HYPERION FINANCIAL CONSOLIDATION AND
REPORTING TRAINING USER GUIDE
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HYPERION ENTERPRISE PERFORMANCE MANAGEMENT OVERVIEW ... 6
OBJECTIVES ... 6
THE NEW TYCO FINANCIAL CONSOLIDATION AND REPORTING SYSTEM – WHAT IS IT? ... 6
Oracle Hyperion Financial Management (HFM) ... 6
Oracle Hyperion Financial Data Quality Management (FDM) ... 6
Oracle Hyperion Workspace (Workspace) ... 7
Oracle Hyperion BI+ Financial Reporting (Financial Reporting) ... 7
Oracle Hyperion Smart View (Smart View) ... 7
TYCO APPLICATIONS – HOW DO THEY FIT? ... 7
KEY BENEFITS OF THE NEW SYSTEM ... 7
DIMENSIONS AND HIERARCHIES ... 8
HYPERION FINANCIAL MANAGEMENT ... 9
OBJECTIVES ... 9
APPLICATION AND DIMENSIONS OVERVIEW ... 9
DIMENSION COMPARISON – HFM VS ENTERPRISE ... 11
Data storage ... 12 HFM DIMENSIONS IN DETAIL ... 12 Scenario ... 12 Year ... 13 Period ... 13 View ... 14 Entity ... 14 Account ... 15 Value ... 16 Intercompany ... 18 Custom Dimensions ... 22
Custom1 (Product, Cash Flow) ... 22
Custom2 (Function, Roll Forwards, Overrides, Cash Flow) ... 23
Custom3 (Not Used) ... 25
Custom4 (Data Type) ... 25
POINT OF VIEW (POV) ... 25
Valid and Invalid Intersections ... 25
Answering Who? What? and When? ... 26
Example of an Invalid POV for loading data ... 26
Example of an Invalid POV for loading OR viewing data ... 27
Entity vs. Node ... 27
HYPERION WORKSPACE NAVIGATION... 28
OBJECTIVES ... 28
WORKSPACE OVERVIEW ... 28
LOGGING ON TO SHAREPOINT ... 29
LOGGING ON TO HYPERION WORKSPACE ... 31
SETTING WORKSPACE PREFERENCES ... 33
General Workspace Preferences ... 33
Financial Reporting Preferences ... 34
NAVIGATE TO TRAINING HFM APPLICATION AND REPORTS ... 35
Navigate to the TRAINING HFM application ... 36
Navigate to Explore for financial reports ... 36
Navigate to Open Items ... 37
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HYPERION FINANCIAL MANAGEMENT NAVIGATION AND CONTENT ... 39
OBJECTIVES ... 39
HFM HOMEPAGE ... 39
HFM TASK LISTS ... 39
FINANCIAL REPORTS ... 42
OVERVIEW ... 42
RUNNING FR STUDIO REPORTS ... 42
Running reports from a task last ... 42
Running Reports from Workspace Explorer ... 45
EXPORTING REPORTS... 46
Export to Excel ... 46
Export to Word or PowerPoint ... 46
SWITCHING BETWEEN PDF AND HTML FORMATS ... 47
PRINTING REPORTS ... 47
SMART VIEW ... 48
SMART VIEW INTRODUCTION ... 48
Smart View Panel ... 48
Smart View Connections ... 49
Connecting to Shared Connections ... 50
Creating Private Connections ... 53
Connecting to Private Connections ... 54
SMART VIEW GLOBAL OPTIONS ... 55
AD HOC ANALYSIS IN SMART VIEW ... 60
Selecting Members for POV ... 61
Pivoting ... 67
Data Drilling Functions ... 70
Other Ad Hoc Functions ... 70
SMART VIEW FUNCTIONS ... 71
Introduction to Smart View Functions and Building Formulas ... 71
Launching Smart View Build Function. ... 71
HsGetValue ... 72
HsDescription ... 77
Tips on Building Smart View Functions ... 78
INTERCOMPANY DETAIL ... 79
PROCESS MANAGEMENT ... 80
OVERVIEW ... 80
Enabling scenarios for process management ... 80
STARTING PROCESS MANAGEMENT ... 80
Process control flow at Tyco ... 81
Submission Phases ... 81
PROCESS CONTROL MODULE ... 82
Process unit POV in process control ... 83
Process control Display options ... 84
PROMOTING PROCESS UNITS ... 86
Criteria for promoting process units ... 86
Mechanics of promoting process units ... 86
HFM TOOLBAR ICONS USED IN PROCESS CONTROL ... 89
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OVERVIEW ... 90
INTERCOMPANY MATCHING REVIEW PROCESS ... 90
RUNNING INTERCOMPANY MATCHING REPORTS ... 91
INTERCOMPANY MATCHING REPORT - OVERRIDES ... 92
HFM DATA GRIDS ... 98
OVERVIEW ... 98
NAVIGATING TO HFM DATA GRIDS ... 98
CHANGING POINT OF VIEW IN HFM DATA GRIDS ... 100
SETTING DATA GRID DISPLAY OPTIONS ... 102
Overview ... 102
Cell setting selection ... 103
Other settings ... 104
RUNNING CONSOLIDATIONS IN HFM DATA GRIDS ... 104
Overview ... 104
Performing a calculation on BASE entities ... 105
Consolidation Process in HFM ... 107
HFM JOURNALS ... 109
OVERVIEW ... 109
CREATING JOURNALS ... 109
Creating a Single Journal (Not a Template) ... 109
Using Journal Templates ... 112
Scanning journals ... 113
Processing journals ... 113
Editing Journals ... 115
JOURNAL REPORTS ... 115
HFM DATA FORMS ... 118
DATA FORM TOOL BAR ICONS ... 118
DATA FORM CELL COLORS ... 120
SUMMARY VALIDATION REPORT ... 121
FINANCIAL DATA QUALITY MANAGEMENT (FDM) ... 123
OVERVIEW ... 123 LOG ON TO FDM ... 123 NAVIGATING IN FDM ... 124 Desktop ... 124 Workflow Menu ... 126 Activities Menu ... 127 Analysis Menu ... 128 File Menu ... 128 Help Menu ... 128 MAPPING TABLES ... 128
FDM WORKFLOW PROCESS – HIGH LEVEL ... 130
FDM WORKFLOW PROCESS – DETAILED ... 131
Loading Data via GL Extract ... 131
FDM JOURNAL TEMPLATES ... 137
UNIVERSAL BLANK TEMPLATE ... ERROR!BOOKMARK NOT DEFINED. FDM: SORTING, SEARCHING, AND FILTERING ... 144
Sorting Columns inside FDM ... 144
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Hyperion Enterprise Performance Management Overview
Objectives
Upon completion of this chapter, you should be able to:
• Understand the key components of the new Tyco Financial Consolidation and Reporting System • Understand how the existing Tyco applications and tools map into the new Hyperion EPM System • Understand the key changes of the new Tyco Financial Consolidation and Reporting System
The New Tyco Financial Consolidation and Reporting System – What is it?
