Hyperion Planning. Planning Training Guide. Prepared By: UBC Management Reporting and Budgeting

Planning Training Guide Prepared By: UBC Management Reporting and Budgeting budget@finance.ubc.ca

Table of Contents Introduction Page 3 Data Flow & Key Terms Pages 4 to 5 Run Reports from Hyperion Pages 6 to 12 Update Plan Working Forms Pages 13 to 27 Update Plan Annual Forms Pages 28 to 37 Forecast Working/Annual Folder Locations Pages 37 to 39 Update Plan Working Forms in Smartview Pages 39 to 46 Install Smartview Pages 47 to 50 Workforce Form 4.50 Pages 50 to 55 Workforce Add Position Form 4.30 Pages 56 to 58 Position Management link to Workforce Form 4.50 Pages 58 to 67 Summary Page 67 Page 2

Introduction The Hyperion Planning Application is a tool used to prepare UBC s consolidated budget for submission to the Board and Ministry. Hyperion Planning Training should be used to supplement the Hyperion Forecast training for the Operating Report for Executive. An updated forecast is important because it allows users to project their carry forward balance, and this projected carry forward balance will be part of the estimated spending for their future year budget (Plan). New for this year is the availability of Working and Annual versions for both the current year Forecast and the future year Plan. Before users begin to make updates in Hyperion, please discuss with your Dean s Office or VP level finance head to find out which version (Working or Annual) they would like the users to be working in. For this training guide, we will go through the following: Data flow between FMS, Hyperion and Position Management/HRMS Running reports from Hyperion Update forms for Plan Working and Plan Annual Form locations for Forecast Working and Forecast Annual Run Aggregation Create new positions in Workforce Review Position Management and Workforce If you have any questions, please send an email to budget@finance.ubc.ca Page 3

Data Flow between Hyperion, FMS and HRMS Hyperion Planning 1. Daily on weekdays, GPO funding transfers are loaded to FMS in account 500000/Central Ledger 2. Weekly on weekends, Salary and Benefits in Hyperion are updated by any changes made to Position Management (new hire, salary increases, terminations/retirements, leave) 3. Monthly after Financial Services posts all JV s, FMS actuals are loaded to Hyperion There are some terms and information that users should to familiarize themselves as these terms will be used throughout the guide. 1. Forecast is the current year projection of revenue/expenses/transfers 2. Plan is the future year projection of revenue/expenses/transfers, otherwise known as your budget for next year 3. FMS is where all the financial data is posted and the University Financial Statements are run from this database 4. HRMS repository of all Employee/Staff data including Position Management Page 4

5. Workforce Position Management sends salary and benefits expenses to Workforce every weekend and any future open month salary and benefits expenses in the Forecast and Plan are updated 6. UBCPlan module in Hyperion where the Forecast, Plan and Workforce forms can be found 7. FundPlan module in Hyperion where users can make GPO funding transfers or future period planned interfund transfers 8. Version Working is the version that receives Position Management, Actuals and Funding updates. Forecast Working receives actuals as months close in FMS and its carry forward balance is the Plan Working opening carry forward balance. 9. Version Annual is a copied version from Working. This version does not receive any Position Management Updates. Forecast Annual does not receive Funding updates or Actual loads from FMS. Plan Annual still receives future year Funding updates but no changes from Position Management. Page 5

Run Reports in Hyperion 1. Open Hyperion Planning from FMS (for training environment, please use the login/password handed to you in class, and the link setup on the monitor) 2. Hyperion home page will appear and then click Explore Page 6

3. Open Reports folder Reports Management and Income Statement -> Budget Reviews and right click or double click on the report Planning Snapshot Plan_Act_Fcst_NextPlan. 4. Update the User Point of View For the purposes of this exercise the instructor will use D300100 as an example. (For users, please run the report based on your own Department ID) Fund: G0000 Program Code: ALL_PROGRAMS Entity: D300100 (Users, please use your own Department ID) Project Grant: PLANNING_PGS Year: FY14 Page 7

