lab 03 - hfm 11.1.2.2 data...

Qubix International Limited – Hyperion HFM Bootcamp

31st January 2013

Author: Saravanan Singaravadivelan

Qubix International Limited

Highclere House 5 High Street, Knaphill

Surrey, GU21 2PG Tel: +44 (0) 1483 480222


CONTENTS

3 DATA LOADING ........................................................................................................ 4

3.1 SECTION OBJECTIVES ...................................................................................................................... 4 3.2 THE NATIVE FORMAT ..................................................................................................................... 4 3.3 DATA LOADING ALTERNATIVES ....................................................................................................... 14 3.3.1 Hyperion FDQM ................................................................................................................ 14 3.3.2 Hyperion Data Integration management ........................................................................ 16 3.3.3 Oracle Data Integrator ..................................................................................................... 17 3.3.4 Manual Input .................................................................................................................... 17 3.3.5 Hyperion Smart view for Microsoft Office ....................................................................... 18

3.4 DATA EXTRACT ALTERNATIVES ........................................................................................................ 19 3.4.1 Extended Analytics ........................................................................................................... 19 3.4.2 Hyperion Smart View for Microsoft Office ....................................................................... 19 3.4.3 HFM Rules ........................................................................................................................ 19

3.5 COPYING AND CLEARING DATA ....................................................................................................... 20 3.5.1 Copying Data .................................................................................................................... 20 3.5.2 Clearing Data ................................................................................................................... 24


3 DATA LOADING

3.1 SECTION OBJECTIVES

The focus of this Chapter is to review the various methods for loading data into HFM. The focus will

be on the HFM native load format but then additional data load and extract methods will be

discussed. The section ends with clearing and copying data.

At the end of this section, you will be able to:

Define the most appropriate process for data load and extract

Extract, manipulate and load data using the Native Format

Copying data in HFM

Clearing data in HFM

3.2 THE NATIVE FORMAT

Data can be loaded into HFM without any other mechanism. However, the file must be in a specific

format. The requirement of the specific format can limit its usefulness but the administrator must

know how to work with the file as there are several tasks, such as merging the data of two entities,

where the native format is the best option.

1. Run TextPad from the desktop and open file D:\1HFMBootcamp\Data\QBCConsol Data – Beginning.dat

2. This is a simple basic data file. The section at the top is used for data and requires the !DATA at the beginning.


3. Optionally you could have a section at the bottom for description (Cell Text), normally used to comment on data variance. This section requires the !DESCRIPTION at the beginning.

4. The dimensions are listed in a standard order: Scenario, Year, Period, View, Entity, Value, Account, ICP, Custom1, Custom2, Custom3, and Custom4.

5. The last item to the right is the amount or description.

6. There are semicolons delimiting (separating) each field.

Note: The default order can be changed by adding a !COLUMN_ORDER header to specify the

desired order. Also, if a dimension is constant, a header line (like !Scenario = Actual) can be used

to specify the member for the dimension and it can then be left out of the records.

There is also a header available for line item detail if that is being loaded.

The native format is useful for administrators when extracting and loading existing data. One

reason is for merging data.

7. Let’s add extra lines of data In this example we need to add data for €5,000 for Bonus for Jan 2011 Actual, highlight and copy an existing line of data.

8. Paste the line copied at the bottom of the !DATA section.

9. Manually modify the data line as per in the next screenshot.


10. Once finished, save the file as D:\1HFMBootcamp\Data\QBCConsol Data – After Exercise.dat

11. Using the Web, select Consolidate Load Data.

12. Click on the Browse icon , browse to D:\1HFMBootcamp\Data\ and select file QBCConsol Data – After Exercise Master.dat.

13. Select Replace from the Mode drop down list.

14. At the top of the screen is the Load button to start the load. The Scan button checks the Data file for most errors.

15. Click on Scan, and view the scan results on the Running Tasks screen.

16. Click on Load on the Load data screen and check the results on the Running Tasks screen.


17. The data file has now been loaded onto the application.

18. To check that the data has been loaded correctly, using the Data Grids on the web, Go to Consolidate Documents.

19. Open the QBCConsol P&L Grid from the documents list.

20. The Grid shows the full P&L for ENTITY_EUR1, for Actual, 2011. You should be able to clearly recognise the data we previously loaded.

21. If you looked at the cell for PL7201, where we have added a cell text, you should be able to see a little + sign on the top right corner of the data cell.

22. Right click on the data cell.

23. Select Cell Text.


24. The window should show the Cell Text we previously loaded using the data file.

When we loaded the data file earlier, the was an Option for Mode, with a Drop Down list.

The load mode tells HFM the kind of data load – each has its uses as described in the following table.

