IFSBusinessAnalyticsTM 20080625

IFS/Business Analytics
The best of both worlds
Extend your reach
For your eyes only
IFS/Business Analytics is a business intelligence solution

that extends Microsoft Excel from a desktop
productivity tool to a full-fledged enterprise-scale
client for reporting and analysis
Easier, more efficient, secure reporting

supports information workers
through intelligent desktops
Functionality Overview
Design your own

reports using
standard Excel
functionality
Update data in
IFS Applications
from Excel
spread sheets
Make analyses
with data from IFS
Applications in
Excel Pivot
Enterprise reporting
Planning
Ad-hoc
Overview
An IFS built, Excel add-in
For reporting, analysis and planning

With 100% Excel experience
Access data from any business process within IFS Applications
optimized for information workers:
Financials, projects, work order, etc

Business users can generate the most accurate, useful spreadsheet
reports possible using the tools they already know.
They get fully functional managed spreadsheet reports, with formulas,
graphics and formatting intact, that they can use their existing Excel
skills to analyze and manipulate to meet their exact needs.
Statnett
Departmental reports (Profit/Loss and Project) approx. 20
different report book templates daily. Distributed to approx. 200
user
Divisional reports (Profit/Loss and Project) 5 different report
books templates monthly
Company group reports (Profit/Loss, Balance Sheet and Projects)
- monthly
SMALL DEMO
More on functionality
IFS/BI Services (Solution Manager)
New storage and presentation of the data within IFS Applications

Meta Data that transforms data into logical information templates
Administration and configuration
Data base storing and publishing of report templates
IFS/Info Services
Online and scheduled report deployment and delivering

IFS/Document Management
Scheduled reports can automatically be stored in Document

Management
Data Presentation
Simplified generation of information templates for various types of analysis
Dimension
tables
Dimension
tables
Fact
Dimension
tables
Dimension
tables
Using materialized views and meta data based on star schema design
More on functionality
IFS/BI Services (Solution Manager)
New storage and presentation of the data within IFS Applications

Meta Data that transforms data into logical information templates
Administration and configuration
Data base storing and publishing of report templates
IFS/Info Services
Online and scheduled report deployment and delivering

IFS/Document Management
Scheduled reports can automatically be stored in Document

Management
Architecture
.Net addition
dimensions
fact
.Net access provider
Business Logic
Extended server (Web Services SOA)

Application core
Data Mart
Meta Data
Views
Tables
FOR YOUR EYES ONLY

SECURE BY DESIGN SECURE BY DEFAULT
With IFS/Business Analytics, your data is protected with the

same high level of security as IFS Applications down to row
level security
Accurate and secure data capture and storage data from Excel
is saved in the IFS database
Secure workspaces
Proactive monitoring of controls
The integration and data access is based on .Net, IFS SOA and no
usage of SQL which protects the IFS database from vulnerability
THE QUICK GUIDE TO

BUSINESS ANALYTICS
Starting IFS Business Analytics

IFS Business Analytics is a smart document, i.e. the code is built
into the Excel document, so there is no traditional executable.
There are different ways to start IFS BA:
Start Menu Option IFS Business Analytics (opens the xlt-template)

Open the xlt-template from its location
Short-Cut
Open a BA report stored locally (not from the Network or Outlook)
Open a BA report from IFS Applications
The connection code is on the document level, why it will be
required to log on once for each document.
Smart documents are developed solutions that tie business logic and custom actions to the contents of a
Microsoft Excel document.
Starting IFS Business Analytics

There are two core xlt versions shipped with IFS BA:
IFSBusinessAnalytics.xlt (no macros)
IFSBusinessAnalyticsplus.xlt (signed macros to show display items)
The xlt can be personalized if required, but any personalization

will be lost when a new MSI is released
The Document Action Pane

IFS Business Analytics uses custom Document Actions task panes,
one for the end-user and one for the designer mode. The task pane is
contextual and will at times vary based on the cursor setting.
To change the width of a docked task pane, move the pointer over the
outside edge until it changes to a double-headed arrow, and then drag the
edge of the task pane to the new size. If all icons cant be displayed they
are accessible from the drop-down list that appears:
Pane: A dockable dialog window that gives users a convenient way to use commands, and
modify their documents. A Pane can contain one or more pages, and each page is broken up
into sections, tabs. IFS Business Analytics uses the Document Actions Pane.
The Document Action Pane