Based on the criteria we have entered, the report will show all non-research PGs (PLANNING_PGS) and all Program Codes (ALL_PROGRAMS) for Department D300100, for fund code G0000, Forecast FY14 and Plan FY15. A Brief Definition of the report Point of View fields: Fund is the fund you would like to review. For Admin units, please only plan for Endowment, Specific Purpose and Operating funds: Page 8

Program Code is a unique identifier of a chartfield. Generally the majority of the chartfields in FMS are PC_Default or no program code, however if you plan by program code, you can enter the code here. Entity your department or node in the FMS tree in which you are planning or forecasting Project Grant the project grant or PG is a part of the chartfield in which you will be planning Year the fiscal year in which we would like to forecast 5. After you hit OK from the user point of view, the report will appear. 6. Generally we would want to export the file to excel co click File Export Excel Fully-formatted CSV file. Please select either Open or Save as, if selecting Save as, please save to your desktop. Page 9

These messages may appear, just click on cancel and yes: Page 10

Here s the excel output: Or export the report to PDF if you are going to a meeting to discuss the Department Financials: Page 11

Here s a brief description of the columns for the report: Actual 2013/14 = Prior year actuals Plan 2015/16 Approved = prior year board approved budget Actuals 2014/15 Approved = FMS actuals loaded to Hyperion Forecast Working 2014/15 = is a mix of Actual FMS closed months and future planned months Plan Working 2015/16 = the working version of the future year budget that still receives Position Management Updates Plan Annual 2015/16 = the consolidated budget we will submit for next year s budget, no Position Management Updates once this version is created The Planning Snapshot report is the standard report users can use to view a snapshot of their entire Department or a Department/Project Grant by Fund or all Funds. There are many other reports in Hyperion that users can use, and for Admin Units, they have to submit the Budget Review Template. The template and other reports definitions and how to run them can be found at the Management Reporting and Budgeting website at this link: http://www.finance.ubc.ca/reporting/management-reporting/hyperion-reporting Page 12

Working or Annual versions for Plan and Forecast Please contact your Dean s office or VP Level Finance head to see if they would like to use the version of the Forecast or Plan they would like to use. They have two options - Working or Annual. If they mention they would like to use Annual, please use only the sections related to Forecast Annual and Plan Annual and if they want you to use Working please refer to the guide in sections for Forecast Working and Plan Working. The Dean s Office and VP level finance heads will be making the decision on which version to use so please contact them first before updating forms in Hyperion. Plan Working Department Level Changes In Hyperion, users have the option to update at the Department level or the Project Grant level. Let s pretend that for the department that we are planning for (D300100), we are content with the current numbers in our report, and will just need to add a few items to make the Plan complete. For the Plan, we are going to add/adjust the following data: 1. Plan for two new hires using ALPHA accounts ($55K x 2 plus benefits of 10% or $5.5K x 2) 2. Travel expenses for staff and faculty ($10K) 3. Supply expense increase ($5K) 4. Increase Sales and Service revenue for sale of used books and supplies ($100K) Open Plan Working Forms: 1. In the Hyperion homepage click on Applications and then UBCPlan. 2. Expand Forms -> and click on 2.Plan to see the forms available for Plan Working Page 13

3. Double click on the form 2.20 Alpha Account Input Only Plan Working Page 14

4. Edit the Department ID and Fund code (for the in class demonstration, the instructor will use D300100, fund code G0000, users please input your own Department ID, and G0000) 5. And then click on the go arrow. Page 15

6. Add expenses and revenue to the form based on our pretend meeting with the Department Managers. o Plan for two new hires using ALPHA accounts ($55K x 2 plus benefits of 10% or $5.5K x 2) so $110K in salary expenses and $11K in benefits Locate the SALSTF expenses and BENEFT expenses and update the form for the additional expenses. Update the TotalYear for the total salary and benefits. Page 16

Now fill in the form for the rest of the information and click save o Travel expenses for staff and faculty ($10K) o Supply expense increase ($5K) o Increase Sales and Service revenue for sale of used books and supplies ($100K) Now the data has been saved on the form, but in order to get the data to show up in a report at the Department Level, we have to run aggregation. Page 17

