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Hyperion Planning Planning Training Guide

Prepared By: UBC Management Reporting and Budgeting

[email protected]

mailto:[email protected]

Hyperion Planning

Table of Contents

Introduction Page 3

Data Flow & Key Terms Pages 4 to 5

Run Reports from Hyperion Pages 6 to 12

Update Plan Working Forms Pages 13 to 27

Update Plan Annual Forms Pages 28 to 37

Forecast Working/Annual Folder Locations Pages 37 to 39

Update Plan Working Forms in Smartview Pages 39 to 46

Install Smartview Pages 47 to 50

Workforce – Form 4.50 Pages 50 to 55

Workforce – Add Position Form 4.30 Pages 56 to 58

Position Management link to Workforce Form 4.50 Pages 58 to 67

Summary Page 67

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Introduction

The Hyperion Planning Application is a tool used to prepare UBC’s consolidated budget for submission to

the Board and Ministry. Hyperion Planning Training should be used to supplement the Hyperion

Forecast training for the Operating Report for Executive. An updated forecast is important because it

allows users to project their carry forward balance, and this projected carry forward balance will be part

of the estimated spending for their future year budget (Plan).

New for this year is the availability of Working and Annual versions for both the current year Forecast

and the future year Plan. Before users begin to make updates in Hyperion, please discuss with your

Dean’s Office or VP level finance head to find out which version (Working or Annual) they would like the

users to be working in.

For this training guide, we will go through the following:

Data flow between FMS, Hyperion and Position Management/HRMS

Running reports from Hyperion

Update forms for Plan Working and Plan Annual

Form locations for Forecast Working and Forecast Annual

Run Aggregation

Create new positions in Workforce

Review Position Management and Workforce

If you have any questions, please send an email to [email protected]


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Data Flow between Hyperion, FMS and HRMS

1. Daily on weekdays, GPO funding transfers are loaded to FMS in account 500000/Central Ledger

2. Weekly on weekends, Salary and Benefits in Hyperion are updated by any changes made to

Position Management (new hire, salary increases, terminations/retirements, leave)

3. Monthly after Financial Services posts all JV’s, FMS actuals are loaded to Hyperion

There are some terms and information that users should to familiarize themselves as these terms will be

used throughout the guide.

1. Forecast – is the current year projection of revenue/expenses/transfers

2. Plan – is the future year projection of revenue/expenses/transfers, otherwise known as your

budget for next year

3. FMS – is where all the financial data is posted and the University Financial Statements are run

from this database

4. HRMS – repository of all Employee/Staff data including Position Management

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5. Workforce – Position Management sends salary and benefits expenses to Workforce every

weekend and any future open month salary and benefits expenses in the Forecast and Plan are

updated

6. UBCPlan – module in Hyperion where the Forecast, Plan and Workforce forms can be found

7. FundPlan – module in Hyperion where users can make GPO funding transfers or future period

planned interfund transfers

8. Version Working – is the version that receives Position Management, Actuals and Funding

updates. Forecast Working receives actuals as months close in FMS and its carry forward

balance is the Plan Working opening carry forward balance.

9. Version Annual – is a copied version from Working. This version does not receive any Position

Management Updates. Forecast Annual does not receive Funding updates or Actual loads from

FMS. Plan Annual still receives future year Funding updates but no changes from Position

Management.

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Run Reports in Hyperion

1. Open Hyperion Planning from FMS (for training environment, please use the login/password

handed to you in class, and the link setup on the monitor)

2. Hyperion home page will appear and then click Explore

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3. Open Reports folder “Reports – Management and Income Statement” -> “Budget Reviews” and

right click or double click on the report “Planning Snapshot –Plan_Act_Fcst_NextPlan”.

4. Update the User Point of View

For the purposes of this exercise the instructor will use D300100 as an example. (For users, please run

the report based on your own Department ID)

Fund: G0000 Program Code: ALL_PROGRAMS Entity: D300100 (Users, please use your own Department ID) Project Grant: PLANNING_PGS Year: FY14

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Based on the criteria we have entered, the report will show all non-research PGs (PLANNING_PGS) and

all Program Codes (ALL_PROGRAMS) for Department D300100, for fund code G0000, Forecast FY14 and

Plan FY15.

