Using Master Data t Create Xcelsius Dashbards Applies t: BusinessObjects - Xcelsius. Fr mre infrmatin, visit the Business Objects hmepage. Summary This paper explains hw Master Data can be used effectively t create Xcelsius Dashbards. This paper explains the simple Excel frmulas that can be used s thusands f rws f data can be used t create Xcelsius Dashbards. Authr: Bhargava Kumar Sista Cmpany: Intelligrup, Inc. Created n: 28 December 2009 Authr Bi The authr wrks as a Principal Cnsultant with Intelligrup, Inc. He has extensive experience wrking with SAP BW and BusinessObjects Suite. 2010 SAP AG 1
Table f Cntents Intrductin... 3 Scenari... 3 Wrkbk... 3 Queries in the Wrkbk and Tabs... 3 Tab 1: Master Data... 3 Tab 2: Summary by Area... 4 Tab 3: Summary by Prduct... 4 Tab 4: Dashbard Values... 5 Frmulas in Each f the Tabs... 6 Summary by Area... 6 Summary by Prduct... 7 Dashbard Values... 8 Xcelsius Dashbard... 10 Cnclusin... 12 Related Cntent... 12 Disclaimer and Liability Ntice... 13 2010 SAP AG 2
Intrductin The task is t create a dashbard n thusands f rws f data. It is pssible t use Master Data and a few Excel frmulas t effectively create a wrking dashbard n a large dataset. Scenari A cmpany is divided int seven areas and has 14 prducts. (A small dataset is used here just fr illustratin. As mentined abve, this can als be accmplished fr a much larger dataset incrprating mre characteristics.) Wrkbk Queries in the Wrkbk and Tabs Tab 1: Master Data Create tw Master Data queries fr Prducts and fr Areas with Key and Descriptin. Replace headers with All Prducts and Cmpany in the wrkbk. Name this wrksheet tab as Master Data. 2010 SAP AG 3
Tab 2: Summary by Area Create a query with Area, Prduct, and Sales Value by quarter fr current year. Place this query in the wrksheet Summary by Area. The verall result shuld be at the tp f the query utput. Tab 3: Summary by Prduct Create a query with Prduct, Area and Sales Value by quarter fr current year. Place this query in the wrksheet Summary by Prduct. The verall result shuld be at the tp f the query utput. 2010 SAP AG 4
Tab 4: Dashbard Values Create a table with clumns Descriptin and Key and rws Area and Prduct. Cpy the frmula belw t derive the Key value frm Master Data. Fr deriving Area key use the INDEX & MATCH Frmula. =IF(F3="","",INDEX('Master Data'!E4:E11,MATCH($F$3,'Master Data'!F4:F11,0),1)) Fr deriving the Prduct Key use the INDEX & MATCH Frmula. =IF(F4="","",INDEX('Master Data'!B4:B18,MATCH($F$4,'Master Data'!C4:C18,0),1)) 2010 SAP AG 5
Frmulas in Each f the Tabs Summary by Area Have clumn numbers frm 1 t 6 fr Prduct, Area and the fur quarters f 2009. T knw the rw number f first ccurrence f the Area, use the frmula =MATCH('Dashbard Values'!$G$3,$B$6:$B$103,0) T knw the number f rws the Area recurred, use the frmula =COUNTIF($B$6:$B$103,'Dashbard Values'!$G$3) T knw the first rw number, use frmula =I5 T knw the rw numbers where Area recurred, use frmula =IF(K5="","",IF(K5+1>($I$5+$J$5-1),"",K5+1)) T fill the Area, Prduct and Sales Values by Quarter fr the selected Area and all the prducts, use the frmula =IF(K5="","",INDEX($B$6:$G$103,$K5,L$2)) T knw the ttal f sales f all the prducts fr the selected area, use the frmula =SUM(N5:N18), =SUM(O5:O18), =SUM(P5:P18) & =SUM(Q5:Q18). 2010 SAP AG 6
Summary by Prduct Have clumn numbers frm 1 t 6 fr Prduct, Area and the fur quarters f 2009. T knw the rw number f 1 st ccurrence f the Area, use the frmula =MATCH('Dashbard Values'!$G$4,$B$6:$B$103,0) T knw the number f rws the Area recurred, use the frmula =COUNTIF($B$6:$B$103,'Dashbard Values'!$G$4) T knw the first rw number, use frmula =I5. T knw the rw numbers where Area recurred, use frmula =IF(K5="","",IF(K5+1>($I$5+$J$5-1),"",K5+1)) T fill the Area, Prduct and Sales Values by Quarter fr the selected Area and all the prducts, use the frmula =IF(K5="","",INDEX($B$6:$G$103,$K5,L$2)) T knw the ttal f sales f all the prducts fr the selected area, use the frmula =SUM(N5:N11), =SUM(O5:O11), =SUM(P5:P11) & =SUM(Q5:Q11) 2010 SAP AG 7
