Using Calendar Processes

10/07/2024 15:36 Using Calendar Processes
Learning
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Introducing SAP Analytics Cloud
Using Calendar Processes

Planning
Planning in Stories
Objectives
After completing this lesson, you will be able to:
Configuring Data Actions

Configure and run calendar processes
Allocating Planning Data

Build Planning Processes
Using Planning
Translating Processes
Currencies for Planning in the Calendar
Watch how Jen and her team at ABC Corporation implemented processes with tasks by region
and notifications to track the status of their progress.
Forecasting and Simulating Planning

Data
Coordinating and Controlling

Processes
Auditing Planning Data

4 mins
Validating Planning Data Input

45 mins
Controlling Data Access with Data

Locking
40 mins
Benefits of Using Planning Processes in the SAP Analytics

Cloud
UsingCalendar
Calendar Processes
68 mins
Planning processes have the following benefits:
Add transparency to steps in the process.

Quiz Completed
Provide ease of access to planning stories from the calendar.
Provide oversight by named reviewers.
Collaborate using notifications, discussions, and emails.
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Dynamically generate tasks based on the driving dimension hierarchy.

Learning
Integrate with data locking tasks.
Use task dependencies.
The Planning Process Settings Panel
Some things to keep in mind when creating a planning process:
1. Due dates: When due dates are exceeded, the tasks retain the In Progress status by default.
Alternatively, tasks can be set to discontinue when due dates are exceeded.
2. Approval levels: To use multiple approval levels, simply add more reviewer rounds. After the
Round 1 reviewer approves a task, then it rolls onto the next reviewer and so on. There's no
limit to the number of reviewer rounds.
3. Create tasks to track the process: Use the SAP Analytics Cloud calendar to create review
tasks. These tasks let you assign someone who will check the work result of another task, for
example, like a general task or a process.
You can create a review task to let one or more assignees check the work result of another
calendar event.
You can assign tasks to colleagues who don't have SAP Analytics Cloud accounts. Simply
use their email address and they’ll receive information on how to get an account.
4. Tracking: Processes can be for you to track tasks or you can assign them to other users. You
can have assignees, reviewers, and viewers for a task.
When you are creating a task, you can add a viewer (Shared with) to all tasks of a Calendar
process simultaneously.
As a task viewer, you have an overview of all tasks that are shared with you in the Calendar.
In tasks with review steps, people who review the work results are called Reviewers. They’re
added as Assignees when the task is being created.
Create and Configure a Planning Process
Task 1: Add the Reviewer Property to the Entity Dimension

Business Scenario
Learning
You've created your income forecast statement and you as you're planning by region, you need to
assign tasks and track the status by the various regions.
/ Browse You
/ Learning Journeys
also must / Leveraging
have each SAP Analytics
region's data approved Cloud Functionality
when completed, for Enterprise
so you need to add/ aUsing …
Planning
reviewer to each task. To do this, you to add the Reviewer property to the Entity dimension.
What skills will you develop in this practice exercise?

In this practice exercise, you will:
Access the Entity dimension

Create the Reviewer property and assign a user for each region
EXERCISE
Start Exercise
Task 2: Create and Configure a Planning Process from the

Calendar
Business Scenario
Now that you've added the Reviewer to the Entity dimension, you’re ready to create a planning
process that includes entering planning data for regions, reviewing the planned data, and locking
the submitted data. You start with creating a planning process from the SAP Analytics Cloud
Calendar.

Access the Calendar

Access the calendar List view
Create the process, including Start Date, Due Dates, Work Files, and Assignees
Activate the process
EXERCISE
Start Exercise
Generating Events
Generate Events with the Wizard

After the process is created, you can generate events (also known as tasks) for the process. For
example, you can generate a series of events by region with reviewers assigned to each of the
tasks created.
Learning
The following exercise will guide you through the six steps of the creation process.
Notes on Event Types

In the Event Types step, you can generate general, review, and data locking tasks automatically.
This reduces manual setup work.
As you configure the step, the Structure Preview to the right of the dialog will update to reflect
the selections.
Generated Event Types for Leaf Members:
General Task and Review Tasks: Creates a general and review task for each leaf member. For
example, you are designing a planning process to submit and review tasks for the Midwest,
Northeast, Pacific, and Southeast regions.
Composite Task: Creates a composite task for each leaf member. This option can still require a
reviewer to approve or reject the task, but the review task won't be visible in the calendar. You
can add a Before Composite Task and After Composite Task locking task if needed.
For example, you are designing a very simple planning process to coordinate and track the
status for the Midwest, Northeast, Pacific, and Southeast regions. The data lock status in the
underlying planning model is set to open by the team leader before the process starts. In the
calendar, you only want to see a composite task for each region, and when the regions are
successfully submitted and approved, the dependent data locking task will lock all four
Learningregions automatically.
Data Locking:
Add Data Locking Tasks: Enabling this allows you to create data locking tasks.
Before General Task: When the parent process starts for an entity, the data lock is open for the
same entity.
After General Task: When the general (dependent) task is submitted for an entity, the data is
restricted for the same entity. When the general task is approved, its status is 100%
Successful.
After All Tasks: When the preceding review task is partially successful, or successful, the data
lock is triggered.
In the following example, the business requirement is to automate data locks by region and
display review tasks in the calendar. The data lock status in the underlying planning model is set
to closed by the team leader before the process starts. When each region starts their planning
process, the data lock is automatically opened. When the general planning task is submitted, the
data lock is automatically set to restricted. When the reviewer approves the results, the data lock
is automatically set to locked. In the calendar, the data lock, general, and review tasks are visible
for each region.
Create a process for groups of tasks: Create a task group made up of general, review, and data
Learning
locking tasks.
Add Planning Tasks Using Generate Events with

