Hyperion Planning Data Input and Financial Reporting User Guide

Transcription

1 Fiscal 2014 Budget Process Hyperion Planning Data Input and Financial Reporting User Guide Pepperdine University Office of Financial Planning

2 CONTENTS CONTENTS... 1 GETTING STARTED... 3 DATA INPUT: WEBFORMS... 6 REVIEW AND ANALYSIS: FINANCIAL REPORTS TERMINOLOGY AND DEFINITITIONS CONTACT INFORMATION

3 GETTING STARTED CHECK YOUR BROWSER Prior to logging in to Hyperion, confirm that you are using the appropriate web browser. Oracle has confirmed full functionality and thus supports the following browsers and versions: Firefox 10.x Internet Explorer 7.x Internet Explorer 8.x Internet Explorer 9.x To convert to the latest supported version of Firefox, please run the executable file located here: W:\Forms\Firefox Setup exe However, you may find that other types of browsers and more current versions may function sufficiently. If you are using Firefox 10.x and want to remain on that version, do not enable automatic Firefox updates: Go to Tools\Options Under the Advanced tab in Options, deselect Firefox To enable pop ups, either: 1) uncheck Block pop up windows or 2) add the following path as an exception: dex.jsp 1 2 3

4 LOG INTO HYPERION Once you have confirmed your browser, go to dex.jsp to sign in. Note: If you are unable to log in or are directed to a blank screen, you may be using an incompatible browser and/or version. SETTING WEBFORM USER PREFERENCES To modify your default formatting and viewing preferences go to: Navigate/Applications/Planning/Pepper Then select Preferences under File: 4

5 It is recommended that your default home page be set to Explore. This will allow you to quickly access reports upon log in. To review or adjust your webform display options, such as number formatting, Select Planning, then the Display Options tab Note: to set your display options to the OFP default format, simply check the Use Application Default box. 5

6 DATA INPUT: WEBFORMS CONNECT TO THE PLANNING APPLICATION To access webforms, select Navigate\Applications\Planning\Pepper SELECT A DATA FORM VIA YOUR TASK LIST You Task List Upon logging in to the Pepper application, you will be presented with a task list. This list provides you with a set of webforms that you will use in budget entry: 1. Tuition 2. Room and Board 3. Personnel 4. General Expense 5. Aggregate Major Area Budget Entry (click save in this form and the data that you have entered will be aggregated to your major area level. This is necessary in order to see your data entry reflected in reports.) Select a webform Choose from the list of forms on the left panel and enter by clicking on the name: 6

7 WEBFORM DESCRIPTIONS Enter Tuition Budgets Overview: In this form, there are two tabs for base tuition revenue budget input and one tab for budget entry review. You will enter the planning year base student headcount and credit hours in the first two tabs. Prior year data will be pre populated. The third tab, Review Base Tuition Revenue, will calculate your base and nonbase tuition revenue as entered in the forms and compare that to your planning year target budget. 7

8 Enter Room and Board Budgets Overview: In this form, there are two tabs for room and board revenue budget input and one tab for budget entry review. You will enter the planning year base student headcount in both room and meal plan revenue tabs. The third tab, Review R&B Revenue, will calculate your base and nonbase room and board revenue as entered in the prior tabs and compare that to your planning year target budget. 8

9 Enter Personnel Budgets Overview: In this form, you will input all personnel related budgets. The following sections walk through each of the tabs within this form. Faculty Positions tab Select the department, fund, and operating unit from the drop down boxes at the top. Click the arrow. Note: This selection will be applied to the remaining tabs within this form. Enter the base FTE and salary for each full time faculty position. Save. Note: Prior year actuals have been imported from the PeopleSoft HR module to serve as reference points for budget entry. Faculty New Hires tab Confirm or select a new department, fund, and operating unit. Click the arrow if changed. Enter the base FTE and salary for each new hire. Adjuncts tab Adjunct salaries are budgeted at the pool level not by position. Note: this is a good opportunity to utilize supporting detail to keep track of employee names and positions (see Basic Data Entry Instructions). Enter the aggregated base FTE and salary for each unique chartstring. 9

