Budget Review & Budgeting In Hyperion Planning

1. Budget Review & BudgetingIn Hyperion Planning

2. OBJECTIVES • Budget and Planning Process • Operating Expense (OPEX) • Basic Hyperion Functionality • Login • Navigation • Edit data • OPEX Hyperion Data Entry Form • Variance Reports

3. Budget CYCLE process PEOPLESOFT / HYPERION INTERFACE BUDGET COMMITTEE BUDGETING SERVICES OPERATING / ANCILLARY UNITS

4. Budgeting process • One budget cycle includes: • Creating a projection (5 Month Review or 8 Month Review for the current year. • Creating the Budget for the following year. • Creating Forecast for 2 outer years • We use Prior Year’s actuals as a guide for the projections Outer Year 2 Outer Year 1 Budget Year Prior Year Current Year Budget Forecast Forecast Budget Budget Projection Projection YearActuals YTD Actuals Forecast Forecast Forecast Forecast

5. Budgetpre-population • At the beginning of the Budget Cycle, the Projection is populated with the year to date monthly actuals and calculated monthly projections to meet the original Budget. • The Current Year Original Budget is copied to the next year’s Budget as a starting point. • Labour assumptions are updated according to the collective agreements and labour forecasts are calculated based on the new assumptions.

6. LOGIN • Enter the following URL: https://dmacapps65.mcmaster.ca/Citrix/ • Note: This URL is for Training environment ONLY. The Production URL is indicated in your handouts. • Enter your MACID and password • Click on EXCEL Icon entitled SmartView • Click on the Open button on the banner in the bottom part of the screen. • A pop-up shows status. • Excel opens

7. Settings & Options

8. Advance Options http://hysitf01.uts.mcmaster.ca:19000/workspace/SmartViewProviders

9. Data Options

10. Formatting Options

11. Navigating through Hyperion Forms and Reports • Open the SmartView Panel by going to the SmartView Tab, Click on the Panel Icon. • To Navigate to each form or report, expand the folders by clicking the plus (+) sign next to each folder. • Forms and reports have a grid symbol. You can open the form or report by double clicking on the name.

12. The Point of View • POINT OF VIEW: Shows the Criteria of the Data shown on the form. • The different dropdowns are: • Department: Lists the departments you are entitled to. • Program: Lists all the available Programs. • Type of Expenditure: One-Time or On-Going. • Version: Lists what version you are working on: Working, or any of the What-If versions. • Fund: READ ONLY indicates the fund. Please note that there are different forms for each fund. Hyperion only has the data associated to Operating fund (20), Ancillaries Fund (30) an Specially Funded (45). • Once you have set the point of View, you need to click the REFRESH button for the system to retrieve the corresponding data

13. OPEX Data Entry Form - Detail Sections • Current Year Section: • This is the section in which the Projection data is stored. • It is pre-populated with the year to date actuals and original budget • Users can update the data values. • Users can expand to view monthly drilldown by clicking on the plus sign (+) next to the Year Total Label. • Budget Year Section: • This is the section in which the BUDGET data is stored . • It is pre-populated based on the original Budget. • Users can expand to view monthly drilldown by clicking on the plus sign (+) next to the Year Total Label. • Original Budget and Actuals: • To use as reference when entering projection and Budget. • READ-ONLY. • Original Budget shows Year Total • Current Year Actual shows Year To Date: When new actuals are loaded into Hyperion, this column will update automatically. • Prior Year Actuals shows total for the year. • Forecast years Year Section: • Not pre-populated. • Users may enter a year Total forecast. • Can’t Expand

14. Hands-on • Open the OPEX form under Forms > 01_BUDGET PREPARATION > 1.1 DATA ENTRY > 1.1.1 OPEX > 1.1.1.1 OPEX PLANNING Data Entry – F20 • Select the Point of View: • Department = D_10021 • Program = P_30000 • Type = On-Going • Version = Working • Click Refresh to retrieve the data from the database

15. Edit cells SUBMIT = SAVE Yellow cells are editable Grey cells are LOCKED

16. When are cells Locked (Grayed out)? • Represents a calculation: • Appropriations • High level Accounts is the SUM of all the lower level values. • Represents Actuals or Previous Budget • Form has been submitted for Approval

17. Hands-on • Expand FY19 to view monthly values • Change value in the Year Total column and click submit. • What happens to the monthly values? • Make the Year End FY20 expense for account A_655013 = the FY19 forecast x2 using EXCEL formulas. Click submit. • Now change the Year total for FY19. What happens to the value you just changed? • Change any value and click Refresh. What happens?

