Self-Service Analytics for Contoso

A solution scenario using Microsoft Business Intelligence applications, including SQL Server 2008 R2, Microsoft SharePoint Server 2010, Microsoft Excel 2010, and PowerPivot for Excel.

Authors:Michael BlytheSteve HordFrederique KlitgaardMary LingelNathaniel ScharerHeidi Steen

Date published:June 2010

Summary:This business intelligence (BI) solution scenario describes the steps that employees of the fictional company Contoso take as they analyze sales and promotions data and share that analysis with others in the company. In the scenario, sales data is first analyzed in Excel. Additional sales and promotions data is then imported into PowerPivot for Excel, and the data is further analyzed. After the analysis is complete, it is published to the PowerPivot Gallery in SharePoint and distributed via Reporting Services, enabling others in the company to interact with the analysis and develop additional insights. The accompanying sample data lets you follow along with this document.

2010 Microsoft Corporation. All rights reserved.Microsoft, Excel, SharePoint, SQL Server, and Windows are trademarks of the Microsoft group of companies.All other trademarks are property of their respective owners.

ContentsSelf-Service Analytics5Analyze Data on the Desktop6Install Excel 2010 and PowerPivot6Analyze UK Sales Data in Excel6Step1: Display data in a PivotTable report7Step2: Use slicers to filter PivotTable data8Step3: Analyze PivotTable data9Step4: Calculate values in a PivotTable report11Step5: Emphasize data trends12Analyze Additional Sales Data in PowerPivot12Step 1: Learn about PowerPivot13Step 2: Import Data into PowerPivot14Step 3: Review and Create Relationships between Tables15Step 4: Perform Analysis of Sales Data16Next Steps17Share Analysis with Others17Install and Configure Servers to Share Data18Share Data in a SharePoint PowerPivot Gallery19Add Promotions Data to PowerPivot, and Complete Analysis21Step 1: Import additional data22Step 2: Create a PivotTable and Add Measures23Step 3: Analyze the PivotTable data25Share Data in a Report27Step 1: Install, configure, or verify that Reporting Services is installed27Step 2: Open Report Builder from the PowerPivot document28Step 3: Select the PowerPivot data for this report29Step 4: Configure Parameters31Step 5: Create a Report Title32Step 6: Choose a data visualization32Step 7: Add a Legend36Step 8: Save the report to the PowerPivot Gallery37Step 9: Make a quick change38Step 10: Create a subscription and schedule38Summary39

Self-Service AnalyticsAnna works for the UK branch of the global retailer Contoso. Contoso has operations in North America, Europe, and Asia with brick and mortar, ecommerce, and multi-channel retailing components. The company also manufactures several product lines, with manufacturing operations in Asia. Anna is known for her Microsoft Excel skills and needs tools that let me efficiently manipulate and interact with the data so that I can provide actionable data and data-driven insights for all my stakeholders." Annas manager recently got his hands on an Excel workbook with sales data and would like her to take a look at it. He is interested in seeing how laptop sales are faring in some of the stores, but he also encourages her to dig in and identify any trends that catch her eye.

Navigating the ScenarioThis scenario is divided into two sections: analyzing data on the desktop; and sharing analysis with others. We encourage you to complete the entire tutorial, but you can choose to focus just on analyzing data. The two sections are each divided into steps and sub-steps. Each sub-step contains information about a task that you will complete and includes links to online topics. In some cases, the topics just provide background information and general guidance, and in other cases they contain additional step-by-step instructions. After you are done with an online topic, always return to this document to see whats next.Audience AssumptionsThe scenario assumes some understanding of Excel, including familiarity with functions, PivotTables, and PivotCharts. If you have limited experience with Excel, we encourage you to try the scenario, but you might need to do some additional work to follow along. Many topics in this scenario include links to additional content. If you want to share analysis with others in the second part of the scenario, you or someone in your organization should have familiarity with installing server products like Microsoft SharePoint Server 2010. If you have an IT department, check with it first; it even have the necessary products installed. We provide detailed installation instructions and a list of settings to verify that any current installations are configured correctly.PrerequisitesTo follow along with this scenario, you will need the Self-Service Analytics Sample Data. The sample data is from the Contoso SQL Server database and is stored in Access databases and Excel worksheets. All of the workbooks, databases, and files that are referenced in this are available from the same page where you downloaded this document.This scenario explains how to install all of the products that you will use. For desktop analysis, the following products are required: Microsoft Excel 2010 Microsoft SQL Server 2008 R2 PowerPivot for Microsoft Excel 2010If you also want to share data by using SharePoint Server and reports, the following products are required: SharePoint Server 2010 SQL Server 2008 R2 Enterprise EditionAnalyze Data on the DesktopIn this section of the scenario, Anna installs Excel and PowerPivot for Excel, brings in data from various sources, and analyzes that data by using PivotTables, PivotCharts, formulas, and new Excel features like Slicers and Sparklines. Because PowerPivot is an Excel add-in, Anna has access to all of Excels analytic features regardless of whether she brings data into a standard Excel worksheet or the separate PowerPivot window.Install Excel 2010 and PowerPivotAnna has a new computer and needs to install Microsoft Office and PowerPivot before she can open the spreadsheet from her manager.TaskDescription

Install Office 2010Perform a default install of Office (including Word, Outlook, and so on), or just install Excel and Office Shared Features. We recommend the 64-bit version of Excel if your computer supports it.

For more information, see Office Online.

Install PowerPivot for ExcelInstall the appropriate version of PowerPivot: if you installed 32-bit Excel, install 32-bit PowerPivot; and if you installed 64-bit Excel, install 64-bit PowerPivot. For more information, see: Install the PowerPivot Add-In for Excel (video) Install the PowerPivot Add-In for Excel (text, including hardware and software requirements)

Analyze UK Sales Data in ExcelAfter installing Excel and PowerPivot, Anna decides to take a look at the data that is available in the spreadsheet from her manager. She realizes fairly quickly that the data is limited to computer and video sales in the UK, but that there is enough detail for her to analyze laptop sales in several stores. If she wants to look into broader trends, she will need some additional data.After Anna opens the workbook that contains the Contoso data she wants to analyze, she starts by creating a PivotTable, and then steps through the process to analyze the data for laptop sales. Once completed, the analysis will look like the following:

Step1: Display data in a PivotTable reportAfter opening the workbook in Excel, Anna is ready to create a PivotTable that displays the sales data that she wants to analyze.TaskDescription

Create a PivotTable reportBy creating a PivotTable report, you can summarize data, analyze it, and explore the data to in-depth levels of detail. PivotTable analysis enables you to make informed decisions about critical data in your enterprise.

