EFIS 2.0 School Board Training

March 17th to 26th

User Training for EFIS 2.0Introduction

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EFIS 2.0

• Centralized planning and budgeting application that supports fund and grant management within the Ministry of Education. Application is developed using Oracle Hyperion Planning technology – commonly referred to as “Planning”.

• Web based application for data entry, grant calculation, reporting and workflow management.

• Integrated into Microsoft Office suite of products with emphasis on integration with Excel.

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Training Overview

• Two training applications will be used:– Module 1 to 3 will use a simplified application

containing only a few EFIS forms– Module 4 to 8 will use a more detailed application

similar to what you will see in EFIS 2.0

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Training Overview

Training Modules

1.Basic Planning through Workspace 2.Basic Planning through Smart View 3.Advanced Planning through Smart View 4.Overview and Data Input5.Data Validation6.Versioning 7.Sign-off and Approvals8.Mid Cycle Change 5

Training Overview

Components of training modules:

A.Module Overview

B.Follow-me: Hands-on exercise presentation

C.User Hands-on Exercise

D.Documentation hand-outs (Reference Sheet, Hands-on Exercise, Hands-on Exercise Solutions)

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Task List

• EFIS 1.0 – All-in-one forms (i.e. input, result and explanation of calculation all on one form)

• EFIS 2.0 – Input, result and explanation of calculation are separated and organized in a task list.

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Historical Data

• EFIS 1.0 will not be available from October, 2014 for school boards

• EFIS 2.0 will contain 2013/14 Estimates, Revised Estimates active versions

• Boards are encourage to print PDF of submissions from EFIS 1.0 if they want to keep a record

• FO/FA will provide printed PDF of 12/13 Financial Statements FO submission to boards if adjustment is made in or after October, 2014. 8

Module 1Basic Planning

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Basic Planning through Workspace Module

The Planning through Workspace module overview will focus on the following major user elements:

•Login

•Task Lists

•Input

•Report

•Results

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Planning through Workspace Login

• Log into workspace through the URL– Workspace URL – See reference Sheet

• After logging in, you can open the application through four different methods:

• Navigate -> Application -> Planning -> TRAIN1

• File -> Open -> Applications - > Planning -> TRAIN1

• Recently opened

• Quick links

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Planning through Workspace My Task List

• Task Lists are used to organize user input, calculation and review process

(similar to suggested order of entry in EFIS 1.0)

• Web forms are used for data entry and data review

• Financial Reports are used for standard reporting

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Planning through Workspace Input

• In order to input data, user click on an input cell and use the keyboard to input your data

• To navigate between cells, in addition to mouse navigation, the keyboard can be utilized:

• Tab – move selected cell to next cell in horizontal order• Shift + Tab – move selected cell backwards, in horizontal order• Enter – move to the next cell

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Planning through Workspace Report

• By selecting Exercise 1 – Report from the Task List you will see a PDF version of a report generated from results, driven by your Input. The report will open in its own tab.

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Planning through Workspace Results

• By selecting Exercise 1 - Results, you will be able to review the results generated by the calculation, driven by your Input values. If you wish to make any changes or alterations to the Results, navigate back to the Input Form.

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Module 2Basic Planning Through

Smart View

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Basic Planning through Smart View

• Hyperion Planning is integrated with Microsoft Excel through Smart View

• Performs same tasks as Hyperion Planning. Users can view planning data forms within Excel with the same functionality

• An alternative ‘window’ on the data - more intuitive for those familiar with Excel

• Main tasks: Input data, review results

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Basic Planning through Smart View

• Main tasks: Input data, review results• In the exercise, we will demonstrate:

– Connecting to Hyperion Planning– Opening forms from task lists– Entering data into the input form– Calculating values after data submission– Reviewing data in result form (all read-only cells)

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Planning through Smart ViewConnection

