hyperion entry & reporting fy17 -...

KNOWLEDGE FOR ACTION

HYPERION ENTRY & REPORTING

FY17

Finance & Administration

February 17, 2016


Today’s Topics

• Budget Calendar & Planning Parameters

• Accessing the System/Initial Setup

• Hyperion Planning Forms

• Hyperion Reports

• Promoting Your Budget


Schedules

• Non-Academic Departments February 4th (2-4pm)

• Academic Departments February 9th (2-4pm)

Hyperion Entry and Reporting

• All Departments February 17th (2-4pm)

• All Departments one-on-one sessions as requested*

Instead of a second Hyperion training session, this year we are available for one-on-one sessions to work with you through your challenges and questions. Simply request a meeting through outlook, our calendars are up-to-date and waiting for you!

• Potential Topics for Discussion:

• Setting your preferences in Hyperion

• Budget Entry (perhaps walk through a specific schedule and input together)

• Reporting (to assist with meetings with your chairs, directors, or staff)

• Budget Review using Hyperion Reports and Excel

FY17 Budget | Training


• January 27 – February 15th Schedules distributed to Pillar

• February 19th Non-Standing Faculty Projections

• March 17th ALL BUDGETS DUE

• March 21 – 31st 000000 Fund Projections

• March 23 – April 8th Budget Meetings (applicable depts.)

• April 25th Budget Review (w/Dean Garrett)

• May 2nd Wharton Budget due to Central

FY17 Budget | Key Dates

(exact date provided by

Analyst based on

magnitude of variance)


Contact Information:

Linda Gilbert [email protected] 898-2691

Jillian Powell [email protected] 898-4157

Sarah Grady [email protected] 898-9227

Jim Quinn [email protected] 573-5404

!

Contact your analyst with any questions you have during the

budget prep period (now through March 17th )

We are waiting on your calls

and are here to work with you!

Strategic Planning Group| Open Door Policy

mailto:[email protected]





Preliminary Planning Parameters FY17

Compensation

Standing Faculty: Budget Increase for Salary Pool 3.0%

Staff: Budget Increase for Salary Pool 2.75%

Anticipated Employee Benefit Rates

Full-Time EB Rate 31.2%

Dependent Tuition Rate – Full-Time Only 2.3%

Part-Time EB Rate 9.7%

Other Planning Parameters

Current Expense Increase 0%

010701 Revenue Overhead (Obj-5283) 19.1%

Sponsored Program Indirect Cost Recovery (OH-Obj-5282) 61%


Hyperion Planning

Accessing the System


Website: https://plantools.budget.upenn.edu/workspace/index.jsp You can also still access Hyperion via the Budget Office website. Availability: Hyperion Planning & Reports will generally be available from 7:00 am to midnight each day. Updates: Hyperion reports are updated at 8:00 am, 10:00 am, 12 noon, 2:00 pm, 4:00 pm, 6:00pm, 8:00pm, and 10:00 pm each day. Similar to Ben Financials, you will not see your entries in a Hyperion report immediately. Only after the next system update will your recent entries be reflected. EB Calculation for Federal Grants will not properly update until the overnight run. Any Additional Income or Liquidation made in Hyperion will update at 8:00am, 12 noon, 4:00pm and 8:00pm each day.

How can you access the Hyperion Planning System?

https://plantools.budget.upenn.edu/workspace/index.jsp

https://plantools.budget.upenn.edu/workspace/index.jsp

http://www.budget.upenn.edu/Planning_Application/



Not All Web Browsers are Made Equal

Please check your web browser compatibility before you begin!

Most versions of Firefox are compatible with Hyperion. If you have a non-esr version, you will have to install and configure the Remote XUL Manager.

http://www.budget.upenn.edu/Planning_Application/Support/Documentation/New_User_Setup/Browsers/

Google Chrome is NOT compatible with Hyperion Planning

Internet Explorer 11 is NOT compatible with Hyperion Planning

USE FIREFOX

http://www.google.com/imgres?imgurl=http://metastwnsh.com/wp-content/uploads/2010/03/internet_explorer_logo.jpg&imgrefurl=http://metastwnsh.com/internet-explorer-vs-pob-browser-arall/&usg=__PSwkHjbUYbo8Ku-h1Xi__cnex4I=&h=300&w=300&sz=70&hl=en&start=4&itbs=1&tbnid=o_-uLUPop5borM:&tbnh=116&tbnw=116&prev=/images?q=internet+explorer&hl=en&sa=G&gbv=2&tbs=isch:1





Configuring non-esr Versions of Firefox

Check if Remote XUL Manager is installed 1. In Firefox, on your toolbar, go to “Tools” 2. Click on Web Developer and look for “Remote XUL Manager”

Click on it and add the domain https://plantools.budget.upenn.edu. Restart your browser and Hyperion

should function properly.

