Post on 02-Aug-2020
Smart View Ad Hoc Basics 1
Exercise Packet & Homework
January 23, 2017
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Contents Exercise 1: Getting Started with Smart View Ad Hoc Query .................................... 2
Logging into Citrix and Connecting to Oracle Essbase Shared Connection ..................................................................2
Exercise 2: Setting your Point of View (POV) ........................................................... 7 Using Member Selection from the Essbase Ribbon ......................................................................................................7 Member Selection: Dimension Label Drop-Down Member Selection ..........................................................................9 Direct Entry into POV Box for Setting POV .................................................................................................................13
Exercise 3: Smart View GO! .................................................................................. 19
Exercise 4: Setting Smart View Options ................................................................. 19
Exercise 5: Opening a Saved Smart View Workbook.............................................. 23 Opening a Saved Smart View Workbook ....................................................................................................................23
Exercise 6: Filling and Drilling in the Ad Hoc Grid ................................................. 26
EXTRA CREDIT: Ad-Hoc Analysis ........................................................................... 30
HOMEWORK: Building a CR103 SRECNA in the Ad Hoc Grid .................................. 31
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Exercise 1: Getting Started with Smart View Ad Hoc Query
In this exercise, you will log into Citrix remote receiver to connect to the Oracle Essbase Shared Connection to create a Smart View ad hoc analysis.
Logging into Citrix and Connecting to Oracle Essbase Shared Connection 1. Follow the facilitator’s instructions for accessing Citrix.berkeley.edu 2. Log into Citrix
a. User Name = Your CalNet ID b. Password = Your CalNet Passphrase c. Click Log On
3. Double click on the Smart View icon from the applications displayed to open a
new Excel workbook.
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4. From the new MS Office Excel Workbook within Citrix, navigate to the Smart
View menu option in the Excel Ribbon. Click the Panel icon to launch the Smart View Connection panel.
5. From the Smart View Home dialog box, Click Shared Connection.
6. When prompted enter your CalNet ID into the User Name field and your Passphrase into the Password field. Click the Connect button.
Note that the Smart View URL is displayed in the Connect Data Source dialog box.
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7. Select Oracle Essbase from the Select Server dropdown box in the Smart View dialog box.
8. Use the + sign to navigate to EssbaseCluster-1 > CalRptg (silo) > CalRptg (cube). At
the bottom on the screen, click Ad hoc analysis.
9. Click on the X in the upper right hand corner of the Smart View Panel to close.
You can also right click on CalRptg and select Ad hoc analysis from the list of available options to open an ad hoc analysis grid.
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10. To bring the Smart View Home Panel back to display in the grid, click on the Panel icon in the Smart View Ribbon.
11. Once connected the CalRptg POV dimension labels display in row 1 of the sheet
and the Essbase tab and ribbon appear.
Default POV location in Row 1
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12. Click on the Essbase ribbon tab and the click the POV icon to toggle the POV
from the default row 1 to the floating POV Box.
13. From the Essbase ribbon click on the POV icon to toggle the POV back to the toolbar and display row 1. Note that clicking on the X in the corner of the floating POV box removes the floating dialog box from the grid without displaying row 1. Click the POV icon in the Essbase ribbon to display row 1.
Default POV location in Row 1
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Exercise 2: Setting your Point of View (POV)
In this lesson you will set the Point of View (POV) by using all four of the available Member selection options.
Using Member Selection from the Essbase Ribbon We will now navigate to the Essbase ribbon to set the POV for the Year dimension using the Member Selection option. 1. Navigate to the Essbase ribbon and click on the POV icon if needed to display the
POV in the default row 1 position if not currently visible. Click on the cell in the grid with the Year dimension label.
2. On the Essbase ribbon click Member Selection to display the Member Selection dialog box with the Year dimension options populated.
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3. Click Year from the selected member box on the right and then click on the right facing arrow to deselect or remove Year.
4. Click the checkbox next to the current fiscal year and click the left arrow to move the member into the selection box. Click OK to close the Member Selection box.
5. Confirm that the Year dimension label now displays the selected Fiscal Year.
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6. Click on the cell in the grid with the dimension label. Click the Scenario dimension label in the POV default row in the grid.
7. Repeat steps #2-4 to select the Actual scenario via the Member Selection dialog box.
8. Confirm that the Scenario dimension label now displays Actual.
Member Selection: Dimension Label Drop-Down Member Selection 9. Click in the Version dimension field in the POV default row in the grid to display
the drop down arrow.
10. Click on the ellipse … Member Selector to display the Member Selection dialogue
box set to Version members.
11. Click the checkbox next to Final and click the left arrow to move the member into
the selection box. Click OK to close the Member Selection box.
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12. Confirm that the Version dimension label now displays Final.
13. Click the Total Entity dimension label in the POV default row in the grid to display the drop down arrow. Click on the drop down arrow to display the search box.
