IRF Business Objects. Using Excel as a Data Provider in an IRF BO Report. September, 2009

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Mary Andrews
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1 IRF Business Objects Using Excel as a Data Provider in an IRF BO Report September,

2 Why use Excel Data? Integrating data from: External systems (e.g. foreign accounting and payroll systems) Budget or Estimate Scenarios Division/Dept/Account grouping information To: Add new data objects Combine Like measures (expenses, payroll) Compare data to find variances, like or mis-matched data Create your own groupings (e.g. Departments, accounts) that you can use across reports 2

3 Table of Contents Data provider tool Data Manager Creating the Excel data provider Linking the Excel data to a BO Universe Using the Excel data in a report tab Caveats/Best Practices Troubleshooting Overview 3

data to a BO Universe Using the Excel data in a

4 Data provider tool Data Manager Accessed on the Standard toolbar from the View data button Allows; Renaming providers Link/Unlink Objects between providers Edit/Deleting providers Purge data Export raw data 4

Renaming providers Link/Unlink Objects between

5 Creating the Excel data provider Make sure spreadsheet data is ready! Format data in columns All data in a column should be formatted the same Sub Account and GL account 6 numbers need to be text and should have preceding zero(s) Amounts should have a zero vs. being left blank Remove extraneous titles/rows The first row should contain column headers Use the same names as universe data objects when possible Columns w/out headers will be auto-named (i.e. F1, F2, etc ) 5

be text and should have preceding zero(s) Amounts should have a zero vs.

6 Creating the Excel data provider On the main menu select Data and then New Data Provider Leave the default selection of Access new data in a different way and click on the Begin button Select Others, leave the default entry of Personal data files and click on the Next Button 6

in a different way and click on the Begin button Select Others, leave

7 Creating the Excel data provider 1. Select the Microsoft Excel files (*.xls) format 2. Click the Browse button to find the Excel file you want to use 3. Select the worksheet from the Sheet Name dropdown 4. Leave the Field Selection on All Fields unless you have a range of cells or range name you want to use 5. Check off First row contains column names option 6. Click on the Run button 7

Select the worksheet from the Sheet Name dropdown 4.

8 Linking the Excel Data to a BO Universe To use the Excel data in conjunction with BO universe data, one or more dimensions they have in common must be linked This tells BO how the data can (and can t) be used together 8

or more dimensions they have in common must be linked

9 Linking the Excel Data to a BO Universe Linking is performed in the Data Manager window on the Definitions tab Highlight one of the objects to be linked and click on the Link to button Select the corresponding object in another data provider and click the Ok button Close the data manager when done linking objects 9

linked and click on the Link to button Select the corresponding object in

10 Linking the Excel Data to a BO Universe When a linked object is selected, it and all objects it is linked to will display a checkmark (in the data manager window) Once an object is linked the link button changes to a un-link button. If you make a mistake and link unrelated objects, select one of the objects and click on the un-link button. 10

object is linked the link button changes to a un-link button.

11 Linking the Excel Data to a BO Universe 11

12 Linking the Excel Data to a BO Universe Data Provider 1 (BO Universe) Data Provider 2 (Excel Spreadsheet) PAR Acct6 No PAR Acct Name Empl ID (scrambled) Empl Name (scrambled) PAR SubAcct No Pay Amt Total Linked Dimensions Linked Dimensions Account No. Account Name Empl ID (scrambled) Name (scrambled) HR Title FY09 Revised Budget The Un-linked dimensions from one provider cannot be used unlinked dimensions from another provider Measures should only across providers at the level of the linked dimensions (e.g. not PAR SubAcct No) 12

Account Name Empl ID (scrambled) Name (scrambled) HR Title FY09 Revised Budget The Un-linked dimensions from one provider cannot be

13 Linking the Excel Data to a BO Universe Data Provider 1 (BO Universe) Data Provider 2 (Excel Spreadsheet) PAR Acct6 No PAR Acct Name Linked Dimensions Account No. Account Name Empl ID (scrambled) Empl Name (scrambled) PAR SubAcct No Linked Dimensions Empl ID (scrambled) Empl Name (scrambled) HR Title Pay Amt Total FY09 Revised Budget Making unlinked dimesions in the excel spreadhseet a detail of linked dimensions allows them to be used with the objects in data provider 1 13

Account Name Empl ID (scrambled) Empl Name (scrambled) PAR SubAcct No Linked Dimensions Empl ID (scrambled) Empl Name

