AC620 Executive Information System (EIS) 2 - Setting up the System

AC 620
Executive Information System
(EIS) 2 - Data Basis and Transfers
SAP AG 1999
SAP AG

R/3 System
Release 4.6B
Date: June 2000
Material number: 50037926

Copyright

Copyright 2000 SAP AG. All rights reserved.

Neither this training manual nor any part thereof may
be copied or reproduced in any form or by any means,
or translated into another language, without the prior
consent of SAP AG. The information contained in this
document is subject to change and supplement without prior
notice.
All rights reserved.

SAP AG 1999

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Prerequisites

Participants must have attended a Level 2 course on an

SAP component (eg. AC040, AC010, LO050)
Participants must have attended AC615 EIS Presentation
Recommended:
Technical understanding of database structures
BC430 Data Dictionary Course

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Target Audience

Audience:
Members of the EIS implementation project team
Administrators of the EIS database

Duration: 2 days

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Notes to the user

The training materials are not teach-yourself programs. They complement the course
instructor's explanations. On the sheets, there is space for you to write down additional
information.

Introduction: Contents

Course objective
Goals
Course content
Course overview diagram
Main business scenario

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Course Objectives

This course will enable you to:

Understand some of the possibilities for EC-EIS,
Set up and customize the Executive Information
System.

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Show participants possible uses of EIS

Describe how to add characteristics to the field catalog.
Describe how to add Basic key figures and Key figures.
Create aspects
Populate aspects with data from the R/3 system
Populate the aspect with externally supplied data.

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Goals

At the end of the course you should be able to:

Structure the database of your EIS System,
Fill the EIS with data through data transfers of
many different types and origin,
Understand the authorization concept for your
system.

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Course Content

Preface

Unit 1

Introduction

Unit 2

Data basis

Unit 3

Data transfer

Unit 4

Authorizations

Appendix

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Course Overviews Diagram

Unit 4
Authorizations
- EIS authorization
objects
- Defining EIS
authorizations

Unit 2
Data basis
- Aspect
- Characteristics
- Key figures
- Data collection
- Planning

Unit 3
Data transfer
- EIS data provision
- Data transfer program
- Transfer procedures
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Main Business Scenario

Define a consistent data basis in your EC-Executive

Information Systems
Provide the database tables in your system with
data from both SAP Systems and non-SAP Sources
Create authorizations for a user

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You are a member of a project team whose task it is to provide the decision-makers of your company
with up-to-date information on the development of critical success factors.
The aim of this project is to construct an information system, that is consistent throughout your
company from both a technical and business point of view. You will use EC-EIS.
Your project must take account of the requirements of a wide range of departments:
A uniform data basis should be used for company reporting.
The reporting process should be supported at all levels.
The information system should supply directors and managers at all levels of your company with the
information they need to manage their area of responsibility.
You should be able to supply the database with data from the operative applications without
requiring extensive programming. You should also be able to include external data in the information
system and if necessary link it with internal data.

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Data Basis: Contents

Structure and definition of aspects

Characteristics
Master data
Basic key figures
Data entry
Key figures

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Data Basis: Unit Objectives

In this unit you will learn about

The data basis
The structure of an aspect and its data structures
Different definition options and special types of
aspects
Characteristics, master data and basic key figures
Data entry and maintenance of key figures

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Data Basis
Unit 4
Authorizations
- EIS authorization
objects
- Defining EIS
authorizations

Unit 2
Data basis
- Aspect
- Characteristics
- Key figures
- Data entry

Unit 3
Data transfer
- EIS data provision
- Data transfer programs
- Transfer procedures
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Data Basis: Business Scenario

Define aspects
Create key figures, characteristics and characteristic
attributes
Maintain master data for characteristics
Enter data on aspects
Optimize your system performance

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Your project team has the task of constructing an executive information system for your company
using the SAP EC-Executive Information System.
When your project team has determined from which data sources or systems future users would like
to have their information requirements met, you can start structuring your data basis.
You have to define the database tables which will later include the data and form the basis for reports
which will be called up within EIS.
You have several ways of designing your database so that later the information
will be used optimally.
For data that cannot be collected using standard methods, you can create various types
of entry layouts.
From the point of view of business planning you define planning layouts and if necessary, have the
system generate plan data.
You use specific techniques to make your future reporting more effective.

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Data Basis

Report
portfolio
EIS
database

Finances

DB tab.
tab.

Data
collection/
summarization

Envir.
Envir.

Reporting

Drilldown
reporting

Aspects

Human Resources

Stock price

Crit success factors

---

---

---

I-IV

I-IV

Operative
data
SAP AG 1999

The data basis forms the basis of the EC-Executive Information System.
The EIS data basis is subdivided into various aspects.
An aspect encompasses a set of data that is related from a business point of view and a database
point of view.
From a technical point of view, an aspect is a database table.
The data basis contains both the standard aspects delivered by SAP and the individual aspects you
define to reflect a companys individual structure. The data structure for an aspect can be created,
modified and deleted online in EIS. The description objects in the ABAP Dictionary are created with
generation techniques.
A significant advantage of the data basis lies in the fact that it can be extended by the addition of
database tables.

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Structure of an Aspect (Table) - Objects

Repository
Dictionary

List of
aspects

Environment

Programs

A
s
p
e
c
t

Aspect Catolog

SubSubgroup

Company

Sales

Screens

Database
Table
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An aspect is an individual subsection of the summarized business information of a company.

It subdivides the databases into independent evaluation areas.
An aspect consists of the following objects:
An SAP table description (ABAP Dictionary definition),
A relational database table for receiving transaction data,
An aspect environment for entering and displaying data,
Routines and modules for master data management.
The data structure of the aspect is defined online by the user. The environment can be derived from
the structure description and generated automatically.

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Relationship: Aspect - Field Catalog - Master Data

Aspects

Field catalog

Finance

Field attributes

Master data

Chemicals
Steel

Subgroup

Comp.

Personnel

Subgrp
P Ctr

Company

XYZ Oil Inc.

Inc.
Plastics Corp.
Corp.

Sales

Stock price
Aromatics
install.
Tool
construction

Profit
center

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When an aspect is generated, the newly defined fields are updated to a field catalog, which therefore
always contains all the fields from all the aspect data structures. If a field is stored in the field
catalog, it can be used in further aspects but no longer changed. In other words, it has the same
meaning throughout EIS. The field catalog is therefore aspect-independent.
The field catalog identifies a field as an independent object in EIS with a unique use in all aspects.
It contains attributes for the fields which determine how the fields are used in reporting. These
attributes are given default values when the aspect is generated and can be maintained by the user in
maintenance views. The field catalog aids integration since it is aspect-independent.
The characteristics of an aspect data structure refer to master data tables, which contain the permitted
values, texts and possible characteristic attributes for the characteristic. The values can be entered
manually or via data transfer if they have not already been transferred from feeder systems.

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Structure of the Aspect - Data Structure

---

Fixed chars
Plan/act
Plan/act.. indic.
indic.
Fiscal year
Fiscal Period
Version

Period:

---

---

---

Characteristics

Basic key
figures

Aspect specific

Aspect specific

Fiscal year variant

K1

Vers Description
Plan/Act vers1
Version: 01 Plan/Act
02 What if vers 2
03 Plan version 3

Description
Cal. year, 1 special period

F/year:

Value
1995
1996

Description
F/year 1995
F/year 1996

SAP AG 1999

The aspect-data structure consists of fixed characteristics, aspect-specific characteristics and basic
key figures, which are entered online.
Characteristics are keys or classifications (for example, company, customer group, organizational
unit), to which the basic key figures (for example, sales, number of employees, machine hours) refer.
The number of characteristics within an aspect is limited only by the confines of the database in
terms of the total number of fields.
Each aspect contains the fixed characteristics version, fiscal year, period, and plan/actual indicators,
which are automatically included in the aspect when you save the data structure.
The plan/actual indicator separates the planning data from the actual data in the database.
You set the years you require with the fiscal year.
You set the number of possible periods per fiscal year using a fiscal year variant.
The version allows different datasets to be held in parallel. For planning it acts as a planning
version but actual data can also be kept in different versions. In the reports, planning and actual
data from different versions can be compared.
The characteristic values for the fixed characteristics are maintained in Customizing with the
exception of the planned/actual indicators: the characteristic values for these are delivered and do
not have to be maintained.

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Defining an Aspect

Fixed Charctrs

Field catalog

Data structure

Master data

Version
Plan/act. indic.
Fiscal years
Periods

Insert
Characteristics

Create check and text tables

Generation of
repository objects
(generation technique)

---

Revenue
Contr.
Contr. Margin 1
:

new
fields

--- ---

Basic Key Figures

---

Division
Material
:

Dictionary

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Maintaining the data structure of an aspect is the main task when creating an aspect. The data
structure is defined as a table in the ABAP Dictionary. The components of the data structure
(or table) are individual fields which are subdivided into fixed characteristics and aspect-specific
characteristics or basic key figures.
You enter characteristics and basic key figures online in a table. You can also use existing fields
from the field catalog.
The field catalog contains, in total, the fields of all aspects that have already been defined.
The data structure of the aspect and all the objects involved is created or modified in the
ABAP Dictionary using the save function. This includes the aspect table itself, required data
elements, check and text tables. The new fields are added to the field catalog.
All dictionary objects are activated using the activate function. The tables corresponding to the
ABAP Dictionary description are set up or modified in the database. Only when it is in the active
status can the aspect receive data and be used in the information system.

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Special Case: View Aspect

Physical aspects
Finance

M1 M2 ...

K1 ... ...

"View aspect"
Sales analysis

Personnel

M1 ... ...
M1 M2 ...

...

K1 K2 K3

... K3

Sales

M1 ... M3

...

K2 ...

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A view aspect enables you to evaluate data in more than one table. You can select characteristics and
basic key figures from the fields of the aspects concerned. Views of two or more existing aspects can
therefore be defined, without a new database table being created. The data records are handled by the
system as if they had been read from a single aspect. In other words, the data records are read from
all the aspects involved and combined in a join-operation.
The following prerequisites should be taken into account when designing view aspects:
The aspects concerned must have the same fiscal year variants.
If a key figure has not been selected from the physical aspect when the report is being defined, a
database query is not generated.
If a characteristic that has been selected from a report is not available in a physical aspect, a
database query will not be generated for this aspect if the characteristic has been committed to a
characteristic value for the whole report. If the characteristic has not been restricted, a database query
will be generated. The transaction data then appears in the report as not assigned, if you drill down
using this characteristic.
If a basic key figure occurs in several physical aspects, it is read from each aspect. This can lead to
the key figures being totaled and should be avoided.
Calculated key figures can be created for view aspects.
View aspects should be defined for aspects which contain several similar characteristics and
differing basic key figures.

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Defining Characteristics/Dictionary References

1.

---

2.

3.

4.

5.

R e f e r e n ce

---

Activity
+
Parameter

New definition
(type,
type, length,
length,
texts)
texts)

D. elem.
elem.

Domain
(texts)
texts)

Tab. field

Transfer from
field catalog

Objects:

D. elem.

< D. elem.
elem. >

D. elem.

< D. elem.
elem. >

<---->

Domain

< Domain >

< Domain >

< Domain>
Domain>

<---->

<Reference >
New object

Check tab.

<Check tab.>
tab.> <Check tab.>
tab.> < Check tab.
tab.
>

<---->

T27xx
< Fixed domain values also possible instead of Check tables>
tables>
SAP AG 1999

You define the characteristics of an aspect online in table form when you define the data structure.
Each characteristic is clearly identified by its field name. The attributes for the characteristic
(description, type and length) can be either entered directly or by assigning a data element or
domain.
A data element establishes the business meaning of a field using texts and a reference to a domain. A
domain describes the technical attributes of a field (type and length) and, depending on the
definition, limits the permitted values for the characteristic (using a reference to a check table or
fixed domain values).
Normally, the data element and domain assignment serve as a reference to an existing check table
(for example, the domain COCDE has a reference to the company code table T001).
You define a characteristic in any of the following ways:
Enter field name, description, type and length. A new data element, domain and check table
(T27xx) are generated for the characteristic.
Enter a field name and an assign a data element (the data element determines the domain and
description).
Enter a field name and description and assign a domain (the domain determines the type, length
and, where necessary, value restrictions). A data element is generated by the system.
Copy a characteristic from any ABAP Dictionary table. The data element of the table field is
automatically assigned.
Copy an exiting characteristic from the field catalog.