To follow the scenario: In Excel, open UK_FilteredSalesData.xlsx, select all the data and then create a PivotTable report on a separate worksheet. In the PivotTable field List, select StoreName, Product Category Name, Product Subcategory Name, Product Name, Sales Quantity, and Sales Amount.For more information, see: Quick start: Insert a PivotTable report Create or delete a PivotTable or PivotChart report

Pivot data by changing the field layoutAfter you add fields to your PivotTable, you can pivot the data by changing its field layout. By using the PivotTable Field List, you can add, rearrange, or remove fields to show the exact data you want to analyze.

To follow the scenario: To pivot the data, drag Sales Date to the Column Labels area of the PivotTable Field List.For more information, see Pivot data in a PivotTable or PivotChart report.

Step2: Use slicers to filter PivotTable dataTo focus on the data she wants to analyze, Anna decides to use the new slicer feature in Excel 2010. She likes the way it lets her filter the data without obscuring what exactly is and is not displayed in the PivotTable report. Slicers are especially useful to compare the data of two or more selected items.TaskDescription

Add slicers to filter PivotTable dataIn Excel 2010, you have the option to use slicers to filter PivotTable data. Slicers provide buttons for quick filtering and clearly indicate the current filtering state, which makes it easy to see what exactly is shown in a filtered PivotTable report.

To follow the scenario: Create a slicer for StoreName, Product Category Name, and Product Subcategory Name by clicking Insert Slicer on the ribbon (PivotTable Tools, Options tab, Sort & Filter group).For more information, see: Use slicers to filter PivotTable data Video: Use slicers to filter PivotTable data

Apply slicers to show only areas to be analyzedSlicers appear on the worksheet alongside the PivotTable, in a layered display if you have more than one slicer. To filter the PivotTable data, you simply click one or more of the buttons in any of the slicers that are displayed.

To follow the scenario: In the StoreName slicer, click Contoso Baildon Store, hold down the CTRL key, and then click Contoso Carlisle Store, Contoso Edinburgh store, and Contoso Glasgow store. In the Product Category Name slicer, click Computers. In the Product Subcategory Name slicer, click Laptops.For more information, see: Use slicers to filter PivotTable data Video: Use slicers to filter PivotTable data

Step3: Analyze PivotTable dataTo analyze the data in-depth, Anna understands that she must drill down to different levels of detail, then group, sort, and filter the data as needed. She turns repeated labels on so that she can easily see where the values belong, without having to scroll back to the top.TaskDescription

Expand items to display detailsTo drill down into the data for in-depth analysis, you can expand or collapse to any level of data detail, and even for all levels of detail in one operation. You can also expand or collapse to a level of detail beyond the next level.

To follow the scenario: Expand the data for the Contoso Baildon Store by clicking the Plus sign.For more information, see Show Expand, collapse, or show details in a PivotTable or PivotChart report.

Repeat item labels to make data easier to scanWhen a PivotTable has a large amount of numerical data, repeating item and field labels can be very helpful. With repeated labels, you will know exactly what you are looking at without having to scroll back to a summary row.

To follow the scenario: Repeat item labels for laptops by right-clicking any Laptops field, and then clicking Field Settings. On the Layout & Print tab, select Repeat item labels, and then click Show Item Labels in tabular form.For more information, see: Repeat item labels in a PivotTable report Video: Repeat item labels in a PivotTable report

Group itemsTo isolate a subset of items for more refined analysis of your data, you can group numeric, date, time, and even a selection of specific items.

To follow the scenario: Group dates by quarters by right-clicking any date field (for example cell B1), click Group, select Quarters, and clear the Months selection.For more information, see Video: Group items in a PivotTable report.

Sort itemsIf you want to rearrange items so that you can more easily find them, you can change their sort order.

To follow the scenario: Try sorting the Laptops data from Z to A by right-clicking the Laptops field in the Product Subcategory slicer,, and then clicking Sort, and then Sort Z to A.For more information, see Video: Sort items in a PivotTable report.

Filter itemsWhen you want to focus your analysis on a subset of your data while hiding everything else, you can filter items by specific criteria.

To follow the scenario: Filter data to show only fourth-quarter data by clicking the Column Labels filter and then selecting Qtr 4. Set filtering to Allow multiple filters per field (PivotTable Tools, Options tab, PivotTable group, Options command, Totals & Filters tab), and then right-click any laptop field to filter by Label Filters that contain the word Black (case-sensitive), and then by Value Filters that show Sum of Sales Amount that is greater than 10000.For more information, see Video: Filter data in a PivotTable report.

Step4: Calculate values in a PivotTable reportTo compare the numbers, and see what is going on, Anna uses the Show Values As feature to display values in different ways.TaskDescription

Enter additional value fieldsYou can add the same value field to a PivotTable more than once, which is useful when you want to show the actual value and other calculations, such as a running total calculation, side by side.

To follow the scenario: Add another Sales Amount column by dragging the Sales Amount field from the PivotTable Field List to the Values area, placing it right below the first Sales Amount field. In the PivotTable, change the name of the new column (Sum of Sales Amount 2) to % of Grand Total.For more information, see Show different calculations in PivotTable value fields

Display different calculations in a value fieldInstead of writing your own formulas in calculated fields, you can quickly display different calculations for a value in any value field, for example, you can calculate running totals or percentages of other values.

To follow the scenario: Change the values in the new column so that they show as a percentage of the grand total amount by right-clicking any of the values, clicking Show Values As, and then clicking % of Grand Total.

For more information, see: Show different calculations in PivotTable value fields Calculate values in a PivotTable report Video: Use the Show Values As feature in a PivotTable report

Step5: Emphasize data trendsFinally, Anna applies conditional formatting to highlight the analysis results. This feature is useful because it shows any trends in the data.TaskDescription

Apply conditional formattingConditional formatting uses data bars, color scales, and icon sets to highlight data so that you can visually explore and analyze that data, detect critical issues, and identify patterns and trends.

