1. To build a Smart View report, open Excel and click on the Smart View tab.

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1 Smart View Reports Smart View is an ad hoc reporting tool in Hyperion that allows users to develop custom made reports. It is an Excel add on and must be installed by your IT staff. Install instructions can be found on MMB s web site at: In the steps outlined in this document, we will write a Smart View report to show all the appropriation amounts for the general fund for MMB for base budgets. Pick your own fund and agency combination. 1. To build a Smart View report, open Excel and click on the Smart View tab. 2. Click on Panel (for some versions of Excel rather than Panel, you will see an Open icon) on the left hand side of the ribbon to open the Smart View Panel. In the right hand navigation pane, select Shared connections. 3. The Connect to Data Source appears. Log into the Data Source by entering your BPAS credentials and click Connect.

2 4. Select the Server from the drop down list. For this report, we will be using Oracle Essbase. 5. The Essbase options will appear in a list. For this report, we will select BBIS, and then click on Ad hoc analysis toward the bottom of the list.

3 You will see a screen like this: You will also have a point of view window. This should look similar to a pivot table:

4 6. Start by moving the year from the POV onto your grid. Click and drag the year drop down box from the POV window and drop it in column B on your spreadsheet. Your grid should now look like this: 7. Move the period to the POV by clicking on that cell and then clicking on pivot to POV on the Essbase tab:

5 You will notice that period will now appear on the POV window: 8. To get the appropriations on the rows, click and drag entity drop down box from the POV window to the row grid. Your grid will look like this and entity drop down will no longer be on the POV window. Hint: this is the same action you took in step 7 above.

6 Your grid should look something like this:

7 9. Now we will set the values we are interested in seeing. First, we ll start with items already in the grid. double click on the year cell. Your grid will now look like this: Note: even though FY18 through FY21 appear here, data is not populated. 10. Click on the FY14 and FY15 cells, then click the Keep Only button on the Essbase tab: The other years will be deleted.

8 11. Click on the entity cell, then click the Member Selection button. The Member Selection dialog box appears 12. Click on the + next to the STATEWIDE entity Click on the + bill area where the agency you have selected is located. 14. Select the agency you are interested by clicking in the box next to its name, then click the right arrow > button to move your choice to the right side of the box. 15. Select Entity on the right hand box of the screen then move it to the left by clicking on the left arrow < button. When you have completed steps 14-18, your member selection dialog box should look like this, only with the agency you selected in the right hand box:

9 16. Click ok. Your grid should now have the agency you selected in the entity row. 17. Double click on the agency name and the agency s program(s) will be displayed. 18. Double click on each program name and the budget activities will be displayed. 19. Double click on the budget activity names and each appropriation will be displayed. Note: if you double click on a selection twice, the drill through will appear in your grid twice.

10 Your grid will look something like this once you ve completed steps 17-19: Now we ll move on to selecting values for items in the POV window. First, click the scenario drop down and click on

11 20. In the member selection screen, click to expand the governor s recommendation scenario. 21. Select base by clicking the box next to it. 22. Click the right arrow > button. 23. Select scenario on the right hand box of the screen then move it to the left by clicking on the left arrow < button. When you have completed steps 20-23, your member selection box should look like this: 24. Click ok. Base will now appear in the drop down window for scenario. 25. Now, click the version drop down and click 26. In the member selection screen, select the working or final version depending on when you are generating the report by clicking the box next to it. 27. Click the right arrow > button. 28. Select version on the right hand box of the screen then move it to the left by clicking on the left arrow < button.

12 29. Click ok. Working will now your member selection box should look like this: 30. Now, click the fund drop down and click on 31. In the member selection screen, click to expand the ALL_FUNDS by clicking on the +. Keep clicking until you see 1000-General 32. In the member selection screen, select the general fund by clicking the box next to it. 33. Click the right arrow > button. 34. Select fund on the right hand box of the screen then move it to the left by clicking on the left arrow < button.

13 35. Click ok General will now appear in the drop down window for version. When you have completed steps your member selection box should look like this: 36. Now, click the period drop down and click on 37. In the member selection screen, click to expand the YearTotal by clicking on the +. Keep clicking until you see Jul 38. In the member selection screen, select Jul by clicking the box next to it. 39. Click the right arrow > button. 40. Select period on the right hand box of the screen then move it to the left by clicking on the left arrow < button.

14 41. Click ok. Jul will now appear in the drop down window for version. When you have completed steps your member selection box should look like this: 42. Now, click the Account drop down and click on 43. In the member selection screen, click to expand the Account_Net by clicking on the Click on the + next to sources of funds. Keep clicking until you see Jul 45. In the member selection screen, select Appropriation by clicking the box next to it. 46. Click the right arrow > button. 47. Select Account on the right hand box of the screen then move it to the left by clicking on the left arrow < button.

15 48. Click ok. Appropriation should now appear in the account drop down box. When you have completed steps your member selection box should look like this: 49. Click refresh on the point of view window. Data will populate for the appropriations that are valid. 50. You may still see #Missing for any appropriations without data. To suppress these rows return to the Smart View tab. 51. Select data options 52. Under suppress rows click the check box, then click ok.

16 53. When you return to the grid, click refresh and the rows will suppress. For MMB, the final grid looks like this: Note: there is no data in the other funds for MMB s other program. 54. You may use whatever Excel formatting you wish on your grid. 55. You may save your grid. Clicking refresh will bring back new data. CAUTION: if there are new members added to the system new accounts, funds, entities, for example saved views will not bring them back. You must save at the highest possible level if you wish to reuse your report.