Pepperdine University

The Office of Financial Planning

Hyperion Planning Introduction & Demo

Pepperdine University
Office of Financial Planning Hyperion Planning Introduction

Hyperion Planning: Hyperion Planning is a web-based budgeting and planning solution that drives collaborative, event-based operational planning processes throughout the organization. Hyperion Planning provides a comprehensive approach for the closed-loop planning process that drives continuous business improvement. Planning allows multiple users to meet financial objectives by creating 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; once determined, they rarely change over the life of the application. Pepperdine has seven dimensions included in its Hyperion Planning application; Account (pool code), Entity (Accounts), Scenario, Version, Time Period (months), Year (FY01, FY02) and Employee. In addition Hyperion Planning has the capability for 13 additional user-defined dimensions. Members Members are individual components of a dimension (i.e. FY05 is a member of the dimension Year and 251025 Financial Planning is a member of the dimension Entities).

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Change in Terminology Referred to as in FRS Account Pool Code Now known asin Hyperion 6 Digit Entity 4-Digit Account

Use of signs in Hyperion Planning FRS Revenues negative Expenses positive Contra Accounts Hyperion Revenues Positive Expenses - Positive 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 directly to the Hyperion Planning web site using the URL below or use the link provided on the Office of Financial Planning web site. Option 1: Go to the Financial Planning website at: http://www.pepperdine.edu/financialplanning. Click on the Hyperion Web Page Link. The current address for the Hyperion Planning web site is: https://budget.pepperdine.edu/HyperionPlanning/LogOn.jsp.

Option 2:

How Do I Log On to Hyperion Planning? Both options will bring the user to the following screen

Note: These fields must always be selected to enter Hyperion Planning

Note: This information corresponds to the each users login information to the Pepperdine network (NT password)

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Screen Introductions Below is the Home Page for Hyperion Planning. From here you can navigate to budget 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 folders containing 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 list of forms contained in the highlighted folder to the left.

Folder structure holding all forms

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

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General Form Overview The comment on the follow form cab be applied to all forms used in Hyperion Planning. 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 data entry has been saved. If you do attempt to move to another form without saving you will receive a save prompt.

Select six digit entity Remember to hit save when data has been entered

White areas where data can be entered

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Definition of Supporting Detail Supporting detail helps you build and communicate bottom-up values when planning such expenses as travel, salary, and projects, where you need to calculate aggregate values. This feature could be particularly useful when budgeting for the adjunct salary pool, transfers or when you have multiple external 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 or click on the cell and then click the Supporting Detail menu button. The Supporting Detail window reflects your cell selection in the data entry form. Below is the screen that will appear

Over the initial text "Untitled", type text of up to 1,500 characters that names or describes the nature of the supporting detail. Create or change the indented hierarchy to reflect the structure and calculations you want. Set the mathematical relationships among the line items by selecting an operator 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 a department could be calculated using supporting detail. These supporting detail Total values aggregate to the Q1 Travel cell in the data entry form.

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Salary Planning Budget Entry Demonstration Username: Password: ofpstu1

Scenario: You are the budget manager for account 252410 IBM CONVERSION EXP. This account falls in Major Area 70: Planning & Information Technology. You have four staff employees: two are existing employees, one has recently transferred into the department and one is a new position that will soon be filled. One of your staff employees also teaches a class as an adjunct instructor. Some of the workload of the department will be performed by outsourced temporary services. Proposed Budget amounts to be entered: Rick Johnson $10,000 Ryan Williamson 10,000 Andy Benton 10,000 New Position 10,000 Adjunct Salary 10,000 Temp 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 folder list 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 this account: Rick Johnson and Ryan Williamson. Two forms are provided for existing employees such as this: one for staff and one for faculty. Click on the form for existing staff.

3. Once youve navigated to the form called Salary Budget: Existing Staff youll see the two employees who are currently paid out of this account. Youll notice that Andy Benton is not present in the list. Well take care of this issue in the next step. Enter the budgeted FTE amount and the salary rate for the two staff members. These two amounts 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 the list of current staff members. His names needs to be seeded so that it will appear here along with the other employees. To do this we need to go to a form designed for this specific purpose. The form is labeled 2. Personnel Seeding and is located in the form 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 Headcount Staff line. Click save.

5. Go back to the existing staff salary entry form to see that Andy Benton now appears in 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. Two forms 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 the appropriate account and select the staff number and click Go. The staff number will be helpful to you if you have multiple new positions in one entity. In this case just choose 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 budgets for these types of salary are entered on the same form. The form is labeled Salary Budget: Salary Pools. Navigate to this form and enter the budgets for these two items and click save.

8. Now that all the data for this entity has been entered its needs to be calculated and the calculation result needs to be transported from the Salary budget database to the Mainplan budget database. The two calculations (or calc scripts) must be run separately 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 Rules button which will produce another menu displaying your calc script options. In this case the calculation we will run will be SAL_MA70 and XREFMA70. Click on the calc 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 form labeled 2. Externals Budgeting located in the General Activities folder. Choose the 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 and calculation performance improvements have been realized by splitting these calculations into major area specific calc scripts. This means that a much smaller amount 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 decimal places. Further, the total FTE for any particular position/employee cannot under any circumstances exceed 1. If the salary is split between two entitles with one having 0.76 and the other having 0.25 the total will be 1.01 which is not a possible outcome.

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