CalPlanning. Smart View Essbase Ad Hoc Analysis

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1 1 CalPlanning CalPlanning Smart View Essbase Ad Hoc Analysis Agenda Overview Introduction to Smart View & Essbase 4 Step Smart View Essbase Ad Hoc Analysis Approach 1. Plot Dimensions 2. Drill into Data 3. Format Data 4. Save and Cascade Support 2

2 2 Introductions & Training Materials CalPlanning Team Instructor Facilitators Smart View Users Name Division Handouts: Smart View Ad Hoc Analysis Presentation Smart View Ad Hoc Analysis Exercise Packet 3 Learning Objectives Today s Learning Objectives Define Smart View Essbase Demonstrate how Smart View Essbase Ad Hoc Analysis supports the budget process Practice using a 4 Step Approach to navigate basic features of Smart View Essbase Ad Hoc Analysis functionality Identify Smart View support Beyond Today s Scope Advanced features of Smart View Importing CalPlanning Reporting in Smart View Entering and uploading data into CalPlanning forms Creating Complex Ad Hoc Queries in Smart View 4

3 3 Prerequisites Prerequisites: Completed UC Path Basic and Intermediate MS Excel classes (or equivalent) and experienced in Using Excel functions (, avg, cell references, etc. ) to create formulas Filtering data Inserting charts Comfortable working with and analyzing large data sets (ex. creating pivot tables, going behind the dash board in BAIRS) Attended Intro to CalPlanning and Reportin training session and/or currently running and analyzing CalPlanning reporting Differentiate between CalPlanning dimensions and know when to choose appropriate members in the POV to access data Understand the impact of the One Entity hierarchy on unit s organizational structure 5 Agenda Overview Introduction to Smart View & Essbase 4 Step Smart View Essbase Ad Hoc Analysis Approach 1. Plot Dimensions 2. Drill into Data 3. Format Data 4. Save and Cascade Support 6

4 4 Objective After this section, you should be able to: Define Smart View & Essbase Connection Identify the different approaches to using Smart View across campus Understand when to use the different Smart View data connections 7 What is Smart View? Smart View A Microsoft Office add in that provides access to CalPlanning data through either the CalPlan, CalRptg, HCP and HCPRptg databases from within Microsoft Office Excel, Word, & PowerPoint. Smart View provides: ad hoc query or drilling capability within MS Excel access to live data to develop user specific queries data analysis results stored as Excel documents ability to import formatted (CalRptg & HCPRptg) financial reports into Excel ability to import financial reports into MS Word or PowerPoint as document images 8

5 5 3 Types of Smart View Connections Today! There are 3 different Smart View connections: 1. Essbase: Use to create ad hoc queries. 2. Hyperion Planning: Use to open data input forms from Hyperion Planning. The forms in Smart View have the same functionality as the forms in the Workspace using the web. 3. Reporting and Analysis Framework: Use to import financial reports from the CalPlanning Workspace. 9 How do you currently access CalPlanning data? BFS/BAIRS CALPLANNING Data Entry Actuals & Encumbrances BFS CalPlan Summarized Compensation Data HCP (Human Capital Planning) Detailed Position & Employee Data Monthly Summarized Actuals Hourly EDW Actuals Operating Budget & Forecast Detailed Position & Employee Data CalRptg HCPRptg Reporting 10

6 6 Smart View Ad Hoc Offers 2 Approaches Ad Hoc One time use Created as needed by users and discarded after use Used for open ended business questions Initial retrieval Iterative analysis path Analysis structure is dynamic; changes until the question is answered Can incorporate Excel formatting Using Ad Hoc Templates Re usable Created by users and saved for future refreshes as needed Report like data retrieval Supports complex Excel formulas extensive Excel formatting Static query structure 11 Smart View & Essbase Ribbons Once Smart View is installed on your desktop, you can access Smart View with your CalPlanning login. MS Office applications will then display a Smart View Ribbon and an Essbase Ribbon (once logged in) 12

