Auxiliary Fund Training March 3, 2015. 2 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential. Agenda TopicTiming Current vs.

Auxiliary Fund Training

March 3, 2015

2 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential.

Agenda

Topic TimingCurrent vs. Future Budgeting Process 45 minutes

Introduction to Hyperion Planning 75 minutes

Hyperion Planning at WSU

15 Minute BreakWSU End User Task Lists: Auxiliary Fund Budget Process 60 minutes

Lunch

Working with Data Forms 30 minutes

Introduction to Financial Reports 30 minutes

15 Minute BreakSmart View 90 minutes

Support Discussion 15 minutes

Q&A 15 minutes

WSU 2015-2016 Budgeting Process

© 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential.

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2015-2016 Budget Process

Current Process

Budget Development:Excel Spreadsheet

Permanent Entries Downloads:Not Applicable

FTE Count:Fund/Salary Account Budget Pool

Pool Budget Account Codes:Posting - One revenue and opening expenses

Budget Load:Usage of Excel spreadsheet with data entry by

index and account budget pool within one Fund Code

Reconciliation:Extract to Excel from Access of Money Page

Detail

Future Process

Budget Development:Hyperion Planning

Permanent Entries Downloads:Cognos Reports extract data

FTE Count:Entity (Organization/Fund/Program)/Salary

Account Budget Pool. Ability to add and reduce.

Pool Budget Account Codes:Additional revenue account budget pools.

Revised salary account budget pools to reflect data entry.

Budget Load:Usage of Planning Forms with data entry by

entity and account budget pool

Reconciliation:Hyperion Financial reports and Smart View


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2015-2016 Budget Process

Time Period Work Activity Dependency

April 20 Hyperion open for SCD to enter Budgets

March Close in Banner is complete; Metadata and Data is loaded to Hyperion

April 30 Last Day to correct Permanent Budget Adjustments in Banner

May 12 All Original Budget data from Banner is viewable in Hyperion

April Close in Banner complete; Metadata and Data is loaded to Hyperion.

May 15May 19

Auxiliary budgets due to OBPASCD budgets in Hyperion are due

May 20 Budget Office begins analysis and compilation of Budget Book

June 16 Completion of Budget Book

June 26 Board of Governors Meeting – Approve Budget


Introduction to Hyperion

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Introduction to Hyperion Planning

• Hyperion Planning is a web-based planning solution that drives collaborative, event-based operational planning processes throughout the organization for a wide range of financial and operational needs.

– Planning is an all-in-one tool for the end-to-end and closed-loop planning process that drives continuous business improvement.

• The Hyperion Planning application does not replace the Cognos tool in the WSU budgeting process. Cognos will continue to be used for reporting against Banner data directly.

• Planning provides the ability for all front-line managers to communicate the appropriate course of action to take and allows the budget holders to collaborate so that the planning process is streamlined and efficient.


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Introduction to Hyperion PlanningBenefits of Hyperion Planning:•Web based planning solution•Centralized•More collaborative•Simple input forms and standardized reports•Ad hoc ability when using Smart View application to retrieve data•Security built in•Ability to go from top down to bottom up


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Introduction to Hyperion Terminology

Term Description

Outline The representation of the relationships among the members in the database

Dimension A perspective on the data being analyzed

Member Discrete component making up a dimension

Attribute Dimension

Dimension tagged as an attribute that helps describe another dimension


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Term DescriptionDimension The top most members of an outlineParent A member that has at least one child below itChild A member that has a parent immediately above itSibling A child member at the same branch level as another child member with

the same parentAncestor Any member in a branch above a memberDescendants Any member below a parent

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Term DefinitionGeneration The root member is Generation 1. When referring to generations, the structure

begins at the root, moves to the branches and ends with the leaf nodes. Generations move from the root toward the leaf node

Leaf Members that have no children

Generation 2

Generation 3Generation 4Generation 5

Generation 1

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Components of WSU’s Hyperion Planning

The following Hyperion products are included in WSU’s Planning Environment:• Hyperion Workspace• Hyperion Essbase Database• Hyperion Financial Reporting• Hyperion Smart View for Office


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Hyperion Workspace

Workspace provides a single business performance management interface that enables users to access the Planning Web Client and Hyperion Financial reports.


