Transcript Document

Training Session
AGENDA




Process overview
5 month Review form in Hyperion planning.
Functionality.
Workflow.
Process Overview
PEOPLESOFT / HYPERION INTERFACE
SEND Actual $ from GL to
Hyperion
SEND 8 Month Review
and Budget to GL /
COPY to FINAL version
in Hyperion
Generate Employee Master
Data
Send Salary Actuals
BUDGETING
SERVICES
BUDGET
COMMITTEE
PRE-POPULATE
Forms
OPERATING /
ANCILLARY
UNITS
CREATE 8 Month Review
and Budget on
WORKING version
APPROVE
What is Hyperion?
FISCAL YEAR
INTERFACE
BUDGET &
FORECAST
ACTUALS
BUDGET &
FORECASTS
GLChartfields
It’s a budgeting tool that allows entering budget and forecast by multiple time periods (fiscal year or
Monthly), and by different General Ledger Chartfields: Department, Program, Fund and Account.
Hyperion interfaces directly with PeopleSoft .
The Actuals are taken from PeopleSoft Financial General Ledger as well as Human Resources (for
Salaries) and populated into Hyperion for closed months.
Budget, 5 Month Review and 8 Month Review are taken from Hyperion and populated into
PeopleSoft Financial General Ledger
PeopleSoft & Hyperion Chartfield Trees
•
PeopleSoft Finance General Ledger is the
Chartfield source of record.
•
•
The hierarchy structure of the Chartfields is
called a “tree”.
MOSAIC trees are loaded into
HYPERION on a monthly basis.
•
•
Budgeting Services has created specific
Department and Account trees that align
with current budget envelopes.
Any new department, program or
account is then available in Hyperion
for forecasting or budgeting.
•
The tree structure will allow
organizing the data in the Hyperion
forms and reports.
•
In Hyperion, security is provisioned
by department.
•
Values in Hyperion can ONLY be
edited at the lowest level of the tree.
•
In the example, if the form is open for
the ACADEMIC SUPPORT
department, all cells in the form will
be read only.
•
An example of Department tree:
+ ACADEMIC SUPPORT
+ VP ACADEMIC
• Provost Office
• IRA
• Human Rights & Equity
• AVP Academic Faculty
+ REGISTRAR’s OFFICE
POINT OF VIEW: Shows the Criteria of the Data shown on the form.
The different dropdowns are:
• Department: Lists the departments you are entitled to. The codes are the same as
in MOSAIC, prefixed by the letter D
• Program: Lists all the available Programs. The codes are the same as in MOSAIC,
prefixed by the letter P
• Type of Expenditure: One-Time or On-Going.
• Version: Lists what version you are working on: Working, or any of the What-If
versions.
• Fund: READ ONLY indicates the fund.
• Please note that there are different forms for each fund. Hyperion only has the
data associated to Operating fund (20), Ancillaries Fund (30) an Externally
Specifically Funded (45).
Find a Department on the Form
 Using the Point of View find a Chartfield combination