A Brief Definition of the report Point of View fields:

Fund – is the fund you would like to review. For Admin units, please only plan for Endowment, Specific

Purpose and Operating funds:

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Program Code – is a unique identifier of a chartfield. Generally the majority of the chartfields in FMS

are PC_Default or no program code, however if you plan by program code, you can enter the code here.

Entity – your department or node in the FMS tree in which you are planning or forecasting

Project Grant – the project grant or PG is a part of the chartfield in which you will be planning

Year – the fiscal year in which we would like to forecast

5. After you hit OK from the user point of view, the report will appear.

6. Generally we would want to export the file to excel co click File – Export – Excel Fully-formatted

CSV file. Please select either Open or Save as, if selecting Save as, please save to your desktop.

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These messages may appear, just click on cancel and yes:

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Here’s the excel output:

Or export the report to PDF if you are going to a meeting to discuss the Department Financials:

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Here’s a brief description of the columns for the report:

Actual 2013/14 = Prior year actuals Plan 2015/16 Approved = prior year board approved budget Actuals 2014/15 Approved = FMS actuals loaded to Hyperion Forecast Working 2014/15 = is a mix of Actual FMS closed months and future planned months Plan Working 2015/16 = the working version of the future year budget that still receives Position Management Updates Plan Annual 2015/16 = the consolidated budget we will submit for next year’s budget, no Position Management Updates once this version is created The Planning Snapshot report is the standard report users can use to view a snapshot of their entire Department or a Department/Project Grant by Fund or all Funds. There are many other reports in Hyperion that users can use, and for Admin Units, they have to submit the Budget Review Template. The template and other reports definitions and how to run them can be found at the Management Reporting and Budgeting website at this link: http://www.finance.ubc.ca/reporting/management-reporting/hyperion-reporting

http://www.finance.ubc.ca/reporting/management-reporting/hyperion-reporting

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Working or Annual versions for Plan and Forecast

Please contact your Dean’s office or VP Level Finance head to see if they would like to use the version of

the Forecast or Plan they would like to use. They have two options - Working or Annual. If they

mention they would like to use Annual, please use only the sections related to Forecast Annual and Plan

Annual and if they want you to use Working please refer to the guide in sections for Forecast Working

and Plan Working. The Dean’s Office and VP level finance heads will be making the decision on which

version to use so please contact them first before updating forms in Hyperion.

Plan Working Department Level Changes

In Hyperion, users have the option to update at the Department level or the Project Grant level. Let’s pretend that for the department that we are planning for (D300100), we are content with the current numbers in our report, and will just need to add a few items to make the Plan complete. For the Plan, we are going to add/adjust the following data:

1. Plan for two new hires using ALPHA accounts ($55K x 2 plus benefits of 10% or $5.5K x 2) 2. Travel expenses for staff and faculty ($10K) 3. Supply expense increase ($5K) 4. Increase Sales and Service revenue for sale of used books and supplies ($100K)

Open Plan Working Forms:

1. In the Hyperion homepage click on Applications and then UBCPlan.

2. Expand Forms -> and click on 2.Plan to see the forms available for Plan Working

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3. Double click on the form “2.20 Alpha Account Input Only – Plan Working”

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4. Edit the Department ID and Fund code (for the in class demonstration, the instructor will use D300100, fund code G0000, users please input your own Department ID, and G0000)

5. And then click on the go arrow.

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6. Add expenses and revenue to the form based on our pretend meeting with the Department Managers.

o Plan for two new hires using ALPHA accounts ($55K x 2 plus benefits of 10% or $5.5K x

2) – so $110K in salary expenses and $11K in benefits

Locate the SALSTF expenses and BENEFT expenses and update the form for the additional expenses. Update the TotalYear for the total salary and benefits.