Tyco’s system is built upon several Oracle Hyperion Enterprise Performance Management products, including the following:
• Oracle Hyperion Financial Management (HFM)
• Oracle Hyperion Financial Data Quality Management (FDM) • Oracle Hyperion Workspace (Workspace)
• Oracle Hyperion BI+ Financial Reporting (Financial Reporting) • Oracle Hyperion Smart View (Smart View)
Oracle Hyperion Financial Management (HFM)
Serving as the replacement for Financial Consolidations in Hyperion Enterprise at Tyco, Hyperion Financial Management (HFM) is a comprehensive, Web-based application that delivers global data collection, financial consolidation, reporting and analysis in a single, highly-scalable solution. After data is loaded into HFM from FDM, HFM will perform many additional processes to the data in order to derive consolidated, reportable numbers for the organization. Some of these processes include data-aggregation, foreign currency translations, allocations, cash flow reporting and other various financial calculations.
In addition to these processes that HFM performs on the data, HFM also contains prepackaged tools for interfacing with the data. Pre-formatted data grids let users view the data in many different ways. Specific data forms can be built for areas of the data that require manual data input. Out of the box intercompany matching reports help highlight
intercompany details. Process management functionality aids in the close process by reporting on which entities within the organization have successfully submitted their data to HFM, and which ones are still outstanding.
Oracle Hyperion Financial Data Quality Management (FDM)
Tyco will continue to use Oracle Hyperion Financial Data Quality Management (FDM) as a packaged solution for finance users that helps develop standardized financial data management processes with its Web-based guided workflow user interface. FDM provides a single, systematic process for loading data from source systems into a target application. These source systems can be general ledgers, general ledger extracts or even Microsoft Excel spreadsheets. FDM Applications are designed to provide data visibility, integrity, and verification for uploading financial reporting information to EPM applications such as Hyperion Financial Management (HFM).
FDM will be the tool that enables users to load their GL trial balance. At Tyco, FDM will be used to load to HFM in a similar process that is currently used to parse, map and format the data for loading to Enterprise. The mapping process within FDM transforms the financial data from many different and diverse general ledger accounts into the single chart of accounts used by HFM. The maps are stored within FDM per reporting site (FDM Location) for ease of maintenance
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and also to provide a unique audit trail. All data in FDM is stored and loaded in local currency; no currency translation happens to the data until it is loaded into HFM.
Oracle Hyperion Workspace (Workspace)
Oracle Hyperion Workspace (Workspace) is the single initial entry point into the Oracle Enterprise Performance Management applications. Once logged into workspace, users can log into HFM applications, view related documents, and run Financial Reports.
Oracle Hyperion BI+ Financial Reporting (Financial Reporting)
Oracle Hyperion BI+ Financial Reporting (Financial Reporting) is a tool to create highly-formatted financial reports. It can pull data from HFM and will serve as the replacement for Hyperion Enterprise reporting.
Oracle Hyperion Smart View (Smart View)
Oracle Hyperion Smart View (Smart View) is an Excel add-in that allows users to pull HFM data into Excel and is the replacement for Hyperion Enterprise Retrieve. Smart View can retrieve data either through formulas, similar to the HPVAL functions used with Enterprise Retrieve, or dynamically via ad-hoc analysis.
Tyco Applications – How do they fit?
The following table illustrates how Tyco’s existing tools and processes fit into the new Tyco Financial Consolidation and Reporting System. The following chapters will look at each of these applications in greater detail.
Processes
Current Product
New Product
Financial Consolidation Hyperion Enterprise Hyperion Financial Management (HFM)
General Ledger Mapping and Loading
Hyperion Financial Data Quality Management (FDM)
Hyperion Financial Data Quality Management (FDM)
Financial Reporting Hyperion Enterprise Reporting Hyperion Financial Reporting
Excel Based Reporting Hyperion Retrieve Hyperion Smart View
Hyperion Portal N/A Hyperion Workspace
Key Benefits of the New System
Key benefits of the new consolidation and financial reporting system include:
• Replace multiple current instances of Hyperion Enterprise used during the consolidation of Actuals with an efficient, controlled consolidation process.
• Improved control processes, audit trails, data security and data submissions
• Improved reporting capacities for standard reports, including drill down capabilities in HFM, SmartView, and Reporting
• Web enabled functionality • Additional dimensionality
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Dimensions and Hierarchies
The new Tyco Financial Consolidation and Reporting System uses multiple dimensions, just as Hyperion Enterprise did. However, the new application has many more dimensions than Enterprise—while Enterprise is limited to five
dimensions, HFM has twelve. This increased dimensionality allows Tyco to add additional levels of detail to the data, it also allows the existing level of detail from the three existing Enterprise applications to be consolidated into a single application and organized in a different fashion. One approach to help make the transition from Enterprise to the multiple dimensions in HFM is to structure the dimensions into 3 logical groups. The groups may be composed of different dimensions, but always answer the questions of Who? What? and When?
The table below illustrates these three questions with respect to the Financial Consolidation System (covered in the next section) showing the respective dimensions which answer them. This table will be used throughout the remainder of this training guide:
Dimension
Purpose
Who?
Entity Reporting UnitWhat?
Account Reporting Metrics ICP Intercompany Partner
Value Type of Data Value (currency, elim, adj, etc) Custom1 Product, Cashflow
Custom2 Function, RollForwards, Overrides, Cashflow Custom3 (not used)
Custom4 Data Source
When?
Scenario Type of Data (actual, plan) Year Calendar or fiscal year
Period Month, Quarter
View Frequency
As in Enterprise, dimensions within HFM contain groups of related members. To ease navigation, aggregation and drill-down analysis, these groups are organized into hierarchies within each dimension. Some terminology with regards to members and hierarchies which will be used throughout this guide are listed and illustrated below:
• Parent members - upper-level members that generally receive their values from the aggregation of the values of the members beneath them in the hierarchy.
• Child members - this is a member immediately (one level) below a parent member. The values in these child members are generally aggregated up the hierarchy to arrive at total values for parent members.
• Descendant members - all members below a parent in the hierarchy are referred to as descendants. • Ancestor members - all members above an entity are referred to as ancestors.
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• Sibling members - members that are at the same level as each other.
• Base members - these are the bottom-level hierarchy members—they have no children underneath. Data enters the system through these members, and then these members are aggregated up the hierarchy during the consolidation process.
