Invaluable lessons for

distributing reports with

SAP BEx Broadcaster
Dr. Bjarne Berg
Director SAP BI
2007 Wellesley Information Services. All rights reserved.

What Well Cover

Overview
BEx broadcasting wizard
Advanced options for BEx Broadcaster
Managing BEx Broadcaster
Make it work in real life
Wrap-up

What Is BI Information Broadcasting?

A standard part of SAP BW 3.5 and higher, BI Information

Broadcasting lets you broadcast reports (i.e., BEx queries,

workbooks, and Web applications)
Email addresses,
BW users, BW
roles
SAP Enterprise
Portal Knowledge
Management (KM)
folders
SAP Enterprise
Portal
Collaboration
You can also define and deploy iViews based on the Rooms
Note

resulting KM/Collaboration documents

What Is BI Information Broadcasting? (cont.)

You can configure broadcasts to run:
Once only
On a scheduled basis (every day, week, month)
During specific times defined by the administrator
Any time (if you allow)
When an event occurs (i.e., when an exception occurs)
As part of a process chain
You tell the system whether to send:
A link to regenerate the query, etc. based on live data
A standalone (pre-calculated) version of the item

There are several format and compression options

Key concept: Push vs. pull:

Broadcasting is a push tool

Push vs. Pull: Change in Mentality

Users have a to change their mentality to stop reviewing everything that

is business as usual. The Push mentality requires that users plan for
what is important to them and set up fixed sets of reports that are used
to manage the business.
In general, the push approach reduces the time users spend looking for
information and provides them with more time to examine data that really
matter to them.
You should carefully consider using BEx Broadcaster for core reporting
that users perform through any handheld computer device. This
simplifies the security setup and also increases the speed of any report
(does not access the source system through limited bandwidth).
Tip

Casual users and executives are prime

candidates for broadcasted reports
5

Why Is Broadcasting So Valuable?

Reduces the time users spend looking for information
Improves the likelihood that users will use your BI data
Expands the reach of BI data to non-BW users
Makes BW data available for users on the go
Lets you link your BW and portal systems together
Users can collaborate, integrate BW content with other enterprise and
Web content, etc.

Casual users, non-BW users, travelling users,

and executives are all prime candidates for
broadcasted reports!
Note
6

Different Needs and Tools

The information needs of the user communities are different
KPI & scorecard
Formatted
Simple
Easy to view
Limited nav
Aggregates

Flat reporting

Formatted
Print
Form based
Static
Predictable access

OLAP reporting
Drill down

Slice and dice

Analyze
Data mining
Search and discover

SAP NetWeaver 2004s: New Object Types and Output Formats

New object types
You can broadcast BEx query
views and formatted reports in
addition to Web applications,
queries, and workbooks. Reports
are a new BEx object type
developed within the new BEx
Report Designer tool.
New output formats
New output formats are based on
the distribution type you select.
You now can broadcast Web
documents as PDF files.

SAP NetWeaver 2004s: New Distribution Types

New distribution types
You can broadcast to any printer using
Adobes PDF, Property Specification
Language (PSL) or PostScript (PS).
(Hint: Set up the printers under
ToolsCCMSPrint).

You can broadcast user-specific

information based on attributes in

the master data attributes using a
distribution list in BI (bursting of
emails). The system can control the
information so that users only see
data related to them.
9

SAP NetWeaver 2004s: Exception Broadcasting

Exception broadcasting is now available in BEx

Broadcaster. Create exceptions in Query Designer

and select a distribution type in BEx Broadcaster.
You can also use additional distributions types
(subordinate) and create rules for when you
monitor or execute the exception report. Base
exceptions on single events or levels of any
performance measure.
See slide 29 for further information.

You can use multiple distribution type to create a

setting that broadcasts many channels (i.e., the

printer and Enterprise Portal 6.0).

To manage all alerts and workflow tasks from a single location, integrate
an alert with the SAP portals 6.0 universal worklist (UWL) in the Central
Alert Framework (CAF) of SAP NetWeaver Application Server.

