essbase spreadsheet add-in to smart view - hugmnhugmn.org/downloads/techday2016/hugmn_tech day 2016...

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Essbase Spreadsheet Add-in to Smart View with Success!

D.J. Hoelscher Enterprise Learning Strategist Oracle University March 16th, 2016

Copyright © 2015 Oracle and/or its affiliates. All rights reserved. 3

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Agenda

• Why Move to Smart View Now?

– Smart View Advantages & Highlights

– Planning for the Move

• What Challenges could we face and how do we address them?

– Address Challenges and Mitigate Risk through targeted Change Management and Education

• Wrap Up

• Q&A

5


Why Move to Smart View Now?


Why Move to Smart View Now?

STATEMENT OF DIRECTION – ESSBASE SPREADSHEET ADD-IN Essbase Spreadsheet Add-in will be in maintenance mode starting January, 2013. As such, platform updates for Essbase Spreadsheet Add-in will no longer be done, which means newer versions of Office or Windows will not be supported. New features will only be added to Smart View and not the Essbase Spreadsheet add-in. Releases prior to 1st January, 2013 should be considered terminal releases for the Essbase Spreadsheet Add-in.


Smart View Advantages Improved Feature Functionality

Single Add-in for Multiple Products • Essbase, Planning, HFM, HSF, OBIEE, etc.

Rich functionality specific to the data source • Planning, Essbase, HFM, etc.

Support for other Office Products • Word, PowerPoint, Outlook

64-bit Office support

Support for newer versions of Office

Improved architecture • User-friendly and feature rich

HTTP(s) standard protocol access


• POV Toggle

• Formula Preservation

• Formula Fill on Zoom Operations

• Sheet Level Options

• Member Name and Alias on Rows

• Resolve Alias Name

• Zoom Options

• Submit without Refresh

• Duplicate Member Name

• Member Information

• Range-based Operations

• Multi-cell-based Operations

• Retain Excel Formatting

• Butterfly Report

• Substitution Variable Cell Function

• Linked Reporting Objects

• Cascade

• Smart Query

9

Smart View Feature Highlights A number of features have been introduced especially keeping in mind the Essbase Spreadsheet Add-in users.


Comparing Terminology & Features

10


Planning for the Move to Smart View

• Consider the move to Smart View a Project – Plan for the transition just as you would any other project

• Receive Input from All – IT, Business Group, Users

• Re-using Essbase Spreadsheet Add-in Content (without VBA) – Workbooks created in Essbase Spreadsheet Add-in should be usable in Smart View without

any changes. 99% of spreadsheets (without VBA) can be refreshed in Smart View without any changes on the grid itself.

• Converting Essbase Spreadsheet Add-in VBA – This will involve redesign and rewrite of functions or applications to work with Smart View.

– To help in this process, you can use the Smart View VBA Conversion Tool: • www.oracle.com/technetwork/middleware/smart-view-for-office/downloads/index-088403.html

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http://www.oracle.com/technetwork/middleware/smart-view-for






Questions to Help Prepare for Smart View Project

How many Essbase Spreadsheet Add-in Users?

– Where are the users located – in one location, remote, etc.?

– What features and functionality do they currently use in the Add-in?

– What do they know about Smart View?

– What is their perspective of Smart View?

How many workbooks/worksheets do you have?

– Identify how many workbooks contain Essbase VBA code.

Are custom VBA workbooks the long-term solution? – How many people have the skill set?

– Is there another application that may be used instead or in the future?

Oracle Confidential – Internal/Restricted/Highly Restricted 12


What Challenges could we face and how do we address them?


Resistance Is Normal But Must Be Addressed

• Failure situation and the loss of investment

• Lack of system utilization and low ROI

• Conflict situation between the business owners and the IT departments

• If Users and managers are not part of the solution, chances are great they will be part of the problem

Oracle Confidential – Internal/Restricted/Highly Restricted 15


Moving to Smart View - Favorite Quotes…

“We have advanced users, they’ll figure it out.”

“Why can’t I just keep using the Add-in? Can’t you just tell them to bring it back?”

“We installed Smart View and provided training

for our users but they still aren’t using it.”

“Isn’t Smart View just the newest release

of the Add-in, I don’t think it is any

different, is it?”

16

“How do we make the move to Smart View and

make sure our Users adopt the new tool?”

“One time I was told that I can’t do what I need to do if I use Smart View?”

“I had heard that I won’t be able to use my same reports.”


Critical Success Factors

• Clearly defined executive vision of the scope and value of the transformation

• Empowered and accountable sponsors and change agents

• Clearly defined impacts and associated mitigation actions

• Systematic, on-going, two-way communications with stakeholder group / audience

• End-user, super-user, and operational staff job impact, training and documentation.


