AD&I Analytics Tools and Platforms – BI Tools & Platforms

Power BI Desktop End User Guide

Contents
Introduction...........................................................................................................................................2
What is Power BI Desktop......................................................................................................................2
Installing Power BI Desktop....................................................................................................................2
Learning how to use Power BI Desktop..................................................................................................6
Source System Information....................................................................................................................6
Connecting to SAP BW Systems at Nestlé..............................................................................................6
BW-Power BI Best Practice.....................................................................................................................9
Performance for BW Query with 2 structures....................................................................................9
How to split data in several Data package........................................................................................12
Passing BW variable to Power BI services.........................................................................................15
Connecting to Microsoft Azure Resources at Nestlé............................................................................17
Azure Analysis Services.....................................................................................................................17
Azure SQL Database (via VDI)...........................................................................................................17
Azure SQL Data Warehouse (via VDI)...............................................................................................20
Data Refresh.........................................................................................................................................20
Data Protection....................................................................................................................................20
Saving and sharing Power BI documents..............................................................................................20
Extensions............................................................................................................................................20
Support.................................................................................................................................................20
New versions........................................................................................................................................21

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Introduction
This document is a user guide for Microsoft Power BI Desktop at Nestlé. It explains how to work with
the tool, as well as the rules you must follow to remain compliant with the Nestlé End User Security
Policy. The Power BI Cloud Service is outside the scope of this document.

What is Power BI Desktop

Power BI Desktop is a self-service tool for connecting to data sources, data modelling and report
authoring. Power BI complements Nestlé’s existing self-service reporting and analysis tools (BO Web
Intelligence “Webi”, Analysis for Office “AFO”, and SAP Lumira). Refer to the Frontend Tool
Positioning and Governance for further details. Power BI Desktop will not be used for industrialized
GLOBE developed solutions. Design Studio is the tool for IT to create professional grade dashboards
and analytical applications.

Installing Power BI Desktop

Power BI Desktop is a client application that needs to be installed on your PC. Before proceeding with
an install you need to know if you have a Windows 10 or SNOW 5 (Windows 7) computer. This can be
checked by following the steps explained here
https://support.microsoft.com/en-us/help/13443/windows-which-operating-system. Contact your
local service desk for advice if you need further guidance.

If you are running Windows 10, install Power BI Desktop from the Microsoft Store. Once installed
you can keep your Power BI Desktop software up to date by installing new versions from the Store as
soon as they are released by Microsoft. If you also need to connect to SAP systems you must install
the “Microsoft Power BI AddOns” from the Nestlé Application shopping area. This package contains
DLLs and other files that are required to make the BW connecter work. You only need to install this
package once.

Here are the steps to shop Power BI Desktop from the Microsoft Store:

1. Open Microsoft Store

2. Select Nestlé menu

3. Select Power BI Desktop

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4. Click on Install

5. Click on Launch or you can launch from the Start Menu

From the start menu

If you are running SNOW 5 (Windows 7), install Power BI Desktop from the Nestlé Application
shopping area. Choose the latest version unless you have a specific requirement to do otherwise. You
will need to shop for new versions of Power BI Desktop. These are generally made available in the
Shopping area 6 weeks after being released from Microsoft. The PowerBI Workplace Group is used to
announce new versions once they are made available in the Shopping area.

Here are the steps to shop Power BI Desktop from the Nestlé Application Shopping:

1. Launch your Nestlé Application Shopping

2. Search for Power BI Desktop

3. Choose the latest version unless you have a specific requirement to do otherwise

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If you are a Windows 10 user and you also need to connect to source systems where Nestlé only
supports 32bit drivers e.g. MS Access, you’ll need to install Power BI Desktop from the Nestlé
Application shopping area. Choose the latest version unless you have a specific requirement to do
otherwise. You will need to shop for new versions of Power BI Desktop. These are generally made
available in the Shopping area 6 weeks after being released from Microsoft. The PowerBI Workplace
Group is used to announce new versions once they are made available in the Shopping area.

NB. The Nestlé Application Shopping install described above installs both a 32bit and 64bit version of
Power BI Desktop if you are running a Windows 10 machine.

Multiple versions of Power BI Desktop on your PC

It is no problem having multiple versions of Power BI Desktop on your PC e.g. a version installed from
the Microsoft Store as well as a version installed from the shopping area. If you have installed Power
BI desktop from the Microsoft Store and from the Nestlé Application Shopping, then you will have 3
versions installed on your PC:

You can recognize the version installed from Microsoft Store with the Power BI icon surrounded by a

blue box ( )

When you select a Power BI file from the file explorer, you may be prompted to select the version
from the Microsoft Store and from the Nestlé Application Shopping

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Summary of Power BI Desktop install options

Operating System Recommended Power Additional software Additional software

BI Desktop Install required to connect to required to connect to
SAP systems e.g. BW source systems where
Nestlé only supports
32bit drivers e.g. MS
Access

Windows 10 From the Microsoft Install the “Microsoft Install Power BI

Store Power BI AddOns” Desktop from the
from the Nestlé Nestlé Application
Application shopping shopping area
area

SNOW 5 (Windows 7) From the Nestlé None None

Application shopping
area

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Learning how to use Power BI Desktop

There is a large amount of training material available on the web. Links to these training materials
can be found on the Power BI Nest page.