Wizard
Business Scenario
Now that you have created and configured your planning process, you now need to add planning
tasks by region. You decide to use the Generate Events with Wizard functionality to quickly create
the tasks using the step by step guided process.

Access the Generate Events with Wizard in the SAP Analytics Cloud calendar
Generate the events by region
Activate the events
EXERCISE
Start Exercise
Schedule Data Locking
Data Locking Tasks

Data locking tasks help you to track planning processes, and make sure that model data is
locked at the right time.
Data locking tasks in the calendar provide structure for your planning process. You'll decide what
data is involved, whether to lock or unlock it, when to make the change, and who's responsible
for changing the locks. Then, the assignees can quickly apply those changes by submitting the
Learning
task.
Before you create a data locking task, you become familiar with how data locking is configured
/ Browse for
/ the
Learning Journeys
model, / owns
and who Leveraging SAP Analytics
the locks. The lockCloud Functionality
owners for Enterprise
will be your assignees for the/task.
Planning Or…if
Using
you need to, you can set up the task first and then edit the model to match it.
Visit the SAP Help Portal for more information on Scheduling Data Locks in the Calendar .
Notifications are sent to the applicable people and the assignees can submit the task between
the start time and the due time.
When a data locking owner submits the task, any data slices that they own within the context of
the task are set to the target lock state.
Create a Data Locking Task

Follow these steps when creating a data locking task:
1. Create the Data Locking Task.

2. Assign the Model and Context (data region).
3. When the task is Submitted, the lock status will be Locked.
Data locking tasks can be used as part of a process and in that way, the process becomes more
complete. Data locking tasks can also be used as standalone tasks.
Note
Data locking tasks are the only tasks that require a planning model in the Process Context.
Add a Data Locking Task

Business Scenario
You've created and configured your planning process and your tasks by region. You want to
create a task to lock the data once the process is complete before submitting data and sending it
for review.

Learning
Access the Data Locking Task from the calendar
Configure and activate the data locking task
EXERCISE
Start Exercise
Define Dependencies Among Calendar Events

In the SAP Analytics Cloud calendar, events can start by a specified Date and Time, at the same
date as their parent process, or by a dependency to other events. With dependencies, you define
which other events need to meet a certain status before your event can start.
You can use dependent tasks to automate your planning process. For example, when raw data is
entered and the associated task is submitted, the system will automatically run a data action and
then automatically lock the data.
Dependent Tasks in the Calendar

In the following example, you can see the different dependent tasks.
1. Input Data: This is a general task type. The user will submit this task.
2. Run Data Action: Dependent on the Input Data task. This task runs automatically.
3. Review: Dependent on Run Data Action task. The user approves or rejects this task.
4. Locked Data: Dependent on Review task. This task runs automatically.
Dependent Tasks: Sequence of Events

The following sequence of events is expected:
Process Start: The Input Data task is triggered on the start date and as the assignee, you're
notified of the task.
Dependent Task: Data Entry and Task Submission: You enter the required data into the table,
which in this example is Jan (2023).
Learning
Once complete, you submit it. The Run Data Action task to copy data from January to February -
December is automatically triggered because it's a dependent task. A notification is sent to the
reviewer that there's data to review.
Dependent Task: Review Task: The review task opens when the data action task is successful.
Review tasks don't use the reviewer property but rather, users are assigned to the task.
The review task must be approved or rejected by an assignee. If rejected, it is sent back to you
for update and resubmission.
Dependent Task: Data Lock Task When the review task is approved, the data lock task runs
automatically.
Planning Process Calendar View

Learning
Monitor Planning Processes
You can monitor your planning process in the calendar's List view. The list view is helpful because
it can help you track your tasks by allowing you to:
Drill into the process hierarchy

Highlight time info
View indicators for recurrence and automatic tasks
Show/hide additional columns
Sorting/reordering of columns
Planning Process Views

It's possible to view the planning processes and the associated tasks using either the Calendar
or List workspaces. In the List workspace, you can view by task only, as follows, or include a Gantt
list.
Planning Process with Gantt Chart

In the following example, a planning process is displayed in the SAP Analytics Cloud Calendar
with the Gantt view enabled. It includes the planning process with tasks for four cost centers that
require input.
It's possible to change dates for tasks in the process by simply dragging the bars in the Gantt
view. When you move the process, the change is automatically applied to the task.
Discussion
You can discuss the work progress on your process or tasks directly in the calendar. From the
panel, choose Open discussion in the heading section, opening the Discussions panel. Here,
you'll find everyone assigned to your process listed, and you can start a new discussion.
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In this example, you can see that the Discussion icon is highlighted for a data locking task.
Learning
Manage Tasks in a Story