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Now fill in the form for the rest of the information and click save o Travel expenses for staff and faculty ($10K) o Supply expense increase ($5K) o Increase Sales and Service revenue for sale of used books and supplies ($100K)

Now the data has been saved on the form, but in order to get the data to show up in a report at the Department Level, we have to run aggregation.

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Aggregation (optional)

1. In the same form, click on the arrow to show the folders, forms and business rules:

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2. Double Click on the business rule “ISPlan – User Aggregation – ISPlan” Check to make sure values are as follows: Entity: The Same Dept ID as the one we used in form 2.20 (our example we are using D300100) Scenario: Plan Version: Working Year: FY16

1. Once the values have been updated click on Launch

Aggregation is now optional. We have updated Hyperion to automatically aggregate the moment users click on the save button. Now we have learned how to update forms at the Department level. For the PG level, there are additional forms to use, we recommend to use form 2.10 and then drill down to form 2.02, however users can skip directly to form 2.02 if they know the Fund/Dept/PG/Program code they would like to use.

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Plan Working at the PG level

1. In UBCPlan, click on folder 2.Plan and double click on form 2.10 All Project Grants with Data for Fund & Entity – Plan

2. Pick the Fund and Dept ID you would like to plan for and click on the “Go” arrow:

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Note, users, please select your own Department ID instead of D300100.

3. Form 2.10 displays all of the active PGs for the Fund and Department that we have selected. For this exercise, the instructor will pick a PG (30G55101), users please select your own PG from this list to make updates. Right click in the PG we would like to make updates and select “view Program Code detail”

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4. Right click in the program code we want to make our adjustments. Generally if you don’t plan

by program code, use PC_DEFAULT.

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5. Form 2.02 Account Input Suppress Missing – Plan will open and we can try to make the same changes as we did for the form 2.20.

Expand the form by clicking on this arrow:

Slide the form to the right:

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Find the accounts we want to update, and input the column TotalYear for the changes. Recall we would like to make these changes base on our meetings with the Department Managers:

o Plan for two new hires using ALPHA accounts ($55K x 2 plus benefits of 10% or $5.5K x 2) – so $110K in salary expenses and $11K in benefits


Note: if these accounts do not appear in the form, please double click on form “2.01 Account Input Expanded – Plan”. This form contains every account in Hyperion.

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Now click on save and if you need to run aggregation, we will show the business rule process again for your reference.

Aggregation (Optional)

1. Show the Business Rule Folder by clicking on the arrow

2. Double Click on the business rule “ISPlan – User Aggregation – ISPlan”

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Check to make sure values are as follows: Entity: The Same Dept ID as the one we used in form 2.20 (our example we are using D300100) Scenario: Plan Version: Working Year: FY16

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Plan Annual Department Level Changes

For Plan Annual forms, they work in the same manner as Plan Working forms but they update a different column in the snapshot report and is the version used for the Administrative Budget Review meeting. Plan Annual appears in the last column of our Planning Snapshot report:

Any updates we make to the Plan Annual forms will update the final column in our report. Let’s use the same updates we have from our Department meeting:

Plan for two new hires using ALPHA accounts ($55K x 2 plus benefits of 10% or $5.5K x 2)

Travel expenses for staff and faculty ($10K)

Supply expense increase ($5K)

Increase Sales and Service revenue for sale of used books and supplies ($100K)

1. For the Department level adjustment, open form 2.20a Alpha Account Input Only – Plan Annual in folder A2. Plan Annual forms.

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2. Edit the Department ID and Fund code (for the in class demonstration, the instructor will use D300100, fund code G0000, users please input your own Department ID, and G0000)

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3. And then click on the go arrow.

4. Add expenses and revenue to the form based on our pretend meeting with the Department Managers.


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Locate the SALSTF expenses and BENEFT expenses and update the form for the additional expenses. Update the TotalYear for the total salary and benefits.


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Plan Annual at the PG level

1. In UBCPlan, click on folder “A2.Plan Annual Forms” and double click on form 2.10a All Project Grants with Data for Fund & Entity – Plan

6. Pick the Fund and Dept ID you would like to plan for and click on the “Go” arrow:

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Note, users, please select your own Department ID instead of D300100.