• Open Microsoft Excel

• Under the Smart View tab, click Panel and go to Shared Connections

• Connect to Oracle Hyperion Planning

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Planning through Smart ViewInput

• Open an application and task list

• Open input form by double-clicking

• Choose POV and refresh

• White / Yellow coloured cells: Input cells

• Grey cells: read-only cells

• Enter data and submit data (Calculate values)

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Planning through Smart ViewResults

• Open result form to review and verify all data

• All cells are greyed out (read-only) in the result form. To modify the data, return to the input form

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Module 3 Advanced Smart View

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Advanced Smart View

• As mentioned before, Smart View allows for all the same functionality as Workspace through Excel

• Advantage of using Smart View comes when inputting data and using the existing functionality available in Excel

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Advanced Smart View

• Highlight of advantages – Copy / Paste

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Advanced Smart View

• Highlight of advantages – Formulas

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Advanced Smart View

• Highlight of advantages – Linking data

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Advanced Smart View

• Highlight of advantages – Saving forms and submitting at a later point

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Module 4 EFIS 2.0 Overview

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EFIS 2.0 Overview

• Certain processes in EFIS 2.0 differ from how they were done in EFIS 1.0

• Just like the prior exercises demonstrated EFIS 2.0 is organized using Task Lists

• Task Lists are a logical grouping of tasks with a suggested order required to complete the submission

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EFIS 2.0 OverviewData Input

• EFIS 2.0 vs. EFIS 1.0– Combined input in some areas

• Input for all Sections is combined on one form, divided into many tabs

• Input for Data Forms B, C, and D is combined on another form, with separate tabs

• Input for most Appendices also combined onto one form, with separate tabs

• Should result in faster data entry30

EFIS 2.0 OverviewData Input

• EFIS 2.0 vs. EFIS 1.0– Schedule 3 now divided into several separate

schedules:

Schedule 3 Land, Buildings, & Capitalized Interest

Schedule 3.1 Moveable Type Assets

Schedule 3.2Capital Priorities Grant – Major Capital Programs, Land

Schedule 3.3 New Schools

Schedule 3ACalculates capital grants receivable/use of deferred revenues, and capital shortfall

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EFIS 2.0 OverviewData Input

• EFIS 2.0 vs. EFIS 1.0– Schedule 5.5 now tracks committed capital

projects for both depreciable assets and land• In EFIS 1.0, Schedule 5.6 had a section for tracking

committed land projects• EFIS 2.0 has combined all committed capital projects on

one page, Schedule 5.5 page 1

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EFIS 2.0 OverviewData Input

• EFIS 2.0 vs. EFIS 1.0– Schedules 10, 10.1 and 10.2

• In EFIS 1.0, most expense data was entered on Schedules 10.1 (Elementary) and 10.2 (Secondary), then the sum was calculated on Schedule 10

• In EFIS 2.0, boards will enter total expense data directly on Schedule 10, then enter the Secondary portion on Schedule 10.2; the difference is then calculated on Schedule 10.1

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EFIS 2.0 Overview Data InputSchedule 10 Expenses

Option 1 Option 2

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EFIS 2.0 Overview Data InputTemporary Accommodation

• Operating Expenses moved from Schedule 3 to Allocations Section 11

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EFIS 2.0 Overview Data InputTax Revenue

• Section 14 and Schedule 11A on one form with multiple tabs

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EFIS 2.0 Overview Data InputPrior Year Data

• Prior Year data is loaded into cells that can be updated, no more adjustment cell in most cases. These cells are in blue.

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EFIS 2.0 Overview Data InputWarning Description

• Warning Descriptions are now input in EFIS 2.0. Submission can not be promoted until Warning Descriptions are entered.