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Properties of Characteristics

Alpha conv
for CHAR type
characteristics

Origin of the
characteristic

Conversion routine

Original table and field

Pres.

'0001'

Time ref.

Presentation

Constant

Field has a
time
dimension

How the
characteristic is
to be displayed
in reporting

Time

ConvR

MARA

MATNR

A constant is assigned
to the characteristic
and thus is no longer
relevant for report

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A field, which has a time dimension = Xcan be used as a reference field for a basic key figure for
time-based aggregation. The field designates the characteristic as a time dimension (for example,
posting date, calendar week).
With ConvR the characteristic is assigned the Alpha conversion. The Alpha conversion for fields
with data type/length 'CHAR / 4 converts an entry such as ' 01 ' to '0001'.
In the Presentation field you enter how the characteristic should be displayed in reporting.
By assigning a constant, a characteristic contains the same value in all data records. It is, therefore,
no longer relevant in reporting. It may, however, be required for a compound characteristic.
The original table and field specify from which dictionary table or field the characteristic
has been transferred.

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Characteristic Attributes

Absolute
basis

Profit Margin
group

Product
group
Distribution
channel

Product

Plant
Customer
Customer
group

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The characteristics generated in EIS can be assigned characteristic attributes similar to their
properties. There are two types of characteristic attributes:
Display attributes:
Some characteristics serve only to form the hierarchy or to combine and group other
characteristics for reporting purposes. If the characteristics are generated in EIS, they can be stored
as attributes for other EIS-generated characteristics.
The advantage of characteristic attributes is that the assignments are stored in the master data
instead of in the transaction data. Any reorganization of the assignments takes effect immediately
without the database having to be converted.
In reporting, characteristic attributes are treated in exactly the same way as the normal aspect
characteristics.
Attributes for currency/unit fields
These attributes serve as a reference field (specific to the characteristic) for the currency or
quantity unit of a key figure and are stored in the check table of the characteristic. These attributes
are always the same and cannot be maintained. They cannot be evaluated in reporting.

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Compound Characteristics 1

Chart of accts

---

---

Chart of
accounts/
G/L account

Chart of
accounts

GKR
GKR
GKR
:
INT
INT
INT
:

G/L account

400000
410000
420000
:
410000
420000
430000
:

Consumed raw materials

Usage of trading goods
Loan
Bonds
Loan
Prepayments received

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Some characteristics are dependent on other characteristics, meaning that their values can only be
interpreted in combination with the values of other characteristics. These characteristics are known
as compound characteristics.
From a technical point of view, a compound characteristic is a multilevel key in check
and text tables.
If, in the example, you choose a G/L account for a report, the chart of accounts must also be a report
characteristic.

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Compound Characteristics 2

Characteristics

Compound

Country

Country

Region

Country
Region

Country

City

Region
City

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If you have assigned a data element or domain, the compound characteristics are derived from the
key fields of the referenced check table. If you have defined a brand new characteristic, you can
define the compound characteristics yourself.
In the example above, the new characteristic City is to be created and compounded with the
Region. The characteristic Country, that is compounded with the Region, is then
automatically included.
The compound characteristic is transitive (the cities table must also contain the country because the
region is compounded with the country).

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Master Data

DPC10002

Product
Plan
Plan

DPC12003

DPC40030

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The master data contains the permitted characteristics and the description texts. When entering or
transferring transaction data, a check is later carried out against this master data.
Master data must be maintained manually in EIS if it has not already been transferred from reference
tables or imported into EIS by data transfer.
The master data constitutes the values of the characteristics.
Appropriate modules are needed for those characteristics created in EC-EIS when transferring the
master data (reading texts for characteristic values using a view). These modules are automatically
generated when the characteristics are activated from the system.
Master data hierarchies can be maintained for all characteristics in EIS. The creation of master data
hierarchies or reference hierarchies is described in Course AC615.

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Defining the Basic Key Figures of Aspects

---

Activity

Option

---

Selection
Amount

Quantity

Reference
Table field

Transfer fr
field catalog

< Currency >

< Unit >

<C>/<U>

<---->

SAP AG 1999

A basic key figure is a value, for example sales, fixed costs, number of employees. The data on the
basic key figures is held in the database of the aspect, differentiated according to the characteristic
(sales (KF) in fiscal year 1995(CHAR), period 1(Char), country GER(Char)).
Basic key figures are defined by selecting the field (amount or quantity), or copied from a reference
table.
Each basic key figure is identified clearly by the field name.
If you select the basic key figures for your aspect later, you can choose any of the basic key figures
from the field catalog.
The following are possible when creating basic key figures:
Assign a fixed currency or quantity unit to a basic key figure. This value is included in each data
record.
Assignment to an aspect currency or no automatic assignment to a quantity unit (the amounts are
posted in the aspect currency, the quantity units have to be assigned per data record.)
Create a reference to a table with a currency/unit field.
Basic key figures of the type number are stored without a unit.

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Currency

Three possible
assignments of a
currency to basic key
figures in SAP-EIS

Field catalog

*2

Amount 1 > 'DEM'

*1
Aspect
001

Co.cde

Am.1

'0004'

Am.2

Am.3

*3
Master data table

Company codes
'0004' > 'LIT'

Aspects
001 > 'SFR'

'*' = Priority
SAP AG 1999

There are three possible ways of determining in which currency SAP-EIS data is to be stored:
If no other stipulations are laid down for the currency of a basic key figure, the aspect currency
determines in which currency the basic key figure is stored in the aspect.
For each basic key figure you can define in which currency the data is to be saved, regardless
of the aspect. When creating a key figure you define the currency. This has priority over the
aspect currency.
It is possible to store values in a certain currency depending on the characteristic value (for example,
cost accounting data in controlling area currency). To do this, with a basic key figure you reference
the currency assigned to the characteristic. The currency is then determined from the characteristic
value. This also has priority over the default currency of the version.

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Quantity Unit

Three possibilities for

the assignment of a
quantity unit to a basic
key figure

...

...

Act.type

Field catalog
Qty1 > PCE'

*2

Qty1

*1

*3

Qty2

Qty3

'FST'

Unit3
'TO'

Master data table

Activity types
'FST' > 'H'

'*' = Priority
SAP AG 1999

A quantity unit can be assigned to a basic key figure in the following ways:
Define the quantity unit for each data record
For each data record, the basic key figure can be posted in any unit.
Specify quantity unit for basic key figure
For each basic key figure you can specify in which quantity unit the data should be stored. The
quantity unit is specified when the basic key figure is created. This entry applies to all aspects.
Linking a quantity unit to a characteristic value.
As with the currency translation, the quantity units can also come from the values of a referenced
characteristic. A basic key figure amount is then interpreted with the quantity unit, that is
determined by the quantity unit of a characteristic.

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Further Attributes of a Basic Key Figure

Display factor

Currency translation

Aggregations

Decimal places
Key figure group

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When maintaining basic key figures you can specify further optional properties:
You can maintain currency translation types, which appear in drilldown reporting as a default
value if currency conversion is selected for the basic key figure.
You can assign the basic key figure to a key figure group. When creating reports, the group
provides an overview.
With the decimal places property, you set the number of decimal places.
The display factor field enables you to display the value of the basic key figure
in a different scale.
The aggregation properties determine how the basic key figures are aggregated in the report with
regard to the characteristics.

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Comment tables

Aspects

Comment tables

Characteristics

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When entering data and executing reports, it is possible to enter and display comments on transaction
data. These comments can be stored in SAPScript or be called up from any application on a local PC.
Such applications might be the Microsoft Office products, for example.
The comments are saved using a comment table which contains the selected fields of the aspect
structure. It is possible to assign a comment table to one or several aspects. Initially a comment table
is created and the relevant characteristics selected. An aspect structure has to be defined at the same
time. Comments on transaction data, which contain these characteristics for a special key figure, can
be created later.

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Generation of Aspect Environment and Master

Data Modules
Environment
Automatic

Programs

Transaction entry

+
Raw data display

generation
Dictionary

Aspect description in
Dictionary

Master data modules

Update

Automatic
Read text
generation

1 North
2 West

Maintain/
display

Manual
maintenance

SAP AG 1999

The aspect environment is derived from the aspect description in the Dictionary and is generated
automatically. The generation takes place without further interaction by the user.
When the aspect environment has been generated, you can start maintaining the master and
transaction data.
Certain modules are required to maintain the master data and read texts. These can also be generated
automatically from the description of the fields in the Dictionary.

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Data Entry in EIS

Maintain individual record

Two
Two possibilities:
possibilities:
maintain
maintain individual
individual record
record and
and
maintain
maintain with
with layout
layout

Department: Sale
Key figure

Value

Unit

Salar. emp.

100

PRS

Hrly paid

10

PRS

Appren.

PRS

Maintain with layout

Department Sal. emp. Unit

Hrly paid Unit

Appren.

Sale

10

100

PRS

PRS

Production

...

...

...

...

Purchasing

...

...

...

...

Unit

...

PRS

...

...

...

...

...

...

...

SAP AG 1999

As a rule, the transaction data is automatically transferred from other applications. It is also possible,
however, to enter transaction data manually. Transactions for individual record maintenance and
maintenance with a layout are available for this.
During single record entry, you can enter values for all key figures for an object (combination of
characteristic values) on one screen.
When maintaining transaction data with a layout, you can enter values for a selection of key figures
and characteristic values on one screen. Before you can do this, you must have created a data entry
layout in Customizing.
If no specific currency translation type has been specified in Customizing for use in data entry or
planning, currency translation type 5 is used and the settings specified therein. The currency results
from the settings (aspect, version, plan/actual indicator, key figure).
Besides manual data entry, you can import transaction data from a file.

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Data Entry Layout (w/o Lead Columns)

Plan/Act Indicator
Fiscal year
Period
Company code

0
2001
001
1000

Actual data
F/year 2001
IDES AG

Div.
Revenue
Unit Sales volume
Motor bikes
2,000.00 DEM
Paints
200,000.00 DEM
Lightbulbs
200,000.00 DEM
Food
40,000.00 DEM
Elevators
450,000.00 DEM
High tech
1,000.00 DEM
Service
100,000.00 DEM
Accessories
60,000.00 DEM
Vehicles
70,100.00 DEM
Auto spares
640,000.00 DEM
Accessories
200,000.00 DEM
AUTOMOBILES
300,000.00 DEM
Total

2,263,100.00

20
30
200
70
60
10
100
10
20
300
200
14

Unit
pc
pc
pc
pc
pc
pc
pc
pc
pc
pc
pc
pc

1034

Production var.
100.00
200.00
240.00
530.00
410.00
650.00
320.00
270.00
170.00
360.00
240.00
103.00

Unit
DEM
DEM
DEM
DEM
DEM
DEM
DEM
DEM
DEM
DEM
DEM
DEM

3,593.00

SAP AG 1999

Data entry layouts are created with the Report Painter in Customizing.
By double-clicking on the field row 1, a row is defined (similar to a form). Then, you create a layout
without lead columns. The key figures are in either the rows or the columns.
A unit column is created automatically for each column.
For rows or columns, the number format can be determined both in Customizing and in data entry.
Furthermore, rows and columns can be switched to not ready for input.
In data entry with a layout without lead columns, only key figure values and (where necessary) units
are entered. No characteristic values can be entered or changed.
With amount key figures the units are not ready for input. However, you can determine an entry
currency for the entire data entry.
With quantity key figures, whose unit is not fixed, the unit must be entered. With quantity key
figures with a fixed unit or a reference unit, the display unit can be converted to the database unit.

SAP AG

AC620

2-24

Data Entry Layout (with Lead Columns)

PLACTI
Fiscal year
Period
Company code
Div
01 Motor bikes
02 Paints
03 Lightbulbs
04 Food
05 Elevators
06 High Tech
07 Service
08 Accessories
09 Vehicles
10 Auto spares
11 Accessories

Total

0
2000
003
1000

Actual data
IDES AG

Region Revenue
Unit. Sales volume
000001
2,000.00 DEM
000002
200,000.00 DEM
000003
200,000.00 DEM
000004
40,000.00 DEM
000005
450,000.00 DEM
000001
1,000.00 DEM
000002
100,000.00 DEM
000003
60,000.00 DEM
000004
70,100.00 DEM
000005
640,000.00 DEM
000001
200,000.00 DEM

1,963,100.00

20
30
200
70
60
10
100
10
20
300
200

Unit
pc
pc
pc
pc
pc
pc
pc
pc
pc
pc
pc

1020

SAP AG 1999

You create a layout with lead columns by double-clicking on the field lead column in the first screen
of the Report Painter and establishing a characteristic for this column. In this case, there are no fixed
rows - they are established by the characteristic values that the user enters. The key figures appear
here automatically in the columns.
Up to nine lead columns can be created. Data records can also be deleted in a layout with lead
columns. At first, deletion is only internal and then during posting, deletions also take place
from the database.
Variables can be used for all characteristic values (in rows, columns and general selections).
This applies for both types of layout.
If you have selected an interval in your head, you can scroll through all combinations of header
characteristics, for which transaction data exists.