Executive Sponsorship

Executive Involvement

Regular Communications

Define and Communicate Organizational Goals

Why Smart View…Why Now

What benefits of Smart View

What issues will be addressed

Communication

Clear, Concise, Consistent

Communicate Timeline

Emphasize Key Benefits of Smart View

Leverage Different Forums

Marketing Video

Portal/Collateral

“Brown Bag” Sessions

18

Define Clear Goals

Visible and Tangible Goals

S.M.A.R.T. Goals

Specific

Measurable

Achievable

Relevant

Time-bound

Goals tied to Business benefits & issues

Managing the Risk with Proper Change Management

Copyright © 2015 Oracle and/or its affiliates. All rights reserved. Oracle Confidential – Internal 19

Smart View Roll-Out Process/Timeline

Plan Develop Deploy

Identify Objectives

Education Plan Development

• Delivery Method

• Training Material Development

• Training Schedule

Smart View Installation

Training Events

• In-person

• Virtual

• Digital

Create Change Strategy

Communications • Timeline/Deadlines • Key Benefits

Define Goals & Metrics

Ongoing Support

• Quick Reference Cards

• Training Recordings

• Reference Material

User Assessments

• Business & User Survey

• Identify Potential Issues

• Evaluate Knowledge Gaps

Champion/Pilot User Group

• Super Users

• Champions for Smart View

• Test Training Material


• Standard Training Courses

– In-person Smart View Training

– Live-Virtual Smart View Training

• Customized Learning Program – Smart View Education Toolkits

– “Brown Bag” Sessions

• Quick Reference Cards

• Digital Learning Program

– Recorded Smart View Training

Select Education Options


Classroom Training Live, In-person Training

Practice Labs Focused Learning

21


Live Virtual Class

22

Live, Online Training

Practice Labs Live Instructor Q&A Learn from Anywhere Learn as a Team

Copyright © 2012, Oracle and/or its affiliates. All rights reserved. 23

Editable Oracle Training Content – Smart View

>> >> >> >>

../../Hyperion Toolkits/Hyperion Planning Sales Demo/Hyperion Planning Tool Kit Sales Demo/Classroom Presentation_L02_Navigating_Workspace.ppt

Hyperion Planning Facilitator Guide Example.pdf

Hyperion Planning Activity Guide Example.pdf

Quick Reference Card_Planning.pdf

Hyperion Planning Classroom_Agenda.pdf


Quick Reference Cards


Digital Transformation Self Paced Online, On-Demand On-the-Go Learning

In-person and Live-Virtual classroom training

The Digital Transformation of Learning


Immediate Access

Unlimited Playback Self-Paced Features Search Functionality Practice Labs

Access to Instructors Learn On the Go

Training On Demand

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What is UPK?

Multi-mode

Application Simulations

See It - Try It - Know It –

Do It- Print It

System Process Docs and Job Aids User Acceptance Test Scripts

Training Guides

Instructor and Student

Recording & Editing

Single recording produces multiple outputs for use throughout the

entire project lifecycle


Wrapping Up

28


Do’s and Don’ts of moving to Smart View

Don’ts

Set vague timelines

Assume users will “Figure it out”

Wait until it is too late

Force usage without including user input

Assume Smart View is the SAME as the Add-in

Ignore a negative environment

Set a Deadline

Communicate

Market

Educate

Assess

Strategize

Do’s


Executive Sponsorship and Support

Clear, Concise and Consistent Communication

Clear Objectives and Tangible Goals

Effective and Timely Training Readiness

Essbase Spreadsheet Add-in to Smart View with Success! Address Challenges and Mitigate Risk through targeted Change Management and Education


Safe Harbor Statement

The preceding is intended to outline our general product direction. It is intended for information purposes only, and may not be incorporated into any contract. It is not a commitment to deliver any material, code, or functionality, and should not be relied upon in making purchasing decisions. The development, release, and timing of any features or functionality described for Oracle’s products remains at the sole discretion of Oracle.


The Impact of Training

Projects that spend > 6% of project budget on training were more successful1

Teams receiving 40 hours of training per member met their project objectives 3x as often2

Untrained users require 6X more support than trained users 3

An untrained user may take up to 4.5x more time to achieve the same skill as a trained employee 4

Sources: 1. IDC Survey “Impact of Training on Project Success”, IDC #229054, June 2011. 2. Gartner Group 2012, #2314IDC Survey “Impact of Training on Project Success”, IDC #229054, June 2011. 3. : IDG Training and Certification Survey, September 2012. 4. IDG Training and Certification Survey, September 2012.


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