ORACLE HYPERION PLANNING USER TRAINING

Transcription

1 ORACLE HYPERION PLANNING USER TRAINING University of North Texas Page 1 of 35

2 TABLE OF CONTENTS I. INTRODUCTION... 3 A. Hyperion Terminology... 3 B. Chartfields... 3 II. INTRODUCTION TO HYPERION PLANNING... 5 A. Log Into Hyperion Planning... 5 B. Access the Budget Application... 7 C. Set User Preferences... 7 III. BUDGET PROCESS... 9 A. Overview Accessing the Task List Task List Steps Launching the Task List B. General Instructions C. Departmental Budget D. Enter Revenue, Expenses, & Transfers Input Budget Adjustments Add New Accounts to Budget E. Aggregate Original Budget Aggregate Specific Dept_Site and Fund Review Overall Department Budget Summary for a Specific Fund Aggregate Department F. Review Departmental Budget G. Departmental Budget Summary H. Budget Process Summary IV. HYPERION PLANNING FUNCTIONALITY A. Data Form Toolbar B. Data Input Methods V. APPENDIX Page 2 of 35

3 I. INTRODUCTION The University of North Texas System (UNTS) implemented Oracle Planning to support the business needs around funds budgeting and board reporting. Oracle Planning replaces the existing budgeting and associated reporting processes. This training manual documents at a high level the How To for Department Managers and Budget Offices to enter budget adjustments and to review the departmental budgets. A. HYPERION TERMINOLOGY The following key terms are used throughout this document. Key Term Parent Child Member Level Level 0 Definition The level above any particular level is the parent. In the Department hierarchy tree (shown in the section below), D16150 is the parent of E16150 which is the parent of DP No_Site. The level below any particular level is the child. In the Department hierarchy tree (shown in the section below), DP No_Site is the child of E16150 which is the child of D Each option within a level is called a member. In the Department hierarchy tree (shown in the section below), DP No_Site is a member of the lowest tree level. Each branch on the hierarchy tree is referred to as a level. For example, level A, level B, level C, etc. The lowest tree level is called level 0. In the Department hierarchy tree (shown in the section below), DP No_Site is level 0. B. CHARTFIELDS Each chartfield within the chart of accounts is set up in a tree structure such that each Department, Fund, Account, etc. rolls up to a level. Any data inputted in Hyperion must be inputted at the lowest level of input (called level 0 ), with few exceptions. Refer to the tables below for examples of the tree structures for each chartfield as well as examples of the level 0 fields. DEPARTMENT In Hyperion, Department and Site have been concatenated. If a chartstring does not have a site, then the department will be concatenated with the place holder No_Site. The Department tree contains levels A, B, C, D, and E, with A being the highest level. Below is an example of the department site hierarchy structure: Page 3 of 35

4 Member Name Member Alias Total Department Total Department A10000 President UNT (A10000) B16000 Student Affairs (B16000) C16150 Career & Leadership (C16150) D16150 Career & Leadership (D16150) E16150 Career & Leadership Gen (E16150) DP No_Site Career & Leadership Gen No_Site (161500) FUND CATEGORY & FUND In Hyperion, Fund Category and Fund have been concatenated. Below is an example of the Fund Category Fund hierarchy structure. Member Name Member Alias Allfunds Allfunds Current Funds Current Funds Education & General Education & General FC105 Education & General (105) FC105 FD EDU GEN (105) GRD General (800001) FC105 FD EDU GEN (105) GRD Lab Fees (800003) FC105 FD EDU GEN (105) GRD Organized Activities (800007) NOTE: Budgeting will only occur in Fund Categories 105 Education General, 120 Auxiliary, and 200 Designated Operating. FUNCTION Below is an example of the function hierarchy structure. Member Name Total Function F10 FN100 FN110 FN120 Member Alias Total Function Instruction Instruction General (FN100) Instruction Sponsored (FN110) Instruction Sponsored C/S (FN120) PROGRAM & PURPOSE In Hyperion, Program and Purpose have been concatenated. Below is an example of the ProgramPurpose hierarchy structure: Page 4 of 35