SAP AG

AC620

2-25

Derivation

Data transfer

Data entry

Aspect structure (values not yet derived)

05

Division
if 01 - 05
Convert
sender field
Derivation rules
(toolbox)
toolbox)
Aspect structure (derived values)
05

'DE'
Set constants

Sales district
000001

000001

Country

DE

SAP AG 1999

From Release 3.0D it is possible to define derivations in EIS.

Derivation makes it possible to supplement missing characteristic values during manual data entry
and data transfer.
The derivation rules are maintained in the same way as the transfer rules of characteristics (set
constants, convert sender fields, transfer sender fields, and so on.) The receiver field is the
characteristic that is derived (from the values of the sender fields).
The derivation rules are aspect-independent. Entering the aspect during maintenance only serves to
restrict the displayed characteristics (as in the master data maintenance).
It is also possible to derive across several levels, for example the product determines the product
group and this in turn determines the division.
An existing value of a characteristic is not overwritten with the derivation. Only those fields that
contain the initial value are derived.
In the data entry, use Choose characteristics to display all characteristics of a data record, including
those which are derived.

SAP AG

AC620

2-26

Validation (Plausibility Check in Data Entry and

Transfer)

Layout entry
Div
01 Motor bikes
02 Pumps
03 Lightbulbs
04 Vehicles

Single
record
validation

Matrix
validation

Region Revenue
Unit Sales volume
000001
-2,000.00 DEM
000002
200,000.00 DEM
000003
10,000,000.00 DEM
000004
2,350,224.00 DEM

20
30
200
70

Unit
pc
pc
pc
pc

Message output
T Message text
E Division 1: revenue must be greater than 0
E Combination of div.4 and region 4 invalid

Logs

I Average sales volume smaller than 100

W Revenue from cars varies by more than
twice that of motor bikes

SAP AG 1999

Validations serve to filter out obvious errors in the data entry and data transfer.
The validations consist of several steps and each step consists of a prerequisite, a check and a
message. The message is given precisely when the prerequisite is fulfilled and the check is not
fulfilled. Up to 999 steps, which are processed one after the other, are possible per validation.
The following messages are given, depending on the level of seriousness:
If a message is of type A (Abort) or (E) (Error), nothing can be saved in the data entry, or the data
transfer reports an error and no records are updated.
If only messages of type W (Warning) or I (Information) appear, records are updated but a log with
the messages of the validation is written.
There are two types of validations:
Single record validations check each new data record. (for example, the sales revenue must be higher
than the costs in each data record)
Matrix validations check the entire quantity of the records. (for example, the sum of the sales
revenues over all data records is not allowed to fall below a certain value)

SAP AG

AC620

2-27

Objects for Validation: Relationships

Aspect
Rule
Boolean class
Single record
validation

Boolean
print out
Prerequisite

Validation step
Check

Boolean class
Matrix validation

Contains one (maximum)

Sing. rec. validation

Matrix validation

Entry layout

Message

Sender program

Contains one or more

SAP AG 1999

Procedure when creating a validation:

Call up transaction. Two Boolean classes are automatically generated for the entered aspect (single
record and matrix validation).
Create validations, each with several steps: Each step consists of a prerequisite (optional), a check
and a message.
Where necessary, create rules: rules contain reusable Boolean statements, and can therefore be
compared with includes in coding. Rules can be used in the prerequisite and in the check of the
validation, as well as in further rules.
Activate the validations, in other words assign a matrix and/or single record validations to data
entry layouts and sender programs/structures.
Others:
Validations are aspect-specific, but can be copied between aspects.

SAP AG

AC620

2-28

Key Figures

Key figure

REV_EMP

Description

Revenue per employee

Key figure formula editor

Key figure
REV_EMP

Formula
SALES / EMPLOYEE

SAP AG 1999

Key figures:
Are formed from the basic key figures of the aspect, predefined key figures and constants.
Are uniquely defined for all aspects.
Can be combined into groups.
Are treated in the same way as basic key figures in reporting.
Unlike basic key figures, the value of a calculated key figure is not saved on the database. A key
figure is calculated by the system when a report containing this key figure is executed.
Every calculated key figure has a unique name, valid for all aspects. However, each calculated key
figure is assigned to a specific aspect since it can be broken down into the key figures of an aspect. If
the detailed key figures are also available in another aspect, the calculated key figure can also be
made visible in this aspect.
You can create derived key figures for a view aspect and use the basic key figures from the relevant
aspects in the formula.
The aggregation and display of key figures in reporting can be chosen just as with basic key figures.

SAP AG

AC620

2-29

Key Figure Aggregation

Subsidiary
Hamburg
Munich

Sales
2 000 000

Employees
10

Revenue/Employee
200 000

520 000

260 000

2 520 000

12

210 000
Revenue/Employee

Non- aggregation flag

= X = Row calculation

Product

AVG
Price

SUM
Quantity

Sales = P * Q

Machine A

10 000

10 000

Machine B

11 000

10

110 000

10 500

11

120 000

Non-aggregation flag

= Column calculation

Total sales

SAP AG 1999

The aggregation process of the individual key figures is important for the use of the
key figures in reporting.
The non-aggregation flag shows how the key figure in the result row of the report should be
calculated. It must be set when the key figure cannot logically be aggregated from the existing line
items in the report.
Time-based aggregation shows how the key figure should be summarized with respect to time. For
time-based aggregation, a reference field must be entered (the smallest time unit of the aspect).
Non time-based aggregation shows how a key figure should be summarized over a characteristic
without a time reference.
A time-based and a non time-based aggregation rule can be maintained for each key figure.
!!!Note: Key figures in a report cannot have different time-reference fields.

SAP AG

AC620

2-30

SAP-EIS: Key Figures

Net
sales
Gross
Margin

Gross
sales

Variable Cost
margin

Profit as
% of Sales

Variable
sales costs
Gross
sales

Sales
deductions

Fixed
costs

Profit as
% of invest.
capital

Cash
Sales
Capital
Turnover

Current
assets

Receivables

Fixed
assets

Inventories

Invested
capital

SAP AG 1999

You can build up whole key figure trees by reusing existing key figures in other key figure formulas.
You can form key figure groups and assign key figures to a key figure group. This key figure group
can then be used when defining a report in order to simplify key figure selection. The grouping of
key figures into areas such as liquidity and cost effectiveness, and so on, allows a better overview
of key figure maintenance and reporting.

SAP AG

AC620

2-31

Planning in the Executive Information System

Planning functions in EIS

EIS

Year
Version

100

Profit
center

PCTR1
PCTR2
PCTR3

100

European Subsidiary
Equity costs

ROI

100,000 10.00

EVA

10,000

Distrib.
key

Business master plan

Pull
Quantity plan

Financial budget
Profit/
costs

R1
:

Orders
Inventories
Capacity

::
R4

NonNonSAPsystems

Personnel plan

ROI

Employees/
Employees/qualifications
........
-------------------

Operational
Modules

Zeit

R/2

External
data

Plan data sources

SAP AG 1999

From Release 4.0a you can plan directly in EC-EIS. There are both interactive planning functions
online and automatic functions in the background processing. Using these functions, you can process
plan data for any characteristics and key figures of an aspect.
EIS enables you to process plans on an aggregated level.
Because of the generic functions in EIS, you can freely choose the planning object. Thus you can
combine cross-application business relationships in one or more plan sections, for example sales
plans, aggregated personnel plans, finance plans etc..
You can process these plans further in EIS using planning functions such as seasonal distribution and
revaluation.
EIS supports the transfer of planning data from operational R/3 Systems and non-SAP Systems.
More detail on these functions is available in AC625.

SAP AG

AC620

2-32

Highlights of Planning in EIS

Online planning (in Dialog)

Customized planning layouts
Bottom-up strategy
Planning in various currencies
Flexible key figure calculation (also inverse calculation)
Plan Copy, Plan revalue, Plan distribution

Automatic planning
Copy, revalue, distribution
Reorganization possible

SAP AG 1999

SAP AG

AC620

2-33

Performance
Saved data
Aspect design

Split report

Summarization levels

Report-report
interface
R

SAP AG

When you execute a report, the system reads and aggregates the transaction data records so that you
can navigate through the characteristics you chose when you defined your report. This data is stored
in the main memory and may slow response times considerably. There are various ways in which
you can optimize response times in reporting:
Execute the report in the background and save/freeze the data: The data stored in the main
memory is saved. The data you get to view is the data from the last backup. It is a good idea to
save and back up data, especially when you are dealing with large-scale, extensive reports.
Report/report interface: Using the report/report interface, you can link several reports
modularly.
Split report: You can split large-scale, extensive reports that impede performance, into several
units that you can call up one after the other with variables. To do this, use the Split report
function.
Aspect design: The order in which characteristics were created in an aspect can affect
performance.
Summarization levels: A summarization level saves the aspect's transaction data passively in
compressed form by leaving out certain characteristics.
Aspect design and summarization levels will be examined in more detail in course AC620.

SAP AG

AC620

2-34

Considerations When Designing an Aspect Data

Structure

Male/female

Personnel costs
male

Personnel costs

Personnel costs
female

Interplay between
characteristics and
basic key figures

---

> More data records

---

> Longer data records 2

---

+
+

SAP AG 1999

Definition of key
figures/key figure
trees for basic key
figures, identical use
in reporting

To cover specific information requirements, various possibilities are available when designing
aspects.
In the above example, the personnel costs in a report are to be broken down by employee gender.
Both possibilities (gender as a characteristic or included in key figures) offer the same in terms of
information content. The difference lies in the fact that if you include gender in the aspect as a
characteristic, you will have more data records in your database table. You can navigate using this
characteristic. If you include gender in your key figures, you will have longer data records and you
can use these key figures to calculate further key figures.

SAP AG

AC620

2-35

Customer group

Considerations when Modeling Data

Region

1
100
RT-0001
Revenue
Hours worked

North
Plastics
Retail trade
4,000,000
1,300,000

Characteristics

Key figures

Division

n Characteristics
1 Element cube

n-dimensional data cube

1 data record in the aspect

Number of dimensions is the degree of detail/summarization level of dataset

SAP AG 1999

You can compile the aspects according to your information requirements and your volume of data.
In this respect, only related business data should be combined.
With data modeling the degree of detail of the data should be taken into account. A high level of
detail increases the navigation possibilities in drilldown reporting, but also adversely affects the
performance due to the large volume of data. Here it is important to weigh up to what extent the data
from the operative systems is to be aggregated.

SAP AG

AC620

2-36

Data Basis: Summarization Levels

Potential
analysis

Product/
profit calculation

Sales
management

Strategic
business unit 01"

Online
Onlinereport
reportlevel
level
Customer
Division

Customer
Region
Product
Division
Representative
SBU

Region
Product

Product
Rep.

SBU = 01
Product
Rep.

Detailed basis dataset

Periodic roll-up through summarization levels

SAP AG 1999

Summarization levels are needed to optimize response times.

When you generate database statistics from the system, you can get an overview of the statistical
distribution of your transaction data. This makes it easier for you to decide where you can best use
summarization levels.
A summarization level stores the transaction data of an aspect passively in a compressed form.
Single objects are described in the transaction data by specific combinations of characteristics.
Summarization means that selected characteristics are left out.
Objects from the original dataset which can no longer be differentiated after characteristics have
been left out, are summarized in one object at a summarization level.
The summarization enables quicker reading of the data in reporting.
The more characteristics are summarized, the more the data is compressed, and the more the use of
these summarization levels is limited.
Newly defined summarization levels can be built up online and in the background using report
RKCTRERU.