Source System Information

You can connect Power BI Desktop at Nestlé to various source systems. Refer to Data Sources in
Power BI Desktop for more information. Never store your username and password in Power BI
documents.

Connecting to SAP BW Systems at Nestlé

Shop for the Quest GSS-API for SAP 2.0 software and Microsoft Power BI AddOns

Connect to GLOBE SAP BW systems with the SAP Business Warehouse Message Server option in the
Get Data menu.

Enter the server, system ID, client ID, logon group and a language code (from the advanced options
menu). Details of the global SAP BW systems available at Nestlé are shown below. Select the
required data connectivity mode (Import or Direct Query), select the Implementation 2.0 (requires
SAP .NET Connector 3.0), include the language code, check the box Enable characteristics structures
and click OK.

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Select Windows, enter the SNC partner name, leave the other parameter defaults and click connect.

See Use the SAP BW Connector in Power BI Desktop for further information.

Global BW (BIG)

• System ID: NB3

• Server: NB3sap.nestle.com

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• Client ID: 102

• Logon Group : USERS

• SNC Partner Name: p:SAPNB3/[email protected]

AOA BW (BIM)

• System ID: O9E

• Server: O9Esap.nestle.com

• Client ID: 102

• Logon Group : USERS

• SNC Partner Name: p:SAPO9E/[email protected]

AMS BW (BIM)

• System ID: A9E

• Server: A9Esap.nestle.com

• Client ID: 102

• Logon Group : USERS

• SNC Partner Name: p:SAPA9E/[email protected]

EUR BW (BIM)

• System ID: E9E

• Server: E9Esap.nestle.com

• Client ID: 102

• Logon Group : USERS

• SNC Partner Name: p:SAPE9E/[email protected]

AOA DSR

• System ID: O9D

• Server: O9Dsap.nestle.com

• Client ID: 102

• Logon Group : USERS

• SNC Partner Name: p/secude:CN=SAPO9D/[email protected]

AMS DSR

• System ID: A9D

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• Server: A9Dsap.nestle.com

• Client ID: 102

• Logon Group : USERS

• SNC Partner Name: p/secude:CN=SAPA9D/[email protected]

EUR DSR

• System ID: E9D

• Server: E9Dsap.nestle.com

• Client ID: 102

• Logon Group : USERS

• SNC Partner Name: p/secude:CN=SAPE9D/[email protected]

BW-Power BI Best Practice

Extracting larger amount of data from SAP BW datasets into Power BI continues to run into issues
where there is a memory overflow in SAP BW or time out error.

There are some ways how to overcome the memory usage and split big data volume into smaller
package to avoid error message above.
In addition, there is a need how to pass BW Variable to Power BI Service for the PBI report based on
BW query.

Performance for BW Query with 2 structures

Several BW queries have been created with 2 structures e.g. for ‘Key Figures’ and ‘Predefined Time
Period’
In general, using BW Queries with 2 structures has a negative impact of performance and increase
the memory usage.
If possible, remove the structure for predefined time period because as all predefined can be
calculated in Power BI desktop. If there is still a need make sure you have enabled ‘characteristics
structures’ in the following setting.

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Please be aware if any Measure of structure ‘Predefined Time Period’ have no time limitation you will
get wrong result. In following case “User Defined” will causes this issue therefore do not select this
option for Power BI!.

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“User Defined” has no time limitation

Using in BW Query Interval variable

BW Variables in BW BEX Queries can defined as, single value, multiple single value, Selection Options
and Interval. But these variables are not exactly matching in Power BI with their usage in BW.
For example in several reports it is range needed, which cannot be delivered for power BI report with
“Selection Option” variable. For this case the Time Variables in BEX Query must be defined as Interval
(see below).

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In Power BI report this can be used either for fix range or as will be described later below as
parameter for Power BI serviced:

How to split data in several Data package

To avoid the out of memory in BW the Power BI query can be split into several with smaller size and
they can run in parallel. In following example, we split the query by month to get data for one Year.
1. Connect to BW and create one Power BI Query with a time range for one month.
(Make sure you are selecting only the objects from properties which is needed to report and
NOT selecting all fields below properties if not needed!!

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2. Create a Parameter for Start month and End month

Start:

End:

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3. Create a function with the parameters and click on Invoke

There will be an Invoke Function created, which deliver the data for Parameter

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This Invoked parameter can be now duplicated with different months

Just change the month as needed. E.g.:

Month2 = #"Get monthly data"("201902", "201902"),
Month3 = #"Get monthly data"("201903", "201903")
Month4 = #"Get monthly data"("201904", "201904"),
Month5 = #"Get monthly data"("201905", "201905")
….

The result of all the Queries can be done in a Union e.g.:

Passing BW variable to Power BI services

Behind the UI of the Query Editor, Power BI generates code, based on the M formula language for
data mashup queries. You can view the generated M code with the Advanced Editor option in the
View menu.