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EFIS 2.0 Overview Task Lists

• EFIS 2.0 vs. EFIS 1.0– Appendix C no longer exists

• School Level Enrolment Data is now entered directly into School Level Enrolment – Input form

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EFIS 2.0 Overview Task Lists• EFIS 2.0 vs. EFIS 1.0

– Appendix C no longer exists• Calculated results can be seen in the Detail results for

each related form – e.g. Section 1.3

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EFIS 2.0 Overview Data InputSchool Level Data

• FTE, Number of Staff entered at school level

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EFIS 2.0 Overview Data InputBoard Level Data

• Number of Full-Time & Part-Time pupils, High Credit Full-Time & Part-Time FTE, and Independent Study ADE is entered at board level

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EFIS 2.0 Overview Data InputBoard Level Data

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EFIS 2.0 Overview Task Lists

• EFIS 2.0 vs. EFIS 1.0– New concept: Reference Data

• Includes any pre-loaded data such as:– Benchmarks– Notional Shares– Table Amounts– Approved Amounts

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EFIS 2.0 Overview Task Lists

Task List Overview•Input•Reports•Results•Reference Data•Validation Formats•Submission Management

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EFIS 2.0 Overview Task Lists

• Input – Allows for input of data

• Enrolment Data• Allocations• Appendices• Schedules• Data Forms

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EFIS 2.0 Overview Task Lists• Reports

– Show final results of calculated submission– Mimic EFIS 1.0 reporting structure– Formatted to output in PDF

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EFIS 2.0 Overview Task Lists

• Results– Used as a “Quick View” of results generated by

calculation of submission – Shows calculated results, without the supporting

details that the report provides

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EFIS 2.0 Overview Task Lists

• Reference Data– Shows all pre-loaded data that is used to

calculate submission – Will be discussed in more detail in a later exercise

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EFIS 2.0 Overview Task Lists

• Validation Formats– Validation format form exists for each input form

in the application– Dictates which cells should allow input and which

cells should be locked on input forms– Dictates the validation rules for input data of each

input cell

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EFIS 2.0 Overview Task Lists

• Submission Management– Used for promoting submission– Will be discussed in more detail in a later exercise

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EFIS 2.0 Overview Task Lists• SmartView

– As demonstrated earlier, SmartView gives an alternative platform for the same task lists

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Module 5 Data Entry Validation

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Data Entry Validation

• All input cells have conditions which need to be met when entering data

• EFIS 2.0 implements logic similar to EFIS 1.0 to ensure that data is entered correctly

• Every input cell is validated• All forms are part of overall submission validation

process which ensures that all data is entered correctly before allowing a submission to be promoted

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Data Entry Validation

• Cell colouring• White: Input cell• Blue: Cell contains Prior Year data which can be adjusted• Grey: Non-input cell• Red: Invalid cell

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Data Entry Validation• Each input cell is defined using Validation Format forms• Cell definitions dictate conditions

• Positive / Negative / Both• Number of decimals• No Input Allowed

• Definitions are set up by Administrators at the beginning of the cycle and are global for all DSBs and Scenarios

• Difference from EFIS 1.0 • In EFIS 2.0 all validation happens after the form is saved and

reloaded• In EFIS 1.0 data validation occurs at data input and then again

at save• Therefore some grey cells allow for data to be input if the user

double clicks, but will be invalid after save

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Module 6Version Management

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Version ManagementVersion management allows for board users to manage the versions or submissions that they are working on.

The tools provided give the user the ability to move data between versions (such as the working version and the drafts) and subsequently to promote the version for review as needed (using the workflow / Approvals Management process).

Module Overview:

•Versions overview

•Copy data between versions

•Copy data to FO Viewable

Board Versions

V10W Board Working Version *** This version allows the Board User to work on their submission by entering data and running calculations. Although data can be copied to and from this version, this is the only version which can be verified and promoted in the Approvals module.

*** Once the submission has been promoted, the access to this version changes to READ, meaning that the version cannot be copied to.