10

SAP NetWeaver 2004s: Query Performance

To increase the performance of key queries, you

can fill the OLAP cache or the MDX cache. This is

useful if you have large numbers of users
accessing a query, or you have a query that
accesses a high volume of data.
The Fill Precalculation Store distribution type

allows you to precalculate Web templates, and the

Precalculate Value Set option allows you to fill
precalculated value set variables with values for
characteristic values. The precalculated value sets
are then available as variable values in BEx
queries.
The Reporting Agent in BW 3.x could precalculate the data of a
template and access it through the URL. It could not broadcast
queries, workbooks, or Web templates by email or to KM folders.
11

Why Is Broadcasting So All Encompassing?

BW is an integrated

decision support
system with a high
degree of flexibility.
Therefore, BEx

Broadcaster has to
function for a variety
of purposes and for a
diverse audience.
Today, BEx

Broadcaster supports
portals, PDAs, alerts,
emails, caching, and
KM.
12

What Well Cover

Overview
BEx broadcasting wizard
Advanced options for BEx Broadcaster
Managing BEx Broadcaster
Make it work in real life
Wrap-up

13

BEx Broadcasting Wizard Ad Hoc Scheduling

Access BEx broadcasting wizard from the context menu in a query

BEx broadcasting wizard is a tool for end users to

distribute queries and workbooks to single

individuals or larger audiences through email,
printers, or SAP Enterprise Portal 5.0 or 6.0
14

Output Formats: HTML

HTML file
Use this option to send a single HTML file (standard static Web page).
This is an easy way to send Web pages to handheld devices (i.e.,
Blackberry or Pocket PCs), and also to custom Web applications.
The report is a snapshot rather than live data

15

Output Formats: XML

You can now broadcast query output in Excel format (XML for

MS Office) without using precalculation server (available as of

Support Package 8)
Any parser engine that can read the XML documents supports
this format; you can also use it for customized Web
development efforts
16

Output Formats: MHTML

HTML as Separate Multipurpose

Internet Mail Extensions (MIME) Files

Provides a set of individual files

for each Web item in your report.

The benefit of this standard Web

format option is that it optimizes

reuse of objects, as images are
cached in the browser after
accessing them for the first time.

17

Output Formats: Online Links to Current Data

Heads Up!

Online Links to Current Data

The recipient may not see the same as

what you believe you sent, since the
data may have been refreshed since you
sent the broadcast.

The link back to the online source (requires recipients to log on with a

username and a password to see the content, but can see the latest data).
This is the most secure

method for protecting the

access to your data.
However, the recipient must
have online access to your
system, a username, and
password.

18

Output Formats: PDF

The output format

determines how many
steps the wizard has (e.g.,
PDF has 6 steps, while
online links has 5)

The use of PDF as a publishing and broadcasting option is new in SAP

NetWeaver 2004s. To make it work, configure PDF broadcast Adobe

Document Services (ADS) on the Java Stack.
19

Output Formats: ZIP Files

Pros: File size much smaller
Cons: Not as easy to use as you
have to unzip the file and need to
license the unzip program

Zipping files reduces the size and improves network traffic:

It is very good for sets of MIME files, which are relatively large
Not a good option for handhelds (requires unzipping and several read steps)
Normally not needed for single HTML files unless the report is very long
Reduces network traffic and the size of the mail in the mailboxes
20

Identify Recipients and Enter a Message

Enter one or more email
addresses, a subject, and
body.
The importance level flags
the email for delivery to
your recipient.

Click on Continue to save

and schedule the broadcast
to execute later
OR
Click on Execute to execute
the broadcast once only,
during the next available
processing window, and exit.

Add comments in the Contents area to describe the query

Tip

21

Define a Name for the Broadcast Setting

This is the name under which you store your settings

If you want to execute this broadcast more than once with

these settings you can save them

You can retrieve the settings later

Tip

Define groups of settings for reports you send repeatedly

(i.e., weekly status reports, month-end financial reports, etc.)
22

Tell the System When to Schedule the Broadcast

You can schedule the job to
run every time the infocube
is changed (the process
chain has run)
You can limit the users to
when they can schedule jobs
to avoid stress on the system.
We can provide multiple
predefined times when they
can schedule the reports.

