enterprise analytics supporting hyperion variance...

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EnterpriseAnalyticsSupportingHyperionVarianceReporting‐TrainingGuide

Updatedasof12/10/15

This training guide is intended to provide detailed instruction relating to the Enterprise Analytics application and is targeted to

individuals who are responsible for completing the Hyperion Variance Reporting business process.

Table of Contents

What is Enterprise Analytics? .......................................................................................................................................... 2

Overview of the Role of Enterprise Analytics in the Variance Reporting Process ........................................................... 2

Helpful Training Resources .............................................................................................................................................. 3

Data Security and User Access ......................................................................................................................................... 3

Accessing the Enterprise Analytics Variance Reporting Template .................................................................................. 4

Review of Pivot Table Navigation .................................................................................................................................... 5

Enterprise Analytics Pivot Table Data Field Categories ................................................................................................... 8

Utilizing the EA Variance Reporting Template ............................................................................................................... 10

Template Tabs ........................................................................................................................................................ 10

Retrieving Data ....................................................................................................................................................... 11

Analyzing Variances – Actual to Actual Reports .................................................................................................... 18

Analyzing Variances – Budget to Actual Reports ................................................................................................... 30

Interpreting Data in Enterprise Analytics ....................................................................................................................... 40

Revenues and Expenses ......................................................................................................................................... 40

Encumbrances ........................................................................................................................................................ 40

State Appropriations .............................................................................................................................................. 40

Default Root Node & Journal Group Pivot Table Filters ........................................................................................ 42

Budget Forecast Data ............................................................................................................................................. 42

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What is Enterprise Analytics? Enterprise Analytics is an institutional‐wide analysis tool which combines data from multiple sources and uses the

functionality of Excel to present the data in a Pivot Table format.

Enterprise Analytics can be used to support the Health Science Center’s business processes where financial analysis is

required as it currently incorporates budgetary information from Hyperion and Actuals information from PeopleSoft

Financials to provide a consolidated financial data source.

Budget and Actuals data in Enterprise Analytics is grouped in the same Account, Fund, and Dept. ID hierarchies as

Hyperion, and can be expanded to view and analyze data down to the transactional details.

Overview of the Role of Enterprise Analytics in the Variance Reporting Process Due to the versatility and analysis capabilities of Enterprise Analytics, this tool will greatly assist individuals who are responsible

for business processes such as Hyperion Variance Reporting and the Monthly Project Reconciliation.

Currently these business processes incorporate financial information from more than one source, such as Hyperion, PeopleSoft

Financials, and Data Warehouse. Enterprise Analytics incorporates data from these multiple sources to provide a complete and

comprehensive source of data. The data is grouped according to Hyperion hierarchies and is presented in a pivot table format,

which can be used to efficiently analyze financial information, and can be expanded out to view sub levels of data down to the

transactional details.

A template has been designed for individuals who have the role of completing the Hyperion Variance Reports to easily access

and use as a starting point for Variance Reporting analysis. The Enterprise Analytics Variance Reporting Template includes pivot

tables on respective tabs which have been designed to mirror the information on the four primary institutional Hyperion reports

requiring analysis for the Hyperion Variance Reporting process, including the Institutional Budget‐to‐Actual and Actual‐to‐Actual

reports, and the Practice Plan Budget‐to‐Actual and Actual‐to‐Actual reports.

This training guide will assist you with beginning to learn how the EA tool can optimize your Variance Reporting analyses, and

together, the training guide and Variance Reporting Template will provide you with the means necessary to transition into

adopting EA as a Data Warehouse process substitution.

Benefits of Enterprise Analytics as an alternative to Data Warehouse:

o EA groups data according to the same hierarchies as Hyperion.

o No more Excel exports or V‐lookups to pull in additional fields.

o Data is organized and consolidated all in one place.

o Faster Analysis which saves time!

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Helpful Training Resources

EA Field Glossary ( EA Variance Reporting Template)

System Configuration document – Available on the DCATS website:

http://ims.uthscsa.edu/technology_support/dcats_data.aspx

Pivot Table review course accessible through the Learning Express Library – Instructions are located on the DCATS

website.

Hyperion Planning Reporting Training:

o Training Guide – Accessible on the Hyperion Reporting SharePoint site in the Shared Hyperion Documents

section

o Online Training Module – Accessible on the Knowledge Center in the Administrative section of the Course

Catalog.

