reporting _ rick cooper _ planning and budgeting with qut and hyperion.pdf

The most comprehensive Oracle applications & technology content under one roof The most comprehensive Oracle applications & technology content under one roof

Planning & Budge-ng at QUT Berndt de Bruyn, QUT

Rick Cooper, M-‐Power Solu;ons

The most comprehensive Oracle applications & technology content under one roof

Agenda 1.  QUT & Project Overview (Berndt) (10 min)

2.  Product, Vendor selec;on (Berndt) (5 min)

3.  Design (Rick) (10 min)

4.  Demonstra;on (Rick) (10 min)

5.  Lessons Learnt (Berndt) (5 min)

6.  Ques;on (Berndt, Rick) (5 min)


QUT & Project Overview


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QUT overview “a University for the real world”

•  Based in Brisbane

•  42,000 students

•  3 Campuses

•  400+ courses and extensive research programs

•  11,000 personnel ( 4,000 ongoing, 7,000 sessional/casual)

•  $700 Million Income

•  $400 Million Workforce expense


Complex organisa-on structure:

•  8 Facul;es •  7 divisions •  5 ins;tutes

Organisa-on hierarchy:

Facul;es/division 20 School/department 160 Centre/sec;on 350 Responsibility Centre 700

Project 16,000

Organisa-onal complexity

Organisa-on re-‐structure


QUT Budget Process 3 Budget rounds •  Triennial

next year (by month), 2 outlier years(annual) Aug-‐Nov

•  H1 Re-‐forecast Jan-‐Mar actuals, Apr-‐Dec budget Apr-‐Jun

•  H2 Re-‐forecast Jan-‐Jun actuals, Jul-‐Dec budget Jul-‐Sep


Stakeholders

Management Accoun-ng team (7)

Budget/Finance Officers (50)

Faculty/Division Admin Officers (50)

Faculty/Division Management (20)

Corporate Finance (20)

IT Support

Internal Audit

Senior Management


System Environment

Budget Tool

Oracle Financials

Alesco

RFM (Excel) IPM

Input Output

Oracle Financials

Ad-hoc reports

Standard Reports

Student Load

Revenue Allocation

Fin Portal


Project Objec-ves •  A`ain efficiency in…

-‐  Crea;ng and managing Budgets and Forecasts

-‐ Managing workforce expenses

•  Improve financial business intelligence

•  Obtain scenario forecas;ng capability

•  Achieve standardisa;on in budge;ng processes

•  Reduce the budge;ng cycle

•  Working towards budge;ng by non financial informa;on e.g. FTE, EFTSL


Project Team QUT: •  Steering Commi`ee (Finance, IT, HR, Faculty, Internal Audit) •  Project manager (Full ;me) •  Management Accoun;ng Team member (Full ;me) •  Alesco specialist (Part ;me) •  Oracle Financials specialist (Part ;me) •  DBA (Part ;me) External Vendor: •  Lead Consultant (Strategy, Direc;on) •  Technical (Install Sofware) •  Business/Applica;on (Configure/build applica;on)


Product & Vendor Selec-on


Solu-on and Vendor selec-on Thorough selec-on process by Evalua-on Group •  RFO – 11 par;cipants covering every product in Enterprise Planning

•  Presenta;ons – 6 par;cipants for demonstra;ons

•  Site Visits – to shortlisted reference sites

•  Vendor selec;on and contract nego;a;on


Why Hyperion Planning was chosen Product selec-on criteria

•  Func;onality addressed

•  Technical fit

•  Integra;on with QUT systems

•  Robustness (speed, stability, number of users)

•  Security

•  Ease of use

•  Cost (sofware purchase, annual licence, cost to maintain)


Why M-‐Power was chosen Vendor selec-on criteria

•  Capacity to deliver

•  Es;mate ;me to implement

•  Technical assistance during project

•  Ongoing support afer project

•  Impression, professionalism

•  Reference sites •  Business solu;on rather than IT solu;on •  Ongoing commitment •  Documenta;on •  Deliver on-‐;me and in budget


Project Approach/ Design


Design Principles Primary Principles •  Budget Tool to balance to Source Systems (Oracle Financials/ Alesco) •  Dimensions follow the QUT chart of accounts •  New posi;ons, cost centres, accounts refreshed to Hyperion each night •  Management Accoun;ng able to manage total process