To follow the scenario: Apply conditional formatting to the sales percentages by selecting them (without the summary values) in the column, and then clicking a color scales type that you want (Home tab, Styles group, Conditional Formatting button, Color Scales command). For more information, see: Add, change, find, or clear conditional formats Quick Start: Apply conditional formatting Video: Apply conditional formatting

Analyze Additional Sales Data in PowerPivotThe analysis that Anna was able to perform in Excel enabled her to pinpoint some interesting trends, but the analysis was limited by the amount of data in the worksheet. One of Annas colleagues, Tim from IT, suggests that Anna use tables from a local copy of the corporate data warehouse. Anna has seen a PowerPivot demo and is excited about the idea of importing data into PowerPivot and continuing her analysis in Excel. She decides to familiarize herself with the basics of PowerPivot, and then dig right in. The completed analysis will look like the following:Note: After Step 1 below, all the tasks in this section are covered in the PowerPivot tutorial, using the same data. You can follow along in this paper, or you can simply complete that tutorial and then come back to this paper and start on the next section: Next Steps. In either case, start with the existing UK_FilteredSalesData workbook that you created in the previous section. If you plan to go directly to the tutorial, follow these steps before starting the tutorial:1. Copy the data from the Stores workbook into a new worksheet in the existing UK_FilteredSalesData workbook.2. In Excel, rename the worksheet with the stores data to Stores.3. Rename the workbook ContosoSalesAndPromotionsData.Step 1: Learn about PowerPivotWhen Anna was working in Excel, she noticed the PowerPivot tab on the Excel ribbon. She is now ready to investigate the tab and the separate PowerPivot window, in which she can add tables and relationships.TaskDescription

Take a tour of the PowerPivot UIIn the workbook that you created in the previous section, click on the PowerPivot tab and walk through the key areas of the PowerPivot user interface by performing the following tasks:

Launching the PowerPivot window Adding data to the PowerPivot window Exploring the PowerPivot window Exploring the PowerPivot tab and field list in Excel

To follow the scenario, see Take a Tour of the PowerPivot UI.

Note: You will add some data in this step, but it will not be used in the rest of the scenario.

Step 2: Import Data into PowerPivotThe data that Anna has already worked with in Excel is a subset of the data that is available in the corporate data warehouse. The corporate data includes many tables, whereas the workbook had only one table; and the corporate data has millions rather than thousands of rows. At first Anna is concerned that she wont be able to bring all this data into Excel for analysis, but she has read about how efficient PowerPivot is in storing and working with data. TaskDescription

Add data by selecting tables to importPowerPivot includes a Table Import Wizard that helps you to import data from a large number of sources. You will import several tables into the Excel workbook and filter some of the data. For a list of supported data sources, see Data Sources Supported in PowerPivot Workbooks.

In this step, youll import data from a number of tables in the ContosoSales Access database. After each step of importing data, be sure to save the workbook. Rename the workbook to ContosoSalesAndPromotionsData.

To follow the scenario, see Add Data by using the Table Import Wizard.

Add data by using a custom queryYou can also import data based on a query that you specify, rather than having PowerPivot generate the query for you.

In this step, youll use an SQL query to import data into the PowerPivot workbook. To follow the scenario, see Add Data by using a Custom Query.

Add data by using copy and pastePowerPivot enables you to paste tabular data directly into the PowerPivot window.

In this step, youll create another table by pasting the data into your PowerPivot workbook. To follow the scenario, see Add Data by using Copy and Paste.

Add data by using a linked tableA Linked Table is a table that has been created in a worksheet in the Excel window, but is linked to a table in the PowerPivotwindow. The advantage of creating and maintaining the data in Excel, instead of importing it or pasting it in, is that you can continue to modify the values in the Excel worksheet, while you are using the data for analysis in PowerPivot.

In this step, youll add data to the PowerPivot window by using a linked table. To follow the scenario, see Add Data by using an Excel Linked Table.

Step 3: Review and Create Relationships between TablesThe data that Anna has imported is in separate tables, but many of these tables are related to each other. Consider the ProductCategory, DimProductSubCategory, and DimProduct tables. A product belongs to a subcategory which in turn belongs to a category. In a database, these relationships are defined by specifying a column in one table that relates to a column in another table. PowerPivot can detect many of these relationships when data is imported and can re-create them in the PowerPivot window. These relationships enable PowerPivot to support analysis across multiple tables. For more information, see Understanding Relationships.TaskDescription

Review and create relationshipsThe PowerPivot window provides access to the Manage Relationships dialog box that you use to create, edit, and delete relationships. When you imported sales and product data from the Access database, existing relationships were automatically imported for you together with the data. However, the tables that were imported separately or copied into the PowerPivot window do not have any relationships defined.

In this step, you will review existing relationships and create additional relationships so that all tables can be used in your analysis. To follow the scenario, see Create Relationships Between Tables.

Step 4: Perform Analysis of Sales DataNow that the tables have been imported, Anna has access to over two million rows of data that she can analyze by using familiar tools in Excel. Contoso Retail sells across four different channels in eight different product categories. Given the scope of the data, Anna is initially interested in looking at two areas: sales volume by channel and profit by category. She would like to start with broader trends and then filter the data in various ways to get more insight into individual areas.TaskDescription

Create a calculated columnThe FactSales table contains a lot of data about sales amounts, costs, and returns, but it does not include data about the profit realized in each sale. This is common, because profit is typically calculated based on other available data.PowerPivot enables you to add calculated columns to tables in the PowerPivot window. The formulas in calculated columns are much like the formulas that you create in Excel. Unlike in Excel, however, you cannot create a different formula for different rows in a table; instead, the formula is automatically applied to the entire column. In this step youll add a column that calculates profit each row in the FactSales table. To follow the scenario, see Create a Calculated Column.

Create PivotTable reportsOnce you've added data to your PowerPivot workbook, PivotTables help you efficiently analyze your data in detail. You can make comparisons, detect patterns and relationships, and discover trends. PivotTables based on PowerPivot data are created similarly to PivotTables based on Excel data, but you can now easily perform analysis across multiple tables with large data sets.

In this step youll create two PivotTables, one that analyzes sales, and one that analyzes profits. To follow the scenario, see Create a PivotTable:

Add Slicers to PivotTablesYou were introduced to Slicers in Excel earlier in this scenario.Slicers are one-click filtering controls that narrow down the portion of a data set shown in PivotTables and PivotCharts. Slicers can be used with Excel data and PowerPivot data, to interactively filter and analyze data.