5 Member Name Member Alias Total ProgramPurpose Total ProgramPurpose Total No_Program Total No_Program No_Program No_Program No_Program No_Purpose No_Program No_Purpose No_Program PP10003 No_Program Recruiting Faculty Gen (10003) No_Program PP10011 No_Program Recruit Executive Search 1 (10011) No_Program PP10012 No_Program Recruit Executive Search 2 (10012) PROJECT Projects will not be budgeted for within Hyperion. ACCOUNT The Account field contains the GL revenue and expense accounts. The Account tree contains levels A, B, C, and D, with A being the highest level. Below is an example of the account hierarchy structure. Member Name Total Account Operating & Non Operating A4000 B4000 C4000 D4000 Member Alias Total Account Operating & Non Operating Revenues Operating Revenues Tuition and Fees (B4000) Tuition (C4000) Tuition Undergraduate (D4000) Tuition and Waiver [CONV ONLY] (40000) Tuit U/G Res (40001) Tuit U/G Non Res (40005) Note: Revenues will be budgeted at the level 0 account level (i.e. the lowest level account). Expenses will be budgeted at the level D account level. The only exception is transfer expenses which will be budgeted at level 0. Budget checking for expenses occurs at level C. II. INTRODUCTION TO HYPERION PLANNING A. LOG INTO HYPERION PLANNING 1. Open Internet Explorer or Firefox. DO NOT USE CHROME. 2. Go to the Oracle Hyperion Planning website: The link is available on the budget website: Page 5 of 35

6 3. The following screen will appear: 4. Enter your network ID and password and click Log On. 5. The HomePage will display. The main components that a user will generally use are the Recently Opened section and the Quick Links section. The Recently Opened documents area displays hot links to the most recently used items. 6. To log off click: File > Log Off, or File > Exit (effectively logging off), or Log Off on the top right of the screen. Page 6 of 35

7 B. ACCESS THE BUDGET APPLICATION Budget planning will occur in the UNTSBud planning application. This application is launched from the HomePage. To access the UNTSBud application: 1. From the HomePage tool bar, select Navigate > Applications > Planning > UNTSBud The UNTSBud planning application will be automatically added to the Recently Opened documents area of your HomePage once you have accessed the application. NOTE: The application timeout for inactivity is 60 minutes. C. SET USER PREFERENCES Users have the ability to define preferences or use the default application settings. A common preference setting in Planning is number formatting for display options. To view or change Planning display settings: 1. Open UNTSBud application. NOTE: You must be on the UNTSBud tab in order to define your preferences. Otherwise a blank page will appear that states: Please open the Planning application to set application preferences. If the UNTSBud tab option does not appear, then that means the UNTSBud application is not open. Refer to section II.B. Access the Budget Application within this training document for directions on accessing the budget application. 2. In the toolbar, select File > Preferences Page 7 of 35

8 3. A pop up screen will appear. Select Planning > Application Settings. In the Alias Setting section, change Member Name/Alias Display to Alias. 4. Click Save. Page 8 of 35

9 NOTE: You must click Save for your preferences to save. If your preferences do not appear to be saving, make sure you ve selected Save. If they still do not appear to be saving, log out of Hyperion Planning and then log back in. 5. A message will appear that says User Preferences have been saved. 6. Next, Select Planning > Display Options. 7. Select your preferences (e.g. Thousands Separator as Comma, Decimal as Dot) for display options, or select Use Application Default to use the application s default display settings. NOTE: Clicking the checkboxes by the line items will set those particular items to the application default rather than to your selections. 8. Click Save. 9. A message will appear that says User Preferences have been saved. 10. Select OK to close the Preferences screen. III. BUDGET PROCESS A. OVERVIEW The budget process in Hyperion is easily followed by using the Task List. Task lists identify the tasks that must be completed and list those tasks in sequential order. Task lists provide instructions, due dates, completion dates, and alerts. Each task should be completed in the order in which it appears before moving on to the next task. Page 9 of 35

10 1. ACCESSING THE TASK LIST To access the task list: 1. Open the UNTSBud application, and go to the UNTSBud tab. 2. On the left panel, Select My Task List>UNTS Budget Process to view the task list. The task list will display a pie chart indicating what percentage of tasks are complete, incomplete and/or overdue. There are two different locations to view your list of tasks. 1. Panel on the left. Drill down into the UNTS Budget Process folder to view the list of tasks in sequential order. a. Click on the folder icon,, to expand the UNTS Budget Process folder. b. Continue to drill down into each folder until you have expanded all the folders. Page 10 of 35