The screenshot below shows the hierarchy relationships of the entity dimension in the Financial Consolidation Application. (Generations are denoted by indentation):
Entity Label Entity Description
Hyperion Financial Management
Objectives
Upon completion of this chapter, you will understand:
• The HFM Consolidation application; • Dimensions used in HFM; and • Point of View (POV) used in HFM
Application and Dimensions Overview
The Tyco Financial Consolidation application in HFM is where Tyco’s consolidated financial data is held, and where data aggregation and calculations occur and are stored. HFM is the replacement for the TFS, TSP, and Global applications in Hyperion Enterprise (HE).
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HFM stores data in a relational database and organizes this data into 12 distinct dimensions. HFM comes with eight system-defined dimensions and provides the ability to populate up to four “custom” dimensions that apply to different accounts for additional detail. The 12 dimensions in HFM are briefly described in the table below:
Dimension
Description
Examples
System Defined Dimensions
Scenario Represents subsets of data of different types or
translated using different rates
Actual, ActualAtBudgetRates, ActualAtLYRates
Year The fiscal years for data 2011, 2012, 2013
Period Time periods, such as quarters and months Jan, Feb, Mar, Q1, Q2
View Modes of calendar intelligence; for example, Periodic,
Year-to-date, and Quarter-to-date frequencies
Periodic (month to date), QTD (quarter to date), YTD (year to date)
Entity The organizational structure of the reporting units of
the company, including consolidated parents, such as ADT Worldwide and Fire Protection Services
3573, 4005, ADT_PHIL, RS_WW_FP
Value The different types of values stored in HFM, including
input and translated currencies, adjustments, and consolidation detail
<Entity Currency>, <Parent Currency>, EUR Total, USD Total
Account A hierarchy of accounts and measures, including trial
balance and statistical accounts
900000 (Net Income/Loss), 400000 (Sales-Net), 100000 (Assets), HC0002 (Full Time Headcount)
Intercompany Partner
Specific to intercompany accounts, the ICP dimension identifies the trading partner with whom
intercompany balances exist
AABLM, EPL, Omega, [ICP None], [ICP TOP]
Custom Dimensions
Custom1 Stores detail for Product (Revenue and COGS
accounts) and Cash Flow
Product: CTRL, DETC, STWR Prd_TEPG_Extinguishing_Mfg
Cash Flow: CFA_01, CFRF_Calc, CFRF_CFADJ
Custom2 Stores detail for Function, Rollforwards, Overrides,
Cash Flow
Function: Finance, Manufacturing, Sales, Advertising
Rollforwards: RF_GW, RF_EQINVEST, RF_DIV_ACQ
Overrides: USD_Override_Previous, USD_Override_Change
Cash Flow: CFADJ_ACQ, CFADJ_DIVEST, CFADJ_DO_ACT
Custom3 Not Used
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Dimension Comparison – HFM vs Enterprise
Whereas Hyperion Enterprise was organized into 5 dimensions, the HFM database is organized into 12 dimensions. These extra dimensions have allowed Tyco to add additional levels of detail to the data, and also allow the existing level of detail from Enterprise to be organized in a different fashion. As a result, HFM provides users with much more flexibility in terms of reporting, which will be discussed later in this guide. As a reference, the table below maps Hyperion Enterprise’s dimensions into HFM’s dimensions:
Enterprise
HFM
Dimension Definition Member Dimension Definition Member
Category Actual Actual, FY2011,
Scenario Type of data Actual
Year Fiscal year 2011, 2012, 2013
Custom4 Data Type
General _Ledger, FDM_Template, HFM_Adj Value Local Currency,
Translated Values, <Entity Currency>, USD
Period Time periods Oct11, Aug11 Period Time periods Jan, Feb, Q1, Q2
Frequency Calendar logic M.YTD, M.MTD View Calendar logic Periodic, QTD, YTD Entity Reporting entities, 0001, 09229.USADJ Entity Organizational
structure OS_TRS_SS, PROTEC
Account Accounts 5000.01, 2240, 2060
Account Metrics
100000 (Assets), 310000 (Common Stock), 411020 (Third Party Sales)
ICP Intercompany
partner
A_EMEA_FP, TIS_UK, SVENSKA_BV,
Custom1 Product and CashFlow Service_RMR, Prd_Fire_Products, CFA_01 Custom2 Function, Rollforwards, Overrides Sales, HR, Legal, BSRF_Act, USD_Override_Change Custom3 Not Used
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Data storage
When data was loaded to Hyperion Enterprise, the system required users to specify one base member of each dimension so that it understood where to store the data in the database. Users had to specify the entity, account, category, period, and frequency for every piece of data that was going into the system.
HFM is similar with regards to this requirement, except that users need to specify one base member of each of the
twelve dimensions so that the system can store the data. If a base member is not specified for each dimension, HFM will
not be able to store the data and FDM will not load to the system. The table below shows a comparison of how HFM uses its additional dimensions to store the same piece of data from Hyperion Enterprise. The data in this example is for Cash in January, 2012 in the Actual category, loaded via FDM:
Enterprise
HFM
Dimension Member Dimension Member
Category Actual
Scenario Actual
Year 2012
Custom4 General_Ledger
Value <Entity Currency>
Period Jan 12 Period Jan
Frequency YTD View YTD
Entity ADT_HK.INP Entity ADT_HK
Account 5000.01
Account 111020
ICP [ICP None]
Custom1 [None]
Custom2 [None]
Custom3 [None]
HFM Dimensions in Detail
FDM, HFM and Financial Reports are set up to provide a high degree of control and guidance over where users will be able to enter and view data. However, to ensure that reports accurately reflect the information a user requests, it is necessary to have a basic understanding of each of the 12 dimensions in the HFM database, especially for designing individual Smart View worksheets. During training, the instructor(s) will walk through each one of the dimensions in the sections below.
Scenario
The Scenario dimension represents a subset of data, and is usually used to differentiate between things like Actual, Actual at Budget rates, or Actuals at Last Year rates. The scenario dimension is not unlike Hyperion Enterprise’s Category dimension – with one key difference: In Hyperion Enterprise, the category and year are tied together; for example the category Actual represents the 2012 fiscal year. This fact necessitated the creation of “historical” actual categories like FY2010, FY2009, FY2008, etc. to archive the data. In HFM, the Scenario dimension has been separated from the year dimension; which means users will always look at the scenario Actual for Actual data, and then select different year members to switch between years.
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A major benefit of this is that there will not be a need to “roll the system” any longer at the end of each fiscal year. Each year in Hyperion Enterprise, the need exists to roll the data from the Actual category to an annualcategory, (FY2012, for example.) Since the year and scenario are separate in HFM this will never need to be done in the new system. The scenario to which users will load data and from which users will report from the HFM application is named Actual.
