years execution and budgets. Dynamic environments and fast changing business situations force companies to think of strategies to react to changing conditions. Buzzwords heard in this context are: Beyond Budgeting, Better Budgeting, Active Planning.

Usually those concepts evolve around the necessity for change management in regard to the planning process and the people involved in it. Part of this change is the need for a constant process that allows to react to changes in the companies environment in a timely manner.

Rolling Forecasting is an ongoing process which compares the plan with the actual and derives an expected further evolution of the plan figures. If the deviation of plan and forecast extends a certain range the strategy has to be reevaluated in order to take appropriate measures or adjust the strategy.

Types of Plans
Investment Planning Production Planning Procurement Planning Cost Planning

Balance Sheet and Profit & Loss Statement

Operational Planning

Profitability Planning

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The example shows how strategic planning directly influences different plans and how those feed into other plans which are based on assumptions made in previous steps. Strategic planning involves what-if analysis, simulation and comparison of different scenarios. The strategic targets must be mapped to key figures of operational planning steps in order to ensure the connection between strategic and operational plans. Example: ROI can be broken down into Sales (net sales), Production (product costs) and Investment Planning (e.g. investments in new plants) targets. In addition to amount and quantity based planning, strategic planning involves the definition of "soft" targets, such as training, employee motivation, customer satisfaction, The balanced scorecard is an instrument which allows to translate soft targets into executable steps. Planning processes are usually complex - large numbers of staff from different parts of the enterprise can be involved in the planning operation. Planning forms, standards, approval procedures, planning areas, and planning objects need to the defined. Consolidation procedures must be created, and planning interdependencies included. The planning periods of the individual planning areas and staff must be coordinated.

Strategic Planning

Headcount Planning

Sales Planning

MarketingPlanning Revenue Planning

Price Planning

How does SAP NetWeaver BI support Business Planning?

SAP NetWeaver BI
Collaborative Planning Tasks Prepare Data for Planning Process Automatic Planning

Load

Load

Master Data Actual Data Operational Process Budget Control

New Master Data Budget Data

mySAP ERP
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mySAP SCM

mySAP CRM

mySAP

BW-BPS is a part of SAP NetWeaver BI, which is SAPs platform for Business Analytics. BW-BPS is a generic planning tool which supports various types of strategic and operational planning and allows planning on any level of detail User interfaces and business rules may be defined to the needs of any type of plan. BW-BPS offers comfortable process support BW-BPS offers tools to close the loop to operational processes through loading and distribution from and to transactional systems.

Business Requirements Planning Issues and Challenges Planning with SAP NetWeaver Future Developments

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Business Planning Requirements

Strategic Enterprise Planning
Positioning + Strategy modelling Simulation Scenario definition Scenario analysis Decision support and target setting

Financial Planning
Financial statement planning Marketing planning Budgeting Headcount planning Investment planning Finance planning

(extended) Logistics planning

Supply chain modelling Sales planning Supply/network planning Production planning Plan integration

Sales Planning

Corporate Planning 70% of the enterprises today use spreadsheets for planning! (source: Ventana Research 2003)

Current projects Future projects After market Promotions Events

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Planning in in many companies today

Missing acceptance of planning results

Heterogenous planning tools

Plan data is not reliable

Lack of integration due to isolated planning applications

Plan/Actual comparison too difficult

Organizational changes are too difficult to incorporate

Coordination of planning process is too difficult

Bad performance of mass data processing

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Buying Influences and Considerations*

Im p o r ta n c e o f S e le c te d B & P S o f tw a r e F e a tu r e s
A ll R e s p o n d e n ts WAV E x c e l fu n c tio n a lity 8% 17% 12% 25% 38% 4 .3

C o m p le x c a lc u la tio n c a p a b ilitie s

6%

29%

19%

23%

23%

4 .2

W e b A r c h ite c tu r e

16%

28%

18%

19%

19%

3 .6

Z e r o f o o tp r in t

17%

27%

25%

17%

14%

3 .5

S c a la b ility to hundreds of use rs

21%

28%

17%

16%

18%

3 .1

0%

20% L e a s t I m p o r ta n t

40% 2 3

60% 4

80%

100%

M o s t I m p o r ta n t

*Source: Ventana Research 2003

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Business Requirements Planning Issues and Challenges Planning with SAP NetWeaver Future Developments

SAP AG 2004, Planning with SAP NetWeaver BW-BPS 13

What Is SAP BW-BPS?

