Introduction to Hyperion Planning

Operating Budget (OpBud)

DREXELUNIVERSITYCONFIDENTIAL
DOCUMENTLASTUPDATED:
March3,2014

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TABLE OF CONTENTS

Brief Overview of Hyperion Planning and Reports . . . . . . . . . . . . . . . . . 2

Set up Requirements and Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Logging In to Hyperion Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

End User Task List and Basic Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Setting Up User Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Form Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

List of Dimensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Brief Descriptions of Operating Budget Values . . . . . . . . . . . . . . . . . . . . 18

Working with Forms in Hyperion Planning

Entering and Saving Data within Forms . . . . . . . . . . . . . . . . . . 20
Adding New Account to a Form . . . . . . . . . . . . . . . . . . . . . . . . . 22
How to Add Details to Cells
Inserting Comment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Adding Supporting Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Adding Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Granting Permissions to View Added Document . . . . . . . . . 42
Viewing Attached Documents. . . . . . . . . . . . . . . . . . . . . . . . . 47
Exporting Form to Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Hyperion Planning Functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Contact Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . 55

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BRIEF OVERVIEW OF HYPERION PLANNING AND REPORTS
Hyperion Planning is the new web-based budget entry tool for Drexel University, including the College
of Medicine (DUCOM) and the Academy of Natural Sciences (ANS).

Currently there are two applications set up in Hyperion Planning:

1) Operating Budget (Opbud)

2) Salary Budget (Salbud).

The OpBud application has been designed to replace Web*Budget in letting you create your budgets at
the FUND-ORGN-ACCT level. OpBud provides end users with several improvements over the old
system including the ability to differentiate budget reallocations from new budget requests (both one-time
and ongoing).

The SalBud application will be used by end users to manage position budgets (labor distributions) as well
as facilitate the Merit process.

Please note that the instructions outlined in this manual are focused on OpBud only.


Access to Hyperion Planning
All end users must have a valid Drexel User ID and password to log into the system.
We have updated the end user list from Web*Budget with the help of the department heads. This list of
end users, with their associated security access, has been uploaded directly into Planning.
Only brand new users or existing users looking to update their access will need to complete the Hyperion
Planning Access Request Form and forward it to the Office of Financial Planning and Analysis for
processing.
You can find the request form at http://drexel.edu/planningandanalysis/forms/overview/.

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SET UP REQUIREMENTS AND INSTRUCTIONS

Hyperion Planning requires end users to run the application using Internet Explorer 8 only.
In order to use Planning you will need to add the Planning URL to the list of trusted sites and then adjust
some security settings.
Adding the URL as a Trusted Site
Click on Tools from the main menu and then select Internet Options at the bottom.
After the Internet Options window opens, click on the Security tab and then click on theSites button.
Type in the URL into the Add this website to the zone: box and click the Add button.
After you see the URL in the list of websites, click on the Close button which should return you to the
Security tab of the Internet Options window.
Adjusting Security Settings
Select the Custom level button which will open the Security Settings Trusted Sites Zone window.
Scroll down and enable Allow script-initiated windows without size of position constraints
setting.
Select the OK button.
Select the OK button on the Security tab.
Restart your internet browser.

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LOGGING IN TO HYPERION PLANNING

You can access Planning via the following link
URL: https://epm.irttest.drexel.edu/workspace/index.jsp
Please save this link as a favorite for your future use.
After you have typed in the URL and pressed enter, you will be directed to the log on screen.

Enter in your Drexel User ID and domain password. (This is NOT your Web *Finance password.)
Then select the Log On button.
Once you log in, you will directed to the Hyperion Planning Home Page.

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There are three different ways to open Opbud (Operating Budget) form from the Home Page:
1. Select Navigate >Applications>Planning>Opbud.
2. Select Opbud under Planning in Quick Links found on the right hand side of workspace.
3. Select Opbud under Recently Opened (This would appear after you had previously opened the
form).

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There are two major sections of the OpBud - Select Data Form:
1. View Pane This section lists the Form Folders, the form names within a folder and also the
business rules associated with a specific form.
2. Content Area - This section displays the data in crosstab form (very similar to pivot tables in
Excel).

Please double click the Forms folder or click the + sign to drill down to the next level.

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Select the Planning Forms folder.

You will see that the Operating Budget Form has appeared in both the View Pane and in the Content
Area.

You can select either one to launch the form.

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END USER TASK LIST AND BASIC MODE

The task list is essentially a centralized roadmap of what needs to be done in order to complete the budget
submission timely and accurately.

To view the task list you need to switch your mode from Advanced Mode to Basic Mode.

This is done by clicking on View >Basic Mode from the main menu.