10 Staff Positions tab Confirm or select a new department, fund, and operating unit. Click the arrow if changed. Enter the base FTE and salary for each staff position. Staff New Hires tab Confirm or select a new department, fund, and operating unit. Click the arrow if changed. Enter the base FTE and salary for each new hire. Coaches Positions tab If applicable, enter coaches base FTE and salaries here. Note: this is a good opportunity to utilize supporting detail in order to record employee names and positions (see Basic Data Entry Instructions). 10

11 Pools tab This tab allows for base and nonbase personnel budget entry at the pool level for each of the position types. FTE data entry is not required. Note: this is a good opportunity to utilize supporting detail in order to record employee names and positions. 11

12 Enter General Expense Budgets Overview: In this form, you will input all general expense and miscellaneous revenue related budgets. The following sections walk through each of the tabs within this form This form allows for general expense and miscellaneous revenue budget entry. Budget entry will occur in the first and third columns for base and nonbase budgets, respectively. The second and fourth columns represent your base and nonbase target budgets. Your target is equal to your prior year revised base budget plus any approved strategic allocations. Note: White cells indicate that it is valid for entry. The last three colums serve as reference points to aid in budget entry. 12

13 Aggregate Major Area Budget Entry Overview: Hitting save in this form will enable you to see your entered data reflected in reports. Budget entry is not complete until Proposed = Target for both base and nonbase budgets at the Net Contribution level. You can confirm this in reports. Note: Designated targets are met when all operating units have zero dollar surplus or deficit. 13

14 BASIC DATA ENTRY INSTRUCTIONS Select one of the five forms to open. Confirm or select a new chartstring (combination of department, fund, and operating unit) Click the down arrow to search for a department, fund, or operating unit. Note: Each field must be at the most detail level for data entry. Click the right arrow when the department, fund, and operating unit are selected. If no operating unit is needed, select NoOpUnit as the operating unit. Important! The Hyperion Operating Unit member NoOpUnit will always be selected with Non designated funds (UONDA, UORCG, UOAUX, UOEXT). Cell colors defined Grey: Read only Yellow: data has been entered Turquoise : includes supporting detail White: ready for data entry (or data is saved) 14

15 Once data has been entered, click the Save icon You will receive notification that your data has been saved and business rules are calculating in the background (when applicable). Business rules are used to calculate benefits, move position data to your consolidated lineitem budget, and aggregate data so that you can report upon the data at various levels. The aggregating business rule is also scheduled to run in the background, typically every hour during the budget entry phase. Entering supporting detail Supporting detail enables you to input justification behind entered data. This can be helpful in personnel budget entry, for instance, where names can be added to pool amounts. Right click the cell you wish to provide detail. Select Support Detail. In the new window, you can add as many rows of detail as you would like by first clicking Add Child (under Action ) to create the first row, then Add Sibling for each additional row. In this example, the travel budget is comprised of two conferences less an early registration discount: 15

16 REVIEW AND ANALYSIS: FINANCIAL REPORTS CONNECT TO THE REPORT REPOSITORY Click the Explore icon located on the top of the page to return you to the report repository. Under the Root\Reports folders, you will find four additional subfolders that are functionally categorized: 1. Budget Process 2. Variance Analysis 3. Multi Year 4. Balances SELECT A REPORT 1. Budget Process This folder contains reports that will assist in the development and review of your budget for next year. Designated Employee Manual input forms Target Tuition and enrollment Des1.X Designated Proposed budgets with changes from prior year Revised and Original budgets Des2.X Outstanding designated budgets that do not have a $0 net contribution Des3.X List of designated scholarship budgets Emp1.X Personnel budget and actual HR activity aggregated at the departmental or operating unit level Emp2.X Personnel budget and actual HR activity listed at the position level Input1.X Manual input forms for general expenses Input2.X Manual Input forms for salaries Tar1.X Target or Proposed budgets with changes from prior year Revised and Original budgets Tar2.X Target versus Proposed comparison TE1.X Tuition and enrollment (summarized enrollment profile) 16