SAP AG

AC620

2-37

Transport

Transport
Customizing Test System

Coding

DDIC/
Customizing
Objects

DDIC/
Customizing
Objects

Target System

DDIC/
Customizing
Objects

Coding

Generation
Generation

SAP AG 1999

When transporting from a source system to a target system, dictionary objects are transported and
runtime objects of the environment are regenerated automatically in the target system.
An aspect can be transferred to a transport task, together with all sub-objects of the ABAP
Dictionary that logically belong to it.
By including this task in a transport request, the aspect can be transported into another system.
In a group of systems between which transports are carried out, there should be only one lead
system which supplies all the others.

SAP AG

AC620

2-38

Unit Summary (1)

The SAP-EIS data basis is divided into various

aspects.
The data structure of an aspect consists of fixed
characteristics, technical characteristics, aspectspecific characteristics, and basic key figures.
The view aspect enables a cross-table evaluation of
the data from several physical aspects.
To supplement transferred transaction data
manually in the system, you can use single record
maintenance or maintenance with a layout.
The key figures are formed from the basic key
figures of the aspect, and existing key figures and
constants, and are uniquely defined for all aspects.
SAP AG 1999

SAP AG

AC620

2-39

Exercises
Unit: Data Basis
Topic: Characteristics (solutions)
At the conclusion of this exercise, you will be able to:
Create characteristics

Characteristics classify the dataset. They are part of the aspect

structure and can be seen as data record keys that are stored in the
database table of the aspect.

1-1

Characteristics
1-1-1 Creating characteristics
Create an EIS generated characteristic 'Customer group XX' with the field
name 'CGXX', where 'XX' stands for your group number (the number on
your monitor).
Enter data type 'NUMC' and length '2' (data type/length). For format, select
Text and Key.
Check your Entry.
Save your entry and select 'Automatic' generation of the characteristic check
table.
Activate the characteristic and generate the master data routines for the new
characteristics only.
What is the name of the generated check table?
______________
1-1-2 Maintaining master data
Maintain the characteristic values of your characteristic 'CGXX'.
Since the characteristics have not yet been assigned to an aspect, you have
to start maintaining the characteristics using transaction /nsm30 (in the
input field). Enter the name of the check table and maintain the following
characteristic values:
In transaction sm30 under Table/view' enter your table 'T27##' and click
on 'Maintain'. Click on 'New entries', enter the customer groups and save
your entries.

SAP AG

AC620

2-40

Customer group XX

Description

10 Industry

Industry

20 Services

Services

Long text

1-1-3 Creating characteristic attributes

Create another EIS-generated characteristic 'Customer XX' with the field
name 'CUXX', where 'XX' stands for your group number (the number on
your screen).
The characteristic 'CUXX' should have the same data type as the
characteristic 'CGXX' from the last exercise.
Select your characteristic 'CGXX' as the characteristic attribute for 'CUXX'
from the field catalog.
Save and activate the new characteristic, have the characteristic table
generated automatically, and generate the master data modules. Generate the
view maintenance modules only for new characteristics.
Using transaction '/nsm30', enter the following values for the master data
table of characteristic 'CUXX':
Customer Description
10 Hagmanns
20 HTC

Long text

Hagmanns Inc.

...

Customer group

10

Hills Training Center 20

1-1-4 Displaying characteristic attributes

Display the structure of aspect '665'. This aspect contains only
characteristic 'CU00' (Customer group 00) and a basic key figure
(contribution margin). The characteristic customer group has also, as in the
last exercise, an attribute (customer group).
Start the report 'Attributes' in aspect '665'.
You can now see both the customer group and the customer navigation
characteristics. The characteristic attribute appears in the drilldown report
as a normal characteristic that you can use for navigation purposes.

SAP AG

AC620

2-41

Exercises
Unit: Data basis
Topic: Key figures
At the conclusion of this exercise, you will be able to:
Create basic key figures

Whereas the characteristics classify the dataset, the key figures

are the transaction data, which is found in the database under a
certain combination of characteristic values.

2-1

Key figures
2-1-1 Creating key figures
Create the basic key figure 'EVAXX' (Economic Value AddedXX), where XX
is your group number or the number on your monitor. The currency should
refer to the company code currency (COCDE1).
Which aggregation types are set as a standard with relevant and timedependent aggregation?
Save and activate the basic key figure. What is the name of the data element
of the basic key figure?
______________________________________________
Display the basic key figure 'HB1_FI'. In which aspects is this basic key
figure used?

SAP AG

AC620

2-42

Exercises
Unit: Data basis
Topic: Aspect (solutions)
At the conclusion of this exercise, you will be able to:
Create an aspect

Aspects classify the EIS data. Aspects are database tables that
acquire their structure by including characteristics and key
figures. Since the ensuing reports are produced from the aspects,
the characteristics and key figures set in an aspect should be
related from a business point of view.
3-1

Aspect
3-1-1 Creating and maintaining an aspect
Create the aspect '8##' (description 'Economic Value Added') where XX is
your group number. The fiscal year variant 'K4' and the aspect currency
'UNI' should be assigned to the aspect.
Select the following characteristics and key figures
Type

Field name

Description

Characteristic

SBUN Strategic business unit

Characteristic

CMPN Company

Key figureCAPIR Capital Return

Key figureCOSTS

Capital Costs

Key figureDBCOS

Debt Costs

Key figureEQCO Equity Costs

After selecting the correct characteristics and key figures from the field
catalog, check, save and activate the aspect and generate the aspect
environment
Display the aspect list and check if everything has worked. Maintain the
aspect '8##'. Which are the technical fields of the aspect?
_________

__________

__________

__________

How many bytes are still available for additional characteristics and key
figures in this aspect?
______________
SAP AG

AC620

2-43

Exercises
Unit: Data basis
Topic: Data entry (solutions)
At the conclusion of this exercise, you will be able to:
Create a data entry layout

There are two different ways of manually checking actual data

into the database. Single data record entry with which in fact only
individual data records are saved/changed in the aspect, and the
data entry using layouts with which several data records can be
processed simultaneously.
4-1

Entry layout
4-1-1 Data entry with layout
From the configuration menu, create the entry layout for aspect '8##'
'LayoutXX' (group number).
In the general selections, define the validity of the layouts:
Version 2 (test version),
Plan/actual indicator '0' (actual data), and
Fiscal year '1998'
Set a variable for the periods.
Put the characteristics 'Strategic business unit' and 'Company' in the lead
column. Copy the asterisk as a characteristic value to allow any entry for the
characteristics.
Put the four basic key figures of the aspect in the columns of the layout by
double clicking in the relevant places. Do not select any more
characteristics. For each column a unit column is created automatically.
Save your layout.
Enter data records with your layout.
Enter some data records in any combination of characteristics.
Save the data and create a basic report for the aspect so as
to display the data.

SAP AG

AC620

2-44

Solutions
Unit: Data Basis
Topic: Characteristics (solutions)

1-1

Characteristics
1-1-1 Creating characteristics
Create an EIS generated characteristic 'Customer group XX' with the field
name 'CGXX', where 'XX' stands for your group number (the number on
your monitor).
Configuration menu: Data basis Characteristics Edit.
Enter the Characteristic field name and click on 'Create/change'
Enter a name for the characteristic, activate 'Creating with new data element
and check table' and click on 'Create'.
Enter a description, short text and heading
Enter data type 'NUMC' and length '2' (data type/length). For format, select
Text and Key.
Check your Entry.
Save your entry and select 'Automatic' generation of the characteristic check
table.
Activate the characteristic and generate the master data routines for the new
characteristics only.
What is the name of the generated check table?
_______T27XX_______
1-1-2 Maintaining master data
Maintain the characteristic values of your characteristic 'CGXX'.
Since the characteristics have not yet been assigned to an aspect, you have
to start maintaining the characteristics using transaction /nsm30 (in the
input field). Enter the name of the check table and maintain the following
characteristic values:
In transaction sm30 under Table/view' enter your table 'T27##' and click
on 'Maintain'. Click on 'New entries', enter the customer groups and save
your entries.

SAP AG

Customer group XX

Description

Long text

10

Industry

Industry

20

Services

Services

AC620

2-45

1-1-3 Creating characteristic attributes

Create another EIS-generated characteristic 'Customer XX' with the field
name 'CUXX', where 'XX' stands for your group number (the number on
your screen).
The characteristic 'CUXX' should have the same data type as the
characteristic 'CGXX' from the last exercise.
Before saving and activating the new characteristic, click on 'Attribute'.
Select your characteristic 'CGXX' as the characteristic attribute for 'CUXX'
from the field catalog.
If you are in the input screen for the attributes, you have to switch to the
'Create' icon.
Save and activate the new characteristic, have the characteristic table
generated automatically, and generate the master data modules. Generate the
view maintenance modules only for new characteristics.
Using transaction '/nsm30', enter the following values for the master data
table of characteristic 'CUXX':
Customer Description

Long text

...

Customer group

10

Hagmanns

Hagmanns Inc.

10

20

HTC

Hills Training Center

20

1-1-4 Displaying characteristic attributes

Display the structure of aspect '665'. This aspect contains only characteristic
'CU00' (Customer group 00) and a basic key figure (contribution margin).
The characteristic customer group has also, as in the last exercise, an
attribute (customer group).
Configuration menu: Data basis Aspect Edit. Enter aspect number
and click 'Display'.
Start the report 'Attributes' in aspect '665'.
Application menu: Information system Report Execute
You can now see both the customer group and the customer navigation
characteristics. The characteristic attribute appears in the drilldown report
as a normal characteristic that you can use for navigation purposes.

SAP AG

AC620

2-46

Solutions
Unit: Data basis
Topic: Key figures (solutions)

2-1

Key figures
2-1-1 Creating key figures
Create the basic key figure 'EVAXX' (Economic Value Added XX), where
XX is your group number or the number on your monitor. The currency
should refer to the company code currency (COCDE1).
Configuration menu: Data basis Basic key figures Edit.
Enter the Field names of the basic key figure and click 'Create/change'.
Enter a description and a short text. Under 'Amount', click on 'Reference
currency' and select 'COCDE1' for the 'Reference characteristic'.
Which aggregation types are set as a standard with relevant and timedependent aggregation?
Set both aggregation and time-based aggregation (Agg.(time)) to 'SUM'.
Save and activate the basic key figure. What is the name of the data element
of the basic key figure?
RKCG_EVAXX
Display the basic key figure 'HB1_FI'. In which aspects is this basic key
figure used?
Configuration menu: Data basis Basic key figures Edit
Enter the name of the basic key figure and click 'Display'.
You can find the where-used list under:
Edit Use in class/object.

SAP AG

AC620

2-47

Solutions
Unit: Data basis
Topic: Aspect (solutions)

3-1

Aspect
3-1-1 Creating and maintaining an aspect
Create the aspect '8XX' (description 'Economic Value Added') where XX is
your group number. The fiscal year variant 'K4' and the aspect currency
'UNI' should be assigned to the aspect.
Configuration menu: Data basis Aspect Edit
Enter the aspect number and click on the 'Edit aspect' icon. Click on 'Create'.
Enter the aspect name. For aspect type, select 'Transparent table' and enter
the aspect attributes Fisc. year var., 'K4' and currency 'UNI'. Click the 'Edit
data structure' icon.
Select the following characteristics and key figures
Type

Field name

Description

Characteristic

SBUN

Strategic business unit

Characteristic

CMPN

Company

Key figure

CAPIR

Capital Return

Key figure

COSTS

Capital Costs

Key figure

DBCOS

Debt Costs

Key figure

EQCO

Equity Costs

After selecting the correct characteristics and key figures from the field
catalog, check, save and activate the aspect and generate the aspect
environment
Display the aspect list and check if everything has worked. Maintain the
aspect '8XX'. Which are the technical fields of the aspect?
You can find the technical fields in the menu under Additions Display
fixed fields, and from there under Techn. fields.
_________

__________

__________

__________

How many bytes are still available for additional characteristics and key
figures in this aspect?
Additions Technical Limits

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Solutions
Unit: Data basis
Topic: Data entry (solutions)

4-1

Entry layout
4-1-1 Data entry with layout
From the configuration menu, create the entry layout for aspect '8XX'
'LayoutXX' (group number). You can find this function under Data basis
Data entry layout Create.
In the general selections, define the validity of the layouts:
Version 2 (test version),
Plan/actual indicator '0' (actual data), and
Fiscal year '1998'
Set a variable for the periods.
You can find the general selections in the menu under Edit Gen. Data
selection Display/change.
Put the characteristics 'Strategic business unit' and 'Company' in the lead
column (double click on the lead column). Copy the asterisk as a
characteristic value to allow any entry for the characteristics.
Put the four basic key figures of the aspect in the columns of the layout by
double clicking in the relevant places. Do not select any more
characteristics. For each column a unit column is created automatically.
Save your layout.
Enter data records with your layout by choosing either Environment
Data entry or from the application menu Transaction data Data entry
Maintain with layout.
By clicking on 'Overview screen' you access the data entry.
Enter some data records in any combination of characteristics.
Save the data and create a basic report for the aspect so as to
display the data.
You create reports through the Application menu under Information
system Report Create. Enter the aspect and a name for the report,
and select the basic report. Now you can select the characteristics and key
figures which you want to report on. Save and execute the report.