You will notice that this creates a new tab in the application similar to a new page in an Excel workbook
called OpBud Status FY15 Initial Reallocations Task List.
As with Excel, you will be able to toggle back and forth between tabs during your session.

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This form quickly shows you the status of your task list (% complete how many tasks are
incomplete/overdue/due soon) in the Content Pane.
In the View Pane you will see FY15 Initial Reallocations Task List which can be expanded to show you
all the active links to the task list items.

After expanding FY15 Initial Reallocations Task List in the View Pane, we now see the active links to
all of the task list items.

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You will have to click on each task in order to perform the required action(s) to complete that given task.
In the Content Pane (the area to the right of the vertical bar) you will see two buttons View Task List
and Next Incomplete.

The View Task List button will display additional information regarding the task, including the status of
each task list item.

The Next Incomplete button will take you to the link/form/document for the first incomplete item on the
Task List.

After you select the View Task List button you will directed to the following form.


This form supplies you with a check box to click on when the task is completed. Additional instructions
associated with any given task can be accessed by clicking on the blue View.
Again, by clicking on the active link located to the left of the vertical bar, you will be taken to
the appropriate link/form/document to complete the assigned task.

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After you have switched to Basic mode, this screen will appear each time you open the operating budget
entry form.
You will be able to navigate/update the task list by using the buttons that now appear below the Content
Area.
Notice there is a check box for you to signify that you have completed the task that is highlighted on the
View Pane.

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SETTING UP USER PREFERENCES

To set up your user preferences, go to File and select Preferences.

This will bring up the Preferences window. Click on the Planning icon in the lower left portion of the
window and select the Display Options tab.
This is the only tab that you will need to adjust.
Within tab, you can set up Number Formatting for your planning forms.
Once you have set up your desired formatting, select the OK button at the lower right of the window.

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FORM LAYOUT
Now that you have your preferences set for the display, we can turn our attention to the physical layout of
the forms.
The forms provide a way for end users to view and input budget information for specific
Entity/Fund/Orgn combinations.
End users will only have the ability to view or enter data for the Entity/Fund/Orgn combinations to which
you have been granted access.

By now, you should be familiar with the View Pane that houses the task lists active links.

Across the top of the Content Area you will find the Page Items. The list of choices available from each
of the boxes after selecting the button are driven by your end users security.

Next is the Crosstab Area of the form (similar to a pivot table in Excel).

Finally at the bottom, as we discussed earlier, is the Task List Navigation section.

It is very important to note that every form that is displayed is an intersection of the following
Dimensions:

Entity
Version
Fund
Organization
Years
Period

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Scenario
Account
Program(hidden)






The form above shows the different dimensions within the content area of the Planning form.
Note: Program is also a dimension but it is hidden on the form between the account column and the first
historical actuals column (this explains why sometimes there are multiple rows with the same account).

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LIST OF DIMENSIONS

The following lists show the members of each dimension along with the hierarchy (Fund, Organization,
Account and Program have the same members that are in Banner)
ENTITY
Total Drexel
Drexel University (DU)
DU College of Medicine (DUCOM)
Academy of Natural Sciences (ANS)
VERSION
Org Level
CollegeLevel
SVPLevel
BoardApprovedLevel
Final
FUND
These are the same Fund Codes that are currently used in Banner.

ORGANIZATION

These are the same Organization Codes that are currently used in Banner.

YEARS
FY 12 thru FY13 - Historical Years
FY14 Current Fiscal Year
FY15 Budget Year

PERIOD

YearInput - Used for Budget Year
Year Total Used for Historical and Current Years (FY12, FY13and FY14)

SCENARIO
Actual
Forecast
Total Budget
- Current Services
- Reallocation-Initial
- New Request
One-Time
Ongoing
- Reallocation-Final

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Note the hierarchy:

- One-Time and Ongoing are children of New Request.
- New Request along with Current Services, Reallocation-Initial and Final are children of
Total Budget.

ACCOUNT
These are the same Account codes that are currently used in Banner.

It is important to note that OpBud has been built as a bottom up budgeting model. This
means that data can only be entered at the lowest level of a specific dimension.


Helpful TrickYou will notice that there is a small black triangle inside a small white rectangle
between the View Pane and the Content Area. There is also one above and to the right of the search
window in the upper right hand corner of the form.
When you click on them, they will hide/collapse either the View Pane or the Tool bar to give you more
space to view data on the form.