In this step, youll create slicers that help you to dig deeper into the Profit By Category PivotTable and focus on: Profits by channel Profits by subcategory and countryTo follow the scenario, see Add Slicers to PivotTables.

Create PivotChart reports and Add SlicersThe PivotTables contain some very interesting data that can be easier to analyze if it is displayed as a PivotChart.

In this step youll create charts that are based on the data in the two PivotTables, and then add Slicers to see different visualizations of the data. To follow the scenario, see Create a PivotChart from PowerPivot data and Add Slicers to PivotCharts.

Next StepsAs we mentioned earlier, this scenario is divided into two sections: analyzing data on the desktop; and sharing analysis with others. If you plan to complete the entire tutorial by sharing data in SharePoint, continuw with the following section (Share your Analysis with Others). If you do not want to complete the sharing portion, but would like to continue with analysis on your desktop, go to Add Promotions Data to PowerPivot, and Complete Analysis. This step is focused on importing and analyzing data from SQL Server but also includes an option to continue in Access, so that a server is not necessary.Share Analysis with OthersAnna has worked through some basic analysis in PowerPivot, and she has some ideas about how to extend this analysis. But she wants to get some input first, so she would like to share her workbook with other people in her department. She knows if she starts e-mailing the file around, some people wont be able to read it because they dont have Office 2010 installed yet, and others will end up creating different copies that will quickly diverge from each other. Anna could put the workbook on a file share, but that doesnt get around the issue of people needing Office 2010 and some skill with Excel. She asks Tim in the IT Department for advice, and he tells her about PowerPivot for SharePoint, and Reporting Services. Anna is now quite familiar with PowerPivot for Excel, but doesnt know much about SharePoint, and has never heard of PowerPivot for SharePoint or Reporting Services. Tim explains a little about SQL Server and how it integrates with SharePoint to provide two features that are helpful in this scenario: data access in a PowerPivot Gallery, which enables you to filter and slice PowerPivot workbooks in a browser window; and Reporting Services reports, which offer additional data visualization features and output formats for PowerPivot and other data. For more information, see Use PowerPivot Workbooks on SharePoint.Install and Configure Servers to Share DataTim tells Anna that he has the necessary software installed on one of the branch office servers, but that the software is not yet configured appropriately to share workbooks. He agrees to install the necessary software on a test server so that Anna can try it out. He will then look into updating the live server to accommodate sharing and reporting across the branch office.TaskDescription

Check the configuration of an existing installation

- OR -Before you can share anything, you need to have server components installed and configured correctly. Check with your IT department to see if they have the following components installed on a server that you can use: SharePoint 2010 PowerPivot for SharePoint Reporting Services 2008 R2If these components are already installed, they need to be configured correctly to support the sharing that is described in this scenario. Provide the following topics to someone who can check the configuration of the components:Default Configuration for PowerPivot for SharePointDefault Configuration for SharePoint Integrated Mode (Reporting Services)

Perform a default installationIf these components are not installed, we recommend installing all the components on a single server, as described in the following topics:Install PowerPivot for SharePoint on a New SharePoint ServerInstall PowerPivot for SharePoint and Reporting Services

After the server components are installed and configured, download and restore the Contoso SQL Server database, which will be used later in this scenario.TaskDescription

Download and extract files for the Microsoft Contoso BI Demo DatasetIn this step you will download and extract the compressed database backup file (ContosoBIdemoBAK.exe) from the Microsoft Download Center.To follow the scenario, follow the instructions on Microsoft Contoso BI Demo Dataset for Retail Industry.

Restore the database

In this step you will restore the database by using SQL Server Management Studio.To follow the scenario: In Management Studio, connect to the appropriate instance of the Database Engine and from the context menu of the Databases folder select Restore Database. In the To Database text box, type ContosoRetailDW and then select From Device and browse to the file ContosoRetailDW.bak. Click OK.For more information, see Backing up and restoring databases in SQL Server.

Share Data in a SharePoint PowerPivot GalleryNow that Tim has configured the server correctly, Anna is ready to publish the workbook to a PowerPivot Gallery. A PowerPivot Gallery is a SharePoint library that lets you preview PowerPivot workbooks and create new Reporting Services reports based on workbooks in the same library. After the workbook is shared, Anna asks several people on her team to try it out.The shared workbook in the PowerPivot Gallery looks like the following: TaskDescription

Share data in the galleryTim emails Anna to let her know that a PowerPivot Gallery is available on her team site. Anna checks the site and sees right away that PowerPivot Gallery is listed just below Shared Documents. She opens her Excel spreadsheet and on the File Save & Send page, she clicks Save to SharePoint. Her team site is already in Recent Locations. Anna clicks that site, clicks Save As, and then browses to the new PowerPivot Gallery. She clicks Save to publish her work.For more information, see the sections Choose a Location for Your File and Save Your File to SharePoint in Save to SharePoint.

View a workbook in the galleryAnna is pleased to see the preview image of her workbook in the gallery. She clicks on the thumbnail image of her document and it opens full size in her browser window. Anna clicks the Monitors category and verifies that her workbook Slicers and filters work the same way in the browser as they do in Excel.

Email a workbookAnna is ready to share this workbook with others. She opens the Library Tools ribbon and clicks Documents. Anna clicks Email a Link and sends a link to the workbook to her manager.

Remove empty pagesAnna notices that her workbooks on PowerPivot Gallery contain empty pages. After some investigation, Anna discovers that she can use Excels publish options button to select just the pages that she wants to display. She republishes her workbooks to remove the empty pages.

Change item sort in the galleryAs Anna adds new workbooks to the library, she notices that the newer workbooks show up at the bottom of the gallery. Anna wants to change how the gallery orders the documents, so she asks Tim to modify library properties. Tim clicks Modify View in the Library Tools ribbon and changes the sort to descending order.For more information, see How to: Create and Customize PowerPivot Gallery.