7 7 Agenda Overview Introduction to Smart View & Essbase 4 Step Smart View Essbase Ad Hoc Analysis Approach 1. Plot Dimensions 2. Drill into Data 3. Format Data 4. Save and Cascade Support 13 Objective After this section, you should be able to: List the 4 Step Approach to Smart View Essbase Ad Hoc Analysis Identify which database connection to use to get answers Log into Smart View from your workstation and connect to Essbase from within MS Excel 14

8 8 4 Step Approach to Smart View Essbase Ad Hoc Analysis Plot Fill & Drill Format Which Dimensions & Members do I need to include in my POV to access the data to answer my question? Where should I plot my Dimensions to make analyzing my data easiest? Is my grid ready to fill? Does my data answer my question? What level of detail do you want to include? How do you want to present the data? Number formatting, fill colors, bold, outlines, italics, Excel formatting and conditional formatting 4 Save & Cascade Can I use this layout again? Can I leverage this analysis across other Dimension Members: Accounts, Entity levels, Funds, Scenarios, Versions, Periods? 15 Connecting to Essbase in Excel 1) Open MS Excel. 2) Go to the Smart View ribbon and click the Panel icon. 3) In the Smart View Panel to the right, click on Shared Connections. You will be prompted to enter your User Name and Password*. *Use the same User Name and Password that you used to log in to CalPlanning. 16

9 9 Connecting to Essbase in Excel (cont.) 4) Choose Oracle Essbase in the Select Server to proceed dropdown 5) Drill into the server node to find CalRptg CalRptg 6) Click on Ad hoc analysis at the bottom left hand corner to connect 17 Smart View via CalPlan vs. CalRptg? CalPlan CalRptg Fewer Dimensions Only members identified for planning purposes for: Fund Chart1 Account Actuals are mapped to only those members identified for planning Detailed Actuals for all members: Fund Chart1 Account Alternate Account hierarchies Additional dimensions Program Code Time Series YTD, QTD etc. CF2 Temp Budget & Perm Budget 18

10 10 Let s practice Getting Started in Smart View! Smart View Ad Hoc Analysis Exercise 1 19 Agenda Overview Introduction to Smart View & Essbase 4 Step Smart View Essbase Ad Hoc Analysis Approach 1. Plot Dimensions 2. Drill into Data 3. Format Data 4. Save and Cascade Support 20

11 11 Objective After this section, you should be able to: Describe Step #1 Plot in the 4 Step Approach to Smart View Essbase Ad Hoc Analysis Set your Smart View Options Create an Essbase Ad hoc query Understand the features of the Essbase Ribbon Disconnect from Essbase 21 4 Step Approach to Smart View Essbase Ad Hoc Analysis 1 2 Plot Fill & Drill Which Dimensions & Members do I need to include in my POV to access the data to answer my question? Where should I plot my Dimensions to make analyzing my data easiest? Is my grid ready to fill? Does my data answer my question? What level of detail do you want to include? 3 Format How do you want to present the data? Number Formatting, Fill colors, bold, outlines, italics, Excel Formatting and Conditional Formatting 4 Save & Cascade Can I use this layout again? Can I leverage this analysis across other Dimension members accounts, entity levels, funds, scenarios, versions, periods? 22

12 12 Smart View Options Settings It is important to understand how to set Options in Smart View in order to take advantage of the Essbase features. 23 Smart View Options Settings (Cont.) The Options menu in Smart View allows you to set application preferences. Different Options are available based on whether you connect to Essbase or Planning (covered in advance Smart View). Selections Zoom In Options Member Retention Suppression Options No Data/Invalid Display Preferences Use Excel Formatting 24

13 13 Member Names and Alias Displays both member name and alias in row dimensions. Additional column will be added to show one column with member name and one column with alias. Member Name Alias 25 Change Alias Default: Displays the alias & member name for all dimensions. None: Displays the member name only for all dimensions. 26

14 14 Smart View Member Options Formulas and Formatting Preserve Formulas and Comments: If unchecked, formulas and comments will be lost on all ad hoc commands. In the prior version, native Excel formulas, and text comments would always clear after refresh. Formula and Format Fill: Propagates formulas and formatting of selected member to zoomed members. 27 Smart View Member Options Data Options Suppress Rows Must be unchecked to start an ad hoc query Once a query is started, you can choose to suppress rows that have 0 or missing data Replacement: Determine the method for displaying no data or no access Recommended to select #NumericZero for no data to allow for Excel calculations 28