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To understand, how to pass the parameters in M language see the syntax when importing from BW
Query :
Cube.Transform Applies the list of functions or transforms on the cube.

Cube.ApplyParameter Applies the specified values for a parameter.

Cube.DisplayFolders Returns a nested tree of objects representing the display folder hierarchy of the cube

Cube.Parameters Returns a table with the set of parameters that can be applied to the cube

Cube.Dimensions Returns a table with the set of dimensions for the cube

Cube.Measures Returns a table with the set of measures for the cube

For our example Sales Summary report consider Cube.ApplyParameter for Month

Creating the parameter to pass BW variable to Power BI Service us following code as example:
With Fix value:
{Cube.ApplyParameter, "[Y_CYM_OI]", {"[4Y6JP3CP84-0CALMONTH].[201902]", "[4Y6JP3CP84-0CALMONTH].
[201902]"}},

As parameter to pass to Power BI Service :

{Cube.ApplyParameter, "[Y_CYM_OI]", {"[4Y6JP3CP84-0CALMONTH]." & "[" & (start) & "]","[4Y6JP3CP84-
0CALMONTH]." & "[" & (end) & "]"}},
As described above the BW variable should has been defined as Interval!!!

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Once the report is published to Power BI Service and Gateway is configured the parameter can be changed as
requested for reporting:

Connecting to Microsoft Azure Resources at Nestlé

You can connect Power BI desktop to Azure Analysis Services, Azure SLQ Database and Azure SQL
Data Warehouse.

Azure Analysis Services

You need to know the Azure Analysis Services Server Name (from the Azure Portal) and the model
itself must not be paused. If the Analysis Services resource is paused you will not be able to access it
from the Power BI Desktop. Connect to the Analysis Services Model by following the instructions in
this link https://docs.microsoft.com/en-us/azure/analysis-services/tutorials/analysis-services-tutorial-
pbid.

Azure SQL Database (via VDI)

Connecting to Azure SQL Database and Azure SQL Data Warehouse is more complicated than Azure
Analysis Services. These two resources can only be accessed from Power BI Desktop on what is called
a Virtual Machine (VM). A VM is a PC that you logon to from your own Nestlé PC. At Nestlé we often
refer to this process as login via “Citrix”.

Open a browser and start a VirtuaDesk VDI session (Citrix). Open the “Azure Dev” folder. If you do
not see the “Azure Dev” folder, refer to the following document Request Access to Azure applications

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in Citrix to request the necessary access. Start Power BI Desktop from the “Azure Dev” folder in
Citrix.

1. Select “Get Data”, click on “Azure”, click on “Azure SQL Database” and then click “Connect”.

2. Enter in the Server, Database (optional at this point as you can select the Database in a later
step), Select the Data Connectivity mode (DirectQuery preferred) and then select “OK”.

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3. Select the “Database” tab, enter the “User name”, “Password” (credentials for accessing the
SQL Azure Database) and then select “Connect”.

4. Once connected to the Azure SQL Database, select the tables you want to access data from
and click “Load” or “Edit”.

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Azure SQL Data Warehouse (via VDI)

Follow the same steps from the SQL Database section. The only difference is that you must select SQL
Data Warehouse in the get data screen. All other steps are the same as the SQL Database
connectivity.

Data Refresh
Data must be refreshed manually in your Power BI desktop document. Options for automatic data
refresh are available once your report has been published to the Power BI service. Refer to the
Power BI Pro User Guide for Report Authors document for details.

Data Protection
Data in your Power BI document is not protected by the controls on the source applications. You are
responsible for the protection of any data downloaded from a source system. You are responsible for
adhering to the Handling & Exchange of Nestlé Information GLOBE Internal Practice

Saving and sharing Power BI documents

Power BI reports can be published to the Power BI service for other people to view. Refer to the
Power BI User Guide for Report Authors document for details.

Power BI files (extension .PBIX) created in the Power BI Desktop can also be saved in shared locations
such as SharePoint and One Drive. They can also be sent via email. You are responsible for saving
your Power BI documents in adherence with the Nestlé End User Security Policy. All employees are
required to respect the Information Classification Standards and comply with the implications
described.

Extensions
Extensions to Power BI are considered additional software. Such extensions can pose data security or
privacy risks. Refer to your Local IT Team for additional information. You should only use an
extension if it is included in the list of certified custom visuals market with this symbol or your
Local IT Team has assessed it as safe. Custom visuals are not covered in the general Nestlé support
contract with Microsoft. Check with the owner of the custom visual that they can provide the
necessary support.

Support
Power BI documents are categorized as self-service. As a report author you are responsible for
supporting the documents you create. Issues relating to the Power BI Desktop software should be
reported to your Local IT Team.

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New versions
Microsoft typically release new versions of Power BI on a monthly basis. New versions of Power BI
will be made available in the SNOW shopping 6-8 weeks after release from Microsoft. The PowerBI
Workplace Group is used to announce new versions once they are made available in the Shopping
area.

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