You can also allow the users

to create their own
scheduling times (only
authorized users see this)

Developers should set up predefined

windows of time to schedule
broadcasts.
23

What Well Cover

Overview
BEx broadcasting wizard
Advanced options for BEx Broadcaster
Managing BEx Broadcaster
Make it work in real life
Wrap-up

24

BEx Broadcaster
BEx Broadcaster is another way to access tools to broadcast queries,

workbooks, and Web applications. Business typically give access to the

power users or developers only, since it has more options and requires
slightly more skills.
Access via Web Application Designer (Web AD) or Query Designer

SAP NetWeaver 2004s Web AD

SAP NetWeaver 2004s Query Designer

25

Regular Scheduling by Power Users Using BEx Broadcaster

Through BEx Broadcaster, power users or

developers can broadcast content to specific BW

users, roles, email addresses, or email groups and
set language. You can also make the broadcast
user specific.
The output formats are the same as in broadcasting
wizard.

26

Select Characteristic Values

You can determine the broadcast based on predefined

selections, or you can use a control query to determine the

characteristics values to include in the broadcast.
Set the standard template for broadcasting can from SAP Reference IMG SAP
Customizing Implementation Guide SAP NetWeaver Business Intelligence
Reporting-Relevant Settings BEx Web Set Standard Web27
Templates.

Determine the Recipient of Bursted Broadcasts

These fields determine the recipients in bursting of reports

(mass broadcasts with user-specific views)

In this example, I am bursting emails based on the company
code and sending specific mailings based on each receiver's
country (the BI system has to store the email address)
28

BEx Broadcaster: Exception Reporting

You can make BEx

Broadcaster send you an

exception report when an
exception occurs or if the
system reaches a certain level

First, you have to

define the exceptions

for the query and
make the exception
active.
29

BEx Broadcaster: Exception Reporting (cont.)

Under the General Precalculation tab, power users can use

defined exceptions to broadcast when exceptions occur to

send a broadcast only when the selected trigger point occurs.
Note that you can use only those exceptions defined in the
query in the broadcast settings here
Key concepts: Don't spend time monitoring business as usual activities, only get
alerted when exceptions occur. Don't search for exceptions, send them automatically.
30

Filter Navigation Tab

If you precalculate the queries, you can allow the recipient to navigate

the reports by the characteristics you select. The more items you
include, the larger the size of the broadcast items. This is not a problem
if you are mailing to a few of users, but for thousands of users daily, you
should select these items carefully.

Great
Feature

The benefit of the Filter Navigation tab is that you can select which
31 queries
items you want to enable without having to create new

Why Broadcast to SAP Enterprise Portal (5.0 or higher) vs. Email?

More powerful
Users can comment, rate, and discuss the broadcasted assets
You can place the assets in iViews on cockpits/dashboards
You can integrate the assets with other portal content
Portal users without a BW user ID can now access BW content
TREX searches include broadcasted assets
More user friendly
Users can subscribe/unsubscribe themselves

Easier, more flexible administration

You can leverage the portals access control lists/capabilities
No email address lists to maintain (users [un]subscribe)
Avoids the email glut, and the BW/network performance hit!

32

Options for Broadcasting to the Portal

The broadcast options are similar to the email distribution.

You have several choices:

1 - Deploy via KM Favorites
2 - Deploy via a KM folder

4 - Deploy via the BW showcase role

5 - Deploy via custom iViews

3 - Deploy via Collaboration Rooms

You can broadcast the

content to the portal at

fixed intervals and have
the content instantly
available through
independent Web pages.
You can also broadcast to
the portal through links
back to your system.
Great
Feature

There is a demo role available in SAP Enterprise Portal 6.0. You can use this role for
your publishing to the portal or enhance it any way you like.
33
The portal role is available under com.sap.ip.bi.business_explorer_showcase

What Well Cover

Overview
BEx broadcasting wizard
Advanced options for BEx Broadcaster
Managing BEx Broadcaster
Make it work in real life
Wrap-up

