Operating Expense Planning

using HyperionTraining Session

AGENDA

Process overview 5 month Review form in Hyperion planning. Functionality. Workflow.

OVERVIEW 8 Month Review Form

POSSIBILITIES R E P O R T S

Road to 8 Month Review 2015

OVERVIEW

SEND 8 Month Review and Budget to GL /

COPY to FINAL version in Hyperion

Generate Employee Master Data

Send Salary Actuals

APPROVE

CREATE 8 Month Review and Budget on

WORKING version

PRE-POPULATE Forms

SEND Actual $ from GL to Hyperion

PEOPLESOFT / HYPERION INTERFACE

OPERATING /

ANCILLARY

UNITS

BUDGETING

SERVICES

BUDGET

COMMITTEE

Process Overview

What is Hyperion?

BUDGET & FORECAST

FISCAL YEAR

GL- Chartfields

INTERFACE

ACTUALS

BUDGET & FORECASTS

It’s a budgeting tool that allows entering budget and forecast by multiple time periods (fiscal year or Monthly), and by different General Ledger Chartfields: Department, Program, Fund and Account.

Hyperion interfaces directly with PeopleSoft .

The Actuals are taken from PeopleSoft Financial General Ledger as well as Human Resources (for Salaries) and populated into Hyperion for closed months.

Budget, 5 Month Review and 8 Month Review are taken from Hyperion and populated into PeopleSoft Financial General Ledger

PeopleSoft & Hyperion Chartfield Trees

• PeopleSoft Finance General Ledger is the Chartfield source of record.

• The hierarchy structure of the Chartfields is called a “tree”.

• Budgeting Services has created specific Department and Account trees that align with current budget envelopes.

• An example of Department tree:

+ ACADEMIC SUPPORT+ VP ACADEMIC

• Provost Office• IRA• Human Rights & Equity• AVP Academic Faculty

+ REGISTRAR’s OFFICE

• MOSAIC trees are loaded into HYPERION on a monthly basis.

• Any new department, program or account is then available in Hyperion for forecasting or budgeting.

• The tree structure will allow organizing the data in the Hyperion forms and reports.

• In Hyperion, security is provisioned by department.

• Values in Hyperion can ONLY be edited at the lowest level of the tree.

• In the example, if the form is open for the ACADEMIC SUPPORT department, all cells in the form will be read only.

POINT OF VIEW: Shows the Criteria of the Data shown on the form.

The different dropdowns are:

• Department: Lists the departments you are entitled to. The codes are the same as in MOSAIC, prefixed by the letter D

• Program: Lists all the available Programs. The codes are the same as in MOSAIC, prefixed by the letter P

• Type of Expenditure: One-Time or On-Going.

• Version: Lists what version you are working on: Working, or any of the What-If versions.

• Fund: READ ONLY indicates the fund.

• Please note that there are different forms for each fund. Hyperion only has the data associated to Operating fund (20), Ancillaries Fund (30) an Externally Specifically Funded (45).

8 Month Review & Budgeting FormPoint of View

Find a Department on the Form

Using the Point of View find a Chartfield combination that you want to review.

After you have entered a value into every drop box, Click on the REFRESH button.

Note: Any time the point of view is changed, we MUST refresh so the system brings the data from the database into the form

8 Month Review FormDetail Sections

8 Month Review Section: • This is the section in which the

8 Month Review data is stored.• It is pre-populated with the year

to date actuals for closed months and 5 Month Review for Open Months.

• Users can update the data values at the lowest levels of the trees only. Any value at an higher level of the account, department or program trees are read only.

• Users can expand to view monthly drilldown by clicking on the plus sign (+) next to the Year Total Label.

Budget Section: • This is the section in which the

next year’s budget is stored.• It is pre-populated with the 5

Month Review.• Users can update the data

values at the lowest levels of the trees only. Any value at an higher level of the account, department or program trees are read only.

• Users can expand to view monthly drilldown by clicking on the plus sign (+) next to the Year Total Label.

Budget Year +1 Section: • This is the section in which the

next year’s budget is stored.• This Section is NOT pre-

populated.• Will Only allow Year Total

Forecasting

Budget Year +2 Section: • This is the section in which the

next year’s budget is stored.• This Section is NOT pre-

populated• Will Only allow Year Total

Forecasting

5 Month Review Section: • This is READ ONLY.• The 5 Month Review• Users can expand to view

monthly drilldown by clicking on the plus sign (+) next to the Year Total Label.