18. Un-Suppress Account • When to use? • The OPEX Data Entry form suppresses (hides) Accounts that have NO data. • If the pre-populated form doesn’t show a specific account, that means that there was no Original Budget and no actuals for that account. • If we need to add a forecast to an account that does NOT show in the pre-populated form, we can UN-SUPPRESS a specific account using this function.

19. Un-Suppress Account • How? • Right-click on any cell in the smart view form, and select the Smart View option to Open the SmartView Menu. • Select the Un-Suppress Accounts option from the SmartView menu. • The pop-up opens. Then select the account to un-suppress and the scenario.

20. Hands-on • Un-suppress Account A_630012 • Change the value in any month for the unsuppressed account. • Click SUBMIT

21. Copy Monthly values using Function • When to use? • Copy specific monthly values for one or multiple months from one scenario to another. I.E. Copy July Actual into July Working Projection • What is copied? • The monthly values are copied over and the Year total is re-calculated to add up to the sum of the monthly values.

22. Copy Monthly values using Function • How? • Right-click on any cell in the smart view form, and select the Smart View option to Open the SmartView Menu. • Select the Copy Monthly option from the SmartView menu. • The pop-up opens. Then select the source and destination criteria.

23. Copy Monthly Actuals using Function • To copy monthly actuals into our projection, ensure that: • Month equals to the period you want to copy. Note that P1 = May. • Source and Target Department are equal • Source and Target Program are equal • Source Year = Current Fiscal Year • Source Scenario = Actuals • Source Version = Final

24. Hands-on • Copy July Actuals into your July Projection for one department and program.

25. Copy Year Total using Function • When to use? • Copy year total from one program to another. • Copy forecasts from one year to another. • Copy the Original Budget into 8 Month Review scenario. • What is copied? • The year total is copied over and then spread amongst the open months keeping the proportion of previous monthly values.

26. Copy Year Total using Function • How? • Right-click on any cell in the smart view form, and select the Smart View option to Open the SmartView Menu. • Select the Copy Year Total option from the SmartView menu. • The pop-up opens. Then select the source and destination criteria.

27. Adding Comments to a Cell • When to use? • Comments can be used as a communication mechanism between team members • Comments can be entered when we need to adjust the budget. • Comments are a useful tool to keep track of transfers. You can specify the department/program where the transfer is either coming from or going to.

28. Adding Comments to a Cell • Click on any editable cell (yellow in colour) or a range of cells at a month level. • Move cursor to select the floating menu. • Select the Add Comment Icon.

29. Hands-on • Add a comment to any editable cell.

30. Adding Supporting Details • When to use? • Supporting details add an extra breakdown of the data. • Supporting details can be used to show how a specific number is derived. • Supporting Details are useful when entering Recoveries and Transfers • NOTE: Supporting details can only be added to a monthly value, not under Year Total values.

31. Adding Supporting Details to a Cell • Click on any editable cell (yellow in colour). • Move cursor to select the floating menu. • Select the Add Supporting Details Icon.