Click on “Get More Tools.”

In the search box (top right hand corner) search for “Remote XUL Manager.” Do not click the green

arrow. When you start to type the phrase, it should come up below for you to click on. Follow

the instructions to install the add in.

Once you have installed the add in: 1. On your toolbar, go to “Tools” 2. Click on Web Developer and then “Remote XUL Manager.” 3. Add the domain https://plantools.budget.upenn.edu.

Restart your browser and Hyperion should function properly.

Remote XUL Manager is

installed

Remote XUL Manager is

NOT installed

https://plantools.budget.upenn.edu/

https://plantools.budget.upenn.edu/


Click “Workspace”

Access Hyperion Planning and Reports

Go to: http://www.budget.upenn.edu/Planning_Application/






If you forget your password or need to change it, please navigate to the “User IDs and Passwords” page of the budget website. Click on “Password Manager” and follow the steps.

Password Manager


Use your Hyperion User Name and Password

Log On & Password


Initial Setup in Hyperion Planning

SETTING PREFERENCES

Setting your Preferences


Click “PennPln2”

Hyperion Homepage


Click on File, Preferences

Navigate to Set Preferences


Click on Planning and then User Variable Options

Navigate to User Variable Options

In rare instances, you will be prompted to insert an email address under the Application Settings tab. Users should add one in order to bypass the prompt.


Employee Home ORG = PENNID-0001ANY

Organization = ORG-Your org (See next slide)

Fund = CX0012 (This gives you access to all Operating Budget Funds)

Program and CREF = CREF-07

Click Save and OK after making your selections

Click on the Down Arrow to set each preference

Set Preferences on User Variable Options


Setting ORG Preference

If you have access to…

Set your org preferences to…

Examples

One parent org (including all child orgs)

The Parent Org ORG-WHGD (Graduate Division Parent)

One org That Org ORG-0708 (Statistics)

Two unrelated orgs One Org at a time – you will need to change your preferences when you are ready to budget the second org

ORG-0779 (Risk Center) AND ORG-0709 (OID)

KNOWLEDGE FOR ACTION Name of Presenter 20

Financial Reporting Preferences


Hyperion Planning Forms

Revenue and Expense

Departmental Forms

Salary Budgets


Where to begin?

Start with the Departmental Forms, which contain those object codes most frequently used by Wharton. For many BAs, the majority of Hyperion Planning input will be in the Current Expense forms (Departmental Forms-Wharton). If you cannot find an object code that you need to budget on the Departmental Forms (i.e. 4322 Conference Fees), then use the “Revenue and Expense” or “Salary Budget” forms, which contain all object codes.

Revenue and Expense Budgeting


Hyperion Planning is organized into forms. You will need to navigate to the forms when you are ready to enter your budget. The forms are divided into three sets: (1) Revenue and Expense, (2) Departmental Forms, and (3) Salary Budgets.

Revenue & Expense = All Object Codes

Salary Budgets = Budgeting by Fund, ORG, Program Etc.

Departmental Budgets = Shortened forms tailored to the object codes that Wharton most frequently uses. These are the recommended forms for BA use.

Hyperion Planning Forms | Navigate to Forms



Revenue and Expense


Revenue and Expense Form “F. Other Income”

Hyperion Planning Forms | Revenue and Expense Forms


All Object Codes are available down the side. Although several columns have white entry spots in the longer forms, please enter numbers only in the FY17 column.

Hyperion Planning Forms | Revenue and Expense Form (Other Income)



Departmental Forms


Hyperion Planning Forms | Departmental Forms

Departmental Forms “Wharton Forms“

To access a form, click on the form in the box on the bottom left.


