EFIS 2.0 School Board Training
March 17th to 26th
User Training for EFIS 2.0
Introduction
2
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.
3
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
4
Training Overview
Training Modules
1.
2.
3.
4.
5.
6.
7.
8.
Basic Planning through Workspace
Basic Planning through Smart View
Advanced Planning through Smart View
Overview and Data Input
Data Validation
Versioning
Sign-off and Approvals
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)
6
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.
7
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 1
Basic Planning
9
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
10
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
11
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
12
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
13
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.
14
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.
15
Module 2
Basic Planning Through
Smart View
16
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
17
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)
18
Planning through Smart View
Connection
•
•
•
Open Microsoft Excel
Under the Smart View tab, click Panel and go to Shared Connections
Connect to Oracle Hyperion Planning
19
Planning through Smart View
Input
•
•
•
•
•
•
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)
20
Planning through Smart View
Results
•
•
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
21
Module 3
Advanced Smart View
22
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
23
Advanced Smart View
• Highlight of advantages
– Copy / Paste
24
Advanced Smart View
• Highlight of advantages
– Formulas
25
Advanced Smart View
• Highlight of advantages
– Linking data
26
Advanced Smart View
• Highlight of advantages
– Saving forms and submitting at a later point
27
Module 4
EFIS 2.0 Overview
28
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
29
EFIS 2.0 Overview
Data 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 entry
30
EFIS 2.0 Overview
Data 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
Capital Priorities Grant – Major Capital
Programs, Land
New Schools
Schedule 3.2
Schedule 3.3
Schedule 3A
Calculates capital grants receivable/use of
deferred revenues, and capital shortfall
31
EFIS 2.0 Overview
Data 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
32
EFIS 2.0 Overview
Data 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
33
EFIS 2.0 Overview Data Input
Schedule 10 Expenses
Option 1
Option 2
34
EFIS 2.0 Overview Data Input
Temporary Accommodation
• Operating Expenses moved from Schedule 3 to Allocations
Section 11
35
EFIS 2.0 Overview Data Input
Tax Revenue
• Section 14 and Schedule 11A on one form with
multiple tabs
36
EFIS 2.0 Overview Data Input
Prior 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.
37
EFIS 2.0 Overview Data Input
Warning Description
• Warning Descriptions are now input in EFIS 2.0.
Submission can not be promoted until Warning
Descriptions are entered.
38
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
39
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
40
EFIS 2.0 Overview Data Input
School Level Data
• FTE, Number of Staff entered at school level
41
EFIS 2.0 Overview Data Input
Board 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
42
EFIS 2.0 Overview Data Input
Board Level Data
43
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
44
EFIS 2.0 Overview Task Lists
Task List Overview
•
•
•
•
•
•
Input
Reports
Results
Reference Data
Validation Formats
Submission Management
45
EFIS 2.0 Overview Task Lists
• Input
– Allows for input of data
•
•
•
•
•
Enrolment Data
Allocations
Appendices
Schedules
Data Forms
46
EFIS 2.0 Overview Task Lists
• Reports
– Show final results of calculated submission
– Mimic EFIS 1.0 reporting structure
– Formatted to output in PDF
47
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
48
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
49
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
50
EFIS 2.0 Overview Task Lists
• Submission Management
– Used for promoting submission
– Will be discussed in more detail in a later exercise
51
EFIS 2.0 Overview Task Lists
• SmartView
– As demonstrated earlier, SmartView gives an
alternative platform for the same task lists
52
Module 5
Data Entry Validation
53
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
54
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
55
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
56
Module 6
Version Management
57
Version Management
Version management allows for
board users to manage the
versions or submissions that
they are working on.
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
V10D02
V10D03
V10D04
V10D05
V10D06
V10D07
Board Draft 1
Board Draft 2
Board Draft 3
Board Draft 4
Board Draft 5
Board Draft 6
Blank Template for Reset ***
V10FOV
Board FO Viewable Version
Board Versions
V10ERO
Board Error Override Version
V10
Board Active Version
V10I01
V10I02
V10I03
V10I04
V10I05
V10I06
V10I07
V10I08
V10I09
FO Versions
V20
Board Inactive Version 1
Board Inactive Version 2
Board Inactive Version 3
Board Inactive Version 4
Board Inactive Version 5
Board Inactive Version 6
Board Inactive Version 7
Board Inactive Version 8
Board Inactive Version 9
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
Used as a blank draft that can be used to clear or reset data in a
version) *** Read Only
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.
Used at the point where Approver submits data that has errors but is
tagged as "Error Override"
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.
V10W_Cur
Board Working Version Current
V10WDC_Cur Board Working Version - Prior
Module Overview:
Versions used as a historical / audit record of previously active
versions.
FO Active Version
The final version which is submitted by the Ministry for payout
purposes.
Release Management Versions
V10WDC
Board Working Version
Used to store a snapshot / backup during a reference data change
Snapshot Before Data Change
process
Variance Versions
V10WDV
Board Working Version Changes
Versions
Board User
can write to
Shows the difference between the Current Board Working Version
(V10W) and the Prior Board Working Version (Snapshot)
Shows the data from the Current Board Working Version (V10W)
Shows the data from the Prior Board Working Version (V10WDC /
Snapshot)
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).
Versions
Board User
can read from
•
•
•
Versions overview
Copy data between versions
Copy data to FO Viewable
58
Version Management
Board 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
V10D02
V10D03
V10D04
V10D05
V10D06
V10D07
Board Draft 1
Board Draft 2
Board Draft 3
Board Draft 4
Board Draft 5
Board Draft 6
Blank Template for Reset ***
V10FOV
Board FO Viewable Version
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
Used as a blank draft that can be used to clear or reset data in a
version) *** Read Only
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.
59
Version Management
Board User: Read-Only
•
The Versions below are all Read-only for Board Users
60
Version Management
Copy Between Versions
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
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.
61
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
62
Module 7
Sign-off and Approvals
63
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
64
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
65
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
66
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
67
Module 8
Mid-Cycle Reference Data
Changes
68
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
69
Mid Cycle Data Changes
• Data that can change includes:
–
–
–
–
Benchmarks
Notional Shares
Table Amounts
Approved Amounts
70
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
71
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
72
Mid Cycle Data Changes
• Maintenance Mode
– Message when opening application
– Message if application already open
73
Mid Cycle Data Changes
• Snapshot
– Data is copied before changes are applied to the Board
Working Version
V10W
Board Working Version
V10WDC
Board Working Version
Snapshot Before Data
Change
– Data in Draft Versions is not copied and no before / after
comparison is available
74
Mid Cycle Data Changes
• Results: Board user can see results after the process
has completed using items in the “Reference Data”
task
75
Mid Cycle Data Changes
• Benchmarks & Table Amounts
– Shows the current reference data set which is used to
calculate the current submission
76
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)
77
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
78
Mid Cycle Data Changes
• Reference Data Variance Report
– Shows the same data as the Reference Data Variance
Results form, in Report (PDF) format
79
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
80