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Hyperion TrainingPlanning/Reports/Smart View
Planning Workspace Overview
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Workspace provides a centralized interface for viewing and interacting between Planning and reporting content.
From Workspace you can:Enter data in web forms
View current year and next year budgets
Access and interact with Excel & Word
Print reports
Entire end-user budgeting process is performed using a Web browser.
Uses multiple Scenarios (Original, Perm, One-Time and Adjust).
Uses multiple Versions (Working, Final)
What-if versioning will be available in the future for What-if analysis.
Security access is user/group specific by department and account and has already been
set-up in Hyperion Planning. Only you can see and work on your department data.
Works in Internet Explorer 7.x, 8.x and Firefox 3.5.x
Hyperion Planning Logon
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Type in the Planning URL http://yardarm.csuci.edu:8300/HyperionPlanning/LogOn.jsp
Type in your Campus User Name and password and click “Log On”
Setting User Preferences
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Users can change how web forms are displayed.
Choose File > Preferences from the menu. Click on Planning
On the Applications Settings, enter your email address.
Setting User Preferences
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Change the “Warn if Data…” from 5000 to 50000. Click OK.
Planning Workspace Logon
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Type in the Planning URL http://yardarm.csuci.edu:19000/workspace/
Type in your Campus User Name and password and click “Log On”
Planning – Navigating Workspace
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Workspace User Interface
To access Planning: Select Navigate > Applications > Planning > CSUCI or click here
Planning – Navigating in Planning
8Planning menu Planning toolbar
View pane
Open application
Content area
Entering Data
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Description of Toolbar Icons
Selecting a Web Form
Entering Data Basics
Cell Text & Supporting Detail
Exporting to Excel
Hyperion Planning – Toolbar Icons
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While in an entry form, you can use the drop down menus such
As “File” or Edit” or you can use the icons listed across the top of the
page. These icons are described in the Glossary on the following
pages:
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Button Purpose Description
Save Save data input on data forms
Refresh Refresh the data form with data sorted in the database
Print Print the current screen
Adjust Increase or decrease values by a percentage or by a value
Grid Spread Spread data across dimensions on the data form
Mass Allocate Run a mass allocate calculation
Cell Text Add comments to a specific cell at any level in data forms
Lock/Unlock Cells Lock or unlock cells when spreading data
Hyperion Planning – Toolbar Icons
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Button Purpose Description
Supporting Detail Add detail that aggregates the cell value in data forms
Add/Edit Document Add or edit documents to provide documentation for data in cells
Open Document Open an attached Excel or Word document
Cut, Copy, Paste Cut, Copy or Paste values from one or more cells to one or more cells on data forms
Instructions Shows the instructions for the data form
Open in Smart View Open data forms in Smart View
Task List Open task lists if task lists are assigned to you
Status Check task list status
Hyperion Planning – Toolbar Icons
Hyperion Planning – Data Forms
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Transfers folderto transfer budget between departments in the current yearmake permanent budget transfers to the current year budgetInput budget from CPO/SWAT’s form the CO
Expense and Revenue Input Next YearInput detailed budget for the next fiscal year
Employee DataView current year and next year dataMake changes to employee pools for next yearMake changes to employee salary, fund and departmentAdd new employees to next year
Hyperion Planning – Data Forms
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View pane contains an outline of Data Forms to choose from.
Folders
Forms
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Hyperion Planning – View Only Forms
Two forms with View Only
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Hyperion Planning – Selecting an Imput Form
From the outline, select a data form
Entering Data – Expense Web Form
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Cheese the chartfields form the dropdown boxes: Fund, Department, Program & Project.Click Go
Entering Data Basics – Using the Find feature
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Use the binoculars search button to quickly locate members using some part of the name.
Entering Data Basics – Form Colors
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The colors of the cells in a web form act as primary information. The following are potential colors:
Light Blue – These cells are row and column headers.
Grey – These cells are read only and are locked. They contain Actual data from PeopleSoft data or are an upper level member of the outline.
Yellow – Contains unsaved data. If you see this color it means, you have entered data in and have not saved it yet.
