HYPERION ENTRY & REPORTING FY17

HYPERION ENTRY & REPORTING FY17 Finance & Administration February 17, 2016

Today s Topics Budget Calendar & Planning Parameters Accessing the System/Initial Setup Hyperion Planning Forms Hyperion Reports Promoting Your Budget

FY17 Budget Training Schedules Non-Academic Departments Academic Departments February 4 th (2-4pm) February 9 th (2-4pm) Hyperion Entry and Reporting All Departments All Departments February 17 th (2-4pm) one-on-one sessions as requested* Instead of a second Hyperion training session, this year we are available for one-on-one sessions to work with you through your challenges and questions. Simply request a meeting through outlook, our calendars are up-to-date and waiting for you! Potential Topics for Discussion: Setting your preferences in Hyperion Budget Entry (perhaps walk through a specific schedule and input together) Reporting (to assist with meetings with your chairs, directors, or staff) Budget Review using Hyperion Reports and Excel

FY17 Budget Key Dates Schedules distributed to Pillar Non-Standing Faculty Projections ALL BUDGETS DUE 000000 Fund Projections Budget Meetings (applicable depts.) Budget Review (w/dean Garrett) Wharton Budget due to Central January 27 February 15 th February 19 th March 17 th March 21 31 st March 23 April 8 th April 25 th May 2 nd (exact date provided by Analyst based on magnitude of variance)

Strategic Planning Group Open Door Policy! Contact your analyst with any questions you have during the budget prep period (now through March 17 th ) We are waiting on your calls and are here to work with you! Contact Information: Linda Gilbert lindagil@wharton.upenn.edu 898-2691 Jillian Powell jipowell@wharton.upenn.edu 898-4157 Sarah Grady gradys@wharton.upenn.edu 898-9227 Jim Quinn jamg@wharton.upenn.edu 573-5404

Preliminary Planning Parameters FY17 Compensation Standing Faculty: Budget Increase for Salary Pool 3.0% Staff: Budget Increase for Salary Pool 2.75% Anticipated Employee Benefit Rates Full-Time EB Rate 31.2% Dependent Tuition Rate Full-Time Only 2.3% Part-Time EB Rate 9.7% Other Planning Parameters Current Expense Increase 0% 010701 Revenue Overhead (Obj-5283) 19.1% Sponsored Program Indirect Cost Recovery (OH-Obj-5282) 61%

Hyperion Planning Accessing the System

How can you access the Hyperion Planning System? Website: https://plantools.budget.upenn.edu/workspace/index.jsp You can also still access Hyperion via the Budget Office website. Availability: Hyperion Planning & Reports will generally be available from 7:00 am to midnight each day. Updates: Hyperion reports are updated at 8:00 am, 10:00 am, 12 noon, 2:00 pm, 4:00 pm, 6:00pm, 8:00pm, and 10:00 pm each day. Similar to Ben Financials, you will not see your entries in a Hyperion report immediately. Only after the next system update will your recent entries be reflected. EB Calculation for Federal Grants will not properly update until the overnight run. Any Additional Income or Liquidation made in Hyperion will update at 8:00am, 12 noon, 4:00pm and 8:00pm each day.

Not All Web Browsers are Made Equal Please check your web browser compatibility before you begin! Internet Explorer 11 is NOT compatible with Hyperion Planning USE FIREFOX Most versions of Firefox are compatible with Hyperion. If you have a non-esr version, you will have to install and configure the Remote XUL Manager. http://www.budget.upenn.edu/planning_application/support/documentat ion/new_user_setup/browsers/ Google Chrome is NOT compatible with Hyperion Planning

Configuring non-esr Versions of Firefox Check if Remote XUL Manager is installed 1. In Firefox, on your toolbar, go to Tools 2. Click on Web Developer and look for Remote XUL Manager Remote XUL Manager is installed Remote XUL Manager is NOT installed Click on it and add the domain https://plantools.budget.upenn.edu. Restart your browser and Hyperion should function properly. Click on Get More Tools. In the search box (top right hand corner) search for Remote XUL Manager. Do not click the green arrow. When you start to type the phrase, it should come up below for you to click on. Follow the instructions to install the add in. Once you have installed the add in: 1. On your toolbar, go to Tools 2. Click on Web Developer and then Remote XUL Manager. 3. Add the domain https://plantools.budget.upenn.edu. Restart your browser and Hyperion should function properly.