The default view for the Actual scenario is set up in HFM to be YTD; the <Scenario View> member of the View dimension will default to YTD.
The no data treatment for the Actual scenario is set to YTD; therefore, HFM will interpret zero / missing values as zero year-to-date balances. Consequently, if an income statement account is populated with a non-zero YTD balance in one period and a zero YTD balance (or no data) in the subsequent period, the periodic activity in the subsequent period will be derived as the opposite of the balance in the prior period, resulting in a YTD balance of zero in the subsequent period in local currency.
Year
The Year dimension represents the fiscal years for data in HFM. An application can contain data for more than one year, up to the number of years that were set up when the application was created. Historical data will begin in year-end balances for FY 2010. Again, the Year dimension acts independently from the scenario, so the Actual scenario can intersect with any of the 25 members in the dimension.
Period
The Period dimension represents time periods, such as quarters and months. Two main differences between HFM and Enterprise exist for this dimension:
• Hyperion Enterprise links the period to the category; for example users see “Jan10”, “Oct11”, etc. across the columns in the Hyperion Enterprise data grid. Since the period dimension in HFM is isolated, ‘Jan’ or ‘Feb’ works with all scenarios and years.
• HFM stores the period dimension members in a hierarchy, with periods rolling up to quarters and quarters rolling up to the years as illustrated in the screen shot below. Data enters the system at the base members (the months), but reporting can be done at any member in the hierarchy - the months, the quarters, or the year.
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Below is a list of the Period dimension hierarchy in HFM:
View
The View dimension represents various modes of calendar intelligence; for example, Periodic, Year-to-date, and Quarter-to-date frequencies. If users set the view to Periodic, the values for each month are displayed. If users set the view to YTD or QTD, the cumulative values for the year or quarter are displayed.
For Income Statement accounts, setting the view to periodic or QTD will display the activity in the particular month or quarter, while YTD will display the account’s YTD activity. Balance Sheet accounts however always display data in a YTD view regardless of which view has been selected by the end user. If <Scenario View> is selected by the end user, the view will default to the view set for the selected Scenario. The default view for the Actual scenario is YTD.
HFM Frequencies
Label Description
YTD Year to Date
QTD Quarter to Date
Periodic Month to Date
Entity
The Entity dimension represents the organizational structure of the company. Any number of entities can be defined within the application. The Entity dimension is also the “consolidation” dimension of the system. All relationships among individual member components that exist in an organization are stored and maintained in this dimension. Attributes have been defined for entity dimension members, such as the default currency and security class, as well as specifying whether or not the entity allows adjustments.
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Account
The Account dimension represents a hierarchy of natural accounts. Accounts store financial data for entities and scenarios in an application. Each account has a “type” attribute (such as Revenue, Expense, Flow, etc.) that defines its accounting behavior in the application.
Since accounts are stored in a hierarchy, accounts can be base-level “input” accounts where data enters the system or parent accounts that derive their value from the descendant accounts below them in the hierarchy. Some base level accounts can be “calculated” accounts – meaning their values are derived from a calculation within HFM – so no data can be input into them. A good example of an account is 341000: Beginning Balance of Retained Earnings. This amount is automatically carried forward from the last period of the fiscal year (September) when the first period of the next fiscal year (October) is consolidated. Even though this account has no children beneath it, end users cannot input to it because a HFM rule calculates the value.
Another difference between the account dimension in HFM vs. the account dimension in Hyperion Enterprise is the structure itself. Hyperion Enterprise utilizes a flat listing of accounts with the ability to add up to two levels of subaccounts for additional detail. Computations such as total revenue or cost of goods sold are accomplished via Hyperion Enterprise logic. In HFM, computations such as this are accomplished simply through the aggregation of the account hierarchy itself. As an example, Operating Income GAAP is a parent account, with all of the components of Operating Income residing as descendants underneath it (Gross Margin – SGA Expense – Restructuring, Asset
Impairment and Divestiture Charges, Net.) Similarly, Gross Margin is computed in HFM by aggregating Sales and Total Cost of Sales, with HFM using the account attributes of “revenue” and “expense” to add and deduct the values as appropriate during the consolidation. A screen shot of the Operating Income hierarchy is below:
Similar to Enterprise, HFM uses reporting attributes to display these balances. So, even though sales may come through with a credit balance from a general ledger, HFM will show this as a positive number.
USD Historical Overrides
USD Historical Overrides have been designed and built in HFM to handle the translation of certain Balance Sheet account balances. USD Historical Overrides apply to select accounts where the balances should not be translated at current end of month foreign exchange rates. For these select accounts, during translation, HFM will not translate the balance at the current end of month rate, but will rather apply the amount entered into the USD historical override for that account.
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Inside HFM, an account group called Overrides contains all of the historical override accounts. The naming convention of the accounts is to match the associated Balance Sheet account label, but to add a ‘USD_’ to the beginning of it. For example, HFM balance sheet account 122000 (Investment in Subsidiary - LT) will have an associated USD historical override account labeled as USD_122000. Below is a list of all of the USD Historical Override accounts in HFM:
HFM will apply the ending balance in the USD historical override account to the balance sheet account during translation. The historical override accounts are set up as roll-forward accounts. The prior month’s ending USD
historical override account balance is pulled into the current period into a Beginning Balance Custom2 member (labeled as USD_Override_Previous.) Users will be able to input adjustments to the USD historical override account into an adjustment member labeled as USD_Override_Change via an FDM template, which will be discussed in the FDM section of this document.
Value
The Value dimension represents the different types of values stored in the application and is unique to HFM. The members of this dimension include the input currency, parent currency, and adjustments. For example, the Entity Currency member stores the value for an entity in its local currency. The Parent Currency member stores the value for an entity translated to the currency of its parent entity.
In Hyperion Enterprise, the only way to view a single entity in different currencies was to create new parent entity for each specific entity/currency combination. In HFM, different currencies are viewed using the same entity, but with a
different member of the Value dimension. In effect, the value dimension replaces the need for sub-structure in the
entity dimension (.INP, .ADJ, .PADJ.) When reporting, the value dimension controls the currency at which the selected entity is being viewed. It also classifies financial data into different components, including intercompany eliminations.
