Cube Settings Summary

Substitution variables are used in the creation of Dynamic Reports. A substitution variable replaces a complex multi-dimensional expression (Rule) with a specified value. Substitution variables must be added to Report Sets as lines to be reflected in reports. Planful provides over 40 system-defined substitution variables.

Here is a list of places where you can use substitution variables:

• In Rules and on Row or Column Labels and Headers

• To Dynamically Display Report Set Lines

• As an Efficient Way to Replace Formula Exceptions

• In Combination with Static Text

• To Improve Report performance by Avoiding the Use of Calculated or Measured Dimensions when Building Column Sets

• To Improve Report Performance Instead of Reporting Scenario Functionality

• To Improve Efficiency in Building Report Sets

• To Overcome Rule Limitations

As an Efficient Way to Replace Formula Exceptions

Example: To display the current period in the column header of a report, replace the column set’s line name with a substitution variable, such as @CURMTH@. When the report is run, @CURMTH@ will be replaced with the actual month name Mar-10.

In Combination with Static Text

Examples:

YTD~ @CURMTH@ will display YTD~ Jan-18

@CURYR@Actual will display 2018 Actual

To Improve Report Performance by Avoiding the Use of Calculated or Measured Dimensions when Building Column Sets

The following Report Set is commonly used:

Setting up this Report Set requires the usage of complex Rules that typically require a column set on a Calculated or Measured dimension and utilizes the Reporting scenario for the Budget column. The following table displays commonly used formulas to deliver report columns.

While the rules above deliver the expected result, they are complex. This complexity adversely impacts report performance. The same report can be set up more efficiently using Substitution Variables. The table below displays how Substitution Variables compare to the formulas in the table above.

Performance for the Report Set depicted in the table above can be improved by moving the repeated member on the Page axis. The Report Set above uses [Measures].[MTD] and [Measures].[YTD] frequently. Move one of these members to the page level. For example, use the member [Measures].[YTD] on the Page axis rather than repeating [Measures].[YTD] on the first and second lines as shown in the table below.

To improve report performance instead of reporting scenario functionality

When using reporting scenario functionality to retrieve the budget and forecast for a selected year, you might use the following rule.

StrToMember ("Scenario.&["+Time.Currentmember.properties("Budget_Id")+"]"))

While the rule above delivers the expected result, it slows report performance. A performance improvement is to use Substitution Variables as described below.

To improve efficiency in building report sets

Substitution Variables aide in the setup and maintenance of time-based Report Sets, such as Trailing 12 months, along with Budget and Forecast columns. The following example displays a Trailing 12-month Report Set:

To overcome Rule Limitations

You cannot use the same dimension on two axes simultaneously. For example, a report that requires a Report Set on the Time dimension, will not allow selection of Time dimension members at the Page level. To set up a trailing 12-month report, define the column set on either the Calculated or Measure dimension. Time should be on the Page axis. This setup does not use substitution variables so performance will not be optimal. With Substitution Variables, the report column set can be set up on the Time dimension directly and the required selections can be made using Substitution Variables, which will result in improved performance.

How to Transition Existing Reports to Use Substitution Variables

Transition an existing report to utilize Substitution Variables to take advantage of the following benefits:

• Improve Financial report performance.

• Improve the ease and maintenance of Report Sets.

• Display the report column/row headers dynamically.

• Provide you with additional flexibility in changing report parameters.

Substitution Variables and their derivatives may be found by navigating to Maintenance > Reports > Cube Settings, Substitution Variables. This list displays system-defined variables, as well as any custom variables you create.

Complete the following steps to transition your existing reports to Substitution Variables:

1. Review the report and corresponding row and column set(s) in order to determine how you want to proceed. For example, if the column set is built on the measures dimension or calculated dimensions, consider how the report may be modified to use time or scenario on the column. Also consider using Substitution Variables in column headers and row titles.

2. Make a copy of the existing report prior to beginning the transition. This copy will be modified during the transition, but you can compare the end result with the original report/report set(s) to validate data.

3. If you plan to change the dimension upon which the report set is built, you must create a new report set as it is not possible to change an existing report set to run on a different dimension. If you plan to use the same dimension for your new report set, you may copy the original report set. This copy will be modified during the transition and you can then compare the end result with the original report/report sets to validate data.

4. Modify the formulas on the Advanced Rule page from the current string to include the appropriate Substitution Variables. For example; In a rolling twelve month column set, you can remove the expression “Time.CurrentMember.lag(1)” and replace it with “@CURMTH-1@” for the column pulling the last month’s data.

5. Modify the column headers/row titles as necessary. A column previously titled using Formula Exceptions to display the appropriate month or hardcoded to fixed text can be replaced with a Substitution Variable in the column header within the column set. This header may include the Substitution Variable alone, or included with static text. For example; If the month is May, the column header within the column set may be “@CURMTH-2@” to display “March.” Or, it may be “YTD @CURMTH-2@” to display “YTD March.”

6. Save the copied and modified report set. Adjust the dimensions on the copied report if you created new report sets to accommodate the Substitution Variables. When you have the report highlighted within the Reports file cabinet, select “Setup” to view the Report Details and Report Settings. For example, you may need to move one dimension to the Page (such as Measures) and another to the Column (such as time) to use the new column set.

7. Run the newly transitioned report. Compare the results to the original report/report set(s) and make adjustments if necessary. You may change the values of the Substitution Variables at run time, however, these changes will not be saved with the report.

8. In addition, moving highly repeated members of Rules to the page level will improve report performance. If “*Measures+.*MTD+” is used in many of the Rule within a report set, you may move Measures to the page and include the measures dimension in the Rule only in fields where you do not want MTD.

