HYP4: Working With Your ExtractsPresented by SDCOE CRC | February 5, 2018

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HYP4: Working With Your Extracts

Presented by SDCOE CRC | February 5, 2018

PRESENTERS:

Kay Pugh Kimberly Harrison

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CUSTOMER RESOURCE CENTER

Agenda

1:00-2:00 pm

• Employee History Report

• Activity 1: View an existing Employee History Report pivot table (training data) to look for things that might need to be fixed.

• Activity 2: Create your own Employee History Report

• Activity 3: Create a pivot table

2:00-3:00 +10 min break

• About Your Extracts

• Activity 4: TOGETHER open and review sample CSV files (training data)

3:00-4:00

•Activity 5: HCM queries recommended to audit data before requesting extracts

•How to Request Extracts and Data Load

•Discussion, recap, evaluation, dismissal

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Objectives

▪ View an existing Employee History Report pivot table (training data) to look for things that might need to be fixed.

▪ Create a new pivot table using the Employee History Report with Sandbox data.

▪ Review extracts and use the HCM key to understand what’s included in your HCM files

▪ Describe the process to request that your extracts are created and loaded into Hyperion Production

▪ View HCM and Finance Queries to assist in auditing data

BY THE END OF THE SESSION, YOU WILL BE ABLE TO:

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Employee History Report Activities

▪ Activity 1: View an existing Employee History Report pivot table (training data) to look for things that might need to be fixed.

▪ Activity 2: Create your own Employee History Report.

▪ Activity 3: Create a pivot table.

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Employee History Report

Now let’s view an existing Employee History Report pivot table (training data) to look for things that might need to be fixed.

▪ Together we will navigate to the CRC website Links page, download the example Employee History Report file from the Hyperion Sample Files link, and perform Activities 1-3.

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About Your Extracts – HCM

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▪ 01_0XX_EMPLOYEES_20160726.CSV – Used to populate the Dimension_Employee

▪ 02_0XX_POSITIONDATA_20160726.CSV – Used to populate the Dimension_Position

▪ 03_0XX_BudgetEMPLINFO_20160726.CSV – Used to populate the Maintain Employee Information form

▪ 04_0XX_BudgetPOSITIONINFO_20160726.CSV – Used to populate the Maintain Position Data form

▪ 05_0XX_BudgetEMPLPOSINFO_20160726.CSV – Used to populate the Maintain Employees by Position form

▪ 06_0XX_BudgetEMPLFTEINFO_20160726.CSV – FTE (Employees)

▪ 07_0XX_BudgetPOSFTEINFO_20160726.CSV – FTE (Vacant)

▪ 08_0XX_BudgetEMPSALGRINFO_20160726.CSV – Salary (Employees)

▪ 10_0XX_BudgetEMPCOMPINFO_20160726.CSV – Compensation (Employees)

▪ 14_0XX_BudgetEMPALLOCINFO_20160726.CSV – Allocations (Employees)

There are 10 HCM extracts (files). They are in CSV format. In the filename, 0XX refers to your district # and the date refers to the date the extract was created.

p.78

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About Your Extracts – Finance

▪ 2018_Hyperion – This Finance extract contains Actuals, KK_EXP_BUD, KK_REV_BUD. Note that Actuals are not loaded into Hyperion.

▪ FUND – Used to populate Dimension_Fund

▪ RESOURCE – Used to populate Dimension_Resource

▪ GOAL – Used to populate Dimension_Goal

▪ FUNCTION – Used to populate Dimension_Function

▪ OBJ – Used to populate Dimension_Account

▪ ENT (Site) – Used to populate Dimension_Entity

▪ OPERUNIT – Used to populate Dimension_OperUnit There are 8 Finance extracts.

p.79

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Now let’s review the HCM Extracts Key and opening 4 sample

extract files.

1. Turn to p.80 of your guide and review the HCM Extracts Key.

2. Go to p.8 of your activity sheet and perform Activity 4.

pp.80-89

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HCM Queries to Assist with Data Auditing

Recommended by HR users:

∙ M_HR_VACANT_POSITIONS (all vacancies, encumbered/unencumbered)

∙ M_HR_SAL_GRADE_STEP_BY_EMPL

∙ M_PY_MCOP_VALIDATION

Recommended by Finance users:

∙ FAR_POSITION_W_EE_AND_ACCOUNT

∙ M_BN_HEALTH_CURR_ENROLLMENT

∙ FAR_POSITIONS_VACANT (encumbered only)

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Let’s practice running these queries in the HCM training environment.

Please go to Activity 5 on p.10 Together we will:

1. Log into the HCM Training Database

2. Run and review two of the recommended Queries using Dist 064.

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How to Request Extracts and Data Load

Directions:

1. Identify the date that you want the extracts to be created (at least 1 week).

2. Make sure HCM is correct. Check your Departments, Department Budget Table, Positions, and Employee data carefully.

3. Download the Hyperion Extracts Request Form (PDF) from the CRC Website and complete it.

Only one

person needs to complete the form.

TIP: Download the file to your computer to use the “fillable” fields.

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Directions (continued):

4. Create a HEAT ticket and attach the form to request that your extracts are created and HCM/Finance data are loaded into

Hyperion Production. Provide 2 weeks for the request to be fulfilled from the date that you submit your ticket.

5. If there are others on your team who work in Hyperion, be sure to let them know that you submitted the ticket and indicate the date that the data will be loaded (based on the date you specified on the form).

6. The CRC will close the HEAT ticket with a solution that indicates that the extracts have been loaded into Hyperion and are available for download from Secure File Transfer System (SFTS).

7. Confirm with your team that the extracts have been loaded.

8. Download the extracts from Secure File Transfer System (SFTS) at http://bssftp.sdcoe.net.

9. Review extracts carefully to ensure that information is correct.

10. Review data in Hyperion to ensure that information is correct.

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EXAMPLE

Mon 2/12/18

Date that HEAT ticket is submitted with request

form attached Mon 2/19/18 Date that extracts

should be pulled Mon 2/26/18 (2 weeks

from HEAT ticket) Date by which extracts

will be loaded (and available at SFTS)

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Q: What if I find errors

when I review my extracts and Hyperion?

A: If you find errors because your HCM data were inaccurate, you will need to fix your data in HCM and Hyperion. If you find significant errors that

require you to make a major fix in HCM, you may request that a new batch of extracts is created and loaded into Hyperion.

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Time to Practice!

Directions: ON YOUR OWN – Repeat creating an Employee History Report in your Production environment (loaded with Sandbox data).

To Try:

– Run an Employee History Report

– Create a Pivot Table form the Employee History Report – Run HCM Queries

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Q & A

Before we go to the course evaluation, what kinds of questions can we answer?

COURSE EVALUATION

Please go to the Links page on the CRC website.

Scroll all the way to the bottom and click on Peri the Muppet.