White – Open to be written in. Once you enter data and saved it, it will turn back to this color.
Entering Data Basics – Read vs. Write Access
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Read only Write
Access
Data entered but not saved
Entering Data Basics, cont.
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Copy and paste data between forms, between Planning & Excel, and
within a formUse the Copy & Paste buttons at the top of the form.Use Ctrl+C & Ctrl+V for moving data between Planning & Excel and within a form.
Spread data across a months by entering your desired total in the
“Quarter” or “Year Total”cellsData will spread according to the profile already existing in the months.If no data currently exists, the numbers will spread evenly across the months.All data in a quarter can be removed by deleting the Quarter or Year Total value.Spread the data for a top level account to all sub accounts by highlighting the total cell and clicking the Grid Spread Option.
Entering Data Basics – Comments
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Comments lets you add or view comments about the data in a specific cell
or cells. To add or view cell text from the Enter Data page:Highlight the cell or cells that you want to add Cell Text to.Click the Cell Text Icon or choose Edit/Cell Text.Enter your cell text and click submit. You will now see a small blue triangle in your cell.
Entering Data Basics – Comments
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Entering Data Basics – Supporting Detail
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Supporting Detail can be used to build an input or a series of inputs using simple mathematic calculations
Select the cell or range of cells to which you wish to give supporting detail.Click the Supporting Detail Icon or choose Edit/Supporting Detail and create simple formulas to create data based on program specific information (i.e. Travel = Per diem X number of days + hotel and airfare).You can click the Add Sibling or Add Child buttons to create your detail.Supporting detail is not required but may be useful.
Entering Data Basics – Supporting Detail
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Entering Data Basics – Add/Edit a Document
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A supporting document or URL can be added to a cell to capture more detailed information about that cell. First, the document must be downloaded to the report repository
oClick on ExploreoFile > ImportoChoose the type of file to be imported (usually File)
Entering Data Basics – Add/Edit a Document
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Step 1. Choose File. You can browse for this. Click Open.
Click Next
Entering Data Basics – Add/Edit a Document
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Step 2. Accept default items
Click Next
Entering Data Basics – Add/Edit a Document
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Step 3. Choose Groups tab and click Update List. If you only want the file available to your group, choose the group you are in. Otherwise, choose Scenario Grp.
Move the group over using the middle arrow button.
Entering Data Basics – Add/Edit a Document
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Leave the Access & Favorite as Inherit.Click the box for “Push this item…” Click Finish
Entering Data Basics – Add/Edit a Document
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The file is now available in the Repository.
Entering Data Basics – Add/Edit a Document
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Now add the document to the data form.o Open the data form.o Choose the cell for the documento Choose the Add/Edit Document icon or right click
Entering Data Basics – Add/Edit a Document
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Entering Data Basics – Export your Data Form
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You can export your web form to excel and work on your numbers offline:o Click on Tools > Export as Spreadsheet
o Save the downloaded fileNote: You cannot add cell text or supporting detail in Excel. You can only
work on data displayed. You can create calculations in cells and the data will load to Planning when you copy and paste it back into Planning.
Employee Data
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o There are several data forms in Employee Data to choose from.
Employee Data – Extended Faculty
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o Enter Extended Faculty Salary – This is where Extended Education faculty pool amount is entered.
o Choose the Fund, Department, Program and Project and click Go
Employee Data – Pools w/ No Benefits
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o Enter Pools w No Benefits – This is where you enter the pools for Overtime, Student Assistants, Special Consultants and any other salary pooled amount with no benefits.
o Choose the Fund, Department, Program and Project and click Go
Employee Data – Temp Faculty
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o Enter Temporary Faculty – This is where pooled amounts for Temporary Faculty are entered.
o Choose the Fund, Department, Program and Project and click Go
Employee Data – View Existing Employees
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o View Existing Employees Current Year and View Existing Employees Next Year –This allows the user to view ONLY the employees listed for the current year and last year. Shows their position number and title, account and salary amount
o Choose a Department and Fund and click Go
Employee Data –Existing Employees Changes
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o When making changes to an existing employee, it is helpful to know the type of change to be made in order to choose the correct form.
o Changes can be made to the Department, Fund or Salary.o It is necessary to have the position number for the employee.
