hyperion planning – employee based planning franceschina enterprise performance management...

Hyperion Planning – Employee Based Planning Medinah May 8th

Emtec, Inc. Proprietary & Confidential. All rights reserved 2013.

Presentation Agenda

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Introductions

Where we started

Application Functionality

Project Implementation

Where are we today and Enablers of Success

Introductions


Introductions – Speakers – Need Assistance from Jones Lang LaSalle

Jeanne Peterson

An experienced IT professional with over 10 years of experience at Jones Lang LaSalle driving system implementations for the Americas and Corporate Finance. Jeanne is a key leader in assisting Jones Lang LaSalle build a world class finance organization through technology.

Danny Franceschina

Enterprise Performance Management Practice Lead for Emtec with over 12 years of hands on Hyperion Planning design and implementation experience. Danny also has over 20 years of financial planning and reporting experience working for firms such as Quebecor, Montgomery Ward and RR Donnelley. Danny provided the Hyperion Planning design for the JLL applications and provided developer team oversight.

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Introductions – Jones Lang LaSalle

• Financial and professional services firm specializing in real estate services and investment management

• A sample of our services provides include;

• LaSalle Investment Management, a wholly owned member of the Jones Lang LaSalle group comprises our fourth business segment, is one of the world’s largest and most diversified real estate investment management firms with over $47.7 billion of assets under management

• Professionals Offices in 70 countries serving the local, regional and global real estate needs of our customers

• The highest ranking real estate services firm in the Leaders category of the Global Outsourcing 100 by the International Association of Outsourcing

• One of the World’s Most Admired Companies by Fortune Magazine

• 45,000 employee worldwide

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Agency Leasing Capital Markets Tenant Representation Property Management Facility Management Hotel Advisory Consulting Investment Management Value Recovery


OFF

ERIN

GS

PRAC

TIC

E FA

CTS

Emtec’s practice areas offer focused solutions to solve complex business & IT challenges

From up-front strategy & consulting all the way to application, infrastructure & procurement services, Emtec’s 1,000 professionals are what makes us special, and we invite you to see the difference for yourself.

Consulting Services Package Application Services (PAS) Cloud Technologies

Application Development &

Management Services (ADMS)

Infrastructure Services

• IT Strategy & Planning

• IT Process Improvement

• IT Performance and Governance

• Information Management: − Big Data − Business Intelligence − Analytics

• Mobility Solutions

• Program and Project Management

• Oracle − Fusion − EBS − PeopleSoft − EPM : Including Hyperion − OBIEE

• Microsoft − AX and GP − BI − CRM

• SAP

• Functional: HCM, FM, SCM

• Cloud Strategy & Planning

• Salesforce.com Solutions − Sales Cloud − Service Cloud − Marketing Cloud − Force.com

• Workday

• Cloud Application Development & Technology

• Private Virtual Cloud

• Cloud Applications

• Portfolio Analysis

• Application Advisory Services

• Product Development

• Custom Application Development & Maintenance

• Package Application: Development, Maintenance & Support

• Mobile solutions

• Quality Assurance & Testing Services

• Managed Services, Capacity Management & Staffing Services

• IT Service Mgmt.

• Data Center

• Business Application Infrastructure

• End User Computing

• Platforms

• SWAT team of 45 highly skilled Strategists, Architects and Consultants

• 10 years of experience and more than 75 projects

• 180 Specialists, including Project Managers, Architects, Consultants and Analysts

• More than 300 ERP & CRM projects completed

• Expert team of Big Data, business intelligence and analytics professionals

• Specialized team of 25 Strategists, Project Managers, Architects, and Consultants

• More than 90% certified • 62 Customers & 112

engagements

• Global workforce of nearly 750 associates (approximately 250 associates based in North America)

• Provided more than 6.3M hours of application development and maintenance services.

