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USER MANUAL
0 Document Control
0.1 Change Record
Date Nov 26, 2011 Jan 26, 2012 Author Swaminathan S Prajakta Patil Version 1.0 1.1 Change Reference Initial document Updating the details
0.2 Reviewers
Name Anand Harith Luke Ouko Dipen Shah
0.3 Distribution
Copy No. 1. 2. 3. Name Ministry of Finance Location Nairobi, Kenya
1 Table of Contents
Table of Contents
0 Document Control...........................................................................................................2
0.1 Change Record......................................................................................................................................2 0.2 Reviewers..............................................................................................................................................2 0.3 Distribution...........................................................................................................................................2
3 Overview..........................................................................................................................7
3.1 Birds eye view of the MOF_PLAN Application:................................................................................8
9 Ad-hoc Analysis.............................................................................................................48
9.1 Ad-hoc Analysis using Planning Application................................................................................48 9.2 Ad hoc Analysis using Hyperion Smart view.............................................................................52
10.3 Planning Units and Process States...................................................................................................59 10.4 Reviewer Actions.............................................................................................................................59 10.5 Impact of Entity Hierarchy on the Review Process.........................................................................60 10.6 Managing the Review Cycle for Planning Units.............................................................................60 10.7 Copying Data between Versions......................................................................................................61 10.8 Clearing Cell Details.........................................................................................................................61 10.9 Copying Data...................................................................................................................................62
11 Workflow.....................................................................................................................63
11.1 Notes on Workflow..........................................................................................................................63 11.1.1 Hierarchy 1................................................................................................................................64 11.1.2 Hierarchy 2.................................................................................................................................65 11.2 Workflow Process Diagrammatically...............................................................................................66 11.3 Workflow Process Practically......................................................................................................70 11.3.1 Promotional Path:.......................................................................................................................70 11.3.2 Before the Initiation of Workflow:.............................................................................................71 11.3.3 Workflow started:.......................................................................................................................71 11.4 Workflow From managers point of view...................................................................................73
12.4.9 (S) Consolidated Fund Services (S) External Debt Redemption:..........................................92 12.4.10 (S) Consolidated Fund Services (S) Interest On External Debt:...........................................93 12.4.11 (S) Consolidated Fund Services (S) Interest On Internal Debt:..........................................94 12.4.12 (S) Consolidated Fund Services (S) Pensions:.....................................................................94 12.4.13 (S) Consolidated Fund Services : (S) Salaries, Allowances & Miscellaneous:........................95 12.4.14 (S) Consolidated Fund Services (S) International Subscriptions:........................................95 12.5 Development Forms.........................................................................................................................96 12.5.1 (S) Development Balance Check Form:..................................................................................96 12.5.2 (S) Development - Ceilings Form:.............................................................................................96 12.5.3 (S) Development Expenditure Form:..........................................................................................97 12.5.4 (S) Development Expenditure Form:..........................................................................................97
2 Introduction
2.1 Purpose
The purpose of this document is to provide a comprehensive view of the functionality of the Hyperion Planning application, its usage, the credentials and its workflow, data entry which enables the users (power, super and normal) to be able to understand the process and hence implement the new budgeting system.
2.3 Abbreviations
Abbreviation HPB POV Description Hyperion Planning and Budgeting Point of View
3 Overview
Hyperion Planning, Fusion Edition is a centralized, web based planning, budgeting and forecasting solution that drives collaborative, integrated, event based planning process throughout the enterprise. In order to work on your budget forms for the coming fiscal year, one needs to become familiar with the application and the ways you can use it. The first few sections of the manual describe how to access the application, how the data is structured within forms, what functions are available and how to work with forms in the Planning application. The Budgeting process in this application includes budgeting for the Current Year (OctDec) with actual data (Jan-Sep) and budgeting for the Forecast year (Jan-Dec). It is also possible to work with budget data in Excel using Smart View, an add-on program that allows you to connect to the data source and open forms online. Instructions on how to set up Smart View, use data forms within Excel, and save data to the Planning server are described in the later sections of the manual. Working in HPB assumes you are familiar with the structure of the chart of accounts and where the segment values you budget on.
