User's Guide

EPMWARE ®

Version 1.0

EPMWARE, Inc.

Published: July, 2016

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Contents

User's Guide ...................................................................................................................... 1

Contents ............................................................................................................................. 3

Introduction ....................................................................................................................... 4

Dashboard ......................................................................................................................... 5

Metadata Explorer ............................................................................................................. 6

Application Explorer ......................................................................................................... 7

Metadata Request ............................................................................................................. 9

Request Header Definitions ....................................................................................... 10

User Actions ............................................................................................................... 10

To Create a Metadata Request .................................................................................. 11

Right Click Member Actions ....................................................................................... 12

To Add an Existing Member as a Shared Member .................................................... 13

Property Pane ............................................................................................................ 14

Line Item Grid ............................................................................................................. 16

Activity Log ................................................................................................................. 17

Deployment ...................................................................................................................... 17

Monitor Tab ................................................................................................................ 17

Audit ................................................................................................................................. 21

Reports ....................................................................................................................... 21

To Create a Report ..................................................................................................... 22

4

Introduction

EPMware is a master data management and workflow tool that manages master data

and enforces your organization’s workflow around the everyday processes that surround

your metadata changes. By configuring shared dimensions in EPMware, users request

metadata once and our workflow engine routes the request to obtain approvals and

deploys the metadata to the participating target systems. This allows standardization and

rationalization of your metadata to evolve as your organization develops its master data

strategy. The EPMware dashboard allows users, managers, and application

administrators to monitor the status of metadata requests in real time. Follow a request

from the initial Create stage through its Review, Approve and Deploy stages. A graphical

representation of each requests status in the workflow allows users to identify any

bottlenecks in the metadata request process and determine if an escalation is required.

Seamless integration to Hyperion EPMA, Classic Hyperion Financial Management

(HFM), Classic Essbase and Classic Planning applications allows EPMware to deploy

metadata without manual intervention or file manipulation from an administrator.

Approved metadata is automatically deployed or scheduled for deployment using our built

in scheduler.

One-click import of your target system hierarchies allows users to clearly visualize how

metadata will appear in their production environments. A Configurable security module

integrates with your current LDAP or Microsoft Active Directory (MSAD). Build, Maintain

and scale task driven workflows. Administrators model, build and maintain fully dynamic

and scalable workflows using the Workflow Builder™. By using a combination of stages

and tasks, Workflow Builder™ enables creation of any number of workflows that visually

define your organization’s business process, and then enforces it. The Workflow

Builder™ includes reusable workflow tasks, rule based validations, exception handling,

email notifications for all workflow stages, custom functions and scripting for limitless

customizations. Centrally manage metadata deployments using the EPMware

deployment module. It manages how and when metadata requests are deployed. Load

metadata on demand or schedule a batch to run during off hours. Deployment metrics for

all your EPM applications are on one page. Monitor in real time as “one time” or batches

are deployed to their respective target applications. Create a recurring calendar for daily,

weekly or monthly metadata deployments. Audit reports log every transaction, sign-off &

deployment. EPMware maintains a complete audit trail of all transactions from request to

deployment. Every transaction can be queried using reports included in the Audit module.

5

Dashboard

The Dashboard displays all pending requests and the details of the requests in one

summary view. It also graphically displays each stage of the Workflow and its status as

well as the Reviewers and Approvers of the Request. The top of the Dashboard page

lists all Requests or specific requests that are awaiting actions by selecting one of the

radio button filters. Or the user can select Advanced Filter to perform a more specific

search. If the Workflow Status column has Pending Actions, the hyperlink in the

Pending Actions From column will display the available Approvers or Reviewers.

Click on a row in the grid to display a graphical view of a request’s Workflow status. The

graphical view will display each Workflow Stage of the Request. Under each Stage a

list of all the Approvers by application will be displayed.

Note: Pending 1 Approval will display instead of the Approver’s name if the

Approval is pending.

Clicking on the check mark will display a popup that indicates the data and time it was

approved.

6

Click on the hyperlink in the Pending Actions From column to display the Users that are

eligible to Review or Approve the Request.

All Approvals must be completed for the current stage before the Workflow can move

to the next stage. Once a stage is completed, Reviewed, Approved, Validated or

Deployed will display in bold above the arrow signifying the stage is complete.

Metadata Explorer

A hierarchy is displayed by selecting an Application and Dimension from the drop down

list. The members that display in the hierarchy will be color coded to display the current

status of the member. A Red font will denote a member that is pending Deployment, and

black font will denote that the member is “live” in the target application. A user can also

7

search for a Member Name and Property Name by selecting a value in the Search By

drop down list and entering the search criteria in the input box. Selecting a member in the

hierarchy will display the member properties in the right Property pane.