17 2. Variance Analysis This folder contains budget to actual variance reports over a one year period. Allocated Budget Employee General Variance Analysis 3. Multi Year This folder contains budget to actual variance reports over multiple years. Multiple year variance and trend analysis 4. Balances This folder contains various operating unit balances. Operating unit balances Allo1.X Allocated budget variance analysis with each page being individual departments, operating units, or major areas. Allo2.X Allocated budget variance analysis with departments or operating units listed by account(s) as specified in the prompt Emp3.X Personnel budget and actual HR activity aggregated at the departmental or operating unit level Emp4.X Personnel budget and actual HR activity listed at the position level Var1.X Standard one year variance analysis with each page being individual departments, operating units, or major areas. Var2.X Standard one year variance analysis with departments or operating units listed by account(s) as specified in the prompt Mult1.X Budget or actual trends over multiple years with each page being individual departments, operating units, or major areas. Mult2.X Budget or actual year over year change Mult3.X Various 3 year trends Mult4.X Various 5 year growth trends Ratio1.X Ratio analysis Bal1.0 List of operating unit cash, spending, and fund balances Bal1.1 Detail of the operating units spending balance Bal1.2 Detail of the operating units fund balance Bal1.3 List of operating unit cash balances Bal1.4 List of operating unit spending balances Bal1.5 List of operating unit fund balances 17

18 RUNNING A REPORT Upon double clicking report, you will most likely be greeted by one or more prompts. These prompts will enable you to view a given report format from a variety of different perspectives based on the member(s) you have selected. Each prompt includes brief instructions: Prompt Instructions Prompts can be selected in one of two ways: 1. Type in members Simply replace the default members in a given prompt with your new members. Follow prompt instructions closely (some prompts allow for more than one member, while others are limited to one) Click OK. Note: Members are case sensitive 18

19 2. Search for members If you are unsure of the member(s) you would like to select, you may click the magnifying glass to the right of the selection box. This will lead you to a list of members that are applicable to the selected filter. 1. Select the member(s) by checking the box 2. Move member(s) to the right by clicking the right arrow located in the middle of the screen. 3. IMPORTANT: Move back unwanted member(s) by checking the appropriate box and clicking the left arrow. Although it is the default, 00000KK should NEVER remain on the right side. 4. Click OK, then click OK again once you are satisfied with the remaining prompts. MODIFYING A REPORT The report will default to HTML unless user preferences have been modified. In HTML, you have two options of modifying the report criteria 1. Grid Point of View Click the Grid Point of View hyperlink located under the report header 19

20 Once you have selected one member, click OK to refresh the report 2. Revisit prompts View\Respond to Prompts This will take you back to the original list of prompts that you can now edit again Note: You can quickly navigate through the members that are being paged upon by selecting the dropdown: PRINTING A REPORT Convert the report to PDF by clicking the PDF icon in your tool bar. Once in PDF format, go to File and Print. 20

21 TERMINOLOGY AND DEFINITITIONS Balances Spending Balances PUNIV and unrestricted, non internal and non quasi/ true endowment funds; excludes non spendable items such as assets held as trustee and investments that are related to real estate or notes receivable. This method is also used to develop annual budgeted fund balances, therefore, beginning spending balances will equal balances in the budget only account. Cash Balances Cash and cash equivalents of all business units and all non internal funds. Fund Balances Net assets of all business units and all non internal funds. Versions of the budget Proposed Budget entry version and is synonymous with Current. Allocated A prorated budget that is used to compare against YTD actual activity. Other versions of the budget include Target, Original and Revised Accounts Mgmt allocations to other activity groups = Transfers in (601100) less transfers out (602100) Budgeted use of fund balance = Fund balance available (490000) less carry forward (590000) Surplus or (deficit) for the year = Net contribution Funds GENRL = UONDA, UOAUX, UORCG, UOEXT, UODSC and UODNS GENND = UONDA, UOAUX, UORCG, and UOEXT DESIG = UODSC and UODNS CONTACT INFORMATION: System related issues and general budget inquiries: GREG RAMIREZ (4825) Designated and general budget inquiries: NICOLE MARRS (7217) General budget inquiries: TAYLOR HARDMAN (4519) General budget inquiries: CHRIS BAUMAN (7056) 21