Data Load Type What happens Uses

Merge Loads data and only replaces

cells that are specifically listed

in the data file.

Good for data loading where

existing data not being loaded

should remain, like loading

supplementary data after general

ledger data already has been

loaded.

Replace by Security

Deletes all data within the year, period, scenario and entity being loaded, except for accounts that user cannot modify

Users can load their data as they typically do not have modify access to all accounts (like exchange rates). Clearing the existing data ensures that any previous data that is now non‐existent doesn’t remain

Replace Deletes all data within the year,

period, scenario and entity

being loaded

Assumes that user can modify all

accounts, which is generally not

the case. Data load fails if any

account cannot be modified.

Accumulate Adds the data in the file to any

existing data in the system

Specific uses only, adding the new

data to any existing data.

Accumulate within file

Adds the data within the file,

before it gets loaded onto HFM

Specific uses only, adding the data

within the file where the Point of

View is identical.


25. Once the data is in the system, it can be extracted as well. This will allow Administrators to take backups of the data or it can be useful if you want to re‐state historic data. Lets’ enter data directly into HFM using the grid.

26. Re‐open the grid we used earlier

27. Input 20,000 in account PL6059, for January 2011.

28. Click on the Submit button, from the top right toolbar. This will load the data onto HFM and it will aggregate the data up to the total parent STATOP.


29. Using Web Client, select Consolidate Extract Data from the left frame.

30. Select ACTUAL in the Scenario.


31. Select 2011 in the Year.

32. Tick Jan (or required months) on the Period tab.


33. Select ENTITY_EUR1 on the Entity tab.

34. On the Account tab, click on the Member List button.

35. Select RETAINEDPL and click [Descendants].


36. This will list all the descendants of account RETAINEDPL. Click on OK.

37. Click on the Extract button at the top of the page to extract the data and view the results in the Running Tasks window.

38. Click on to download the extracted data. Browse to D:\1HFMBootcamp\Data\, Give the file the filename QBCConsol Data – After Grid Input.dat and click on Save

39. The data has now been extracted.

40. Run TextPad and open file D:\1HFMBootcamp\Data\QBCConsol Data – After Grid Input.dat.


41. You will notice the line of data we entered using the Grid earlier.

Note: Extracts can only be done for a single scenario and year combination. If multiple

scenarios/years are desired then multiple extracts are required.

3.3 DATA LOADING ALTERNATIVES

The HFM native format is useful when the incoming data is in the appropriate format; however, this is generally not the case. There are multiple solutions available to meet specific needs. Below is a summary of several methods in classic mode.

3.3.1 HYPERION FDQM

Hyperion Financial Data Quality Management (FDM) is the preferred tool for loading multiple general ledgers into HFM. In the typical scenario, a company may have 20 subsidiaries with their own general ledger and chart of accounts. The process is for each general ledger to create a trial balance and save it as a text file. Within FDM a location for each subsidiary will be created. The text files are then mapped to the different HFM fields (ie, the first column is cost centre, the second is account, and the fifth is the amount).


The import format can be delimited or fixed format. Also, Visual Basic scripts as well as various predefined scripts can be applied – in the Expression field above – to handle any nonstandard items.

Mapping can then be performed to translate the local chart of accounts, cost centres, etc. into the HFM dimensions. Mapping can be done in any combination of multiple ways: Explicit (one for one), Between (ranges), In (many to one), and Like (wildcarding). It’s good practice to have the end users maintain these maps themselves.


During the loading process the user follows a process that imports the trial balance file, applying any mapping at the same time, validates the mapped items to ensure they are valid in HFM, and exports the data to HFM. Optionally, a validation report can be produced that shows whether the data, once loaded to HFM, will be acceptable. For example, if the balance sheet will be out of balance then the load is prohibited. Also, a Sarbanes‐Oxley certification questionnaire can be completed as part of the load process. Reports are available for all to run and see what mapped to where, where locations are in the process, etc.

3.3.2 HYPERION DATA INTEGRATION MANAGEMENT

Hyperion Data Integration Management (DIM) built on top of Informatica’s platform for data integration. It is useful for building connections between HFM and data sources with no user involvement needed for the running. Typically set up by IT, no text file or user input is involved. It is also handy when multiple data movements are needed with reliance that the same data ends up everywhere.

FDM is useful for situations where the end users are involved in the process. After they’re closed they control the loading into HFM. DIM is useful when data movement happens on a scheduled basis or whenever requested. No files are in the middle that can be altered, where complete automation is desired.


3.3.3 ORACLE DATA INTEGRATOR

Similar to Hyperion DIM above, Oracle Data Integrator is an IT based solution to data integration. The tool allows for data integration among many different sources.