14. Click on the ellipse … Member Selector to display the Member Selection dialogue box set to Total Entity members
15. Click on the + sign to expand the 1_UCBKL- University of Cal Berkeley hierarchy to drill in and navigate to your entity.
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16. Search for your specific Entity by placing your cursor in the Member Search Box, type in 1_ and as many characters you know in your entity member followed by an asterisk (*); eg. 1_YOUR ENTITY*, and click on the flashlight icon.
17. You can expand the Member Selection Dialog box by grabbing and dragging the
lower right corner of the box. You can also widen or narrow the Available field
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and Select fields within the Dialog Box by grabbing and dragging the center double bar.
18. Click the checkbox next to your entity and click the left facing arrow to move the member into the selection box. Click OK to close the Member Selection box.
19. Confirm that the Entity field displays your chosen entity level in the POV.
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Direct Entry into POV Box for Setting POV For steps 1-4 use your Smart View Ad Hoc Dimension Member Cheat Sheet to assist you in typing your desired Fund and Time Series dimension members directly into the POV label.
1. Use your cursor to click inside the Fund dimension label in the POV default row in the grid.
2. Type Current Funds into the Fund field.
3. Leave Program Code, Chart1 and Chart2 at the default top level as recommended.
4. Use your cursor to click inside the Time_Series dimension label in the POV default row in the grid.
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5. Type Periodic into the Time_Series field.
6. Use your cursor to click inside the Period field and enter YearTotal.
7. Click Refresh from the Smart View ribbon or from the Essbase ribbon to update the data in the grid.
Smart View ribbon
Essbase ribbon
Refreshed grid
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8. Use your cursor to click inside the Account dimension field within the row display area in the Grid. From the Essbase ribbon, click on the Member Selection button to open the Member Selection dialog box.
9. Click on Account from the right Selection panel and then click on the left facing arrow to remove.
9. Click on the + sign to expand Primary Account Hierarchy, CalPlan Accounts, Change in Net Assets and Net Operating Surplus/(Deficit) to drill to the Total Expenses.
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10. Click the checkbox next to Total Expenses and click the add arrow to move the member into the selection box and click OK to close the Member Selection box.
11. Confirm that the Account field displays Total Expenses in the POV.
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12. Click Refresh from the Smart View ribbon or from the Essbase ribbon to update the data in the grid.
13. What were Total Expenses year to date?__________________________
14. Navigate to File, Save As to save your Smart View query out of the Citrix Remote Server and on to the workstation desktop.
15. From the Save As pop up window, click on Computer and navigate to the workstation desktop.
16. Name the file with your name. Select Save.
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1. From the Smart View tab, click on the Panel icon to display the Smart View
frame. From the Smart View Panel, select the drop down arrow to the left of the home icon and select Disconnect All.
2. Navigate to the File tab to Close the workbook.
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Exercise 3: Smart View GO!
In this exercise you will create a Smart View query to answer questions provided to you by your instructor. Please reference the Smart View GO! handout.
Exercise 4: Setting Smart View Options
In this exercise you will set your Smart View Options or preferences. You will need to repeat these steps back at your workstation if you have Smart View installed
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locally. These Options settings are the defaults for Smart View when accessed via Citrix. We will now navigate from the Essbase ribbon to open the Smart View Options screen to review and set personal options. Use a worksheet from within the Excel workbook you created for Exercise 3 that has an active Smart View connection to the CalRptg repository.
3. From the Excel ribbon, click the Smart View tab.
4. From the Smart View tab, click the Options icon.
5. Click Member Options and make the following changes:
• Zoom In Level – Set to Next Level • Indentation – Set to Subitems
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6. Select Data Options and make the following changes: • Suppress Rows - Repeated Members – Check the box • Replacement - #NoData/Missing Label – Set to #NumericZero
7. Select Formatting and make the following changes:
• Formatting – Select the button Use Excel Formatting
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• Formatting- Check the box Move Formatting on Operations 8. Once the Smart View Options have been set, click the drop down arrow next to
the OK button. Click Save as Default Options.
9. Save your workbook as Options and Close the workbook.
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Exercise 5: Opening a Saved Smart View Workbook
In this exercise, you will open a previously saved workbook containing a Smart View ad hoc grid.
Opening a Saved Smart View Workbook 1. Open the Exercise 1 workbook you saved with your name.
2. From the Smart View ribbon, select Panel and click on Shared Connections.
3. You may be prompted to enter your User Name and Password. Click Connect.
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4. Select Oracle Essbase from the Server Selection dropdown box. 5. Expand the EssbaseCluster-1 by clicking on the + icon to the left to navigate to
the CalRptg application, highlight the CalRptg application and select Ad Hoc Analysis.
6. You will be prompted to choose what you would like to do with the existing sheet
contents. For this exercise, we will select Reuse sheet contents and POV.
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7. Click Refresh on the Essbase ribbon to update.
.
