DEMO SCRIPT

STATE AND LOCAL

PROCUREMENT ANALYSIS

DOCUMENT CLASSIFICATION: INTERNAL

General Information:  Public Sector / State and Local Governments

 Business Objects
 Value Scenario
 Global

Authors:  I057987

Date Last Updated: Feb 2014

©SAP AG 2012 / INTERNAL / SCENARIO ID:

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TABLE OF CONTENTS

1. Demo Script Overview ......................................................................................................... 4

1.1. Demo Description ...................................................................................................................................... 4
1.2. Protagonists .............................................................................................................................................. 4
1.3. Business Pain Points................................................................................................................................. 4
1.4. Key Messages and Value Proposition ...................................................................................................... 4
1.5. Storyflow Summary ................................................................................................................................... 4

2. Technical Requirements...................................................................................................... 5
2.1. Prerequisites (If Any) ................................................................................................................................. 5
2.2. System Access Information ....................................................................................................................... 5
2.2.1. System Landscape ...................................................................... Error! Bookmark not defined.
2.2.2. System Access ............................................................................................................................. 5
2.2.3. Users ............................................................................................................................................ 5
2.3. Release for Used Components ................................................................................................................. 5

3. Demo Script .......................................................................................................................... 6

3.1. Story Flow ................................................................................................................................................. 6
3.2. Step-By Step Guide................................................................................................................................... 7
3.2.1. Release Order Proposals (Example) ........................................................................................... 7

4. Appendix ............................................................................................................................. 15
4.1. Document Updates Notes ....................................................................................................................... 15

©SAP AG 2011 / I NTERNAL / SCENARIO ID:

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1. DEMO SCRIPT OVERVIEW

1.1. DEMO DESCRIPTION

In today’s world of State and Local procurement, analyzing what is being spent is critical to understanding the buying
power of the procurement team members. This demonstration will allow the procurement audience to understanding
spending trends across different organizations.
 This will highlight how the State and Local organizations view and manage spending across elongated periods of
time.
 This will highlight how SAP BOBJ capabilities can provide immediate transparency across spending trends.

1.2. PROTAGONISTS
Procurement Office – State and Local

1.3. BUSINESS PAIN POINTS

Public Sector agencies purchase millions of dollars every year for the different government agencies. They don’t have
good reporting that allows them to view what they are buying from different suppliers. The reason why this is such a
problem is because it prohibits them from negotiating better discounts with their vendors for better savings. Also, they
are unable to see how much they are spending across their different categories. This impacts budget forecast and
leads to agencies under budgeting their dollars for future periods.

1.4. KEY MESSAGES AND VALUE PROPOSITION

- Need for spending transparency to improve budget forecasts
- Dependable solution required for negotiating with vendors
- Real time analytics provides immediate savings and greater buying authority

1.5. STORYFLOW SUMMARY

Overview of the steps and the pathway to resolve the pain points of a buying center. This can be:

 View Spending Summary (Dashboard)

 Ad Hoc Analysis for Spending Patterns
 Spending trends
 Exploration of Procurement Data

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2. TECHNICAL REQUIREMENTS
2.1. PREREQUISITES (IF ANY)
Prerequisites

2.2. SYSTEM ACCESS INFORMATION

2.2.1. System Access

This demo is available from the SAP Demo Cloud, in the following showrooms:

- HANA-BI-EIM regional showroom (edition 2014 V1 onwards).

- BI-EIM Lean showrooms
- Green Phoenix

For specific details on how to connect to the showrooms above (including mobile setup), please refer to the
documentation: SAP Demo store, demo 9169:

https://www.sapdemostore.com/scenario/9169

For SAP Demo cloud generic information (access, registering, set up SDC connector, etc.) please go to the
SAP Demo Store documentation „How to Access the SAP Demo Cloud?“:

https://www.sapdemostore.com/scenario/8024

2.2.2. Users

Predefined User (Role) Password Component

smithjo welcome Example: Buyer and Accounts Payable

2.3. RELEASE FOR USED COMPONENTS

Software Component Release Support Pack

SAP BusinessObjects BI platform 4.1 SP01

SAP BusinessObjects Dashboards 4.1 SP01

SAP BusinessObjects Web Intelligence 4.1 SP01

SAP BusinessObjects Explorer 4.1 SP01

©SAP AG 2013 / SCENARIO ID: 8137

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3. DEMO SCRIPT

3.1. STORY FLOW

The procurement office receives thousands of orders for supplies and goods across the organization. Their need is to
provide a single location to understand spending summaries and also understand their buying power with the different
vendors.