Add Promotions Data to PowerPivot, and Complete the AnalysisAnna does not have a database background, but she was able to understand how the various tables in the database were related to each other and was able to analyze far more data than she had ever been able to. She had started out looking at sales from a few stores only, and broadened out as she explored the data and the PowerPivot features, but now she had a pressing problem to solve. Her manager told her that Bill, the VP, was concerned that the company didnt really understand how successful its annual promotions had been, and he wanted someone to take a look.Given her focus on the laptop segment, Anna decided to keep heading down that path and take a look at how promotions affected sales. Most people assumed that sales were strongest during the back to school and holiday promotions, but she wanted to verify that. With her increased access to data, she decided to take a look at the entire European market.The completed analysis looks like the following:

Step 1: Import additional dataAnna first needs to import an additional table (DimPromotion) that contains promotions data, and then create a relationship between that table and the existing FactSales table. This will allow her to peform analysis based on which promotion was in effect at the time of each customer transaction.Note: This section assumes that you are connecting to SQL Server to import the DimPromotion table. If you prefer to continue in Access, connect to the ContosoSales Access database again and import the DimPromotion table from there.TaskDescription

Import additional tableSo far you have imported data from Access databases and Excel workbooks. PowerPivot also supports importing from several other databases, including SQL Server. The process is very similar to importing data from Access; the only real difference is in how you specify connection information.

To follow the scenario:1. In the PowerPivot window, on the Home tab, click From Database and select From SQL Server.2. In the Friendly connection name field, type ContosoDB from SQL Server.3. Type the server name (where you have SQL Server installed) and select Use Windows Authentication.4. In the Database name field, click the down arrow to retrieve a list of databases on the server. Select ContosoRetailDW, test the connection, and then click Next.5. You want to select from a list of tables and views, so click Next to display a list of all the source tables within the database. 6. Select the check box for DimPromotion.7. Finish the wizard.

Create an additional relationshipEarlier in the scenario, you created relationships between tables that you imported separately. You will now do the same for the DimPromotion table.

To follow the scenario, use the Manage Relationships dialog box to create the following additional relationship:

TableRelated Lookup Table

FactSales [PromotionKey]DimPromotion [PromotionKey]

For more information, see Create a Relationship Between Two Tables.

Step 2: Create a PivotTable and Add MeasuresNow that Anna has imported all the tables that she needs, she wants to analyze how effective each promotion has been. She knows that PowerPivot includes a powerful formula language called DAX (Data Analysis Expressions), which will help her to answer questions like What is the profit per day for each promotion period?. She decides to create a PivotTable and DAX measures that will address this question. A measure is a formula that is created specifically for use in a PivotTable (or PivotChart) that uses PowerPivot data. For more information about DAX and measures, see DAX (Data Analysis Expressions) Language and Create a Measure.Since Anna is an expert in using Excel functions, and Tim is familiar with the schemas of relational databases, in a short time they are able to create the measures necessary for this analysis. The first measure (SalesProfit) provides input to the second measure (SalesProfitPerDay). The results of the SalesProfitPerDay measure are then displayed in the PivotTable. Anna could have created a single measure with the same logic, but it is easier to understand this way.

TaskDescription

Create a PivotTable reportBy creating a PivotTable report, you can summarize data, analyze it, and explore the data to in-depth levels of detail. PivotTable analysis enables you to make informed decisions about critical data in your enterprise. For more information, see Creating Reports, Charts, and PivotTables.

To follow the scenario: On the PowerPivot tab in the Excel window, click PivotTable, and then click OK. In the PowerPivotTable Field List, Drag CalendarYear (under DimDate) to the Row Labels area; and drag PromotionName (under DimPromotion) to the Column Labels area.

You now have a blank PivotTable that will display values by year and promotion. When you add measures to this table, the measures calculate a value for each cell based on the context of the cell. For example, when a measure calculates profit per day for the 2008 European Spring Promotion, it uses only the sales data from that time period and promotion. This will become more clear as you review the individual measures in the next two steps. For more information about context, see Context in DAX Formulas.

Create a measure to determine the total profit for each promotionIn this step, you will add the SalesProfit measure:

=SUM(FactSales[SalesAmount])- SUM(FactSales[TotalCost])-SUM(FactSales[ReturnAmount])

The SalesProfit measure uses one DAX function: SUM. The measure calculates the sum of the profit for the sales in the FactSales table that occur during a specific promotion. Notice that you dont have to specify anything about the year or promotion in the formula because the context of the PivotTable already limits the result to a particular year and promotion.

To follow the scenario:

1. In the Excel window, on the PowerPivot tab, click New Measure.2. Specify FactSales for the table name.3. Change the Measure Name to SalesProfit4. In the function area, type the following expression:=SUM(FactSales[SalesAmount])- SUM(FactSales[TotalCost])-SUM(FactSales[ReturnAmount])5. Press Enter.6. In the PowerPivotTable Field List, under FactSales, clear the SalesProfit checkbox. We want to use this measure as input to the SalesProfitPerDay measure, but we dont need to display the results.

Create a measure to determine the average profit per day of each promotionIn this step you will add the SalesProfitPerDay measure. We show two ways to create this measure:

=FactSales[SalesProfit] / COUNTROWS(DISTINCT(FactSales[DateKey]))

OR -

=AVERAGEX(DimDate,FactSales[SalesProfit])

Both measures calculate the profit per day based on the SalesProfit measure that you already defined. One thing you might notice is that there is no mention of the promotions table (DimPromotion) in either measure. Again, the measures can take advantage of the context that is provided by the PivotTable. The FactSales table is related to the DimDate and DimPromotion tables, so the measure can determine within which promotion period a particular sales transaction occurred without needing to include DimPromotion in the expression.

In the first example, the COUNTROWS and DISTINCT functions are used together to return the number of days in the period. DISTINCT is required so that the dates in which multiple transactions occurred are counted only once.

In the second example, the AVERAGEX function is used because profit per day is a simple average. The AVERAGEX function enables you to evaluate expressions for each row of a table, and then take the resulting set of values and calculate its average. Therefore, the function takes a table as its first argument, and an expression as the second argument.

To follow the scenario:

1. In the Excel window, on the PowerPivot tab, click New Measure.2. Click New Measure.3. Specify FactSales for the table name.4. Change the Measure Name to SalesProfitPerDay5. In the function area, type one of the the following expressions:=FactSales[SalesProfit] / COUNTROWS(DISTINCT(FactSales[DateKey]))

OR -

=AVERAGEX(DimDate,[SalesProfit])6. Press Enter. Each cell in the PivotTable should now have a value that represents the amount of profit during each promotion period, per year.