Transition Solutions contact information:

o 7‐7777, option 5

o [email protected]

Data Security and User Access

Security in Enterprise Analytics is granted at the department level and should mirror your Hyperion access. Upon

refreshing a pivot table, you will only be able to view data for a department or group of departments you have been

granted access to view. In addition, the Entity report filters should only show departments, or roll up departments,

you have access to.

NOTE: If access to Enterprise Analytics is needed, a PSAR form must be submitted. Work with your ACE to obtain the necessary

access.

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Accessing the Enterprise Analytics Variance Reporting Template The Enterprise Analytics Variance Reporting template can be accessed by logging in to the Inside UTHSCSA portal.

Reference the EA System Configuration document located on the DCATS website for instructions on how to configure your

browser settings.

1. To access the template, first navigate to http://inside.uthscsa.edu/ and enter your HSC User ID and Password to log in.

2. Next, select the HSC Business Applications link.

3. Then click on Variance Reporting in the Enterprise Analytics folder.

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4. The template will launch via Microsoft Office Excel.

Review of Pivot Table Navigation Pivot Table Structure:

As you know, pivot tables in Excel are linked to a source data set

and are organized using the Pivot Table Field List window,

which lists the fields available to include in the table. The screen

shot to the left is a consolidated Enterprise Analytics Pivot Table

Field List.

There are 8 main field categories in the Pivot Table Field List,

similar to the Dimensions in Hyperion and Smart View.

Each of these categories can be expanded in the Field List to

view the various field options, similar to the members in

Hyperion, which can be dragged to one of the four report areas

at the bottom of the window.

The area where fields are dragged will determine how the data

appears in the pivot table. Fields placed in the Report Filter box

will appear in the header of the table. Fields placed in the Row

Labels will appear in rows and will be ordered as specified.

Fields placed in the Column Labels box will appear shown in

columns on the table. And finally, fields placed in the sum

values box will appear in the table as the data content.

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1. Fields placed in the Report filter section will appear as filters in the header of the table:

2. Fields placed in the Row Labels area will appear listed in rows of the Pivot Table:

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3. Fields placed in the Columns section will appear as columns of the Pivot Table:

4. Fields placed in the Values section will appear as data in the body of the Pivot Table:

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Enterprise Analytics Pivot Table Data Field Categories

The Σ Hyperion Planning category includes budget and budget forecast fields which return budget data pulled into EA

from Hyperion Planning. The Fields in this category are value fields, and can only be pulled into the sum values area of

the pivot table.

The Σ PeopleSoft Financials category includes Actuals data fields. These fields return data pulled in from PeopleSoft

Financials, and can only be pulled into the sum values area of the pivot table.

The Account category, indicated in the Pivot Table Field list by AC_890000, includes Account fields at various levels of

the Account hierarchy.

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The Date category expands to show the various fields available to specify the Period and Year Dimensions in the pivot

table.

The Fund category, indicated in the Pivot Table Field list by Fund_All, expands to display the Fund fields, at various

levels of the Fund hierarchy, which can be pulled into the report.

The PID category expands to show the various fields available to specify the project ID, and other related data, in the

report.

The Department ID (X9999) category expands to display the fields that can be pulled into the report at various levels of

the Entity hierarchy.

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Utilizing the EA Variance Reporting Template

Template Tabs

There are 11 tabs in the Enterprise Analytics Variance Reporting Template. Tabs highlighted in Orange are for Institutional use,

and tabs highlighted in Green are for the use of the School of Medicine. The primary difference between the pivot tables in the

Institutional and SOM tabs is the account hierarchy used to group data. The pivot tables in the institutional tabs use the same

account hierarchies as the four primary Hyperion reports, and therefore replicate the data presented on the Hyperion reports.

This training guide primarily focuses on the Institutional pivot tables, but SOM users may benefit from the information provided.

Informational Tabs:

Release Notes – The Release Notes tab provides an overview and basic information about the Template, including the

release date and version number of the template file.

Institutional EA Glossary – Provides a brief description and example of the fields included in the Pivot Table Field List.

Institutional Pivot Tables (Orange):

Institutional P&L AtoA – The Institutional P&L Actual to Actual tab includes a pivot table formatted to provide the data

on the Hyperion Actual to Actual report. The Actual to Actual report consolidates the year‐to‐date activity for the

current and prior fiscal years based on the selected reporting period criteria and calculates a dollar and percent

variance.