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Setting User Preferences


Hyperion Planning at WSU

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WSUPLN Dimensions

WSU Dimensions• Account• Period• Years• Scenario• Version• Entity


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Account

The Account dimension consists of:

•Statistical•Financial Accounts•Budget Pool Input•Financial Alternate Accounts


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Period

The Period dimension relates to the Months that comprise WSU’s fiscal year (October – September). • This dimension allows for Year-to-Date and

Quarter-to-Date analysis


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Years

Fiscal Years start in FY12 and continues through to FY21.

Historical data has been loaded to the WSUPLN plan type starting with 2012.


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Scenario

The Scenario dimension is used to describe the type of data being used. Scenarios that end users use include:

• Final Budget– Starting Point Permanent Budget – Budget Programs

• Reduction• Adjustment• Initiatives• Reallocation

• Final_FTE_Budget– FTE_Budget– FTE_Adjustment– FTE_Restatement


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Version

The Version dimension is used to separate different “snapshots” of the annual plan and budget.

Actual and finalized annual plan numbers are stored in the Final version and are not available for editing without Administrator intervention.

Working version is used to create a draft of the annual plan and is the primary version used for updates to the Budget by end users.

BudgetOffice version is the primary version used for updates to the Budget by Budget Office users.


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Entity

The Entity dimension is a hierarchical representation of WSU entities. The entity dimension is a concatenation of Org, Fund and Prog, similar to indexing in Banner.

The primary hierarchy represents the Organization. Attribute dimensions will be defined later. • Each entity is tagged for

Fund and Prog reporting


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Browser Settings

• Users MUST use Mozilla Firefox in order to open the Hyperion Planning application

– The Mozilla Firefox XUL add-on must be installed on Firefox and the URL for the Hyperion Planning must be added to the Domains with remote XUL Permissions list

• If users are experiencing problems opening the Planning application in Mozilla Firefox, they should contact their Technical Administrator



Exercise

Exercise 1: Navigation to Task List• Log into Hyperion Planning• Navigate to Budget – OPBA Task List

15 Minute Break

WSU End User Task Lists

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User Responsibilities

• Reduction Targets – top level dollar amounts to reduce the budget– The OBPA will provide users with the reduction targets at the SCD

• Cell Comments– Reduction– Cross Entity Reallocation– Labor reduction

• Must include the position number except for Graduate Assistants, Part-time faculty, and Student Assistants

• Excel Files– Input checklist for data entry

• Financial Reports– Select an Entity


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WSU End User Task Lists

Tasks 1.0 – 3.0: Utilize other programs outside of the Hyperion Suite. Please refer to the Budget Representative if you have questions about how to use these applications.


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Task Lists – General Fund


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Task Lists – Auxiliary Fund


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5.1 Review Next Year’s Budget Starting Point• Opens a form• Review next year’s budget starting point for the auxiliary fund

– Starting Point Permanent Budget is the summary of:• CY Original Budget• Technical CY Adj• Compensation CY Adj



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5.2 Budget Data Entry and FTE Preparation Worksheet (Optional)• Opens an Excel document• Document is used to manipulate numbers to determine best fit prior to data entry into the form

for the auxiliary fund• Users must navigate to entity in the form


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5.3.1 Enter Next Year’s Budget• Opens a form• Enter data in Reduction, Adjustment, and Reallocation for the Auxiliary Fund