7. Form 2.10a displays all of the active PGs for the Fund and Department that we have selected. For this exercise, the instructor will pick a PG (30G55101), users please select your own PG from this list to make updates. Right click in the PG we would like to make updates and select “view Program Code detail”

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8. Right click in the program code we want to make our adjustments. Generally if you don’t plan

by program code, use PC_DEFAULT.

9. Form 2.02a Account Input Suppress Missing – Plan will open and we can try to make the same

changes as we did for the form 2.20a. Expand the form by clicking on this arrow:

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Slide the form to the right so we can see the TotalYear field:

Find the accounts we want to update, and input the column TotalYear for the changes. Recall we would like to make these changes base on our meetings with the Department Managers:


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Now click on save and if you need to run aggregation, we will show the business rule process again for your reference.

Forecast Working and Annual Forms

During the Operating Report Forecast training we go in depth on how to update the forecast and we won’t go through that process in this guide but will provide the Folder and Form locations to the Forecast Working and Annual versions. Here’s the location of the Forecast Working folder and forms, use these if your Dean’s Office or VP Level finance head advises to use the version Forecast Working:

Note: Forecast Working forms are in the folder 1. Forecast whereas Forecast Annual forms are in A1. Forecast Annual Forms

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Updating at the Department level and PG level are similar to how we update Plan Working and Annual. For Department level updates please use form “1.20” (for version working) or “1.20a Alpha Account Input Only – Fcst” (for version Annual, note the a for Annual) and for PG level updates please use form “1.10” (for Working) and “1.10a All Project Grants with Data for Fund and Entity” (for Annual). Forms to update Department level and PG level – Forecast Working:

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Forms to update Department level and PG level – Forecast Annual:

Smartview – Update Hyperion from Excel Users can then update and submit the form in Excel through an application called Hyperion Smartview. Before they can use Smartview, please contact your local IT services and ask them to load the application to your PC. Here’s the steps that users can go through to establish a Smartview connection.

1. Export report to Smartview (run any planning snapshot report)

2. At the bottom of the report, there’s a link called “Export In Query Ready Mode”, click on this link

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If the system asks you for a URL, for the training environment, please use the following:

https://cwbtrn.adm.ubc.ca:19000/workspace/SmartViewProviders

When you are planning for real, this is the link to production:

https://cwbprod.adm.ubc.ca:19000/workspace/SmartViewProviders

Your report will now open in Hyperion Smartview:

3. Click on the Smartview tab and then Panel:

https://cwbtrn.adm.ubc.ca:19000/workspace/SmartViewProviders

https://cwbprod.adm.ubc.ca:19000/workspace/SmartViewProviders

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4. Insert a new blank worksheet or use a worksheet in the workbook.

5. Click on the drop down in the Connections Panel and select Shared Connections:

6. Click on the Server dropdown and select Oracle Hyperion Planning, Fusion Edition

7. Expand on cwb-apprd02.it.ubc.ca and then expand on UBCPlan, Forms, Forecast and then click

onto form 1.02

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8. Now click on Open Form:

9. Now the form is opened to the last Fund/Dept/PG that we were reviewing in Hyperion.

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The same logic exists in Hyperion on the web where yellow cells are writeable and grey cells are

read/only. If you edit any data in the form and want to save it to Hyperion, click on “Submit data”.

Please note, submitting data will not trigger the auto aggregation that clicking save in Hyperion on the

web. If you want to see your data in reports immediately you have to run ad hoc aggregation or simply

click save in the same form on the web and all changes submitted in Smartview will be aggregated.

Once you reach a form you can edit, like 1.01/1.02 or 2.01/2.02 then follow the next steps to edit the form:

1. Freeze panes at cell B5

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Make the same updates as earlier:

Plan for two new hires using ALPHA accounts ($55K x 2 plus benefits of 10% or $5.5K x 2)

Travel expenses for staff and faculty ($10K)

Supply expense increase ($5K)

Increase Sales and Service revenue for sale of used books and supplies ($100K)

2. Update Salary/Benefits

3. Update Travel and Supply expenses.

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4. Update Sales and Service revenue.