3.3.4 MANUAL INPUT


Data can be manually entered into HFM through a couple different ways, using the Windows Client, as we did in the exercise earlier, or using Workspace. Covered more in the End User section, the premise is that a screen is opened, users key data and click Submit.

While neither Sarbanes‐Oxley compliant or very quick (imagine keying 1,000 data records without error and quickly), this process can be used acceptably for supplementary data or a very small set of financials acceptably. The manual input can also be done within Microsoft Excel and from there formulas used to push the data to HFM: the same concerns apply.

3.3.5 HYPERION SMART VIEW FOR MICROSOFT OFFICE

Smart View is covered in the End User section but listed here as a data load tool (also can do extracts). With this alternative, a template is created in Excel that users either input into or cut/paste data and Smart View formulas are used to send the data to HFM.

Note: For optimal performance, loading zeroes should be avoided. HFM treats a zero as data and makes space for it and spends time consolidating it. Within the Application Settings of metadata are settings that tell HFM what to do with “no data.” “No data” does not use system resources. Loading a zero is rarely useful and always consumes resources.


3.4 DATA EXTRACT ALTERNATIVES

The native data extract works fine in most instances but there are some deficiencies. Extracts cannot be limited to a specific ICP or custom dimension. Extracts are only for the <Entity Currency> value member, meaning that data net of journal adjustments or intercompany elimination data cannot be extracted. Here are some of the alternatives.

3.4.1 EXTENDED ANALYTICS

Within HFM there is a module called Extended Analytics. This is used to export HFM data either into a relational database for use by other systems or into a flat file. This is accessed via the Administration menu.

3.4.2 HYPERION SMART VIEW FOR MICROSOFT OFFICE

Smart View is covered in the End User section but listed here as a data extract tool (also can do loads). With this alternative, there are two choices. In the first, a report or template is created in Excel that users refresh and Smart View formulas are used to pull the data to HFM.

In the second, the dimensions needed are specified in the rows and columns and the ad hoc capability populates the cells with the requested data.

3.4.3 HFM RULES

A rule can be written within HFM to extract data into a text file. A loop basically goes through each desired member (generally a list is used) and extracts the desired data. The format can be controlled as well. A second loop can pick up the intercompany elimination entries that are made in the [Elimination] Value dimension member. A “trigger” is used to control when the extract is run – also allows for the process to be secured.


3.5 COPYING AND CLEARING DATA

3.5.1 COPYING DATA

42. Using the Web, select Manage from the left frame.

43. Select Actual, 2011 and Jan in the Source section.

44. Select Actual, 2011 and Feb in the Destination section.


45. Select Replace for Mode and Periodic for View in the Options section and tick ENTITY_EUR1 on the Entity.

46. On the Account, click on the Member List button.

47. Select RETAINEDPL and Click [Descendants].



49. Select the RETAINEDPL.[Descendants], click OK.

50. Click on the Copy Data button at the top of the screen.


51. Click on OK. The data for Actual, Jan, 2011, all P&L accounts for ENTITY_EUR1 has been copied into the month of Feb 2011.

52. If we now re‐open the Grid QBCConsol P&L Grid we can see the data has been copied from Jan to Feb and data in Feb YTD is now doubled.


Note: The copy can only be performed from a scenario/year/period (multiple periods may be selected) combination to another scenario/year/period (same number of periods must be selected).The entities and accounts cannot be changed.

The other options are similar to data loading. A factor can be applied to the copied data. For example, if seeding the budget scenario with expenses from actuals then a factor of .95 could be used to decrease expenses 5% across the board. A separate copy could be done for revenues with a factor of 1.1 to increase revenue by 10%. Exchange rates and cell text can optionally be copied as well.

3.5.2 CLEARING DATA

53. Using the Web, select Data Manage from the left frame.

54. Select the Clear data Part.

55. Select Actual on the Scenario, 2011 on the Year and Feb on the Period.

56. Tick ENTITY_EUR1 on the Entity .


57. On the Account , click on the Member List button.

58. Select RETAINEDPL and click [Descendants].



60. Click on the RETAINEDPL.{Descendants} button.

61. Click on the Clear Data button at the top of the screen.


62. Click on OK. The data has now been cleared for Feb. You can use the Grid in HFM to check data for Feb has been deleted.

Note: this functionality does not delete the journals that are posted to the entities/accounts.

What if the data to be cleared no longer is listed in the metadata? The last part at the bottom is called Delete Invalid Records. When members are removed from metadata and the data was not cleared first, the data is still there and this process gets rid of it. Administrators can run a scan to see what is there first before running the process for real.