hyperion intro

8/8/2019 Hyperion Intro

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Pepperdine University

The Office of Financial Planning

Hyperion PlanningIntroduction & Demo


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X:\Budget Development\FY06\Instructions\Hyperion Planning Intro & Demo.doc 1

Pepperdine UniversityOffice of Financial Planning

Hyperion Planning Introduction

Hyperion Planning:

Hyperion Planning is a web-based budgeting and planning solution that drivescollaborative, event-based operational planning processes throughout theorganization. Hyperion Planning provides a comprehensive approach for theclosed-loop planning process that drives continuous businessimprovement. Planning allows multiple users to meet financial objectives bycreating and managing their own applications.

Hyperion Planning System Capabilities & Features

Multi-dimensional data structure for flexible data collection and analysis Supports target setting and bottom-up planning Allows multiple versions for iterative planning cycles Supports driver-based plans based on global assumptions Supports business rules and allocations with pre-defined planning

methods Web-based data entry and annotation Web-based management of the planning cycle, including hierarchical

review and sign off approval levels Currency conversion for multi-currency applications

Management reporting

Hyperion Terminology

Dimensions

Dimensions represent the core component of the Hyperion Planning Application;you use them to categorize every data value. Dimensions are usually static; oncedetermined, they rarely change over the life of the application. Pepperdine hasseven dimensions included in its Hyperion Planning application; Account (poolcode), Entity (Accounts), Scenario, Version, Time Period (months), Year (FY01,

FY02) and Employee. In addition Hyperion Planning has the capability for 13additional user-defined dimensions.

MembersMembers are individual components of a dimension (i.e. FY05 is a member of thedimension Year and 251025 Financial Planning is a member of the dimensionEntities).


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Change in Terminology

Referred to as in FRS Now known asin Hyperion

Account 6 Digit Entity

Pool Code 4-Digit Account

Use of signs in Hyperion Planning

FRS Hyperion

Revenues negative Revenues Positive

Expenses positive Expenses - Positive

Contra Accounts Line Item 5000 and 8000 - negative

5000 - Scholarship is a revenue discount 8000 - Interdepartmental recharge is a internal recharge


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How Do I Get to Hyperion Planning?

The Hyperion Planning web site can be reached two different ways: link directlyto the Hyperion Planning web site using the URL below or use the link providedon the Office of Financial Planning web site.

Option 1: Go to the Financial Planning website at:

http://www.pepperdine.edu/financialplanning. Click on the HyperionWeb Page Link.

Option 2: The current address for the Hyperion Planning web site is:https://budget.pepperdine.edu/HyperionPlanning/LogOn.jsp.

How Do I Log On to Hyperion Planning?

Both options will bring the user to the following screen

Note: This information

corresponds to the each

users login information tothe Pepperdine network

(NT password)

Note: These fields must

always be selected to

enter Hyperion

Planning


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Screen Introductions

Below is the Home Page for Hyperion Planning. From here you can navigate tobudget entry screens or to Hyperion Reports.

Explanation of Tabs

Enter Data

By clicking on theEnter Data link you will be taken to a list of folderscontaining forms which allow you to enter and edit budget data.


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When Enter Data is selected, the following screen will appear.

The box Form Folders on the left side of the screen organizes forms into various

folders. Forms designated for budget managers are found under Phase OneBudget Forms.

All forms contained in the highlighted folder will appear in the right column asshown above. The form name is displayed as well as a description of that form.

Folder structureholding all forms

The list of forms contained in the

highlighted folder to the left.


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General Form Overview

The comment on the follow form cab be applied to all forms used in HyperionPlanning.

To enter data: When the screen appears, go to the drop down menu Page and select

the entity for which you wish to enter data. Select Go and a form will appear with all related six-digit accounts. The white areas are data intersections where data can be entered. Gray

areas are fixed and cannot be manipulated. When data entry is complete click Save. This will save information and

will trigger calculations. Do not proceed to a new form until new dataentry has been saved. If you do attempt to move to another form withoutsaving you will receive a save prompt.

Remember to

hit save whendata has been

entered

White areas

where data canbe entered

Select six di it entit


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Definition of Supporting Detail

Supporting detail helps you build and communicate bottom-up values whenplanning such expenses as travel, salary, and projects, where you need tocalculate aggregate values. This feature could be particularly useful when

budgeting for the adjunct salary pool, transfers or when you have multipleexternal expenses falling in the same line. Supporting detail can include text,values and operators that define how data aggregates.

Adding Supporting Detail

To add supporting detail that calculates values in a data entry form:

Double-click on the cell where you would like to provide additional detail orclick on the cell and then click the Supporting Detail menu button.