15 15 Smart View Member Options Save Save as Default Options Once all settings are made, select the dropdown arrow next to OK and Save NOTE: Updating the Suppress Rows option should be unchecked 29 Let s practice Setting Smart View Preferences! Smart View Ad Hoc Analysis Exercise 2 30

16 16 Objective After this section, you should be able to: Understand the features of the Essbase Ribbon Learn three options for setting the Point of View or POV for your Ad Hoc analysis Create an Ad hoc query Disconnect from Essbase 31 4 Step Approach to Smart View Essbase Ad Hoc Analysis 1 2 Plot Fill & Drill Which Dimensions & Members do I need to include in my POV to access the data to answer my question? Where should I plot my Dimensions to make analyzing my data easiest? Is my grid ready to fill? Does my data answer my question? What level of detail do you want to include? 3 Format How do you want to present the data? Number Formatting, Fill colors, bold, outlines, italics, Excel Formatting and Conditional Formatting 4 Save & Cascade Can I use this layout again? Can I leverage this analysis across other Dimension members accounts, entity levels, funds, scenarios, versions, periods? 32

17 17 Essbase Ribbon Refresh updates the current grid from the data source POV displays/hides the Point of View dialog box 33 Default Ad hoc Grid An ad hoc grid will appear once you are successfully connected to Essbase Ad hoc default grid contains the Period in the column and the Account in the row Point of View (POV) dimensions are placed in the columns above Period 34

18 18 If you get this common Error, remove Suppress Missing and Zero If you get this common error when selecting the Ad Hoc Grid, it means that your Smart View Data Options are suppressing No Data /Missing and Zero. To fix this, simply click on the Options Box in the Smart View Ribbon and Select Data Options. Uncheck the box for Suppress Rows No Data/ Missing and Zero. Click on Ad Hoc Grid and your POV and data intersection will appear. 35 Ad Hoc Analysis Demo Demonstration on how to create a basic ad hoc query 36

19 19 Setting Your Point of View (POV) is KEY! Each Dimension in the POV defaults to the top level member Smart View offers 3 options to edit your POV 1. POV Toolbar 2. Member Selection Ribbon & Sheet 3. Typing Member Names directly into Grid 37 Moving the Point of View (POV) Clicking the POV button on the Essbase Ribbon will move the POV to the POV Tool Box, or back to the sheet. POV members must be on one row. 38

20 20 Selecting POV Dimension Members Option 1: POV Toolbar Click on the ellipsis in the drop down to select a member from the dimension The Member Selection window will appear. Move members out of the selection pane by clicking the left pointing arrow. Find and check the box next to the member that you want to use and click on the right pointing arrow to move it to right hand (selection pane) section. Click OK. Another option is to just type in the dimension s member name, if you know it. 39 Selecting POV Dimension Members Option 2: Member Selection Ribbon & Sheet 1. Highlight the dimension. 2. Click Member Selection 3. From the Member Selection, first move members out of the righthand section by clicking the left pointing arrow. 4. Then check the box next to the member you want to include. 5. Click on the right pointing arrow to move it to righthand section. 6. Click OK

21 21 Selecting POV Dimension Members Option #3: Keying Directly into Grid Member names can also be typed directly into the cells 41 Selecting POV Dimension Members in the Rows Members default populate horizontally When selecting members for a dimension in the rows, check the Vertical Orientation box 42

22 22 Adding and Moving Dimensions between the POV Tool Box and Ad Hoc Grid To add dimensions: Left or Right click and drag them from the POV toolbar to the rows or columns of the grid. To remove dimensions: Right click and drag them from the grid to the POV toolbar. Notes: Be sure to click on the dropdown arrow when dragging. Dimensions can only be added when connected to a database. Row example Column example 43 POV Selecting Meaningful Intersections When creating your own ad hoc query, begin by asking yourself what question the report will answer. Then consider: What intersection or POV will return the correct data? If your question is What is my FY14 Forecast for my entire division? The following selections will be needed: Year: Scenario: Forecast Version: Working Total Entity: Your division. As an example 1_BOALT Fund: Current Funds* Pgm Code: Program Code* Chart1: Total Chart1* Chart2: Total Chart2* Period: YearTotal Account: CalPlan Primary Account Hierarchy. Drill into the hierarchy to see Revenues and Expense, Net Operating Surplus/Deficit, Beginning Balance, Ending Balance *Staying at a high level member will ensure you are capturing all data in that hierarchy. 44