The departmental budget forms list only the most common Wharton object codes. Additionally, they only have 2 columns—one showing the prior budget year and one for entering the current budget.

Hyperion Planning Forms | Departmental Forms - Wharton



Salary Budgets*

*Only Salary Object Codes Require Entry – EB’s are automatically calculated by the system


Salary Budgets II. Multiple Year Form “O. Budget New by Object”

Hyperion Planning Forms | Salary Budgets


Person is “PENNID-0001ANY: 0001-Any one or no one”

Enter your budget only in FY17

Hyperion Planning Forms | Salary Budgets



Inputting the Budget


Set the Dial –Choose your COA combination.

Set the Dial | Locate your ORG, Fund, Program, and CREF


Use the Down Arrows to locate your account number. This will bring up a search box; simply enter the number you are looking for and click it when you have found the number.

Set the Dial | Locate your ORG, Fund, Program, and CREF


Click on the Right Arrow to refresh the page whenever changing your account combination. If you do not press this arrow, then you will remain on the old account combination.

Set the Dial | REFRESH after locating COA


1. Set the Dial - Use Down Arrow to Select COA.

3. Save your work!!

2. Click on Right Arrow to

refresh the page

whenever changing your

account combination.

3 important steps to inputting your budget!

Set the Dial | All Together Now


Hyperion Reports


This is the Hyperion homepage after you login. Click “Explore” to enter Hyperion reports.

Shortcut: Your recently opened reports will also be listed on the left side. You can go directly to the report by clicking on the link.

Hyperion Reports | Where do I go?


After you click “Explore” this is the screen that you see. You will use the folders on the sidebar to find the reports you need to run.

Hyperion Reports | Where do I go?


Hyperion Reports

Forecast and

Budget Detail

Endowment and Gift

Fund Analysis

YTD Analysis

Wharton RCM Row

and Object Detail – No Rounding


Where? This report is located in the RCM, School-specific,

Wharton folder.

Why? This report is the best report for checking your budget

entry because it provides every single line that has been

budgeted with the entire account string. We require that you run

this report and use it to check your input before promoting your

budget.

What? It shows the entire 26-digit account combination along

with the prior two years final budgets (FY15 & FY16) and the

current working budget (FY17). Please note that the report does

not contain EBs or carry forwards.

How? This report works best if you export to Excel and use the

AutoFilter feature.

Hyperion Reports | Wharton Forecast & Budget Detail


Expand the RCM and School-specific folders and click on the Wharton folder. Then select the Wharton Forecast & Budget Detail Report.



Click “Select” to select the org for which you want to run the report. Shortcut: You can also type in your org by leaving the ORG- and then typing in your org number or parent org name.



You can select a parent org or an individual org. When making report selections, all orgs will be visible, but only those orgs for which you have access in Planning will return data.



Use the magnifying glass to bring up the fund menu.



Make your fund group selection and click the arrow to bring it to the Selected column. “FUND-CX0012” is the recommended selection because it will bring up all funds you have budgeted. Click OK.



Click OK to run the report.



Prior Year Budgets

FY17 Budget



Where? This report is located in the RCM, Analytical Tools folder.

Why? You will need to use this report to determine the income

expected from your Endowed Chairs (and other endowments)

and ensure that all your endowment and gift funds are not in

deficit. If an endowment or gift fund is budgeted into deficit, the

Fund Carry Forward Schedule should be completed (see

Schedules training for more information).

What? The report shows prior year final numbers, current year

budget numbers, and next year’s budget number.

How? You run the report at the org level and it will provide all

endowment and gift funds.

Hyperion Reports | Endowment & Gift Fund Analysis


Expand the RCM and Analytical Tools folders. Then select Endowment & Gift Fund Analysis.




Endowed Chair Funds: If FY17 Working Budget is $0 then that particular fund lies outside of your ORG. Please contact your ANALYST to obtain

the Endowed Chair balance and income information.


Where? This report is located in the RCM, Analytical Tools

folder.

Why? This report is useful for monitoring your budget

throughout the year and especially when completing your

projections.

What? The report shows the two prior years’ final actuals, the

current YTD, and provides a calculated forecast. You can drill

down to the object code level as needed to understand the

detail behind the summary lines.

