PowerPivot and SharePoint 2010

1. PowerPivot 2010 in SharePoint 2010
• Deploying Business Intelligence to the end user with SharePoint
Enterprise, Excel Services and PowerPivot
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2. About me
• I love collecting code and re-using it as much as possible to save time
and money and leverage SharePoint.
• I gather views by searching the internet sites like “GPUG’s Share My
Code” site, SharePoint Users groups and CodePlex.
• I belong to several users groups including GPUG, Yammer SPYam, and
FEDSPUG where I get valuable information on SharePoint tips and
tricks.
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3. Experience
• Power user with Microsoft SharePoint®, Microsoft Office®, Dynamics
GP, Forecaster 7.0, Management Reporter and Encore Project
software
• Retrieve data using Microsoft SQL queries, views, SSRS (Reporting
Services), Smart List Builder & Microsoft Excel® PowerPivot
• Deployed PowerPivot software in SharePoint 2010 to give staff access
to budgets and actuals from Encore project tracking and to pull
information and lists from our AMS.
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4. • Currently using Microsoft Dynamics GP 2013 R2
• PowerPivot Gallery in SharePoint 2010 Enterprise - access to budgets
and actuals, Encore project tracking, and information and lists from
membership database.
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5. Deploying Business Intelligence to the end user
with SharePoint Enterprise, Excel Services and
PowerPivot
• Excel workbooks with the PowerPivot add in use SQL queries and
views to pull real time data from multiple sources.
• Excel Services and PowerPivot service in SharePoint can display and
refresh the data on a web page.
• The data sources that I use include Microsoft Dynamics GP,
Forecaster, Encore, Unanet, and our AMS (association Management
System) database.
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6. Why SharePoint
• The file Share and Intranet were already in SharePoint
• Sharing large files was difficult - email was not secure
• Files need to be protected - only the proper user can have access to
reports.
• SharePoint Library has permissions tied to Active Directory and could
support the large workbooks
• One Place for Reports
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7. Agenda
• Types of reporting and tools
• FRX vs Power Pivot for Detail Drill Down Reports
• PivotTables
• PowerPivot in Excel
• PowerPivot Gallery and Library Views in SharePoint Enterprise
• Excel Services and PowerPivot in SharePoint
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8. Reports Created
• Member Lists – Mailing, Email, Targeted Marketing List
• Budget to Actual Comparisons and Forecasts
• YTD Transactions in GL
• Event Registration reports
• Committee / Council Reports
• Encore Project Tracking Data
• AR reports
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9. Tools used to produce reports for End Users
• SmartList
• SQL Management Tools – create queries and views
• Excel reports and dashboards
• SSRS in Dynamics GP
• Business Analyzer
• FRX
• SharePoint PowerPivot Gallery
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10. FRX / Management Reporter / PowerPivot
• FRX with drill down on transaction detail for reforecasting
and budget.
• FRX accessed through terminal server
• Issues logging into terminal server
• Staff had issues finding the right file for the Drill down
• Moved to Management reporter with the drill down.
• Excel powerpivot can pull information posted to the cost
centers into an Excel Spreadsheet

11. What is a PivotTable?
• A PivotTable report is an interactive table that automatically extracts,
organizes, and summarizes data.
• PivotTables allow you to summarize and analyze large amounts of
data in excel.
• PowerPivot allows you to connect to Tables, Views or write a query to
pull data into a list from multiple sources
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12. What is required to use PowerPivot?
• Microsoft Office 2010 and the add on PowerPivot for Excel will allow
you to create workbooks with Pivot tables using Slicers to create a
three dimensional view of your data.
• To Publish Excel PowerPivot Workbooks to SharePoint you need
SharePoint 2010 SP1 Enterprise Edition, Windows® 2008 R2,
Microsoft SQL Server 2008, Office 2010, PowerPivot add in for Excel
• Excel 2013 PowerPivot is not backwardly compatible – you cannot
open an Excel PowerPivot 2010 file from the PowerPivot Gallery in
Excel 2013 and save it back to the PowerPivot gallery – it will no
longer open in the gallery
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13. Excel 2010 with PowerPivot Add in
• Install the Power Pivot add-in
• Connect to data from data sources
• Create new queries or connect to tables or views
• Data Model directly in Excel
• You can add calculated fields to use in the pivot tables
• Power Pivot in SharePoint so pages can be displayed in browser
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14. Get PowerPivot for Excel 2010
• Download Powerpivot from the Microsoft site
• http://www.microsoft.com/en-us/download/details.aspx?id=102
• It is an Add in that self installs when you open Excel.
• Open Excel
• Create a new Blank Workbook
• (Excel 2013 have PowerPivot, Query, View included)
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15. Click on the PowerPivot Tab after downloading and installing the Add-in.
Then click on the Green PowerPivot Window button
Click on the From Database Icon to connect to the Datasource that you want
to use (SQL, Access, Excel)