Aggregation (optional) 1. In the same form, click on the arrow to show the folders, forms and business rules: Page 18

2. Double Click on the business rule ISPlan User Aggregation ISPlan Check to make sure values are as follows: Entity: The Same Dept ID as the one we used in form 2.20 (our example we are using D300100) Scenario: Plan Version: Working Year: FY16 1. Once the values have been updated click on Launch Aggregation is now optional. We have updated Hyperion to automatically aggregate the moment users click on the save button. Now we have learned how to update forms at the Department level. For the PG level, there are additional forms to use, we recommend to use form 2.10 and then drill down to form 2.02, however users can skip directly to form 2.02 if they know the Fund/Dept/PG/Program code they would like to use. Page 19

Plan Working at the PG level 1. In UBCPlan, click on folder 2.Plan and double click on form 2.10 All Project Grants with Data for Fund & Entity Plan 2. Pick the Fund and Dept ID you would like to plan for and click on the Go arrow: Page 20

Note, users, please select your own Department ID instead of D300100. 3. Form 2.10 displays all of the active PGs for the Fund and Department that we have selected. For this exercise, the instructor will pick a PG (30G55101), users please select your own PG from this list to make updates. Right click in the PG we would like to make updates and select view Program Code detail Page 21

4. Right click in the program code we want to make our adjustments. Generally if you don t plan by program code, use PC_DEFAULT. Page 22

5. Form 2.02 Account Input Suppress Missing Plan will open and we can try to make the same changes as we did for the form 2.20. Expand the form by clicking on this arrow: Slide the form to the right: Page 23

Find the accounts we want to update, and input the column TotalYear for the changes. Recall we would like to make these changes base on our meetings with the Department Managers: o Plan for two new hires using ALPHA accounts ($55K x 2 plus benefits of 10% or $5.5K x 2) so $110K in salary expenses and $11K in benefits Now fill in the form for the rest of the information and click save o Travel expenses for staff and faculty ($10K) o Supply expense increase ($5K) o Increase Sales and Service revenue for sale of used books and supplies ($100K) Note: if these accounts do not appear in the form, please double click on form 2.01 Account Input Expanded Plan. This form contains every account in Hyperion. Page 24

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Now click on save and if you need to run aggregation, we will show the business rule process again for your reference. Aggregation (Optional) 1. Show the Business Rule Folder by clicking on the arrow 2. Double Click on the business rule ISPlan User Aggregation ISPlan Page 26

Check to make sure values are as follows: Entity: The Same Dept ID as the one we used in form 2.20 (our example we are using D300100) Scenario: Plan Version: Working Year: FY16 Page 27

Plan Annual Department Level Changes Hyperion Planning For Plan Annual forms, they work in the same manner as Plan Working forms but they update a different column in the snapshot report and is the version used for the Administrative Budget Review meeting. Plan Annual appears in the last column of our Planning Snapshot report: Any updates we make to the Plan Annual forms will update the final column in our report. Let s use the same updates we have from our Department meeting: Plan for two new hires using ALPHA accounts ($55K x 2 plus benefits of 10% or $5.5K x 2) Travel expenses for staff and faculty ($10K) Supply expense increase ($5K) Increase Sales and Service revenue for sale of used books and supplies ($100K) 1. For the Department level adjustment, open form 2.20a Alpha Account Input Only Plan Annual in folder A2. Plan Annual forms. Page 28

2. Edit the Department ID and Fund code (for the in class demonstration, the instructor will use D300100, fund code G0000, users please input your own Department ID, and G0000) Page 29

3. And then click on the go arrow. 4. Add expenses and revenue to the form based on our pretend meeting with the Department Managers. o Plan for two new hires using ALPHA accounts ($55K x 2 plus benefits of 10% or $5.5K x 2) so $110K in salary expenses and $11K in benefits Page 30

Locate the SALSTF expenses and BENEFT expenses and update the form for the additional expenses. Update the TotalYear for the total salary and benefits. Now fill in the form for the rest of the information and click save o Travel expenses for staff and faculty ($10K) o Supply expense increase ($5K) o Increase Sales and Service revenue for sale of used books and supplies ($100K) Page 31