11 c. Each folder,, and file drawer,, represent a step in the task list. 2. Task Homepage. The Task List Status page lists the tasks in sequential order below the pie chart. Status. The Status column indicates whether the specific task is complete, incomplete, or overdue. Hover over the icons to determine the status. Instructions. The Instructions column provides specific instructions for completing a particular task. Select the icon to view the instructions. Page 11 of 35

12 Action. The Action column launches the particular task. Select the icon to begin the corresponding task. 2. TASK LIST STEPS There are 5 steps in the budgeting process which are itemized on the task list in sequential order. 1. General Instructions. 2. Enter Revenues, Expenses, & Transfers. This is where budget adjustments are entered. NOTE: Budgets that share the same department, site, fund category, and fund are combined into one budget spreadsheet. 3. Aggregate Original Budget. Once a budget adjustment is entered, the formulas to add/subtract the adjustments won t run until the data is aggregated. a. Aggregate Specific Dept Site and Fund. Runs the formulas for a specific Department_Site and Fund Category Fund combination. b. Aggregate Department. Runs the formulas for the entire Department. 4. Review Departmental Budget. Review the Department budget by Revenues, by Expenditures, or by Transfers 5. Departmental Budget Summary. Review the whole Department budget. 3. LAUNCHING THE TASK LIST You can begin going through your tasks by clicking on the first task on the left hand panel. Simply click on the file drawer labeled General Instructions. Or, from the Task List homepage, you can begin going through your task list by clicking the Action Icon, the General Instructions task., for Page 12 of 35

13 NOTE: At any point, to return to the task list home page, simply select the UNTS Budget Process option from the panel on the left side of the screen. B. GENERAL INSTRUCTIONS The General Instructions task provides general information and instructions on inputting budget adjustments. You can refer to this task at any time. From the left panel, click General Instructions, to open this task. The task contains two tabs: The first tab indicates whether or not the task is complete. The second tab contains the instructions. Page 13 of 35

14 The bar located on the bottom right of the screen allows you to mark the task as complete, move on to the next task, or return to the task list home page. Complete. Check Complete once the task is complete. The pie chart will be updated. Previous/Next. Select Previous or Next to move through your task list. Previous Incomplete/Next Incomplete. Select Previous Incomplete or Next Incomplete to move back and forth between incomplete tasks. This will skip all completed tasks. Task List Home. Task List Home will bring users to the main task list home page. NOTE: Marking a task as complete is optional. It is not required. It is a reference tool to track your progress. It is recommended that you select the option Next (rather than Next Incomplete) to go through the budget process methodically. C. DEPARTMENTAL BUDGET The Departmental Budget task provides Department Managers guidance on how to complete budget inputs for revenues, expenses, and transfers for their given departments sites and funds. From the left panel, click Departmental Budget, to open this task. The task contains two tabs. The first tab indicates whether or not the task is complete. Page 14 of 35

15 2. The second tab contains instructions for the Departmental Budget process. 3. To move to the next task, from the left panel, select the next task. Or, from the right panel, click on the Next option located at the bottom right of the screen. D. ENTER REVENUE, EXPENSES, & TRANSFERS The Enter Revenue, Expenses & Transfers task is where budget inputting will occur. From the left panel, click Enter Revenue, Expenses, & Transfers, to open this task. The task contains two tabs. The Task Instructions tab contains instructions for inputting budget adjustments. Page 15 of 35

16 The Task Enter Revenue, Expenses, & Transfers tab is where budget adjustments are inputted. The form Task Enter Revenue, Expenses & Transfers is referred to as a Composite Data Form. It contains 8 sheets (sub tabs): INPUT: Tuition and Fees INPUT: Goods, Services & Professional Fees INPUT: Grants, Contracts & Appropriations INPUT: Gift, Investment & Other Revenue INPUT: Internal Income INPUT: Expenditures INPUT: Transfers INPUT REVIEW: Overall Departmental Budget 1. INPUT BUDGET ADJUSTMENTS Budget adjustments are entered at the Organization Department_Site and Fund Category Fund level. 1. The first step of the budget process is to select the Org Dept/Site/Fund Cat/Fund to which you will be making adjustments. Budgeting will only occur in Fund Categories 105 Education General, 120 Auxiliary, and 200 Designated Operating. a. Select a Department from the Department drop down arrow. Only the departments you have access to are listed. Page 16 of 35