Access Hyperion Planning and Reports Go to: http://www.budget.upenn.edu/planning_ Application/ Click Workspace

Password Manager If you forget your password or need to change it, please navigate to the User IDs and Passwords page of the budget website. Click on Password Manager and follow the steps.

Log On & Password Use your Hyperion User Name and Password

Initial Setup in Hyperion Planning SETTING PREFERENCES Setting your Preferences

Hyperion Homepage Click PennPln2

Navigate to Set Preferences Click on File, Preferences

Navigate to User Variable Options Click on Planning and then User Variable Options In rare instances, you will be prompted to insert an email address under the Application Settings tab. Users should add one in order to bypass the prompt.

Set Preferences on User Variable Options Employee Home ORG = PENNID-0001ANY Organization = ORG-Your org (See next slide) Fund = CX0012 (This gives you access to all Operating Budget Funds) Program and CREF = CREF-07 Click Save and OK after making your selections Click on the Down Arrow to set each preference

Setting ORG Preference If you have access to Set your org preferences to Examples One parent org (including all child orgs) The Parent Org ORG-WHGD (Graduate Division Parent) One org That Org ORG-0708 (Statistics) Two unrelated orgs One Org at a time you will need to change your preferences when you are ready to budget the second org ORG-0779 (Risk Center) AND ORG-0709 (OID)

Financial Reporting Preferences Name of Presenter 20

Hyperion Planning Forms Revenue and Expense Departmental Forms Salary Budgets

Revenue and Expense Budgeting Where to begin? Start with the Departmental Forms, which contain those object codes most frequently used by Wharton. For many BAs, the majority of Hyperion Planning input will be in the Current Expense forms (Departmental Forms-Wharton). If you cannot find an object code that you need to budget on the Departmental Forms (i.e. 4322 Conference Fees), then use the Revenue and Expense or Salary Budget forms, which contain all object codes.

Hyperion Planning Forms Navigate to Forms Hyperion Planning is organized into forms. You will need to navigate to the forms when you are ready to enter your budget. The forms are divided into three sets: (1) Revenue and Expense, (2) Departmental Forms, and (3) Salary Budgets. Revenue & Expense = All Object Codes Departmental Budgets = Shortened forms tailored to the object codes that Wharton most frequently uses. These are the recommended forms for BA use. Salary Budgets = Budgeting by Fund, ORG, Program Etc.

Hyperion Planning Forms Revenue and Expense

Hyperion Planning Forms Revenue and Expense Forms Revenue and Expense Form F. Other Income

Hyperion Planning Forms Revenue and Expense Form (Other Income) All Object Codes are available down the side. Although several columns have white entry spots in the longer forms, please enter numbers only in the FY17 column.

Hyperion Planning Forms Departmental Forms

Hyperion Planning Forms Departmental Forms Departmental Forms Wharton Forms To access a form, click on the form in the box on the bottom left.

Hyperion Planning Forms Departmental Forms - Wharton The departmental budget forms list only the most common Wharton object codes. Additionally, they only have 2 columns one showing the prior budget year and one for entering the current budget.

Hyperion Planning Forms Salary Budgets* *Only Salary Object Codes Require Entry EB s are automatically calculated by the system

Hyperion Planning Forms Salary Budgets Salary Budgets II. Multiple Year Form O. Budget New by Object

Hyperion Planning Forms Salary Budgets Person is PENNID-0001ANY: 0001-Any one or no one Enter your budget only in FY17

Hyperion Planning Forms Inputting the Budget

Set the Dial Locate your ORG, Fund, Program, and CREF Set the Dial Choose your COA combination.

Set the Dial Locate your ORG, Fund, Program, and CREF Use the Down Arrows to locate your account number. This will bring up a search box; simply enter the number you are looking for and click it when you have found the number.