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Data Transfer: Contents

Data collection
Transfer rules
Transfer procedure
Currency translation
Standard data collection reports
Flexible Excel upload
Aspect summarization
Data transfer between systems
Currency translation

SAP AG 1999

SAP AG

AC620

3-1

Data Transfer: Unit Objectives (1)

In this unit you will learn about

Steps in data collection
Alternatives for data supply in the SAP EIS System
Currency translations with data transfer
Definitions of sender structures and rules for data
transfer.

SAP AG 1999

SAP AG

AC620

3-2

Data Transfer: Unit Objectives (2)

In this unit you will learn about

Various standard data collection reports
The flexible Excel upload,
Summarization aspects
Types of communication between systems

SAP AG 1999

SAP AG

AC620

3-3

Data Transfer

Unit 4
Authorizations
- EIS authorization
objects
- Defining EIS
authorizations

Unit 2
Data basis
- Aspect
- Characteristics
- Key figures
- Data entry
- Planning

Unit 3
Data transfer
- EIS data provision
- Data transfer program
- Transfer procedures
SAP AG 1999

SAP AG

AC620

3-4

Data Transfer: Business Scenario

Maintain sender structures and transfer rules for

characteristics and key figures
Import data using any one of a number of possible
data transfer methods (standard data collection
report, flexible Excel upload, and so on) into your
system.
Use the aspect summarization as a reorganization
tool within your EC-EIS system.

SAP AG 1999

Your project team is charged with setting up an executive information system for your company
using the SAP EC Executive Information System.
Having successfully set up the data basis (you have determined the information requirements and set
up the database structures for your system), you now transfer data to your EC-EIS System.
You must select the dataset to be imported and determine how the data should be modeled in your
EIS System. For this, you may use various types of data collection reports (for example, standard
data collection reports, selection programs written in-house)
You can use the aspect summarization to reorganize the dataset, to translate currency, to form
summarization aspects, and so on.
Various interfaces make it easy for you to set up data transfer between various systems.

SAP AG

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3-5

Steps in Data Collection

HOST

SAP
R/2

SAP
R/3

NON
SAP

FILE

Sender structure
Convert
Summarize

Receiver structure

Keep log

Select

Update

EIS Database
SAP AG 1999

Data collection covers functions which enable you to fill the database tables (aspects) with data.
This data can come from both the SAP environment and other applications.
Sender programs in R/2 or R/3 select a data extract from R/2 or R/3 databases using the pre-defined
sender structure.
The technical communication takes place using CPI-C, RFC or a file transfer.
In R/3 the data extract is modeled to the receiver structure using transfer rules, and updated in the
EIS database.

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EIS Data Supply

Aspect
Data in the same
R/3 System

Aspect structure
R/3
System

Standard
interfaces

User-defined
programs

Transfer rules

Sender structure

File

CPI-C / RFC

Source system
Non-SAP

Source system
R/2 or R/3
SAP AG 1999

There are various methods for transferring data from SAP and non-SAP sources to SAP-EIS.
Data can be transferred from within the R/3 system (where EC-EIS is running) to the aspects using
standard interfaces or your own programs. Data from other R/3 or R/2 systems can be transferred via
CPI-C. Data from non-SAP systems can be transferred via CPI-C / RFC or from a file to the
R/3 system.

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Sender Structure
Receiver structure or
aspect structure
Transfer rules

Target system

Sender structure

Transport using CPI-C

or file (1:1)

Sender structure

Source system

SAP AG 1999

The principal classification term in the data transfer area is the sender structure.
A sender structure describes the structure of the data which is to be transferred to an aspect in EIS.
If you are transferring data between different systems, the sender structure must be described
identically in both the source system and the target system.
If you transfer data from an SAP system, the sender structure must have the same name as the data
collection program in order to link the collection program and the sender structure.
If you use standard collection reports, the sender structures already exist or are generated
automatically.
To import files the name of the sender structure can be freely assigned.
A sender structure consists of one or more dictionary structures; each DDIC structure describes the
structure of reports expected to be imported.
The transfer rules for the sender structure must be maintained in the target system.
You instruct a sender structure as to which aspect of the sender program the data should be
transferred to, and which transfer method to use (this determines the type of data transfer). If you
would like to work with validation during the data transfer, enter the validation name. By checking
the double key field you can allow records with double keys during the data transfer.

SAP AG

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3-8

Importing Complex Data Structures

Complex data source

Sender structure
Dictionary
structure

Transfer rules

SAP AG 1999

To date, all reports to be imported into EC-EIS had to have an homogenous structure. It was not
possible to process a detailed homogenous and complex data stream. Several specific data transfers
had to be executed to collect various data structure sources.
It is now possible to import complex data structures through a collection function. Therefore, each
sender structure is assigned to at least one dictionary structure. Each dictionary structure describes a
subset of detailed data structures.

SAP AG

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3-9

Transfer Rules for Characteristics

Period
Customer
FiscalSenderstruktur
year

1998

Mller

001

1998
1998

002
003

Division

Material

Sales

...

Pumps

AXB

4350

...

Mller
Mller

Pumps

AXC

Colors

Lack 12

Transfer
sender field

013

854

...

Transfer rules

Set
constants

North district DE

Period
Sales district
Fiscal Senderstruktur
year

Sender
records

...

Set
variables
Reassign
sender fields

1998

4985

Sender structure

Country Area

10189
Sales

...
...

Receiver
records
Receiver
structure

SAP AG 1999

The transfer rules help to define how sender structure fields should be modeled to fields of a receiver
structure (aspect structure).
Rules when maintaining transfer rules for characteristics:
Transfer sender field: the sender field values are assigned to the receiver field. You can restrict
the value area and set conditions so that the transfer takes place only if the data record contains
specific values.
Reassign sender fields: specific sender field values are assigned to a receiver field value. You can
reassign the sender fields, using an Offset assign only parts of the sender field, and set conditions.
By applying this rule, you can, for example, summarize characteristics (from periods to quarters),
or use sender structure characteristics to fill different characteristic in the receiver structure.
Set constants: you can assign a fixed value to the receiver field.
Set variables: you can assign a variable to the receiver field. This allows you to make an enter in
the field only when the data transfer is being executed.
Apply general rules: you can set rules to be used for several transfers.
During the transfers for characteristics you can determine whether the receiver record fields should
be verified against the master data tables.
You can decide what happens if, contrary to the rules, a characteristic value does not receive a value
(set to initial value, classify as an error, set constants, transfer sender field).
Special features with transfer rules for compound characteristics: the rules must be maintained for
each field. The data transfer, however, executes a complete verification for compound
characteristics.

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Transfer Rules for Key Figures

...

F/year

1998

Sales

...

4350

1998

CM1

Quantity Emp. Age Mkt share

Senderstruktur
150
81

89
96
4985 Senderstruktur

...

1998

Capacity

...

854

158
679

Senderstruktur
89

473

10-

SUM

35

20

61
42

F/year

...

10189
Sales

33

96

Transfer rules

COUNT
LAST

MIN

...

Sender
records

35

FIRST
MAX

1998

Sender structure

10-

20

33

Max.Cap. CM1 Min No. emp M/share 1 M/share 2

Receiver
records
Receiver
structure

SAP AG 1999

In the transfer rules on key figures, enter in the formula how the key figure is calculated. It is
possible, for example, to use two key figures to calculate a third one.
You can determine a currency translation type (for the sender structure) or a target unit for key
figures.
You can determine whether an existing key figure in the database should be overwritten during the
data transfer. If the value is not overwritten, it will be read from the database and taken as the initial
value during the entire operation.
Via the total operation field you determine what happens if several records are to be modeled to the
same receiver. Depending on the total operation different values are written to the database
With SUM the sum of the results is added.
With MAX the largest,
With MIN the smallest,
With FIRST the first and
With LAST the last result is taken.
With count the number of records is counted.
Using conditions, you can determine that a key figure is filled only if a sender field
accepts certain values.

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Currency Translation During the Data Transfer

Sender record: Rev.: 10,000

Currency

Currency translation:

US$

Date

12/15/1997

Currency table:
table:
Translation

Date-specific
Date-specific translation:
Date of translation
Fixed date
Date from transfer record
Base currency:
fixed

Bank rate
to
on
1:1.597

US$
DEM
12/15/97

From sender record

Receiver record: Rev.:

DEM 15,970.00

SAP AG 1999

During automatic data transfer, amounts can be translated into the currency of the key figure.
The currency of the key figure is derived either from the version or from the reference currency.
For currency translation, you need to enter a translation type for the data transfer rules.
The translation date you specify also plays a role in the translation:
The current date
A specific pre-defined date (target date)
The end of the fiscal year, beginning or end of the period
A date taken from a field of the sender structure (type D fields)
If you create a translation type, enter an exchange rate type. You can choose between a normal or an
inverse exchange rate (inverse calculation of records that have already been translated), between a
fixed and variable translation date, and between a fixed and variable base currency.
With a variable translation date, you must specify a field in the sender structure from which the
translation date is determined. This must be a type D field.
With the variable base currency, you must specify a sender structure field that contains the base
currency. This field must be of type C and length 5. The currency key must also be entered in the
table TCURC.

SAP AG

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Standard Data Collection Reports

R/2

FI-LC
FI-GL
CO-PA
CO-OM
EC-PCA
FI-SL
ABAP Query

RF
RK-E
RK-S
RK-P
ABAP Query

EIS Database
SAP AG 1999

To provide SAP-EIS with transaction data from other SAP modules, there is on the one hand the
general connection to the ABAP Query, and on the other application-specific data collection
programs.
Depending on the SAP component from which the data is to be collected, the data collection
programs are delivered immediately and supply a predetermined sender structure, or they are
generated during Customizing. In the latter case the sender structure is also dependent on the
Customizing settings.

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Data Collection Reports from FI-LC and FI-GL

FI-LC
FI-GL

EIS Database
SAP AG 1999

Data collection from FI-LC (Consolidation):

The RGCEISS1 report collects consolidated closing data using the FILCEIS sender structure.
Data collection from FI-GL (Balance sheet/P&L):
With the RFBILA00 report and the EISFI sender structure, balance sheet and P&L data can be
transferred to SAP-EIS.

SAP AG

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3-14

Data Collection Reports from CO-PA

CO-PA

EIS Database
SAP AG 1999

Data collection from CO-PA (Profitability Analysis):

Data from CO-PA can be transferred to SAP-EIS using basic reports.
A corresponding sender structure is generated automatically.
When executing the function, a program for transferring the report data to the EIS System is
generated from the CO-PA drilldown report. The program also requires the aspect into which the
data is to be imported. The EIS System automatically generates a sender structure using the
characteristics and key figures used in the report.
After executing the function, the transfer of data from CO-PA can be started from within EIS. When
starting the data transfer you can decide if, with repeated data transfer, you wish to transfer only the
differences from the previous run, or all the data again.
A prerequisite for generating a data transfer report from CO-PA is a basic drilldown report.

SAP AG

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Data Collection Reports by Report Writer

CO-OM
EC-PCA
FI-SL

EIS Database
SAP AG 1999

With Report Writer or Report Painter reports, data from CO-OM (Overhead Cost Controlling),
EC-PCA (Profit Center Accounting) and the FI-SL (Special Ledger) can be transferred to EIS.

