best practices to gather, refine, and cement sap bw bi reporting requirements

7/31/2019 Best Practices to Gather, Refine, And Cement SAP BW BI Reporting Requirements

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Gathering BI Requirements

There are three main perspectives that must bereconciled during any requirement gathering process

Business perspective Executives/management/sponsorsUser perspective BI users, business managersImplementation perspective Implementation team

An effective requirements gathering takes into accounteach of these audiences

Typically these requirements are managed from a lowlevel of detail with business perspective through theuser perspective until technically laid out with animplementation perspective

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Common Issues with Gathering Requirements

Gartner Group recently predicted that over 50% of newdata warehouse projects will have limited acceptance or be outright failures

Why? Often, it is because the requirements are notclearly understood

Scope is defined at too high a levelOften the BI and process teams do not really understand therequirements until the build begins

This is often too late to switch direction

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Common Issues with Gathering Requirements (cont.)

Complexity is underestimatedHarmonization of data is a difficult and time-consuming task

This is made even more challenging if the team does notunderstand the data

Stakeholders do not adequately communicate (andsometimes dont fully know) their reportingrequirements

The BI project becomes more about helping them shape their requirements than it is about realizing these requirements

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Other Common Issues with Gathering Requirements

Volume and/or sources of data are not completelyunderstood

It is impossible to be effective in implementing a solutionwithout understanding the source data

There is no clear method to communicate and agree onrequirements

A sound methodology must be established to allow for thegathering of reporting requirements

Requirements never get locked down so more scopekeeps being added to the list

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Developing an Effective Requirements Gathering Strategy

Focus on deliverablesThese deliverables need to be owned by the process teams,not the BI team

Focus on the entire solutionDo not simply build a series of data martsThink about how the data is consolidated

Learn as much as possible about the requirements andthe users needs

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Know Who Your Audience (and Critics) Are

Each project has many interested internal and externalparties or customers

They, or their interests, often change during various phases of the project

What should I do?Clarify the project stakeholdersAlign stakeholders expectations and understand their impacton the projectUnderstand stakeholders influence and importance

Expect that needs and expectations can and will changeMonitor and revisit as necessary

Dont be a strangerMeet regularly with the stakeholdersKeep them as involved in the process as possible

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Help Work to SAP NetWeaver BI Strengths

Help the process teams understand what SAPNetWeaver BI does well, and what it does not do well

As a general rule, SAP NetWeaver BI:Works well for summarized, aggregated, and strategicreporting that spans one or many source systems or subject areas

Does not work well for very detailed intraday documentreporting of transactional dataDoes not typically allow real-time reporting

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Interviews

First step in requirements gatheringMeant to frame out initial scope, introduce parties

BI project team members, BI project management,sponsors, and business representatives should attend

Create understanding of:StakeholdersBusiness requirementsSources of dataDelivery method

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Goal of Interviews

Gain agreement with stakeholders on businessquestions, goals, and causes of analytical issues

Help you begin to understand the basic question, SAPNetWeaver BI or not SAP NetWeaver BI?

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Educate as Well as Gather Requirements

Help the process teams help you Work to prevent this kind of thinking

Each time a report requirement is raised, no matter the scopeYeah just mark that down as SAP NetWeaver BI and moveon theyll take care of it

How can we get the process team members to pick theright reports for SAP NetWeaver BI?

Have workshops to help educate the teams on SAPNetWeaver BIShow some demos of standard content to get them excitedHelp them understand where SAP NetWeaver BI excels

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What Is SAP NetWeaver BI Good for Anyway?

GOTCHA! Make the process teams aware SAP NetWeaver BI is not the only reporting solution!

OLAP (e.g., SAP NetWeaver BI)Subject-oriented

IntegratedHistorical

Supports business strategyHas enterprise scope

StrategicSummarized

Rapid response not criticalUsed by management

Database tuned for reporting

OLTP (e.g., SAP ECC)Process-oriented

IsolatedCurrent

Supports business operationsHas process scope

TacticalDetailed

Rapid response neededUsed by transactional usersDatabase tuned for relational

database access

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What the Report Inventory Usually Is

New implementations often spend a great deal of timegathering, understanding, and categorizing existingreports

This report inventory is often not only a waste of valuable time

It often forces the business Subject Matter Experts (SMEs)and BI team to build to the existing reports

This is the wrong way of thinking

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What the Report Inventory Should Be

To help the SMEs understand the existing system andmap reporting requirements to existing business pains

Not to existing reports! This forces them to think about the new processes and

how reporting can help provide better visibility of theenterprise

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Abandon All Existing Reports? Are You Crazy?