Set the Dial REFRESH after locating COA Click on the Right Arrow to refresh the page whenever changing your account combination. If you do not press this arrow, then you will remain on the old account combination.

Set the Dial All Together Now 3 important steps to inputting your budget! 1. Set the Dial - Use Down Arrow to Select COA. 3. Save your work!! 2. Click on Right Arrow to refresh the page whenever changing your account combination.

Hyperion Reports

Hyperion Reports Where do I go? This is the Hyperion homepage after you login. Click Explore to enter Hyperion reports. Shortcut: Your recently opened reports will also be listed on the left side. You can go directly to the report by clicking on the link.

Hyperion Reports Where do I go? After you click Explore this is the screen that you see. You will use the folders on the sidebar to find the reports you need to run.

Hyperion Reports Forecast and Budget Detail Endowment and Gift Fund Analysis YTD Analysis Wharton RCM Row and Object Detail No Rounding

Hyperion Reports Wharton Forecast & Budget Detail Where? This report is located in the RCM, School-specific, Wharton folder. Why? This report is the best report for checking your budget entry because it provides every single line that has been budgeted with the entire account string. We require that you run this report and use it to check your input before promoting your budget. What? It shows the entire 26-digit account combination along with the prior two years final budgets (FY15 & FY16) and the current working budget (FY17). Please note that the report does not contain EBs or carry forwards. How? This report works best if you export to Excel and use the AutoFilter feature.

Hyperion Reports Wharton Forecast & Budget Detail Expand the RCM and School-specific folders and click on the Wharton folder. Then select the Wharton Forecast & Budget Detail Report.

Hyperion Reports Wharton Forecast & Budget Detail Click Select to select the org for which you want to run the report. Shortcut: You can also type in your org by leaving the ORGand then typing in your org number or parent org name.

Hyperion Reports Wharton Forecast & Budget Detail You can select a parent org or an individual org. When making report selections, all orgs will be visible, but only those orgs for which you have access in Planning will return data.

Hyperion Reports Wharton Forecast & Budget Detail Use the magnifying glass to bring up the fund menu.

Hyperion Reports Wharton Forecast & Budget Detail Make your fund group selection and click the arrow to bring it to the Selected column. FUND-CX0012 is the recommended selection because it will bring up all funds you have budgeted. Click OK.

Hyperion Reports Wharton Forecast & Budget Detail Click OK to run the report.

Hyperion Reports Wharton Forecast & Budget Detail Prior Year Budgets FY17 Budget

Hyperion Reports Endowment & Gift Fund Analysis Where? This report is located in the RCM, Analytical Tools folder. Why? You will need to use this report to determine the income expected from your Endowed Chairs (and other endowments) and ensure that all your endowment and gift funds are not in deficit. If an endowment or gift fund is budgeted into deficit, the Fund Carry Forward Schedule should be completed (see Schedules training for more information). What? The report shows prior year final numbers, current year budget numbers, and next year s budget number. How? You run the report at the org level and it will provide all endowment and gift funds.

Hyperion Reports Endowment & Gift Fund Analysis Expand the RCM and Analytical Tools folders. Then select Endowment & Gift Fund Analysis.

Hyperion Reports Endowment & Gift Fund Analysis

Hyperion Reports Endowment & Gift Fund Analysis Endowed Chair Funds: If FY17 Working Budget is $0 then that particular fund lies outside of your ORG. Please contact your ANALYST to obtain the Endowed Chair balance and income information.

Hyperion Reports YTD Analysis Where? This report is located in the RCM, Analytical Tools folder. Why? This report is useful for monitoring your budget throughout the year and especially when completing your projections. What? The report shows the two prior years final actuals, the current YTD, and provides a calculated forecast. You can drill down to the object code level as needed to understand the detail behind the summary lines. How? You run the report at the org level and it provides information by fund group.

Hyperion Reports YTD Analysis Expand the RCM and Analytical Tools folders. Then select the YTD Analysis Report.