WORK F L OW
RECURRENT FORMS
DEVELOPMENT FORMS
1. RECURRENT BALANCE CHECK FORM 2. RECURRENT CEILINGS FORM 3. RECURRENT EXPENDITURE FORM
MACROECONOMIC INDICATORS
PERSONAL EMOULUMENTS
WORK F L OW
1. (S) RECURRENTBALANCE CHECK FORM 2. (S) RECURRENTCEILINGS FORM 3. (S) RECURRENT EXPENDITURE FORM
MACROECONOMIC INDICATORS
4 Getting Started
You work with Planning in Oracle Enterprise Performance Management Workspace, Fusion Edition environment. You can access EPM Workspace on Production Environment through the below mentioned URL: http://hypapp.treasury.go.ke:19000/workspace
Use the Navigate Button to access Hyperion Planning Navigate Applications Planning MOF_PLAN This opens the workspace as shown below. The left side of the screen is the view pane and the right side is the content area.
You can execute the Navigate Applications Planning MOF_PLAN command multiple times to open multiple tabs so that you can work on different web forms within the same Workspace session. NOTE: Do not open multiple Hyperion Workspace sessions in separate browser windows. Instead, use separate tabs in the same Hyperion Workspace session to access multiple Planning web forms.
5 Forms
In each model, the View Pane contains a folder with the forms for your budget work. The forms are available either on the web or through Smart View in Excel. The forms provide different ways to view and enter budget information for chosen dimensions (Head/Entity) combinations. Only those dimensions (Head/Entity) combinations that you have access to are visible on your forms. When you select the forms folder, a list of the forms within that folder appears in both the Content area and in the lower half of the View pane, as shown below.
Select the form from either location. It opens in the Content area. NOTE: Not every form necessarily contains data. If the message There are no valid rows of data for this data form appears at the top of the content area, there is no data in that form. Make sure the dimensions are set properly. If the wrong Entity is set for a Head youll see this message.
For example, in Balance Recurrent Form, the page is set according to the ministry required (and Go button is launched) to get the desired values that are populated in the form. The layout of the form is as below
Using the same form, but choosing a corresponding dimensions (Version/Location) combination in the Page pull-down menus results in a different set of data. (Note: You must click the Go button after changing one of the choices in the pull-down menus in order to see the new form.) Note: In any form if the desired results are not shown click the the page. button to refresh
Save
This command saves all the changes made to the web form and stores them on the server. [Same as File Save] Your remaining totals will not automatically update when you save. In order to see how the changes you make affect your totals, you must run the business rule for the current organization (which runs the calculations on the data). See Saving Data and Running Business Rules in the next section for further details.
Refresh
This command will inform about any unsaved data back to the values stored since the last save took place. It will NOT save changes and provides a warning to that effect.
NOTE: There is no Undo command. Save regularly and use Refresh to Undo to the last save. [Same as View Refresh]
Print
This command initiates the printing process of the current document on screen. [Same as File Print]
Adjust
A given cell value can be decreased or increased by either a value or a percentage (choose from a drop-down menu). Fill out the pop-up window as desired and click Adjust Data. [Same as Edit Adjust] You can also do this directly in a cell, see Entering Data Within Forms.
Grid Spread
You can specify an amount or percentage by which Planning increases or decreases values across multiple dimensions on the data form, based on the existing values in the target cells. You immediately see the result in the data form and can save the new data or discard it. When calculating the spread data, Planning ignores read-only and locked cells and cells having supporting detail. Data integrity is ensured by spreading values only to cells to which you have access. [Same as Edit Grid Spread]
Comment
This command allows you to add notes to a given cell. [Same as Edit Comment]
A blue triangle appears marking a cell with text attached. To see comment, highlight the marked cell and re-click View comment. [Same as Edit Comment] We can add comments to more than one cell at once.