Actuals Section: • This is READ ONLY.• Displays the Year To date

Actuals loaded from the GL.• Users can expand to view

monthly drilldown by clicking on the plus sign (+) next to the Year Total Label.

8 Month Review FormSummary Section

Total revenue, expenses and appropriations for all types (on-going and one-time) are summarized in the last lines of the form.A_3000: The total of revenue and expense for the type (On-Going, One-Time or All Type) selected in the point of view. Note that this total could be different than the Deficit or (Surplus) – All Types if the point of view has selected only On-Going or One-Time.Total Revenue – All Types: The total of all on-going and one-time revenue.Total Expenses – All Types: The total of all on-going and one-time expenses.Deficit or (Surplus) – All Types: The net of all on-going and one-time revenue and expenses.Opening Appropriations - All Types:

Actual and 8 Month Review: Ending appropriations in FY15 5 Month ReviewBudget: Ending appropriations forecast in the FY14 8 Month Review

PS Adjustments – All Types: Actual year-to-date journal entries to appropriation accounts in PeopleSoft GLClosing Appropriations – All Types: Total of Deficit/(Surplus), Opening Appropriations, and PS Adjustments

Starting

Point

8 Month Pre-Populated DATA

8 Month Pre-Populated DATA

Difference between Year total and year to date actuals is spread amongst open months

BUDGET Pre-Populated DATA

BUDGET Pre-Populated DATA

The Year total is spread evenly across all 12 months of the Budget.

EDITING

Basic Editing DATA in the forms

Light Yellow cells are EDITABLE. To edit a cell, simply type the new number inside the cell. Once a cell has been edited, it will

change color to a darker shade of yellow. Planners can use EXCEL copy/paste functions for editing cells. Editing a cell at a YEAR total level will update the values of the cells of ALL OPEN months

Grey cells are LOCKED. Cells are locked due to: Closed Months Aggregate Level Forecasts can ONLY by updated at the lowest Account level. THIS APPLIES

TO POINT OF VIEW AS WELL

After you have entered a value into editable cells, Click on the SUBMIT button.

Versions of the 8 Month Review

What-if

• High, medium, low• Modeling budget ideas

What-if versions

Allows planners to create different versions of the forecast for analytical purposes only.

The system offers What-if High, What-If Medium and What-if low versions.

Planners can pre-populate the what-if versions with any other version as a starting point.

Changes performed in a what-if version are NOT moved to PeopleSoft.

Only changes to Working version are moved to PeopleSoft. Planners can copy a What-If version into the Working version.

What does Hyperion allow you to do?

COPY

EDITADJUST

BU

DG

ET T

O A

NEW

AC

CO

UN

T

Save copy to Excel File

Wh

at-

If V

ers

ion

s

COMPARE

Adjust at Year or Month Levels

Spread monthly values equally or proportionally

Compare with ActualsAdd Supporting

Details

Un-Suppress Account

When to use? The 8 Month review form suppresses (hides) Accounts that

have NO data. If the pre-populated form doesn’t show a specific account,

that means that there was no Forecast and no actuals for that account.

If we need to add a forecast to an account that does NOT show in the pre-populated form, we can UN-SUPPRESS a specific account using this function.

Un-Suppress Account

• How? Right-click on any cell in the

smart view form, and select the Smart View option to Open the SmartView Menu.

Select the Un-Suppress Accounts option from the SmartView menu.

The pop-up opens. Click the Find Box

Un-Suppress Account

Click Binoculars to open the Find box

Check Show Aliases to search by account name (optional)

Enter search value and click binoculars

Check account(s) to unsuppress Click to move to selected members Click OK

Copy 8 Month review into Budget

The budget is originally pre-populated with the 5 Month review since it is the latest version available at the time of releasing the forms.

Planners have the option to use the 8 month review as the starting point of the budget by copying the 8 Month review into the budget scenario.

Copy 8 Month Review to Budget

• Select the “Copy 8 Month Review to Budget option from the SmartView Menu

• Select Department(s) to copy• Click OK button

LOGIN Enter the following URL: https

://dmacapps65.mcmaster.ca/Citrix/ Note: This URL is for Training environment ONLY. The

Production URL is indicated in your handouts.