34

Security
Controlling which users can schedule ad hoc or through BEx

Broadcaster is a critical maintenance issue

You can control the user's ability to schedule the reports
through the authorization object S_RS_BCS
The administrator still uses the standard S_RS_ADMWB object

You also have new broadcast settings for the RSADMWBOBJ

field.
These settings include:
Maintain/Delete (23)
Display (03)
Execute/Schedule (16)

35

Broadcasting Administration Interface in SAP NetWeaver 2004s

News: With SAP NetWeaver 2004s, there is a new transaction RSRD_ADMIN (or
RSA1>Administration>Broadcasting) where you can manage BEx
36 Broadcaster

New Broadcasting Administration Interface Features

Broadcast Types

Distribution Types

Output Formats

37

Monitor Schedules in Broadcasting Administration

The Broadcasting

Administration allows you to

monitor and see who is
scheduling what and if some
times are more heavily utilized
than others (e.g., 7 to 8 am).
This is a great tool to help
balance stress on the system.

38

Reorganize Bookmarks with Broadcasting Administration

Reorganize and delete bookmark IDs

and view IDs that the system created

for Information Broadcasting but no
longer needs.

39

Manage Broadcast Logs

RSRD_LOG displays all logs for BEx Broadcaster settings. Logs

are only written for scheduled settings and not for directly
executed settings.
In large BW systems
with many users and
frequent broadcasts, the
logs can be really big,
so you should delete
them periodically
You can also use RSBCSRE03 to delete

email logs that BEx Broadcaster created

40

Execute and Debug

Great
Feature

Using transaction

RSRD_START, you can

execute (and therefore
debug for test purposes)
any settings
Make sure to activate the
indicator for executing
settings online

41

Create Jobs to Run After Other Jobs or Defined Events

Link a job to another

job to create set of

events that allows the
scheduler to build
complex broadcast
rules that may be hard
to maintain (and
understand)

The best approach is to create time

points (periodic broadcasts) as the

default broadcasting option
42

Process Chains and Time Points

You can assign broadcast events to process chains. First you

create a variant with and assign it to the InfoCube. The event in

the process chain triggers the broadcast event.
Creating time points
You can create background jobs

Tool

(transaction SM36) to schedule any

jobs starting with the text
"TP_BROADCASTING_". This
allow users to broadcast at certain
time points. In SM36, start the
condition, select the date and time
when the job starts, select the periodic
flag and define it as hourly, daily,
weekly, monthly, or other.

Time points control when end users can schedule broadcasts. This avoids heavy
scheduling during data loads or times when many users access43
the system.

Create Time Points

Create background jobs using transaction SM36 to schedule

any jobs starting with the text "TP_BROADCASTING_"

44

Create Time Points (cont.)

You can create

empty periodic
jobs, that
broadcasting
wizard later
associates with
queries (as
explained on
slides 13-23)

45

Create Jobs Using the Job Wizard in SM36

46

Reporting Agent Is Dying Dont Use It!

IMPORTANT: Old Reporting Agent scenarios still run in SAP NetWeaver 2004s. However, Reporting
Agent will not be developed any further and is removed from SAP NetWeaver 2004s Workbench. You
can now only reach Reporting Agent using transaction code REPORTING_AGENT
SAP
47

Prerequisites for Workbook Precalculation

1. MS Office XP (or .NET framework version 1.1 or higher)
2. MS Excel 2000 (or higher)
3. SAP BW workbook precalculation services.
Note: servers with this installed will be visible under the transaction
RSPRECADMIN and you can also perform server load balancing.
4. SAPGUI 6.20/6.40 with BEx
Tip

This is not needed for standard

broadcasting of Web queries or
web applications, only for
workbooks

48

Prerequisites for Workbook Precalculation (cont).

Use transaction RSPRECADMIN

Hardware requirements vary

depending on:

in BW Administrator Workbench
to reach the precalculation
settings

volume of data being

broadcasted
data formats
Channels
number of users
type of queries or workbooks
broadcast frequency

SAP provides no detailed

recommendations

You also can broadcast query

output in Excel format (XML for

MS Office) without using
precalculation server (available
as of Support Package 8)
49

What Well Cover

Overview
BEx broadcasting wizard
Advanced options for BEx Broadcaster
Managing BEx Broadcaster
Make it work in real life
Wrap-up

50

Decide Who Should Be Allowed to Do What: Governance Council

There are many options and decisions to make about who should be able

to access all the broadcast features. A good approach to decide how gets
access and also when to create any time points is to create a governance
council of a few managers and developers.