Plan Annual at the PG level 1. In UBCPlan, click on folder A2.Plan Annual Forms and double click on form 2.10a All Project Grants with Data for Fund & Entity Plan 6. Pick the Fund and Dept ID you would like to plan for and click on the Go arrow: Page 32

Note, users, please select your own Department ID instead of D300100. 7. Form 2.10a displays all of the active PGs for the Fund and Department that we have selected. For this exercise, the instructor will pick a PG (30G55101), users please select your own PG from this list to make updates. Right click in the PG we would like to make updates and select view Program Code detail Page 33

8. Right click in the program code we want to make our adjustments. Generally if you don t plan by program code, use PC_DEFAULT. 9. Form 2.02a Account Input Suppress Missing Plan will open and we can try to make the same changes as we did for the form 2.20a. Expand the form by clicking on this arrow: Page 34

Slide the form to the right so we can see the TotalYear field: Find the accounts we want to update, and input the column TotalYear for the changes. Recall we would like to make these changes base on our meetings with the Department Managers: o Plan for two new hires using ALPHA accounts ($55K x 2 plus benefits of 10% or $5.5K x 2) so $110K in salary expenses and $11K in benefits Page 35

Now fill in the form for the rest of the information and click save o Travel expenses for staff and faculty ($10K) o Supply expense increase ($5K) o Increase Sales and Service revenue for sale of used books and supplies ($100K) Page 36

Now click on save and if you need to run aggregation, we will show the business rule process again for your reference. Forecast Working and Annual Forms During the Operating Report Forecast training we go in depth on how to update the forecast and we won t go through that process in this guide but will provide the Folder and Form locations to the Forecast Working and Annual versions. Here s the location of the Forecast Working folder and forms, use these if your Dean s Office or VP Level finance head advises to use the version Forecast Working: Note: Forecast Working forms are in the folder 1. Forecast whereas Forecast Annual forms are in A1. Forecast Annual Forms Page 37

Updating at the Department level and PG level are similar to how we update Plan Working and Annual. For Department level updates please use form 1.20 (for version working) or 1.20a Alpha Account Input Only Fcst (for version Annual, note the a for Annual) and for PG level updates please use form 1.10 (for Working) and 1.10a All Project Grants with Data for Fund and Entity (for Annual). Forms to update Department level and PG level Forecast Working: Page 38

Forms to update Department level and PG level Forecast Annual: Smartview Update Hyperion from Excel Users can then update and submit the form in Excel through an application called Hyperion Smartview. Before they can use Smartview, please contact your local IT services and ask them to load the application to your PC. Here s the steps that users can go through to establish a Smartview connection. 1. Export report to Smartview (run any planning snapshot report) 2. At the bottom of the report, there s a link called Export In Query Ready Mode, click on this link Page 39

If the system asks you for a URL, for the training environment, please use the following: https://cwbtrn.adm.ubc.ca:19000/workspace/smartviewproviders When you are planning for real, this is the link to production: https://cwbprod.adm.ubc.ca:19000/workspace/smartviewproviders Your report will now open in Hyperion Smartview: 3. Click on the Smartview tab and then Panel: Page 40

4. Insert a new blank worksheet or use a worksheet in the workbook. 5. Click on the drop down in the Connections Panel and select Shared Connections: 6. Click on the Server dropdown and select Oracle Hyperion Planning, Fusion Edition 7. Expand on cwb-apprd02.it.ubc.ca and then expand on UBCPlan, Forms, Forecast and then click onto form 1.02 Page 41

8. Now click on Open Form: 9. Now the form is opened to the last Fund/Dept/PG that we were reviewing in Hyperion. Page 42