17 b. Select a Fund Category Fund combination from the Fund drop down arrow. NOTE: All possible Fund Category Fund combinations will be listed whether or not they apply to your department. Use the My FoaPS Department Look Up report on the employee portal to identify the chartstrings for your department. Budgeting will only occur within Fund Categories 105, 120, and 200. c. Click the Go icon,, to apply your selection. The selection will apply to all the sub tabs (revenues, expenses, transfers, and summary) not just to the sub tab that you have open. NOTE: Clicking the Go icon is a critical step in changing a Department or Fund member. The form does not update to the Department or Fund until the GO icon is clicked, even if the Dept name and Fund is reflected in the selection. Upon selecting the Go icon, Fees tab., you will automatically be directed to the INPUT: Tuition and 2. Once you have selected the Org Dept/Site/Fund Cat/Fund which you will be budgeting for, the next step is to enter adjustments for revenues, expenses and transfers within the Budget Adjustment column. o Select the first tab, INPUT: Tuition and Fees. If you don t have any budgeted Tuition and Fees revenues then no revenues will appear on this tab. (If you don t have any budgeted Tuition and Page 17 of 35

18 Fees and if you don t need to add any, then simply click on the next input tab: INPUT: Goods, Services & Professional Fees.) o The FY17 Working Seed Budget column is pre populated with the FY16 Original Budget plus permanent adjustments that have occurred during the year. The original budget + permanent adjustments is your base budget. Disregard the FY16 columns. o The FY 17 Working Budget Adjs column is where adjustments will be inputted. Data can be entered only in cells highlighted in white. Cells highlighted in grey cannot be adjusted. The cell color will change from white to yellow once it has been adjusted, and prior to it being saved. 3. Once budget inputs are complete for INPUT: Tuition and Fees, click the Save icon,, in the toolbar to save the inputs. Page 18 of 35

19 Clicking the Save icon will change the yellow cells to white. Saving the inputs will also total the adjustments within the FY 17 Working Original Budget column. 10, , NOTE: You must save your inputs for the inputs to be totaled within the Working Original Budget column. 4. Move on to the remaining INPUT tabs to enter adjustments. Click the Save icon,, to save the inputs for each INPUT tab. NOTE: If the Tuition and Fees input form (or any other input tab) contains no data that means there is not a budget for it. Simply move on to the next tab. If you need to add a budgetary account to any form, then refer to section III. D. 2 Add New Accounts to Budget. 2. ADD NEW ACCOUNTS TO BUDGET If a new account is needed, such as a new travel line, then the account will have to be added to the INPUT form. 1. Within any of the input tabs, right click on any row to open the right click menu. Click Department Manager>Add Account(s). Page 19 of 35

20 An Add Account pop up will appear. 2. Select a level 0 Function, level 0 ProgramPurpose, level 0 Project, and an Account. The Department_Site and Fund combination will pre populate based on the Department/Fund you are working in. level 0 simply refers to the lowest option available. NOTE: Each option in a chartfield is referred to as a Member. In the Value column, members will prepopulate depending on what cell was selected when you right clicked to select the Add Account option. In the example above, the INPUT: Goods, Services & Professional Fees tab does not have any data rows. Thus, values for Function, ProgramPurpose, Project, and Account(s) are blank. To make or change a selection, click the Member Selector icon, appears., and the Member Selection screen Page 20 of 35

21 NOTE: Change how the member name displays on the Member Selection screen by clicking on the XYZ icon,, and selecting a display choice. The Member Name: Alias is useful for viewing the tree structure. 3. Expand the selected dimension by clicking on the Arrow icon,, next to the member name. 4. Select the item you want to add. The item selected must be level 0 (the lowest level) of the tree structure or the account will not be added to the budget sheet. TIP: You will know you have drilled down to a level 0 selection, when the Arrow icon,, does not appear. 5. Click the Add icon,, to move the selected member to the right pane. 6. Click OK. 7. Select valid level 0 members for each chartfield (e.g. Function, ProgramPurpose, Project, Account(s)). Page 21 of 35