The Supporting Detail window reflects your cell selection in the data entryform.Below is the screen that will appear

Over the initial text "Untitled", type text of up to 1,500 characters that namesor describes the nature of the supporting detail.

Create or change the indented hierarchy to reflect the structure andcalculations you want.

Set the mathematical relationships among the line items by selecting anoperator for each of them.


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You can select from these operators: add +, subtract -, multiply *, divide /,and ignore ~.

Type in data for those items whose values you want to set or calculate. Click Save. Values are dynamically calculated and aggregated before the data is saved.Example of Supporting Detail

The following example shows how the first quarter's travel budget for adepartment could be calculated using supporting detail. These supporting detailTotal values aggregate to the Q1 Travel cell in the data entry form.


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Salary Planning Budget Entry Demonstration

Username: ofpstu1Password:

Scenario: You are the budget manager for account 252410 IBM CONVERSION EXP.This account falls in Major Area 70: Planning & Information Technology. You have fourstaff employees: two are existing employees, one has recently transferred into thedepartment and one is a new position that will soon be filled. One of your staffemployees also teaches a class as an adjunct instructor. Some of the workload of thedepartment will be performed by outsourced temporary services.

Proposed Budget amounts to be entered:Rick Johnson $10,000Ryan Williamson 10,000

Andy Benton 10,000New Position 10,000Adjunct Salary 10,000Temp Services 10,000


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Step-by-step Process Overview

1. Log On to Hyperion Planning using the account information provided above(username: ofpstu1 and password: cowboy). After logging on navigate to the folderlist by clicking on Enter Data or Input. Click on the Salary Planning folder that

falls under the FY05 Phase One Forms.

2. Start with budgeting the two employees that are already a part paid out of thisaccount: Rick Johnson and Ryan Williamson. Two forms are provided for existingemployees such as this: one for staff and one for faculty. Click on the form forexisting staff.

3. Once youve navigated to the form called Salary Budget: Existing Staff youll seethe two employees who are currently paid out of this account. Youll notice that AndyBenton is not present in the list. Well take care of this issue in the next step. Enterthe budgeted FTE amount and the salary rate for the two staff members. These twoamounts will be multiplied together with the product equaling the salary. Click save.


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4. Since Andy Benton has never been budgeted in this account he will not appear in thelist of current staff members. His names needs to be seeded so that it will appearhere along with the other employees. To do this we need to go to a form designed forthis specific purpose. The form is labeled 2. Personnel Seeding and is located in theform folder called Admin. Navigate to the form and choose the appropriate account

and name from the pull-down menus. Click Go and place a zero on the HeadcountStaff line. Click save.

5. Go back to the existing staff salary entry form to see that Andy Benton now appearsin the list of employees. Enter his salary budget and click save.

6. Salary budgets need to be entered for the new position that has not been filled. Twoforms are provided for this type of employee: one for staff and one for faculty.Navigate to the form labeled 3. Salary Budget: New Staff Positions. Choose theappropriate account and select the staff number and click Go. The staff number willbe helpful to you if you have multiple new positions in one entity. In this case justchoose Staff 1, enter the salary and headcount amounts and click save.


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7. Adjunct Faculty salary and temporary services are both salary pools and budgetsfor these types of salary are entered on the same form. The form is labeled SalaryBudget: Salary Pools. Navigate to this form and enter the budgets for these twoitems and click save.

8. Now that all the data for this entity has been entered its needs to be calculated and thecalculation result needs to be transported from the Salary budget database to theMainplan budget database. The two calculations (or calc scripts) must be runseparately and in order. They are as follows (where XX represents your major area:SAL_MAXX and XREFMAXX.

To run these calculations go back to any salary form and click the Launch Rulesbutton which will produce another menu displaying your calc script options. In thiscase the calculation we will run will be SAL_MA70 and XREFMA70. Click on thecalc scripts one-by-one in this order and click launch.


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9. The result can now be viewed in the Mainplan budget database. Navigate to the formlabeled 2. Externals Budgeting located in the General Activities folder. Choosethe appropriate account to verify that the data has been transported correctly.

Important issues to note in regard to salary planning:

The calc scripts should be run as little as is reasonably necessary. Database andcalculation performance improvements have been realized by splitting thesecalculations into major area specific calc scripts. This means that a much smalleramount of data is being calculated each time the calc scripts are being run.

When FTE figures are entered please do not enter anything beyond two decimalplaces. Further, the total FTE for any particular position/employee cannot under anycircumstances exceed 1. If the salary is split between two entitles with one having0.76 and the other having 0.25 the total will be 1.01 which is not a possible outcome.

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