Note: Right click on a member and select View History to view the transaction

history for the member.

Application Explorer

Application Explorer enables the user to see which Dimensions and Properties are

shared between applications. Select an Application and a Dimension from the drop

8

down lists. The grid will display a list of applications that have Shared Dimensions and

Properties with the selected application and dimension as well as application type.

Note: The columns can be sorted by selecting the in the column header.

To print the application explorer grid

Select the printer icon

To export the grid to a .csv file

Select the file icon

9

Metadata Request

A Metadata Request is initiated by selecting the Create RequestMetadata from the

Navigation Menu. The Request ID, Requested By and Request Date fields are

automatically populated when the Request is created. Multiple request tabs can be

opened at once. Also, a user is permitted to edit multiple tabs without saving them. If the

“x” on the Request tab is selected and the Request is not saved, a warning message will

appear.

Each Hierarchy action will create a record which is displayed in the Line Item Grid below

the Request Header. A request may consist of a single line item or multiple line items. A

user can click on the hyperlinked member on any row in the table to display the details in

the Hierarchy and Properties pane. After any Hierarchy action is executed the Hierarchy

will be refreshed and the changes will be reflected in red to indicate the change is

pending. If it is not reflected in the hierarchy, the hierarchy can be refreshed by selecting

the Refresh Icon.

Note: A Priority and Workflow must be selected and saved before an Application

and Dimension can be selected and displayed.

10

Request Header Definitions

● Request ID: Unique system generated number that assigns a Request

ID number to the request

● Requested By: The LDAP of the Requestor

● Request Date: Date the Request was created by the original Requestor

● Due Date: Due date assigned by the Requestor

● Description: A description of the Request entered by the Requestor

● Request Status: Identifies the status of the Request: Open, Pending, Deployed,

or Completed.

● Priority: Assigns a priority to the Request and filters the Workflow drop down list.

● Workflow: Lists Workflows to which the Requestor has security access. The

Security Groups assigned to the Workflow via Tasks will filter the Applications

and Dimensions based on the Security Groups.

● Workflow Status: This is a read only field that identifies the Status of the

Workflow: Pending Submission, Submitted, Pending Review, Pending

Approval, Reviewed or Completed.

● UD1: This is a user defined field defined by the Administrator.

● UD2: This is a user defined field defined by the Administrator.

● UD3: This is a user defined field defined by the Administrator.

User Actions

Refresh View Log Attach File

Save

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● Submit: Submits a Request into Workflow

● Cancel: Cancels the Request. The Request will remain in the system and will be

viewable from the Dashboard

● Recall: Starts the Workflow over from the beginning

● Delete: Will delete the Request if never submitted or recalled

● Bulk Upload: Load multiple members by uploading a .csv file.

● Mass Approve: Approves all line items in the grid for the specified User

Caution: Recalling a Request will cancel all Reviews and Approvals and starts the

Workflow over from the beginning.

To Create a Metadata Request

1. Select Create Metadata Request from the Navigation Menu.

2. Select a Priority and Workflow in the Header section.

3. Input or select remaining optional Header items:

• Due Date

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• Description

• User Defined Field 1

• User Defined Field 2

• User Defined Field 3

4. Attached a file to the Request (Optional)

5. Save the Request.

6. Select an Application and a Dimension to display the hierarchy.

7. Initiate a metadata change by right clicking on a member and selecting a

member Action from the Right Click Menu. Or select Bulk Upload from the

Action Menu to initiate a bulk upload.

8. Edit the member’s Properties as needed.

The member’s properties will remain in Edit Mode until the Request is submitted.

Note: Priority and Workflow are the only required fields in the header section. All

other fields are optional or system generated and can be selected or changed by the

Requestor before the Request is completed.

Right Click Member Actions

● Cut: To move a member use Cut and then select the new parent member and

Paste.

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● Paste: To move a member use Cut and then select the new parent member

and Paste.

● Create Member: Create a new member.

● Insert Shared Member: Insert an existing member as a Shared Member in

another hierarchy.

● Remove Shared Member: Remove a Shared Member from a hierarchy.

● Delete Member: This action deletes the member from ALL parents in the

Dimension.

● Edit Properties: Edit an existing member’s properties.

● View History: View the history of how a member was created.

Note: If no request information is found for View History, the member was created

from the initial application import.

To Add an Existing Member as a Shared Member

1. Right click on the parent member that the Shared Member will be added to and

select Insert Shared Member.

2. Select the Member to be shared from the left pane and push it to the right pane

using the arrow icon.

