Hyperion Refresher Course Position Budgeting Revenue and Expense Budgeting

1. Hyperion Refresher Course Position Budgeting Revenue and Expense Budgeting February 2017

2. AGENDAHyperion - Public Sector Planning and Budgeting • Overview • Course Sessions • Objectives • Key Dates • What is Hyperion PSPB? • General Information • Naming Conventions • Part I: Position Budgeting • Position Budget Preparation • Maintain Position Data • Maintain Position and Employee Data • Review Entity Compensation Budgets • Review and Approve Positions

3. AGENDAHyperion - Public Sector Planning and Budgeting • Part II: Revenue and Expense Budgeting • Revenue and Expense Budgeting by Fund • Education and General Funds • Designated Tuition • Other Designated IDC Cost Centers • Service Centers • Auxiliary Funds • Budget Transfers • Budget Reports • Contacts and Resources

4. Hyperion Refresher Course Overview

5. Course Sessions Budget Office will provide training in two different sessions for new users, and a one session refresher course for returning users. Today’s class is the Refresher Course. We will cover both Part I and Part II of Hyperion training, without hands on exercises. • Part I - Hyperion Position Budgeting • Part II - Hyperion Revenue and Expense Budgeting

6. Class Objectives In today’s class we will review the following: • Understanding Position Budget Preparation • Maintain/update position and employee information • Calculate and allocate compensation • Review and approve Position Budgets • Utilize web forms to capture Revenue and Expense budget data • Analyze and compare operating current and prior year budgets • Track and reconcile your operating budget

7. Key Dates - 2018 Budget Planning Calendar

8. Hyperion Refresher Course What is Hyperion?

9. General Information Hyperion PSPB, short for Hyperion Public Sector Planning and Budgeting • Hyperion PSPB is a web-based integrated budgeting and planning solution, designed for public sector, healthcare or higher education • This application simplifies budget preparation, review, approval and reconciliation • PSPB supports position budgeting, allocation of salary, benefits and other expenses (M&O) into the appropriate GL accounts • PSPB supports revenue allocation models, helping with reconciliation of the overall operating budgets

10. Hyperion Naming Conventions • Hyperion GL Accounts • A51101: A&P Salary • A50101: Faculty Salary • A50205: Non Tenure Track Salary • A51201: Classified Salary • All position numbers include a “P” prior to the number • P10025155 • An entity in Hyperion refers to the Department. All Departments include a “D” prior to the value • DBFA003 • Employee ID’s are all proceeded with an “E” value prior to the number • E6001043116 • Cost Centers include a “C” prior to the value • CEGX010

11. PS 302.01 Budget Planning (Hyperion) Part 1 Position Budgeting February 2017

12. Hyperion Refresher Course Position Budget Preparation

13. Position Budget PreparationWhat to Expect • Only budgeted positions from FY17 budget were loaded – with compensation as of 1/31/17 • Newly added permanent budgeted positions created in PeopleSoft during the fiscal year are not included and will need to be added into Hyperion. • The budget office will be providing the following reports to assist with Position Budgeting: • Longevity Report • New positions from close of FY17 Budget cycle to assist with identifying missing permanent budgeted positions in Hyperion.

14. Position Budget Preparation Navigation • Five tasks need to be completed in order to prepare for your position budgeting. • Maintain Position Data • Maintain Employees by Position • HCP Reconciliation • Review Entity Compensation Budgets • Review and Approve positions

15. Hyperion Refresher Course Task 1: Maintain Position Data

16. Maintain Position Data • This form allows users to reviews/update all positions under a department and provides the following information: • Position Name and Number • Position Start and End Date • Occupancy Status

17. Maintain Position Data • The following actions can be processed on this form with the right-click option on a mouse: • Exclude Position from Budget – Best to zero out all values for Revenue and Expense calculations • Edit Position Details • Copy Position Data • Add Position • Terminate Position – DO NOT USE • Single – Step Position Transfer – If user has access to both Departments • Transfer Out – If user does not have access to both Departments • Delete Position – DO NOT USE

18. Hyperion Refresher Course Task 2: Maintain Employees by Position

19. Maintain Employees by Position (Edit Employee Details)

20. Maintain Employees by Position (Edit Employee Details) • This form gives you information on the position and the employee associated with that position. • Users will see an incumbent and a vacancy line associated with each filled position. For vacant positions the user will only see one vacancy line.