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BRIEF DESCRIPTION OF OPERATING BUDGET VALUES

Column Description
FY12 YearTotal Actual Fiscal Year 2012 total actual revenues and expenses

FY13 YearTotal Actual Fiscal Year 2013 total actual revenues and expenses

FY14 YearTotal Actual Year to Date (YTD) actual as of the last load from Banner Finance

FY14 YearTotal Forecast Current Fiscal Year Revised Budget which includes the Original Board
Approved Budget (BD01) plus or minus permanent (BD02) and temporary
adjustments (BD04)

FY15 YearInput
CurrentServices
Budget Year Current Services which includes Current Fiscal Year (FY14)
Board Approved Budget (BD01) plus or minus permanent adjustments
(BD02)
FY15 YearInput
Reallocation Initial
Reallocations of Current Services Budget made at the beginning of the
budget process


Please note that the Current Services numbers will be updated WEEKLY. As a result, if you have
permanent reallocations in the current fiscal year, you will not need to re-enter those amounts in this
column. In the past, Current Services was based on a cutoff date, so any permanent adjustments made
after that date were not included in the Current Services budget numbers.

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Column Description
FY15 YearInput One-Time Enter in arequest for temporary budget dollars for the fiscal year. These
requests, if approved, will NOT be incorporated into the Board Approved
Budget. They will be processed as a separate temporary adjustment.

FY15 YearInput Ongoing Enter in a request for permanent budget dollars for the fiscal year.
These requests, if approved, will be incorporated into the Board Approved
Budget.

FY15 YearInput New
Requests
The calculated total of FY15 Ongoing and One-Time Requests.
FY15 YearInput
Reallocation Final
Any reallocations of FY15 Board Approved Budget.

FY15 YearInput Total
Budget
Calculated differently for operating and salary budgets

FY15 YearInput
Reallocation Initial
Reallocations of Current Services Budget made at the beginning of the
budget process


Operating Budget - represents Total of FY15 Current Services, plus (+) FY15 New Requests, plus (+)
FY15 Reallocation Final.
Salary Budget represents Total Requested budget (+) FY15 Merit, plus (+) FY15 Temporary
Adjustments that will be fed from the SalBud application.
Please note this will not be your Board Approved Budget. The Board Approved Budget will be the Total
Budget less the One-Time Requests. As noted previously, One-Time requests will be processed as a
temporary adjustment.

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WORKING WITH FORMS IN HYPERION PLANNING

This section describes some of the operations you can perform when working with forms in Hyperion
Planning. It will show you how to enter and save data, add new accounts to the form, and add detail to
cells.
Entering and Saving Data within Forms

When the web form opens, it displays the different columns as previously mentioned. During the initial
stage of the budget process, you are allowed to enter initial reallocations of the Current Services budget.
Note that the Reallocations Initial column is unshaded, indicating that you are allowed to enter and
save data.
After you have entered data and select enter, the color of the cell changes to a pale yellow. This indicates
that you have entered the data, but did not hit SAVE yet. Once you hit SAVE, the color of the cell
disappears and a message will appear on the top section of the form. The data has been saved,

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Rule of Thumb:
As a general rule, the grand total of the reallocations column should equal to zero within the cost center or
within the division.

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Adding new account to a form

There may be occasions when you need to budget in an account code that does not appear on the form. In
this case, you have the ability to add an account code.

In this example we are looking to add and budget for 3302 - Athletic Team Lodging which is not
curently on this form.
Right click anywhere in the accounts column and choose Budget a New Account.

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The Runtime Prompts window will appear.

Since you are only adding a new account, you only have to manipulate the first line in the window.

Very Important: ONLY CHANGE THE FIRST LINE OF THIS WINDOW!

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Click the Select Members icon .

This opens the Member Selection window.


Please make sure you are on the Members tab. You will NEVER need to go the Variables tab.

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Highlight the Account in the left hand box and click on the deselect button to deselect that account.

The large left hand box will show you a tree list of choices for account codes to add.

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Expand the accounts list in the left hand box by clicking the sign, or if you know the account code, use
search window to enter either the account number or part of the account name.

Select the display properties button and choose Alias to display the descriptions for the accounts.

After you have changed the display properties, select the Keep Only by Levels or Generations button
and select Level.

When the Filter By Level window opens, put a check in the box next to 0 and then click the OK button.

This will ensure that you available choices are Level 0 accounts.
Remember, that the system is designed so that you can only enter in budget data into form that use
Level 0 dimension members.
After you have selected the account code, click on the select button to move the account code to the
right hand box.

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You will now see that the account has moved over to the right hand side. Now click on the OK button
select the account.


Your selected Account will not appear on the first line.

Select the Launch Icon.

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Your new account row will now appear on the form.

You will also see a message at the top of the form indicating Budget New Account was successful.