that you want to review.
After you have entered a value into every drop box,
Click on the REFRESH button.
Note: Any time the point of view is changed, we MUST
refresh so the system brings the data from the database into
the form
8 Month Review Section:
• This is the section in which the
Budget Section:
8 Month Review data is stored.
•Budget
This is
the+1
section
in which the
Year
Section:
• It is pre-populated
with the year
next
year’s
budget
is which
stored.the
•Budget
This
is
the
section
in
Year
+2
Section:
to date
actuals
for closed
• Itnext
is pre-populated
with
the 5
budget
is which
stored.
• Month
This year’s
isReview
the
in
the
months
andsection
5 Section:
Month
Review
5
Month
Review.
•• This
Section
isONLY.
NOTisprenextOpen
year’s
budget
stored.
for
Months.
This
is
READ
• Users
can
update
the
data
populated.
This 5Section
is
NOT
preUsers
can
update
the
data
•Actuals
The
Month
Review
Section:
values
at
the
lowest
levels
of
•• Will
Only
allow
Year
Total
populated
values
at
the
lowest
levels
of
Users
can
expand
to
view
Thistrees
is READ
ONLY.
the
only.
Any
value
at
an
•• Forecasting
Will
Only
allow
Year
Total
the
trees
only.
Any
value
at
monthly
drilldown
by
clicking
Displays
theofYear
date anon
higher
level
the To
account,
Forecasting
higher
the
account,
the
pluslevel
signof(+)
next
to the
Actuals
loaded
from
the
GL.
department
or program
trees
department
or program
trees
Year
Total
Label.
• are
Users
can
expand
to view
read
only.
are
read drilldown
only.
monthly
on
• Users
can expand by
to clicking
view
• Users
can
expand
to view
the plus
sign
(+) next
to the on
monthly
drilldown
by clicking
monthly
drilldown
by clicking on
Yearplus
Total
Label.
the
sign
(+) next to the
the plus sign (+) next to the
Year Total Label.
Year Total Label.
Total revenue, expenses and appropriations for all types (on-going and one-time) are summarized in
the last lines of the form.
A_3000: The total of revenue and expense for the type (On-Going, One-Time or All Type) selected in
the point of view. Note that this total could be different than the Deficit or (Surplus) – All Types if the
point of view has selected only On-Going or One-Time.
Total Revenue – All Types: The total of all on-going and one-time revenue.
Total Expenses – All Types: The total of all on-going and one-time expenses.
Deficit or (Surplus) – All Types: The net of all on-going and one-time revenue and expenses.
Opening Appropriations - All Types:
Actual and 8 Month Review: Ending appropriations in FY15 5 Month Review
Budget: Ending appropriations forecast in the FY14 8 Month Review
PS Adjustments – All Types: Actual year-to-date journal entries to appropriation accounts in PeopleSoft
GL
Closing Appropriations – All Types: Total of Deficit/(Surplus), Opening Appropriations, and PS
Adjustments
Difference between Year total and year to
date actuals is spread amongst open months
The Year total is spread evenly across all 12
months of the Budget.
 Light Yellow cells are EDITABLE.
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
To edit a cell, simply type the new number inside the cell. Once a cell has been edited, it will
change color to a darker shade of yellow.
Planners can use EXCEL copy/paste functions for editing cells.
Editing a cell at a YEAR total level will update the values of the cells of ALL OPEN months
 Grey cells are LOCKED. Cells are locked due to:


Closed Months
Aggregate Level  Forecasts can ONLY by updated at the lowest Account level. THIS APPLIES
TO POINT OF VIEW AS WELL
 After you have entered a value into editable cells, Click on the SUBMIT button.
Versions of the 8 Month Review
What-if
• High, medium, low
• Modeling budget
ideas
Working
• Starts with prepopulated figures
• Assumptions are
published
• Known adjustments
Final
• Budget submitted
• Approved budget
loaded to GL
What-if versions
 Allows planners to create different versions of the forecast for
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
analytical purposes only.
The system offers What-if High, What-If Medium and What-if low
versions.
Planners can pre-populate the what-if versions with any other
version as a starting point.
Changes performed in a what-if version are NOT moved to
PeopleSoft.
Only changes to Working version are moved to PeopleSoft.
Planners can copy a What-If version into the Working version.
EDIT
Adjust at
Year or
Month
Levels
Spread monthly values
equally or proportionally
ADJUST
COPY
COMPARE
Save copy to Excel File
Add Supporting Details
Compare
with
Actuals
What-If Versions
BUDGET TO A NEW ACCOUNT
What does Hyperion allow you to do?
Un-Suppress Account
 When to use?



The 8 Month review form suppresses (hides) Accounts that
have NO data.
If the pre-populated form doesn’t show a specific account, that
means that there was no Forecast and no actuals for that
account.
If we need to add a forecast to an account that does NOT
show in the pre-populated form, we can UN-SUPPRESS a
specific account using this function.
Un-Suppress Account
• How?

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Right-click on any cell in the
smart view form, and select the
Smart View option to Open the
SmartView Menu.
Select the Un-Suppress
Accounts option from the
SmartView menu.
The pop-up opens.
Click the Find Box
Un-Suppress Account
 Click Binoculars to open the Find
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
box
Check Show Aliases to search by
account name (optional)
Enter search value and click
binoculars
Check account(s) to unsuppress
Click to move to selected members
Click OK
Copy 8 Month review into Budget
 The budget is originally pre-populated with the 5

Month review since it is the latest version available at
the time of releasing the forms.
Planners have the option to use the 8 month review
as the starting point of the budget by copying the 8
Month review into the budget scenario.
Copy 8 Month Review to Budget
• Select the “Copy 8 Month
Review to Budget option from
the SmartView Menu
• Select Department(s) to copy
• Click OK button
LOGIN
 Enter the following URL:
https://dmacapps65.mcmaster.ca/Citrix/

