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EFIS 2.0 School Board Training

EFIS 2.0 School Board Training. March 17 th to 26th. User Training for EFIS 2.0 Introduction. EFIS 2.0.

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EFIS 2.0 School Board Training

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  1. EFIS 2.0 School Board Training March 17th to 26th

  2. User Training for EFIS 2.0 Introduction

  3. 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.

  4. 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

  5. Training Overview Training Modules • 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

  6. Training Overview Components of training modules: • Module Overview • Follow-me: Hands-on exercise presentation • User Hands-on Exercise • Documentation hand-outs (Reference Sheet, Hands-on Exercise, Hands-on Exercise Solutions)

  7. 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.

  8. 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.

  9. Module 1Basic Planning

  10. 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

  11. 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

  12. 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

  13. 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

  14. Planning through Workspace Report By selectingExercise 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.

  15. 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.

  16. Module 2Basic Planning Through Smart View

  17. 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

  18. 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)

  19. Planning through Smart ViewConnection • Open Microsoft Excel • Under the Smart View tab, clickPanel and go to Shared Connections • Connect to Oracle Hyperion Planning

  20. Planning through Smart ViewInput 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)

  21. Planning through Smart ViewResults 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

  22. Module 3 Advanced Smart View

  23. 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

  24. Advanced Smart View • Highlight of advantages • Copy / Paste

  25. Advanced Smart View • Highlight of advantages • Formulas

  26. Advanced Smart View • Highlight of advantages • Linking data

  27. Advanced Smart View • Highlight of advantages • Saving forms and submitting at a later point

  28. Module 4 EFIS 2.0 Overview

  29. 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

  30. 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

  31. EFIS 2.0 Overview Data Input • EFIS 2.0 vs. EFIS 1.0 • Schedule 3 now divided into several separate schedules:

  32. 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

  33. 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

  34. EFIS 2.0 Overview Data InputSchedule 10 Expenses Option 1 Option 2

  35. EFIS 2.0 Overview Data InputTemporary Accommodation • Operating Expenses moved from Schedule 3 to Allocations Section 11

  36. EFIS 2.0 Overview Data InputTax Revenue • Section 14 and Schedule 11A on one form with multiple tabs

  37. EFIS 2.0 Overview Data InputPrior 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.

  38. EFIS 2.0 Overview Data InputWarning Description • Warning Descriptions are now input in EFIS 2.0. Submission can not be promoted until Warning Descriptions are entered.

  39. 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

  40. 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

  41. EFIS 2.0 Overview Data InputSchool Level Data • FTE, Number of Staff entered at school level

  42. EFIS 2.0 Overview Data InputBoard 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

  43. EFIS 2.0 Overview Data InputBoard Level Data

  44. 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

  45. EFIS 2.0 Overview Task Lists Task List Overview • Input • Reports • Results • Reference Data • Validation Formats • Submission Management

  46. EFIS 2.0 Overview Task Lists • Input • Allows for input of data • Enrolment Data • Allocations • Appendices • Schedules • Data Forms

  47. EFIS 2.0 Overview Task Lists • Reports • Show final results of calculated submission • Mimic EFIS 1.0 reporting structure • Formatted to output in PDF

  48. 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

  49. 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

  50. 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

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