HOW TO ADD DETAILS TO CELLS
There are three (3) ways to add additional detail to a cell or range of cells:
1. Insert Comment
2. Supporting Detail
3. Add Document

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1. Inserting Comments
If you want to add notes or comments to a given cell, right click on the cell and a list of options will
appear.

Click on the Insert Comment option.

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The Comment window will appear.

Enter the desired comment in the white box in the form (limit is 1500 characters).
When you have finished entering your comment, select the Submit button.

A small green triangle will now appear in the upper right had corner of the cell to indicate that there is a
comment attached to that cell.

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To review the comments you have added to the cell, simply click on the desired cell. Right click and
select View Comment.

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2. Adding Supporting Detail

You can also add supporting detail to a cell that will provide explanatory calculations of how the amount
was determined. This provides a quick way to drill down into the data and to understand the basis of that
data.

Right click on the cell, and select the Supporting Detail option.

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The Supporting Detail window will expand. When you add supporting detail you can break down the
various factors that make up the total cost.


Enter in a description for the first line. For example, we uses Number of Units.

Select an operator (+- * /). (Typically this is +for the first line.)

Enter in the desired amount in the appropriate cell.


The Supporting Detail window gives you the following two options to add lines to your detail:
1. Add Child
2. Add Sibling
Add Sibling:
Make sure you are on the desired line and select the Add Sibling button:

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By clicking the Add Sibling button, you are adding another line to the supporting detail that is on the
same level as the line above.
After you have finished adding your information, select the Save button in the lower right section of the
form.
Enter the Description (in this example, we used Cost per Unit.)

Fill out the operator (in this example, we used (*) multiply.)

Enter the amount (in this eample, we used 10.)

Notice the Total amount is shaded green which means it is a calculated value.

Select the Save button.



When you return to the Operating Budget screen, the calculated amount has populated the cell.
Notice the color of the cell changed from white to teal indicating that the cell contains supporting detail.

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You will also see a window appear if you hover over the cell stating that the cell contains supporting
detail.
The message that The data has been saved, will appear on top of the form.

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Add Child:
To add a child to the calculation, return to the supporting detail window by right clicking the teal cell and
selecting Supporting Detail.





Select the Add Child button.

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Notice that the cell amount changes from white to green. This denotes that the cell is no longer data
enterable, but is now a calculated cell.

Each time you click the Add Child button while on the first row, Planning will add another indented row.

The Parent Level line (Number of Units in the example) is calculated by using the operators you selected
for each Child (Group1,Group2, and Group3) that are aggregated to make up the Total.

After you have finished adding your information, select the Save button on the lower right of the form.


3. Adding Documents
In order to add documents to cells, you must first have to save the desired documents in the appropriate
place.
Start by clicking Explore in the toolbar.


Saving Documents to Root Folder
This opens up a new tab in the application.
You will see the Root Folder listed first in the View Pane.
Expand (+) the Root folder and then expand (+) the FY15 Budget Docs folder.

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The folders that are listed here are based on the end users security access. Select the appropriate folder
that corresponds with the appropriate organization code.

Currently there are separate folders for Operating Budget documents (folders end with OB), folders for
Salary Budget documents (ending with SB) and folders specifically for Web*Merit documentation
(ending with WM).

After you have selected your desired folder select to File > Import > File

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The import window will now appear:

Select the Browse button and find your saved document/pdf/spreadsheet. Select the file and click the OK
button.




The path to your desired file will now appear in the first line. The file name will appear in the second line
of the form.

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You may save your documents using any naming methodology, but we recommend using the following
naming convention:

ENTITY_FUND_ORGN_ACCT_ Name of document.
e.g. D_110001_3302_2011_Posn Req-Bean counter extraordinaire

A meaningful description can be entered in the bottom section of the form.
Select Next

You will then be directed to Advanced options.
No action is necessary on this screen.
Select Next

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Granting Permissions to View Added Document

The Permissions screen will appear next.
Select the Groups tab and change the selection criteria from begin with to contain
Type in the box next to contain the number located at the top of the window (ie 2037_OB)
Select on the Update List button. The group will now appear under Name.
Highlight the group and select the button to move the group over to the Selected Users, Groups and
Roles: section.
Under access select the dropdown menu (darkened triangle) and choose Full Control from the choices.
Select Finish at the bottom of the form
The desired document will now appear in your folder and is ready to be attached to a cell.

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Adding Documents

To add documents to a cell, right click the desired cell and choose Add/Edit Document.

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The window will display the details of the selected cell. It shows the Entity, Version, Fund, Orgn, etc.
Select the Browse icon to locate the document that you are adding to the cell.

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Drill down from the FY15 Budget Docs file and select the desired file.