With SAP BW-BPS, SAP delivers tools for generic planning, supporting a planning process that allows for the construction of a planning model. This model integrates global strategic planning and specific operational planning problems in a closed-loop process, with a strong focus on business processes across the enterprise. This functionality brings planning, budgeting, and forecasting together with monitoring, reporting, and analysis, and bundles it all into one software installation and one support package cycle.
SAP BW-BPS helps you plan, budget, and forecast by providing functions such as:
Top-down planning and bottom-up contribution with a rich set of planning functions A planning framework that lets you create and maintain planning models A user interface for manual planning and analysis Tools for process control (i.e., status tracking and monitoring)

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SAP BW Architecture

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The role that SAP BI plays in SAP NetWeaver is that of a central, integrated repository for information from distributed and heterogeneous sources. The parts described below are used for moving data from the source systems that contain it to the SAP BI data warehouse, and then organizing it, passing it out to others who need parts of it, and preparing it for analysis. Data Warehousing in SAP BW represents the integration, transformation, consolidation, cleanup, and storage of data. It also incorporates the extraction of data for analysis and interpretation. Administrator Workbench: The data warehousing process includes data modeling, data extraction, and administration of the data warehouse management processes. The central tool for data warehousing tasks in SAP BW is the Administrator Workbench. BI Platform: The business intelligence platform serves as the technological infrastructure and offers various analytical technologies and functions. These include the OLAP processor, the Metadata Repository, Business Planning and Simulation, special analysis processes such as Data Mining, and the Reporting Agent. Business Explorer Suite: The SAP BW Business Intelligence Suite, the Business Explorer, provides flexible reporting and analysis tools for strategic analyses, operational reporting, and decision-making support within a business. These tools include query, reporting, and analysis functions. Past or current data can be evaluated on various levels of detail, and from different perspectives, not only on the Web but also in MS Excel.

InfoCubes and Planning Areas

NT = non-transactional InfoCube T = transactional InfoCube SAP NetWeaver BI BI Platform

Analysis BW Data Warehouse Planning Area Actual

Plan Data Entry (Manual)

NT

Planning Area Plan Retraction

Extraction

SAP R/3 SAP R/3

Non-SAP Non-SAP

SAP IS SAP IS

mySAP mySAP

Provider Provider

File File

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Master data and transactional data may be stored in BW using Basic InfoCubes, Remote Cubes, Operational Data Store or InfoSources. BW-BPS Master data and transactional data is stored in Basic InfoCubes There are two types of Basic InfoCubes: Basic non-transactional InfoCubes (NT) and Basic transactional InfoCubes (T) Basic non-transactional InfoCubes are used for actual data, whereas Basic transactional InfoCubes are intended to be used for plan data. The main difference is that nontransactional InfoCubes are optimized for read-access while transactional InfoCubes are optimized for write-access. Planning can only be carried out on Basic transactional InfoCubes. In order to use transactional InfoCubes for planning, a Planning Area must be set up in BW-BPS. Basic non-transactional InfoCubes may be used in Planning Areas as well e.g. as a source for reference data or for plan-actual comparison. Both types of Basic InfoCubes may be used for data analysis in the BEx Analyzer. The main difference between the different types of Basic InfoCubes is organizational Basic non-transactional InfoCubes may be loaded in a batch procedure while Basic transactional InfoCubes are usually filled either manually or by planning functions. It is also possible to use transactional InfoCubes both for loading of actuals via extraction and for planning. To achieve this a switch needs to be set on the InfoCube to allow either "Load" or "Plan" at the given time.

SAP BW Planning & Analysis

Modelling of planning structures Planning Workbench Manual Planning User Interfaces Automatic Planning Planning Functions
Simulation/What-If Forecast Currency Translation Top-down distribution Bottom-up aggregation ... Planning sequences Event-based execution of planning and analysis services

Process Control Control and distribution of data

Multidimensional business structures Definition of workpackages Hierarchy maintenance Version management User authorizations Variable handling

Excel and Web Document management Application design (UI, Planning and Planning Functions)

Status and tracking monitor Distribution to operational systems Use Planning Functions for Background Processing

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Planning in BW-BPS comprises four major areas: In Modelling you define the data model of your planning process. That means that you define how your planning process will be set up in regards to your business structure (slice and dice) and planning strategy (e.g. bottomup, top-down, counter-current). Planning Functions are functions that support the automatic processing of the plan data (e.g. copying, forecasting, ...) in a simulative fashion or embedded in batch processing. The Planning Layouts allow to set up the context of entering plan data for your different users. Web interfaces consist of one or many planning layouts or Web Application queries together with planning functions to support the planner with the planning task. In order to coordinate the sequence of the planning process you may assign planning tasks to the planners and track the status of the planning accomplishments.

