Agenda

Introduction

Navigating Workspace

Task Lists
Data Entry Forms
SmartView for Ms Office

Planning Process Management

Conclusion
Introduction
Hyperion Planning and Budgeting
Why Hyperion Planning and Budgeting?

Planning Workspace is a centralized Web-based planning, budgeting and forecasting program

that integrates financial and operational planning processes and improves business
predictability. Planning allows the budgeting process to be performed using a web browser.
The end user enters data through the internet in web forms. The data can then be pulled into
reports and analyzed. Planning web forms can also be downloaded to Excel with a direct
connection to the web or downloaded to work offline

For effective planning and budgeting, the State Government needs to connect all its Ministries,
Department and Agencies (MDAs) in an integrated manner to allow for linkage of plans across
all government entities, optimization of resources and broadly base consensus and adjustment
for uncertainty. This results in plans that are balanced to achieve operational feasibility and
financial desirability.
The Hyperion platform provides tools to achieve these objectives as opposed to traditional
spreadsheets and isolated, entity-oriented planning mechanisms.

Budget Cycle Flowchart

The budget process comprises five major stages which include:

• Formulation
• Enactment
• Implementation
• Budget Monitoring
• Reporting
The budget cycle involves many steps and includes several parties. The below flowchart illustrates the
overall budget cycle. The column headers indicate the five major process stages.
Budget Preparation Process Cycle.

At the beginning of the budget cycle, JGSG SIFMIS PSB Planning System will distribute
operating instructions with Budget Call Circular Instructions to each MDAS which specify
submission deadlines and other budget guidance. However, Budget Technical Team
performs Evaluation the performance of the budget in the current and previous years;
Appraise sector programmes; Propose to ExCo detailed fiscal targets for the budget based
on budget performance reports, trends in global, national and state economic indices,
Propose to ExCo an appropriate planning and contingency reserves; Propose to ExCo a
realistic budget consistent with the State's sustainable fiscal deficit threshold; Propose to
ExCo a sector spending ceilings; Develop Budget Policy Statement to ensure link between
Policy – Plan - Budget; and Coordinate stakeholders consultative sessions to obtain their
input and buy in on the annual budget policy thrust and sector priorities.

GETTING STARTED IN HYPERION PLANNING

Workspace Logon: Type in Your

Username &
To access workspace, enter URL: http://epm11124:19000/workspace/index.jsp Password

After log in, all new users ought to change their Password by
clicking on Tools in the
Main Menu bar
To access Planning:
Select Navigate > Applications > Planning > JGSG_PR

Navigating in Workspace
 Tool Bar Icons

Form Name

View
Form Cells
Pane

Task List
Data Forms
and Folders
The toolbar icons
for Hyperion
Planning are very
similar to Excel.
When in a web
entry form, you
can use the drop-
down menus
such as “File” or
“Edit” or you can
use the icons
listed across the
top of the page

SAVE Save Data Input on Data Forms

REFRESH Refresh the data form with data sorted in

database
PRINT Print the current screen

ADJUST Increase or decrease values by a

percentage or by a value
GRID SPREAD Lock or unlock cells when spreading data

MASS ALLOCATE Run a mass allocate calculation

CELL TEXT Add cell text (comments/detail) to a

specific cell at any level in data forms
LOCK/UNLOCK CELLS Lock and unlock data in cells

SUPPORTING DETAILS Add details that aggregate cell value in data

forms

ADD/EDIT DOCUMENT Add or edit documents to support cell data

in forms

OPEN DOCUMENT Open an attached documents

CUT, COPY & Cut, copy or paste values in forms

PASTE
 INSTRUCTIONS Open instruction attached to forms

OPEN IN SMART Open forms in smart view

VIEW
TASK LIST Open task list

STATUS Open task list status

DataForms:

There are several

forms in Planning
to choose from
depending on what
you want to do. All
folders to the right
contain all the
necessary forms
needed

Form
Folder
Forms
Form Colors:
The colors of the
cells in a web form
act as primary
information. The
following are
potential colors:
o Blue –
These cells
are row
and
column
headers.
o Gray –
These cells
are read
only and
are locked.
They
contain
Actual data
from P
data or are
an upper
level
member of
the outline.
o Bright
Yellow –
Contains
unsaved
data. If you
see this
color it
means, you
have
entered
data in and
have not
saved it
yet.
o White –
Open to be
written in.
Comments
Comments lets you add or view
comments/details about the data in a
specific cell or cells. To add or view
comments from the Data page:
o Click in the cell or cells that you
want to add Comments to. o Click

the Cell Text icon or choose

Edit - Cell Text, or right
click and choose Insert Comment.
o Enter your comments and click on
submit. You will now see a small
blue triangle in your cell.
o Comments are not required but
may be useful and is encouraged.

