Smart View Reports
Smart View is an ad hoc reporting tool in Hyperion that allows users to develop custom made reports. It is an Excel add on and must be installed by your IT staff. Install instructions can be found on MMB’s web site at:
In the steps outlined in this document, we will write a Smart View report to show all the appropriation amounts for the general fund for MMB for 2014-15 base budgets. Pick your own fund and agency combination.
1. To build a Smart View report, open Excel and click on the Smart View tab.
2. Click on Panel (for some versions of Excel rather than Panel, you will see an Open icon) on the left hand side of the ribbon to open the Smart View Panel. In the right hand navigation pane, select Shared connections.
4. Select the Server from the drop down list. For this report, we will be using Oracle®Essbase.
You will see a screen like this:
6. Start by moving the year from the POV onto your grid. Click and drag the “year” drop down box from the POV window and drop it in column B on your spreadsheet. Your grid should now look like this:
You will notice that “period” will now appear on the POV window:
8. To get the appropriations on the rows, click and drag “entity” drop down box from the POV window to the row grid. Your grid will look like this and “entity” drop down will no longer be on the POV window.
9. Now we will set the values we are interested in seeing. First, we’ll start with items already in the grid. double click on the “year” cell. Your grid will now look like this:
Note: even though “FY18” through “FY21” appear here, data is not populated.
10. Click on the FY14 and FY15 cells, then click the “Keep Only” button on the Essbase tab:
11. Click on the “entity” cell, then click the “Member Selection” button. The Member Selection dialog box appears
12. Click on the “+” next to the STATEWIDE entity..
13. Click on the “+” bill area where the agency you have selected is located.
14. Select the agency you are interested by clicking in the box next to its name, then click the right arrow “>” button to move your choice to the right side of the box.
15. Select “Entity” on the right hand box of the screen then move it to the left by clicking on the left arrow “<” button.
16. Click “ok.” Your grid should now have the agency you selected in the “entity” row. 17. Double click on the agency name and the agency’s program(s) will be displayed. 18. Double click on each program name and the budget activities will be displayed. 19. Double click on the budget activity names and each appropriation will be displayed.
Your grid will look something like this once you’ve completed steps 17-19:
20. In the member selection screen, click to expand the “governor’s recommendation” scenario. 21. Select “base” by clicking the box next to it.
22. Click the right arrow “>” button.
23. Select “scenario” on the right hand box of the screen then move it to the left by clicking on the left arrow “<” button.
When you have completed steps 20-23, your member selection box should look like this:
24. Click ok. “Base” will now appear in the drop down window for scenario. 25. Now, click the “version” drop down and click “…”
26. In the member selection screen, select the “working” or “final” version depending on when you are generating the report by clicking the box next to it.
27. Click the right arrow “>” button.
29. Click ok. “Working” will now 25-28-32 your member selection box should look like this:
30. Now, click the “fund” drop down and click on “…”
31. In the member selection screen, click to expand the “ALL_FUNDS” by clicking on the “+”. Keep clicking until you see “1000-General”
32. In the member selection screen, select the general fund by clicking the box next to it. 33. Click the right arrow “>” button.
35. Click ok. “1000-General” will now appear in the drop down window for version. When you have completed steps 30-35 your member selection box should look like this:
36. Now, click the “period” drop down and click on “…”
37. In the member selection screen, click to expand the “YearTotal” by clicking on the “+”. Keep clicking until you see “Jul”
38. In the member selection screen, select “Jul” by clicking the box next to it. 39. Click the right arrow “>” button.
41. Click ok. “Jul” will now appear in the drop down window for version.
When you have completed steps 36-40 your member selection box should look like this:
42. Now, click the “Account” drop down and click on “…”
43. In the member selection screen, click to expand the “Account_Net” by clicking on the “+”. 44. Click on the “+” next to” sources of funds.” Keep clicking until you see “Jul”
45. In the member selection screen, select “Appropriation” by clicking the box next to it. 46. Click the right arrow “>” button.
48. Click “ok.” Appropriation should now appear in the account drop down box.
When you have completed steps 42-47 your member selection box should look like this:
49. Click refresh on the point of view window. Data will populate for the appropriations that are valid. 50. You may still see “#Missing” for any appropriations without data. To suppress these rows return
to the “Smart View” tab. 51. Select “data options”
53. When you return to the grid, click “refresh” and the rows will suppress. For MMB, the final grid looks like this:
Note: there is no data in the other funds for MMB’s other program.
54. You may use whatever Excel formatting you wish on your grid. 55. You may save your grid. Clicking refresh will bring back new data.
CAUTION: if there are new members added to the system – new accounts, funds, entities, for