– Reduction: reduction of the budget should be entered as a negative value– Adjustment: changes to previous year’s budget allocations which will include

permanent transfer between SCD – Initiatives: approved new program changes that will be entered by OBPA– Reallocation: changes between account codes and across entities within their

school/college/division and should net to zero


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5.3.2 Review Next Year’s Budget• Opens a form• Review next year’s auxiliary fund


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5.4 Enter FTE• Opens a form• Enter FTE data for the Auxiliary Fund


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5.5.1 Review Budget Entries• Opens a financial report• Review the Operational Auxiliary Budget entries• Users are prompted to select an entity prior to report opening


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5.5.2 Review FTE Entries• Opens a financial report• Review the Auxiliary Fund FTE entries• Users are prompted to select an entity prior to report opening


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5.5.3 Budget and FTE Summary• Opens a financial report• Review the Auxiliary Fund FTE budget summary• Users are prompted to select an entity prior to report opening


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5.5.4 Budget Detail• Opens a financial report• Review the Auxiliary Fund FTE details• Users are prompted to select an entity prior to report opening


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5.6.1 Budget and FTE Summary by Fund• Opens a financial report• Review the current year budget, actual, and balance information for the auxiliary fund• Users are prompted to select an entity prior to report opening


Lunch Break

Working with Data Forms

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Form Composition


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Supporting DetailDocument AttachmentsInstructionsOpen in Smart ViewForm DesignerNew Ad Hoc GridAnalyze

Data Form Toolbar

Return to Planning HomepageCreate a New DocumentOpen a DocumentExploreSaveRefreshPrintAdjustCommentLock/Unlock Cells


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Right-click Menu


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Page MembersThe page axis lets users set up combinations of members that may span dimensions allowing users to work with data in smaller, logical views.

Each item on the page axis can have members selected from one or multiple dimensions. Users see only members to which they have access.

Users specify any number of page drop down lists, and select members using relationship functions or attributes.

Users can then switch among member sets to work with by selecting them from the page axis.


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Data Form Cell Colors• White: default; data can be entered into these cells• Yellow: ”dirty” cells, whose values changed but are not yet saved• Light blue/Gray: read-only cells


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Data Entry• Typing values in cells• Copy and Paste data


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Adjusting Cells• Adjust by a Percentage• Adjust using a Mathematical Operator


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Adjusting by a PercentageAdjusting data by a percentage allows users to increase or decrease the cell value or a range of cells by a percentage.

The Adjust Data feature can be accessed via:• Edit menu • Adjust icon on the Planning toolbar


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Adjusting using Mathematical Operator

+ Addition/ Division

% Percentage* Multiplication+- Subtraction

Previously entered numbers can be adjusted by typing in mathematical operators into the cell.


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Adding Cell Comments• Planners can also add supplemental cell information to explain to budget

reviewers the assumptions they have made while developing the plan• Comments must be added for the following situations:

– Reduction– Cross Entity Reallocation

• All labor reduction requires a position number except:– Grad Assistants, part-time employees and student assistants


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Saving and Refreshing Data

Save: data entered updated in the new budget data

Refresh: clears changes that were not saved and ensures that the most current data is displayed



Exercise

Exercise 2: Adjusting Data in a Data Form • Open a form from the task list and change

page members• Enter data in a form• Copy and paste data• Increase and decrease data values• Add a comment to a cell• Submit data• Attach a document to a cell

Introduction to Hyperion Financial Reports

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Introduction to Hyperion Financial Reporting ReportsFinancial Reports are developed by Administrators and can be accessed

in the Hyperion Planning Task Lists.

Financial Reports utilize data from Planning and display a report based on specifications.


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Introduction to Hyperion Financial Reporting ReportsCurrently, the financial reports in the task list are set up so that users have to

select an Entity prior to viewing the report. The selection made will adjust the report to display only data related to the selected Entity.