Step 3: Analyze the PivotTable dataThe PivotTable now shows the profit per day for all promotions in 2007, 2008, and 2009. Anna wants to focus on laptop sales during Europena promotions, so she uses a combination of filters and slicers to get a view of the data that she is interested in.TaskDescription

Filter data to show European promotionsIn this step, you will filter some of the promotions out of the PivotTable.

To follow the scenario:1. In the PivotTable, click the arrow next to Column Labels, and clear the Select All checkbox.2. Select the checboxes for European Back-to-Scholl Promotion, European Holiday Promotion, European Spring Promotion, and No Discount.

Add slicers to the PivotTableIn this step, you will add slicers to the PivotTable so that you see only laptop sales in Europe. You will add additional slicers so that you can see the interaction between slicers.

To follow the scenario:1. In the PowerPivot Field List, drag the following fields from the Geography table to the Slicers Vertical area: ContinentName RegionCountryName2. Drag the following fields from the DimProduct table to the Slicers Horizontal area: ProductCategoryName ProductSubcategoryName

Slice the dataIn this step, you will select options in two of the slicers.

To follow the scenario:1. In the ContinentName slicer, click Europe. Notice how the European countires are now the only ones selected in the RegionCountryName slicer.

We have already filtered out the other promotions, but it is necessary to slice by Europe so that the No Discount column does not include data from other continents.

2. In the ProductSubcategoryName slicer, click Laptops. Notice how Cpmouters is now the only category selected in the ProductCategoryName slicer.

Through a combination of measures, filters, and slicers in a PivotTable, Anna was able to determine that the only really effective sale is the European Spring Promotion, with a daily profit of $108,744.80, compared to an average daily profit of $91,561.50.Share Data in a ReportAnnas manager asks her to share the promotional data analysis with the extended team. Anna considers how best to present the promotional data. She opens a Report Builder report from the PowerPivot gallery workbook and designs a presentation that makes it easy to compare how effective promotions have been for computer sales in the United Kingdom and other European countries. She works with RD, the report designer, to create a table and embedded databars with custom colors. She creates a report schedule to deliver the processed report to her team via e-mail or a file share. The completed report looks like the following:

Step 1: Install, configure, or verify that Reporting Services is installedFor this scenario, Reporting Services must be SQL Server 2008 R2 running in SharePoint integrated mode. The report must use only PowerPivot data and be posted in the same PowerPivot Gallery as the PowerPivot workbook it is based on. Report Builder 3.0 runs as a ClickOnce application from the PowerPivot Gallery. No client installation is needed. Ideally, Reporting Services was configured at the time the PowerPivot Gallery was configured for SharePoint 2010. Anna verifies whether she can open a report from the published PowerPivot workbook. TaskDescription

Determine if Reporting Services has been installed and configuredFrom the PowerPivot gallery, find the PowerPivot workbook, and click the New Report button. If Create Report Builder Report is an option, then the Reporting Services components are installed and configured.For more information, see the section "Verify PowerPivot and Reporting Services Integration" in: How to: Install PowerPivot for SharePoint and Reporting Services

If Report Builder is not available, Anna contacts Tim and asks him to install and configure Reporting Services integrated with SharePoint 2010. TaskDescription

Install the Reporting Services add-in for SharePoint ProductsYou can install and configure the Reporting Services add-in for SharePoint 2010 and use SharePoint administration pages to manage security.For more information, see: How to: Install or Uninstall the Reporting Services Add-in How to: Configure Report Server Integration in SharePoint Central Administration How to: Activate the Report Server File Sync Feature in SharePoint Central Administration How to: Add Report Server Content Types to a Library (Reporting Services in SharePoint Integrated Mode) Using Built-in Security in Windows SharePoint Services for Report Server Items How to: Set Permissions for Report Server Items on a SharePoint Site (Reporting Services in SharePoint Integrated Mode) How to: Configure Report Builder Access

Step 2: Open Report Builder from the PowerPivot documentFrom the drop-down menu for a PowerPivot document in the Gallery, Anna opens Report Builder to create a Reporting Services report. Because creating Reporting Services reports is not her primary job, she works with RD, the report designer. She describes how she wants to present the promotion data, and RD provides the expertise on how to create and configure report tables and charts. Note: PivotTables, PivotCharts, slicers, and other layout and analytical features from the PowerPivot workbook are not re-created in a Report Builder report. The blank report includes a preconfigured data source that points to the the data in the PowerPivot workbook. Designing reports based on a PowerPivot workbook can be labor-intensive and time-consuming depending on the number of slicers, filters, and tables or charts that you want to re-create in the report. A better approach is to envision the presentation of the data that you want in a report independently from the PowerPivot design. The data in a PowerPivot workbook is highly compressed; data retrieved from the PowerPivot workbook for a report is not compressed. You must select only the report data that you intend to display by using the graphical query to filter and parameterize the data before it is retrieved for the report.Anna decides to present the sales profit data for computers in the United Kingdom in the context of computer sales in Europe. She decides that a simple sorted table with an embedded bar chart is an effective presentation. TaskDescription

Launch Report Builder from the PowerPivot GalleryFirst, verify that the Report Builder is enabled for the PowerPivot Gallery.For more information, see: How to: Create and Customize PowerPivot Gallery

Open Report Builder From the PowerPivot Gallery, click the New Report button and open Report Builder.For more information, see: How to: Start Report Builder (Report Builder 3.0)

Step 3: Select the PowerPivot data for this reportTo choose which data to include in the report, Anna creates a dataset based on the pre-configured data source that points to the PowerPivot workbook. In the query designer, she drags measures and fields to the query pane, set filters, and runs the query to see sample data results. TaskDescription

Define the data for the reportTo specify which data to include in a report, create datasets. A dataset represents the result set from a command that runs on a data source. Each type of data source has an associated query designer that helps you choose which data to include in the dataset. To follow the scenario: Create a dataset named PromotionFacts. Open the query designer and drag the following fields to the query pane: From Measure FactSales: SalesProfitperDay From Dimension DimPromotion: PromotionName From Dimension DimProductSubcategory: ProductSubcategoryName From Dimension DimDate: CalendarYear From Dimension Geography: RegionCountryNameFor more information, see: Analysis Services MDX Query Designer User Interface (Report Builder 3.0) Getting Data from a PowerPivot Workbook