• Special expertise in Business Analysis and Testing (among other things)

• More than 100 associates providing data center, compute, network and storage related services

• Value Add Reseller providing full device lifecycle management services for more than 30 years

• IT Service Mgmt. BU having supported more than 70 distinct clients

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Where we started


Where we started - PeopleSoft

Custom built planning module in PeopleSoft

•Employee planning function

•Revenue and Expense function

Employee planning system had very basic functionalities

Very manual and time consuming process to load revenue and expenses

•Created 200+ templates

•Sent templates out to business groups

•Returned finance templates were manually reviewed and loaded into PeopleSoft

Ledger updated every 3 hours with employee data

No currency conversion functionality

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Issues with the Current PeopleSoft Process

Planning Inefficiencies

• Over 200+ planners submit plans to finance via Excel templates

• All planning correspondence with end users was manual

• About 60-70 percent of time spent loading and reconciling data as compared to 30-40 percent for analysis and planning

• Overhead allocations took 1-2 days to run which required locking users out of the system – process is run multiple time each planning cycle.

• Could only retrieve an updated P&L every three hours

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Compensations and Benefits Planning

•Allocating plan dollars to monthly periods is difficult – only allocation available was even, process changed to work days

•Employee allocation took multiple hours to run – executed every three hours

•No workflow approval for employee transfers

•Unable to track employee transfers.

•Calculations were not flexible by line of business or country

• Merit Increases

• Benefits/Tax calculation

• Monthly Spreads

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System Linkages

• No What if Abilities

• Unable to approve budgets prior to loading into PeopleSoft

• No Versioning Capabilities

• No Audit controls

• Costly and time consuming to enhance and upgrade – highly customized

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Goals of the Project

Efficiency and Functionality

• Streamline the budgeting/forecast process by using a robust budgeting and planning tool, thus reduction of inefficiencies

• Comprehensive cohesive planning process

• Broker Cube for commission calculations

• Reduce manual processes and duplication of works to allow more time for analysis

• Ability to plan into local currency and dynamically translate to USD

• Flexible employee planning system

Reporting and Analysis

• Better tracking of the budget numbers and versions.

• Gain an analysis tool in which users can easily slice/dice the data for dimensional reporting.

• Allow business unit partners outside of the Finance to access their respective reports without relying on Finance to run the reports in nVision and delivering the output.

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Why Hyperion

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Application Platform

• Part of the Oracle Suite of Products

• Good Previous experience with Hyperion Products (Enterprise) and PeopleSoft

• Standardize on common EPM Platform

Hyperion Planning

• Provide more delivered solution vs. a “build it” solution of either vendor (flexibility)

• Best or Breed Planning Solutions

• Reference able Customer Successes

Implementation & Maintenance

• Local expertise for implementation partner

• Large partner and user communities

Application Functionality


Hyperion Planning Environment

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Dimensionality

Standard Dimensions

• Account – Income statement and statistical accts (1,300 accounts)

• Period - Monthly Granularity, YTD, QTD, Year over Year Growth,

• Year

• Scenario – Actual, Annual Plan, Forecast, Variance Scenarios

• Version – Draft and Final Version

• Operating Unit – Entity Structure by Business Unit (1,500 members)

• Employee – Addition of employee dimension (16,000 employees)

Custom Dimensions

• Department (450 members)

• Currency – Local, USD, 15 reporting currencies

• MSP – Market, Region, and Property (35,000 members)

• Broker – Subset of employee dimension (3,000 brokers)

• Broker – Subset of department

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Planning Deliverables • Annual plan one year forward with monthly time

granularity • Mid year forecast with six months of actual and six

months of projected data for the current year • Actual versus plan reporting, analysis of actual

results Main Database • Plan and Actual Reporting with full PL and

Statistical accounts • Department expense data entry • Standard reports • Overhead allocations • Percentage of revenue metrics, commission

percentage (accrual rate) Capital Expenditures • Load of existing asset information • Calculate depreciation by asset class • Calculation of new asset depreciation based on

start date and asset class useful life

Workforce Planning • Salary related expense calculations

–Compensation –Taxes –Benefits –Headcount

• Employee expense allocations –Property, Market, Department, and Entity –User driven allocation percentages –Drives fully allocated P&L reporting