Enter your MACID and password Click on EXCEL Icon entitled SmartView Click on the Open button on the banner in the bottom

part of the screen. A pop-up shows status. Excel opens

OPTIONS setup

Connecting to the Hyperion Database using SmartView

1. Click on SmartView Tab

2. Click on Panel Icon

3. In the Panel, Click on Shared

Connections

4. Enter Login & Password

5. In the Shared Connections Panel,

Open drop down

6. Select Oracle Hyperion Planning,

Fusion Edition

7. Expand Hypsitf01

8. Expand McM_Plan

9. Expand Forms

10.Expand 1. OPEX

11.Expand the appropriate FUND

(Operating fund 20, Ancillaries fund

30, Specially Funded fund 45)

12.Double Click on 2. OPEX 8 MONTH

REVIEW 2015

Exercise

Open 8 Month Review Form for appropriate fund. Find Department, Program, Expenditure Type to edit. Validate Salary accounts are read only. Edit a value at a Year Level Edit a Value at a Month Level Un-Suppress an account (that is not already on the

form). Edit recently Un-Suppressed account After updating 8 Month Review, Copy 8 Month

Review into Budget.

REFRESH, REFRESH, REFRESH

REPORTS

REPORTS Summary reports are available to preview the total

forecast at a roll-up level. Drilldown reports may be used to isolate any

variances or anomalies. These reports are intended for analysis and are not

formatted for the final submission document. Positive values are debits, negative values are

credits. Submission reports will be available to planners and

envelope managers.

DEMO

Bonus Functionality

Copy Data from one department to another. Copy yearly forecast from in between programs or

accounts. Adjust amounts for a range of cells. Add Cell Comments Add Supporting Details to a cell. Locking cells.

Copy Year Total using Function

When to use? Copy year total from one program to another. Copy forecasts from one year to another. Copy the Original Budget into 8 Month Review scenario.

What is copied? The year total is copied over and then spread amongst the

open months keeping the proportion of previous monthly values.

• How? Right-click on any cell in the

smart view form, and select the Smart View option to Open the SmartView Menu.

Select the Copy Year Total option from the SmartView menu.

The pop-up opens. Then select the source and destination criteria.

Copy Year Total using Function

Copy Monthly values using Function

When to use? Copy specific monthly values for one or multiple months from

one program to another. Copy forecast monthly values for one or multiple months from

one year to another.

What is copied? The monthly values are copied over and the Year total is re-

calculated to add up to the sum of the monthly values.

• How? Right-click on any cell in the

smart view form, and select the Smart View option to Open the SmartView Menu.

Select the Copy Monthly option from the SmartView menu.

The pop-up opens. Then select the source and destination criteria.

Copy Monthly values using Function

Adjust Data by Percentage Click on any editable cell (yellow in

colour) or a range of cells at a month level.

Right click on the cell and pick the “SmartView” option to open the SmartView menu.

Select the Adjust option from the SmartView menu.

Select the Add fixed value to selected cell(s) radio button and enter the value to increase by in the text box:

Click Adjust Data. Click on SUBMIT.

Adjust data by amount Right click on the cell and pick

the “SmartView” option to open the SmartView menu.

Select the Adjust option from the SmartView menu.

Select the Add fixed value to selected cell(s) radio button and enter the value to increase by in the text box:

Click Adjust Data. Click on SUBMIT.

Pre-Populate a what-if version

Select the Pre-Populate What-If option from the SmartView menu.

The pop-up opens. Then select the Target What-If version to pre-populate, the Source Version, Source and Target Year, Source Department, Scenario (i.e. Budget) .

WORKFLOW

How Does Workflow work?

After Planners are done with their changes, they submit the 8 Month Review and Budget to the Envelope Manager for approval.

Envelope managers have the option to approve and submit to Budgeting Services. Or reject changes and send back to the planner for modifications.

How to Submit 8 Month Review for Approval

On the Planning menu, click on Approvals

Select a view from the drop down menu and click Refresh

Highlight a Planning Unit to promote where you are the Current Owner, and click on Change Status. In Approvals window, select Action from the drop down box, and Submit

Refresh the screen to view the current owner (you may need to use Tree View).