Managing Versions

Objectives

After completing this lesson, you will be able to:

  • Maintain versions from stories
  • Manage versions from planning models

Versions

Basic Concept of Versions

When using planning models in SAP Analytics Cloud, versions are used to organize, compare, and maintain actual, plan, and forecast data.

You only need one version for historical (actual) data. But when planning for the future, organizations can create many plan iterations for various reasons.

These plans could each use a different version of the data. When working with versions, you can change data in one version without impacting the data in other versions.

Version Management lets you manage different versions and types of plans. For example, your organization can create a new version for each new forecast period. You can separate your forecasts from other types of plans like budgets and strategic plans.

Version is a dimension in a planning model. When planning models are created, the actual version is provided as a system default. Additional versions are created while planning in stories.

Private and Public Versions

Private Versions

Private versions are maintained in a story and are visible only to the creator of the version. Use private versions to change or simulate plan values without making the changes visible to anyone else.

  • You can make a private version a new public version by using the Publish As option.
  • If you use the Publish private data option, it will write to the public version that it was copied from initially.
  • Private versions can be shared with other users if needed.
  • When editing private data, the data is saved automatically.
Note
You can view your own private data from the planning model. When private data is changed, you don't need to save it or publish it.

Public Versions

Public versions are also maintained in stories. It’s published so that other planners can see the data.

  • Access to public version data is controlled by data privileges.
  • If you leave a story without publishing data changes, you’re prompted either to Revert all or Publish all changes. If you leave a story without reverting or publishing, the data will be retained (in edit mode) when you return to the story but it won't be published.
  • There can be only one public Actual version in a planning model.

Using Private and Public Versions in Stories

Watch this video to see how Jen at ABC Corporation uses private and public versions to help her prepare an urgent fully integrated preliminary income statement for the company controller. She has to incorporate potential changes in the new year such as government rebates, corporate strategy, and new products into this forecast.

Create New Versions

Creating Versions

Versions can be maintained via the Version Management option in the story ribbon.

In the Version Management panel below, you can see several display, creation, and publishing options highlighted.

Version management right side panel. With numbers 1 to 6 going down the screen which matches points 1 to 6 in the following text.
  1. The Show versions in use only toggle allows you to show or hide versions that aren’t included in the associated table filter.
  2. Add a new public version without any data by selecting the + Create Blank Public Version.
  3. Choose Copy to create a new public version with data.
  4. Choose Publish to update the database with unpublished data (data in Edit Mode is unpublished).
  5. Add a new private version without any data by selecting the + Create Blank Private Version.
  6. In Private Versions, the Publish button provides two options in a drop-down menu:
    • Choose Publish to record the private data to an existing public version.
    • Choose Publish As to record the private data to a new public version.
Note
To share a private version, go to Version Management → Choose ...MoreShare. Choose either Read Only or Read and Write.

Access Versions from Data Tables

Managing Versions from Data Tables

You can conveniently access version options from a data table in a story. Right-click on a data cell, and you can select from a list of options.

Right-clicking on a cell opens the menu where you can select version options.

The Version options menu allows you to:

  1. Start Edit Mode: Create a temporary private version that only you can see until the changes are published.
  2. Undo / Redo Data Change: Undo or redo the last data change.
  3. Revert: Go back to the last saved data.
  4. History: Access processing steps on unpublished data.
  5. Publish: Publish changes to an existing public version.
  6. Publish As: Publish private data to a new public version.
  7. Copy Version: Copy a private or public version to a new private version.
  8. Delete Version: Delete a public or private version.

Using Versions in a Story

Watch this video to see how Jen at ABC Corporation uses versions to help her prepare her forecast income statement.

Version Categories

Delivered Version Categories

The type of planning activity in a version is described by version category. In other words, a version related to actual data is assigned to the Actual category, a version related to forecast data is assigned to the Forecast category, and so on.

There are five delivered (built-in) version categories:

  1. Actual: Actual values that you’ve achieved.
  2. Budget: How much you're allowed to spend.
  3. Planning: What the goal is (financial or non-financial) that you're trying to achieve next year or the next three years.
  4. Forecast: What your expectation is for a specific timeframe in the future. This typically focuses on major revenue and expense items and is updated every month or quarter.
  5. Rolling Forecast: Similar to Forecast except it usually includes a few months of historic actual data followed by a continuous 12-18 months of forecast data.
Note
  • There’s no intrinsic difference among the budget, planning, forecast, and rolling forecast categories, for example, the system functions the same for the planning category as it does for the forecast category.
  • Planning models can only contain one actual version.
  • Additional categories can't be added.

Publish Versions

When you enter data for a public version and you're ready, you can publish from the story ribbon as follows:

  • In Edit mode, choose Publish Data from the ribbon. Depending on your resolution, the publish data option will appear either in the ...More option or the ToolsMore option.
  • In View mode, choose the drop-down next to Publish Data in the ribbon and choose AdvancedPublish All.
Note
  • When using data actions, public data can be published when the data action runs. When using multi actions, public data can be published in a separate process step. Data actions and multi actions will be covered later in this course.
  • Once data is published, it can't be undone.

Create and Maintain Planning Versions

Business Scenario

As you prepare your forecast income statement for ABC Corporation, you have to create private and public versions to allow you to keep track of the data.

The requirements are:

  1. You need an income statement that is 50% higher than the existing forecast due a potential change in cloud marketing.
  2. You need an income statement that is 10% lower than the actual data so that you can compare it to the revised forecast.
  3. You need to simulate the impact of a 5% and 10% discount on your bottom line.

What skills will you develop in this practice exercise?

In this practice exercise, you will:

  • Create a private version with data and publish it to a new public version
  • Create a blank public version and manually copy data from the actual version
  • Create a blank private version and publish a change to an existing public version
  • Use the undo and redo feature
  • Use version history

Version Dimension

Access the Version Dimension from a Planning Model

In the version dimension, Category is a property that is used to describe the type of planning activity. The public.actual version is created by the system when planning models are created. Other versions can be created from stories.

Accessing the Version Dimension from a Planning Model. The second screenshot is the open version dimension with the category highlighted.
Note
Data can only be imported into a planning model into a public version. During the import, the default version is actual but it can be changed to any other existing public version. Public versions can't be created during the import process for new model types.

View Data by Version

Viewing Public and Private Data

When viewing data from the planning model, both published and unpublished public data can be viewed. Private data is viewable by whomever created the private version.

View versions from the Planning Model Data Foundation
Note
In order to manage private data, there's a delivered story called Private Versions Statistics and Analysis. This story can be accessed from SystemPerformancePrivate Versions Statistics and Analysis.
Note
Administrators can delete all private data from model preferences.

View Version Data

Business Scenario

As you prepare your forecast income statement for ABC Corporation, you have created quite a few versions to allow you to keep track of the data by iteration and so forth. You need to view the version data in the planning model to verify that the data you are using is in a public version.

What skills will you develop in this practice exercise?

In this practice exercise, you will:

  • View the version dimension
  • View public and private data in the planning model

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