Define filters to limit the dataTo limit the data to just what is needed in the report, create filters in the query designer Filters pane.To the follow the scenario: In the Filters pane, create a filter row as defined in the following list: Dimension: Geography Hierarchy: ContinentName Operator: Equal Filter Expression: {Europe} Parameters: No Dimension: Geography Hierarchy: RegionCountryName Operator: Equal Filter Expression: {France,Denmark,Germany,Greece,Ireland,Italy,Malta,Poland,Portugal,Romania,Russia,Slovenia,Spain,Sweden,Switzerland,the Netherlands,United Kingdom} Parameters: Yes Dimension: ProductCategory Hierarchy: ProductCategoryName Operator: Equal Filter Expression: {Computers} Parameters: No Dimension: DimProductSubcategory Hierarchy: ProductSubcategoryName Operator: Equal Filter Expression: {{Computers Accessories,Desktops,Laptops,Monitors,Printers,Scanners,& Fax,Projectors & Screens}} Parameters: Yes Dimension: DimPromotion Hierarchy: PromotionName Operator: Equal Filter Expression: {European Back-to-Scholl Promotion,European Holiday Promotion,European Spring Promotion,No Discount} Parameters: No

Notice that one value for DimPromotion has a spelling error: European Back-to-Scholl Promotion. You will write an expression in the report to correct the spelling in a later step.For more information, see:Analysis Services MDX Query Designer User Interface (Report Builder 3.0)

Select the parameter option for a filterTo enable a user to specify data, select the parameter option for a filter in the filter pane in the query designer. A dataset is automatically created to provide a drop-down of valid values. By default, this dataset does not appear in the Report Data pane.For more information, see: Analysis Services MDX Query Designer User Interface (Report Builder 3.0) How to: Show Hidden Datasets for Parameter Values for Multidimensional Data Sources (Report Builder 3.0)

Verify that the dataset metadata is correctWhen you finish creating the dataset, the metadata that represents the query results as a field collection appears in the Report Data pane.To the follow the scenario: Expand the Datasets node, expand the PromotionFacts dataset, and verify that there are 5 fields: CalendarYear, RegionCountryName, ProductSubcategoryName, PromotionName, and SalesProfitperDay.

Step 4: Configure ParametersIn the query designer, Anna selected the parameter option for RegionCountryName and ProductSubcategoryName. In the Report Data pane, two parameters were automatically created: GeographyregionCountryName and DimProductSubcategoryProductSubcategoryName.

TaskDescription

Configure report parametersA report parameter is automatically created when a query contains a query parameter. Report parameters can also be created manually. By default, report parameters are single valued and data type Text. You must manually configure each parameter as needed after it is created. To follow the scenario: Create a new parameter named TopN. Configure the parameter to have Prompt "Top number of subcategories?"; Data type Integer; Available values: 1, 2, 3, 4, 5, 6; and Default value 3.For more information, see: Parameters (Report Builder 3.0) How to: Add, Change, or Delete Default Values for a Report Parameter (Report Builder 3.0) How to: Add, Change, or Delete Available Values for a Report Parameter (Report Builder 3.0)

Step 5: Create a Report TitleBecause the report will be delivered in email, Anna adds a report title and the parameter values that were used to run the report. TaskDescription

Format the title textText formatting can be on a Text Box, on a Placeholder, or on Text. To follow the scenario: Add a text box to the top of the report. Add the following lines of text: Most Profitable Promotions Top [@TopN] Subcategories for Computers Format the text as needed. For more information, see: Formatting Text and Placeholders (Report Builder 3.0) Expressions (Report Builder 3.0)

Step 6: Choose a data visualizationAnna chooses a table with an embedded databar to represent the profit by country, by subcategory, by year, and by promotion type. She decides to assign colors to each promotion that make it easier to interpret the promotion type: green for spring promotion, plum for holiday promotion, gold for back-to-school promotion, and silver for no promotion.TaskDescription

Create a data region with a wizardCreating effective data visualizations is a report design and presentation skill. Choose a data visualization that makes it easy for the report user to interpret data comparisons in a meaningful context.

In a Reporting Services report, you display data from a dataset in a data region. A data region can be a flexible grid layout (known as a tablix), a chart, or a map. Data is organized in a data region based on group expressions, typically dataset fields. Tablix types include table, matrix, or a list, which is a free-form layout. Chart types include pie, bar, line, sparkline, and databars. You can nest charts in a tablix.

To follow the scenario: Open the Matrix Wizard. Choose the PromotionFacts dataset, and do the following: Drag RegionCountryName and ProductSubcategoryName to Row groups Drag CalendarYear to Column groups Drag SalesProfitperDay to Values On the Layout page, clear the options Show subtotals and grand totals and Expand/collapse groups. Choose the Ocean style.The matrix is added to the design surface.

For more information, see: Data Regions and Maps (Report Builder 3.0) Chart Types (Report Builder 3.0) Tutorial: Creating a Matrix Report (Report Builder 3.0)

Group and sort itemsGrouping, sorting, and filtering data are all integral parts of presenting your analysis. Sorting rows, columns, or chart categories based on an aggregated value can be a simple, effective way to compare rank. To follow the scenario: Sort the RegionCountryName group by profit. In the Grouping pane, open the Group Properties. On the Sorting tab, set Sort by to [Sum(SalesProfitperDay)] and click Z to A. Open Group Properties for the ProductSubcategoryName group, and sort the group in the same way. On the Filter page, add a filter. Set Expression to the same expression as the sort expression, click Float, select operator TopN, and enter [@TopN] as Value. This associates the filter with the parameter @TopN.For more information, see: Group Expression Examples (Report Builder 3.0) How to: Sort Data in a Data Region (Report Builder 3.0)

Format the sum as currencyBy default, each text box is a General format. You can format the text box, each line of text, or each part of a line of text independently. To follow the scenario: Format the cell that contains [Sum(SalesProfitperDay)] as currency in thousands. For more information, see: Formatting Text and Placeholders (Report Builder 3.0) Tutorial: Formatting Text (Report Builder 3.0)

Add custom code that specifies colors. Color is an important way to make your report more readable. You can use default colors from the color palette or specify your own. To follow the scenario: Add custom code to control colors for the data bars. By providing custom colors, you can build a legend to add to the table. Right-click the background of the report design window outside the report page, and open Report Properties. On the Code page, paste the following code: Private colorPalette As String() = _{"Gold", "Plum", "LightGreen", "Silver"} Private count As Integer = 0 Private mapping As New System.Collections.Hashtable() Public Function GetColor(ByVal groupingValue As String) _ As String If mapping.ContainsKey(groupingValue) Then Return mapping(groupingValue) End If Dim c As String = _ colorPalette(count Mod colorPalette.Length) count = count + 1 mapping.Add(groupingValue, c) Return cEnd Function