22 8. Click Launch. 9. The selected account(s) are added to the form(s). NOTE: A selection must be made for each chartfield. For any particular chartfield, select the NO_ option to indicate that that chartfield does not apply. For example: NOTE: The account will automatically be added to the INPUT tab to which it applies. For example, if you add an Expense account, it will be added to the tab INPUT: Expenses regardless of whether or not you were on the INPUT: Expenses tab when you added the account. NOTE: If a specific Function, ProgramPurpose, or Account does not exist in Hyperion, contact the budget office and include HYPERION in the subject line. E. AGGREGATE ORIGINAL BUDGET Calculations to summarize the budget adjustments don t occur until data is aggregated. Aggregation must be run for each Org Dept_Site and Fund combination. NOTE: The tab INPUT REVIEW: Overall Departmental Budget will not update until the data is aggregated. 1. AGGREGATE SPECIFIC DEPT_SITE AND FUND Once the given Department_Site and Fund combination is complete for revenues, expenses and transfers, the data must be aggregated. There are a two different ways of doing this. 1. Using the Right Click Menu to Aggregate. Page 22 of 35

23 a. On any of the INPUT tabs (except for INPUT Review), right click and select Department Manager > Aggregate Current Department and Fund. You can right click anywhere on the screen within one of the first seven tabs. b. A popup will appear with the selected Department_Site and Fund combination already prepopulated. Click Launch. This will aggregate the inputs for the given form. 2. Using the Task List to Aggregate. a. Go to the Task List and select Aggregate Specific Dept_Site and Fund: Page 23 of 35

24 b. Click Launch and a screen will appear. Select the Department you want to aggregate. Make sure to select a level 0 Department. Click the member selection icon,, to find the Department. c. The Member Selection screen appears: d. Search for a specific Department by typing in the name into the search bar and selecting the magnifying glass,, icon. NOTE: The wildcard operator is a star: *. The * finds anything before, after, or between the search string, depending on its placement. For example: *Provost finds members that have Provost at the end. Provost* finds members that start with Provost. *Provost* finds members that have Provost anywhere in the name. Page 24 of 35

25 e. Once the correct member is found, click on it (to highlight it) then click on the Add icon,, to move it to the panel on the right. f. Click OK (by scrolling down to the bottom right of the screen). g. Repeat steps B F to select a Fund Category Fund. h. Click Launch to run the rule. 2. REVIEW OVERALL DEPARTMENT BUDGET SUMMARY FOR A SPECIFIC FUND After running the Aggregation rule for the specific Department_Site and Fund combination, the tab INPUT REVIEW: Overall Departmental Budget will update. Click the tab to view a summary of all the adjustments. 10, , If a change is needed, the change must be entered on one of the first seven INPUT tabs, the data must be saved, and then it must be re aggregated. If no changes are needed, then you can move on to the next Fund combination for the Department, repeat the input process, and aggregate the specific Dept_Site and Fund combination. 3. AGGREGATE DEPARTMENT After the budget adjustments for all relevant Fund combinations within a department have been completed, the Department as a whole must be aggregated. The Department must be aggregated at the department s parent level. There are two different ways of doing this. 1. Using the Right Click Menu to Aggregate. a. On any of the INPUT tabs (except for INPUT Review), right click and select Department Manager > Aggregate Department. You can right click anywhere on the screen within one of the first seven tabs. Page 25 of 35

26 b. A popup will appear with the Department_Site member already pre populated. c. IMPORTANT: You must change the member to reflect the Department_Site s level B parent. Click on the member selection icon,, to change the member. Another pop up will appear. d. First, remove the level 0 Department currently showing in the right panel by clicking on the member name, and then clicking the remove icon,. Page 26 of 35

27 e. On the left panel, select the appropriate level B Department that corresponds with the level 0 Department that you want to aggregate. f. Click on the add icon,, to add the member to the right panel. g. Click OK (by scrolling down to the bottom right of the screen). h. Click Launch. 2. Using the Task List to Aggregate. a. Go to the Task List and select Aggregate Department. Page 27 of 35