Modelling of planning structures

Multidimensional structures: BW Infoproviders as database Definition of Workpackages: User specific selection of planning levels

North Region East Engine South Cars Truck Bus Division Brakes Lights

Product group

Characteristics

Key figures

Division
North Region East South Truck Division
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Region
North East South

Product Group
Lights Lights Lights

Gross Sales
100,500,300,-

Truck Truck
Lights

Product group

Truck

The multidimensional BW model allows to model the planning process according to different business perspectives needs. For example: You may plan gross sales for a specific division or a region (or a combination of both)

The modelling of planning application is based on InfoCubes. The planning administrator defines how the data is processed. Planning is a process in which the data is sliced according to planning steps and responsibilities, the right data packages have to be defined for manual data entry and automatic planning steps.

In the example above gross sales shall be planned across all regions for one division and one product group. The selection defines on which level the entry of data will be allowed The grid shows how the slice of the cube looks in a flat table

Data entry: Manual Planning

Web
based Interfaces Web Interface Builder Status and Tracking Monitor

MS Excel
based Interfaces SAP GUI MS-Excel-In-Place MS Excel Client

SAP GUI
based Interfaces Planning Folder ALV Grid

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Web Interface

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Integration of Web Planning in Enterprise Portal

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Planning Folder (GUI)

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Planning folders are used to put together business related planning levels, planning packages, planning layouts, and planning functions within a planning area that was defined before. The objects put together in this way are presented in a special user interface when executing the planning folder, and convey the users the impression of a contained planning application, which is easy to use. Planning folders make navigation and overview easier within a planning session, when you want to plan with a limited number of layouts, packages and functions which are related from a point of view of content.

Automatic Planning and Simulation

Planning Functions
Top-down distribution Bottom-up aggregation Counter current method Revaluation Allocation Repost Formulas Currency translation Unit conversion Write back to operational systems ...

Simulation Features
Multiple Versions Forecast Excel Capabilities

Sequential execution of planning services

Define business rules in your business model Event-based execution of planning functions

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Process Control: Status and Tracking-System

Event and time driven Support of planning process
Assignment of responsibilities according to organizational structure (hierarchy) Link to planning/analysis applications Notification via mail system Bottom-up and top-down planning Commentaries Display of active planning status Assignment of time limits Automatic execution of planning and analysis services at status change Overview of planning status of all participating planners Substitute concept
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Status and Tracking Monitor Detail View

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Process Management: Status Tracking

Activity
Administrator starts planning round

Status
New

Action
Send Mail

Country Manager enters Data and sends to approval Regional Manager rejects Country Managers Plan Country Manager changes Data and resends to approval

Sent for Approval

Enter data

Send Mail

Rejected

Annotations Send Mail

Sent to approval

Enter data

Send Mail

Regional Manager accepts plan Accepted Lock Version

Planning Round finished

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Opportunities offered by SAP planning products

SAP offers modules that complement to a closed loop planning..e.g. 3 APO Supply Network Planning Demand Planning Sales qty (unconstrained)

Sales qty (constrained) Cost of Goods (fix/variable)

BW-BPS 4 Profit Planning 1 Profitability Targets

CRManalytics Sales Planning 2

Marketing costs

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Seven points to take home how Customers see BW-BPS* Business Planning and Simulation
Fully complementary to SAP BW Fast and simple to use
One step to do all planning activities One click of the worklist starts planning

Layouts may be tailored to specific users needs

Planning folder architecture frees user from tedious processes Web layouts increase performance for remote users

Tailor planning applications for each type of planning application

BPS offers flexible and numerous planning functions

Align planning processes across planning functions

Planners in all business areas collaborate to create a full business plan All planners work with the same data at the same time

Allow business to exchange data via status tracking and workflo Facilitates simple global roll-outs
*Customer quotes
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Benefits for Business Users

Use the time saved for internal benchmarking and budget analysis and uncover unnecessary costs Conduct budget revisions faster and more complete and apply resources more optimally Broader participation leads to increased and deeper accountability and buy-in.

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Business Requirements Planning Issues and Challenges Planning with SAP NetWeaver Future Developments

SAP AG 2004, Planning with SAP NetWeaver BW-BPS 30

Vision: SAP NetWeaver Integrated Business Planning

mySAP mySAP ERP ERP

mySAP mySAP CRM CRM

SAP Industry SAP Industry Solutions Solutions

Business Planning in SAP NetWeaver BW

SAP NetWeaver provides integrated planning across heterogeneous business applications for cross functional business planning

SAP ... SAP ... Custom-built Custom-built applications applications

Legacy Legacy System System

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Roadmap SAP Business Planning

SAP SEM-BPS SAP BW-BPS SAP BW-BPS SAP BW integrated Business Planning SAP BW-BPS SAP BW integrated Business Planning

Integration of master and transactional data Excel integration Access to plan data via web Integration to operational systems via retractors Process monitoring Reporting and analysis in SAP BW

Additional features Status and Tracking Monitor Statistical Forecast Enhancements for characteristic combinations Exit Class for customer enhancements in Web Interfaces Local Functions in Manual Planning

Web Dynpro based design of planning applications Application design for integrated planning in BEx Web and Excel Open service framework Collaboration features

Offline Planning Master Data Planning Planning on ODS Object ...

