Reporting with Public Sector

Planning and Budgeting (PSPB)

Tiffany Ma and Andrea Zirman
UC Berkeley
Tiffany Ma
Hyperion Functional Administrator

Andrea Zirman
Interim Director of Oracle EPM Tools, OSPM
Public Sector Planning and its related reporting have
been important factors in supporting Berkeley's
financial strategy, focused on financial reporting
transparency and ultimately accountability for
campus goals of remaining a center of innovation,
discovery, growth, and sustainability.
 About UC Berkeley
Overview of UC Berkeleys Technical Architecture,
including Public Sector Planning and Budgeting (PSPB)
How PSPB & Related Reporting Have Been Helpful to
Berkeley
Challenges with PSPB
Enhancements to CalPlanning / PSPB
Q&A
Demos throughout
 University of California, Berkeley
Established 1868
27,126 undergraduates
10,455 graduate students
1,582 fulltime and 500 part-time
faculty members
8,959 Staff headcount
14 colleges and schools with 276
degree programs
$2.5 billion budget (FY2015)
Growing Concerns About the Financial Revenues Under Pressure As Costs
Sustainability of Higher Education Continue to Grow

State Budget Pressures

Revenue Federal Budget Cuts
Declining Median Incomes
34% of University Presidents
surveyed in 2014 are not confident in
Employee Benefits
the sustainability of their institutions Deferred Maintenance
financial model. Rising Compliance Costs
Legacy Programs Costs

PSPB enables
~70% of Berkeley to
Inevitable Berkeleys closely manage
Budget cuts budget is made expenses and
Decreased up of increase financial
Funding for employees transparency
Berkeley 6
Tuition comparison
University Tuition FY15-16

UC Berkeley $13,878 (in state)

Harvard $45,278

Yale $47,600

Brown $49,346

Univ of Penn $49,536

Univ of Virginia $13,468 (in state)

Bucknell $49.878
University
 Berkeleys Financial Roadmap
We have made tremendous progress, and we have more work to do to fully realize
our aspirations for financial transformation.
Financial Roadmap Our path to the future state

Creating Enhancing Optimizing and Aligning

Infrastructure
Focused on building,
implementing and enhancing
CalPlanning
Implemented standard reporting
formats and chart of accounts
improvements
Delivered training, built awareness
on budget and planning concepts
Implemented all-funds budgeting
our Understanding
Strengthen the budget processes at
central and division levels
Clarify authority, responsibility, and
accountability
Establish mechanisms to monitor
performance
with Strategy
Divisions actively engaged in
optimizing resources to further
academic goals
Robust academic planning that is
tied to multi-year financial plans and
annual budget
Overview of UC Berkeleys Structure
UC Berkeley & Oracle

Existing ERP Footprint

PeopleSoft
Financials
(GL, AP, AR) 9.3
Back-end Platform
PeopleSoft
HCM, Version Oracle Hyperion
9.0
(HR, Workforce
Admin, Position Hyperion
Management) Planning
Hyperion Hyperion
Custom Data Windows * Public Sector
Financial Smart View
Warehouse Planning
*Migration to Reporting (Planning
using Hyperion Linux in progress Full-Use Essbase
IR 11.1.2.3 and Studio and Ad Hoc)
OBIEE/Answers V. 11.1.2.2*
11.1.1.7 * Upgrade in progress
 Flow and Timing In Our Technical Architecture
HR BFS/IR Detailed Position CALPLANNING
& Employee Data

SNAPSHOT
Snapshot on 1/24/15 Summarized

Data Entry
of active data from Compensation
7/1/14 and forward. Data
HCM CalPlan HCP
(Human Capital (BSO) HOURLY* (BSO - Human Capital
Management) EDW/IR Planning)
Position (Data Warehouse /
Management
Reporting) MONTHLY
Summarized Actuals
Detailed Position
& Compensation Data
Actuals
Operating
Budget &
Actuals & DAILY Forecast
Encumbrances HOURLY HOURLY
Reporting
* *
PPS CalRptg HCPRptg
(Payroll Personnel BFS (ASO) (ASO)
System) (G/L)

Detailed Employee
Actuals

MONTHLY
* Hourly schedule & frequency is determined based on budget process. Can vary from 4 times a day to
hourly.
CalPlanning Application User Flow
HCP (Human Capital Planning)
Review and edit planned Compensation
Expenses for Employee and Position.

CalPlan
Review and edit plan for Revenue,
Transfers, and Non-Comp Expenses
and view summarized Compensation
Expense plans from HCP.

CalRptg HCPRptg
Generate and review reports of Generate and review
budget data from CalPlan and Compensation Expense reports
detailed Actuals from BFS. for budget data from HCP by
Employee and Position.
Reporting Capabilities
Plan member accounts with 2-year variance and trend
analysis
CalPlan (BSO)
Changes in Non-Compensation data immediately
reflected in reports

Detail level accounts with variance and trend

analysis from beginning of time (2011)
CalRptg (ASO)
Automated daily Actuals loaded with
Ability to report in millions
Detailed Position & Compensation Data
Reporting on detailed monthly closed Actuals
HCPRptg (ASO) Reporting on Average FTE
Report combining non-comp and comp by employee
Public Sector: Out-of-the box
10 Dimensions (for Employee & Position Option)