A blue triangle appears marking a cell with text attached. To see comment, highlight the marked cell and re-click View comment. [Same as Edit Comment]
Lock/Unlock Cells:
with locked cells showing as brown. To unlock, position the cursor back on the brown cell and click the command again. Use Shift-click to select multiple cells to lock or unlock. [Same as Edit Lock/Unlock Cells]
Supporting Detail:
developing data that is not in the member outline. It also provides a way to better understand the basis of the data. This provides a way for you to drill down into data and to understand the basis of that data. Supporting detail can include text, values, and operators that define how data aggregates. [Same as Edit Supporting Detail]
Add/Edit Document: From data form cells, you can add, replace, and
view EPM Workspace documents. These documents can be a Web site or any file type (for example, an .XLS or .PDF file). [Same as Edit Add/Edit Document]
Open Document: This function enables you to open the added documents
to data from cells. [Same as Edit Open Document]
Cut: Cut cell contents. Shift - Click to select multiple cells to cut.
Copy:
Paste:
the same order as they were cut or copied. [Same as Edit Paste]
version of the web form. Values are exported, with no formulas. This allows you to take advantage of Excel capabilities when entering data and calculations into existing forms. [Same as File Open in Smart View]
Account values in Rows can be searched using the Search feature of Internet Explorer also. This would be useful when the Account Numbers are not easily remembered.
Result
Enters the value you typed and moves the cursor to the cell below. Enters the value you typed and moves the cursor to the next cell in the row. Enters the value you typed and moves the cursor to the previous cell in the row. Cancels the value you typed and restores the previous value. Moves the cursor to the adjacent cell in the direction of the arrow.
sure you save the form before moving to another form or another dimensions (Head/Entity). You might be required to launch specific Business Rule in the calculation script to invoke the calculation for specific form. To run the Business Rule:
The screen above shows the business rules that are pertaining to the recurrent form. If we click on the rule, the below screen appears (to show the business rule is in progress)
Once the business rule is run successfully, the screen as shown below will appear.
This message appears if you select a different form without saving all your data.
NOTE: You must click the Go button to see the data that corresponds to the new values you have entered. The data does not refresh automatically after you select the items from the pull-down menus.
The window above shows the option in which one can enter the supporting detail after choosing a selection from that list.
Once Supporting Detail is clicked from the list, the window as shown above will appear on the screen.
This message will pop up when one is trying to refresh the supporting detail document.
The window below shows the options by which the supporting details can be attached to the cell.
One can edit the supporting details page to insert the supporting details for the particular cell. For example, in the case of imports, one can express Total with respect to the multiplication of Units and Growth rate. So the expression is Total = Growth rate * Units which is calculated using the operators prescribed.
After the entry of the details, click on Save to save the details and the form will be modified as shown below. It is very well noted that the cell in which the supporting detail was attached has turned Blue. The other point to be noted in case of user entry corresponding to the cell is, whenever a cell is attached with the supporting details and the color of it is blue, the user is not allowed to enter any value in that cell, in the sense the cell with supporting detail is virtually locked for data entry. The message is also clear that, the rule has run successfully. The cell for which the supporting detail entry is made has changed its color to BLUE
If one wants to delete the entry made as supporting detail, keep the cursor on the part to be deleted and select delete. After deleting save the window again. On clicking save it will prompt for leaving the values as is or replace it with #missing, if the user leaves the value as is, the following window will appear. It can be noted that, the color of the cell has been changed to white which enables the data entry.
When exiting Hyperion Workspace, choose File Log Off or click the Log Off button on the toolbar rather than simply closing the browser window.
If you do not save or refresh data within two hours of logging in, your connection will time out. Entering data in a form does not count against this time limit unless you save it.