SAP AG

AC620

3-16

Example: Report Writer

Summarization in the Set hierarchy
Cost center hierarchy

Output parameters

H1
H1000

1
2

H2000

Selection Sets

Output parameters

Cost ctr grp:

grp: H1

Output medium:
medium: 5

H1100 H1200 H1300 H2100 H2200

Variation
Characteristic: from

to single value

Cost center

02

02

SAP AG 1999

General requirements for Report Writer reports for transferring data to SAP-EIS:
Prerequisites:
- The columns may contain key figures only.
- The evaluation characteristics are to be entered in the report rows.
- The characteristics in the rows are to be broken down in the Report Painter or must have detail
level 0, 1 or 2 in the Report Writer.
If the values in Set hierarchies (for example, cost center hierarchy) are to be summarized and
transferred at a summarized level, you can use the selection variation. When starting the data
transfer, the from level must be the same as the to level, otherwise data records will be
transferred more than once.
Each report can contain only one row block (the same characteristics have to be transferred for all
rows).
A newly created report should be assigned to a report group which itself may only contain one
report.

SAP AG

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3-17

Data Collection Reports Using ABAP Query

ABAP
Query

EIS Database
SAP AG 1999

SAP-EIS is linked to the ABAP Query which means that all data that can be displayed by means of a
single-line ABAP Query can be transferred to aspects. The ABAP Query is suitable for data
collection whenever the sender database is transparent and does not require any additional external
information (for example, LIS info-structures).
The query can be used for transferring both master data and transaction data.
The transfer rules must be maintained in the target aspect.

SAP AG

AC620

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Standard Data Collection Reports from R/2

R/2

RF
RK-E
RK-S
RK-P
ABAP Query

EIS Database
SAP AG 1999

Below is a list of R/2 collection programs:

Application

Collection program

Sender structure

RFRFBILA00, RFSERG00
Balance sheet item, account, company code,
business area, report year, from-report month, to-report month, currency, amount.
RK-E

TK75 is generated

RK-S

SAPK021V
RKCKSTKS

KIDS
RKCKSTSP for generating the sender structure

RL-P

RXSEIPSA

EIPS (DDIC)

Misc.

ABAP Query

is generated

Setting up the data collection from R/2 begins in R/2. The sender structure (T242S) has to be created
for the delivered R/2 collection reports or reports produced in-house. In R/3, the sender structure
created in R/2 can be transferred automatically.
A more extensive description of the R/2 collection programs is stored in R/2 as report documentation
and parameter documentation. See also the corresponding chapter in the R/3 IMG.

SAP AG

AC620

3-19

Importing Files

RKCFILE0

Aspect CF xxx

SAP AG 1999

You use this function to import data from a file.

To import larger data volumes on a periodic basis, you can schedule report RKCFILE0 in the
background processing.
To do this, you must have maintained the sender structure and transfer rules.
The files can be read both from the presentation server and from the database server.
Different file types can be imported:
TXT format (the fields in the rows must be separated by tabulator characters)
CSV format (the fields are separated by semicolons)
MC format (the file to be imported is split into two parts: rows at the beginning with characteristic
values, which hold for the remaining records, and single records. The fields in these single records
are separated by either a comma or a semicolon)
Binary files (with binary files the system requires the SAP binary format). Binary files cannot be
imported from the presentation server).

SAP AG

AC620

3-20

Flexible Excel Upload

Aspects

Update
Update

+ ++

== =

Schedule

Schedule
Plan

<

Update
Add
Add
Add

<
<

User
UserExit

Exit
User
Exit

Transfer rules

Excel sheets!
SAP AG 1999

For better integration with Excel, EC-EIS has the Flexible Excel Upload. The flexible upload is a
user-friendly function with which data from an Excel-Sheet is transferred to EC-EIS aspects. Unlike
the import file function the Excel sheet does not need to have a uniform structure.
With these enhancements, a significant gap has been filled with regard to Excels integration into
EC-EIS, so that decentralized data entry is simplified.
Procedure:
Specify path for file to be transferred (TXT or CSV format)
Select the value area that contains the transaction data by double-clicking on the top left-hand cell
and the bottom right-hand cell of the area to be transferred. Assign a sender structure to the
value area.
Define the key area by selecting characteristic values or key figures with a double click, and
assigning to the relevant value areas.
Define the header area that contains general data which applies to all cells in the value area.
Assign a generic file name to the file description, for example Sales_*.CSV.
You can define any number of value, key and header areas and assign them to several
sender structures.

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Flexible Excel Upload: Procedure

1. Define Example File

Define key area(s) +
Assign to sender

2. Define generic filename: Unit*.txt

Business Unit 7 creates:
Unit7.txt

Define head area(s) +

Assign to sender

Business Unit 9 creates:

Unit9.txt

3. Send files to central

4. Perform Upload of all files

Central
EC-EIS
Data base

Define value area(s) +

Assign to sender

SAP AG 1999

The flexible Excel-upload allows you to solve such a given problem in the following steps:
Requirements: Sender structure for the file(s) to be imported is created. File(s) was/were saved in
.txt- or .csv-format.
1. Describe an Example file (start in IMG). This is a template of a standardized Excel-sheet for
definition purposes. By specifying restricting areas on the Excel-sheet (displayed in the scheme)
you define value areas, key areas and the head areas. Value areas contain the transaction data,
key areas the characteristic values and head areas characteristic values for the whole sheet.
When specifying the different areas (by double clicking on the top left cell and the bottom right
cell) you are asked to assign each area to a sender field of existing sender structures. Save the
settings.
2. Define a generic filename (link between physical file and file description) for the file
description. Enter a filename with a wildcard to identify the incoming files correctly. In the
example: Unit*.txt
3. Make the files accessible for the central R/3-System i.e. locate them on a presentation or
application server.
4. Start the flexible upload. The transfer rules are generated automatically and the Excel-sheet is
converted to a number of records that are uploaded into the target objects.
Note: you can define various value, key and head areas and assign them to different
sender structures.

SAP AG

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Sender structure packages for file import

File:
Sales.txt

New

Sender Structure Package

Sender Structure for CF500

DDICStructure
RKCT001

DDICStructure
RKCT002

Sender Structure for CF700

DDICStructure
RKCT003

Receiving Aspect: CF500

Aspect:

DDICStructure
RKCT004

DDICStructure
RKCT005

DDICStructure
RKCT006

Receiving Aspect: CF700

Aspect:

CF500

CF700

SAP AG 1999

From Release 4.5A it is possible to import a file once and update it several times. You can combine
sender structures into so called sender structure packages for this.
A sender structure package consists of a combination of several sender structures. These sender
structures are used to transfer data from the same file during one run into different target aspects.
The package represents an organizational simplification of the importing of files.
The advantage is that you can send a file to various receiving aspects in a certain sequence with
various sender structures by using a sender structure package.
The following new menu steps can be found under the section Transfer Process:
Define sender structure package
Maintain sender structure package

SAP AG

AC620

3-23

Aspect Summarization

Aspect
CF002

Aspect
CF001

Aspect summarization

Sender structure For example:

Sender structure

- Currency translation
- Summarization
- Reorganization...

Transfer rules

Transfer rules

Aspect
CF003
SAP AG 1999

Aspect summarization is a form of data transfer within EIS Systems.

Aspect summarization can be used to transfer data from different aspects into a summarization
aspect. The aspect summarization can also be applied within an aspect.
You can achieve the following using aspect summarization:
Combine data from different aspects into a summarization aspect
Transfer data from one version to another
Execute currency translations
Transfer transaction data from an old aspect to a new one
Reassign transaction data for modified master data (characteristic values have changed, but the
transaction data is still stored for the old characteristic values)
The program generated uses the interface to transfer transaction data. The sender structure and
transfer rules must be maintained for this program.
During the transfer of transaction data, the generated aspect summarization program is treated as a
normal sender program.

SAP AG

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Data Transfer Using CPI-C

Target system

Source system

RKCSUB00
CPI-C

Sender structure

R/2

Sender structure

Buffer

Transfer rules

CPI-C

DOUT
QUEUE

RSDRIVER (R/2)
RKCDRIVE (R/3)

EIS - DB
SAP AG 1999

When you transfer data from one system to another, you have to distinguish between the source
system and the target system. The source system contains the operative data, which is selected by a
sender program and transferred to the target system.
Program RKCSUB00 runs in the target system and sends the data request to the source system.
The selection program runs asynchronously in the source system and writes data to the buffer
(R/2: DOUT; R/3: Queue)
The data transfer runs asynchronously to the selection program.
To search for errors in the data transfer, use:
EIS data transfer log
System log and dump analysis in the source and target systems
Gateway trace

SAP AG

AC620

3-25

Communication

Target system Transfer methods:

Destination e.g.: S11
Client
User
Password

Sender structure

EIS - DB

R/2

Use in
Finding destination
Logs

Transfer methods:
Transfer rules

Source system

Destination e.g.: S12

Client
User
Password
Queue
Driver program

Sender structure

Buffer

Use in
Finding destination
Logs

SAP AG 1999

To set up the communication between a sending system and SAP-EIS, you need to maintain the
transfer method.
There are three ways of starting the sender program:
Starting the sender program from the target system with the program RKCSUB00
Starting the sender program in the source system online
Scheduling the sender program in the background processing in the source system
Depending on where you want to start the transfer, the transfer methods must be maintained
differently.
In the source system the transfer method has to be completely maintained (logon in the target system,
Queue and driver program RKCDRIVE).
In the target system a transfer method should be created and have the same name as the transfer
method in the source system (if the sender program is to be started in the source system, it is enough
to create a transfer method in the target system. There is no need to make specifications for the target
system and QUEUE.)
If the sender program is to be started from the target system with the program RKCSUB00, you must
specify for the transfer method in the RKCSUB00 selection screen in the target system, how the
target system logs onto the source system.

SAP AG

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Transfer Logs
Source system 2
Source system 3

Source system 1

Client 2
Client 3
Log

Log

Log
Log

Target system 1
SAP AG 1999

Since the data transfer does not usually take place online, a log is written for each data transfer.
The log display for a sender structure includes information on errors and on the timing details of the
data transfer.
Using various selection criteria you can display lists of the available logs.
In the detail screens of the individual logs you can reprocess non-posted sender records or incorrect
receiver records, for example.
It is possible to display or delete sender and receiver records, or to display the required structures.
You can import the sender and receiver records again.
To avoid having a large volume of data it is advisable to regularly delete existing logs that are no
longer required.

SAP AG

AC620

3-27

Data Transfer Using RFC

DDIC

R/2

Sender structure

RFC

Transfer rules

EIS - DB
SAP AG 1999

If you want to transfer data using RFC, proceed as follows:

In the target system you must maintain the transfer rules and the sender structure.
Additionally, you must do the following in the sender structure maintenance:
- Generate the sender structure as a Dictionary structure
- Generate a function module which supports RFC
- Generate the RFC interface (program code with the function module call-up ). This program
code is generated automatically in the source system.
You also maintain the (identical) sender structure in the source system (R/2 or R/3) and include the
generated program code in the sender program.
When you start the sender program, it selects the data, saves it in an internal table, calls up the
function module in the target system using RFC, and transfers the internal table with the data to the
target system. Finally, the function module updates the data in the target system.
Advantages:
No need to maintain CPIC transfer parameters
Better performance, since the data is not updated asynchronously.

SAP AG

AC620

3-28

Transfer Procedure
Define job
Job definieren

Klicken Sie, um Text hinzuzufgen

Start date

Steps

Job name

D-Transfer

Job class

Status

Planned

Target host
Step 1

Start date

Klicken Sie, um Text hinzuzufgen

now
After job

Date/time

Klicken Sie, um Text hinzuzufgen

User

ABCD

Program details

After event

Date

21.02.1994

ABAP program
Name RKCSUB00
Variant ...

Time

20:00:00

External program

SAP AG 1999

In order to start programs in the source system background from within the target system, you must
create variants for the program RKCSUB00, in which the sender program to be started in the source
system is specified. The transfer method delivers the necessary information to the source system.
Procedure:
Program RKCSUB00 starts a sender program in the source system.
RKCSUB00 must be scheduled as a job.
Transfer methods for R/3 must be maintained.
Transfer methods for R/2 must be maintained (Table T2420).

