Purpose
The following guide is intended for the Operating Entity and Org Planners who are looking to view or complete any of the following actions:
Action
· Smart View for Windows Users
· WebForms
· Logging into Smart View (Connections)
· Smart View Options
· Opening a data form in Smart View
· Modifying and submitting data in Smart View
· Ad hoc analysis
· Smart View for Macbook Users
· Logging into Smart View (Connection)
Terminology
· Action Panel: A catalog of actions that can be performed, determined by the choice made in the shared connection, private connection, or task list tree.
· Home: A display panel that contains links to both Shared and Private Connections, along with a list of items recently used (like ad hoc grids, forms, and tasks). You can click on these to initiate a connection.
· Ribbons: The Smart View ribbon, equipped with commands for routine Smart View tasks and Oracle Hyperion Reporting and Analysis operations, is perpetually available.
· Smart View Panel: The Smart View Panel allows you to handle data source connections, access data and task lists, and generate reports.
· Ad Hoc Analysis: In Ad Hoc Analysis, you leverage the features of Oracle Smart View for Office in conjunction with Excel spreadsheets to extract and scrutinize data. This is done by choosing members, utilizing functions, and carrying out a range of operations, including formatting, to craft your reports.
· POV: The Point of View (POV) serves as the initial reference for forms, ad hoc grids, and functions. By utilizing the POV Manager in Oracle Smart View for Office, you have the ability to modify the default POV for forms and ad hoc grids (like Essbase, Planning, Oracle Planning, and Budgeting Cloud), as well as the background POV for functions (applicable to all data sources).
· Private Connections: A drop-down menu that displays connections stored locally on your computer, along with a tree view of the contents from the currently chosen connection. Additionally, you have the option to input a URL for direct connection to a data source. However, UChicago utilizes shared connections, not private connections, as the standard way to connect to EPM and Planning
· Shared Connections: A drop-down menu that displays available connections from Oracle Hyperion Shared Services, along with a tree view that shows the contents of the connection currently in use. UChicago utilizes shared connections as the standard way to connect to EPM and Planning.
· All Levels: To retrieve data for all descendants of the selected members.
· Bottom Level: To retrieve data for the lowest level of members in a dimension.
· Keep Only and Remove Only: To keep only the currently selected members, select the member cells that you want to keep. Then, from the data source ribbon, click Keep Only. All other members in the dimension are removed. To remove all members except the currently selected member cells, select the cells that you want to remove. Then, from the data source ribbon, click Remove Only.
· Next Level: To retrieve data for the children of the selected members.
· Pivoting: Pivoting alters the layout of the data in the worksheet. It allows you to shift dimensions between rows and columns, as well as between the grid and the Point of View (POV).
· Zooming In and Out: Magnify members in the grid to reveal data related to their offspring and successors.
· Same Generation: To gather data for all members that belong to the same generation as the selected members.
· Same Level: To gather data for all members that are on the same level as the member selected.
· Sibling Level: To gather data for the counterparts of the chosen members.
Prerequisite
· Install SmartView
· Recording Financial Transactions in Oracle Cloud: Introduction to the Chart of Accounts and POETAF
· Oracle Planning 101 & Budget Development Overview
Smart View for Windows Users
Web Forms
1. If you know the name of a web form you want to enter data in using Smart View, follow the next steps. If you do not know the name of the web form you can open the web form from the application to open in Smart View.
2. Select UCPLAN, then select Library and then select the folder for FIN Data Forms (For this example, we'll look at how to open an Operating Expense form.)
3. Select Operating Budget (Unit) Forms
4. Select Operating Expense Budget Forms
5. Double-Select OpEx - Child Level - By Fund - Defaults
6. Select the Minimize the Smart View Bar icon to minimize the Panel
7. Select Smart View Ribbon
8. Select Options
9. Select Data Options
10. Change #Missing to #Numeric Zero under #No Data/Missing Label Option
11. Select the drop-down arrow besides OK
12. Select Apply to All Sheets to apply it to all open Smart View sheets, or Save as Default Option to apply to this and all future Smart View sheets.