Each time you open up a view of budget data, the page is cached in memory. As you open a number of different views over time, your browsers cache may fill up. Therefore, it is advisable to clear your web cache on a regular basis so it does not adversely impact your performance. In Internet Explorer, from the Tools menu select Internet Options and on the General tab click Delete Files to clear your cache.
Because of the constraint on screen space, it is recommended that you increase monitor resolution to as high as comfortable. To do this, on the desktop click Start, point to Settings, click Control Panel, and then double-click Display. Click the Settings tab and drag the Screen Resolution slider to the right. Click OK.
You can also expand your view of individual forms by hiding the View pane (the one on the left side of the screen). To toggle your view between hiding and displaying the View Pane, from the Hyperion Planning menu choose View View Pane.
Hyperion Smart View is an application that allows you to open planning forms in Excel. This allows you to take advantage of Excel capabilities when entering data and calculations into existing forms. In this case you need to create and maintain a live connection to the Planning server through Excel.
When you open Excel 2007, Hyperion Smart View for Office and Add-ins ribbons appear, as shown here:
The commands used in the instructions in this manual are available in Excel 2007 either directly on the Hyperion ribbon or from the Hyperion menu on the Add-Ins ribbon. Installing Smart View will affect the functionality of Excel, Word and PowerPoint, since it is installed as an available add-in application throughout Microsoft Office Suite. A Hyperion menu will be available in Excel, Word, and PowerPoint. If you are using Outlook and Word is set as your e-mail editor, the Hyperion menu will appear there too. For example, in Word and PowerPoint, reporting or presentation images can be imported from Hyperion.
1. To establish a connection to the Hyperion Planning data, select Options from the
tool bar.
2. In the Options window, select Advance and enter the following URL in the
Shared Connections URL and click OK. http://<Server Name>:19000/workspace/SmartViewProviders http://hypapp.treasury.go.ke:19000/workspace/SmartViewProviders
3. From the tool bar click Open and select Smart View Panel and a panel will
appear on the right side of the window. Logging into Smart view using the MS Excel. Before logging on, the user has to make sure that the smart view is installed in his machine.
The screen shows the way in which the entry is made with the smart view. The forms are displayed in the Recently Used space.
Click on Private connections and select the URL that depicts the Hyperion Planning.
After the selection of the URL, the connection is shown as hypapp.treasury.go.ke from which the concerned application is selected for the data to be pulled into Excel.
If one needs to select the Revenue Estimates form then that particular form is clicked and the data is directly fed to the excel sheet as depicted in the form. The ease of using the smart view is to depict the form in Excel so that the modifications, the calculations and other accessories can be made fruitfully faster in excel.
You must click the right arrow next to the lists in order to view that data, just as you had to click the Go button when using the online forms. In Excel 2007, the dimension lists appear like this:
You must click the Refresh button after you select a different dimension in order to view the appropriate form. In the Hyperion workspace, you could open multiple tabs to view different forms within a session. In Smart View, to view other forms within a session you must first open a blank worksheet. From that worksheet, establish a live connection and then select another form to open. If you select a new form when viewing one that is already open, the new form will open in place of the current worksheet.
1. With cursor over the fields on the left side of the form, right-click and choose
Hyperion Planning Run business rule for this Org. The Business Rules window appears with the current member values filled in.
2. Click Launch.
The business rules take a few moments to run. A progress window appears until the process is complete.
3. Click OK.
1. Select a cell (or a range of monthly cells in a row if working online) and select
Supporting Details as shown below to open the Supporting Detail window.
2. Click Add Sibling in order to add another supporting component & follow the
previous step. 3. Double-click on the math operator to change it to one that reflects how the factors are related. In this example, + is chosen.