Select the file and click the OK button at the bottom right of the window.

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The hyperlink to the document will now appear in the window. Select the Submit button.

A blue triangle appears marking a cell with document attached.

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Viewing Attached Documents

If you want to see the document attached to a cell. Right click on a cell, and select Open Document.

The File Download window will appear. Select the Open button

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The Windows Security window will appear. Select the Cancel button.
Your document will now be displayed in its appropriate program (Word, Excel, Acrobat).
Tip: Please note that sometimes the program will open up behind your Internet Explorer session.
You simply have to click on the program icon on the Windows toolbar to reveal your document.

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EXPORTING FORM TO EXCEL

Unfortunately, Planning does not have an undo button like Excel. Once you hit save you will not
be able to revert back to the prior value.
There are times when you may want to take a snapshot of a form prior to making changes. This
would provide you a record of the original values.

Go to Tools >Export as Spreadsheet.

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The File Download window will appear.
Select the Save button.

You will be direct to the Save As window.
Rename the file and select the Save button.

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You can now open the file in Excel. It will look similar to the spreadsheet above.

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HYPERION PLANNING FUNCTIONALITY

Cell Color Codes
Cell background colors indicate:

Data entry is prohibited

Data has been changed but not saved

Cell has supporting detail attached

Cell is locked

Data entry available

Toolbar Commands

HOME
This is Hyperion Plannings home page.

NEW DOCUMENT
This command allows you to open a new document.

OPEN DOCUMENT
This command allows you to open an existing document.

EXPLORE
This command allows you to open folders under the Root Folder. The Root folder contains the subfolders
use to store supporting documents.

Grey
Yellow
Teal
Brown
Off White

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REFRESH
This command reverts any unsaved data back to the values stored since the last save took place. It will
NOT save changes and provides a warning to that effect. NOTE: There is no Undo command. Save
regularly and use Refresh to Undo to the last save. [Same as ViewRefresh]
PRINT
This command allows print settings and a print preview. [Same as FilePrint]
ADJUST
A given cell value can be decreased or increased by either a value or a percentage (choose from a drop-
down menu). Fill out the pop-up window as desired and click Adjust Data. [Same as EditAdjust] You
can also do this directly in a cell.


COMMENT
This command allows you to add notes to a given cell. A blue triangle appears marking a cell with text
attached.
To see text, highlight the marked cell and re-click Cell Text. [Same as EditCell Text]
LOCK/UNLOCK CELLS
This command will lock and unlock a given cell, with locked cells showing as brown. To unlock, position
the cursor back on the brown cell and click the command again. Use Shift-click to select multiple cells to
lock or unlock. [Same as EditLock/Unlock Cells]

SUPPORTING DETAIL
This command allows you to add supporting details, in the form of calculations, to aggregated lines, such
as travel. This provides a way for you to drill down into data and to understand the basis of that data. To
see the detail, double-click on the cell or click Supporting Detail again while on the cell.
Double-clicking on unlocked available cells also opens up the Supporting Detail box. [Same as
EditSupporting Detail]

ADD/EDIT DOCUMENT
This command allows you to add/edit document to a given cell. The cell color is teal indicating that a
document is attached to a cell. [Same as EditAdd/Edit Document]

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OPEN DOCUMENT
This command allows you to open a document attached to a cell.

CUT
This command allows you to cut cell contents. Shift-click to select multiple cells to cut. [Same as
EditCut]

COPY
This command allows you to copy cell contents. Shift-click to select multiple cells to copy. [Same as
EditCopy]

PASTE
This command allows you to paste previously cut or copied data. Multiple cells will be pasted in the same
order as they were cut or copied. [Same as Edit Paste]
INSTRUCTIONS Not Applicable
OPEN IN SMART VIEW Not Applicable

NEW AD HOC GRID Not Applicable

ANALYZE Not Applicable

AD HOC OPTIONS Not Applicable

TASK LIST
Task lists may be used to track to do items during the planning process. This command displays current
task list(s) in a separate window for reference. [Same as ViewTask Lists]

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CONTACT INFORMATION

Please direct any questions to a member of the Office of Financial Planning & Analysis team:

Nicole Ferretti Assoc. VP, Financial Planning &
Analysis
[email protected]
215-571-4331

Michinao (Mitch) Baker Director of Financial Planning &
Analysis
[email protected]
215-895-1917

Maribeth Schneller Director of Financial Analytics [email protected]
215-895-6058

Susan Medina Senior Financial Analyst [email protected]
215-895-2843






Office of Financial Planning and Analysis
3141 Chestnut Street, Suite 228
Philadelphia, PA, 19104
[email protected]