Add a databar nested in the matrixA databar nested in a row associated with a group value such as a promotion type can display the sum of profit on a horizontal axis that is synchronized for all the data in the matrix. By adding promotion type as a series, this type of display provides an easy way to compare values for each promotion for each countryregion. To follow the scenario: Add a column by right-clicking the last column, point to Insert Column, and then click Inside Group - Right. Insert a databar by right-clicking the empty cell, point to Insert, click Databar, and click the first chart in the Data Bar group. Expand the row height by about 50%. From the Report Data pane, drag SalesProfitperDay over the databar until the Chart Data pane appears, and drop it in Values. Configure the series by right-clicking [Sum(SalesProfitperDay)] in the Values pane, and open Series Properties. In Tooltip, enter the following expression: =FormatCurrency(Sum(SalesProfitperDay)/1000,2) On the Fill page, set color to the following expression: =Code.GetColor(Fields!PromotionName.Value) From the Report Data pane, drag PromotionName to Series Groups in the Chart Data pane. Open Series Group Properties, Sort page, and sort by the profit total by using the same sort expression as before, and select Z to A.

Filter itemsTo filter data after it is retrieved from the data source, specify filters on a dataset, a data region, or a data region group.To create a filter, specify criteria in a way that is similar to writing an equation.

For more information, see: Filter Equation Examples (Report Builder 3.0) How to: Add a Filter to a Dataset (Report Builder 3.0) How to: Add a Filter (Report Builder 3.0)

Step 7: Add a LegendAnna adds a custom legend to the corner of the table to provide the information for her team to interpret the custom color scheme. TaskDescription

ExpressionsData and report layout are combined when the report is processed by means of evaluated expressions. Many expressions are created for you as you drag fields to the report layout. For more information, see: Expressions (Report Builder 3.0) Using Expressions (Report Builder 3.0) Expression Examples (Report Builder 3.0)

Text and PlaceholdersBy default, the chart wizard adds many parts of a chart presentation that you can easily remove or change.

Add a legend for the bar chart to the corner of the matrixThe matrix is a form of tablix, a flexible grid layout for a dataset. You can build a legend matrix outside the data matrix, merge the corner cells of the data matrix, and then drag the legend matrix to the corner area of the data matrix. To follow the scenario: Merge the cells in the corner of the profit matrix. Create a 3 row matrix in the following way: Add a matrix without using the wizard. Drag PromotionName to Rows. Drag PromotionName to Data. In the Column Groups pane, delete ColumnGroup, and choose Delete group only. Delete the first column by right-clicking the column handle, and then choosing Delete columns only. Right-click the column handle and then add a column. Right-click the bottom row handle, point to Insert Row, and then point to Outside Group - Below. You now have a table with 3 rows and 2 columns. The first row is a header, the last row is a footer, and the middle row repeats once per promotion name. In the header row, merge both columns and type Legend. In the footer row, merge both columns and type (All amounts in thousands). Right-click the last cell of the middle row, and open Text Box Properties. On the Fill page, enter the following expression for Color: =Code.GetColor(Fields!PromotionName.Value). Format the table as needed. In the profit matrix, merge the corner cells. Drag the legend matrix into the corner cell.

Step 8: Save the report to the PowerPivot GalleryAnna previews the report and is satisfied with the presentation. She saves the report to the PowerPivot Gallery and runs it. TaskDescription

Save the reportTo share a report based on data from a PowerPivot workbook, publish the report to the same gallery as the workbook. For more information: How to: Save a Report to a SharePoint Library (Report Builder 3.0)

Set a default value for each parameterVerify that each parameter has a default value so that the report runs without prompts. For more information: How to: Set Parameters on a Published Report (Reporting Services in SharePoint Integrated Mode)

Step 9: Make a quick changeAnna notices that one of the promotions has a spelling error that is in the data: "Back-to-Scholl" instead of "Back-to-School". She does not have permission to update the data source, so she modifies an expression in the report to replace the error with the correct spelling.TaskDescription

Change the view of the PowerPivot Gallery to DocumentsSwitch the view from Gallery to All Documents and from the drop-down menu, choose Edit in Report Builder. For more information: How to: Create and Customize PowerPivot Gallery

Replace the field expression A simple field expression such as =Fields!Promotion.Value appears on the design surface as [Promotion]. Any expression can be customized to a different value.

To follow the scenario: Open the report from the PowerPivot Gallery. In the legend matrix, replace the simple expression [Promotion] with the expression =Replace(Fields!Promotion.Value,"Scholl","School")For more information, see: Expressions (Report Builder 3.0) Using Expressions (Report Builder 3.0) Expression Examples (Report Builder 3.0)

Save the reportSave the report back to the PowerPivot Gallery. Run the report to verify the changes.

Step 10: Create a subscription and scheduleAfter Anna publishes the report to the PowerPivot Gallery, she associates the report with a new report schedule or selects an existing report schedule in SharePoint, and specifies e-mail delivery to her team. TaskDescription

Create a scheduleYou can create a schedule or use an existing shared schedule.For more information: How to: Schedule Report and Subscription Processing (Reporting Services in SharePoint Integrated Mode) How to: Create and Manage Shared Schedules (Reporting Services in SharePoint Integrated Mode)

Create a subscriptionYou can create a data-driven subscription to deliver the report to your team members. For more information: Subscription Processing How to: Create and Manage Subscriptions (Reporting Services in SharePoint Integrated Mode)

Verify the format of the report in e-mailDelivering a report in e-mail can affect the report appearance. It's a good idea to review the report in its final format before delivering it to the team.Create a one-time use schedule to send the report to yourself. For more information: Comparing Interactive Functionality for Different Report Rendering Extensions (Report Builder 3.0)

SummaryThis scenario has covered a lot of territory, from analysis in Excel and PowerPivot for Excel to sharing in PowerPivot for SharePoint to reporting in Reporting Services. We hope that you have gained some insight into how you can use Microsoft BI software to design your own solutions. For more information, see the Business Intelligence Resource Center.