3. Click OK. 4. Click Refresh to see how the fields without data now appear.
4. Once the form is open, then open the completed file youve received. Important:
Do not work on the completed file while connected (i.e., make changes to the data in the file or double-click on a cell) or all the data will be refreshed and disappear. 5. Copy and paste the data from the completed file into the Smart View form. 6. Submit the data and run the business rule.
The excel sheet displayed is the replica of the revenue estimates form that is being used in the planning application. One can see that, the display in the form and the excel sheet are one and the same. So if the user wants to edit the data in the excel, he can perform it as a simple excel operation and then click on Submit Data (as marked) so that he can see the same reflecting in the form in the planning application as well
9 Ad-hoc Analysis
Ad-hoc analysis an analysis performed to get a comprehensive view of the web form in the manner in which it can be perceived from the user.
After clicking the analyze option, the user can view the separate tab named MOF_PLAN Adhoc form name which opens out as shown below.
The web form above shows the Ad Hoc Recurrent form. It has a save option to be saved separately in the form of a grid.
There are various options that are attached with the Ad Hoc analysis wherein the user can right click on the dimension and select whether if that can be pivoted to a row or column for easy walkthrough of the application.
Once the page option from the Pivot is chosen, the user can view the Analytical dimension in the Row / Column as shown below.
When we click on the Save option, the user is prompted to save in the format which is best suited for them.
After clicking on the save (choosing the required destination), the ad hoc report gets saved. Here the form is saved in the Revenue Estimates Forms folder.
The markers above show the POV and the display of the dimensions as per the form. One can see the Account dimension in the row whereas the Year and Period are in the column. The user can modify the dimension in the way he desires (much similar to the arrangement of the dimensions using the POV while designing the web form). The user can select the members from the dimensions as shown below. It is the same way of accessing the web form. The user can select a particular match as he desires and shall view the values accordingly. The user can change the dimension in the POV and populate the values accordingly.
The user can choose the member in the scenario by clicking on the scenario dimension. Likewise he can select the preview of each of the dimension that needs to be added up to the view and get the values populated.
As an example, the member Consolidated Fund from Source of Funding dimension is chosen and shown as below.
After selecting the Source of Funding member as desired, click on OK. This displays a change in the POV as shown below
In the similar manner, the dimensions can be changed to set the members as required and the values can be populated in the table. The other operations can be performed in the same manner as with respect to the Smart view as described in Chapter 8.
10.2
Planning Units
A planning unit helps the users to approve a planning unit from any process state, track the approval path independently, add annotations and comments at each pass through the review process, Identify accountability through ownership, Audit information through annotations and process status. The Planning unit for MOF basically runs on the following: Scenario = Budget, Version = Ministerial, Entity = Administrative
10.3
10.4
Reviewer Actions
Start Status Not Started First Pass Under Review Under Review Under Review Under Review
End Status First Pass Under Review Under Review Signed Off Not Signed Off Approved
Current Owner Everyone rights First owner New owner Same owner New owner Administrator with
10.6
File Workflow Manage Process Start or exclude planning units Change or view the status of planning units Identify the ownership of or assign new ownership for planning units Add and view any annotations associated with planning units View the history of planning units
10.7
10.9
Copying Data
11 Workflow
In bottom-up budgeting, data is input at the leaf member level (for example, children of Budget Group) and consolidated by rolling data up the organizational hierarchy. When the budget is started, the data is populated for each scenario and for each user independently. Users can view or edit data based on security defined for the planning unit. Users can define what-if scenarios, depending on their needs. Using process management, planning units get reviewed and approved. The administrator (the topmost Budget Group owner) consolidates the individually-approved budgets into a final consolidated budget. For a Bottom-up as opposed to a Distributed planning Unit the process initially starts at level 0. Note: If the planning unit hierarchy uses the Bottom Up template, selecting Start starts the planning unit, and also runs the Originate action. These actions set the user defined as the planning unit owner in the planning unit hierarchy as the current owner, and the planning unit status changes to Under Review.