How? You run the report at the org level and it provides

information by fund group.

Hyperion Reports | YTD Analysis


Expand the RCM and Analytical Tools folders. Then select the YTD Analysis Report.



Use the drop down menu to see the report at any fund level desired



Prior Years Actuals Current Year Forecast



Where? The Wharton RCM Row and Object Detail Report is located

in the RCM, School-Specific, Wharton folder.

Why? You can use this report to view your org or a particular fund

in the RCM format. It is a good report to use for comparison and

forecasting purposes because it provides prior year actuals, the

current year’s budget, as well as year-to-date actuals.

What? This report gives you an RCM format information down to

the object code level. This report includes EBs.

How? This report is versatile because it can be run at a number of

levels—choose what’s appropriate for you. You can run it down to

the CREF level, for a parent or an individual org, or for all funds or

for a particular fund.

Hyperion Reports | Wharton RCM Row & Object Detail – No Rounding


Expand the RCM, School-specific, and Wharton folders. Then select the Wharton RCM Row and Object Detail-No Rounding report.



You must select your “User Point of View” before running the report.

To view all programs, choose PROG-PROG.

To view all CREFs, choose CREF-CREF.

To view all funds, choose FUND-CX0012.

Otherwise, click “Select” to scroll through the hierarchy and select the specific fund, program, or CREF that you need.




Prior Years Actuals

Current Year Budget

Year to Date Actuals

FY17 Budget


Hyperion Planning

Other Hyperion Features


Whenever you see a gray arrow in Hyperion Reports, it means you can drill down to see greater detail. Simply click on the arrow and the report will expand. Most reports expand down to the object code level.

Other Hyperion Features | Expanded Rows


Step 1: Run the report.

Step 2: File ExportExcel

Step 3: Click OK

Step 3: Hit “Yes” to open the report in excel (Verifying that the file is not corrupt)

Step 4: Save any changes to the file on your drive.

Other Hyperion Features | Exporting to Excel


You can add formulas, rearrange data, and generally do anything that is normally an Excel function. This is also the best way to save a report.



Step 1: Select the header row (i.e. Row 11 below)

Step 2: On the “Home” menu, click “Sort & Filter,” and then click “Filter”

Step 3: Click on the arrow in the column you are interested in filtering. A drop down box will appear showing all the filters that can be applied.

Step 4: Check the boxes next to the items you want to view, then click the “OK” button. (If all boxes are checked, click the “Select All” box to unselect all, then check the specific box you wish to select).



After you filter one column, if you want to focus on even more specific information, you can filter again on another column, and then again on another column, and so on. You can click the arrow next to any heading in any column to apply a filter.

For example, after filtering by object code 5202, you can filter again by fund or program if you wish to see International Travel budgeted only to the 000000 fund or a program 1551.



Hyperion Planning

Promoting your Budget


Review: When you have completed your Planning input, please

review your input and schedules using the Budget Review

Checklist, before promoting your budget to your analyst.

Promote: A budget must be promoted to your analyst before they

can begin their review. Once you have promoted your budget, you

will still be able to view your budget, but you will not be able to

make any changes.

Communicate: You and your analyst will likely go through a couple

rounds of review. This is normal. Communication is key during

this process to ensure efficient use of time and accurate updates.

Remember to promote your budget after each round of updates

with your analyst.


KNOWLEDGE FOR ACTION 71

BA Budget Review


Step 2: Click on Tools and Manage Approvals.


Step 1: Click on PennPln2 from the Home Page. Manage Approvals will NOT show up in the Tools menu from the Home Page.


Step 3: Select Budget Scenario and Working Version. Click Go.


Step 4: Select your org/parent org by clicking on the row. Promoting the parent org automatically promotes all child orgs under it.

Step 5: Click Action and Change Status.


Step 6: For Select Action, choose Promote, and for Select Next Owner, choose your budget analyst (listed by PennKey). Click OK. Please take a minute to make sure you are selecting your budget analyst. If you select the wrong person, your budget is immediately promoted to them, and they will have to be contacted to send it back to you. Below are the PennKeys for the budget team. Linda Gilbert=lindagil Jillian Powell=jipowell Sarah Grady=gradys Jim Quinn=jamg



Any Questions?

hyperion entry & reporting fy17 -...

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