Workforce Specific Principles •  Workforce cost driver Account code not C-‐level •  Global values drive cost Salary scales, oncost %, EB increase •  Forecast FTE, classifica;on Cost = FTE x Salary •  Casual cost not by person Total hours or total cost •  Not an exact science do not cater for all Alesco excep;ons


Core Requirements

19

• Workforce Model

• Permanent ongoing and fixed term staff

• Casual professional staff

• Sessional academic staff

• Capture of funding models outputs from Excel model via manual upload

• Profit and Loss down to cost code level of detail, aggrega;ng to total QUT

• Balance Sheet and Cashflow model for total QUT only

• Source data integra;on for financial balances and workforce related data

• Source data integra;on for metadata from Oracle Financials

• Transac;on drill down

• Repor;ng


Core Requirements

20

• Fast calcula;on ;mes

• Timeframe

• 5 Years of history

• Current year H1/H2 forecast

• 3 year triennial budget

• 5 year AMP and financial plan

• Write budget data back to Oracle Financials


Architecture ProfLoss

Employee Cost

Oracle Financials

Hyperion Applications & Databases Source Data & ETL Layer

ProfLoss

Employee

HistData

HistData

BSCash

P&L

Alesco

Presentation Layer

ODI

Meta Data & Actuals

DW

ERP Integrator(FDQM)

Meta Data & Actuals

Drill Through

Hyperion Financial Reports

Smart View(Office)

Meta Data & Actuals

Smart View(Office)

Hyperion Financial Reports

Drill Through

Budget DataBudget Data


Design Overview

22

Why different models:

•  Best performance configura;on and database size management

•  Best usability – end users enter all data into one applica;on

•  Level of detail in workforce model – thousands of posi;ons/people

•  Addi;onal dimension for Posi;on – allows a person to be allocated to different cost codes

•  Balance Sheet and cash flow only required for total QUT posi;on

•  Historical data separated into another applica;on to avoid impact on PlanQUT through detail not relevant to planning which may effect performance


Workforce Model

23

•  By posi;on and employee for permanent ongoing and fixed term staff

•  Casual professionals and sessional academics by job, not each individual

•  Reliant on Alesco for providing source informa;on – salaries, allowances, market loading etc

•  On-‐cost assump;ons entered into Hyperion

•  Occupied posi;ons u;lise the occupants details

•  Vacant posi;ons u;lise the posi;on informa;on

•  Allows for new budget posi;ons

•  Actual informa;on provided for FTE’s and spend by posi;on/employee for analysis

•  Feeds profit and loss with cost centre level data by natural account


Profit & Loss Model

24

•  Receives actual data from Oracle Financials

•  Receives workforce forecast/budget data from workforce model

•  Receives RFM data from upload

•  First Phase scope is for data entry of all other revenue/costs directly to P&L •  This can be expanded in later phases to have driver based capability

•  Repor;ng of data can occur at various levels: •  All QUT

•  By Faculty/Division/School •  By Program

•  Data aggregates each ;me data is entered

•  Ability to phase data on pre-‐defined op;ons •  Ability to limit form selec;ons to ac;ve cost codes or specific ac;vi;es


Balance Sheet and Cash flow

25

•  Total QUT only

•  Movements in P&L drive BS accounts, for example deprecia;on

•  Capital expenditure will be fed directly to the cash flow

•  Latest actual period balances will be carried forward unless modeling exist for the account

•  Addi;onal data entry required for cash flow items


Data Integra-on

26

•  Oracle Data Integrator (ODI) used for loading data and metadata to Hyperion on a regular basis (each night)

•  ODI accesses views created of source informa;on in source systems

•  Most logic to reside on source systems (in views)

•  ODI also runs backup processes, refreshes and calcula;ons during the night rou;ne


History

27

• Essbase only cube created to store the past 5 years historical financial data

• Dynamically references data in the planning applica;ons via a transparent par;;on.

• Metadata is added to the Planning applica;on and history cube

• Each night a process runs to ensure that the source databases planning applica;ons remain synchronised with the target database history database

• Calcula;ons will not be run in the HistData database and will be read only.

