Smart View Budget Input Training Manual
Smart View Budget Input Training Manual
Smart View Budget Input Training Manual
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Contents
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Smart View Training Guide
This training guide has been created to enable users to input their budget into C-BIG through the Smart View add-
in. If any questions come up during your review of the information, please feel free to contact APB’s Hyperion
Planning Analyst, Cathy Son, at cson@ponet.ucla.edu or x53833.
1. To download, go to the APB C-BIG webpage and click the Download Smart View! link.
2. Download and install - be sure to right-click the .exe file and select Run as Administrator when
installing.
3. Open Excel and verify that the Smart View tab is there.
If there are other Excel Add-ins installed, you may need to disable them for
Smart View to run properly (i.e. Acrobat PDFMaker Office COM Addin). Go
to File > Options > Add-Ins > Excel Add-ins > Go… and uncheck add-ins you
would like to disable (see image below).
If Smart View is installed, but does not appear in Excel, make sure Oracle
Smart View for Office is checked under both Excel Add-ins and COM Add-
ins.
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Setting Up Smart View Connection
1. After the installation of Smart View is complete, launch Microsoft Excel.
2. Select Smart View from the menu.
3. In the Smart View Ribbon, select Options:
https://finbud.it.ucla.edu/workspace/SmartViewProviders
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6. Click OK.
If you receive the following message when trying to save your Options,
please create a log file by following the steps below:
7. In Options > Advanced, check Route Messages to File option and click on the elipses icon to search for a file
location:
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8. At a folder/location of your choice, right-click and select New > Text Document.
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9. Name your document “SmartViewLog.log” and select Open.
10. Uncheck the Route Messages to File option and click OK > Save as Default Options:
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Connecting to Smart View
1. Click on the Smart View Ribbon.
2. Click on Panel.
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3. In the Smart View panel, click on Shared Connections.
5. Under Shared Connections, click on the dropdown that says "Select Server to proceed" and click Oracle
Hyperion Planning, Fusion Edition:
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2. From the Smart View tab, click the Options icon:
5. In the Options, select Formatting and select the Adjust Column Width option.
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6. Once the Smart View Options have been set, click the drop down arrow next to the OK button.
7. Click Save as Default Options:
To view the Org/Dept Fund Check Report (or any other report),
1. Under Shared Connections, click on the dropdown that says "Select Server to proceed" and click
Reporting and Analysis Framework
2. Follow the path below to get to 15 Bud Input – Org & Fund Check and double-click the report:
3. Enter your organization or department in the format “org_####” or “dpt_####” and click OK to preview
the report.
4. Then click Finish to pull the report into Excel.
For more information about opening reports in Smart View, see the Formatted Reports via Smart View Training
Manual (found on the C-BIG webpage).
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To pull the budget input forms,
5. Under Shared Connections, click on the dropdown that says "Select Server to proceed" and click Oracle
Hyperion Planning, Fusion Edition:
6. Follow the path below to open the Beginning Budget Form and Budget Seasonality Forms (quarterly or
monthly – choose one):
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Build Beginning Budget Form:
Note: Historical actual and budget numbers will show on this form – this form is blank for the purpose of not
displaying any department’s numbers
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Budget Seasonality Form (Quarterly or Monthly):
Note: Historical actual and budget numbers will show on this form – this form is blank for the purpose of not
displaying any department’s numbers
1. Once connected to Oracle Hyperion Planning, Fusion Edition, drill into cbig.ais.ucla.edu > UCLA > Task
Lists > FYXX Budget Input Process and double click:
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2. The Task List steps include the input forms and the approval process. Double-click on a task to begin:
The selected task will open. If the task is to view a report, the C-BIG webpage will appear and you will need to
log into the web to view the report.
If the selected task is to enter data in a form, the form will appear in the current Excel sheet.
1. Select a department from the left drop-down menu and click Refresh:
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To change your fund,
2. Select a fund from the right drop-down menu and click Refresh.
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2. If you get an error or the data will not submit (data disappears), please click Refresh and try again. If you
are still having problems submitting data, please reach out to Cathy Son (cson@ponet.ucla.edu).