Institutional P&L BtoA – The Institutional P&L Budget to Actual tab includes a pivot table formatted to provide the data

on the Hyperion Budget to Actual report. The Budget to Actual report consolidates the year‐to‐date budget, budget

forecast, and actuals data for the current year based on the selected reporting period criteria and calculates a dollar

and percent variance. Data in the budget column represents the original budget submitted during the budget cycle. The

Budget Forecast data represents the adjusted budget submitted during the quarterly forecasting process.

Institutional D6 AtoA – The Institutional D‐6 Actual to Actual tab includes a pivot table formatted to provide the data

on the Hyperion D‐6 Actual to Actual Practice Plan report. The D6 Actual to Actual report is very similar to the

Institutional A‐to‐A in that it includes actuals year‐to‐date data for the current and prior year, and calculates variances.

The D‐6 Practice Plan report differs from the Institutional A‐to‐A in the way the accounts are grouped, which is

categorized according to the requirements of UT System. The D6 reports are filtered to only retrieve data for the

Practice Plan fund group.

Institutional D6 BtoA – The Institutional D‐6 Budget to Actual tab includes a pivot table formatted to provide the data

on the Hyperion D‐6 Budget to Actual Practice Plan report. The D6 Budget to Actual report is very similar to the data on

the Institutional B‐to‐A, in that it includes budget, budget forecast, and actuals year‐to‐date data for the current year,

and calculates variances the same way. The D‐6 Practice Plan report differs from the Institutional B‐to‐A in the way the

accounts are grouped, which is categorized according to the requirements of UT System. The D6 reports are filtered to

only retrieve data for the Practice Plan fund group.

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Retrieving Data

1. When beginning the variance reporting process, first log in to Hyperion and run the necessary Hyperion Variance

reports. Refer to the Hyperion Variance Reporting Training Guide if detailed instruction is needed.

2. Next, open the EA Variance Reporting Template located on the inside.uthscsa site.

3. The following steps will explain how to specify member criteria using the Report Filters located at the top of each pivot

table (shown below). To receive comparable data which ties to the Hyperion report, the same members should be

selected in the EA Report Filters as the members used to run the Hyperion report.

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4. Start by selecting a member for the Dept. ID, or Entity. The Report Filter section includes four fields available for

making the Entity selection, including the Dept. Alias, and the Dept. Alias Level 1, 2, and 3, highlighted in the screen

shot below. These four fields include members at different levels of the account hierarchy. For example, the Dept. Alias

Level 1 field includes Executive Committee Roll up members, but the Dept. Alias field includes members at the bottom

level of the Entity hierarchy. Refer to the Enterprise Analytics Pivot Table Data Field Categories section to see

descriptions of each field. The four Entity fields are included in the Report Filter so members at every roll up level of the

Entity hierarchy are available for selection.

5. Click the drop down menu next to the Entity field you wish to make a selection for. In the below example a selection

will be made using the Dept. Alias field.

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6. After clicking the drop down arrow, the selection filter will appear. Click the plus sign next to “All” to expand the list to

display the available members for selection. Keep in mind you will only be able to view members in the drop down

menus for which you have security access to view data.

7. Next, click on the desired entity. If necessary, you may use the scroll bar, or may type an entity in the search bar to

locate it. In this example we will select department B5200 for demonstration purposes.

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8. Next, use one of the available fund fields to select a fund member.

The All Fund Alias field is a hierarchy field in which various fund roll‐up groups can be expanded and selected. The Fund

Alias field includes members at the bottom level of the Fund hierarchy. Again, be sure to select the fund member that was

used to run your Hyperion report. If there was not a fund group specified when you ran your report in Hyperion, leave the

fund fields in the Report Filter specified as “All”.

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9. Next, if applicable to your analysis, you can select a specific PID using the PID Alias drop down box. If your Hyperion

report was run using ‘Total_PID’, leave the PID Alias field set to ‘All’, which will include the sum total data for all PIDs,

according to the selected Entity and Fund filters.

10. Next, you may select the desired year using the drop down box next to the Fiscal_Year_ID field. Fiscal year 2016 is

selected by default.

NOTE: EA includes actuals data beginning with FY 2011 and budget data beginning with FY 2014.

11. Finally, select a period, or month, using the drop down box for the Mth_Name_Short field and click OK.

NOTE: After specifying the members for your report filters, the template can be saved with your changes specified to

your reporting area, and can be used each month when completing the variance reporting process. If the Entity, Fund,

and PID criteria do not change from month to month for your reporting role, these filters will not need to be updated

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after the initial specifications. However, each month upon opening the template, the Mth_Name Short field will need

to be updated to reflect the current period data.