• New Hires • Transfers Broker • Used be Capital Markets and Brokerage business

units • Calculates commission and the benefit and tax

expenses of commission compensation • Calculates deal and prospecting expenses based

on a percentage of revenue • Percentage of revenue commission metrics

Major Application Functionality

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Process Slide Workforce Planning

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Global Assumptions • Work days assigned by country • Merit and bonus assigned drivers for Union

versus Non-Union • Assignment of reimbursable versus non-

reimbursable expense –Reimbursable expenses are not includes in the P&L

• Tax calculations tables for US and Canada Employee Status • Active versus inactive employees • Terminate function

–Terminate and replace (terminates existing employee and adds new hire

Employee Transfers • Transfer of ownership – transfer of primary

allocation (option to keep portion of original allocation in the source)

• When transfer ownership can update salary and bonus information

Modify Existing Employee • Salary information

• Merit, Bonus information

Standard Workforce Functionality • Use of data structures in Workforce Plan Type

• Compensation calculations

–Salary, merit, bonus • Employee status functionality

• Tax calculations

Workforce Modifications • Employee allocations

• Employee transfers

• Enhancement of global assumptions

• Feed of employee information to brokerage cube

Workforce in Separate Application • Meet the security requirements of JLL

Workforce Processes

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Workforce Screen Shots

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Workforce Smartlist for navigation

Employee transfer screen

Employee Name

Employee Name Employee Name

Employee Name

Employee Name

Employee Name



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Employee Expense Allocation

Name

Project Implementation


Project Manager • Managed RFP for consulting Firm

• Creation of project charter, project plan, and timeline

• Scheduling and obtaining JLL resources for application development, training, and testing

• Developed long term sustainability model for staffing and skill sets

• Creation and execution of change management and communication plan

• Risk Management

• Managed budget

Developers • Assisted in requirement definition and product

prototyping • Responsible for application design • Project plan for phasing implementation effort

and determine task durations • Configuration of application functionality • Application testing and test plan development • Risk Management • User training development and execution Subject Matter Experts *KEY* • Project champions • Trained end users • First in line of support • Assisted in execution of communication plan • Development of data entry forms and standard

reports • Application testing and acceptance

Project Roles

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Project Staffing - We had a dedicated “core” cross- functional team

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1 JLL Technical Resource

1 Project Manager

3 Developers (consultants)

Finance Steering

Committee = Part Time

= Full Time

Finance SME’s (25)

1 Part time IT

Resource

Project Timeline

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Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov

Requirements

Design

Main Build

Workforce Build

Brokerage Build

Integration Testing

Training

Go Live

Where we are today and enablers of success


Deployment Success • No material system issues in live deployment

Budget Efficiency • Decentralized data entry eliminating manual Excel spreadsheet development and upload processes

• Integrated Solution – planning components are now linked eliminating redundant data entry and reconciliation

• Elimination of manual Excel processes into centralized planning solution

• Faster employee allocations • Allocations can now run as a whole or individually

Enhanced Reporting Capabilities • Slice and dice reporting capabilities enabled

• Reporting performance is greatly improved

• Low learning curve for non-technical users access to information

On Going Support and Maintenance • Finance Owned solution with reduced involvement from IT(decentralized)

• Reduced application maintenance • Application can be upgraded without fear of customizations

Results Achieved

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Sponsorship • America’s finance leadership team

“Championed” the project

Well Defined Requirements and Objectives • Requirements and project objectives were

well communicated and understood by finance steering committee

Project Staffing • Project was properly staffed and owned by

finance – subject matter experts were available for application development, testing, and feedback regarding application development

Picking the Right Implementation Partner • Pick the right partner – picking an

experienced partner who integrated well into our project team, provided expertise in implementing complex processes

Knowledge Transfer and Sustainability • Well defined knowledge transfer and on-

going support processes – determined the ability for the organization to maintain the application the application and the project’s momentum

