Understanding Fact Sheet Fundamentals

This chapter focuses on the fact sheets as core elements, let's start to navigate to the fact sheets through the inventory tab:

Once you click and open a fact sheet, let's start from the basics and what you can see in one fact sheet. Below we will take an AC Management application fact sheet as an example.

	Body It contains all the relevant fact sheet information (e.g., lifecycle, criticality, dependencies), called attributes. It is structured in sections so you can easily find, add, or update the information you seek.
	Header It includes the fact sheet name, type, tags, and quality seal information. Basic actions like editing, printing, deleting, or cloning the fact sheet are also available here. The header provides options to view and subscribe to the current fact sheet, see and add comments or documents, see metrics and surveys, and change history (last update section).
	Sidebar It shows you the integrations active for a certain fact sheet, as well as to-dos, fact sheets you recently viewed, and related diagrams.

Enterprise architects or other SAP LeanIX champions of the organization create the initial collection of fact sheets, as they are usually overseeing the enterprise architecture and are system administrators. Therefore you may be asked to fill out data on existing fact sheets most of the times, however, you may also be asked to create own fact sheets. The data import or creation of fact sheets can be done by:

1. Creating facts sheets manually in the workspace
2. Filling an Excel template downloadable in the SAP LeanIX workspace (most commonly used for bulk upload)
3. Reference catalogues enabled in the administration settings of SAP LeanIX (incl. reference business architecture, lifecycle catalogues or SaaS discovery which automatically discovers your applications)

Permissions based on user role: As a viewer, you cannot create fact sheets. However, as a member, you have rights to create one and might be asked to do so, such as for a new application you're using in your projects.

Start: How to create new fact sheets manually

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Let's have a look at how you can manually create a fact sheet.

Here are two ways to create them directly in the workspace.

Step 1: Manual creation: From the inventory sidebar

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Hover the sidebar on the right side of your inventory and click on "new fact sheet". Select the fact sheet type and fill in the required information by specifying the fact sheet type and the name (e.g. application, AC Management). Click on create, and a brand-new fact sheet will appear.

Step 2: Manual creation: From the fact sheet

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If you want to create a fact sheet from an existing one, click on the + icon in the upper-right corner to create a new one. As explained beforehand, specify the fact sheet type and name to fill in the required information.

Summary

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These are the basics of creating a fact sheet. For more information, please visit the documentation.

Collecting and maintaining accurate data is crucial for enterprise architecture management. Assigning responsibility and accountability to contributors is essential to managing large amounts of data and ensuring its accuracy. In SAP LeanIX, assigning subscriptions to fact sheets ensures subscribers are notified and have a clear call-to-action to maintain and administer the data. This also promotes stakeholder involvement and the adoption of SAP LeanIX across the organization.

Subscription types are pre-defined by SAP LeanIX to categorize subscriptions based on predefined responsibilities and permissions with regards to a fact sheet:

Permissions based on user role: Admins and members can add themselves or others as subscribers to any fact sheet. A user can be assigned to multiple subscription roles (e.g. application owner and project manager) but only one subscription type (e.g. responsible or observer).

1. Ensures the right person is accessible and a central point of contact for specific needs (e.g., license assignment)
2. Facilitates user assignments and self-subscriptions to fact sheets
3. Notifies subscribers of fact sheet changes for necessary actions

What is the difference between the subscription and user roles?

See the table below

Information on how to add or edit data in the application fact sheet, for which you will need to provide data input and check the data quality, will follow.