23 23 Account Options in Smart View Primary Account Hierarchy Allows users to access the CalPlanning Account Hierarchy Alternate Account Hierarchy Allows users to access hierarchies created by request for alternate reporting, such as a hierarchy showing Recharge as Revenue Unknown Account Hierarchy Not valid for reporting 45 Saving Essbase Files in Smart View Creating Templates Save your Smart View query as an Excel document for future use! Re Use a Saved Template Once saved, reopen and reconnect to the database to refresh data Select how you would like to reuse the content on the saved query 46

24 24 Recently Used Connections Once you have made a connection to Smart View, you will be able to connect using the Recently Used connections. Simply click the Home icon on the connection panel and you will be prompted to enter your User Name and Password to connect. You will bypass the Shared Connections process. 47 Let s practice Plotting our data by Setting the POV! Smart View Ad Hoc Analysis Exercises 3 & 4 48

25 25 Agenda Overview Introduction to Smart View & Essbase 4 Step Smart View Essbase Ad Hoc Analysis Approach 1. Plot Dimensions 2. Drill into Data 3. Format Data 4. Save and Cascade Support 49 Objective After this section, you should be able to: Navigate the Essbase Ribbon to drill into data within an Ad Hoc query 50

26 26 4 Step Approach to Smart View Essbase Ad Hoc Analysis 1 2 Plot Fill & Drill Which Dimensions & Members do I need to include in my POV to access the data to answer my question? Where should I plot my Dimensions to make analyzing my data easiest? Is my grid ready to fill? Does my data answer my question? What level of detail do you want to include? 3 Format How do you want to present the data? Number Formatting, Fill colors, bold, outlines, italics, Excel Formatting and Conditional Formatting 4 Save & Cascade Can I use this layout again? Can I leverage this analysis across other Dimension members accounts, entity levels, funds, scenarios, versions, periods? 51 Essbase Ribbon Features Refresh Member Selection Drag & Drop of dimension from POV bar Zoom In Zoom Out Keep Only Remove Only Pivot Change Alias Undo/Redo 52

27 27 Zooming In & Out of Dimensions Zoom In: Allows you to drill down into lower members within the selected dimension hierarchy. Zoom Out: Allows you to drill up into higher members within the selected dimension hierarchy. Zoom In Option Settings: Next Level, All Levels, Bottom Level, Same Level, Sibling Level, Same Generation, Formulas 53 Zoom In Options Defined Next Level Retrieve data for the children of the selected members. All Levels Retrieve data for all descendants of the selected members. Bottom Level Retrieve data for the lowest level of members in the selected dimension. Same Level Retrieve data for all members at the same level as the selected member. Sibling Level Retrieve data for the siblings of the selected members. Same Generation Retrieve data for all members of the same generation as the selected members. Formulas Retrieve data for all members referenced in the formula or consolidation of the selected member. 54

28 28 Keeping and Removing Dimension Members Keep Only: Allows you to keep only specific selected member(s) Remove Only: Allows you to remove only specific selected member(s) Note: This only works when selecting members from one dimension at a time. 55 Creating Ad hoc Analysis Reports Pivoting Dimensions Pivoting allows you to swap dimensions: Between columns and rows Between the worksheet and POV Pivoting requires one dimension in the row and one in the column at all times. This means that you must have at least two dimensions in rows or columns before you are able to pivot. 56

29 29 Undo/Redo In Smart View Smart View provides Undo/Redo functionality to revert/return to previous selections. 57 Let s practice Filling and Drilling in Smart View! Smart View Essbase Ad Hoc Analysis Exercise 5 58