If, instead of saving your data, you would like to delete your unsaved changes:
4. At the following prompt, click on the OK button to confirm the Refresh command:
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3. Once the Comments window appears, click the + icon:
4. Enter comments (up to 2000 characters per each cell), then click Save then Close.
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5. The cell will have a blue border, indicating that cell comments are present.
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3. Select the Add Child button.
4. Type a description over the default “Untitled”, select an operator, and enter an amount.
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6. Type in a description, an operator, an amount for the additional rows and click on the Submit button
when done.
The total amount will display on your form, and the cell background color will appear in aqua blue, indicating
that there are Supporting Details.
To delete Supporting Details, simply go to Cell Actions > Supporting Details > Delete or Delete All.
Adjust
One cell or a range of cells can be adjusted by value or fixed percentage. To use the adjust function, highlight the
cells you would like to change in a form, and in the Planning tab of Excel, go to Adjust > Adjust.
Select an adjustment option, enter the value or percentage, and then click Adjust Data.
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Copying and Pasting
To copy and paste data from other Excel sheets, use Excel features (e.g. Ctrl c/x/v, dragging cell content, etc.).
If the cells that you are copying are protected, you may be prompted to first unprotect the sheet. Click the Review
tab > Unprotect Sheet before copying.
• You can create formulas inside or outside the data form’s grid
• 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
• A separate sheet must exist for each department and fund combination containing formulas
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Running Calculations
Calculations, or business rules, are available for the forms in Smart View. There are three rules available from the
Beginning Budget Form and Budget Seasonality Form.
1. Right-click on a row within the form and select a calculation from the Smart View menu. This can also be
accessed by selecting Calculate > Rules on Form from the Planning ribbon.
The business rules for the Build Beginning Budget Form will populate Salaries and Operational Expense rows on
the form. Users may right-click ANY of the rows (e.g. Faculty Ladder) and select a calculation to run for all the
Salaries and Operational Expense rows:
Business rules available for the Budget Seasonality Quarterly/Monthly Form are run for selected rows.
Therefore, it is important that you right-click on the specific row you would like to alter.
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To apply the calculation to multiple rows, right-click on the appropriate subtotal/parent row, then select the
calculation (e.g. Selecting Total Salaries & Wages would apply the calculation to Faculty Ladder, Faculty
Temporary, Academic Apprentice, Academic Other, Career Staff, and Non-Career Staff rows).
The rule will run and your beginning budget will be spread to the quarters/months (depending on what form you
are using).
Data Validation
Data validation has been built in to the Beginning Budget Form and Budget Seasonality Quarterly/Monthly Form.
There are two types of data validation: Deficit Budget Check and Spread Check.
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Spread Check
The Budget Seasonality Form will also check for To-Be-Spread amounts for each input row. If the To-Be-Spread
amount is greater than 1 or less than -1 on a data input cell, the cell will be highlighted in yellow and a Data
Validation message stating, “Please adjust your spread to match the annual budget” will appear. All To-Be-
Spread issues must be resolved prior to submitting your budget.
Approval Process
The Approval process will NOT take place in C-BIG for the 2018-19 Budget Year (same as 2017-18). C-BIG users
will be locked out of the system by the budget submission deadline: Tuesday, February 27, 2018 (end of day).
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Logging Off Smart View
To log off,
1. From the Smart View Panel, click on the down arrow next to the Home icon.
3. Close Excel.
Troubleshooting
In the case that an error message appears while inputting budget, or your data cannot be submitted, please
ensure that you have installed the latest version of Smart View. The latest version can always be found on the
APB C-BIG webpage under the Download Smart View section.
In addition, many errors result from incorrectly installing Smart View. When installing, please remember to
right-click the installation file and select “Run as Administrator”. Please uninstall a prior version (if found in the
Remove Programs section of the Control Panel – sometimes it is not, depending on the version) before installing
a new Smart View version.
Do not hesitate to contact the Hyperion Planning Analyst, Cathy Son (cson@ponet.ucla.edu), if assistance is
needed.
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