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Exercise 6: Filling and Drilling in the Ad Hoc Grid
In this exercise, you will use the Zoom In/Zoom Out and Keep Only/Remove Only functions on the Essbase ribbon to refine your ad hoc analysis. 1. In your named workbook, navigate to the Essbase ribbon and click Refresh. 2. If prompted, select “Reuse sheet contents and POV”.
3. Click in cell A3 (Total Expenses) and from the Essbase ribbon click the Zoom In
button.
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4. Click the Total Compensation member in the row and from the Essbase ribbon click the Keep Only button.
5. Place your cursor into column A and insert a new column to the left.
6. Cut the Current Funds dimension label from the POV default row and paste into the new Column A Row 3 cell.
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7. Delete the now blank column from the grid where you cut the Current Funds label.
8. Select the Current Funds cell and click the Zoom In button from the Essbase ribbon.
9. Select the Total Compensation member in B3 and click the Zoom Out button from the Essbase ribbon.
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10. Select Current Funds in the grid and click on Keep Only from the Essbase ribbon.
11. Type in fund parent Contracts and Grants in the row below Current Funds; copy Total Expenses from cell B3 to cell B4.
12. Refresh the Ad hoc grid using the Essbase Ribbon
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13. Using native Excel formatting and formulas, Subtract Contracts and Grants from Current funds and type in the text “Current Funds Excluding Contract and Grants” and format as below.
EXTRA CREDIT: Ad-Hoc Analysis
In this extra credit exercise, identify a question you may have about your budget, and see if you can answer it using Smart View. Here are some example questions to get you thinking:
• How does my Forecast compare to my in-year Actuals for Compensation Accounts?
• How does my FY17 Operating Budget compare to my FY16 Forecast for my entire Division?
• How much of our Revenue is coming from Restricted Fund sources? What are the biggest fund sources?
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HOMEWORK: Building a CR103 SRECNA in the Ad Hoc Grid
Using Zoom in and Keep Only (and cutting and pasting to move dimensions around), create a SRECNA for the College of Natural Resources. Reference the CR103 SRECNA on page 10 as a guide in completing this activity. 1. Create your POV for CNR, using current funds and FY15 Actual Final with Total
Revenue as our account. Your ad hoc grid should look like this:
2. Bring down Current Funds (Copy and paste Current Funds to cell B2 and then
type YearTotal in cell F1). Refresh 3. Check Your Options – Member Options: Include Selection in Member Retention
and unclick suppress Rows.
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4. Click on “Current Funds” in Cell B2, click on the Essbase tab and click Zoom In, Next Level.
4. Go to the Smart View tab, click Options and go to Member Option and unclick Include Selection.
5. Click on both cells B2:C2 (“Unrestricted and Restricted” and Click on the Essbase Ribbon: Zoom In, Next Level.
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6. Rearrange Columns to get Current funds as the first Column, and delete “New Current Finds Not C&G” however best you see fit (copy paste etc.). When it looks like this, hit refresh:
For those of you not familiar with excel, you can click on cell G2:G3 and hit Delete. Select A2:F3 and then Control X and click in cell C2 and hit Control V. Select cells H2:H3 and then control x and click in cell B2 and hit control V. 7. Change Member Option and click Include Selection in Member Retention and go to Data Option and click Suppress Rows, No Data / Missing.
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8. Click on Total Revenue in Cell A3 and Click on Essbase Ribbon, Zoom In, Next Level.
9. Now Click On Total Revenue Cell A8 and Click on the Essbase Ribbon, Zoom In,
Sibling Level.
10. Move Operating Transfers to be two lines below Total Revenue, and then click on Cell A12.
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11. Go to Essbase, Member Selection and click on Primary Account Hierarchy, CalPlan Accounts, C, Net Operating Surplus/(Deficit), and click in the box “Total Expenses”. Move over Total expenses by clicking the right arrow. DO NOT CLOSE THE BOX by clicking ok. Now click on the box for Net Operating Surplus/(Deficit) and move that over. Then move over Changes in Fund Balance – Pos/(Neg) in the same way. Also move over in the following order: Net Operating Surplus/(Deficit), Beginning Balance and Ending Balance:
Click OK and then refresh from the Essbase or Smart View ribbon.
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11. Now using Zoom in, arrange expenses to look like the SRECNA (we can add
formatting later). Steps: Click on Total Expenses in Cell A12 and Click Essbase Ribbon, Zoom In, Next Level. Select Cell A12:A13 and Zoom in, next kevel again. Click on Cell A12 on “Salaries & Wages” and zoom in Next level one more time. We don’t want the subtotal “Salaries & Wages”. We could have unselected retain member selection before we did the last zoom in, next level, or we can simply delete that row. Deleting is easier. Delete row 14.
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12. Zoom in on Change in Fund Balances – Pops/(Neg).
13. Next Step is Excel formatting to look like the SRECNA. While formatting, figure
out which account we missed.
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Answer: Total Revenue & Transfers! Can we add it? Yes! What are ways we can do this? I am using the easy way – adding a row and typing it in (now that I know what to type!). And then hit refresh.
14. Now change the entity to your entity and hit refresh.
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