If the task pane is not visible it is possible to use Hide /Show Task Pane
Shortcut Key CTRL+F1 or from the main menu select View and choose
Task Pane.
If the Document Action task pane is not visible, click the Task Panes list
(the task pane name at the top of the task pane is actually a drop-down
list), and then click the Document Action task pane. You can also press
CTRL+SPACE to open this list if the task pane is active. The task pane is
active when you open it or click in it.
Security when using IFS macros

Possible to use up to High Security
First time it is needed to trust signed IFS Macros
EXERCISE 1
Information Templates
An Information Template holds information about a specific fact table, e.g.
sales and cost, within IFS Applications. Star Schema design is used to
connect a number of applications. This eliminates the need for the
designer to join tables or views when designing the report.
The drop-down list can be used to
select the active information template.
Fact related information is always
displayed under the Items folder.
Additional folders hold information
about related dimensional data.
It is possible for you to use both fact
and dimension items as a display field
in the report layout by using drag-anddrop from the pane into the MS Excel
worksheet.
Dimensional Data is duplicated in each Information Template where they
are used. The intention is to make it easier for the designer to see the
relationship between a Fact and its Dimensions. Technically it is still only
one Dimension.
Company for example will show in several Information Template and when
you mix more than one Information Template that uses Company; it
doesnt matter from which Information Template you select a Dimension
Item related to Company.
Selecting Information Templates
Select which Information Templates that should be made available for a
report by using the Configure Source Navigator button, found at the top
of the IFS Business Analytics task pane.
It is also possible to customize each Information Template by selecting a

Node or an Item and right-click to hide or show items.
Fact Items and Data Sets
A Data Set will be generated for each Fact

Item, e.g. Balance Amount, included in the
design.
The Data Set (Design Row)

IFS Business Analytics primarily uses Design Rows and Columns to
add Dimensional Items to Data Sets.
A Design Row is an IFS defined design control and consists of one
or several rows within an Excel Sheet.
.
The Data Set (Design Column)

A Design Column is an IFS defined design control and consists of
one or several columns within an Excel Sheet.
.
Fact Items and Data Sets
It is possible to mix Fact Items from

different Information Templates in the same
Design Row/Column but this needs to be
consider properly in design.
The Resulting Data Set

So all Dimensional Items that exists together with a Fact Item within
a Design Row or Column as Display Items will be included in the
resulting Data Set.
The Resulting Data Set - Repeaters

The Resulting Data Set is also based on Repeaters.
Repeaters are connected to Design Rows or Design Columns and
are used to repeat Excel rows and columns based on the number of
resulting items. In this example a repeater that will repeat row 6
based on each Account in the resulting data set
The Resulting Data Set - Repeaters

And a repeater that will repeat column C based on each Accounting
Period in the resulting data set
Repeaters
It is possible to define several repeating levels for the same
Repeater.
An inner level Repeater must always be inside the range of the outer Repeater
and Repeaters for the same element, e.g. rows can not overlap each others
ranges.
The range defined for a repeater is modified relatively when rows or

column are inserted or removed outside the range of a repeater.
The range will be expanded or reduced when rows or columns are
inserted within the range of the repeater.
If the Design Row or Column shouldnt be repeated, use a Display
Item that wont result in repeating; e.g. Company if the report is
company specific.
Repeaters
It is important to think about the relationship between display items
and repeaters. If not you might unintentionally end up in the following
situations:
If a Display Item is not unique for a repeater instance it will show as a min-max,
i.e. Min Value Max Value. For example using Accounting Period as a Display
Item, when Year is used as Repeater.
If an opposite scenario the same will be shown for several or all repeater
instances. For example using Year as a Display Item, when Accounting Period is
used as Repeater.
It is not possible to use a Repeater Item that is not represented in all

Fact Maps related to the Design Row/Column. This will result in an
error. Note that nothing prevents using Display Items that are not
represented in all Fact Maps related to the Design Row/Column.
Report Book
A Report Book is an IFS defined design control valid for the entire Excel
Workbook.
The following can be defined for a Report Book:
Parameters
Filter Criteria or Advanced Criteria
Design Sheet
A Design Sheet is an Excel sheet with additional IFS defined design
controls.
The following can be defined for a Design Sheet:
Filter Criteria
Filter Criteria limits the number of transactions/records, consist of
item references, operators and values.
Filter Criteria can be defined for different levels in the design, i.e.
Report Book, Sheet, Design Row, Design Colum and Cell.
Design Cell
A Design Cell is an Excel cell with additional IFS defined design
controls.
The following can be defined for a Design Cell:
Write Back
Zoom In and Drill Down
Filter Criteria
Filter Criteria for Report Book will be inherited for the lower levels,
according to the order listed above, unless, another Filter Criteria is
based on the same Fact or Dimension Item or if Advanced Criteria is
defined for a level.
Note that it is always possible to select the Advanced tab to see the
complete filter criteria for any level.
It is important to consider where on what level to place Filter Criteria