1. Procurement officer reviews the dashboard for spending patterns

2. The officer needs to be able to view Supplier details across different organizational layers (Webi)
3. The officer reviews all spending patterns across fiscal year
4. Through self-service discovery, the officer identifies the top vendors for different spending categories

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3.2. STEP-BY STEP GUIDE

3.2.1. Release Order Proposals (Example)

What To Do What You Should See What To Say

Step 1.0
The procurement officer can review the
Login to BOE system: financial metrics to review current
 http://cldvmxwi00059.wdf.sap.corp:8080/ spending.
BOE/BI
 User/Password: smithjo/welcome
 Navigate to the following location:
 Public Folder -> BI-EIM-> Public Sector-
>Government -> -State and Local
Procurement -> Dashboards ->Budget
Summary SLED

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What To Do What You Should See What To Say
The procurement officer looks at
 Click the Program Scorecard
spending patterns by program and
project.

The officer can see even greater

 Click the Program Details button
spending trends and details at the object
class level.

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What To Do What You Should See What To Say
The officer looks at the spending patterns
 Click the dashboard called Financial
across their own strategic goals.
Summary Dashboard.
This allows the officer to review the
 Public Folder -> BI-EIM-> Public Sector- reasons for why the purchases are
>Government -> -State and Local occurring.
Procurement -> Dashboards -> Budget
Overview

The procurement officer reviews the

 Navigate to Web Intelligence
spending patterns across the different
Application
vendors.

 Navigate to the Universe called: PS

State and Local Procurement
Explorer.unx
Drag drop ‘Supplier/Encumbered
Amount/Invoice amount and run the
query

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What To Do What You Should See What To Say
Now the procurement officer can view
 Update the report to view the spending
exactly what he/she is spending by year
by Fiscal Year
with each different vendor.
(back to query, drag the year into the This allows him/her to negotiate better
query, run the query, and place the year terms and conditions.
as a section for example.

After reviewing the spending patterns for

 Now, after noticing large spending
each Department and Division – and also
patterns, the budget officer wants to
comparing budget to actuals – the budget
review the remaining amount and
office realizes that they need to review
trends by organization.
supplier patterns over time.
 Add a new report from your webi
document, then add a new data
provider from a universe,


 Universe: PS Budget to Actuals.unx

 Drag objects “department, Budget
FY10, Budget FY11, FTE FY10, FTE
FY11

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What To Do What You Should See What To Say
For the first time, the budget office can
 Navigate to the Analysis Edition for
review all spending data over time across
OLAP
their entire organizational structure.

This allows them to view spending

patterns for each supplier in the next
report.

 and choose following cube in Analysis:

PS Budget to Actuals

Drag and drop the ‘department and

Division objects in the ‘rows’ middle
pane.

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What To Do What You Should See What To Say
The procurement officer creates a report
 Click on ‘Sheet 2, bottom of the screen,
that allows them to review invoiced
to open a blank page, on the same
amount by supplier by period.
document
So, now they have reviewed spending
patterns by organization and supplier
patterns.

 This provides the best guidance for

 Navigate to the following cube in effective spending control.
Analysis:
 Then, click on ‘Connect to a new data We can also export this document to
source excel, CSV, PDF, or send it to other
people BOE Inbox.

 This will allow having a single

document, connected to 2 different
Data sources.
 Choose PS SLED Procurement

 Drag and drop Fiscal year and Posting

Period in the ‘columns’ middle pane:

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What To Do What You Should See What To Say

Double click on ‘Key Figures, and

uncheck ‘Encumbered Amount. We just
want to keep the ‘Invoice’ amount

Click OK

Close your workspace

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What To Do What You Should See What To Say
Now the procurement officer can
 Navigate to Explorer
drilldown to spending periods by each
organization and identify those
organizations that are overspending.

In addition, by selecting suppliers, the

procurement officer can view spending
history for each supplier to negotiate
better terms.

 Identify the following space – PS State

and Local Procurement

Lastly, the procurement officer is able to

 Navigate to Explorer
review spending patterns for each
organization over time.
He/she can compare spending trends
over the last few years to see who is over
spending.

 Navigate to the space to review

spending patterns by organization.
 PS Budget to Actuals

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4. APPENDIX
4.1. DOCUMENT UPDATES NOTES

Jan 2012 Document creation for SAP Demo CLoud

st
Feb 1 , 2014 Add Access Information

©SAP AG 2013 / SCENARIO ID: 8137