Employee Data –Existing Employees Changes
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o To change the Department, Fund or Salary for an Existing Employee click on the form
o Note: You can only make changes within your own Division. If an employee needs to be moved to a department that is not in you division, please contact the Administrator.
Employee Data –Existing Employees Changes
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Enter the Employee Name, Position, Program, Project and Department. o Click Go.o The salary and FTE for the employee will populate. o Make sure to delete the old salary and FTE!o Click Saveo Enter the NEW department.o Click Go.o Enter the salary and FTE.o Click Save.
Employee Data –New Employee Additions
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o To add new employees, choose the Enter New Employees data form.
Employee Data –New Employee Additions
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Choose the Position, Fund, Department, Program, Project and Employee. By default, new employees are listed as New Employee 1, New Employee 2, etc.o If you would like to budget new employees salary using the position working title,
contact the Administrator to add it to the drop-down.
o If you would like to budget new employees salary using the employees name, contact the Administrator to add it to the drop-down.
Enter the salary amount for the new employee
Enter the FTE for the new employee
Click Save.
Employee Data –Split Funding
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o To split funding for a position, you will need to communicate with the other department on the salary and FTE split.
o Under Existing Employee Changes, use the Change Salary data form to make the split.
o Enter the FTE as a decimal and the salary amount for your department.
o Click Save.
Budget Transfers
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Divisions have the ability to process their own budget transfers.
Click on Transfers. There are 3 types of transfers o Transfers - routine monthly budget transfers.
o Perm Budget Adjustments - permanent budget transfers that will become part of your base.
o One-Time Transfers - disbursements from the Chancellor’s office that come in the form of CPO’s or SWAT’s.
Budget Transfers
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To process transfers:o Choose the Fund, Department, Program and Project. You will only have access to the months
that are available. o Enter data that you are accepting from another department or account as a positive number to
your department.o Enter data that you are giving to another department or account as a negative number to your
department.o You must communicate with the other department that you are giving to or receiving from how
much you are entering so that they can enter the opposite amount to their department. You can only make changes to your department data.
Hyperion Reports
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All reports for Hyperion Planning are accessed with Hyperion Workspace. Hyperion Reports take data that is stored in Hyperion and present in a format that is set up by the Administrator.
o Finding Hyperion Reports
o Navigating Report
o Viewing and Printing
Hyperion Reports – Accessing Reports
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Open a new tab for Reports by clicking the Explore icon at the top-right corner of Workspace
Hyperion Reports – Accessing Reports
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A new tab and a list of available reports appear.
You only have access to reports for your department. If you have access to a whole division, you can access the SBC Reports by division.
Most reports come with a brief description.
Reports – Viewing
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o Double Click on a report and it will open.
o When you click on a report, you may be prompted to enter specific criteria for this report.
o Click on the to select a member (or type in your criteria)
Reports – Viewing
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o Drill down to the member you would like to see and move the member(s) over to the right using the middle arrows.
o Click OK.
o When all criteria has been chosen, click OK.
Reports – Viewing
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o Verify the criteria for the report you want and click OK. You can always make changes by choosing the icon again.
o Click OK
Reports – Viewing
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o The report defaults to PDF preview.
Reports – Viewing
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o Hyperion allows you to change view after report has been run from PDF to HTML or vice versa.
o When in HTML view, you can change the any dimension in the Grid POV (Point of View) by clicking on the dimension.
Reports – Exporting to Excel
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Hyperion allows you to export your report to Excel
o Choose File > Export > Excel > Fully-Formatted Grid and Text (be sure your internet browser allows pop-ups)
Contact Information
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for Hyperion, Reports and budget related questions
Tracy Cole – ext 3280
for budget related questions Missy Jarnagin – ext 3282
for technical assistance Marysia Wancewicz – ext 3169
Lacey Lovejoy – ext 3229