30 30 Agenda Overview Introduction to Smart View & Essbase 4 Step Smart View Essbase Ad Hoc Analysis Approach 1. Plot Dimensions 2. Drill into Data 3. Format Data 4. Save and Cascade Support 59 4 Step Approach to Smart View Essbase Ad Hoc Analysis 1 2 Plot Fill & Drill Which Dimensions & Members do I need to include in my POV to access the data to answer my question? Where should I plot my Dimensions to make analyzing my data easiest? Is my grid ready to fill? Does my data answer my question? What level of detail do you want to include? 3 Format How do you want to present the data? Number Formatting, Fill colors, bold, outlines, italics, Excel Formatting and Conditional Formatting 4 Save & Cascade Can I use this layout again? Can I leverage this analysis across other Dimension members accounts, entity levels, funds, scenarios, versions, periods? 60

31 31 Creating Ad hoc Analysis Reports Excel Formulas and Conditional Formatting Use Excel formatting and formulas! You can insert formulas and format like you normally would in any other spreadsheet. Common Examples include: Bold, cell color, fonts, cell underline, math functions. 61 Agenda Overview Introduction to Smart View & Essbase 4 Step Smart View Essbase Ad Hoc Analysis Approach 1. Plot Dimensions 2. Drill into Data 3. Format Data 4. Save and Cascade Support 62

32 32 4 Step Approach to Smart View Essbase Ad Hoc Analysis 1 2 Plot Fill & Drill Which Dimensions & Members do I need to include in my POV to access the data to answer my question? Where should I plot my Dimensions to make analyzing my data easiest? Is my grid ready to fill? Does my data answer my question? What level of detail do you want to include? 3 Format How do you want to present the data? Number Formatting, Fill colors, bold, outlines, italics, Excel Formatting and Conditional Formatting 4 Save & Cascade Can I use this layout again? Can I leverage this analysis across other Dimension members accounts, entity levels, funds, scenarios, versions, periods? 63 Create Multiple Queries Using Cascade Cascade allows you to create separate reports for a selected member in the grid into a Current workbook New workbook Different workbook The reports are populated in separate tabs of the Excel document. Tabs will be named with the member name used to cascade Note Excel limits tab names to only 31 characters 64

33 33 Cascading with Smart View Select the member in the grid to cascade, here it is FY 2. Click Cascade and select current, new or different workbook to create cascaded files 65 Disconnect from Smart View Once you are done querying, you can save and close out of Smart View From the Smart View panel, choose the dropdown arrow at the Home icon Select Disconnect All 66

34 34 Cascading in Smart View! Smart View Essbase Ad Hoc Analysis Exercise 6 & EXTRA CREDIT 67 Agenda Overview Introduction to Smart View & Essbase 4 Step Smart View Essbase Ad Hoc Analysis Approach 1. Plot Dimensions 2. Drill into Data 3. Format Data 4. Save and Cascade Support 68

35 35 Technical Overview PC Users Users will access the CalPlanning web based workspace at: rptportal.berkeley.edu/workspace/index.jsp Access Smart View via Excel. This connection should be entered on the Advanced tab of your Smart View Options: rptportal.berkeley.edu/workspace/smartviewproviders Mac Users Mac users will connect to CalPlanning via a remote desktop Connection If you did not identify yourself as a Mac user in the recent survey, please contact the Help Desk. 69 Smart View Installation for PC To use Smart View, the software add in needs to be installed on your computer. You will need to work with your local IT personnel for this installation. The Smart View add in and installation instructions are available at Software Central and is titled Smart View Plug In for Cal Planning : central/smartview The Smart View add in installation adds a new menu and toolbar. 70

36 36 Check your Smart View Version If you already had Smart View installed, be sure you have the latest version Support: CalPlanning Help Desk and LIMs For technical help with the CalPlanning tool (including logging into or using CalPlan, CalRptg, and Smart View), contact the CalPlanning Help Desk: Hours: 8am to 5pm, Monday through Friday, except University holidays E mail: Phone: (510) , Option 1 (IT), 2, 4 (CalPlanning) For non technical help including questions about your Division s requirements, decisions for your unit, security access, and the FY13 14 Budget Process, contact your Local Implementation Manager (LIM). If you are a LIM, your Financial Planning & Analysis Outreach Partner. 72

37 37 Support: Teams Campus Budget Office Website: CalPlanning Team Website: Outreach Team Website: 73 THANK YOU! CalPlanning Envision. Commit. Act.