ProfLoss

BSCash

HistData

Historical Data


TCP

Server: : Finbudget01-dev (131.181.185.134)Server Platform: Microsoft Windows Server 2008 EE SP2 64BitServer CPU: 4 * Intel Xeon X5570 2.99 GHZ+Server Memory: 8 GBHard Drives: 650 GB (Example- C: 50GB & D: 600GB)Oracle EPM Components: -Essbase Server-Administration Services Client-Essbase Client-Smartview-WebLogic ServerOther Components: -Microsoft Office 2003 or 2007-Acrobat Reader 7.0 or later-Oracle SQL Developer (Database Admin Client tools)

Server: : finbudget02-dev (131.181.185.135)Server Platform: Microsoft Windows Server 2008 EE SP2 64BitServer CPU: 4 * Intel Xeon X5570 2.99 GHZ+Server Memory: 8 GBHard Drives: 350 GB (Example- C: 50GB & D: 300GB)Oracle EPM Components: -Foundation Services Managed Server (Includes EPM Workspace and Shared Services Web Applications)-Calculation Manager Web Application-Provider Services Web Application-Administration Services Web Application-Reporting and Analysis Framework Web Application-Financial Reporting Web Application-Web Analysis Web Application-Planning Web Application-Administration Services Client-Financial Reporting Studio Client-Smartview-Oracle HTTP Server-WebLogic Server

Server: finbudget03-dev (131.181.185.136)Server Platform: Microsoft Windows Server 2008 EE SP2 64BitServer CPU: 4 * Intel Xeon X5570 2.99 GHZ+Server Memory: 4 GBHard Drives: 350 GB (Example- C: 50GB & D: 300GB)Oracle EPM Components: -‐Reporting and Analysis Framework Services-‐Financial Reporting Print Server Services-‐Oracle Data Integrator (ODI)-Financial Reporting Studio Client-Administration Services Client-Essbase Client-Smartview-WebLogic ServerOther Components: -GNU Ghostscript 7.0.6--Microsoft Office 2003 or 2007-Acrobat Reader 7.0 or later

ORACLE EPM DEVELOPMENT ENVIRONMENT PLAN

TCP

Server: ORARAC-B01Components: --Oracle Database v11.2.0.1 Server & EM

TCP

TCP

Key

External Server Utilized by Oracle EPM System. DEV Server

Oracle EPM (Hyperion) Server DEV Server

Authentication Provider

SMTP Server

TCP

TCP

External Server TCP Connections to\from Oracle EPM System Servers

TCP Connection between Oracle EPM System Servers

TCP

TCP

Services Tier Servers

Web and Web Application Tier Servers

Database Tier Servers

Server: finbudget04-dev (131.181.185.137)Server Platform: Microsoft Windows Server 2008 EE SP2 64BitServer CPU: 4 * Intel Xeon X5570 2.99 GHZ+Server Memory:4 GBHard Drives: 350 GB (Example- C: 50GB & D: 300GB)Oracle EPM Components: -FDM Server-FDM Task Manager-FDM Load BalancerOther Components: --Microsoft Office 2003 or 2007-Acrobat Reader 7.0 or later-Oracle Database Client 11.2.0.1

FDM Servers

TCP

TCP TC

P

TCP

Relational Database Tier Servers

TCP

Technical Infrastructure


Demonstra-on


Lessons Learnt & the Future


Project Success Record •  Current status Fully live for 2 months (4 since sof launch)

•  Time to implement 12 months (Jun-‐10 to Jul-‐11)

•  Cost 4% over budget (hardware cost under es;mated)

•  Number of users 150

•  Project stages

•  Product/Vendor Selec;on 3 months

•  Contract nego;a;on 1 month

•  Specifica;on/design 1 month

•  Build/test applica;on 5 months

•  Go live 2 months


Lessons Learnt •  Keep things as simple as possible

•  Use skilled people for the implementa;on

•  Risk management and con;ngency planning

•  Plan ‘Go-‐live’ stage well

•  Ensure sufficient resource to support system once live

•  You cannot keep everyone happy


Future •  Entrench Budget Tool

•  Sessional cost budge;ng (student numbers driven)

•  Driver based budge;ng

•  Long-‐term workforce planning

•  Drill back to transac;on in Oracle Financials

•  Revenue modeling


Ques-ons

reporting _ rick cooper _ planning and budgeting with qut and hyperion.pdf

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