12. After you have verified your selected filters for the Entity, Fund, PID, Year, and Period are correct, click the refresh

button located on the Analyze ribbon to ensure the data is updated. You must click inside the pivot table area for the

ribbon to be available.

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You may also right click in the Pivot Table and select Refresh from the menu:

NOTE: In Microsoft Office 2010, the Refresh button will appear in the Options ribbon.

13. After you have run your Hyperion reports and have used the EA Variance Reporting template to retrieve the same data,

it is a good idea to compare the data between the Hyperion report and Enterprise Analytics to be sure the correct

member selections have been made and the variances showing in the EA pivot table are the same variances on your

Hyperion report.

14. When you have verified the totals tie between your Hyperion report and the EA template, you can begin identifying

and analyzing the variances which require explanation.

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Analyzing Variances – Actual to Actual Reports

According to institutional requirements, variances with a change, whether an increase or a decrease, of 10% require written

explanation. A benefit of Enterprise Analytics is the accessibility of the information which can be used to more easily and

efficiently analyze the variances on the primary Hyperion reports.

This section explains how to view and organize data on the Institutional Actual to Actual pivot table, but please be aware the

steps outlined in this section also apply to the Institutional D6 Actual to Actual pivot table.

After you have used the Institutional P&L A‐to‐A pivot table in the EA template to replicate the information presented on your

Hyperion report (refer to the Retrieving Data section for detailed instructions), you can use a separate pivot table in EA to

access the data needed to analyze the variances on the Hyperion report which require explanation. The following instructions

include step by step explanation of how to begin accessing the data needed to analyze variances on the Hyperion Actual to

Actual report.

1. In this example we will look at the Materials and Supplies line item. For the period of October, there is a $2,086

variance which requires explanation. In this case, by comparing the amount from the current year to the prior year, one

can infer that the variance of $2,086 is primarily caused by expenses which have occurred in the current year (FY 2016).

To analyze the variance it is necessary to view the details of what makes up the current year amount. Depending on the

variance situation, you may also want to view the supporting data for the prior year amount. The following steps

explain how to view the detailed transactional data which supports the amounts in the Materials & Supplies line item

of the Actual to Actual (A‐to‐A) report.

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2. The Institutional P&L A‐to‐A pivot table includes the Actual FYTD, Actual Prior Year FYTD, and other fields which are

based on behind the scenes formulas.

These fields should not be used to drill down to view sub data details. The detail returned by double clicking on

formulated fields does not correspond to the amount expanded. Instead, you will need to copy and paste the pivot

table to a new tab. The new pivot table should be used for variance analysis and the original pivot table, which ties to

the Hyperion report, should be used for reference.

NOTE: Only data shown for the Actual, Budget, and Forecast fields should be used for drill down purposes.

3. To copy the table, right click on the Institutional P&L AtoA tab, and click Move or Copy from the window.

4. Select the location in the workbook you would like to copy the pivot table, click the check box beside Create a copy,

and select OK.

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5. The copied Pivot Table will appear in a new tab. Next, un check the following four fields in the PeopleSoft Financials

category of the Pivot Table Field List to remove them from the table:

a. Actual FYTD

b. Actual Prior Year FYTD

c. Actual to Actual FYTD %Variance

d. Actual to Actual FYTD Variance

NOTE: If the Pivot Table Field list is not visible, right click in the table, and select Show Field List from the menu.

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6. Then click the check box beside the Actual field to add it to the Pivot Table.

7. Next, right click on the Mth_Name_Short field in the Filters pane and drag it to the Columns pane. You may need to use

the scroll bar to locate the month field.

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8. The periods (months) will now appear displayed in the columns of the Pivot Table with the corresponding summed

amounts of Actuals data displayed in the body of the table, and organized by roll up account line item.

9. To add a grand total column click on the Grand Totals icon on the Design tab, and select On for Rows Only from the

drop down menu.

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10. You now have a pivot table formatted to facilitate your monthly variance analysis, where it is easy to view the change

in Materials and Supplies expenses from one month to the next for 2016. In September, Materials and Supplies

expenses were $2,306 and in October the total expended was $195. The sum of these two amounts is the total Actual

FYTD amount of $2,501 on the October Hyperion report.