Hyperion Reports YTD Analysis

Hyperion Reports YTD Analysis Use the drop down menu to see the report at any fund level desired

Hyperion Reports YTD Analysis Prior Years Actuals Current Year Forecast

Hyperion Reports Wharton RCM Row & Object Detail No Rounding Where? The Wharton RCM Row and Object Detail Report is located in the RCM, School-Specific, Wharton folder. Why? You can use this report to view your org or a particular fund in the RCM format. It is a good report to use for comparison and forecasting purposes because it provides prior year actuals, the current year s budget, as well as year-to-date actuals. What? This report gives you an RCM format information down to the object code level. This report includes EBs. How? This report is versatile because it can be run at a number of levels choose what s appropriate for you. You can run it down to the CREF level, for a parent or an individual org, or for all funds or for a particular fund.

Hyperion Reports Wharton RCM Row & Object Detail No Rounding Expand the RCM, School-specific, and Wharton folders. Then select the Wharton RCM Row and Object Detail-No Rounding report.

Hyperion Reports Wharton RCM Row & Object Detail No Rounding You must select your User Point of View before running the report. To view all programs, choose PROG-PROG. To view all CREFs, choose CREF-CREF. To view all funds, choose FUND-CX0012. Otherwise, click Select to scroll through the hierarchy and select the specific fund, program, or CREF that you need.

Hyperion Reports Wharton RCM Row & Object Detail No Rounding Prior Years Actuals Current Year Budget Year to Date Actuals FY17 Budget

Hyperion Planning Other Hyperion Features

Other Hyperion Features Expanded Rows Whenever you see a gray arrow in Hyperion Reports, it means you can drill down to see greater detail. Simply click on the arrow and the report will expand. Most reports expand down to the object code level.

Other Hyperion Features Exporting to Excel Step 1: Run the report. Step 2: File Export Excel Step 3: Click OK Step 3: Hit Yes to open the report in excel (Verifying that the file is not corrupt) Step 4: Save any changes to the file on your drive.

Other Hyperion Features Exporting to Excel You can add formulas, rearrange data, and generally do anything that is normally an Excel function. This is also the best way to save a report.

Other Hyperion Features Exporting to Excel Step 1: Select the header row (i.e. Row 11 below) Step 2: On the Home menu, click Sort & Filter, and then click Filter Step 3: Click on the arrow in the column you are interested in filtering. A drop down box will appear showing all the filters that can be applied. Step 4: Check the boxes next to the items you want to view, then click the OK button. (If all boxes are checked, click the Select All box to unselect all, then check the specific box you wish to select).

Other Hyperion Features Exporting to Excel After you filter one column, if you want to focus on even more specific information, you can filter again on another column, and then again on another column, and so on. You can click the arrow next to any heading in any column to apply a filter. For example, after filtering by object code 5202, you can filter again by fund or program if you wish to see International Travel budgeted only to the 000000 fund or a program 1551.

Hyperion Planning Promoting your Budget

Promoting your Budget Review: When you have completed your Planning input, please review your input and schedules using the Budget Review Checklist, before promoting your budget to your analyst. Promote: A budget must be promoted to your analyst before they can begin their review. Once you have promoted your budget, you will still be able to view your budget, but you will not be able to make any changes. Communicate: You and your analyst will likely go through a couple rounds of review. This is normal. Communication is key during this process to ensure efficient use of time and accurate updates. Remember to promote your budget after each round of updates with your analyst.

BA Budget Review 71

Promoting your Budget Step 1: Click on PennPln2 from the Home Page. Manage Approvals will NOT show up in the Tools menu from the Home Page. Step 2: Click on Tools and Manage Approvals.

Promoting your Budget Step 3: Select Budget Scenario and Working Version. Click Go. Step 5: Click Action and Change Status. Step 4: Select your org/parent org by clicking on the row. Promoting the parent org automatically promotes all child orgs under it.

Promoting your Budget Step 6: For Select Action, choose Promote, and for Select Next Owner, choose your budget analyst (listed by PennKey). Click OK. Please take a minute to make sure you are selecting your budget analyst. If you select the wrong person, your budget is immediately promoted to them, and they will have to be contacted to send it back to you. Below are the PennKeys for the budget team. Linda Gilbert=lindagil Jillian Powell=jipowell Sarah Grady=gradys Jim Quinn=jamg

Any Questions?