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PLANNING

PLANNING. Association of Business Administrators October 17, 2005. AGENDA. Hyperion Planning Overview Project Organization Basic Design Considerations Status Update Outstanding Issues Health System Interface Users Training Timetable Communication.

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PLANNING

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  1. PLANNING Association of Business Administrators October 17, 2005

  2. AGENDA • Hyperion Planning Overview • Project Organization • Basic Design Considerations • Status Update • Outstanding Issues • Health System Interface • Users • Training • Timetable • Communication

  3. #1 Business Performance Mgt (03/2004) Hyperion #1 in Financial and Business Performance Management Applications #1 in Budgeting & Planning • 86 of the Fortune 100 are customers • 300 of the Fortune 500 are customers • Hyperion in business over 23 years • Products in use by over 9,000 companies • 5,000+ using Essbase or Planning application for planning and forecasting “Visionary” in Corporate Performance Management (10/2004)

  4. Hyperion’s Higher Ed Experience

  5. Why Hyperion Planning? • Market-leading product • Superior reporting and analytical capabilities • Packaged application • Scaleable • Customer support • Consistency of tools/learning curve • Capacity for future expandability

  6. Hyperion Planning Will Increase Capabilities • Budgeting • Current: Multiple budgeting files, time consuming • New: One integrated system with Web or Excel input options. Long-term vision to have organizational metrics inform the plan • Consolidation • Current: Slow, inefficient • New: Immediate consolidation available, users stay in system • Analysis/Reporting • Current: No real analytical or reporting tools in Pillar • New: Real-time, powerful reporting and analytical tools • Submission • Current: Disconnected and redundant • New: Integrated system eliminates manual redundant entry, improves workflow management, improves data integrity and lowers maintenance • Forecasting • Current: Can’t be done within plan • New: integrated with plan: prior year actuals, current year budget and actuals

  7. Moving From Transaction Processing to Decision Support

  8. Planning and Analysis On-Line Analysis Excel Briefing/Budget Books Line Item Detail Hyperion Planning Notes, Text and other Documentation Essbase • Drill-down to transaction detail Web Forms Data Warehouse

  9. Sponsors/Owners Robin Beck Scott Douglass Bonnie Gibson Health System Sponsors/Owners Keith Kasper, Kathy Bramwell John Kilroy ) Project Organization

  10. Sponsors/Owners Robin Beck Scott Douglass Bonnie Gibson Health System Sponsors/Owners Keith Kasper, Kathy Bramwell John Kilroy Advisory Board Bonnie Gibson, Chair Kathy Bramwell, SOM John Horn, Finance John Keane, Library Trevor Lewis , Wharton Eileen Mayko, Anbg. Ctr Janet Plantan, GSE Lisa Prasad, FRES Ramin Sedehi, SAS Peter Sepe, Business Srvs. Tom Stump, SEAS Greg Tausz, Finance Mary Lee Brown, Audit Bill Turner, VPUL Jeanne Curtis, ISC TBD, Provost Office Mike Harris, EVP Project Organization

  11. Sponsors/Owners Robin Beck Scott Douglass Bonnie Gibson Health System Sponsors/Owners Keith Kasper, Kathy Bramwell John Kilroy Advisory Board Bonnie Gibson, Chair Kathy Bramwell, SOM John Horn, Finance John Keane, Library Trevor Lewis , Wharton Eileen Mayko, Anbg. Ctr Janet Plantan, GSE Lisa Prasad, FRES Ramin Sedehi, SAS Peter Sepe, Business Srvs. Tom Stump, SEAS Greg Tausz, Finance Mary Lee Brown, Audit Bill Turner, VPUL Jeanne Curtis, ISC TBD, Provost Office Mike Harris, EVP Project Management/Core Team Fran Seidita: Budget Office Amy Miller: ISC Roxanne Bataitis: Financial Systems Health System Mgmt/Core Team (Liaison TBD) Consultants ISC Staff Budget Office Staff Finance Staff (Comptroller, Training, Systems) School and Center Staff Project Organization