V10D01 Board Draft 1V10D02 Board Draft 2V10D03 Board Draft 3V10D04 Board Draft 4V10D05 Board Draft 5V10D06 Board Draft 6

V10D07 Blank Template for Reset *** Used as a blank draft that can be used to clear or reset data in a version) *** Read Only

V10FOV Board FO Viewable Version Version for review by FO. The FO does not have access to view Board Working Version. If a Board User needs the FO to review the data in that version for any reason, they would copy the data into "FO Viewable Version". This allows for the FO to review and give feedback to the Board User.

Board Versions

V10ERO Board Error Override Version Used at the point where Approver submits data that has errors but is tagged as "Error Override"

V10 Board Active Version The final version which is submitted to the Ministry. Once the Board User promotes the Board Working version, an approver is responsible for approving the data and promoting it to the Board Active Version.

V10I01 Board Inactive Version 1V10I02 Board Inactive Version 2V10I03 Board Inactive Version 3V10I04 Board Inactive Version 4V10I05 Board Inactive Version 5V10I06 Board Inactive Version 6V10I07 Board Inactive Version 7V10I08 Board Inactive Version 8V10I09 Board Inactive Version 9

FO Versions

V20 FO Active Version The final version which is submitted by the Ministry for payout purposes.

Release Management Versions

V10WDC Board Working Version Snapshot Before Data Change

Used to store a snapshot / backup during a reference data change process

Variance Versions

V10WDV Board Working Version - Changes

Shows the difference between the Current Board Working Version (V10W) and the Prior Board Working Version (Snapshot)

V10W_Cur Board Working Version - Current

Shows the data from the Current Board Working Version (V10W)

V10WDC_Cur Board Working Version - Prior Shows the data from the Prior Board Working Version (V10WDC / Snapshot)

Versions Board User can write to

Versions Board User

can read from

Versions used as a historical / audit record of previously active versions.

Draft versions are also versions that the user can manipulate data in. They are used during the submission process to manage data

changes and keep back-ups when needed. However, if a draft version is the final version that the user wishes to submit, they must

copy the data into Board Working Version

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Version ManagementBoard User: Write

The user is able to write to all the versions below. However, only the data in Board Working Version is moved during the promotion process. Board Versions

V10W Board Working Version *** This version allows the Board User to work on their submission by entering data and running calculations. Although data can be copied to and from this version, this is the only version which can be verified and promoted in the Approvals module.

*** Once the submission has been promoted, the access to this version changes to READ, meaning that the version cannot be copied to.

V10D01 Board Draft 1V10D02 Board Draft 2V10D03 Board Draft 3V10D04 Board Draft 4V10D05 Board Draft 5V10D06 Board Draft 6

V10D07 Blank Template for Reset *** Used as a blank draft that can be used to clear or reset data in a version) *** Read Only

V10FOV Board FO Viewable Version Version for review by FO. The FO does not have access to view Board Working Version. If a Board User needs the FO to review the data in that version for any reason, they would copy the data into "FO Viewable Version". This allows for the FO to review and give feedback to the Board User.

Draft versions are also versions that the user can manipulate data in. They are used during the submission process to manage data

changes and keep back-ups when needed. However, if a draft version is the final version that the user wishes to submit, they must

copy the data into Board Working Version

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• The Versions below are all Read-only for Board Users

Version ManagementBoard User: Read-Only

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The data can be moved around from one version to another as needed For example:

Back-up: When needing to “back up” a version, they can copy it to a draft. Draft to Board Working: When the user is ready copy a draft into the board working version for promotion FO Viewable: When the user needs to push data into the FO Viewable version for FO review process

Version ManagementCopy Between Versions

Copy data to FO Viewable If a Board User wants the FO to preview data before submitting it, they have to copy a version into the FO Viewable Version.