11.1
Notes on Workflow
In case of Bottom Up, only the owner can have write facility. For obvious reason, we cannot use free flow.
In BSD requirement they need update facility at one more level. Take ownership does not help in providing the solution. All it does it allows someone in hierarchy to jump the queue. Even if he has the write access, he can update.
Hence, for same planning unit, hierarchy may be split into two.
11.1.1
Hierarchy 1
BSD officer / EWG members EWG Chair (Approver)
VOTES
EWG
Form Level Write for 3 officers (part of hierarchy) who enter data for Rec, Dev and PE Read for other officers or it can be by reports Scenario: Rec, Dev and PE budgets Version: Ministerial Version Form Level Read for all BSD members who review whether or not they are part of EW (may Annotate / Reject) Write for EWG Chair (Approve/Reject) After approval, EWG Chair to copy Ministerial Version to EWG version
11.1.2
Hierarchy 2
BPG members BPG Chair (Approver)
EWG
BPG
Form Level Read for all BPG members who review whether or not they are part of BPG Write for BPG Chair After approval, BPG Chair to copy EWG Version to BPG version After Parliament approval, BPG Chair to copy version to Approved
Form Level Write for EWG Chair Scenario: Rec, Dev and PE budgets Version: EWG Version
Line ministry user enters ministerial budget under the Original Submission. This is Promoted. Administrator will copy the Budget to Ministerial Version (
Administrator will first promote budget to EWG members and chairman, who may reject it so that ministry users can make further changes e.g. Charles MekalaFridahGunda Martin Wamwea
Ministerial version approved in Hyperion by EWG chairman (also physically signed off)
EWG chairman copies budget from ministerial version to EWG version ( EWG chairman promotes budget to BPG members and chairman, who may reject it so that the EWG chariman can make further changes e.g. Martin Wamwea Onderi Ngugi
BPG chairman copies EWG version to BPG version ( One BPG member promotes budget to other BPG members and chairman, who may reject it so that the originator can make further changes e.g Onderi ->Ngugi
BPG version printed and sent to Parliament BPG chairman copies BPG version to Approved version BPG member makes changes passed by Parliament ( in the Approved version BPG chairman approves final Approved version ( (
Hyperion specific Versions: There will be multiple versions used to support the budgeting process: Version
OriginalSubmission Ministerial EstimateWorkingGroup
Comment
The First version submitted by the Ministry Users. This version will be first copied from the Original Submission and then subsequently modified based on Review Process This version will be first copied from the Ministerial Version and then subsequently modified based on Review Process between BSD and BPG This version will be first copied from the EWG Version and then subsequently modified based on Review Process of BPG Version to preserve approved figures for each budget year
BudgetProceduralGroup Approved
To start off the supplementary budget process, the values in the Approved version will be copied to the Supplementary version, and then the workflow will proceed in a similar fashion to the normal budget.
Scenario
DevelopmentBudget DevelopmentBudget
Version
Ministerial EWG
BPG-Dev
DevelopmentBudget
BPG
Eg : Onderi Ngugi
Approved-Dev
DevelopmentBudget
Approved
Eg : Onderi Ngugi
Ministerial-Rec EWG-Rec BPG-Rec Approved-Rec Ministerial-PE EWG-PE BPG-PE Approved-PE FY11-SuppApproved-Dev FY11-SuppApproved-Rec FY11-Supp-BPGDev
Recurrent-Budget Recurrent-Budget Recurrent-Budget Recurrent-Budget PE-Budget PE-Budget PE-Budget PE-Budget Supplementary DevelopmentBudget Supplementary Recurrent - Budget Supplementary Development-
Ministerial EWG BPG Approved Ministerial EWG BPG Approved Approved Eg : Onderi Ngugi
Budget Supplementary Recurrent - Budget Supplementary DevelopmentBudget Supplementary Recurrent - Budget Supplementary DevelopmentBudget Supplementary Recurrent - Budget Supplementary DevelopmentBudget Supplementary Recurrent - Budget
EWG Ministerial Eg : Charles Mekala Fridah GundaMartin Wamwea Ministerial Original Submission Original Submission
11.3
11.3.1
11.3.2
11.3.3
Workflow started:
To promote, user uses the Tools Manage Approvals from the menu
11.4
The current location shows that mercy is having the ownership of accessing and editing the form. Once she does her editing, the form is promoted to the next level for review using Manage Approvals
Once the form is promoted, it goes to Mr. Reinhard for his approval. If he feels the data entry is incorrect then he can reject back the form to Mercy. If he is satisfied he can promote to the next level and goes on. The users and reviewers can share their comments in the Add annotation window and make the communication process easy.