13. Select Refresh to apply the change from step 12.
14. Double-Select YearTotal to drill down. The "+" icon shows we can drill down.
15. YearTotal will drill down into four Quarters. Double-Select Q4 to further drill down
16. Read Only cells are grey.
17. The cells that we can edit are in yellow. If there is a business rule attached to the web form you will be notified when it is complete. When you save a form in Smart View the data will be saved directly to the application and is visible in the web version of the application.
18. Q4 will drill down into April, May and June. Enter Values to April, May, and June. The color of the cell changes to dark yellow. Because the values are not submitted.
19. Select Submit Data
20. Once Submitted, the color of the cell changes to light yellow. Total of the amounts we have entered will populate in the YearTotal cell.
21. You can also open a webform directly from the web version of the application. To do so, login to Oracle by selecting the Company Single Sign-On button.
22. Select desired Cluster.
23. Select desired Card.
24. Select desired Vertical.
25. Select desired Horizontal.
26. Select the Action button.
27. Select Open in Smart View. This action will download a file
28. Open the file. If you currently do not have Excel open, the process will open Excel and prompt you to log into Smart View
29. If applicable, login to Oracle by selecting the Company Single Sign-On button
You have now completed the process of reviewing Web Forms.
Using Smart View
1. Open the Excel file and select Smart View Ribbon
2. Select Options
3. Select Advanced
4. Enter the Shared Connection URL
5. Select OK
6. Select Panel
7. Select Shared Connections
8. UCPLAN users access the application with the Single Sign On at the bottom not by entering their username and password
9. Select EPM Cloud from the dropdown.
10. Select UCPLAN and Select a Plan Type
11. Select Connect
12. Select Ad Hoc Analysis
13. Select the FIN plan type to access Financial data. You have the option of selecting FIN for financial data. PSTN to access Position/Pool level data and RQST for Capital data. For this QRG, we will focus on FIN for Financial data
14. Once a connection has been made you need to change your default options. Navigate to the Smart View ribbon and select Options.
15. Select the Data Options
16. Uncheck No Data/Missing, Zero, and No Access checkbox if it is checked.
17. Change the No Data/Missing Label option to " –" or a "0" and Change the #NoAccess Label to #NumericZero in the drop-down
18. Uncheck Suppress Missing Blocks check box.
19. Select the drop-down arrow beside the OK
20. Select the Save as Default Options
21. Now that we have connected to FIN, we must make the proper member selection to retrieve data. You can make a member section in several ways: Select the dimension to drill to the next member, Type the member name/ alias, or find the member in the Planning Ribbon member selector.
22. Double-select Account to drill down
23. Double Select Total Accounts to drill down
24. Double-select All Accounts
25. Select Planning Ad Hoc
26. Select Total Operating
27. Select Change Alias.
28. For the view members by name instead of Alias Select Change - to view the member names select None, to view alias select Default. Example: Name: ACT_E5000 Alias: Tuition-Undergrad Tuition - E5000
29. It will change the Account details based on Account Numbers
30. Select the Change Alias again
31. Select Default. You can switch back to the alias at any time by re-selecting Change Alias on the Planning ribbon
32. Account details changed to previous format
33. Select any one line under Accounts.
34. Select Keep Only
35. It will keep the selected line and remove all the other lines
36. Double Select the Organization to drill down
37. Select any one line under Organization.
38. Select Keep Only
39. It will keep the selected line and remove all the other lines
40. Change Period to YearTotal or a Month. You can do it either by typing or through Member Selection
41. Select Years
42. Select Member Selection
43. Select the "+" icon besides All Years check box to expand
44. Select the Year
45. Select the Add icon.
46. Select OK
47. Likewise change Scenario to Actual, Version to Final, Activity to All Activity, Data Source to Total User Entry, Fund to All Fund, Program to All Program, Purpose to All Purpose, and Site to All Site