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Data Slices

"Slice1"

Name

Table

Restricted
partition of
data records

User

Company: 1000
Period: 001 ... 003

CF650

SAP AG 1999

It is possible to partition the transaction data using data slices. A data slice is a certain
combination of data records (= partition of data records ) that could be described by select options.
For these data slices different functions are offered:
search or deletion of transaction data belonging to the partition of data records
check of authorizations
differentiated status administration
A data slice is for example the actual data records of a company 1000 of the periods 001, 002 and
003. This principle simplifies the organizational matters of data transfer essentially. It is clear which
data records have already been saved into the EC-EIS data base and which data records are still
expected to be transferred. Data records that need a correction are deleted before the repeated data
transfer.
The EC-EIS-administrator can determine in detail which partitions of data records mustnt be
changed anymore. To organize this feature it is not necessary to change authorization profiles and objects. As data slices are part of the authorization concept the system checks the corresponding
authorizations automatically before an access to a certain partition of data records is allowed.
The following new menu steps can be found under the section Data slices:
Create data slice, Assign user, Assign table, Maintain requirement

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Data Transfer: Unit Summary (1)

There are different ways of transferring data from

SAP and non-SAP sources into SAP-EIS. Within an
R/3 System the data transfer occurs via standard
interfaces or user-defined programs, via CPI-C
(other R/3 or R/2 Systems) and CPI-C/RFC or a file
(non-SAP Systems).
The transfer rules help define how sender structure
fields are to be modeled on the fields of a receiver
structure, although the supply of data to the
characteristics is differentiated from the supply to
the key figures.

SAP AG 1999

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Data Transfer: Unit Summary (2)

Various R/2 and R/3 standard data collection

reports are delivered together with the system.
Using aspect summarization you can reorganize
transaction data and combine data from different
aspects in a summarization aspect.

SAP AG 1999

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Exercises
Unit: Data transfer from external sources
Topic: Sender structure (solutions)
At the conclusion of this exercise, you will be able to:
Create a complex sender structure

Sender structures describe the data that is to be imported into

aspects by data transfer.

1-1

Sender structure
1-1-1 Creating a complex sender structure
Call up MS Excel and open the file complex.xls.
The instructor will tell you which directory to use. A simple example of a
complex data structure will appear on-screen for aspect '8## from the data
basis exercise.
There are two data records of different lengths and content. Type 1 data
records are general settings for type 2 data records.
A type 1 data record is recognizable by type number 1, offset 0, and data
record type 2 is recognizable by type number 2 and offset 0.
Create sender structure COM##, where ## is the number of your group.
Maintain the name of the sender structure (COM##), create the aspect with
(8##) and check the field Double key.
Enter item number 1. To link the complex sender structure to aspect 8##,
you have to assign the sender structure two Dictionary structures (one per
data record type).
Create the first Dictionary structure RKCTA##.
Note: see the Excel sheet and the help tables below to describe the sender
structure and both its Dictionary structures correctly.

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Entries:
Sender field

Table

Description

Type Length Decimal

Type

Record type

Fyear

Fiscal year

Company

Company

Create a Dictionary structure for data record type 2.

Name the Dictionary structure for type 2 RKCTB##, where ## is your
group number, and enter the necessary fields to describe the data record type
correctly. (Same entries as with RKCTA## except for, under field value, a
'2' instead of a '1'.
Entries in the sender structure 2:
Sender field Table

Description

Type Length Decimal

Type

Type

Period

Period

Return

Capital return

Costs

Capital costs

DBCO

Debt costs

Equity

Equity costs

Save your sender structure, and then close your Excel file.

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Data transfer Exercises

Unit: Data transfer
Topic: Transfer rules (solutions)
At the conclusion of this exercise, you will be able to:
Create transfer rules for your sender structure.

Whereas the sender structures describe the data that is to

imported into aspects by data transfer, you determine in the
transfer rules how the imported data is to be saved to the
database.

2-1

Transfer rules
2-1-1 Creating transfer rules
Maintain the transfer rule COM## for your sender structure COM####
where XX is your group number.
Click on 'Create proposal for rule'.
Assign a constant value 1 to the version and the value 0 to the
plan/actual indicator.
Define the correct rules for the remaining
characteristics and key figures with the exception of the characteristic
SBUN:
YEARB has sender field FYEAR
PERDE has sender field PERIOD
CMPN has sender field COMPANY
CAPIR has the complete operation Sum and the formula RETURN
COSTS has the complete operation Sum and the formula COSTS
DBCOS has the complete operation Sum and the formula DBCO
EQCO has the complete operation Sum and the formula EQUITY
Save the transfer rules.
Transfer the complex file into your aspect using your newly created transfer
rules and sender structure.

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Fill in the remaining fields:

Field name:

Input data:

Physical file name

Given by the instructor

File system

Presentation server

Data transfer

Activated

Display file

Activated

Display sender record-field assignment Activated

File type

TEXT format (screen field TEXT

not TXT)

Type P stored in double length

Deactivated

Number format

Decimal point

2-1-2 Import data

Start importing the data from the Excel file. Check the log after the import
procedure and look at the data records received.

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Exercises
Unit: Data transfer from SAP sources
Topic: ABAP Query additional exercise (solutions)
At the conclusion of this exercise, you will be able to:
Create an aspect by copying an existing aspect to load R/3
data.
0 Execute an ABAP/4 Query to transfer data from the R/3
system database tables to an EIS aspect table.
Your company wishes to transfer data from the HR module to
EIS and include this in some analysis.

3-1

Create three new characteristics for storing the company code, Organisational Unit,
and Cost center. Keep in mind that we are illustrating various ways to create
characteristics, but we may be better served to use already existing characteristics if
this were a productive environment.

3-2

Create COM## using data element BUKRS.

What message do you get? Why does the system tell you this? What is the
meaning in the context of the EIS Global Field Catalog.

3-3

Create ORG## with a new data element and check table.It should be an 8 position
character string that may only contain digits. Assign check table T275# or T276#
(replace # with your group number groups 01 through 09 should use T2751
through T2759 and groups 10 19 should use T2760 through T2769).
Include characteristics CLAND and REG1 as attributes of ORG## .

3-4

Create COS## using reference characteristic COSCTR.

When you include COS## in your aspect what do you notice in the aspect?
When COS## is brought over the field CONARE is also included as part of the
aspect structure. This is because COS## CONARE is a compound key.
Include two key figures Employee headcount EMP## and Age ALTRS in your
aspect structure.
Check your structure definition and activate the aspect. As you back out of the
transaction you will be prompted to generate the aspect environment. Discuss with
your partner what this means.

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3-5

Create Employee headcount EMP## as a quantity key figure with a fixed unit of
measure PER and time aggregation as average. Change the report formating for
this key figure to 0 decimal places and no scaling.
Include Age ALTRS in your aspect (it already exists in the EIS field catalog).
Now go into the ABAP/4 Query and copy query HR to one named group##.
Make sure you are looking at queries of user group Z2, if not choose Edit Other
User group.
Highlight HR and click on the copy icon.
Execute your query to verify that you find data that you would like to have in your
aspect. On the selection screen exclude any values that do not have a cost center
assigned by clicking on the cost center field and specifing the exclusion selection
option with the field blank. Also include only those records in the period between
todays date and the first day of the current period.
3-5-1 After reviewing the list you can initiate the first transfer of data from this
ABAP query by clicking the application toolbar button EIS. You can then
specify your aspect to transfer to. You will then be brought to the screen to
maintain transfer rules for the sender structure that was automatically
created for you by the system.
For the field in the transfer maintain the following rules:
Receiver field
VERSIO Set Constant

PLACTI

Set Constant

YEARB

Set Constant

current year

PERDE

Set Constant

current period

COM##

Copy sender

BUKRS

ORG##

Copy sender

ORGEH

CONARE Copy sender

KOKRS

COS##

Copy sender

KOSTL

EMP##

formula = 1

operation = COUNT

ALTRS

formula = LEBALTER

operation = SUM target unit YR

Before you write a report against this aspect create a Calculated Key figure
called Average Age AVG##. The formula should be ALTRS / EMP##.
Display the sender structure.
To determine the average age of the employees, you must now create a
calculated key figure. Calculate the average age of the employees using the
formula 'ALTRS/MITAB'.
You can now create a report for this aspect and display the data that you
have mapped to the aspect.

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Exercises
Unit: Data transfer
Topic: Flexible Excel upload (solutions)
At the conclusion of this exercise, you will be able to:
Define a flexible Excel upload

The flexible Excel upload is a user-friendly function with which

the data from an Excel sheet can be transferred to EC-EIS
aspects. The advantage over the Import file function is that,
with a flexible Excel upload, the Excel sheet does not need to
have a uniform structure.
4-1

Flexible Excel upload

4-1-1 Executing a flexible Excel upload
Create a sender structure UPLOADXX in aspect 8XX, which you have
created already in a previous exercise. Configuration menu: Data transfer
Transaction data Sender structure.
Assign a Dictionary structure RKCTUXX, where XX is your group
number. Check the field Double key. Maintain the DDIC structure, and
complete the table as follows:
Sender field

Description

Type Length Decimal

VERSION

Version

PLACTI

Plan/act. indic.

YEARB

Fiscal year

PERDE

Period

SBUN

Strateg. bus. unit

CAPIT

Capital return

COSTS

Capital costs

DBCO

Debt costs

EQCO

Equity costs

Save your entries.

In the next step you must define an Excel file description.
Here you describe the structure of the Excel files to be imported.
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From the Configuration menu define a flexible Excel upload: Data transfer
File name Def. Excel upload.
Name the file description FLEXIBLEXX where XX stands for your group
number.
Configure the file containing the example SBU.TXT (your instructor will
tell you which path to use) so as to set the grid structure and assign the
correct field to the sender structure UPLOADXX.
First you must maintain the key figure areas:
You define these areas by double clicking on the corresponding key figures.
For example, first double click on the key figure Return under 1996
Planned (coordinate 2/8). Second double click on the key figure Return
under 1996 Actual (coordinate 3/8). Now select "Value area". Enter the
sender structure (UPLOADXX) and the sender field (CAPIT), which
belongs to this area. Click on Back.
Follow this sequence to define all key figures for 1996 and then define the
key figures for 1997.
For each key figure and fiscal year, you have to maintain an individual key
figure area.
In the next stage you have to maintain the header area:
The header areas are the SBU and the years.
Example: double click on the SBU value (10) and select the header area
button. Since the SBU applies to the whole form, you can enter an asterisk.
Click on Back.
With the fiscal years you must state more precisely for which data area this
header area is valid.
Example: double click on '1996' and on the button 'Header area'. Using F4
access the value area field - here you can see the coordinates for the
corresponding value areas. Select the correct value areas one after the other.
Finally, you must maintain the key area. In our example, the key area is the
plan/actual indicator. Double click on the Plan 1. column and double click
on the Actual 4. column.
Now select 'lead column and enter value block * and the corresponding
field (PLACTI).
Now maintain the generic data names 'sbu*0.txt'. The asterisk means that all
the files that begin with sbu and end with 0.txt are imported from a
previous directory. In the example, they are the files sbu10.txt and
sbu20.txt.
Check and save your file description.
Maintain the transfer rules UPLOADXX for the relevant sender structure
UPLOADXX.
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Configuration menu: Data transfer Transaction data Transfer

rules
Generate the rule proposals.
Set the constant version to value 1. Enter also a constant for a period (for
example, period 1) and save your transfer rules.
Entries:
VERSIO constant to 1
PLACTI with sender field PLACTI
YEARB with sender field YEARB
PERDE

constant to, for example, 1

SBUN with sender field SBUN

CAPIR, complete operation SUM, Overwrite field active, and the
formula CAPIT
COSTS, complete operation SUM, Overwrite field active, and the
formula COSTS
DBCOS, complete operation SUM, 'Overwrite' field active, and the
formula DBCO
EQCO, complete operation SUM, Overwrite field active, and the
formula EQCO
Start the flexible upload from the Application menu:
Transaction data Transfers Flexible Upload.
Select here 'Import single file' and select the file 'sbu10.txt' (your trainer will
tell you which directory to use).
Start the flexible upload and check the transfer log.
Repeat the upload process for file sbu20.txt.