The goal is not to abandon and ignore all existing reportrequirements

Just do not become a slave to gathering and tracking allexisting reports in the organization

Instead, spend the time understanding the mostcommon analytics

Use what is learned from requirements gathering toframe existing:

Business measurement criteriaBusiness pain/management focusKey Performance Indicators (KPIs)

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Foster Ownership

One of the most important measures of success in anyBI project is the level of ownership from the SMEs

The more the process teams and SMEs see the tool astheir tool and their solution, the better theimplementation usually becomes

This helps with:Scope managementIssue resolutionTesting

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The Goal of Fostering Ownership

When an issue arises, it is seen as our issue, not theBI teams issue

Once the SMEs own the solution, they are much more proneto better prioritize and resolve issuesWithout this ownership, projects often lag, or even fail

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How Can You Foster Ownership?

Do lunch and learns to show SAP NetWeaver BIprototypes

Locate the team centrally and keep lines of communication open

This includes outside of the officeMany SAP NetWeaver BI issues/problems have been solvedby simply stepping away from the environment

Keep in tune with the changing requirements of theprocess teams

Hold weekly status meetings on issues Do not be a stranger to the business users Keep the business users very involved in the issue

resolution and testing process

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What Well Cover

Gathering requirements Managing the scope of your project

Establishing a key figure matrix Developing a functional model document to further

define scope Keeping an eye to the future Refining requirements Wrap-up

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Avoiding Potential Scope Creep for Your Project

Scope creep is even more prevalent in SAP NetWeaver BI projects than in transactional system projects

As pressure mounts on the transactional systems, morerequirements get pushed to SAP NetWeaver BIAs more groups see SAP NetWeaver BI, they dream of newways to analyze data where requirements didnt previouslyexist

Often the greatest organizational pain revolves arounddata analysis

Substandard transactional reportingAd hoc analysis (spreadsheets, spreadsheets, and evenmore spreadsheets)

Many SAP NetWeaver BI projects suffer delays and/or cancellation because of an inability to say no to just onemore thing we forgot

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Fight the Overly Ambitious Scope

Start small choose an application of reasonable sizeLimit first rollout of SAP NetWeaver BI to a limited scope witha limited data set and limited group of usersAllows you to prove out your processes

DocumentationNetwork infrastructureTransport processData validationPerformance

The first rollout sponsor should desperately want (and need)

the capabilities that will be deliveredThis helps to ensure their support when problems arise and they will

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Conflicting Scope SAP ECC and SAP NetWeaver BIConcurrently Significant challenges appear when SAP ECC and SAP

NetWeaver BI are being implemented at the same timeData volume is not knownValid test data has not been createdConfiguration changes are not communicatedMost SAP ECC implementations are doing configurationchanges right up to go-live (as issues are found) You are not a high priority for the project teams

That $#@*^# SAP NetWeaver BI team again Listen if I dont get this transaction working, you BIpeople wont have anything to report onIts just reporting

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Dealing with SAP ECC and SAP NetWeaver BI Concurrently

Stagger the SAP BI go-live a few months after SAP ECC(if possible)

Limit the scope to high priority queriesStagger the others on a subsequent phase

If you cannot delay the BI go-live Expect a very dynamic environment

And a lot of re-dos Include some time after configuration is complete in

SAP ECC for testing Create robust test scripts with many iterations of testing Insist on valid master data for testing Expect some reloads of SAP NetWeaver BI after go-live

Because of adjustments to the data model

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Scope Definition The Initial Scope Document

The most important document created in SAPNetWeaver BI projects is the initial scope document

This document is created early in the project or upgrade This document has great intentions but is usually at too

high a level to be useful Typical scope statements

Provide sales reporting and sales analysis Track on-time delivery

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Tips and Tricks for Managing Your Project Scope

Limit first rollout to a pilot group If possible, do not plan a simultaneous SAP ECC and

SAP NetWeaver BI go-liveStagger the SAP NetWeaver BI rollout

Do not let project management and stakeholders set anartificial deadline

Review timeline and adjust as appropriate Have back-up plans if other teams cannot meet their

requirementsThis risk grows as the number of external datasources increases

Build a clear KPI matrix and functional model documentfor each subject area

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What Well Cover

Gathering requirements Managing the scope of your project Establishing a key figure matrix Developing a functional model document to further

define scope

Keeping an eye to the future Refining requirements Wrap-up

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What Is a Key Figure Matrix?

A universal project document used to track anddocument the most common key figures and KPIs

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What Are the Benefits of a Key Figure Matrix?