3. Select Save

14

Property Pane

When a member is selected in the Dimension Hierarchy the properties will be displayed

in the right Property pane. Right click on the member and select Edit Member to edit the

properties. The Property Pane will switch to edit mode which enables editing of the

properties for that member. Once the user has completed editing one or multiple

properties, select the save icon in the property pane header to commit the changes to the

database. Once this commit is made to a member, the change will apppear in the Line

Item Grid. Click the Property Change icon to view the Prior Value and New Value for

the property. The changes are also viewable in the Activity Log. If the member is already

locked by another active request a message will popup to indicate that the member is

locked for editing.

Note: Members that have an active change request are displayed in red in the

hierarchy.

Caution: If properties are associated with other dimensions, a pending member

may be selected, but only if it is pending from the same request.

15

Note: When the Member is in Edit mode, drop down lists and input boxes appear

for the properties.

Property Change Icon

16

Line Item Grid

The Line Item Grid will display a summary of all the line items created or edited for the

current Request. The grid will update automatically when an action is selected using the

Right Click Member Actions. When a Dimension or Property is mapped to another

application, an additional line will automatically be created for each mapped Application.

User Action Column

• Approve: Approves the line item.

• Reject: Rejects the line item.

• Cancel: Cancels the line item. This option is only available after the Request has

been submitted. Cancel will not remove the line item since it has already entered

workflow and an audit trail must be maintained.

• Delete: Deletes the line item. A line item can only be deleted if the request has

not been submitted to Workflow.

A Confirmation Popup appears to verify all User Column Actions.

Note: The hyperlink in the Member Column can be clicked to drill down and display

the member in the Hierarchy.

17

Line Items with Multiple Members: The following Right Click Hierarchy Actions

may create Line Items in the grid which contains multiple members:

● Move Member (Cut and Paste)

● Insert as Shared

● Remove Member

● Delete Member

If there are multiple members for a line item, the Member Column will contain the first

member name of the group and [ …] indicating that the line item has multiple members.

For example, 12076 [ …]. The User Action column displays a popup notifying the user

that a selected action will create multiple line items.

Activity Log

As the request proceeds through the Workflow approval process each step will be

logged in the request Activity Log section. Notes can also be added to the Activity

Log. Each note is prefixed with the User’s LDAP and a timestamp. To add a note

click on the Edit icon above the Activity Log section and the Activity Log Notes

popup appears.

Deployment

Monitor Tab The grid will display each Deployment instance that is generated based on the

Deployments defined on the Deployment Manager tab. To redeploy a deployment that

has a status of Failed or Partial in the Status column, right click on the row and select

Redeploy. This will place all un-deployed requests back in the pool for the next

scheduled deployment. To redeploy an individual Request, click on the Deployment ID

to display the Deployment Status popup then right click on a row and select Redeploy.

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The redeployment for the individual Request will run on the next scheduled

Deployment.

Monitor Grid

● Deployment Id - Unique ID assigned to the Deployment.

● Name - Name of Deployment as defined on Manager Tab.

● Description - Deployment description as defined on Manager Tab.

● Type - Deployment Type defined on the Manager Tab

○ Application

○ Workflow

○ Request

● Start Time - The date and time that the Deployment instance began running.

● End Time - The date and time that the Deployment instance completed.

● Status - Will display either Running or Completed

● Log - Will display the log file pertaining to this deployment instance.

Grid Filter

The Filter icon will display the Grid Filter popup

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Filter Icon

20

Deployment Status

Note: The Deployment Status popup is displayed by clicking on the Request ID in

the Deployment Monitor Grid

Status Legend

Completed -This icon indicates the deployment has completed

successfully.

Pending - This icon indicates the deployment has an action pending, but the

deployment will finish once the pending action is complete.

Partial - A partial status is indicated when some metadata Request lines on a

Request have been deployed, but other lines have failed to deploy. To change

from Partial status to Complete, the failed line on the Request must be fixed and

the Deployment Redeployed or the Deployment must be manually Closed.

Failed - This icon will indicate the deployment has failed and will not finish

without user intervention.

Running -This icon will indicate the deployment does not have any actions

pending, and is currently running.

21

Note: Right clicking on a row in the Deployment Status popup will display

the menu option Redeploy. Selecting Redeploy will put the individual

Request in the eligible pool for the deployment engine to pick up on the next

run.

Audit

Reports Audit Reports is an interactive report generator which allows users to pick a Report

Group and run an Audit Report from that Group. Reports are generated in 3 user

selectable formats: Excel, .PDF or CSV.

Report Groups

Security

Metadata

Request

Workflow

Report Export Formats:

The Reports can be exported in the following formats:

● Excel

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● .PDF

● .CSV

To Create a Report

1. Select Audit Reports from the Navigation Menu

2. Select a Report Group

3. Select a Report

4. Select a Report Format

5. Input additional parameters if required

6. Click

7. Click Save to save the Report