It is important to note that EA includes current actuals data updated nightly; however, Hyperion reports only include

data as of the end of the most recently closed reporting period. In the screen shot below, notice there is data showing

for various account line items in the month of November, but in this example, since we are comparing data to Hyperion

reports as of October, data for the month of November is not relevant to our analysis.

11. By looking at the change in expenses from September to October, it is evident the total Actual FYTD amount of $2,501

primarily consists of the transactions posted in the month of September. Because variance explanations should build

on each other from month to month, the Materials and Supplies variance explanation for the month of October may be

similar to the explanation on the September variance report, since only $195 is responsible for the change from

September to October. In any case, you will want to view the data which corresponds to the sum totals you see for

each month to view details which will help formulate the variance explanation.

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12. At this point, the pivot table can be used for variance analysis by pulling in additional fields, and/or by filtering out

certain items.

Pull in the Fund Alias Level 1 field to the Rows pane to view the Actual data by fund grouping. In the screen shot below,

you can see the Materials and Supplies expenses occurred in the E&G fund group.

NOTE: Copy and Paste the table to a new tab if you would like to keep the original intact before making adjustments.

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13. You may also filter out certain account line items and periods, or pull in the PID if desired for your analysis. Be aware

that if filters are applied in the table, you may not drill down on amounts to show details.

14. To view the transactional details for the Materials and Supplies expenses for the month of October, double click on the

amount corresponding to these members in the body of the Pivot Table.

15. The transactional detail will open in a new tab, displayed formatted in a Table.

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16. The Actuals transactional detail tables include the following data field columns:

Transactional Detail Data Field Columns (Actuals Data):

[PeopleSoft Financials].[$Date.DateKey]

[$PeopleSoft Financials].[SECTION]

[$PeopleSoft Financials].[EA_AMT]

[$PeopleSoft Financials].[BUSINESS_UNIT]

[$PeopleSoft Financials].[JOURNAL_ID]

[$PeopleSoft Financials].[JOURNAL_DATE]

[$PeopleSoft Financials].[FISCAL_YEAR]

[$PeopleSoft Financials].[ACCOUNTING_PERIOD]

[$PeopleSoft Financials].[SOURCE]

[$PeopleSoft Financials].[POSTED_DATE]

[$PeopleSoft Financials].[TRANSACTION_DATE]

[$PeopleSoft Financials].[HSC_JRNL_HDR_DESCR]

[$PeopleSoft Financials].[JOURNAL_LINE]

[$PeopleSoft Financials].[ACCOUNT]

[$PeopleSoft Financials].[HSC_BUD_CAT]

[$PeopleSoft Financials].[HSC_BUD_CAT_DESCR]

[$PeopleSoft Financials].[FUND_CODE]

[$PeopleSoft Financials].[HSC_FUND_CD_DESCR]

[$PeopleSoft Financials].[DEPTID]

[$PeopleSoft Financials].[DEPT_DESCR]

[$PeopleSoft Financials].[PROJECT_ID]

[$PeopleSoft Financials].[PROJECT_DESCR]

[$PeopleSoft Financials].[HSC_PROJECT_MGR]

[$PeopleSoft Financials].[HSC_MONETARY_AMT]

[$PeopleSoft Financials].[JRNL_LN_REF]

[$PeopleSoft Financials].[LINE_DESCR]

[$PeopleSoft Financials].[HSC_TRANS_DESCR]

[$PeopleSoft Financials].[JOURNAL_LINE_DATE]

[$PeopleSoft Financials].[JRNL_LINE_SOURCE]

[$PeopleSoft Financials].[VENDOR_ID]

[$PeopleSoft Financials].[VENDOR_NAME]

[$PeopleSoft Financials].[PO_ID]

[$PeopleSoft Financials].[REQ_ID]

[$PeopleSoft Financials].[VOUCHER_ID]

[$PeopleSoft Financials].[PYMNT_ID]

[$PeopleSoft Financials].[PYMNT_TYPE]

[$PeopleSoft Financials].[PYMNT_METHOD]

[$PeopleSoft Financials].[PYMNT_ID_REF]

[$PeopleSoft Financials].[INVOICE_ID]

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[$PeopleSoft Financials].[DOCUMENT_ID]

[$PeopleSoft Financials].[HSC_BUD_TRAN_TYPE]

[$PeopleSoft Financials].[TRANS_SOURCE]

[$PeopleSoft Financials].[HSC_NATURAL_CLASS]

[$PeopleSoft Financials].[NATURAL_CLASS_DESC]

[$PeopleSoft Financials].[HYPERION ACCOUNT]

[$PeopleSoft Financials].[HYPERION DEPTID]

[$PeopleSoft Financials].[HYPERION FUND]

[$PeopleSoft Financials].[HYPERION PID]

[$PeopleSoft Financials].[Journal Group]

[$PeopleSoft Financials].[ACCOUNT_DESCR]

17. When the transactional detail table opens, the data in the EA_Amount column cannot be summed, or totaled. To be

able to sum the amounts, highlight column C (EA_Amount).