5. Click on the Smart View tab and click on “Submit Data” (this is the same as the “Save” function)

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6. Now refresh the form and we can choose to save your Smartview excel grid or close it, the changes are made to Hyperion once you click on submit data)

In the form we can view our changes:

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Install Smartview onto your PC Please note, users can install the Smartview application to their PC only if they have administrator rights

to their computer. If not, please contact UBC Desktop Support at the following link:

https://it.secure.ubc.ca/forms/internal/

For those users who have local IT Services, please contact them and ask them to load Hyperion

Smartview version 11.1.2.2 onto your PC.

The following are the steps to load Smartview onto your PC:

1. On the Hyperion home page click on Tools Install Smartview

https://it.secure.ubc.ca/forms/internal/

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2. This message may appear, just click on Run:

3. Language – select English

4. Run the Install Wizard

5. Change the file location to “C:/Program Files/Hyperion/Smartview” or wherever your program

applications are located

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And then click on install:

Once the software is loaded, open Microsoft Excel and there will be an additional tab called

“Smartview”:

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Workforce form 4.50

1. Open folder 4. Workforce

2. Click on form 4.50

3. Select the fund/Dept ID/PG you would like to review, for our exercise its G0000, D300100, PG

30G55101 (Users, please use a real Fund/Dept/PG in your own portfolio)

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Compare TotalYear in ALL_POSITIONS line against the form 2.02 totals for total salary and benefits.

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Here’s the summary of the comparison between form 2.02 and 4.50:

Form 2.02 Salaries (A) 1,277,246

Form 2.02 Benefits (A) 203,548

Form 2.02 Total Compensation 1,480,794

Form 4.50 Total Compensation 1,480,793

Variance 1

So form 4.50 lists out employees/positions at the Dept/PG/Program code level. It defaults to “Total

Compensation” however we can review the Salary/Benefit split by employee by clicking on the expand

button on Total Compensation:

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Alternatively, we can export the form to excel and then filter on salary/benefits:

1. With form 4.50 open, click on Tools Export as Spreadsheet

This warning message may appear, just click on Open or Save and then Yes:

Type the following into cell A3 to C3, and then filter on row 3:

Position Employee Compensation

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Filter on Compensation and select Total Salary:

And now we get a nice neat summary of Total Salary from Workforce:

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Add Position in Workforce

In the event we have to add positions into Workforce, there is a form that will enable us to do this. 1. In Workforce open form “4.30 New Position Information”

2. Input your Fund, Department ID, PG, Program Code, Year, Plan Type and Version and then click

on the Go Arrow:

3. Right click in the body of the form and click “Add To-be-hired” – “Salary”.

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4. Add the same two employees we were going to add through form 2.02 and 2.20 (2 staff

members for $110K with 10% benefits)

A new line will appear with a TBH position with their related details

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Now on form 4.50, the employee also shows up as TBH2:

Position Management and Employee Data in form 4.50

Information in Workforce form 4.50 generally comes from these sources:

1. Position Management

2. HRMS

3. Payroll Entries

4. Alpha Salary from Forecast forms

5. Create a position in Hyperion Form 4.30

We will review a position/employee in form 4.50, to observe the outcome based on the selections we

make in Position Management.

The column on the left represents Position numbers and the 2nd column represents the employee ID#

and the incumbent name and the third column is the total compensation (Salary and Benefits). In the

months is salary and benefit expense from either Position Management or HRMS. In order to view the

split between salary and benefit click on the expand button beside Total Compensation.

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We will analyze position 7779 and 8127 for the Position Management projected salary in the open

months.

Users can analyze a position on a Dept/PG in which they have access. In order to review the salary in

FMS, you must have access to HRMS and Position Management.

1. Log into FMS

2. Open HRMS

3. Click on Position Management and then Add/Update Position Info.

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4. Type the Position number into the Position Number field. Note you will have to add zeroes to

the beginning of the Position number.