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An illustration of the value dimension members and how they aggregate is below, using the entity 8900_SN, (TYCO INTL PTY LTD (SUPER) TFSS) which has a local currency of AUD (Australian Dollar):
If the Value dimension is set to <Entity Currency>, then the entity’s data will be displayed in the local currency of the Entity as defined by the attribute of that entity (every entity is tagged with an attribute of a default currency). So, if the currency attribute of a particular entity is designated as AUD, then using <Entity Currency> in a data grid, financial report, or Smart View spreadsheet will display the data in the AUD. Specify the value dimension as <Parent Currency> will display the data in the currency of that particular entity’s parent. Finally, specifying the Value dimension as USD Total will display the selected entity data in US Dollars, regardless of the local currency of the entity. A description of some of the key members of the value dimension is below:
• <Entity Currency>: Local Currency of the entity; data must be input to this member at a base entity as it stores the data is input via FDM, FDM templates, HFM data forms and HFM data grids.
• <Entity Curr Adjs>: No direct input can be made here; this member stores local currency adjustments made to the entity via HFM journals.
• <Entity Curr Total>: This represents the total local currency amount for the entity. This member simply contains the aggregation of <Entity Currency> and <Entity Curr Adjs> members.
• <Parent Currency>: This represents the value in the <Entity Curr Total> member converted to the currency of
the parent entity, which is USD for all entities in the HFM application. No input can be made here.
• <Parent Curr Adjs>: No direct input can be made here. This member stores adjustments made to the entity via HFM journals in the currency of the parent entity. This type of journal is not expected to be used.
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• <Parent Curr Total>: This represents the total parent currency amount for the entity. This member simply contains the aggregation of <Parent Currency> and <Parent Curr Adjs> members.
• USD Total = All entities in the HFM application can view their values in USD by selecting this member, regardless of the entity currency of the member. This member includes any HFM journal adjustments.
Intercompany
HFM handles intercompany matching much more efficiently than Hyperion Enterprise. In Enterprise, intercompany matching is done by attaching a single subaccount table called INTERCOMPANY to all intercompany accounts in the application. For example, if an organization has 100+ intercompany partners and only 15 intercompany accounts, 1,500 account members would need to be added to the application to support the intercompany matching process.
HFM eliminates all of the additional accounts by placing the intercompany partners in a distinct intercompany dimension. This represents all intercompany balances that exist for specified intercompany accounts in HFM. HFM tracks and eliminates intercompany balances across accounts and entities. Intercompany matching reports are generated from HFM to view intercompany balances and partners.
This dimension is only valid with accounts that have been defined with an “intercompany” attribute by the
administrator. All other accounts in the application will not be able to write data to any member of this dimension except to a member called “[ICP None]”. While data for non-intercompany accounts must load data to the [ICP None] member of the intercompany dimension, in reporting an end user can select either [ICP None] or its parent member called “[ICP Top]” to view data in reports and Smart View worksheets.
The Intercompany Partner (ICP) dimension stores the intercompany partner detail for the intercompany accounts. Therefore, accounts tagged as intercompany accounts will require an intercompany partner as its valid intersection. Below is a list of the intercompany accounts/ICP Matching Reports that will be in HFM. The first chart lists the
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This table illustrates the valid and invalid intersection between accounts and the ICP members.
Account ICP Entity [ICP None]
Intercompany accounts Valid Invalid
Non-intercompany accounts Invalid Valid
Entity Account ICP Member Status
SFLNK_SEC 221040: Intercompany Payable - Loans - LT CIPE_BELG Valid
SFLNK_SEC 221040: Intercompany Payable - Loans - LT [ICP None] Invalid
CIPE_BELG 221020: Intercompany Payable - Trade - LT SFLNK_SEC Valid
CIPE_BELG 221020: Intercompany Payable - Trade - LT [ICP None] Invalid
Once GL data has been loaded to HFM, users will then run the Intercompany Matching report (to be discussed later) to ensure that there are no mismatches among entities. This report will show all intercompany balances in HFM for an entity and will compare these balances to those that other entities have loaded with that entity as the ICP. After running the Intercompany Matching report, users can work with their intercompany partners to clear up any mismatches.
The HFM Intercompany set up can be explained by a few key concepts:
• Intercompany accounts are paired in specific ICP reports.
• The HFM Intercompany Matching report is the only report in HFM that shows data booked by an entity to which a user does not have access – and this is only to see the intercompany data recorded with that entity as the ICP. The following example illustrates an intercompany situation: A_IOMBIR (UK) has a balance in Intercompany Interest Expense - Term Loans (account 831020) for 500 GBP to entity SRM_235 (Italy). Entity SRM_235 has a balance in Intercompany Interest Income - Term Loans (832020) for 600 EUR from entity A_IOMBIR. Inside HFM, we would expect the data to exist in the following intersections:
Entity Account ICP Value Dimension Amount
A_IOMBIR 831020 SRM_235 <Entity Currency> 500 GBP
SRM_235 832020 A_IOMBIR <Entity Currency> 600 EUR
All intercompany matching takes place after all entities are translated to USD. In this example, both entities must first translate to USD. Thus, HFM would then match those entities in USD after translation as follows:
Entity Account ICP Value Dimension Amount
A_IOMBIR 831020 SRM_235 USD 800 USD
SRM_235 832020 A_IOMBIR USD 800 USD
The intercompany will correctly eliminate because there is a perfect match. However, if Entity A_IOMBIR did not record the correct management fee receivable and instead booked 450 GBP (700 USD,) they would need to contact the
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Custom Dimensions
HFM has four dimensions that can be used to customize the application. They are attached to subsets of accounts for various purposes. These Custom dimensions are similar to “sub-accounts” and “sub-entities” from Hyperion Enterprise in that they further explain accounts or entities. One Custom dimension can be used for multiple purposes (see Custom
1 and 2 below) by attaching different parts of the Custom dimension to different accounts.
Custom1 (Product, Cash Flow)
The Custom1 dimension stores detail for Product for Revenue and Cost of Sales accounts, and Cash Flow detail for Balance Sheet accounts. Since Custom dimensions are attached at the account level, it is possible to have more than one type of detail in each custom dimension. In the Tyco HFM application, the Custom1 dimension is attached to the following accounts:
Product Detail
Product detail for the P&L is captured within a subaccount table in Hyperion Enterprise. In HFM, that detail resides in Custom1 and all of the P&L accounts are attached to it. The Product Custom1 members are grouped into TFS and TSP products, thereby allowing users to see each entity (including parent entities) at a total TFS and/or TSP level. For example, a user at Corporate could view the parent entity OPERATIONS and choose the Custom1 member
Total_TFS_Products to view consolidated data for the entire company for all TFS products. Conversely, the same user could view consolidated data for the same entity for all TSP products by looking at entity OPERATIONS and Custom1 Total_TSP_Products. Note that in both situations, the entity is the same.