16. For this example we are pulling
the data from a SQL Server
database
You type in the server name and
choose the way that you will be
logging into the server
We set up a special user with
read only. There are many ways
to set up permissions and
restrict you can see what data
or what they can see in reports.
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17. Once you set up your connection you
have a choice to select from the list
of tables or views or you can write
your own query. Cannot write data
back just pulls data.
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18. This is an example of
writing a simple query
from our membership
database – pulling
information from
multiple tables. Write
queries for our
membership database –
use more views for GP

19. 19
The other option is to select
Tables and views – there are
some great recorded webinars in
GPUG community on joining
tables.
These are some of the views that
I have created in a database.
Views can be found at GPUG or
on various websites
I have views for AP, AR, GL, Fixed
Assets, Budgets

20. 20
View for Budget Data from Encore for my pivot table
SELECT TOP (100) PERCENT 1 AS SOURCE, CAST(DB_NAME() AS char(5)) AS CompanyDB, a.BUDGETID,
d.YEAR1 AS Year, a.PERIODID, a.BUDGETAMT, a.ACTINDX,
RTRIM(b.ACTNUMST) AS ACTNUM, c.ACTDESCR
FROM dbo.GL00201 AS a INNER JOIN
dbo.GL00105 AS b ON a.ACTINDX = b.ACTINDX INNER JOIN
dbo.GL00100 AS c ON b.ACTINDX = c.ACTINDX INNER JOIN
dbo.GL00200 AS d ON a.BUDGETID = d.BUDGETID
ORDER BY a.BUDGETID

21. 21
View for Budget Data from Encore for my pivot table

22. View for Budget Cross Tab in GP
VW_BudgetCrossTab
• SELECT TOP (100) PERCENT CompanyDB, BUDGETID, RTRIM(BUDGETID) + ' ' + ACTNUM + ' ' + ACTDESCR AS ASSUMPTION, Year, ACTINDX, ACTNUM,
• SUM(CASE PERIODID WHEN 0 THEN BUDGETAMT ELSE 0 END) AS P00, SUM(CASE PERIODID WHEN 1 THEN BUDGETAMT ELSE 0 END) AS P01,
• SUM(CASE PERIODID WHEN 2 THEN BUDGETAMT ELSE 0 END) AS P02, SUM(CASE PERIODID WHEN 3 THEN BUDGETAMT ELSE 0 END) AS P03,
• SUM(CASE PERIODID WHEN 4 THEN BUDGETAMT ELSE 0 END) AS P04, SUM(CASE PERIODID WHEN 5 THEN BUDGETAMT ELSE 0 END) AS P05,
• SUM(CASE PERIODID WHEN 6 THEN BUDGETAMT ELSE 0 END) AS P06, SUM(CASE PERIODID WHEN 7 THEN BUDGETAMT ELSE 0 END) AS P07,
• SUM(CASE PERIODID WHEN 8 THEN BUDGETAMT ELSE 0 END) AS P08, SUM(CASE PERIODID WHEN 9 THEN BUDGETAMT ELSE 0 END) AS P09,
• SUM(CASE PERIODID WHEN 10 THEN BUDGETAMT ELSE 0 END) AS P10, SUM(CASE PERIODID WHEN 11 THEN BUDGETAMT ELSE 0 END) AS
P11,
• SUM(CASE PERIODID WHEN 12 THEN BUDGETAMT ELSE 0 END) AS P12
• FROM dbo.vw_BudgetData
• GROUP BY CompanyDB, Year, BUDGETID, ACTNUM, ACTINDX, ACTDESCR
• ORDER BY CompanyDB, Year, BUDGETID, ACTNUM
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23. 23
View for Budget Cross Tab in GP
VW_BudgetCrossTab