38 38 APPENDIX 75 CalPlanning System Requirements Supported by the CalPlanning Help Desk: Windows 7 Microsoft Office 2007 or 2010 Adobe Acrobat Reader 7.0+ or higher Internet Explorer 9.x Compatible, but not supported by the CalPlanning Help Desk: Internet Explorer 7.x, 8.x Smart View Add In for Microsoft Office Smart View is now compatible with Windows 32 bit and 64 bit. Additional CalPlanning Connection Options: IE9 Remote Desktop for PC and Mac A Remote Desktop (RDP) is available that launches an IE9 browser for CalPlanning. This option can be used by Mac and PC users that don't have access to IE9. Please contact the CalPlanning Help Desk at 76

39 39 Key Concepts Hierarchy Terms Hierarchy: Understanding the Hyperion Family Tree Parent: A member that has an aggregated branch (children) below it E.g. Q1 is the parent to Jul, Aug, and Sep Children: Members that roll up to a parent E.g. Jul, Aug, and Sep are children of the parent Q1 Descendants: All the members, regardless of whether they are children or parents in the hierarchy, that report under a particular member E.g. Quarters and months are descendants of Year Total 77 Key Concepts Generation vs. Levels Generation: A layer in a hierarchical tree structure that defines member relationships in Essbase. Essbase orders generations incrementally from the top of the dimension (root) hierarchy to the bottom (leaf). Levels: A branch within a dimension. The levels are numbered incrementally from the leaf member (level 0) towards the root 78

40 40 Smart View Ribbon When you connect to any of the MS Office applications you should see a Smart View Ribbon: GROUP BUTTON DESCRIPTION Panel Allows you to open the Smart View Panel Start Connections Displays active or recently used connections Undo/Redo Allows you to undo or redo your last operation Edit Copy Data Point/Paste Data Point Allows you to copy a data point or paste a previously copied data point Functions Allows you to Open the POV Manager or build a function formula Refresh Refresh the data on the current worksheet from the data source Data Submit Data Submits data entered via Smart View Options Allows you to set how data is displayed Help Opens Smart View online help General Sheet Info Displays general and connection information for the worksheet More Additional worksheet options 79 Essbase Ribbon This ribbon opens once you have connected to Essbase GROUP BUTTON DESCRIPTION Zoom In/Zoom Out Zooms in/out to members within the selected dimension hierarchy. Option include: Next Level, All Levels, Bottom Level, Same Level, Sibling Level, Same Generation, Formulas Pivot Pivots dimensions from rows to columns or columns to rows. Options include: Pivot (on grid) Pivot To POV Keep Only/Remove Only Keeps or removes members and associated data for the highlighted cell(s) Member Selection Opens the Member Selection dialog box Query Opens options to design a query. Options include: Query Designer, Run Report, Execute MDX, Data Filter Analysis Member Information Displays information about the selected member: generation, level, formulas, comments, attributes, UDAs Preserves the cell formatting. This option is not available when the Use Excel Formatting checkbox has been selected in the Preserve Format Options menu. Change Alias Opens Alias Table which allows toggle between display member aliases or not Data Perspective Tracks changes in values across an independent dimension Smart Slice Saves the current grid as a Smart Slice Cascade Creates separate reports on any dimension. Options include: Same Workbook, New Workbook, Different Workbook Refreshes the data on the current worksheet from the data source. Options include: Refresh (current worksheet only), Refresh all Refresh Worksheets POV Displays/hides the POV dialog box View Comments From a list of all comments on the grid, select comments to view or edit Calculate Recalculates the database after submitting changed data to see the results of the change Data Visualize Displays selected dynamic data in an Excel grid or in Visual Explorer Drill through Displays a list of available drill through reports for the selected cell Linked Objects Associates cell notes, external files, and URLs with the selected data cell Adjust Adjusts the value of the selected data cells by a percentage or fixed value Submit Data Submits data entered via Smart View 80

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