Cash Flow Detail
Tyco also captures balance sheet movement details to assist in the automation of cash flow reporting. Balance sheet accounts should all map to the [None] member. It is possible to use the same dimension for this data and the Product data since P&L accounts are attached to Product, and Balance Sheet accounts are attached to the Cash Flow members. Therefore, no account needs to have both Product details and Cash Flow details.
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Custom2 (Function, Roll Forwards, Overrides, Cash Flow)
Like Custom1, the Custom2 dimension is used for multiple purposes, based on the group of accounts. The different uses of the Custom2 dimension are as follows:
Function (Expense Accounts)
The Function hierarchy within the Custom2 dimension contains the various functions. Functions are high level
department expense codes or costs centers. Currently, some entities are identifying these functions in FDM. In the new system, Function detail will be tied to all Expense accounts on the Income Statement and will be available for analysis in HFM.
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The Functions that are available for the expense accounts are:
Cash Flow (Balance Sheet Accounts)
All Balance Sheet accounts will load to the [None] member in the Custom2 dimension.
USD Override (Override Accounts)
All USD Overrides accounts load to the USD_Override_Change member in the Custom2 dimension.
Roll Forwards (Roll Forward Accounts)
The Roll Forward hierarchy within the Custom2 dimension contains various RF_xxxxxxx groups that are tied to specific accounts (e.g. Accumulated Depreciation, Accounts Payable, Inventory.) The children of these groups are used to track various types of movement (e.g. Acquisitions, Divestiture, Reclassification.)
This information will be integrated into the FDM Roll Forward template that will be used to load roll forward detail. Instructions and details regarding this template are available in the FDM Templates section of this document.
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Custom3 (Not Used)
Currently, the Custom3 dimension is not being used in the Tyco application: All data may be entered and viewed at the [None] Custom 3 member.
Custom4 (Data Type)
The Custom 4 dimension is used to identify the source of any piece of data and how it was input into the HFM Database: Was it added via FDM as part of a GL Extract load? Was it added as part of an FDM journal template? Was it added via an HFM journal?
This information is useful for isolating issues when investigating incorrect balances, and it is used in to protect data inside HFM from being overwritten. The Custom 4 members include the following members:
Point of View (POV)
Data resides in HFM at the intersection of all 12 dimensions. One member from each of the 12 dimensions in HFM comprises what is called a point of view (POV), which tells HFM where to go get the data for a given data cell. These selections are made by the end user when both loading and viewing data in the application. When loading data, the POV must be set to a valid base member for all dimensions; data cannot be loaded to any parent members in the system. When viewing data, any member from any dimension can be selected, as long as it is a “valid intersection.”
*Note* Unlike Hyperion Enterprise, the data in HFM is not scaled by 1000: Whereas Enterprise contains the amount 10 to represent a balance of 10,000, HFM would store and display the full, un-scaled amount: 10,000
Valid and Invalid Intersections
It is not possible to perform any actions on cells in invalid dimension intersections. Invalid dimension intersections do not accept data entry because the top parent’s detail members are not used or because restrictions have been set for those dimensions.
For example, the account 511000 (Third Party Cost of Sales) has a top member in Custom1 of Tot_Products. This means that when a user selects account 511000 and anything except Tot_Products (or one of Tot_Products’ descendants, such as Service_RMR), no data will be visible in the system because that is an invalid intersection.
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Answering Who? What? and When?
The following is an example of a valid POV setting for loading data:
Dimension
Member
Who?
Entity Training_1What?
Account 112160
ICP [ICP None]
Value <Entity Currency>
Custom1 [None] Custom2 [None] Custom3 [None] Custom4 General_Ledger
When?
Scenario Actual Year 2011 Period Jan View YTD If the user had selected the above 12 members and had the proper security for the intersection, they would be able to load data to the system. This is true because the intersection described above is a valid intersection and all members selected above are base members of their respective dimensions.Example of an Invalid POV for loading data
An example of an invalid POV setting for loading data is in the table below:
Dimension
Member
Who?
Entity Training_1What?
Account 112000
ICP [ICP None]
Value <Entity Currency>
Custom1 [None] Custom2 [None] Custom3 [None] Custom4 General_Ledger
When?
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The table above is identical to the table in the previous section, except the user changed the POV for the account dimension from account 112160 (Accounts Receivable - Reserve for Doubtful Accounts - ST) to account 112000
(Accounts Receivable - Net.) Since the account 112000 is a parent member, no data can be loaded to it, so a user trying to load data to this intersection would receive an error message. However, the POV in the table above is a valid
intersection, so an end user would be able to view data in the application in a data grid, Financial Reporting report or Smart View.
Example of an Invalid POV for loading OR viewing data
An example of an invalid POV setting for loading or viewing data is in the table below:
Dimension
Member
Who?
Entity Training_1What?
Account 511000
ICP [ICP None]
Value <Entity Currency>
Custom1 [None] Custom2 [None] Custom3 [None] Custom4 General_Ledger
When?
Scenario Actual Year 2011 Period Jan View YTDThe table above is identical to the table in the previous section, except the user changed POV for the account dimension from 112000 (Accounts Receivable - Net) to 511000 (Third Party Cost of Sales.) Since account 511000 is an Income Statement account (Expense), it must have a Custom1 member within the hierarchy of Tot_Products and a Custom2 member within the Functions hierarchy. The user has [None] as the member selection in the POV for both the Custom1 and Custom2 dimension, so no data can be loaded to it, nor can any data be viewed at that intersection: The
combination of Account 511000 and Custom1 member [None] and Custom2 member [None] is an invalid intersection because the application has been set up to only allow data in the Tot_Products hierarchy of the Custom1 dimension and a Custom2 member from the Functions hierarchy for this account.
In addition, since the POV in the table above is pointing to an invalid intersection, an end user would also not be able to view data in the application in a data grid, Financial Reporting report or Smart View. They would receive an “invalid” error message in a Smart View connection, or see red colored cells in a data grid.
Entity vs. Node
Instead of displaying the Entity, sometimes HFM, Financial Reports, and SmartView will display ParentEntity.ChildEntity. This parent-child relationship is referred to as a “node.” To illustrate this point, here’s an example that uses the Training hierarchy. Here is the hierarchy:
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Base-level entities may occur more than once in the application. Sometimes, the base-level entity Training_1 appears as just the entity: Training_1, because the parent-child relationship is irrelevant.
However, in certain reports and views, when HFM needs to specify which hierarchy in which the entity appears, it uses the node: Training.Training_1, indicating the Parent.Child relationship. The screenshot below shows the Selected Values as nodes:
Hyperion Workspace Navigation
Objectives
Upon completion of this chapter, you will be able to:
•
Log on and off Hyperion Workspace•
Set user preference in Hyperion Workspace•
Understand icons, menu paths and navigate through Hyperion WorkspaceWorkspace Overview
Hyperion Workspace enables data submission, reporting and analysis in one seamless environment. It provides the user interface for viewing and interacting with content created using Hyperion financial applications. All Hyperion
applications are contained in the Workspace; users only need to log in one time to access FDM, HFM and reports.
