How to Run Departmental Budget Reports Job Aid 1.0Supplemental Job Aid

Date: 10/28/2014

Target Audience: All FI$Cal department-user roles with access to the Hyperion Planning Application.

Purpose: This Supplemental Job Aid provides instructions for running reports using the Financial Reporting (FR) report tool.

How to Run Departmental Budget Reports:

General Information About FR Budget Reports: The FR budget reports pull data from a “reporting cube” instead of the operational Essbase database. The reporting cube is updated every two hours using a batch process that runs at the top of each even hour (except for 4:00 am or when the system is in maintenance mode). The batch process takes about 10 minutes to update the reporting cube. For example, changes made at 9:00 am will not be available for reporting until about 10:10 am.

Five Action Levels: There are five high-level actions that must be completed in order to run the reports and export them from Hyperion into Excel.

I. Verifying User Settings for FR (this is a one-time setup and is not needed each time a user runs a FR report)

II. Navigating to Report Location

III. Selecting Point of View (POV) (e.g., Scenario, Version, etc.)

IV. Selecting the Prompts (if applicable)

V. Exporting to Excel (if desired, to filter and sort data by fund, program, etc.)

The detailed steps for each of these actions are described on the pages that follow.

FI$Cal.216 – How to Run Departmental Budget Reports 1.0Updated 10/28/2014 Page 1 of 10

I. Verifying User Preferences for FR

Step 1: Log in to Hyperion Production and go to the File menu, select Preferences.

Step 2: Select the Financial Reporting icon, choose the On option for “User Point of View, Preview”. Then, click OK.

FI$Cal.216 – How to Run Departmental Budget Reports 1.0Updated 10/28/2014 Page 2 of 10

II. Navigating to Report Location

Step 3: Click on the Explore button.

Step 4: Navigate to the report through the folder structure in the left pane as follows: Root

o Reports by Department

The list of available reports will appear in the right pane. Read the Description column for the report before running it.

Step 5: Double-click on the report name to run the report. A new tab will open.

FI$Cal.216 – How to Run Departmental Budget Reports 1.0Updated 10/28/2014 Page 3 of 10

III. Selecting POV

Step 6: Select the POV for the report. The example below is the Preview User POV dialog box for the Expenditures by Entity, Program, and Category report.

The user may select the required dimension member using the button or typing the member name directly, if known. The Select button opens the “Preview User Point of View” dialog box. The user can select dimension members by typing search criteria in the “Find” box and clicking the binocular symbol ( ).

FI$Cal.216 – How to Run Departmental Budget Reports 1.0Updated 10/28/2014 Page 4 of 10

The user may also navigate using the chart of accounts hierarchy. Each value below the “parent” level can be accessed by clicking the plus sign (+). Once the plus sign is selected, more values will be shown for selection.

Step 7: For the 2015-16 Governor’s Budget process, the Year should be set to “FY15”. The Scenario should be “Budget” or “Governor’s Budget”.

Step 8: Select a Version available to the department, e.g., Department Working.

Step 9: Enter or choose your BU code under Entity.

Step 10: Select a suitable category code, if applicable to the report. See the Chart of Accounts on the DOF website, if necessary, http://www.dof.ca.gov/FISCal_Resources/view.php.

FI$Cal.216 – How to Run Departmental Budget Reports 1.0Updated 10/28/2014 Page 5 of 10

Step 11: Select Program, if applicable. If the default Total_Program is chosen, the report will provide data for all programs for the selected Entity.

Step 12: Click OK.

FI$Cal.216 – How to Run Departmental Budget Reports 1.0Updated 10/28/2014 Page 6 of 10

IV. Selecting the Prompts (if applicable)

Step 13: For the Expenditure by Entity, Program, and Category report, there is a prompt to “Select the Reference range”. The default is “Total_Reference”, which lists all the reference codes for the previously selected POV.

Step 14: The user can change the reference selection by clicking the search button to select the new reference code ranges.

Step 16: Put a check mark next to one or multiple reference code ranges.

Step 17: Use the arrows in the middle to move the selected reference ranges (characters) to the right side of the dialog box by clicking the arrow pointing to the right.

FI$Cal.216 – How to Run Departmental Budget Reports 1.0Updated 10/28/2014 Page 7 of 10

Search Button

Step 18: If one or more reference ranges is/are selected, remove “Total Reference” from the right side by putting a check mark next to it and clicking the arrow pointing to the left.

Step 19: Click OK after selecting the ranges.

Step 20: After selecting the POV and Prompt, the report runs for few seconds and then is ready to be exported to Excel. The top left-hand corner shows the “POV/prompts” selected. These values can be changed individually to select different members for reporting.

FI$Cal.216 – How to Run Departmental Budget Reports 1.0Updated 10/28/2014 Page 8 of 10

V. Exporting to Excel

Step 21: Click on File -> Export -> Excel

Step 22: A new tab will open in Hyperion and the report can then be exported to Excel.

Step 23: The last row showing “Total” does not have any formula once exported to Excel. If the reports are filtered or the rows are modified, the totals have to be recalculated using Excel functions.

Step 24: The text and data in all the rows and columns have to be realigned (left, center, or right) and adjusted (to fit the numbers and not show as #) to format the report.

FI$Cal.216 – How to Run Departmental Budget Reports 1.0Updated 10/28/2014 Page 9 of 10

Step 25: After exporting, various Excel functions (Filter, Sort, Hide, etc.) can be used to make a report suited to the user’s needs.

Step 26: If a department needs any further assistance, please contact your Finance budget analyst.

You have successfully run a report using the Financial Reporting (FR) reporting tool.

FI$Cal.216 – How to Run Departmental Budget Reports 1.0Updated 10/28/2014 Page 10 of 10