Dashbard Values There are fur pssibilities fr dashbard values: Area = Cmpany, Prduct = All Prducts Displays quarterly sales fr the entire cmpany fr all the prducts tgether. Derive Area & Prduct frm the selectins. Derive the Quarterly sales frm Summary by Area tab fr Cmpany and All Prducts. Area = Cmpany, Prduct NE All Prducts Display quarterly sales fr the entire cmpany fr the selected single prduct. Area NE Cmpany, Prduct = All Prducts Display quarterly sales fr the Selected Area and the entire range f prducts. 2010 SAP AG 8
Use the MATCH frmula t knw the first rw f ccurrence f the selected Prduct in the Summary by Area tab. Use the COUNTIF frmula t knw the number f times the prduct recurred in the abve table. Use INDEX & MATCH frmula t derive the quarterly sales values frm the abve table based n the selected Area and Prduct. If the there are n sales figures fr the given selectins, the Frmula will return #N/A. T nt display this we can use frmula ISNA t display <blank> if #N/A is returned. Area NE Cmpany, Prduct NE All Prducts Display quarterly sales fr the selected Area and the selected Prduct. Derive Area & Prduct frm the selectins. Derive the quarterly sales frm Summary by Area tab fr Cmpany and All Prducts. 2010 SAP AG 9
In the T the Dashbard sectin, use an IF statement t ppulate the final table based n the selectins made. Xcelsius Dashbard 1. Imprt the wrkbk t Xcelsius. 2. Drp tw Cmb Bxes int the canvas. 3. Select the first Cmb Bx (Cmb Bx 1). Set Insertin Type t Filtered Rws. 4. Select Labels. Select 'Master Data'!$F$4:$F$11. 2010 SAP AG 10
5. Select Surce Data. Select 'Master Data'!$F$4:$F$11. 6. Select Destinatin. Select 'Dashbard Values'!$F$3. 7. Select the secnd Cmb Bx (Cmb Bx 2). Set Insertin Type t Filtered Rws. 8. Select Labels and select 'Master Data'!$C$4:$C$18. 9. Select Surce Data and select 'Master Data'!$C$4:$C$18. 10. Select Destinatin and select 'Dashbard Values'!$F$4, 11. Drp a Spreadsheet Table int the canvas. Select 'Dashbard Values'!$G$40:$L$42 in Display Data (i.e., the table under T the Dashbard). 12. Save the Xcelsius file. Exprt t PDF.. In the resulting PDF, the quarterly sales by All Prducts fr the entire Cmpany can be seen. Alternately, select individual areas f the cmpany and prducts. 2010 SAP AG 11
Cnclusin This methd can be expanded t reprt n much larger data sets. I have created dashbards with data with as many as 15000 rws fr each f the queries. Be aware that the time taken fr results t shw in the PDFs after selectin can take up t three secnds fr such large data amunts. Enjy creating Xcelsius Dashbards! Related Cntent Xcelsius Gurus - Tp 10 Excel Tips fr Success A Six-Step Apprach t Design an Xcelsius Dashbard Creating Dashbards with Xcelsius 2008 2010 SAP AG 12
Disclaimer and Liability Ntice This dcument may discuss sample cding r ther infrmatin that des nt include SAP fficial interfaces and therefre is nt supprted by SAP. Changes made based n this infrmatin are nt supprted and can be verwritten during an upgrade. SAP will nt be held liable fr any damages caused by using r misusing the infrmatin, cde r methds suggested in this dcument, and anyne using these methds des s at his/her wn risk. SAP ffers n guarantees and assumes n respnsibility r liability f any type with respect t the cntent f this technical article r cde sample, including any liability resulting frm incmpatibility between the cntent within this dcument and the materials and services ffered by SAP. Yu agree that yu will nt hld, r seek t hld, SAP respnsible r liable with respect t the cntent f this dcument. 2010 SAP AG 13