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Version Management Version Description and Summary

Dashboard•To assist in the management of multiple Versions a Dashboard to view and name versions is available•Helps users keep track of what data they have in which version by entering a quick description

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Module 7Sign-off and Approvals

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Sign-off and Approvals

• Once the modifier has made all the necessary inputs and feels that the submission is ready to be promoted they copy the data into Board Working Version

• The next step is to run the Approvals process that will promote the submission further down the line

• After the Modifier has successfully promoted the submission, the Approver must review and Sign-off on it

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Sign-off and Approvals

Modifier - Approvals Process Steps:

1. Validate Submission– Input Validations

• Make sure each cell of input data contains the correct data formatting

– Errors• Make sure submission contains no errors• Flag for error override if need be

– Warnings• Make sure all warnings are explained

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Sign-off and Approvals

Modifier - Approvals Process Steps:2. Promote Submission

– Flag submission for Approval– Validate and promote for Approval

• Automatic validation process makes sure submission is valid

– Input Validations– Errors– Warnings

– Once submission is valid • Board Working Version becomes Read-only• Board Approver becomes owner

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Sign-off and Approvals

Approver - Approvals Process Steps:1.Review submission in read-only Board Working Version

2.Take necessary steps based on submission– Reject Submission

• Restarts Approvals process

• Up to modifier to make changes and re-submit

– Sign-off on Submission

• Makes submission “Active”

• Submission ready for FO Review

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Module 8Mid-Cycle Reference Data

Changes

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Mid Cycle Data Changes

• Changes in legislation or other reference data can occur during a cycle and can impact the calculations

• These changes need to be reflected in the current submission

• EFIS 2.0 allows for changes of reference data to happen mid cycle, then re-calculates the submission using the new data automatically

• Process run by administrators (at which time the application is locked out) and requires no input/changes by board users

• Board users are given tools (forms and reports) that allow for review of the impact of changes on the current submission

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Mid Cycle Data Changes

• Data that can change includes:– Benchmarks– Notional Shares– Table Amounts – Approved Amounts

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Mid Cycle Data Changes

• Versions that will be affected include:– V10W - Board Working Version– V10D01 - Board Draft 1– V10D02 - Board Draft 2– V10D03 - Board Draft 3– V10D04 - Board Draft 4– V10D05 - Board Draft 5– V10D06 - Board Draft 6– V10D07 - Blank Template for Reset

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Mid Cycle Data Changes

• Process for Board Users– Receive an Email about an upcoming mid cycle change– Optional: Move your latest draft into Board Working Version if

not already there• After mid cycle change this is the only version that can

show before / after effects

– Receive email about “Maintenance Mode”• Stop all work and exit application

– Receive email about completion of mid cycle changes• Application accessible again

– Use task list for comparison of change

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Mid Cycle Data Changes

• Maintenance Mode– Message when opening application

– Message if application already open

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Mid Cycle Data Changes

• Snapshot– Data is copied before changes are applied to the Board

Working Version

– Data in Draft Versions is not copied and no before / after comparison is available

V10W

Board Working Version

V10WDCBoard Working Version Snapshot Before Data

Change

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Mid Cycle Data Changes

• Results: Board user can see results after the process has completed using items in the “Reference Data” task

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Mid Cycle Data Changes

• Benchmarks & Table Amounts– Shows the current reference data set which is used to

calculate the current submission

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Mid Cycle Data Changes

• Summary of Reference Data Changes– Shows reference data that has changed during process– Shows three columns

• Current (Board Working Version)

• Prior (Board Working Version Snapshot before Changes)

• Changes (Variance between Current and Prior)

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Mid Cycle Data Changes

• Reference Data Variance Results– Form that shows a summary of allocations and the impact

the reference data change has had on them

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Mid Cycle Data Changes

• Reference Data Variance Report– Shows the same data as the Reference Data Variance

Results form, in Report (PDF) format

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Mid Cycle Data Changes

• Calculation Logic Changes– If changes are made to calculation logic it is not as easy to

see in the system– Any calculation changes will be communicated by

administrators using email– If calculations are related to Allocations the Variance

Results / Variance report can be used to review changes in summary of allocations

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