9. Delete or rename the original report, which is no longer in use. Rename the transitioned report accordingly.

Use of Substitution Variables in Dynamic Reports

Substitution variables displayed are filtered based on Reporting Area. For example, @CURBDGT@ may be defined under the Financial Reporting Area and therefore can only be used if you select Financial as the Reporting Area while creating a Dynamic Report.

System-Defined Substitution Variables

The following Substitution Variables are available in your application by default.

Derived Variables

What are Derived Variables

Derived variables contain a formula that references a Substitution Variable and derives an appropriate value by evaluating the formula.

For example, you need to set up a derived variable which will result in the month preceding the Current Month.

Use a Derived Variable named @CURMTH -1@, which references a Substitution Variable @CURMTH@ and contains the formula; such as @CURMTH.Lag(1).

Another example may be that you need to set up a derived variable off of substitution variable @CURMTH@ (current month) to list all the days in the month. Your hierarchy is set up where Jan 2017 has 1/1/2017 through 1/31/2017.

Use the following options:

@CurMth@ = Jan-17

@CurMth.Day01@ = @CurMth@.FirstChild

@CurMth.Day02@ = @CurMth@.FirstChild.lead(1)

@CurMth.Day03@ = @CurMth@.FirstChild.lead(2)

Because the Time dimension is not symmetrical, meaning every month does not have the same # of days, you could change @CurMth@ to Feb-17, but since Feb only has 28 days, the last 3 derived variables would get the 1st 3 days in March.

Description of Fields on Derived Variable Page

Code - The identifier of the variable.

Reporting Area/Dimension - Derived Variables utilize the same Reporting Area and Dimension as the Substitution Variable. Each Derived Variable requires the selected Substitution Variable to be part of the formula.

Derived Formula - The value associated with the derived variable.

System-Defined Derived Variables

There are 49 derived variables for the @CURYR@ substitution variable on the Time dimension. These derived variables are available for Financial and Workforce reporting areas.

You can access the derived variables by navigating to Maintenance > Reports > Cube Settings > Substitution Variables > @CURYR@> Derived Variables.

The followings derived variables are available.

Custom Members

What are Custom Members and How are They Used

Define custom formula members (calculations) for use in Dashboards in one central location. For example, let’s say you define a custom formula for the Account dimension. The formula includes a specific company, department, and account combination. You can access Dashboards and build charts for several Dashboards with the Account dimension for which the formula was built.

The benefit of this feature is that formulas can be reused allowing for rapid chart production and more flexible and complex display of data.

Custom Members can be used on the horizontal or vertical axis within the chart. A few examples of the formulas that you can define and use in Dashboards follows.

To sort products in descending order and returns the top 5 products with the highest values:

TopCount({Order({{{Descendants({[Product].&[1]},,LEAVES)}}},([Time].&[5080],[Measures].[MTD]),desc)},5)

To calculate variance between budget and forecast for the given period using substitution variables:

((@CURBDGT@,@CURMTH@)-(@CURFCST@,@CURMTH@))/(@CURFCST@,@CURMTH@)

To get data for a specific combination of dimension members.

([Account].&[174],[Company].&[109],[Department].&[1])

To get the sum of values for accounts.

sum({[Account].&[197] , [Account].&[198] , [Account].&[199] , [Account].&[201] , [Account].&[202] , [Account].&[344] , [Account].&[203] , [Account].&[474] , [Account].&[204] , [Account].&[205] , [Account].&[206] , [Account].&[207] , [Account].&[208]})

For the descendants of a member in the hierarchy and to order them within a hierarchy.

Hierarchize({{Descendants({[Account].&[194]},,LEAVES)}})

To calculate variance between actual and budget using substitution variables.

@ACTUAL@-@CURBDGT@

To calculate variance between the previous month actual and current month budget using substitution variables.

([Scenario].&[1],@CURMTH-1@)-(@CURBDGT@,@CURMTH@)

How to Set Up Custom Members

1. Create a formula by navigating to Maintenance > Reports > Cube Settings.

2. Click the Custom Members tab.

   

3. Click Add. The Add Custom Member page displays as shown below.

   

4. Enter a code and name.

5. Select the Reporting Area for which you want to build the formula.

6. Select Account for Dimension to build the formula on the Account dimension. Or, select any dimension for which you want to build a formula.

7. Select the Account dimension from the list-box next to the Members / Functions buttons.

8. Drag and drop the account dimension member to the Rule Builder pane. In the example below step 13, Balance Sheet (Account 269) is selected.

9. Select the Company dimension from the list-box next to the Members / Functions buttons.

10. Drag and drop the company dimension member to the Rule Builder pane. Make sure you add a comma after the account dimension.

11. Select the Department dimension from the list-box next to the Members / Functions buttons.

12. Drag and drop the department dimension member to the Rule Builder pane. Make sure you add a comma after the company dimension.

13. Enclose the rule in parenthesis. The rule is shown below.

    

14. Click Save. You just created a formula on the account dimension that pulls data from a combination of account, company, and department. Now, use the formula in a chart in Dashboards.

How to Use a Custom Member on a Chart in a Dashboard

Now, you can use this custom member when designing a chart. In this example, a custom member named Sum was created on the Account dimension. It totals several accounts shown in the image below. Use the Sum custom member when the Account dimension is selected for a chart(s).

1. Access Dashboards.

2. Drag and drop a chart to the dashboard.

3. For the x or y axis, select Account for dimension.

4. Under Custom Members, select the Sum customer member as shown below. Continue to build the chart by selecting additional dimensions and members.