Example Scenario: Model a Top-Down Budget Using the Calendar

Learn how you can model the workflow for a top-down budget in the SAP Analytics Cloud calendar, and collect the budget data.

Context

This example scenario shows how a regional manager assigns the task to create a budget to a regional planner. The regional planner delegates the work to country managers by splitting up the task into smaller tasks.

Creating a Task for the EMEA Budget as Regional Manager

Procedure

  1. As a regional manager, create a composite task for the budget plan in EMEA: Budget 2022 – EMEA
  2. Assign the task to your regional planner.
  3. Add a reviewer who will check the data entry.

Results

Both the regional planner and the reviewer get a notification about the task.

Splitting Up the Task as Regional Planner

Context

As regional planner you'd like to split the task into smaller tasks that you can easily manage. This way you can assign individual tasks to the country managers.

Procedure

  1. As regional planner, convert the composite task to a process.

    Your composite task has been changed to a process. It has a parent process and a dependent review task.

  2. Create child events for your process:

    1. Create a composite task to load the actual data, and a task for general preparation to create a corresponding story, for example.

    2. Create a child process Data Collection – EMEA and generate child tasks for the countries Germany, Italy and Spain using the Calendar wizard.

    3. Add the "Budget 2022" story you created as a work file and assign the country managers to the child tasks.

    4. Share the process Data Collection – EMEA with the country managers.

Results

The country managers are notified that they can enter budget data for their country. They also receive a notification that they can view the process Data Collection – EMEA.

Collecting Data for the EMEA Budget Plan

Procedure

  1. As country manager, you're notified about your task to enter budget data for your country. Open the "Budget 2022" link in the email notification.
  2. In the "Budget 2022" story, enter the data for your country and select Submit from the calendar menu bar in the story.
  3. Optional: For an overview of the other countries' progress, you can go to the calendar List workspace and expand the process Data Collection – EMEA.
  4. As regional planner, you're notified once the country managers complete their data entry tasks. Open your Data Collection – EMEA process, and if you're satisfied with the numbers in the "Budget 2022" story, submit your process.

    The Data Collection – EMEA process is completed, and the reviewer is notified. The regional manager can now view the "Budget 2022" story.

  5. As reviewer, open the "Budget 2022" link in the email notification.
  6. In the "Budget 2022" story, review the data and select Approve from the calendar menu bar in the story.

    The review task Budget 2022 – EMEA is completed and the regional manager is notified.

Results

The regional manager gets a notification that all child events of the overall Budget 2022 – EMEA process (originally created as a composite task and later converted by the regional planner) have been completed.