Establishes one place for all key figures and KPIs Enforces one vision and view of these values

Allows agreement on one formula and method for calculating a KPI Establishes one central repository for naming and

change management Sets common abbreviations, categories, granularity, etc. Assigns one owner to a KPI

It is quite common for one KPI to be measured quitedifferently by different audiences

One customer I worked with had three different definitionsof a commonly used measure who decides whichmeasure is right?

This document keeps the BI team out of these decisions

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Sections of the Key Figure Matrix

KPI NameOne and only one common name should be used for eachmeasure across the organizationIf there are two methods of calculating one measure, a newname should be developed and used for one of the KPIs

Specific KPI Calculation Method

Formula or calculation spelled out in as much detail aspossible Release or Phase (for phased rollouts)

Helps to identify when the KPI is expected

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Sections of the Key Figure Matrix (cont.)

Process Team Owner The team or group that owns the KPI

Typically this is a broad group, such as finance or sales Owner/Steward

The KPI matrix works best when this is one name, not adepartment or group

Category of Measure (i.e., vendor performance,profitability)

Used for sorting

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Exception CriteriaUsed if the measure is valid when over or under a predefinedthreshold

Global/LocalIn larger organizations there is often some difference betweenlocal and global requirements

Sometimes these differ, or allowances are made for localrequirements to differ from global requirements becareful here!

Data SourcesThis helps define what data is needed in order to provide themetric

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GranularityThere are many KPIs that make sense at one level of granularity and are not useful at a lower level of granularity

SecurityIf there is some security required around the KPI, it is helpfulto note that here

CharacteristicsIt also helps to document the characteristics that are used toslice and dice the data

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How Do I Complete the KPI Matrix?

Most projects use a spreadsheet as their KPI matrix The document must be a living document and be

owned by the business and process teamsThis should not be seen as a BI team deliverable

Before any work can be done in SAP NetWeaver BI,insist that all key figures that are calculated bedocumented in the KPI matrix

There should be no query formulas or InfoProvider transformation calculations without the measure first

documented in the KPI matrix

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How Do I Complete the KPI Matrix? (cont.)

Some projects take short cuts and allow measures to beslipped in without documenting these on the KPI matrix

Eventually this will come back to haunt themIf the KPI conflicts with other KPIs or the calculation is notclear, the BI team often has to go back and redo their work

This document helps get the calculations right the firsttime

Insist on sign-off of the KPI matrix once complete

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How Can I Use the Key Figure Matrix?

Introduce the KPI matrix to the process teams early inthe implementation cycle

Show the process teams how the KPI matrix can benefitthem

Provides the process teams with a similar centralizeddocument with their measuresHelps the teams foster agreement and ownership of themeasures that guide the businessAfter implementation, many projects leverage the KPI matrixas end-user documentation to help provide documentation

This allows everyone in the organization to see the variouskey figure calculations

Have a question about a value on a query? Go to thecommon KPI matrix.

Serves as a template for BI development

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What Well Cover



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Further Defining Scope The Functional Model

The best way to get agreement on scope is to delve asdeeply as possible into the requirements

This is best accomplished through building a functionalmodel document

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About the Functional Model Document

Created by the business process teams to detail thescope and requirements of the BI effort

Build one functional model document for each subjectarea that will be implemented

Subject area is a very subjective termIts goal is to serve as a scope contract between the SAPNetWeaver BI development team and the business

Not an SAP NetWeaver BI model ... no talk of InfoCubes,DataStore Objects (DSOs), etc.

Sign-off is imperative to help make sure there is somefinality to the requirements gathering

Without it, the requirements never seem to be locked down

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Sections of the Functional Model Document

Subject and Owner Business Questions Asked/Answered by Model

Designed to reflect and understand the goal of the modelWhy are we doing this?What are we trying to measure?

History Requirements of InformationRepresents what data needs to be in SAP NetWeaver BI onday oneOften issues arise when there is a great deal of historical datarequired in SAP NetWeaver BI

This might mean conversion of legacy data, etc.

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Sections of the Functional Model Document (cont.)

Data Sources Required to Complete ModelFormat of the dataSource systemVolume, system, frequencyOwner

Dependencies, Constraints, and AssumptionsDoes something else need to be completed or loaded beforeSAP NetWeaver BI can load data?Are there other constraints on the data?

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More Sections of the Functional Model Document

Transformation of Data RequiredOften knowing about complex transformations early can helpthe scoping of the buildMany times this is not known at the time of creating thefunctional model

Frequency and TimingHow often is data needed?Is there a need for real-time data?

Functional Model Diagram to Show Flow and Data ModelFlow of data throughout the model

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More Sections of the Functional Model Document (cont.)