18. Then, click the Text to Columns icon on the Data Ribbon.

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19. The Convert Text to Columns window will appear. Click the Finish button.

NOTE: The keyboard shortcut for converting text to columns is Alt+A+E. Then tab through to the Finish button, and press Enter

on the keyboard.

20. The transaction amounts in the EA_AMT column can now be summed. Notice the total amount agrees to the amount

expanded from the Pivot Table.

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21. The transactional details provided in the table can be used to analyze the intended variance.

In addition, a new Pivot Table can be created using the table as a data source. Creating a new Pivot Table may assist

with organizing and more efficiently analyzing the data results, particularly if a large number of rows are returned. To

create a pivot table, click inside the table, and select the Summarize with Pivot Table icon from the Design ribbon.

22. The Create Pivot Table window will appear. Select OK.

23. A blank pivot table will appear in a new tab. The fields from the data source table will be presented in the Pivot Table

Field List available for selection to add to the new pivot table. At this point, the pivot table can be organized based on

how you choose to perform your analysis. Enterprise Analytics is highly versatile, and you are encouraged to

experiment with arranging fields in different areas of the pivot table and organizing the data to facilitate your analysis.

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Analyzing Variances – Budget to Actual Reports

According to institutional requirements, variances with a change, whether an increase or a decrease, of 10% require written

explanation. A benefit of Enterprise Analytics is the accessibility of the information which can be used to more easily and

efficiently analyze the variances on the primary Hyperion reports.

This section explains how to view and organize data on the Institutional Budget to Actual pivot table, but please be aware the

steps outlined in this section also apply to the Institutional D6 Budget to Actual pivot table.

After you have used the Institutional P&L B‐to‐A pivot table in the EA template to replicate the information presented on your

Hyperion report (refer to the Retrieving Data section for detailed instructions), you can use a separate pivot table in EA to

access all the data needed to analyze the variances which require explanation. The following instructions include step by step

explanation of how to begin accessing the data needed to analyze variances on the Hyperion Budget to Actual report.

1. In this example we will focus on the Materials and Supplies line item. For the period of October, there is a $(2,297)

variance which requires explanation. To analyze this variance, it is necessary to view the supporting data for the total

Forecast FYTD amount of $4,797. The following steps explain how to view the detailed data which supports the

amounts in the Materials & Supplies line item of the Budget to Actual (B‐to‐A) report.

NOTE: The variances on the Budget to Actual report are calculated using Forecast data. For this reason one should look at the

forecast data, instead of Budget data, to analyze variances. If there was not forecast data submitted during the Quarterly

Forecast adjustment period, the Budget and Forecast amounts will be the same.

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2. The Institutional P&L B‐to‐A pivot table, which includes the Budget FYTD, Forecast FYTD, and other fields based on

behind the scenes formulas.

These fields should not be used to drill down to view sub data details. The detail returned by double clicking on

formulated fields does not correspond to the amount expanded. Instead, you will need to copy and paste the pivot

table to a new tab and adjust the fields. The new pivot table should be used for variance analysis and the original pivot

table, which ties to the Hyperion report, should be used for reference.

NOTE: Only data shown for the Actual, Budget, and Forecast fields should be used for drill down purposes.

3. To copy the table, right click on the Institutional P&L BtoA tab, and click Move or Copy from the window.

4. Select the location in the workbook you would like to copy the pivot table, click the check box beside Create a copy,

and select OK.

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5. The copied Pivot Table will appear in a new tab. Next, un check the following five fields in the Pivot Table Field List to

remove them from the table:

a. Budget FYTD

b. Forecast FYTD

c. Forecast to Actual FYTD Variance

d. Forecast to Actual FYTD % Variance

e. Actual FYTD

NOTE: If the Pivot Table Field list is not visible, right click in the table, and select Show Field List from the menu.

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6. Then click the check box beside the Forecast field to add it to the Pivot Table.