SAP SEM 3.5/BW3.1

SAP NetWeaver 04

SAP NetWeaver 05

> SAP NetWeaver 05

Q1/04

mid 05

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Strategic Enterprise Management as of SEM 3.5/BW 3.1 Business Solution

Stakeholder Stakeholder Relationship Relationship Management Management Contact Management, Stakeholder Service Strategy Strategy Management Management Performance Performance Measurement Measurement Business Business Consolidation Consolidation Legal & Mgmt Cons., GAAP Adjustments, Currency Translation, Inter-unit Eliminations Business Business Planning Planning Profitability Planning, Cost Center Planning, Investment Planning Financial Statement Pl.

Strategy Planning

Technology
SEM-SRM SEM-SRM SEM-CPM SEM-CPM SEM-BCS SEM-BCS SEM-BPS SEM-BPS

SAP BW
OLAP & Analysis Business Modelling Data Management

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SAP SEM SAP BW starting with SAP BW 3.5

Business Solution
Stakeholder Stakeholder Relationship Relationship Management Management Contact Management, Stakeholder Service Strategy Strategy Management Management Performance Performance Measurement Measurement Business Business Consolidation Consolidation Legal & Mgmt Cons., GAAP Adjustments, Currency Translation, Inter-unit Eliminations Business Business Planning Planning Profitability Planning, Cost Center Planning, Investment Planning Financial Statement Pl Express Planning.

Strategy Planning

Technology
SEM-SRM SEM-SRM SEM-CPM SEM-CPM SEM-BCS SEM-BCS

SAP NetWeaver
SAP BW
OLAP & Analysis Business Modelling Data Management Modelling Generic Planning Framework Process Coordination BW-BPS BW-BPS

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Starting with SAP NetWeaver 04 the generic planning framework of BPS moved from SAP SEM to SAP BW.

SAP NetWeaver is the technical foundation for the mySAP Business Suite. As SAP BW is a part of SAP NetWeaver, BW-BPS is now available for planning in all SAP applications.

Any type of planning application may be built just by using the generic planning framework.

SEM offers planning content which is built using the generic planning functionality and financials specific function enhancements. This content is called SEM Business Planning.

Business Planning with SAP NetWeaver Strategy*

BI integrated Planning

SEM-BPS becomes BW-BPS

SEM --BPS SEM BPS

BW - BPS

SAP NetWeaver 2004

SAP NetWeaver 2005

BW-BPS remains functional. Maintenance is ensured by SAP.

Q1/2004
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Mid - 2005

*current as of July 2004

Direction of planning in SAP NetWeaver

SAP NetWeaver 04 Extend the reach
More integration One generic planning tool for all solutions Simplify system landscape & lower maintenance costs Component consolidation, one software delivery

SAP NetWeaver 2005 Combine the best of all worlds

Enhanced user productivity, lower training costs More flexible and user friendly UIs for end users Web based modelling environment for business expert Faster implementation & lower maintenance costs Reduced number of customizing objects (e.g. variables) Better performance Reduced data redundancy (e.g. calculated key figures, currency translation) More flexibility & openness Alignment with the Enterprise Service Architecture (ESA) strategy
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With SAP NetWeaver 2004 the generic planning platform of BPS is contained in SAP BW. SAP NetWeaver is the technical foundation for the mySAP Business Suite. As SAP BW is a part of SAP NetWeaver BW-BPS can be used by all SAP solutions. The move of the planning topic to SAP BW contains considerable benefits for all customers of SAP regarding lower TCO, enhanced user productivity and improved performance. The delivery of BW-BPS with SAP BW also simplifies the system landscape and lowers maintenance costs. The future direction of planning in SAP NetWeaver 2005 is headed towards a full integration of generic planning functionality into the SAP BI Platform and the SAP NetWeaver environment. In addition BI integrated planning will fully leverage the integration features of SAP NetWeaver. The availability of BEx (Analyzer and Web Applications) as end user interface will enhance user productivity and lower training costs. The web based modelling environment will provide the business expert with an intuitive modelling environment. As BI integrated planning will share all objects with SAP BI the number of customizing objects will be reduced and therefore the implementation time and maintenance costs decreased. Data redundancy will be reduced through the availability of the OLAP features (e.g. the OLAP currency translation may be executed ad hoc while displaying a query, therefore amounts need to be stored in one currency only, different currencies may be shown using the currency translation feature of BEx). A service framework which leverages the Enterprise Service Architecture will provide a set of planning & analysis services. Other applications or customers will be able to easily add their own services.

Copyright 2004 SAP AG. All Rights Reserved

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