Presentation RequirementsHow will data be reported?What reporting method is needed?

Audience and Distribution of Presentation Security

What are the security needs and at what level? Sign-off

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Tips on Completing the Functional Model Document

Fully owned by the business process teams and shouldbe considered their most important BI deliverable

This document must be very detailed to be of any use The most important sections

Business questions asked and answeredData sourcesVolumeFrequencySecurity

There should also be some sample mock-ups of reports

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Have Break the Model meetings to determine whether themodel serves the requirements

Can I get data by ?Can I measure ?

Develop an SAP NetWeaver BI physical modelDataSourcesInfoSources

DSOsInfoCubesInformation delivery (query)

Map your physical model to the requirements Insist on sign-off

The model can then be used as your detailed scope agreementImplement a scope change process for requirements outside of this model

Using the Completed Functional Model

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What Well Cover



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Plan for Growth

Many BI data models are completely scrapped or redesigned after each rollout

Often, this can be minimized or even avoided by planning for this growth and change

Build for the current requirements, plan for the future(and even unknown) requirements

This often means bringing in more data than actually required,keeping an eye for the future

This is best accomplished via a multi-layered approachto data

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Multi-Layered Approach to BI Modeling

Data SourceLayer

Sales and DeliveryConsolidated DSO

CostingDSO

FreightDSO

Delivery LinesDSO

Sales OrderLines DSO

SAP ECCSales Order

Lines

SAP ECCSales Order

Lines

SAP ECCDelivery

Lines

SAP ECCDelivery

Lines

ExternalFreight

Information

ExternalFreight

Information

ExternalCosting

Information

ExternalCosting

Information

Sales ReportingInfoCube

TransactionalLayer

ConsolidatedLayer

ReportingLayer

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Separating Data Into Different Phases or Lifecycles

Data Source Layer Transactional Layer

First place that persistent data is stored in the SAP NetWeaver BI environmentShould include almost all fields from the sourceAllows for data to be loaded first into one DSO withoutsignificant transformationReduces or prevents reloading data from the source if different data is needed for other requirements or data models

Consolidated Layer

Allows for data to be harmonized from multiple transactionlayer sources Reporting Layer

Most reporting is performed at this layer

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Advantages to a Multi-Layered Approach

Builds SAP NetWeaver BI into a data warehouse rather than simply a series of data marts that cannot beaccessed together

We cannot gather all future requirementsHelps build for the future unknowns

Minimizes the impact of future requirement changesWhile allowing for reporting the current requirements

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Advantages to a Multi-Layered Approach (cont.)

Minimizes the number of reloads from the sourceData is already in SAP NetWeaver BI

All future changes become an SAP NetWeaver BI eventThe process teams have minimal involvement

Some reloads of data from source are quite impactful or impossible after go-live because of high volume

Minimizes the impact of the reloads

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What Well Cover



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Tips on Refining Requirements

Think about the solution from end-to-endThis helps determine exactly what the end user will see andhow the data will be present

What tool set?Portal?Interaction with Excel?

External (non-SAP) data is always a bigger deal thanyou think

Not only is the data often dirty, but it does not alwaysharmonize well with other data

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More Tips on Refining Requirements

Security requirements should not be left until the lastminute

Knowing about the security requirements can allow you torefine your data model around these requirementsThese requirements also give you some insight into theaudience

Understanding the data volume is vital to the solutionThere should never be any configuration in SAP NetWeaver BIwithout clearly understating the data volume requirements

There are many things that can be done to helpperformance, if you know the volume of data you expect

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What Well Cover



5656

Resources

Gary Nolan, Effectively Gather BW FunctionalRequirements (BW Expert , May 2007).

Gary Nolan,Efficient SAP NetWeaver BI Implementationand Project Management (SAP PRESS, 2007).

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5757

7 Key Points to Take Home

Establish a sound methodology for gatheringrequirements and communicate it to the process teams

Employ the process teams to help on this as much aspossible

Foster ownership A key figure matrix helps to refine KPI requirements A functional model document is a good way to help

gather requirements and agree on scope

5858

7 Key Points to Take Home (cont.)

Insist on sign-off of key documents to set scope Keep an eye to the future by anticipating future models Build an SAP NetWeaver BI data warehouse, not a series

of data martsBe aware of how data can be consolidated to yield futurereporting requirements without redoing the existing model

5959

Your Turn!

How to contact me:Gary Nolan

[email protected]

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W ellesley Information Services , 990 Washington Street, Suite 308, Dedham, MA 0202 6

best practices to gather, refine, and cement sap bw bi reporting requirements

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