24. 24
View_AR_Apply_Detail
http://victoriayudin.com/2010/02/15/sql-view-with-ar-apply-detail/

25. 25
After you click finish the import
will start and tell you how many
records have been transferred to
the Excel Workbook – This data is
now stored in the Excel workbook
– No data writes back to the
database so you can manipulate
the data and created calculated
fields

26. 26
PowerPivot Data
Model - budget
information

27. Calculated Fields can be added to be used in the
Pivot Tables
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28. To create a quick pivot table you can click on the PivotTable button under
the Home tab in the PowerPivot Section. This will give you a drop down of
choices between charts and tables. Or you can produce a flattened
PivotTable which puts the data in a flattened format instead of the pivot
table standard of adding each new item below the one above it.

29. • Row Fields are fields from the source data
that are assigned to a row layout in a
PivotTable.
• Column Fields are fields from the source
data that are assigned to a column layout.
• Report Filters are fields from the source
data that act as filters in a PivotTable report
• Items are the subcategories of a row,
column, or report filter.
• Values Fields are fields from the source
data that contain values to be summarized.
• The Data Area is the range of cells in a
PivotTable report that contains summarized
data.

30. 30
Pivot Table without slicers or Timeline

31. 31
Pivot Table Choose Slicers

32. 32
Pivot Table Insert Timelines

33. 33
Pivot Table modify Slicer

34. Encore Project
tracking in GP –
participants and
projects. Pivot
table summarizes
the data – slicers
have been to
choose participants
and project to see
details
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35. 35
Time Line and Slicer – pulled Tasks from Outlook -

36. Components of PowerPivot for SharePoint
Client and server components integrate with Excel and Excel Services in a
SharePoint farm.
On a SharePoint farm, Analysis Services runs on an application
server where it is paired with related services that handle
requests for PowerPivot data.

37. PowerPivot client and server components

38. PowerPivot service
• PowerPivot Web service - runs on web application server.
• Redirects requests from web application to PowerPivot System
Service instance in the farm.
• Analysis Service server instance - SharePoint integrated mode.
• Loads, queries, and unloads data.
• Processes data if the workbook is configured for PowerPivot data
refresh.
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39. This is a
PowerPivot
Gallery installed
on a SharePoint
Web Site.
There are
multiple Views
of the
documents

40. PowerPivot Gallery – Carousal View
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41. PowerPivot Gallery – Theater View
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42. PowerPivot Gallery – Gallery View
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43. Pivot Table by Account and Cost Center Detail

44. PowerPivot installation for SharePoint
• Created a Data Feed Library and PowerPivot Gallery
• Uploaded PowerPivot enabled excel workbook using slicers data refresh.
• Set up a special account in SQL called Report Writer with limited rights
• Required password entry upon refresh – did not want to save the
credentials with the workbook because it kept it in plain text

45. Things to keep in mind while working with
PowerPivot
• Increased maximum upload size and maximum workbook size from 50MB to
500MB for the SharePoint document libraries
• The data refresh account must be granted contribute permissions on any
PowerPivot workbook for which it is used.
• Contribute permission are set for the entire site but if any sites or libraries use
unique permissions, this account will need to be given the appropriate access in
order to open the workbook from a library and then save it back to the library after
a refresh.
• The data refresh account needs read-only permissions on all the external data
sources that are used in any data refresh operation.
• Each site collection has to be enabled for PowerPivot, so if any site collections are
added in the future this will need to be activated.

46. Links
• GPUG SSRS Monday SIG: Using Excel Power Pivot to Analyze GP Data (Sep 2014)
• http://www.gpug.com/communities/community-home/
librarydocuments/viewdocument/?DocumentKey=0f27e261-80e2-492a-b093-
99d40426594f
• DAX
• http://technet.microsoft.com/en-us/library/gg399181(v=sql.110).aspx
• GPUG Learn & Engage –Webinars on Demand (Members Only)
• http://www.gpug.com/engage/recordings
• http://victoriayudin.com
• Instant SQL Formatting
• http://www.dpriver.com/pp/sqlformat.htm?ref=g_wangz
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