when different Fact Maps are used in the design.
Design a Basic Report

Firstly, it is worthy to mention here that two approaches can be used
when creating a report, either:
You can start with the Excel layout/logic mixed with Display Items
provided by IFS Business Analytics and then proceed to using
more advanced design features such as parameters, filter criteria,
design rows and columns etc, or
You can start off with the Display Items and the Business Analytics
design before adding the Excel layout/logic.
Combination of both the above approaches.
Cache Option
When modifying the design and the report takes some time to
execute, it is possible to use the cache option.
The cache option will use data already gathered for data sets that
are not affected by design changes since the last execution.
The cache option will be defaulted when available, but it is
possible to hide and/or deselect to always use fresh or cached
data.
To retrieve the dialog use Report Book/Options.
EXERCISE 2
Advanced Filter Criteria

Filter Criteria only supports AND statements. Advanced Filter Criteria
also supports OR, but due to the strict security it is not possible to
enter native SQL statements.
When Advanced Criteria is defined it will stop the inheritance criteria
from upper levels and the Filter Criteria tab will be disabled for the
level
It is recommended to first enter as much as possible in the Filter
Criteria before selecting Advanced Criteria
Zoom In and Drill Down

Zoom In and Drill Down make the reports interactive. By enabling
these features it will be possible first of all to continue to analyze
directly in the report by giving more information about the underlying
data related to a resulting value in a report.
Zoom In will perform a detail break down within the same data
source.
Drill Down will perform a detail break down from a related data
source, e.g. from general ledger balances to general ledger
transactions.
The options can only be enabled when a fact item is enabled for
Zoom In or Drill Down in IFS Meta Data Repository.
Report Parameters
Report Parameters allow report designer and users to select or
enter values that are used when a report is processed.
In Filter Criteria, you can include references to report parameters.
They will be shown in the lower section of the List of Values dialog.
Because filter criteria can be used throughout a report definition to
control content or appearance, report parameters provide a powerful
way to customize a report.
When the parameter is saved it will become visible in the Display
Parameters area and by expanding the parameter it will be possible
to use the Parameter Name, Value and the additional display item if
defined, as display items in the report design by the use of dragand-drop.
The parameters will show up in List of Values when defining Filter
Criteria, as &ParameterName, e.g. &Date.
Copy Design Sheet
1. Select the Excel sheet to be copied.

2. Right Click and select the Copy Design Sheet option from the shortcut menu.
3. Select the Sheet where the Design should be copied to.
4. Right Click and select the Paste Design Sheet option from the shortcut menu.
If there are no free sheets available, insert a new Excel sheet first.
Copy Design Row/Column
1. Select any of the Excel rows/columns included in the top range of the
Repeater tab for the Design Row/Column to be copied.
2. Right Click and select the Copy Design Row/Column option from the
short-cut menu.
3. Select the Excel row/Column where the new Design Row/Column
should start.
4. Right Click and select the Paste Design Row/Column option from the
short-cut menu.
If the range that should be copied includes both Design Row/Column
information and plain Excel features it is recommended to first do a
normal excel copy and paste of the entire range of rows/columns and
then to perform the Copy Design Row/Column option.
Delete Design Row/Column
Remove all Repeater information in the related Repeater tab

Or
Select and Delete all Excel row/columns referred to in the top range
in the related Repeater
Remove a Repeater Level
Select the line in the Repeater tab the same way a row is selected in
Excel and use Delete.
Or
Select the rows or columns in the Excel sheet defined as Start and
Stop and Delete.
Note if all Repeater levels are removed the related Design Row or
Column will also be removed when the active Design Row control
Charts
IFS Business Analytics uses Excels native Chart functionality.

There are however some important things to be aware of when
designing a chart in design mode:
It is not possible to refer to a range as Data Range for the chart if
cells included will be affected by the repeater logic. It is required to
refer to single cells in this case, but note that Excel will
automatically change adjacent cell to a range, thus it is required to
add empty rows or columns that are set to hidden so that they are
separated. To create multiple references to a data range hold down
the Control key when selecting cells. The result will appear
something like this:
=Sheet1!$A$9;Sheet1!$K$9
Charts
It is not possible to use a chart if its Data refers to an inner repeater

The recommendation is to start simple and gradually make the
design more complex.
Both Charts and Graphics can be affected by the repeater logic. To
enable resizing of an object during report processing, make sure
that the size at least covers the width of a repeating row or column.
THE SUPREME REPORT