The same logic exists in Hyperion on the web where yellow cells are writeable and grey cells are read/only. If you edit any data in the form and want to save it to Hyperion, click on Submit data. Please note, submitting data will not trigger the auto aggregation that clicking save in Hyperion on the web. If you want to see your data in reports immediately you have to run ad hoc aggregation or simply click save in the same form on the web and all changes submitted in Smartview will be aggregated. Once you reach a form you can edit, like 1.01/1.02 or 2.01/2.02 then follow the next steps to edit the form: 1. Freeze panes at cell B5 Page 43

Make the same updates as earlier: Plan for two new hires using ALPHA accounts ($55K x 2 plus benefits of 10% or $5.5K x 2) Travel expenses for staff and faculty ($10K) Supply expense increase ($5K) Increase Sales and Service revenue for sale of used books and supplies ($100K) 2. Update Salary/Benefits 3. Update Travel and Supply expenses. Page 44

4. Update Sales and Service revenue. 5. Click on the Smart View tab and click on Submit Data (this is the same as the Save function) Page 45

6. Now refresh the form and we can choose to save your Smartview excel grid or close it, the changes are made to Hyperion once you click on submit data) In the form we can view our changes: Page 46

Install Smartview onto your PC Please note, users can install the Smartview application to their PC only if they have administrator rights to their computer. If not, please contact UBC Desktop Support at the following link: https://it.secure.ubc.ca/forms/internal/ For those users who have local IT Services, please contact them and ask them to load Hyperion Smartview version 11.1.2.2 onto your PC. The following are the steps to load Smartview onto your PC: 1. On the Hyperion home page click on Tools Install Smartview Page 47

2. This message may appear, just click on Run: 3. Language select English 4. Run the Install Wizard 5. Change the file location to C:/Program Files/Hyperion/Smartview or wherever your program applications are located Page 48

And then click on install: Once the software is loaded, open Microsoft Excel and there will be an additional tab called Smartview : Page 49

Workforce form 4.50 1. Open folder 4. Workforce 2. Click on form 4.50 3. Select the fund/dept ID/PG you would like to review, for our exercise its G0000, D300100, PG 30G55101 (Users, please use a real Fund/Dept/PG in your own portfolio) Page 50

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Compare TotalYear in ALL_POSITIONS line against the form 2.02 totals for total salary and benefits. Page 52

Here s the summary of the comparison between form 2.02 and 4.50: Form 2.02 Salaries (A) 1,277,246 Form 2.02 Benefits (A) 203,548 Form 2.02 Total Compensation 1,480,794 Form 4.50 Total Compensation 1,480,793 Variance 1 So form 4.50 lists out employees/positions at the Dept/PG/Program code level. It defaults to Total Compensation however we can review the Salary/Benefit split by employee by clicking on the expand button on Total Compensation: Page 53

Alternatively, we can export the form to excel and then filter on salary/benefits: 1. With form 4.50 open, click on Tools Export as Spreadsheet This warning message may appear, just click on Open or Save and then Yes: Type the following into cell A3 to C3, and then filter on row 3: Position Employee Compensation Page 54

Filter on Compensation and select Total Salary: And now we get a nice neat summary of Total Salary from Workforce: Page 55

Add Position in Workforce In the event we have to add positions into Workforce, there is a form that will enable us to do this. 1. In Workforce open form 4.30 New Position Information 2. Input your Fund, Department ID, PG, Program Code, Year, Plan Type and Version and then click on the Go Arrow: 3. Right click in the body of the form and click Add To-be-hired Salary. Page 56

4. Add the same two employees we were going to add through form 2.02 and 2.20 (2 staff members for $110K with 10% benefits) A new line will appear with a TBH position with their related details Page 57

Now on form 4.50, the employee also shows up as TBH2: Position Management and Employee Data in form 4.50 Information in Workforce form 4.50 generally comes from these sources: 1. Position Management 2. HRMS 3. Payroll Entries 4. Alpha Salary from Forecast forms 5. Create a position in Hyperion Form 4.30 We will review a position/employee in form 4.50, to observe the outcome based on the selections we make in Position Management. The column on the left represents Position numbers and the 2 nd column represents the employee ID# and the incumbent name and the third column is the total compensation (Salary and Benefits). In the months is salary and benefit expense from either Position Management or HRMS. In order to view the split between salary and benefit click on the expand button beside Total Compensation. Page 58