Supporting Detail
Supporting Detail can be used to build an
input or a series of inputs using simple
mathematic calculations o Select the cell
or range of cells to which you wish to give
supporting detail.
o Click the Supporting Detail icon
or choose Edit/Supporting
Detail and create simple formulas
to create data based on program
specific information (i.e. Travel =
per diem X number of days + hotel
and airfare).
o You can click the Add Sibling or Add
Child buttons to create your detail.
o Cell turns blue when supporting
detail is added.
o Supporting detail is not required
but may be useful and is
encouraged.

DIMENSIONS
Dimensions are independent ranges of Members in a multi-dimensional database. They
contain the chart of account codes which is being spooled from the Oracle SIFMIS
application as well as other
Dimension Description

Economic Captures measures of financial and statistical data

State Jigawa State Government.

Administrative This includes the list of all the Ministries and

the department Agencies under it.

Year Enlist the fiscal years valid for the application

Period Period dimensions captures data for the months and the year in total

Scenario Captures the data as Actual, Budget or Performance

Version The versions include Budget Call Circular,

Zero draft, Final proposed draft, appropriation Bill e.t.c

Function
Programmes
Enlists the various programmes undertaken by different ministries

Fund This dimension holds the donor list based on domestic and external resources

Geo Code Helps to capture data for geographical Locations

Hyperion Budgeting Task Lists

Task lists are a means of obtaining and entering information, and are guides for
completing budget and reporting processes in Hyperion. Budget steps in Hyperion will be
performed using the task lists. These task lists are provided to guide users through the
various steps of the budget cycle.
However, it is important to remember that not all tasks contain web forms or reports.
Some tasks are listed simply as a reminder of a process step that must be performed
outside of Hyperion. In addition, some tasks will need to be accessed as needed
throughout the planning process as changes are made.
 1. Navigate >Budget Call Circular > Input Budget Details from the task list.
1.1. Then select Task Instructions
HYPERION PLANNING SIMPLIFIED INTERFACE
There is a simplified interface of the Hyperion Planning application which can accessed via
another “URL” directly from the workspace or by opening another page on from your browser.
Hyperion Planning’s new Simplified Interface was created to make the planning process easier
and faster. The intent was to create a streamlined interface for the users to quickly work
through their everyday planning tasks. As seen below:
SmartView for Microsoft Office
Hyperion Smart View is an application that allows you to open planning forms in Excel. This allows
you to take advantage of Excel capabilities when entering data and calculations into existing
forms. In this case you need to create and maintain a live connection to the Planning server
through Excel.

Smart View and MS Office Suite:

When you open Excel worksheet, Hyperion Smart View for Office and Add-ins ribbons appear,
as shown here:

The commands used in the instructions in this manual are available in Excel worksheet either
directly on the Hyperion ribbon or from the Hyperion menu on the Add-Ins ribbon.

Installing Smart View will affect the functionality of Excel, Word and PowerPoint, since it is
installed as an available add-in application throughout Microsoft Office Suite. A “SMARTVIEW”
menu will be available in Excel, Word, and PowerPoint. If you are using Outlook and Word is set
as your e-mail editor, the Hyperion menu will appear there too.
In order to access the Smart View forms, you must first establish a connection to the Planning
server.

1. To establish a connection to the Hyperion Planning data, select Options from the tool bar.

Enter the url in the shared connection url field

http://epm11124:19000/workspace/SmartViewProviders
From the tool bar click Panel and select Smart View Panel and a panel will appear on the right
side of the window.

Logging into Smart view using the MS Excel.

Click on “Shared connections”

Select “Oracle@ Hyperion Planning, Fusion Edition” from the list of Value
Then click the Arrow

Select the “Planning Application”

Expand the folder(s)
Select the Data form

The excel sheet displayed is the replica of the revenue estimates form that is being used in the
planning application. One can see that, the display in the form and the excel sheet are one and
the same.
So if the user wants to edit the data in the excel, he can perform it as a simple excel operation and
then click on “Submit Data” (as marked) so that he can see the same reflecting in the form in the
planning application as well.

Viewing a Different Dimensions

To view different dimensions in your current form, choose them from the pull-down lists above the
data entry sheet.