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• Links to the HFM application, where month end close activities are performed. If other Hyperion products are utilized in the future, such as Hyperion Essbase/Planning, links to these applications would be accessed via Workspace, as well.
• Standard Financial Reporting for formatted financial and operational reporting from HFM, created in Financial Reporting Studio.
• A link to the FDM application, which will be used to load data to HFM.
Logging on to Sharepoint
Sharepoint is the portal site that contains the link to Hyperion Workspace, FDM templates, the closing calendar, the user guide and exercise manual, and other useful information and tools. To login to Sharepoint:
• Begin a Microsoft Internet Explorer session.
• Make sure that the browser’s pop-up blocker is turned off. Hyperion uses many pop-up screens throughout its applications. It will be difficult to navigate through the tasks if pop-ups are blocked. To turn off the Internet Explorer pop-up blocker, go to Tools > Pop-up Blocker > Turn Off Pop-up Blocker in Internet Explorer. Note: If
any Internet Toolbars from websites such as Google or Yahoo are installed, they must also be disabled to use FDM and HFM.
• Click on the following link or type it into the address field of the browser: (Note—It’s a good idea to save this link as a favorite for future sessions as this is the main entry point into the Hyperion system:
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• Enter User Name and Password.
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• A pop-up window with the Workspace login screen will appear:
Logging on to Hyperion Workspace
Both FDM and HFM are web-based applications. This means users will no longer have to log in to Citrix to access the new consolidation and reporting tools. They are accessed using an Internet Explorer application via Hyperion Workspace. To log onto workspace, enter the user name and password that were provided.
After clicking on Log On, a screen similar to the one below is displayed as the system authenticates the log in credentials against those that have been provisioned in the Oracle Hyperion workspace. This authentication may take a moment or two.
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After successfully logging on to Hyperion Workspace for the first time, a mostly blank screen like the screenshot below will be displayed. This blank screen is the default setting of General Preference for the Default Startup content. The trainer will explain those preferences in the next section.
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Setting Workspace Preferences
Each user has the ability to set certain preferences that control the way he/she interacts with the Hyperion workspace, HFM, Financial Reporting, and any other Hyperion application that is accessed through the workspace. These
preferences are set by and for each individual user, and can be updated and changed at any point in time. To get to these preferences, select File ->Preferences from the menu at the top left of the screen.
After selecting File/Preferences, users will be brought to a screen that categorizes all of the settings within Workspace. This training will explain setting preferences for the General and Financial Reporting sections.
General Workspace Preferences
All users have access to general Workspace preferences. For example, a Financial Management user can set an
application as their default startup item at logon. General preferences set defaults for default start page for the Content area, displaying document paths, prompting to save files, setting accessibility mode, and a default e-mail address.
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Under the General Preference category, the first selection available is a setting for the Default Startup content. This preference controls what a user initially sees after logging into the workspace.
Here are the most commonly-used selections:
• None - if a user prefers to see a blank screen after logging on, select ‘None’ from the drop down (this is the default).
• Application – Users who prefer to have Workspace go directly to the HFM Application every time he/she logs on to Workspace, select Application. Then an Application drop down box will appear - select Consolidation, and then select the Training application.
• Home Page – select this option to go to the Workspace homepage where it’s possible to select the HFM application or make other selections. This selection is recommended for most users.
• Explore – Users who prefer to see Financial Reporting every time they log on to Workspace, select Explore as the Content. It is possible to further define the folder that opens in the Folder field. The default is “/” for the Root folder; double click on Root folder and to see all the folders that underneath. Note: Only those folders and reports for which a user has security access will be displayed. Click on a desired folder and that will become the default folder for viewing financial reports when logging on with the specific user account, and this will be the first screen displayed upon entrance to Workspace. This is a good choice for users whose primary usage of HFM is to run reports.
Financial Reporting Preferences
Setting Preferences for Financial Reporting include options for previewing documents, POV settings, export options, formatting options, designing reports, the language to use, units of measure and guidelines document layouts.
The Financial Reporting Preferences dialog box contains two tabs; the General tab for setting EPM Workspace preferences and the Financial Reporting Studio tab for setting client preferences – this tab only affects system administrators and report authors. On the general tab, there are two specific settings that should be verified:
1) Default preview mode - select HTML or PDF Preview to indicate default preference when opening a report. This can be switched to the alternate setting after previewing the report – this is simply the format the report will display itself in initially.
2) User point of view - select On to enable the User Point of View to display prior to running a report or off to disable(off is the default). It is recommended that users set the user point of view preview to ON – this will ensure that a POV dialog box appears to make selections before the system generates the report, ensuring that the report will be run for the desired selections. If this setting is off, the report will generate based on the
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current point of view, which may/may not be what appropriate for the current report. The POV can be switched later after the report has been previewed.
3) Merge Equivalent Prompts – checking this box instructs Hyperion Reports to use dimension members for each of the reports in a book.
Other less used selections that can be made in this window are detailed below:
• Thousands Separator - select comma, period, underscore or space as the character for the thousands separator. • Decimal Separator - select comma, period, underscore or space as the character for decimal points.
After selecting preferences, click OK to close the Preferences window. Note: users must log off from Hyperion
Workspace and log on again for the Preferences to take effect.
Navigate to TRAINING HFM Application and Reports
If a user has set his/her General Preference to the Home Page as recommended in the last section, upon logging on to Workspace the default Homepage will be displayed. The upper left side of the screen is the Recently Opened section, which lists the application and documents that a user has recently accessed– if this is the first time the user account has been used to log into workspace, this section may be blank.
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Navigate to the TRAINING HFM application
To navigate to the TRAINING HFM application, click Navigate -> Applications -> Consolidation -> TRAINING from the workspace menu bar:
After successfully logging into the TRAINING application, a new tab is visible in the workspace session. Workspace did not close the home page. It simply opened up the TRAINING application in addition to the home page. This is designed to make navigation easier: users can click these tabs to toggle back and forth between the homepage and the TRAINING application.
Navigate to Explore for financial reports
To navigate to the workspace Explorer to view Financial Reporting Studio reports either click Navigate -> Explore or click on the Explore shortcut icon below the menu bar.
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After navigating to the reports explorer, a screen similar to the one below is displayed. Notice that a 3rd tab has now
been created for the report explorer.
Navigate to Open Items
When multiple tabs are open, it may be necessary to navigate between open items. Simply click on the desired tab, or select Navigate -> Open Items from the workspace menu and then select the appropriate tab.