Target

Regular
users

Developers BW
Admins

Portal

-/

-/
-

One-time

Schedule using
preset time points

-/

51

BEx Broadcaster
Tools

Authors

Email

BEx broadcasting wizard

Scheduling

Power
users

Process chains

Free schedule

Spam Filters and Server Blockers

Spam filters may automatically block users who create a high

volume of emails in the browsers and mail servers. You have

to make sure that the internal email system flags you as a valid
email broadcaster.

Review regularly that mail systems such as Yahoo, Google, AOL, Microsoft, and others
have not flagged all your emails as spam.
52

Manage Time Points

Be careful to not add all your

broadcasts to the end of process

chains. Long process chains may
slow down the load processing of
large systems with hundreds of
InfoCubes.
Good time points may be 6-8 am
when the load jobs are finished and
before a large numbers of users
accesses the system.
Another good time may be at the end of week or monthly loads on
the weekend (i.e., Saturday or Sunday mornings).
The key is to balance the times when users can execute jobs. If you do not carefully
manage this, users tend to schedule their broadcasts between 7 and 9 am.
53

Avoid Volumes of Junk

Users tend to schedule queries for distribution and

never disable the schedule after it has started to run.

This creates mountains of junk that few actually use.

Users who don't want a

broadcast tends to simply delete

it, or automatically removes the
email. So, how do you know if
anyone reads the broadcasts?
Best
Practice

Developers should perform a periodic

review of scheduled broadcasts to see if
there are any candidates for deletion
54

How to Stop Volumes of Junk: Monitor Broadcasts

Establish a process to review and control internal spam kings

Best
Practice

Use the transaction codes

SCOT and SOST to
monitor SMTP mails
55

KPI and Exception Reporting

A major challenge in setting up the BI

Broadcaster for exception reporting is the

definition of what an exception is.
Set this up in the
query, and BEx
Broadcaster uses it.
If the query does not
define the exception
the way that a user
wants it, it is not available
to broadcast as an exception.

Issue

Exception reporting requires that users execute and evaluate a query to

see whether to broadcast it. This overhead can be substantial if you
have a high number of users monitoring different queries. 56

What Well Cover

Overview
BEx broadcasting wizard
Advanced options for BEx Broadcaster
Managing BEx Broadcaster
Make it work in real life
Wrap-up

57

Resources
Dr. Bjarne Bergs resource site
http://cscstudentweb.lr.edu/swp/Berg/BB_index_mai
n.htm
Broadcaster at International Paper,

ASUG 2006 Dr. Berg & Joyce Butler

http://csc-

studentweb.lr.edu/swp/Berg/Articles/ASUG2006-v6.ppt

58

Resources (cont.)
BEx Broadcaster including BI 7.0 new

features Dr. Berg & Filip Lemmens

http://csc-

studentweb.lr.edu/swp/Berg/Articles/Portals
_2006_Broadcaster_v19.ppt
SAP BEx Broadcaster: How to make it

work in practice Dr. Berg

http://csc-

studentweb.lr.edu/swp/Berg/articles/broadca
ster_v15.ppt

59

7 Key Points to Take Home

Do not schedule all your broadcasts after a process chain has

completed: It may slow down nightly data loads

Control the times users can run reports to avoid high stress on
the system
Segment the broadcast tools based on the user roles and level
of training
Monitor the logs carefully and make sure that you control
spam kings
Do not give free scheduling to a high number of users
Be aware that spam filters may catch many of your broadcasts
If you are not on SAP NetWeaver 2004s, seriously consider an
upgrade and stop using Reporting Agent
60

Your Turn!

Questions?

Dr. Bjarne Berg

Director of BI
bberg@Comert Inc.com
http://csc-studentweb.lr.edu/swp/Berg/BB_index_main.htm

61