recurrent budget. It is an input form, which details on the recurrent budget. This form is utilized to input the ceiling limit sector and vote wise. This form captures the ceilings for salaries and other miscellaneous items related to it. This form captures the salaries and other miscellaneous items related to it. This form captures the headcounts and other miscellaneous items related to it. The forms related to CFS capture the Consolidated Fund Services Pensions, Salaries, Internal and
CFS
External debt. DEVELOPMENT EXPENDITURE FORMS Balance Development form To verify the ceilings have been accomplished and entered up to the limit agreed upon with respect to the development budget This form is utilized to input the ceiling limit sector and vote wise with respect to the development
REVENUE ESTIMATES
1 Estimates of Revenue This form captures the data related to the Revenue Budget and aims in creating an Estimate of Revenue 2 Summary Macroeconomic Indicators Across This form Geographies related to captures the the details
macroeconomic
parameters which are utilized in web analysis to indicate the spread across geographies
12.1
12.1.1
12.1.2
Recurrent Form:
12.1.3
12.1.4
12.1.5
12.1.6
12.1.7
12.1.8
12.1.10 Debt:
12.1.11 Debt:
12.1.12
12.2
12.2.1
Development Forms:
Balance Development Form:
12.2.2
12.2.3
The change in color is to show the negative value resulted to the ceiling limit.
12.2.4
12.3
12.3.1
12.3.2
Revenue Estimates:
12.4.1
12.4.2
12.4.3 Version:
12.4.4 Form:
12.4.5
12.4.7
12.4.8
12.4.12
12.4.13 (S) Consolidated Fund Services : (S) Salaries, Allowances & Miscellaneous:
12.5
12.5.1
Development Forms
(S) Development Balance Check Form:
12.5.2
12.5.3
12.5.4
Selecting the Explore tab will open up the repository containing the Reports storage area, and is organized by Report type and a folder structure, similar to Windows Explorer. Select the ALLREPORTS folder and drill down through the folder V1.0. This View can include reports, snapshots, books, batches and folders. Each item in the repository displays information about the report name, report type, author, date created, date modified, priority, exception, versions, and report description. You can also specify default preference settings in the Repository, for example you can preview reports, snapshots, books, or snapshot books as PDF or HTML.
The screen below shows the view pane that the user will view after the click of the Explore
The content pane consists of the folders which in turn has the reports.
The user can click on the folder required and can view the reports in HTML preview or PDF preview as shown below.
Selecting the appropriate POV will fetch the data into the report.
13.1
The reports can be previewed in HTML and PDF views. If the report is launched in the HTML preview there is an option to export it to Excel and print it. If the report is launched in the PDF preview then it gets easier to print it as a PDF. View Type
PDF
Description
The PDF option will retain all report formatting and will print as displayed on the screen. When you view a report in PDF, the report is generated using the user POV and output in PDF. If the report has multiple page members, the report is generated for all of the page members. The report is displayed in Adobe Acrobat Reader in the Web browser.
HTML
The HTML option will allow the users to run reports that contain dynamic Reports functions, such as expansions. These reports contain expansions which allow the user to drill down on selected accounts by entity. Once the user has finished the drill down, the PDF button can be selected to convert the report into a printer-friendly format.