To close Open Items, right click the tab of the active page and select:
• Close - to close active tab.
• Close Others – to close all open tabs except active tab. • Close All – to close all open tabs.
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Log off of Hyperion Workspace
There are two options to log off of Hyperion Workspace. Select File > Log Off or Click the Log Off icon from the menu bar on the right side of the Workspace screen.
Either way a confirmation window will pop up asking the user to confirm log off.
Click ‘Yes’ to log off. The Internet Explorer session will be returned to the Hyperion Workspace Log On screen. Note: Do
NOT click the X on the upper right corner of the browser window to log off of the Workspace. It may leave the session with that specific login ID hanging and potentially slow down the system for other users.
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Hyperion Financial Management Navigation and Content
Objectives
Upon completion of this chapter, you will be able to:
• Understand the HFM HomePage • Understand HFM Task Lists
HFM HomePage
The HFM HomePage is a user preference described in the previous section. It contains a listing of recently opened items such as reports, applications or documents that were accessed using that specific user account. In addition, it will contain some Quick Links that will have Favorite items such as the HFM Training Guide or other important reference documents. Finally, it is possible to launch into HFM by directly clicking on the application under the Consolidation section.
HFM Task Lists
HFM has been configured with custom task lists that provide quick access to frequently used tasks and documents. Task lists can be viewed and managed from either the Project or Browser “view” in HFM. The Browser view in HFM lists all of HFM’s documents – task lists, data forms, data grids, etc. – in a hierarchical view. The Project view of HFM however, simply displays task lists in a step by step format. Generally speaking, occasional end users and data loaders will use HFM’s project view, while administrators and heavier users of HFM will frequently use the browser view.
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To toggle between these views, look to the upper left section of the screen below the Oracle logo inside the TRAINING application. There will be two icons displayed – one for the Project view and the other for the Browser view. To look at only the task lists in the application, please click on the icon on the left for Project view.
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Once into the project view, available task lists are listed in the drop-down list and only the selected task list is displayed in the view pane below the selection.
After selecting a particular task list, the line items inside of that task list will be displayed in the view pane below the selection. In the screen shot below, users will see the task list called “1_GL Owner.” After selecting that task list, the specific tasks inside will be displayed in the view pane.
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These tasks are generally listed in the order in which Tyco has recommended that users complete them. Notice that by clicking on a task within the task list, the users are taken to a screen that corresponds with that task, whether it be to enter data, view a report, or link to another area. For each item in a task list, there is an icon that signifies the type of task that will be referenced when selecting it. The table below shows the meaning of each of the icons:
Icon Document Type Link Data Form Data Grid Financial Report System Report Process Control
Note: When logging on to HFM, the menu item that was last visited during the most recent login will display upon returning. For example, if a user had the Consolidation data grid opened when he/she last exited HFM, upon logging back into the system, the same Consolidation data grid will display. If a report was opened in the last logged in HFM session, Workspace will display that report upon initiation of the next session. If a user’s cursor was sitting on a link to FDM, the system would attempt to redirect to FDM upon returning. For these reasons, it is highly recommended that
users click on a data grid or the Check List before logging off from HFM to avoid activating a link or report upon logging in.
Go To Exercise #1 (Workspace and HFM Task Lists)
Financial Reports
Overview
HFM Reports are written using the Financial Reporting Studio, which is similar in concept to Hyperion Enterprise Report Writer. Financial Reports can be generated in HTML or PDF format, and can also be exported to MS Office. There are two main way to run reports at Tyco, either through an embedded link in a task list, or directly from the workspace repository itself.
Running FR Studio Reports
Running reports from a task last
Frequently used financial reports may be included in a task list at Tyco. Users can run them directly from this task list by simply clicking on the line item itself in the list.
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A new tab in Workspace is then opened for the report.
At the same time, the report will be generated in a new window in either HTML or PDF, depending on the Workspace preference selected by that user. Below is an HTML version of a Balance Sheet Report:
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The report will then be refreshed with the updated POV:
Running Reports from Workspace Explorer
Users can run Financial Reports from the Explore screen directly inside of Workspace without ever having to even log onto HFM. To get there; click on Explore button in the Workspace tool bar - notice a new tab will open up.
Once inside the Workspace explorer, drill into the folders on the left to find the desired report. Users will only see
reports for which they have access and the entity security tied to the user account will govern access to the data inside
the reports that each user is allowed to see. In other words, a user may have access to a particular report, but that does not mean that user can run that report against all entities in the Tyco organization. In the screen shot below, the TRAINING reports folder displays the reports inside the folder on the right side of the screen.
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There are two ways to open a report directly in Workspace:
• Highlight the report and right click on it; then select “Open In” and either HTML Preview or PDF Preview. PDF Preview is the recommended option if a user plans on printing the report; HTML preview is recommended if the user wants to have an on-screen interactive session. This could include changing the user POV to investigate several views/scenarios/periods or drilling into certain reports.
• Double-click on the report. It will then open in either HTML or PDF, depending on the User Preferences that were set in the Workspace.
Exporting Reports
After a report is opened, whether in HTML or PDF format, users can export it to Microsoft Excel, Word or PowerPoint. Users can do this by selecting File, Export and then choosing one of the three options.
Export to Excel
After generating the report in either HTML or PDF, select File -> Export -> Excel. A dialog box will pop up with an Excel file asking the user whether he/she would like to open the file directly from Workspace or save it to a local drive before opening. Save it to a local drive and open the file as a normal excel file. The report should be parsed into rows and columns and have retained the formatting from the original report.
This option exports a report to Excel with the formatting intact, but the values on the report are static and will not refresh as the data changes in the database. In other words, this spreadsheet will not be interactive like a Smart View worksheet; it will only contain the numbers as they are at the point in time when the report was run.
Export to Word or PowerPoint
After generating the report in either HTML or PDF select File -> Export -> Word (or PowerPoint). A dialog box will pop up with a Word file asking whether the user would like to open the file directly from Workspace or save it to a local drive
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before opening. Save it to a local drive and open the file as a normal Word file. Word and PowerPoint exports bring the report into those Microsoft Office products as images; they do not get parsed into rows and columns as they do when they are exported to Excel.
Switching Between PDF and HTML Formats
Reports can be viewed in either PDF or HTML format by clicking on the respective button:
Printing Reports
It is recommended that users print reports from PDF mode to ensure that the highest quality formatting. If the report is HTML-based, switch to PDF mode prior to printing.
Once the report is in PDF format, users can then print the report by clicking on the print icon from the PDF toolbar. The PDF toolbar will exist as the user hovers over the bottom of the report. After clicking on the print icon, simply select the printer to which to send the report.