DEMO
EXERCISE 3
Pivot Report
It is possible to design data similar to the report design and to use a

pivot report. Pivot tables allow you to quickly summarize and
analyze large amounts of data in lists and tables by dragging and
dropping columns to different rows, columns, or summary positions.
Items from multiple Information Templates can be used in the same
Pivot report.
Filter Criteria can be given for the Pivot or for each Information
Template used in the Pivot design.
Filter Criteria for Report Book and Sheet will be inherited for to the
Pivot, unless, Filter Criteria for the Pivot is based on the same Fact
or Dimension Item or if Advanced Criteria is defined.
EXERCISE 4
Info Services and Document

Management
It is possible to publish BA reports into IFS Application so that they
can be ordered from Excel or Info Services

Management
Note that it is the Description that will be displayed as Report ID in
Info Services and that a newly published report will be loaded first
when you start an IFS Applications executable, i.e. no automatic
refresh of reports. It is also possible to un-publish reports from here.
Info Services
All BA reports will be in the IFS Business Analytics folder

Management
There is support for parameters and a basic support for List of
Values.
Info Services
It is possible to edit Report
Parameters

Management
It is also possible to open reports from the Report Archive

Management
Select Archive the report as a document
Enter the Document No (No LoV)
Document Management
Add the New Documents portlet to the Personal Portal
Use the View icon to open the report
Document Management
The Advantage of Document Management
Access Control
Distribution
Electronic Signature
EXERCISE 5
Write-Back
The write-back functionality allows data from a report to update
IFS Financials. The write-back option is enabled in IFS Meta
Data for a fact item.
The write-back functionality can be used for planning,
budgeting, forecasting and similar scenarios.
Reporting and write-back can be combined in the same report
design.
There is no need to have a display item in the cell to be used for
write-back and it is possible to use any display item in the cell
regardless of what field item is defined for write-back.
It is also possible to use formulas or functions for design cell
set up for write-back.
Write-Back
The Budget Template must be in Released or Rejected state to
allow budget entry (write-back)
Only the Budget Responsible can perform budget entry (writeback)
The entire Excel file will be stored in IFS Application.
EXERCISE 6
THE DIPLOMA REPORT

FREE EXERCISE

IFSBusinessAnalyticsTM 20080625

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IFS/Business Analytics

The best of both worlds

Extend your reach

For your eyes only

IFS/Business Analytics is a business intelligence solution

Easier, more efficient, secure reporting

Design your own

An IFS built, Excel add-in

For reporting, analysis and planning

Financials, projects, work order, etc

New storage and presentation of the data within IFS Applications

Online and scheduled report deployment and delivering

Scheduled reports can automatically be stored in Document

New storage and presentation of the data within IFS Applications

Online and scheduled report deployment and delivering

Scheduled reports can automatically be stored in Document

.Net access provider

Extended server (Web Services SOA)

FOR YOUR EYES ONLY

With IFS/Business Analytics, your data is protected with the

THE QUICK GUIDE TO

Starting IFS Business Analytics

Start Menu Option IFS Business Analytics (opens the xlt-template)

Starting IFS Business Analytics

IFSBusinessAnalytics.xlt (no macros)

IFSBusinessAnalyticsplus.xlt (signed macros to show display items)

The xlt can be personalized if required, but any personalization

The Document Action Pane

The Document Action Pane

Security when using IFS macros

It is also possible to customize each Information Template by selecting a

Fact Items and Data Sets

A Data Set will be generated for each Fact

The Data Set (Design Row)

The Data Set (Design Column)

Fact Items and Data Sets

It is possible to mix Fact Items from

The Resulting Data Set

The Resulting Data Set - Repeaters

The Resulting Data Set - Repeaters

The range defined for a repeater is modified relatively when rows or

It is not possible to use a Repeater Item that is not represented in all

It is important to consider where on what level to place Filter Criteria

Design a Basic Report

Advanced Filter Criteria

Zoom In and Drill Down

Copy Design Sheet

1. Select the Excel sheet to be copied.

Copy Design Row/Column

Delete Design Row/Column

Remove all Repeater information in the related Repeater tab

Remove a Repeater Level

IFS Business Analytics uses Excels native Chart functionality.

It is not possible to use a chart if its Data refers to an inner repeater

THE SUPREME REPORT

It is possible to design data similar to the report design and to use a

Info Services and Document

Info Services and Document

Info Services and Document

Info Services and Document

Info Services and Document

Use the View icon to open the report

THE DIPLOMA REPORT