28 b. Click Launch and a screen will appear. The Department Manager will need to select a parent Department. c. Click on the Member Selection icon,, to change the member. Another pop up will appear. d. Click on the Add icon,, to add the member to the right panel. e. Click OK (located at the bottom right of the screen). f. Click Launch. Page 28 of 35

29 F. REVIEW DEPARTMENTAL BUDGET The Review Departmental Budget task allows users to review the Departmental Budget by a particular Fund combination. Use the drop down arrow icon,, to select the appropriate Department and Fund Category Fund combination. Some Departments show in blue, others show in black. The lowest level members (level 0) are presented in black. Review budgets at the lowest level. The roll up levels above level 0 (i.e. Level D, E, etc.) are presented in blue. In the screenshot above, DP No_Site: State Empl Charitable Camp (100005) No Site rolls up to DP100005: State Empl Charitable Camp (100005) which rolls up to E10000: Office of the President (E10000) and so forth. To view all funds within a particular department at once, select the ALLFUNDS option. Page 29 of 35

30 All cells are shown in grey because values cannot be adjusted within this task. If a value needs to be changed, go back to the Enter Revenue, Expenses & Transfers task and input the change there. NOTE: After making a selection, press the GO icon,, or the data will not refresh. G. DEPARTMENTAL BUDGET SUMMARY The Department Budget, for the entire Org Dept, can be summarized by fund or by function. SUMMARY: Budget by Funds. Summarizes the budget by fund. SUMMARY: Budget by Function. Summarizes the budget by function. Page 30 of 35

31 H. BUDGET PROCESS SUMMARY The annual budget process is summarized in the following flowchart. IV. HYPERION PLANNING FUNCTIONALITY A. DATA FORM TOOLBAR Users can utilize the toolbar to save, refresh, adjust, etc. data. Toolbar screenshot below: Page 31 of 35

32 Common toolbar actions include: Save data Refresh data Print form Adjust data Add comments Add supporting detail View instructions These actions are commonly used for data inputs, as discussed in the next section, Data Input Methods. NOTE: These actions can also be found on the Right Click menu. B. DATA INPUT METHODS There are many data input functionalities. A few of the most commonly used ones are shown below. 1. Add Comments: Click on the cell to which you want to attach a comment. a. Click the ABC icon,, located in the toolbar: b. A comment box will appear. To add a note, click on the plus icon,. (Or, in the comment box toolbar select Actions>Add, or press CTRL + M.) c. Another screen will display. Type your comment within this screen: Page 32 of 35

33 Check Apply to all selected cells on the bottom left of the comment box if the comment applies to a group of cells that were initially highlighted. d. Click Add to save comment on the bottom right. This will close the current screen and bring the user back to the initial comment screen. Click Close to exit out. The cells with comments on the form will show a small triangle in the top right corner. e. To remove a comment, click on the cell that has the comment, then click the ABC icon,, in the toolbar. Within the Comments box that appears, select the comment you want to delete and then click on the X icon,, or select Action > Delete, or Ctrl+Del. 2. Adjust Data: Click on the pencil icon, in the toolbar. Page 33 of 35

34 An Adjust Data pop up screen will appear. Make your selections and click Adjust Data. NOTE: DO NOT click the Adjust Data button repeatedly. The adjustment amount will increase/decrease by the number of times the Adjust Data button is clicked. 3. Operators: Hyperion accepts basic formulas: add (+), subtract ( ), multiply (*), and divide (/). But, the method for inputting formulas is different than the method used in Excel. Operators must be entered as separate steps. To use a formula: a. Click a cell, and enter your first value. Press Enter on the keyboard. b. Next, click the cell and input your operator (+,,*,/) and the next value. Press Enter on the keyboard. The number will update immediately. For example: Type 10,000 press Enter. Click the cell and type +100, press Enter. NOTE: Operators must be done as separate steps. Planning is not like Excel. An error message will appear if you try to enter a formula within a cell. Page 34 of 35

35 4. Lock/Unlock cells: Lock/unlock cells allows users to lock a cell to prevent data entry. To lock/unlock a cell, click on the cell you want to lock, and then click on the lock icon,, located on the toolbar. V. APPENDIX Oracle Hyperion Planning User s Guide An in depth, generic user guide for Hyperion. Page 35 of 35