41 Smart Lists

2 Task lists and 22 tasks

73 Data entry forms

Validation rules

50 Menus

63 Business rules
 Specific Changes to PSPB HCP
Consolidation of Employee & Position forms; hid large number of
HCM attributes
Reordered right-click menus and added user cues
Bring in only Regular Pay employees and provide functionality to
allow planners to pool the rest of the Pay types
Fringe expense calculated for employee type (account) not
specific employee (health plan, etc.)
Headcount-derived expense calculation
Bypassed default position type by department
Custom forms developed Demo

All forms, tasks and tasklists were prefixed with HCP with the out-of-
the-box forms used as the starting point
From a Project to Operations
Project Phases Whats Next
Reporting (ASO) Establish on-going
Phase Aug 2011, 100 users governance model
1 Converge solutions
OBIEE, Hyperion
Summary Budgeting (BSO) Planning, and Hyp
Phase Mar 2012, 150 users Interactive Reporting
2 Improve the user
experience and
Empl/Pos Budgeting (PSPB) business process
Phase Feb 2013, 350 users Multi-year and Quarterly
3 Forecasting
Integrated Learning and
Assess, Stabilize, & Automate Community of Practice
Now Increase adoption, 700+ users

Implementation Partner for Phases 1-3: M2 Consulting

 Reporting Overview
Types of Reporting: How its Been Helpful to UCB
Displays where the money Highlights how much money is
comes from and spending
Fund restriction amounts
available and where and how to
spend it

Multi-year Actuals to compare Encourage financial analysis on

past results to current budget decisions that affect the
Trend financial health of Berkeley

Financial transparency across

Burst and email directly to all levels of the organization to
Deans to show Division and
Leadership Department budgets encourage discussion and
strategic thinking vs
incremental planning
Detailed employee and
Employee position FTE and Improve resource allocation
compensation with variance
and Position against Actuals
and control expenses
 Transformative Comp and Non-Comp Expense

Detailed
Employee Budget to Actual
Variance by
person

Avg FTE
per
Employee

Non-
compensation
Expense

Demo
How Do Users Get Reports?
o Run directly in the workspace report repository
o Task list links
o Smart View
o Report book bursting
Convenient and efficient way to distribute to a large
audience
Ability to distribute reports to non-users, including
Deans using email and / or Google Drive
Currently partnering with Budget Office to develop a
strategy for increased adoption across campus
Scheduling Batches and Bursting Batches

Scheduling batches
delivers multiple report
through various
channels.
CalPlanning
workspace
Email functionality
Google drive
 Access to Report Books in Google Drive

Benefits of Sharing Reports through *Google Drive

Users without CalPlanning access can
still access through Google Drive
Direct links to report books can be
emailed to users
Distribution lists can be created for long lists of report book
recipients through CalMail.
Email addresses outside of the berkeley.edu domain can be
included in the Google Drive access and distribution lists

*Installed and configured a 3rd party software for $19.95: SyncDocs

Challenges with Public Sector Planning and Budgeting
 Functional Teams Challenges with PSPB
Challenge
HCP technology is complicated
HCP limitations on number of
intersections for reports to
successfully run
Smart List maintenance
HCP Data Refresh load
limitation
Global Salary Adjustments
limitation
No published Oracle release
dates for PSPB on-prem
11.1.2.4 UI planning
enhancements
Result
Resource intensive to maintain
Designed forms rather than reports. Not ideal.
Cumbersome and time consuming
No out-of-the-box functionality to allow users to
have selective data refreshes
Time consuming as must run individually for
each salary admin plan
Timeline from Oracle on Enhancements to
simplify, streamline, and modernize UI for cloud,
mobile for PSPB
 User Challenges with PSPB
Challenge Result

HCP is complicated Substantial training required

HCP is detailed Makes budget prep very time consuming
Smart View not intuitive for HCP Not used by many users

Data Push Delays timeliness of refreshed reporting data

FTE Reporting Out of the box functionality doesnt meet user
needs
Global Salary adjustments Functionality wipes out future-dated rows
HCP Data Refresh load No out-of-the-box functionality to allow users to
limitation have selective data refreshes
Effective dating New and difficult concept for UC Berkeley
planners
Enhancements to CalPlanning / PSPB
Lesson Learned

User Training
We need to provide planners very specific
guidelines on materiality to save user data
entry time, leave more analysis time

Planning to the penny is possible but not

most efficient or effective use of time
FTE Reporting Future Enhancements
In difficult budgetary times, FTE trend data is an important
indicator.

FTE is a proxy for $$.

Related future enhancements:

Application Current State Future State

HCP FTE End dates lack alignment
with costing end dates
HCPRptg FTE displays based on the
employees primary managing
unit.
FTE end dates need
refinement to facilitate FTE
trend reporting
FTE to reflect cost
center(s) that pay salary
expense
Add Actual FTE to
reports
Future State of HCPRptg:
Help simplify user experience and facilitate position controls

Position Control
Position hiring approval processes to be implemented, supported by
HCPRptg reports
Planned Exception Reporting
Reduce user efforts by analyzing where they are spending time in tool and
providing reports that better assist
Employee Roster only display changes so user need not review entire data set
Trends by Entity across job categories
Trend report of multi-year Actuals compared against current budget, highlighting changes
Create new reports that were formerly not possible
FR Studio 11.1.2.3.503 has new feature: Suppress Missing Blocks
Out-of-box HCP reports could not render, but after checking the Suppress Missing
Blocks, HCP report can retrieve data
Video
Questions?

tma@berkeley.edu
azirman@berkeley.edu