7. Next, right click on the Mth_Name_Short field in the Filters pane and drag it to the Columns pane. You may need to use

the scroll bar to locate the month field.

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8. The periods (months) will now appear displayed in the columns of the Pivot Table with the corresponding summed

amounts of Forecast data displayed in the body of the table, and organized by roll up account line item.

9. To add a grand total column click on the Grand Totals icon on the Design tab, and select On for Rows Only from the

drop down menu.

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10. You now have a pivot table formatted to facilitate your monthly Budget to Actual variance analysis, where it is easy to

view the 2016 Materials and Supplies budget by month. In this case the budget is annualized and spread evenly each

month. The sum of September and October is the total Forecast FYTD amount of $4,797 on the October Hyperion

report.

11. At this point, the pivot table can be used for variance analysis by pulling in additional fields, and/or by filtering out

certain items. For example, pull in the Fund Alias Level 1 field to the Rows pane to view the Forecast total by fund

grouping.

NOTE: Copy and paste the table to a new tab if you would like to keep the original intact before making adjustments.

12. You may also filter out certain account line items and periods, or pull in the fund or PID fields if desired for your

analysis. Be aware that if filters are applied in the table, you may not drill down on amounts to show details.

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13. To drill down on an amount, double click on it.

14. The transactional detail will open in a new tab, displayed formatted in a Table.

15. The Budget and Forecast detail tables include the following data field columns:

Transactional Detail Data Field Columns (Budget & Forecast Data):

[Hyperion Planning].[$Date.DateKey]

[$Hyperion Planning].[Calendar_Period]

[$Hyperion Planning].[DateInt]

[$Hyperion Planning].[Budget_]

[$Hyperion Planning].[FcstQ1_]



[$Hyperion Planning].[Fund_]

[$Hyperion Planning].[Dept_]

[$Hyperion Planning].[PID_]

[$Hyperion Planning].[Acct_]

[$Hyperion Planning].[FcstFY_]

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16. When the transactional detail table opens, the amounts in the Budget or FcstFY columns cannot be summed, or

totaled. To be able to sum the amounts, highlight the column.

17. Then, click the Text to Columns icon on the Data Ribbon.

18. The Convert Text to Columns window will appear. Click the Finish button.

NOTE: The keyboard shortcut for converting text to columns is Alt+A+E. Then tab through to the Finish button, and press Enter

on the keyboard.

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19. The transaction amounts in the FcstFY column can now be summed. Notice the total amount agrees to the

amount expanded from the Pivot Table.

20. The table can be used to analyze the intended variance, or a new Pivot Table can be created using the table as a data

source. Creating a new Pivot Table may assist with organizing and more efficiently analyzing the data results,

particularly if a large number of rows are returned. To create a pivot table, click inside the table, and select the

Summarize with Pivot Table icon from the Design ribbon.

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21. The Create Pivot Table window will appear. Select OK.

22. A blank pivot table will appear in a new tab. The fields from the data source table will be presented in the Pivot Table

Field List available for selection to add to the new pivot table. At this point, the pivot table can be organized based on

how you choose to perform your analysis. Enterprise Analytics is highly versatile, and you are encouraged to

experiment with arranging fields in different areas of the pivot table and organizing the data to facilitate your analysis.

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Interpreting Data in Enterprise Analytics

Revenues and Expenses

All accounts in Enterprise Analytics are reported with their natural accounting sign, according to the standard

General Ledger accounting records. In EA, revenues appear as negative amounts; however, for presentation

purposes the signs are reversed on Hyperion reports, and appear as positive amounts. Expenses will appear as

positive amounts both in EA and on Hyperion reports. Please note, a healthy fund balance will appear as a negative

amount in EA.

Encumbrances

Currently encumbrances are not included in Enterprise Analytics, but will be included in a later release date.

State Appropriations

Actuals

State Funds Revenue is unique from other funds in that the actual revenue is recorded in PeopleSoft (PS) Financials at the

Institutional DeptID/PID level. Departments are given spending authority to each of their state funds (14xxx) PIDs in the form of

expenditure budgets. These expenditure budgets are based on amounts allocated to departments each year by their Executive

Committee Office during the Annual Budget Planning Process. For 15xxx funds, departmental expenditure budgets are

established as the revenue is received from the granting state agency and recorded in the institutional PID. The budgetary

transactions that occur in funds 14xxx and 15xxx are recorded in PeopleSoft using an account of OTHER or SALARY. For

Hyperion Reporting and Enterprise Analytics purposes, the budgetary transactions are reflected at the Project ID (PID) level in