  12. Basic Design Considerations • Implementation of Penn’s Chart of Accounts • Nomenclature: Scenarios and Versions • Time Periods • Methodology for Pre-populating Forecasts • Detailed Salary Planning

  13. Implementation of Penn’s Chart of Accounts • ORG-Program-CREF • Funds and Groups • RCM Rows

  14. Potential Budget Entry Form 0Budget Expense in General Purpose Funds

  15. Potential Budget Entry Form 0Budget Expense in General Purpose Funds

  16. Potential Budget Entry Form 1 Budget Expense in General Purpose Funds

  17. Potential Budget Entry Form 2Budget Revenue in General Purpose Funds

  18. Potential Budget Entry Form 3Budgeted Revenue and Expense in Designated Funds

  19. Single Page Format

  20. Treatment of Student Aid

  21. Treatment of Student Aid

  22. Nomenclature and Time Periods • Nomenclature • Scenarios: Budget, Actual, Forecast • Versions: Winter, Spring, Summer • Actuals for current and prior year • Budget for next and 4 future years • ADJ incorporated into June • Separate reporting cube • Ability to report on more prior years and in more detail than we display in Planning

  23. Pre-Populating the Forecast • Keep Original Budget intact for comparative purposes • Start with Original Budget broken down by month • Replace individual months with actuals at month end • Each quarter responsibility centers review and revise forecast based on YTD actuals and expectations • Subsequent quarters start with prior forecast updated for new actuals

  24. Detailed Salary Planning • As in Pillar, Responsibility Centers can elect to build up salary plans person by person, or can budget in a lump sum • Payments to Faculty and Staff will be pre-populated by person • Planning for Graduate Students, PostDocs, Student workers and temps will not be done by person • This initial implementation will not replace SALINC feed to payroll. That would be a future project

  25. Status Update • Prototype Developed • Revenue and Expense • Salaries • History • Reporting • Data Entry Forms • Interfaces

  26. To Do and To Solve • Still Pending • EB Calculation • Input Assumptions • GAAP Reporting • Prototype Evaluation • Report/Data Entry Form missing link • Data Entry Issue: Pillar wasn’t so bad • Performance • Progress, but still some issues • Testing throughout

  27. University/Health System UNIVERSITY REVENUE AND EXPENSE PLAN (Ben 26 digits) HEALTH SYSTEM REVENUE AND EXPENSE PLAN (Lawson Accounts) School of Medicine Clinical Dept User UNIVERSITY SALARY PLAN University Paid Employees (Ben 26 digits) HEALTH SYSTEM SALARY PLAN Health System Paid Employees (Lawson Accounts)

  28. Users • Types • Planners (231) • Interactive (20) • View Only (36) • Numbers: Responsibility Centers need to evaluate deployment

  29. Security • Designed and Tested using Prudence IDs • LDAP server under development • Will facilitate single sign on (transitioning to PennKey) • Need to identify users for initial rollout • Revenue and Expense security modeled on BEN security • Salary security • Based on the paying org: if you pay a person you see that component of their salary

  30. Training • Training Outline • Advanced Chart of Accounts (Quiz: pass to move on) • Org-Program-CREF • Fund Groups • Org Parents • RCM Rows • Budget Guidelines: University and School specific (Quiz) • Hyperion Web-based (includes multiple exercises and quiz) • Individual and Proctored Group format • Penn Specific Examples available via Help • College of Philadelphia graded exercise • School based follow-up: school specific issues, additional coaching as needed

  31. Timetable • December rollout for some senior BAs for possible use in January (Winter). How many will depend on performance and training • Forecasts • Budget • Likely that most departmental users will still be on Pillar in January (Winter). Some departmental users will use Planning this Spring, but probably some will still be on Pillar. In those cases, Pillar plans will be loaded into Planning after submission. • Input assumptions will still be in Excel for January (Winter) • GAAP reporting coming later

  32. Communication • Thursdays at 4:00: The Planning Open House. Anyone can come and see what has been accomplished during the previous week (but call first if you’re coming!) • Web site: Budget Office web site will have a Planning Update link • Periodic e-mail updates to participants and Responsibility Center senior BAs • We value your feedback: Budget@pobox.upenn.edu or any of the Budget Office staff

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