We will analyze position 7779 and 8127 for the Position Management projected salary in the open months. Users can analyze a position on a Dept/PG in which they have access. In order to review the salary in FMS, you must have access to HRMS and Position Management. 1. Log into FMS 2. Open HRMS 3. Click on Position Management and then Add/Update Position Info. Page 59

4. Type the Position number into the Position Number field. Note you will have to add zeroes to the beginning of the Position number. 5. Check off the position and click Update Page 60

6. Click on the Budget tab. 7. Review the funding info (in the middle of the Budget tab) for the Position. The salary commitments drop down is what triggers expense amounts to be populated in Workforce. A user will have two options, Hire Data or Pos n Data. If a user selects Hire Data, this generally means the salary information is coming from HRMS or Payroll. If a user selects Pos n Data the salary expenses will come from the Funding Details at the bottom of the Budget Tab. For position 7779, Hire Data is selected, which means if there is a current employee, it will draw HRMS data or their real payroll data. In order to review the incumbent, click on the incumbents tab. Page 61

In the Incumbents section, there is no current incumbent or the position is vacant, which means for this Position it will automatically default to Pos n Data instead of Hire Data even though Hire Data was selected. In order to review the Position salary expense, go back to the Budget tab, and scroll down to funding details. Let s compare the Funding details to Workforce form 4.50. Page 62

From position management, salary funding details $9946.36 per month and this matches Workforce form 4.50 $9946 monthly salary. The benefit amount for $1492 also ties. Please note, as this position is vacant, when an incumbent is hired, the Hire Data will be used, so Workforce amounts for open months will change when this event happens in the future. Now let s observe position 8127. 1. Click Add/Update Position Info. In Position management and enter 8127 (recall to put zeroes at the beginning of the position) and then click Add/Search Page 63

2. Check off the position and click Update. 3. Go to the Budget tab. 4. Review Funding Info Page 64

5. Hire data has been selected, so go to the Incumbents tab (if Pos n Data is selected then scroll down to the bottom of the screen to review Funding Details) 6. Review the incumbent. 7. Compare Compensation rate to form 4.50. Page 65

The compensation rate of $9999 in Position Management ties to the Salary line for $9999 in Workforce form 4.50. The benefit amount is just a calculation based on the % set in Position Management. The percentage can be seen in the Budget tab, funding details. If we calculate $9999 time 15%, this equals $1499.85 or $1500 and it ties to Workforce form 4.50. Position Management will yield the following results based on what we select in the Budget Tab: Page 66

1. Hire Data the compensation rate is from HRMS/Payroll and reflects the real salary expense. 2. Pos n Data the compensation rate is the Funding Details at the bottom of the Budget tab for the position Things to consider: Pool positions where there are more than one incumbent are always Pos n Data. Even if we select Hire Data, it will default to Pos n Data. Vacant position default to Pos n Data where there is no incumbent Frequency of Workforce Updates Workforce is currently updated every weekend except the week that users are asked to update their Forecast for the Operating Report. Actuals Loaded to Hyperion Actuals are loaded to Hyperion on a monthly basis. Generally the load occurs one day after Financial Services sends out an email stating all the journals are posted and reports can be run. Please view the Universal Schedule for details on the exact dates of the Workforce Updates and FMS Actuals loaded to Forecast. http://www.finance.ubc.ca/budget/budget-schedule-guidelines-references-and-updates And then click Universal Schedule. Summary This guide should be used as a supplement to the Forecast training guide and the Fund transfer training guides. For more information on these other guides, please visit the Management Reporting and Budgeting website at this link: http://www.finance.ubc.ca/budget-office/hyperion-campus-wide-budgeting This guide did not go over every component of Hyperion, however we went through the key processes in how to update your Plan using either Working or Annual versions. And we also went through how data flows into Hyperion from other systems which is vital when trying to understand the information in your Forecast or Plan. If you have any questions in regards to the guide or anything Hyperion related, please send an email to budget@finance.ubc.ca End of Training Document Page 67