32. Adding Supporting Details to a Cell • Click the Add Child to start entering. • In the detail section, enter the name of the detail, the operator (usually + to add), the value • Click Add Sibling to continue adding details • Click Submit

33. Add Supporting Details • You can have a spreadsheet with supporting details and copy paste in the supporting details. To do this the spreadsheet needs to have 3 columns: Description, Operator and Value as shown below: • Select the rows you need, then paste in the Supporting detail box using the PASTE button:

34. Hands-on • Add a supporting details to any editable Cell.

35. LABOUR PLANNING

36. How does Hyperion Planning fit within MOSAIC? Hyperion Receives Salary Expense Actuals from GL Monthly PeopleSoft GL Hyperion Hyperion Sends FINAL 8 Month review & Budget to GL When GL & PR don’t match there’s a HEDGE PeopleSoft HR PeopleSoft Pay Roll Hyperion Receives Employee Master Data from HR twice a year Hyperion Receives Salaries from Payroll

37. Assumptions Budgeting Services will maintain the assumptions in accordance to the collective agreements and the budgeting committee guidelines. The Assumptions will be available to planners READ ONLY. NAVIGATION: Number of pay periods per month Grade % Increase to be applied per fiscal year Grade/Step amount increase to be applied per fiscal year Merit Increase Effective Month Benefit % based on Salary Range

38. Employee Master DataSource of Record: PeopleSoft HRRead Only

39. Employee Master Data • Employee • LAST NAME_FIRST NAME_EMPLOYEE ID_POSITION NO • Start and end dates (if any) • Hourly rate • Adjusted for leaves, e.g. 90% of regular pay for research leave • Standard hours • Maximum weekly hours (35, 37½, 40) – used as denominator for FTE calculation • Current standard hours (no overtime) • Scheduled hours for individual employees, e.g. 17½ hours/week = 0.5 FTE Base Salary FTE

40. Employee Master Data Salary Increases • Benefit group, e.g. MUFA, TMG, Unifor1 • Job grade and step • Used in salary calculations, may be “None” for some benefit groups • GL salary and benefit accounts • Stipend amount per pay (no start or end dates) • Taken from last actual pay Total Compensation

41. Master Data shown in Hyperion The employee data sent from HR can be reviewed in the EXISTING EMPLOYEES – READ form. NAVIGATION:

42. Salary and Current Hours - ActualsSource of Record: PayRollRead Only This information is loaded monthly (at month end). • Actual hours worked by each employee for the closed month. • Actual salary paid to each employee for the closed periods. • Actual Benefits paid to each employee for the closed periods.

43. Employee Adjustable Data Planners may adjust some Employee values in order to forecast accurately the salary and benefits expense for said employee. The adjustable entries are: • Employee End Date • Hourly Rate • Current Standard Hours • Over Time Hours • Stipend amount per pay • Stipend Start and End Dates

44. Forecasted DataSource of Record: Calculated by HyperionRead Only • SALARY • Based on the Master data and the Assumptions, Hyperion calculates the total Salary forecast per month per employee for the current year’s open months. • BENEFITS • Based on the Master data and the Assumptions, Hyperion calculates the total Benefit forecast per month per employee for the current year’s open months. • FTE • Based on the Standard Hours from the Master Data and the Current Actual Hours, Hyperion calculates the FTE forecasts for the current year’s open months. • When planners change any of the adjustable data entries, the system will recalculate the Salaries, Benefits and FTE’s accordingly. • All forecasted data is summarized by account in the GL.

45. PRE-POPULATION of Labour Forecast

46. Salaries Stipends LOAD ACTUALS Benefits HEDGE ACTUALS TO MATCH THE GL FORECAST HOURS Step Grade DETERMINE INCREASES Emp. Group PRE-POPULATION SALARIES FORECAST BENEFITS FTE

47. BUDGET PREPARATION SUGGESTED PROCESS • Review Labour Projection, Budget and Forecast by Employee to identify what adjustments need to be made using 1.2.1.2.1_Variance Report Detail by Employee • Update any necessary master data information using 1.1.2.2_Existing Employees_Override • Create master data for New Employees or Employee groups such as TAs using 1.1.2.1_New_Employee_Input • Update FTEs by adjusting labour hours using 1.1.2.3_Labour_Hours_Input • Once all the salaries and benefits are calculated, adjust at account level using the 1.1.2.5_Hedge_Salaries_Input

48. REVIEW Data loaded from PeopleSoft

49. Variance Report Detail by Employee • Navigation: Variance reports are specially useful to review when starting the process of labour budgeting as it will show at a high level the forecast that the system has calculated based on the HR data.

50. Adjusting Data