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Solutions
Unit: Data transfer from external sources
Topic: Sender structure (solutions)

1-1

Sender structure
1-1-1 Creating a complex sender structure
Call up MS Excel and open the file complex.xls.
The instructor will tell you which directory to use. A simple example of a
complex data structure will appear on-screen for aspect '8XX from the data
basis exercise.
There are two data records of different lengths and content. Type 1 data
records are general settings for type 2 data records.
A type 1 data record is recognizable by type number 1, offset 0, and data
record type 2 is recognizable by type number 2 and offset 0.
Create sender structure COMXX, where XX is again the number of your
group.
Configuration menu: Data transfer Transaction data Sender
structure. Click on 'New entries.
Maintain the name of the sender structure (COMXX), create the aspect with
(8XX) and check the field Double key.
Enter item number 1. To link the complex sender structure to aspect 8XX,
you have to assign the sender structure two Dictionary structures (one per
data record type).
Create the first Dictionary structure RKCTAXX, whereby XX is your
group number. Enter the correct offset (0), the correct sender field length
(1) and field value (1), so that the data records are assigned the correct
Dictionary structure.
Double click on the row and enter the necessary fields to describe data
record type 1.
Note: see the Excel sheet and the help tables below to describe the sender
structure and both its Dictionary structures correctly.
Further help information
(Characteristics and key figures of data record types 1 and 2)

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Characteristic/key figure

Type

Length Decimal

TYPE

FYEAR

COMPANY

PERIOD

RETURN

COSTS

DBCO

EQUITY

Entries:
Sender field

Table

Description

Type Length Decimal

Type

Record type

Fyear

Fiscal year

Company

Company

Save your Dictionary structure.

Now you must create a Dictionary structure for data record type 2.
Name the Dictionary structure for type 2 RKCTBXX, where XX is your
group number, and enter the necessary fields to describe the data record type
correctly. (Same entries as with RKCTAXX except for, under field value,
a '2' instead of a '1'.
Entries in the sender structure:
Sender field Table

Description

Type Length Decimal

Type

Type

Period

Period

Return

Capital return

Costs

Capital costs

DBCO

Debt costs

Equity

Equity costs

Save your sender structure, and then close your Excel file.

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Solutions
Unit: Data transfer
Topic: Transfer rules (solutions)

2-1

Transfer rules
2-1-1 Creating transfer rules
Maintain the transfer rule COMXX for your sender structure COMXX,
where XX is your group number.
Configuration menu: Data transfer Transaction data Transfer
rules
Enter the sender structure (COMXX) and click on Maintain.
Click on 'Create proposal for rule'.
Assign a constant value 1 to the version and the value 0 to the
plan/actual indicator. Double click on the relevant characteristic, click on
'Set constant" and select the corresponding characteristic.
Define the correct rules for the remaining characteristics and key figures
with the exception of the characteristic SBUN:
YEARB has sender field FYEAR
PERDE has sender field PERIOD
CMPN has sender field COMPANY
CAPIR has the complete operation Sum and the formula RETURN
COSTS has the complete operation Sum and the formula COSTS
DBCOS has the complete operation Sum and the formula DBCO
EQCO has the complete operation Sum and the formula EQUITY
Save the transfer rules.
Switch to the Application menu and select Transaction data Transfers

Import file.

Select the sender structure COMXX, where XX is again your group

number.

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Fill in the remaining fields:

Field name:

Input data:

Physical file name

Given by the instructor

File system

Presentation server

Data transfer

Activated

Display file

Activated

Display sender record-field assignment Activated

File type

TXT format

Type P stored in double length

Deactivated

Number format

Decimal point

2-1-2 Import data

Start importing the data from the Excel file. Check the log after the import
procedure and look at the data records received.

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Solutions
Unit: Data transfer from SAP sources
Topic: ABAP Query additional exercise (solutions)

3-1

Create three new characteristics for storing the company code, Organisational Unit,
and Cost center. Keep in mind that we are illustrating various ways to create
characteristics, but we may be better served to use already existing characteristics if
this were a productive environment.

3-2

Create COM## using data element BUKRS.

What message do you get? Why does the system tell you this? What is the
meaning in the context of the EIS Global Field Catalog.

3-3

Create ORG## with a new data element and check table.It should be an 8 position
character string that may only contain digits. Assign check table T275# or T276#
(replace # with your group number groups 01 through 09 should use T2751
through T2759 and groups 10 19 should use T2760 through T2769).
Include characteristics CLAND and REG1 as attributes of ORG## .

3-4

Create COS## using reference characteristic COSCTR.

When you include COS## in your aspect what do you notice in the aspect?
When COS## is brought over the field CONARE is also included as part of the
aspect structure. This is because COS## CONARE is a compound key.
Include two key figures Employee headcount EMP## and Age ALTRS in your
aspect structure.
Check your structure definition and activate the aspect. As you back out of the
transaction you will be prompted to generate the aspect environment.
Discuss with your partner what this means.

3-5

Create Employee headcount EMP## as a quantity key figure with a fixed unit of
measure PER and time aggregation as average. Change the report formating for
this key figure to 0 decimal places and no scaling.
Include Age ALTRS in your aspect (it already exists in the EIS field catalog).
Now go into the ABAP/4 Query and copy query HR to one named group##.
Make sure you are looking at queries of user group Z2, if not choose Edit Other
User group.
Highlight HR and click on the copy icon.
Execute your query to verify that you find data that you would like to have in your
aspect. On the selection screen exclude any values that do not have a cost center

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assigned by clicking on the cost center field and specifing the exclusion selection
option with the field blank. Also include only those records in the period between
todays date and the first day of the current period.
3-5-1 After reviewing the list you can initiate the first transfer of data from this
ABAP query by clicking the application toolbar button EIS. You can then
specify your aspect to transfer to. You will then be brought to the screen to
maintain transfer rules for the sender structure that was automatically
created for you by the system.
For the field in the transfer maintain the following rules:
Receiver field
VERSIO

Set Constant

PLACTI

Set Constant

YEARB

Set Constant

current year

PERDE

Set Constant

current period

COM##

Copy sender

BUKRS

ORG##

Copy sender

ORGEH

CONARE

Copy sender

KOKRS

COS##

Copy sender

KOSTL

EMP##

formula = 1

operation = COUNT

ALTRS

formula = LEBALTER

operation = SUM target unit YR

Before you write a report against this aspect create a Calculated Key figure
called Average Age AVG##. The formula should be ALTRS / EMP##.
Display the sender structure.
To determine the average age of the employees, you must now create a
calculated key figure. Calculate the average age of the employees using the
formula 'ALTRS/MITAB'.
You can now create a report for this aspect and display the data that you
have mapped to the aspect.

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Solutions
Unit: Data transfer
Topic: Flexible Excel upload (solutions)

4-1

Flexible Excel upload

4-1-1 Executing a flexible Excel upload
Create a sender structure UPLOADXX in aspect 8XX, which you have
created already in a previous exercise. Configuration menu: Data transfer
Transaction data Sender structure.
Assign a Dictionary structure RKCTUXX, where XX is your group
number. Check the field Double key. Maintain the DDIC structure, and
complete the table as follows:
Sender field

Description

Type Length Decimal

VERSION

Version

PLACTI

Plan/act. indic.

YEARB

Fiscal year

PERDE

Period

SBUN

Strateg. bus. unit

CAPIT

Capital return

COSTS

Capital costs

DBCO

Debt costs

EQCO

Equity costs

Save your entries.

In the next step you must define an Excel file description.
Here you describe the structure of the Excel files to be imported.
From the Configuration menu define a flexible Excel upload: Data transfer

File name Def. Excel upload.

Name the file description FLEXIBLEXX where XX stands for your group
number.
Configure the file containing the example SBU.TXT (your instructor will
tell you which path to use) so as to set the grid structure and assign the
correct field to the sender structure UPLOADXX.

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First you must maintain the key figure areas:

You define these areas by double clicking on the corresponding key figures.
For example, first double click on the key figure Return under 1996
Planned (coordinate 2/8). Second double click on the key figure Return
under 1996 Actual (coordinate 3/8). Now select "Value area". Enter the
sender structure (UPLOADXX) and the sender field (CAPIT), which
belongs to this area. Click on Back.
Follow this sequence to define all key figures for 1996 and then define the
key figures for 1997.
For each key figure and fiscal year, you have to maintain an individual key
figure area.
In the next stage you have to maintain the header area:
The header areas are the SBU and the years.
Example: double click on the SBU value (10) and select the header area
button. Since the SBU applies to the whole form, you can enter an asterisk.
Click on Back.
With the fiscal years you must state more precisely for which data area this
header area is valid.
Example: double click on '1996' and on the button 'Header area'. Using F4
access the value area field - here you can see the coordinates for the
corresponding value areas. Select the correct value areas one after the other.
Finally, you must maintain the key area. In our example, the key area is the
plan/actual indicator. Double click on the Plan 1. column and double click
on the Actual 4. column.
Now select 'lead column and enter value block * and the corresponding
field (PLACTI).
Now maintain the generic data names 'sbu*0.txt'. The asterisk means that all
the files that begin with sbu and end with 0.txt are imported from a
previous directory. In the example, they are the files sbu10.txt and
sbu20.txt.
Check and save your file description.
Maintain the transfer rules UPLOADXX for the relevant sender structure
UPLOADXX.
Configuration menu: Data transfer Transaction data Transfer
rules
Generate the rule proposals.
Set the constant version to value 1. Enter also a constant for a period (for
example, period 1) and save your transfer rules.

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Entries:
VERSIO constant to 1
PLACTI with sender field PLACTI
YEARB with sender field YEARB
PERDE

constant to, for example, 1

SBUN with sender field SBUN

CAPIR, complete operation SUM, Overwrite field active, and the
formula CAPIT
COSTS, complete operation SUM, Overwrite field active, and the
formula COSTS
DBCOS, complete operation SUM, 'Overwrite' field active, and the
formula DBCO
EQCO, complete operation SUM, Overwrite field active, and the
formula EQCO
Start the flexible upload from the Application menu:
Transaction data Transfers Flexible Upload.
Select here 'Import single file' and select the file 'sbu10.txt' (your trainer will
tell you which directory to use).
Start the flexible upload and check the transfer log.
Repeat the upload process for file sbu20.txt.

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Authorizations: Contents

Authorization concept
Authorization objects

SAP AG 1999

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4-1

Authorizations: Unit Objectives

In this unit you will learn about

The SAP-EIS authorization concept.

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Authorizations

Unit 4
Authorizations
- EIS authorization
objects
- Defining EIS
authorizations

Unit 2
Data basis
- Aspect
- Characteristics
- Key figures
- Data entry
- Planning

Unit 3
Data transfer
- EIS data provision
- Data transfer programs
- Transfer procedures
SAP AG 1999

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The Authorization Concept

User

Can contain more than one

element

Profile

Authorization

Object

Value

Field

SAP AG 1999

The authorization concept determines which functions users are allowed to execute in the
SAP System. You need to define authorizations for these functions, and assign them to your users
using profiles.
Authorizations refer to authorization objects, which are pre-defined by SAP.

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Authorization Objects
Data entry layout/data entry
Activity; aspect; form

Function code
Activity

Presentation form
Activity; aspect; form

Presentation objects
Activity; aspect

Structures and key figures

Application class; aspect; function code; transaction code

Hierarchies
Activity; application class; field name; hierarchy variant

Data basis
Aspect; function code; fiscal year; period;
transaction code

Data structure maintenance

Aspect; function code; key figure group; transaction code

Presentation
User group; report name; storage location; function; transaction;
number of the hierarchy node

SAP AG 1999

The graphic shows the pre-defined standard authorization objects and the fields contained in them.

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Authorization Objects for Combinations of

Characteristics and Key Figures

Division:

Office supplies

Toys

Rev.:
CMI:

1000 TDM
80 TDM

Rev.:
CMI:

1000 TDM
80 TDM

Rev.:
CMI:

200 TDM
XXXX

Rev.:
CMI:

300 TDM
XXXX

Rev.:
CMI:
Rev.:
CMI:

200 TDM
XXXX
300 TDM
XXXX

Product group

SAP AG 1999

Division:

Computers

Rev.:
CMI:

1000 TDM
80 TDM

Rev.:
CMI:

200 TDM
XXXX

Rev.:
CMI:

300 TDM
XXXX

For any aspect you can create authorization objects for combinations of characteristics and key
figures.
The new authorization objects are used within the aspect to ensure authorization protection for
combinations of characteristics.
Each authorization object consists of up to 10 selected fields which you can determine. Fields can be
both characteristics of an aspect and place holders for key figures.
All the characteristics and key figures that are not specified in the authorization object are allowed.
Before executing a report, the users authorizations are checked. If the user does not have an
authorization for one of the selected objects, the request is rejected.
The authorizations are also checked for data collection and planning.
Possible authorizations for an object:
Normal characteristic values and key figures
'* : authorization for all the values of a characteristic
': : the user can sum using this characteristic
# : the user is authorized for the initial characteristic value.

SAP AG

AC620

4-6

Authorizations: Unit Summary

The authorization concept controls which functions

certain users are allowed to execute in the SAP
System.

SAP AG 1999

SAP AG

AC620

4-7