Communication • Defined communication and change

management plan – communicating expectations as well as process change and its meaning to individual users

Risk Management • Risk Management – determining course of

action as bumps occurred in product development

Enablers of Success

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THANK YOU FOR YOUR TIME Please visit us online at www.emtecinc.com

http://www.emtecinc.com/



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PeopleSoft Financials Database

BPS ApplicationCustom Employee and

Revenue/OAO Planning System

PeopleSoft HRMS Database

One time Actual EmployeeData load

Excel Templates are sent to Finance Manager (150

Clients)

Budget numbers are filled out and sent back to

finance

Nvision Reports

Hyperion Enterprise

Summarized load based on Account and Entity Mapping

Finance loads all data via PS Ledger

Upload


Overall Diagram

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Process Slide Broker Cube

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MAIN(P&L)

BROKER

Dealio Database

Broker to “Schema” Assignments, Draw Paid,

Salary deficits.CSV

Users Input Revenue/Adjustments by broker to calc commissions

via Planning Data Forms

WorkforcePlanning

Broker Salary Info Annual BrokerRev & Exp

Phase the Broker Rev & Exp via Planning Data Forms

MaxL Process to load into Broker cube


Why Hyperion

Application Platform

• Part of the Oracle Suite of products

• Good previous experience with Hyperion Products (Enterprise) and PeopleSoft

• Standardize on a common EPM Platform

Hyperion Planning

• Provided more of a delivered solution vs a "build it" solution of the other vendor (Flexibility)

• Best of Breed Planning Solutions

• Reference able Customer Successes

• Implementation and Maintenance

• Local Expertise for Implementation Partner

• Large Partner and User Communities

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Employee Names

Workforce Validation Report


Data Sources – PeopleSoft HR • Provides salary and benefit facts for workforce

calculations • Automated interface to populate data structures

(Metadata –Employee dimension –MSP (market, property and client rollups) –Operating unit (entity structure)

Calculations • Employee compensation (allocated based on

working days) –Merit increases based on employee start date –Bonus calculations

• Employee taxes (US and Canada) • Benefits Calculation of all workforce application and data movements takes 5 minutes to complete

Employee Allocations • Key requirement of planning process for

workforce • Allocations to property, market, department,

and client –Challenge to provide allocations to multiple

dimensions in large dimensions –Construct data entry process to define

allocation definitions on demand • User can modify or add allocations on demand • Tracking of primary versus allocated expenses

Employee Classifications • Assumptions and calculations definitions • Union Versus Non-union • Reimbursable versus non-reimbursable

expense • Working days by country

Workforce Functionality

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Process Slide Broker Cube

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BrokerCalculations

Commission Plan Maintenance

Data Entry of Revenue by Broker

Data Entry of Speculative Revenue(no broker assigned)

Deal Costs and Prospecting

Expense Percentage Entry

Reporting via Excel SmartView or Hyperion

Reporting(Excel, PDF, Web

Formats)

Centralized Processing of Broker Commission Expenses

Planning Interface Access via Excel or the

Web

Interface from Delio for Commission plan

assignment to Brokers, Actual information

Changes to Broker Commission Plan

Assignment


Data Sources • Workforce provides salary information and

employee characteristics • Delio provides commission plan information by

broker • Tagging of “Broker” by employee Calculations • Commission expense and its related tax and

benefit impacts –Commission plan assigned by brokers –Series of floors and series similar to tax table –Employee draws and deficits

• Deal and prospecting expenses –Assigned at a percentage of revenue at client and

markets • Ability to assign revenue and calculation

commission expense for “speculative revenue” • Percent of revenue commission metrics • Entry of commission revenue

Expense Assignment by Month • Spread of annual totals by month performed via

user defined spreading methodologies in main application

• User can modify or add allocations on demand

• Tracking of primary versus allocated expenses

Revenue Classifications • Strategic alliance, speculative, and known

revenue

Broker Cube Functionality – Uses Workforce Process Methodology

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