48. Changed every Member.
49. Select Refresh option to refresh the data on the current page
50. Based on the filter the value will populate. If your security allows you to have access to the selected organization, you will see data
51. Double Select the Cell or the Member you want to drill into
52. If you want to change a column to a row, select the Column.
53. Then select the Pivot Option
54. All Funds moved to row from Column
55. Use Keep Only option, you can remove the unwanted lines
56. If you want to view Total Operating and Chicago Booth - C2800 by Fund - Pivot the Account and Organization to the columns separately
57. Select All Funds
58. Select the drop-down arrow besides Zoom In
59. Use the options to drill down
60. Select Total Consolidated
61. Select the drop-down arrow besides Zoom In
62. Select Next Level to drill down
63. Select Unrestricted to drill down
64. We can see all the values based on our filter here
65. If you want to insert rows, you can Right Select the row and Insert Rows
66. You can Select the cells and cut and paste them into the required areas
67. We can Cut and Paste each member to the desired cell.
68. Paste each member to the desired position and deleted unwanted cells
69. Select a cell you want to drill down.
70. Select Next Level from the Zoom In drop-down
71. The next level will appear
72. Select a cell you want to drill down.
73. Select Bottom Level from the Zoom In drop-down
74. The bottom level will appear. The "suppress Missing Data" option can be turned off and on depending on what data you want to view in your ad-hoc. When you drill to the bottom level you see all zeros. If you do not want to see accounts that do not have data, you can change the Options to suppress missing data.
75. Select Zoom Out or Right Select 2 times, it will take you to the parent level
76. Select the POV option to switch between displaying and hiding the POV toolbar
77. To disconnect from Oracle Planning Smart View, Select the drop-down arrow near the home icon
78. Select Disconnect All
You have now completed walk walk-through of Using Smart View.
Smart View for MacBook Users
Logging into Smart View (Connection)
To access the browser version of Smart View the use must be logged into the Web application.
1. From Microsoft Office 365, select open new Workbook.
2. Confirm that you see a new tab.
3. Select HOME and the panel will open on the right-hand side.
4. Select on a plan type for example: FIN.
You have now completed walk-through of Connecting to SmartView as a MacBook User.
Web Forms Entry
1. To open a web form, select option which contains desired web form from the panel.
2. Select desired webform.
a. NOTE: Please be patient as this pulls up.
3. To expand the ribbon, select the drop down at the end of the ribbon bar.
4. Select Classic Ribbon.
5. Select Always Show.
6. Select the Planning tab to show the Planning Ribbon.
7. Select the Smart View tab to show the Smart View Ribbon.
8. If you receive this message, please log into the application, and make your User Preference selection.
9. To drill into the YearTotal member, select Cell Actions.
10. Then select the Expand / Collapse option.
11. Enter data.
12. Select Submit Data.
13. Click Close.
a. Note: Users will not be able to use the Open in Smart View function from the web.
You have now completed walk-through of SmartView Web Forms Entry as a MacBook User.
AD – HOC Analysis
1. Select a Plan Type. For example, FIN.
2. Select Ad Hoc Analysis.
3. There will now be a Smart View and Planning Ad- Hoc ribbon.
4. To update the Smart View data options, select the Data tab on the side panel.
5. To update the Smart View member options, select the Members tab on the side panel.
6. To update the Smart View formatting options, select the Formatting tab on the side panel.
7. To update the Smart View advanced options, select the Advanced tab on the side panel.
8. Select a member for each dimension.
9. The double click option is not available in the browser version of SmartView, but the Planning ribbon has the below functions:
a. Zoom In
b. Zoom Out
c. Pivot
d. Keep Only
e. Remove Only
10. The Member Selection function will allow the user to choose a member for a dimension viewing the hierarchy.
You have now completed walk-through of AD – HOC Analysis as a MacBook User.