Example Process: Report Callup with Extract Management 

Purpose

At the end of each month, the reports (important to cost center managers in the entire organization) are executed, and the data is stored in extracts . Reports that contain data for individual cost centers or cost center groups are executed using variation, so that a separate report can be created for each cost center and cost center group.

You can set the user parameters for your cost center managers so that they can automatically access the most current extracts.

When calling up a report from the report tree, each manager receives the relevant individual data. The manager does not need to select the data from the database again, which reduces the workload of the system.

The cost center manager cannot navigate to areas within the extracts that do not belong to the authorized CO-OM responsibility area.

The system administrator who sets up these reports needs to have authorization to select the data from the database. However, this does not authorize the administrator to display the data in those reports.

The cost center managers need authorization to display the reports for their CO-OM responsibility area. However, this does not entitle them to select the data from the database or to create extracts.

The following graphic displays the way in which a report is executed in extracts, in the background with the variation. It also shows how you can save it in extracts.

1. Initial setups include creating the authorizations for system administrators and cost center managers.
2. The system administrator arranges for all the reports to be accessible to all users in EUROs. The system administrators execute the report (such as the Cost Centers: Actual/Plan Variance report) in the background and with the variation, and save the report in extracts (see: Executing a Cost Center Report with Variation and Saving it in Extracts).
3. The system administrator makes the settings for extract management for the cost center managers in Customizing (see: Specifying Settings for Extract Management). In their user-specific settings, the cost center managers save their selection criteria for the reports they want to display (see Customizing for Controlling under Cost Center Accounting ® Information System ® User Settings ® Specify User Settings).
4. The cost center manager accesses the report (see: Calling Up Cost Center Reports).