5. Check off the position and click “Update”

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6. Click on the Budget tab.

7. Review the funding info (in the middle of the Budget tab) for the Position.

The salary commitments drop down is what triggers expense amounts to be populated in Workforce. A

user will have two options, “Hire Data” or “Pos’n Data”. If a user selects “Hire Data”, this generally

means the salary information is coming from HRMS or Payroll. If a user selects “Pos’n Data” the salary

expenses will come from the Funding Details at the bottom of the Budget Tab.

For position 7779, “Hire Data” is selected, which means if there is a current employee, it will draw HRMS

data or their real payroll data. In order to review the incumbent, click on the incumbents tab.

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In the Incumbents section, there is no current incumbent or the position is vacant, which means for this

Position it will automatically default to “Pos’n Data” instead of “Hire Data” even though “Hire Data” was

selected.

In order to review the Position salary expense, go back to the Budget tab, and scroll down to funding

details.

Let’s compare the Funding details to Workforce form 4.50.

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From position management, salary funding details $9946.36 per month and this matches Workforce

form 4.50 $9946 monthly salary. The benefit amount for $1492 also ties. Please note, as this position is

vacant, when an incumbent is hired, the “Hire Data” will be used, so Workforce amounts for open

months will change when this event happens in the future.

Now let’s observe position 8127.

1. Click “Add/Update Position Info.” In Position management and enter 8127 (recall to put zeroes

at the beginning of the position) and then click Add/Search

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2. Check off the position and click Update.

3. Go to the Budget tab.

4. Review Funding Info

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5. Hire data has been selected, so go to the “Incumbents” tab (if Pos’n Data is selected then scroll

down to the bottom of the screen to review Funding Details)

6. Review the incumbent.

7. Compare Compensation rate to form 4.50.

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The compensation rate of $9999 in Position Management ties to the Salary line for $9999 in Workforce

form 4.50. The benefit amount is just a calculation based on the % set in Position Management. The

percentage can be seen in the Budget tab, funding details.

If we calculate $9999 time 15%, this equals $1499.85 or $1500 and it ties to Workforce form 4.50.

Position Management will yield the following results based on what we select in the Budget Tab:

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1. “Hire Data” the compensation rate is from HRMS/Payroll and reflects the real salary expense.

2. “Pos’n Data” the compensation rate is the Funding Details at the bottom of the Budget tab for

the position

Things to consider:

Pool positions where there are more than one incumbent are always “Pos’n Data’. Even if we

select “Hire Data”, it will default to “Pos’n Data”.

Vacant position – default to “Pos’n Data” where there is no incumbent

Frequency of Workforce Updates

Workforce is currently updated every weekend except the week that users are asked to update their

Forecast for the Operating Report.

Actuals Loaded to Hyperion

Actuals are loaded to Hyperion on a monthly basis. Generally the load occurs one day after Financial

Services sends out an email stating all the journals are posted and reports can be run.

Please view the Universal Schedule for details on the exact dates of the Workforce Updates and FMS

Actuals loaded to Forecast.

http://www.finance.ubc.ca/budget/budget-schedule-guidelines-references-and-updates

And then click “Universal Schedule”.

Summary

This guide should be used as a supplement to the Forecast training guide and the Fund transfer training

guides. For more information on these other guides, please visit the Management Reporting and

Budgeting website at this link:

http://www.finance.ubc.ca/budget-office/hyperion-campus-wide-budgeting

This guide did not go over every component of Hyperion, however we went through the key processes

in how to update your Plan using either Working or Annual versions. And we also went through how

data flows into Hyperion from other systems which is vital when trying to understand the information in

your Forecast or Plan.

If you have any questions in regards to the guide or anything Hyperion related, please send an email to

[email protected]

End of Training Document

http://www.finance.ubc.ca/budget/budget-schedule-guidelines-references-and-updates

http://www.finance.ubc.ca/budget-office/hyperion-campus-wide-budgeting


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