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Introduction to Hyperion Financial Reporting Reports


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Exercise

Exercise 3: Financial Report• Open a financial report from the task list

and select an entity• Change the page of a financial report


15 Minute Break

Smart View


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Smart View Ribbon• Start: opens the Smart View Panel where the user can add, edit and delete data source

connections• Edit: allows users to undo and redo ad hoc functions, copy and paste data points, and create

and manage functions using Function builder• Data: allows users to refresh data in the current spreadsheet or the entire workbook• General: provides access to the Options dialog box, Smart View Help, and, Sheet Information


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Connecting to EssbaseFirst time connecting to Essbase

Connecting to Essbase



Exercise

Exercise 4: Setting up a Smart View Connection• Set the Smart View Connection URL

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Ad Hoc AnalysisAd Hoc Analysis: allows users to select the data values and set restrictions or guidelines on the information that is being analyzed.• It is often used as a tool to explore data• Enables users to view data for specific dimensions from the data source

without writing spreadsheet functions


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Aliases• Aliases are alternate names for database member names• Aliases are stored in alias tables as part of a database. Dimensions can be

associated with multiple alias tables.• Users can select an alias table for the current worksheet or for a connection

– If more than one alias table is created for a dimension, users can select the alias table to display


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Point of ViewThe Point of View (POV) bar displays members not defined in the grid.

By changing the POV, users can dynamically change what data displays and calculates.


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RefreshThere are multiple ways to refresh the grid:• Click the Refresh button in the Essbase Ribbon • Click Refresh on the POV toolbar• Double-click on a blank cell in the worksheet



Exercise

Exercise 5: Smart View Ad Hoc Grid• Create an Ad Hoc Grid• Change the Alias Table• Change the POV• Refresh the Grid

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Zoom• Smart View allows for zooming in on a member in a grid to display data for their

children and descendants • By default, using Zoom In zooms in to the children of the selected member

– Within the Essbase Smart View options, users can also set the default zoom function


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Pivoting• Users can pivot a dimension between rows and columns, if there are two or

more dimensions in the row or column that contains the dimension the user wants to pivot

• Users can also pivot a member; if users do so, the other member in its group is also pivoted


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Keep Only and Remove OnlyUsers can keep or remove members and their associated data from the grid as follows:• To keep only the currently selected members, select the member cells to keep.

From the Essbase or Planning ribbon, click Keep Only. All other members in the dimension are removed.

• To remove only certain members, select the cells to be removed. From the Essbase or Planning ribbon, click Remove Only.


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Query DesignerQuery Designer is used to create report layouts and select members to match user specifications.

Query Designer is much like ad hoc analysis, but includes extra functionality that can be useful.

With Query Designer, users can:• Design queries from default reports• Extract queries from existing reports• Share queries with other users



Exercise

Exercise 6: Smart View Ad Hoc Functionality• Create a free form grid• Zoom in and out of members• Pivot members• Keep and remove members from the grid

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Formatting Ad Hoc GridsSmart View Formatting• Consists of selections made in the Cell

Styles and Formatting pages of the Options dialog box

Excel Formatting• User’s formatting selections, including

conditional formatting, are applied and retained on the grid when refresh or ad hoc operations are performed

• Preferable for highly formatted reports, and users must use Excel formatting for data sources whose application-specific colors are not supported by the Excel color palate


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Cascade ReportsUsers can create separate reports for any or all members of one dimension in a report based on an ad hoc grid.• These reports are cascaded across the worksheets or Excel

workbooks



Exercise

Exercise 7: Smart View Ad Hoc Additional Functionality• Create a query using query designer• Format an ad hoc grid• Create a cascade report

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Support DiscussionFirefox or Smart View installation• Technical Administrator

Hyperion Planning Technical• Susan Qi – Access ID al8527

Budget Process• Budget Office Representative


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Questions


Auxiliary Fund Training March 3, 2015. 2 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential. Agenda TopicTiming Current vs.

Documents

budget office

budget holders

original budget data

hyperion slide

permanent budget adjustments

hyperion planning application

compilation of budget

completion of budget