Note: This URL is for Training environment ONLY. The
Production URL is indicated in your handouts.
 Enter your MACID and password
 Click on EXCEL Icon entitled SmartView
 Click on the Open button on the banner in the bottom


part of the screen.
A pop-up shows status.
Excel opens
OPTIONS setup
Connecting to the Hyperion Database
using SmartView
1. Click on SmartView Tab
7. Expand Hypsitf01
2. Click on Panel Icon
8. Expand McM_Plan
3. In the Panel, Click on Shared
9. Expand Forms
Connections
4. Enter Login & Password
5. In the Shared Connections Panel,
Open drop down
10.Expand 1. OPEX
11.Expand the appropriate FUND
(Operating fund 20, Ancillaries fund
30, Specially Funded fund 45)
6. Select Oracle Hyperion Planning, 12.Double Click on 2. OPEX 8 MONTH
Fusion Edition
REVIEW 2015
Exercise
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
Open 8 Month Review Form for appropriate fund.
Find Department, Program, Expenditure Type to edit.
Validate Salary accounts are read only.
Edit a value at a Year Level
Edit a Value at a Month Level
Un-Suppress an account (that is not already on the
form).
Edit recently Un-Suppressed account
After updating 8 Month Review, Copy 8 Month
Review into Budget.
REFRESH, REFRESH, REFRESH
REPORTS
 Summary reports are available to preview the total
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forecast at a roll-up level.
Drilldown reports may be used to isolate any
variances or anomalies.
These reports are intended for analysis and are not
formatted for the final submission document.
Positive values are debits, negative values are
credits.
Submission reports will be available to planners and
envelope managers.
DEMO
 Copy Data from one department to another.
 Copy yearly forecast from in between programs or
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

accounts.
Adjust amounts for a range of cells.
Add Cell Comments
Add Supporting Details to a cell.
Locking cells.
Copy Year Total using Function
 When to use?



Copy year total from one program to another.
Copy forecasts from one year to another.
Copy the Original Budget into 8 Month Review scenario.
 What is copied?

The year total is copied over and then spread amongst the
open months keeping the proportion of previous monthly
values.
Copy Year Total using Function
• How?



Right-click on any cell in the
smart view form, and select the
Smart View option to Open the
SmartView Menu.
Select the Copy Year Total option
from the SmartView menu.
The pop-up opens. Then select
the source and destination
criteria.
Copy Monthly values using Function
 When to use?


Copy specific monthly values for one or multiple months from
one program to another.
Copy forecast monthly values for one or multiple months from
one year to another.
 What is copied?

The monthly values are copied over and the Year total is recalculated to add up to the sum of the monthly values.
Copy Monthly values using Function
• How?



Right-click on any cell in the
smart view form, and select the
Smart View option to Open the
SmartView Menu.
Select the Copy Monthly option
from the SmartView menu.
The pop-up opens. Then select
the source and destination
criteria.
Adjust Data by Percentage
 Click on any editable cell (yellow in
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


colour) or a range of cells at a
month level.
Right click on the cell and pick the
“SmartView” option to open the
SmartView menu.
Select the Adjust option from the
SmartView menu.
Select the Add fixed value to
selected cell(s) radio button and
enter the value to increase by in the
text box:
Click Adjust Data.
Click on SUBMIT.
Adjust data by amount
 Right click on the cell and pick




the “SmartView” option to
open the SmartView menu.
Select the Adjust option from
the SmartView menu.
Select the Add fixed value to
selected cell(s) radio button
and enter the value to
increase by in the text box:
Click Adjust Data.
Click on SUBMIT.
Pre-Populate a what-if version
 Select the Pre-Populate
What-If option from the
SmartView menu.
 The pop-up opens. Then
select the Target What-If
version to pre-populate, the
Source Version, Source
and Target Year, Source
Department, Scenario (i.e.
Budget) .
How Does Workflow work?
 After Planners are done with their changes, they

submit the 8 Month Review and Budget to the
Envelope Manager for approval.
Envelope managers have the option to approve and
submit to Budgeting Services. Or reject changes and
send back to the planner for modifications.
How to Submit 8 Month Review for Approval
 On the Planning menu, click
on Approvals
 Select a view from the drop
down menu and click Refresh
 Highlight a Planning Unit to
promote where you are the
Current Owner, and click on
Change Status. In Approvals
window, select Action from
the drop down box, and
Submit
 Refresh the screen to view
the current owner (you may
need to use Tree View).