Hyperion as either State Appropriations Revenue, Sponsored Programs Revenue, or Beginning Net Position. These transactions

will be loaded into Hyperion Actuals and Enterprise Analytics Actuals as follows:

Original Budgets ‐ The original expenditure budgets for funds 14xxx are the final expenditure budgets that were

entered into Hyperion during the Annual Operating Budgeting Process. These budgets will be loaded into Hyperion and

Enterprise Analytics under accounts “Other ‐ State” or “Salary – State” in the month of September. Both of these

accounts roll up to the State Appropriations reporting line in Hyperion and Enterprise Analytics. (Note that for FY15

and prior, the original budgets were loaded into Hyperion Actuals to the State Appropriations revenue line and spread

evenly among 12 months.)

Departmental Transfers of Funds or other Budget Adjustments – 14xxx funds ‐ These are the budgetary transactions

that occurred on funds 14xxx during the course of the year and will be loaded into Hyperion and Enterprise Analytics to

the month in which they were recorded. They will be loaded to either the “Other ‐ State” or “Salary – State,”

depending on the account used in the PS Financials transaction. Both of these accounts roll up to the State

Appropriations reporting line in Hyperion and Enterprise Analytics.

Departmental Transfers of Funds or other Budget Adjustments – 15xxx funds ‐ These are the budgetary transactions

that occurred on funds 15xxx during the course of the year and will be loaded into Hyperion and Enterprise Analytics to

the month in which they were recorded. They will be loaded to the either to the “Other – Sponsored Programs” or

“Salary – Sponsored Programs” accounts, depending on the PS Financials transaction. Both of these accounts roll up to

the Sponsored Programs reporting line in Hyperion and Enterprise Analytics.

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Re‐appropriations for prior year encumbrances – These transactions on funds 14xxx or 15xxx will be loaded into

Hyperion and Enterprise Analytics to the month of September and will be reflected on the “Other – Re‐Appropriations”

account, which rolls up to the Beginning Net Position – Sept 1 reporting line. (There should not be any re‐

appropriations for prior year salaries.)

Re‐appropriations for prior year balances (if applicable) – These transactions on funds 14xxx or 15xxx will be loaded

into Hyperion and Enterprise Analytics to the month of September and will be reflected on either the “Other – Re‐

Appropriations” or the “Salary – Re‐Appropriations” account. Both of these accounts roll up to the Beginning Net

Position – Sept 1 reporting line.

Budget

For Budget and Budget Forecast, the total annual State Appropriations amount is reported in the month of September in

Enterprise Analytics to mirror the way these budgets are recorded in PS Financials.

FY2016 Budget to Actual Analysis:

Please be aware that the Hyperion State Appropriations budgets submitted for FY 2016 or prior budget years were spread

evenly over 12 months. Therefore, variances may exist for State Appropriations when analyzing the Budget to Actual report for

FY16. This is due to the difference in the way the budget was submitted in Hyperion and the way State Appropriations are

loaded in Enterprise Analytics. Enhancements have been made for the FY 2017 Hyperion Budgeting Process to reflect the

budgeted state appropriations in the month of September to mirror how these budgets get loaded into PS Financials each fiscal

year.

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Data Discrepancies:

For years prior to FY2016, some entities may have slight discrepancies between Enterprise Analytics and Hyperion on the State

Appropriations and Sponsored Programs line items. If you see a discrepancy between EA and Hyperion it should be due to

manual appropriation entries posted in FY15 or a prior year. Due to the design of Enterprise Analytics, the difference should be

captured within the Beginning Net Position line.

Default Root Node & Journal Group Pivot Table Filters

The first three fields in the Report Filter on each tab, including the Account Root Node, the Fund Root Node, and the Journal

Group field, are pre‐formatted to filter data consistent for reconciliation to Hyperion. The filters for these pre‐formatted fields

should not be changed. The additional fields in the Report Filter can be adjusted and are available to specify members for the

Entity, Fund, PID, Year, and Period Dimensions. Please be aware, to return raw data there cannot be "Multiple Items" filtered in

the Report Filter or Column Labels.

Budget Forecast Data

For the current year, Forecast data loaded is updated with data from the most recent quarterly forecast period. For

prior years, Forecast data loaded will be from the last quarterly forecast period of the year, or the third quarter

period. If no budget forecast changes are submitted during the quarterly forecasting period the budget and forecast

data will be the same.