PDF Preview: After launching the report by the double click in the folder, click on the PDF icon (as marked below) to view the report in PDF format.
13.2
The user, while launching the report can set the preferences as required enabling the print out of the report in a professional manner. The screen below shows the way in which the preferences can be set.
The user can set his preferences by choosing the corresponding option from the Preferences window. The format of how numbers are displayed in Hyperion Reports can be defined in user preferences. 1 2 3 A comma (,) to display a value (1,999) A period (.) to display a value (1.999) A period to display a decimal place (1,999.99)
The formatting to specify the commas and decimal values is shown as below: 1. General 2. Select a character from thousand separator Comma (,) Period (.) Select File Preferences Financial Reporting
3.
Underscore (_) Space ( ) Comma (,) Period (.) Underscore (_) Space ( )
After selecting the required options click OK to have the effect in the report.
Definition
A report is populated with data from data source and can be customized if users are prompted to select members when the report is opened. A snapshot is a static report that contains data from a specific point in time. The data source is not used to populate the report with current data A book contains a set of dynamic reports and an optional table of contents. When a book is opened, all of the reports in the book are run for each combination of members that the designer specified for the book. A snapshot book contains a set of snapshot reports and an optional table of contents. These snapshots can be viewed for multiple POV.
Snapshots
Books
Snapshot books
Viewing Reports:
After a report has been selected to run, a point of view box will be displayed. Select the desired options and click OK to run the report. NB: Only the elements of the POV that are not hard-coded in the report are open for selection. To change an element of the point of view, click the Select button next to the dimension header and then choose the required member from the list or simply type in the label of the Member name required e.g. E110000000
Member Items:
You use the Member Selection menu to determine the dimensions required in your POV for the report or book. Click on the + signs to drill down the member structure, or use the search options available. The following table describes the methods you can use to find members.
Item
Description
Return to Current User POV settings Find Text Box Enter the characters you wish to search for. It is possible to search by Name, Description, Generation, Level and Short Name. Click the Find Next button to highlight the next member that Use Wildcards matches the search criteria. Use the wildcard symbols (*' and '? ) in the Find text box to search for the specified member. The '?' represents a single character and the * represents multiple characters. Use Wildcards is enabled by default.
If a report has been set-up in order for more than one member of the same dimension to be displayed Prompts are requests for members in the report or book. You can select the members for the prompt in the Batch Editor where the following options are available. Report Layout: After the required members have been selected the report can be run. If the display option is PDF, the output will look as below: The menus at the top of the report show: Report location within the repository User POV click any element to change. Report will refresh with the new data. The usual Adobe options save, print, zoom etc. The body of the report is the PDF output a fixed, high quality format.
13.5
Exporting Reports
You can export a grid of data in a report to Excel, Word or PowerPoint. When exporting to Excel, it is possible to export the data either fully formatted or as a query-ready grid. The report is displayed within the selected application when the export function has been used. A grid retains its data types (numeric, text, and decimals) when you export it. When you export a grid with expansions turned on, all expanded member values are exported as well; conversely, when you export a grid with expansions turned off, only the parents are exported.
Once the Export in Query Mode is clicked the following window pops up in order to Save/Open the Excel.
Settings button in the Temporary Internet Files section. Check for newer versions of stored pages section. Search Names This feature allows you to filter the displayed list of files in a folder. Sort By You can sort the displayed list by, name, type, description and date modified. The following conditions apply when you print: 1 If an HTML report or book is printed with multiple page members, the report or book is printed for the specified page member only. The Web browsers print capabilities determine how the report or book is printed. 2 3 If a PDF report or snapshot is printed with multiple page members, the report is If a book or snapshot book is printed, only complete book can be printed in PDF. printed for all of the page members. Individual reports can be printed by clicking View Snapshot and then following the procedures for printing a snapshot.