You can access the tasks assigned to you from the calendar. You can launch the relevant
planning story directly from the calendar, simply by clicking the related work file.
In this example, clicking the Work File will launch the story for the entire process. However,
clicking individual tasks, for example Midwest will open a story that is restricted via a story filter
for that task.
Note
You can find all work files of a task or a process in the header section. In addition to stories
and analytic applications, you can add URL links as work files to your tasks or processes.
For example, you want to add a link to a custom web application or an SAP Analysis for
Microsoft Office document (workbook or presentation).
Notifications
You'll be notified in SAP Analytics Cloud of any pending tasks, however, you'll also receive an e-
mail notification that includes a link to the task.
Learning
Submit or Reject Tasks as a Reviewer

After a task is submitted, the reviewer is notified. If the reviewer rejects the task, you'll be notified
and the status of the task goes back to the In Progress status.
Reopen Events
Owners of calendar events can reopen events that have been accomplished, partially
accomplished, or canceled. For example, as owner of large planning processes, you can follow-
up on issues with finished child processes or tasks and reopen them.
Run the Planning Process
Task 1: Update the Plan Data From a Task

Business Scenario
As the planner responsible for the Midwest, Northeast, Pacific, and Southeast regions at ABC
Corporation, you must update the planned data for each region and submit them to be reviewed.

Access the P_Plan - Midwest task from the SAP Analytics Cloud calendar
Open the work file from the Composite Task panel
Update the data for all regions and submit the plan for review, triggering a notification to the
Learningreviewer
/ Browse / Learning
E X E R CJourneys
ISE / Leveraging SAP Analytics Cloud Functionality for Enterprise Planning / Using …
Start Exercise
Task 2: Review and Evaluate Submitted Changes

Business Scenario
As the reviewer for the Midwest, Northeast, Pacific, and Southeast regions, you are
responsible for reviewing and approving or rejecting the planned data as submitted by the
planner.

Access each of the tasks from your Notifications

Review and either approve or reject plan data
EXERCISE
Start Exercise
Task 3: Revise and Resubmit Plan

Business Scenario
As the planner responsible for the Southeast region, you receive notification that the reviewer
has rejected your submitted data. You review and realize there is a mistake and must update it
and resubmit it for review.

Access the task from your Notifications

Open the work file from the task
Update table data, publish it, and resubmit
EXERCISE
Start Exercise
Task 4: Lock the Data Using the Data Locking Task

Learning
Business Scenario
The reviewer has approved your updated plan and as the plan owner now you can lock data in
/ Browse the plan by Journeys
/ Learning submitting
/ the data lock
Leveraging SAPtask. OnceCloud
Analytics you have lockedfor
Functionality the data, you
Enterprise can submit
Planning the full
/ Using …
process to complete it.

Access the Calendar

Select the data locking task for the process
Submit the data locking task from the Data Locking Task panel
Verify the data locking in the story
Submit the Process
EXERCISE
Start Exercise
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10/07/2024 15:36 Using Calendar Processes

Introducing SAP Analytics Cloud

Using Calendar Processes

After completing this lesson, you will be able to:

Configuring Data Actions

Allocating Planning Data

Forecasting and Simulating Planning

Coordinating and Controlling

Auditing Planning Data

Validating Planning Data Input

Controlling Data Access with Data

Benefits of Using Planning Processes in the SAP Analytics

Add transparency to steps in the process.

Dynamically generate tasks based on the driving dimension hierarchy.

Create and Configure a Planning Process

Task 1: Add the Reviewer Property to the Entity Dimension

What skills will you develop in this practice exercise?

Access the Entity dimension

Task 2: Create and Configure a Planning Process from the

What skills will you develop in this practice exercise?

Access the Calendar

Generate Events with the Wizard

Notes on Event Types

Generated Event Types for Leaf Members:

Add Planning Tasks Using Generate Events with

What skills will you develop in this practice exercise?

Schedule Data Locking

Data Locking Tasks

Create a Data Locking Task

1. Create the Data Locking Task.

Add a Data Locking Task

What skills will you develop in this practice exercise?

In this practice exercise, you will:

Define Dependencies Among Calendar Events

Dependent Tasks in the Calendar

Dependent Tasks: Sequence of Events

Planning Process Calendar View

Drill into the process hierarchy

Planning Process Views

Planning Process with Gantt Chart

Manage Tasks in a Story

Submit or Reject Tasks as a Reviewer

Run the Planning Process

Task 1: Update the Plan Data From a Task

What skills will you develop in this practice exercise?

Task 2: Review and Evaluate Submitted Changes

What skills will you develop in this practice exercise?

Access each of the tasks from your Notifications

Task 3: Revise and Resubmit Plan

What skills will you develop in this practice exercise?

Access the task from your Notifications

Task 4: Lock the Data Using the Data Locking Task

What skills will you develop in this practice exercise?

Access the Calendar

Site Information Quick Links About SAP Support and Contact

Privacy Download Catalog (CSV, Company Information Share Feedback

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