You must click the right arrow next to the lists in order to view that data, just as you had to click
the Refresh button when using the online forms.
Inputting and Submitting Budget Data

As with the web forms, the cells with a grey background color represent read-only cells, while
those with a light yellow background color represent input cells. After inputting data, the cell
color will change to dark yellow, indicating that data has been changed but not yet
submitted/saved to the database.

To submit/save your changes:

Click on Submit data from the Planning ribbon.

Adjusting Data
To adjust data values:
Select a data cell or a range of contiguous cells.
Click on Adjust from the Planning ribbon.

To add Cell Comments:

Select a cell or a range of contiguous cells.
Click on Cell actions > Comments from the Planning ribbon or from the floating menu.
Adding Supporting Details

To add Supporting Details:

❑ Select a data cell or a range of contiguous cells.

❑ Click on > Supporting Details from the Planning ribbon or from the floating
 Add Child

Type a description over the default untitled document>

Copying and Pasting
To copy and paste data:
Use Excel features (e.g., Ctrl c/x/v, dragging cell content, etc).
If the cells that you are copying from are protected, you may to prompted to first unprotect the
sheet. Select Tools>Protection>Unprotect Sheet before copying.

Applying Excel Formulas

One advantage of using the Smart View Planning forms over the web forms is the ability to apply Excel
formulas to manipulate and analyze data. When applying Excel formulas, keep the following in mind:

- You can create formulas inside or outside the data form’s grid or on cells that have Cell
Text.
- You cannot create formulas on read-only cells or on cells that have Supporting Details.
- Formulas are preserved upon saving or refreshing your data.
- You must save workbook as an Excel file.

Accessing the Task List in Smart View

The Task List will step you through the three budget input forms and approval process.
Planning Process Management (Managing Approvals)
Process Management is used to promote, review, sign off, reject, and approve planning
units’budget.

Planning Units
A planning unit helps the users to approve a planning unit from any process state, track

the approval path independently, and add annotations and comments at each pass

through the review process, Identify accountability through ownership, Audit information

through annotations and process status. The Planning unit for State basically runs on the

following:

Scenario = Budget

Version

Entity

Planning Units and Process Status

Each planning unit completes this process:
Reviewer Actions

Reviewer Action End Status Current Owner

Start Status
Not Started Start First Pass Everyone with
rights

First Pass Promote Under Review First owner

Under Review Promote Under Review New owner

Under Review Sign Off Signed Off Same owner

Under Review Reject Not Signed Off New owner

Under Review Approve Approved Administrator

Managing the Review Cycle for Planning Units

Tools > Manage Approvals

• Start or exclude planning units

• Change or view the status of planning units

• Identify the ownership of or assign new ownership for planning units

• Add and view any annotations associated with planning units

• View the history of planning units.

Approval workflow

Process Management in Hyperion Planning is Workflow enhanced. You can change the
status of one or more planning units at a time.
To view or change the status of a planning unit:
Open the appropriate form.

From the Tools > Manage Approval

From Manage Approvals, Select a Version and Scenario
Click to display the list of planning units to which you have access.

Optional: From the view mode button, select one of the following:

• Flat View to display planning units as a list.

• Tree View to display planning units as a hierarchy (available only to administrators).

From the Tree View, you can select Start to start a planning unit and Exclude to exclude
a planning unit from the process.

My Planning Units to display only the planning units that you own.

Select the planning unit or units whose status you want to change. If the list is too long
to locate the planning unit easily, you can search or apply filters to the list as described in
Finding Planning Units. To view details for the selected planning unit, click Planning Unit
Details.

The Approval Status tab displays a history of the process status, owner, actions taken,
and the date and times the status changed.
The Annotations tab displays any comments that were entered for the planning unit. See
Planning Unit Annotations.

To change the planning unit status, click Change Status

Here is a picture showing the promotional path for the approval process.

Note: Approvals can also be done on Excel (Smartview-Addins)

After the budget has been promoted, the EC office will review it. If revisions are needed, the EC office
can demote the budget back to the department to make the necessary adjustments. Once departmental
changes have been made the department will need to promote it back to the EC. When the budget is
approved by the EC and consolidated proposed budget is produced for enactment stage, the EC through
the Governor will then promote as Appropriation Bill to the State House of Assembly for further reviews
and readings before Assent by His Excellency.

After the budget has been approved by all parties, it is consolidated and finalized by the budget
department for submission to Oracle General Ledger (GL) system.