14 Linking the Excel Data to a BO Universe Linked Dimensions do not have to have the same name (e.g. SL Acct6, Account No). But make sure they contain the same data! Linked dimension objects should have the same format (e.g. character, numeric, etc.) Common values must be in the same case (Jones and jones are treated unique values) A measure should only be aggregated to the lowest level of data based on the linked data providers 14

15 Using The Excel data in a report tab In the Data tab of the report manager window you can select by data provider at the bottom of the window to organize the data objects available by provider 15

16 Using The Excel data in a report tab How can I make a table from two data providers and only show data common to one or both providers? Once they are linked, each object of linked data providers contains ALL of the values from BOTH queries. If you want to isolate the display to show only records that are in one or both queries, you need to filter for non-null values from some other non-linked measure or detail (of a linked object) on one or both providers. For example; My BO data Available = Not (Isnull (<Pay Amt total>) ) My Excel data Available = Not (IsNull (<FY09 Revised Budget>) ) 16

If you want to isolate the display to show only records that are in one or both queries, you need to filter for non-null values from some other

17 Using The Excel data in a report tab Data displayed by filtering on these formulas; My Excel Data Available My BO Data Available Filter(s) True (1) False (0) not filtered True (1) False (0) not filtered data must be present in both Bo and Excel data must be present in BO and not Excel data must be present in BO data must be present in Excel and not in BO No data will show data must be present in Excel and not in BO data must be present in Excel data must be present in BO and not Excel All data will show 17

data must be present in BO and not Excel data must be present in BO data must be present in Excel and not in BO No data will

18 Using The Excel data in a report tab Excel Dept Grouping Example This spreadsheet could be added to any BO report to add the departmental grouping Adjustment data Example Note all levels of the hierarchy for Sub Acct 6 need to be linked for roll-ups to work 18

departmental grouping Adjustment data Example Note all levels of

19 Caveats Unlinked dimensions (or their details) from different data providers cannot be used together. BO will ghost the unlinked dimensions from one provider when an unlinked dimension from another is selected The path to the Excel file is stored in the BOdoc. So if you share a report or move the Excel file you will need to edit the data provider and browse to the Excel file s location 19

BO will ghost the unlinked dimensions from one provider when an unlinked dimension from another

20 Caveats If your Excel data provider uses a range definition or name and you want to change to a different spreadsheet (tab) in the Excel file; Change the field selection to All Fields Select the sheet name (tab) that has the desired data Change the field selection back to range definition or name and enter the definition or range you need 20

to All Fields Select the sheet name (tab) that has the desired data Change the field

21 Caveats To filter Section values, the filter needs to be global Open the Format Filters window and drag and drop your filter to the Global area When you bring in Excel data, you get ALL the data specified (spreadsheet or range). You can filter it once it is in BO, but this also filters the linked data as well (linked data is treated as one large table). 21

22 Troubleshooting Measures look too big This indicates a Aggregation problem, check that the measures are being used with the correct dimensions and details (turn off aggregation in format table to check) Measures are all the same This could indicate a Cartesian product, check that the data providers are linked properly to each other Or you are try to aggregate to a lower level than the links between providers allow A linked dimension value appears multiple times There may be slight differences in the fields, look for extra spaces, capitalization or different formatting in the Excel spreadsheet 22

23 Troubleshooting When I try to create a table (or a Variable or Formula) I get a message variables are not compatible A "combined block" that contains data from more than one data provider can only have objects that meet one of the following criteria: A dimension object that is linked A detail object associated with a linked dimension object Any measure object Any un-linked dimension objects from a single (one only) data provider You may not include: Unlinked dimensions from two (or more) data providers Detail objects that are not associated with a valid dimension object that can be used Note that measure objects are always allowed, but may or may not provide the proper value based on the linked (or lack of linked) dimensions. 23

24 Overview Create your data providers (Universe and Excel) Link the data providers on common data columns Change Non-linked spreadsheet dimensions to details of the linked dimensions to use them in the report. Create your report with all the data you need from either data provider 24

25 Questions? NSIT/Business Information Services Support (BIS) or check out NSIT/BIS Website ( 25

Microsoft Access Rollup Procedure for Microsoft Office 2007. 2. Click on Blank Database and name it something appropriate.

Microsoft Access Rollup Procedure for Microsoft Office 2007 Note: You will need tax form information in an existing Excel spreadsheet prior to beginning this tutorial. 1. Start Microsoft access 2007. 2.