21. Maintain Employees by Position (Edit Employee Details) • On this form users will see two different sets of options when you right click on an employee name or a position number. • Position options are view only • To make position updates go back to Maintain Position Data • Employee options allow for edits to employee data

22. Maintain Employees by Position (Edit Employee Details) • Example of right click options available when clicking on position number.

23. Maintain Employees by Position (Edit Employee Details) • Example of right click options available when clicking on employee name.

24. Maintain Employees by Position (Edit Employee Details) • The following actions can be processed through this form: • Assign an employee • Edit employee details • FTE • Employee Status – Information Only • Salary Grades • Additional Earnings – Permanent Supplements Only – Seldom used • Calculate Compensation Expense • Allocations to the GL Accounts • Transfer Employee

25. Maintain Employees by Position (Edit Employee Details) • When updating the FTE, the order of the FTE update is critical. • Budget users should change the Employee FTE first then run the two calculations; • Calculate Compensation Expense • Allocate Compensation Expense to GL Accounts • Budget users should then update the Position FTE and run the following calculations; • Calculate Compensation Expense • Allocate Compensation Expense to GL Accounts • Next, the Employee FTE needs to be approved • Finally, the Position FTE should be approved

26. Maintain Employees by Position (Edit Employee Details) • As one makes changes for positions and employees always click SAVE – floppy disk icon located in the toolbar. • Also after each update ensure to right click on the content area and select both Calculate Compensation Expense and Allocate Compensation Budgets to GL. • The recalculation that occurs will update the allocations based upon the changes made and pushes the data to the Revenue and Expense calculations.

27. Maintain Employees by Position (Transfer Employee) • Users can move employees between departments and into new or existing positions. • A Single Step Transfer can be processed if a user has access to both the source and target position and departments. • When the source and target departments have different managers, a Transfer out and a Transfer in transaction will need to occur. • If this action needs to occur, please contact the budget office in order to process.

28. Hyperion Refresher Course Task 3: hcp reconciliation

29. HCP Reconciliation • The HCP Reconciliation folder serves as a tool to review position and employee data for an entire department. • For each position on the HCP Reconciliation there must be 3 lines of information: • Allocation – Funding Data and % of Allocation • Assignment – FTE • Element of Change – Comp Rate/Salary • Content can be exported to Excel to review

30. Hyperion Refresher Course Task 4: review entity compensation budgets

31. Review Entity Compensation Budgets • After compensation budgets are entered and expenses calculated, users should review the following: • Position Budgets • Employee Budgets • Compensation element expenses (shown by year/quarter/and month) • FTE Assignments – sample next slide

32. Review Entity Compensation Budgets • Total FTE – Provides total FTE’s in Department • Assigned – Filled FTE’s in Department • Available – Unfilled/Vacant FTE’s in Department • Headcount – Total number of employees

33. Hyperion Refresher Course Task 5: review and approve positions

34. Review and Approve Positions • Approvals are required for FTE updates on employee and position as well as the addition of new positions to the budget. • Once the update to the FTE or addition of a position has been processed, the same user can approve this transaction under this task. • Be careful to see the difference between the Approvals menu (approves Positions) and the Employee Approvals menu (approves Employee related changes).

35. Questions

36. PS 302.01 Budget Planning (Hyperion) Part 2 Revenue and Expense Budgeting February 2017

37. AGENDAHyperion - Public Sector Planning and Budgeting (PSPB)Part 2 • Revenue and Expense Budgeting • What to Expect? • Revenue Allocations • Education and General • Designated Tuition • Other Designated and IDC, Service Centers and Auxiliary Funds • Budget Transfers – updates in Hyperion • Hyperion Reports • Who is doing What?

38. Hyperion Refresher Course Revenue and Expense Budgeting – What to Expect

39. Revenue and Expense BudgetingWhat to Expect Phase I • Uses the same base budget as the final/submitted FY 2017 Budgets. The following revenue and expense budgets will be copied from the FY 17 into the FY 18 Baseline Budget: • Revenue allocations for Education and General Funds Designated Funds, including Designated Tuition M&O • Permanent Transfers entered in PeopleSoft on or before February 10th will be recorded in Hyperion • Salaries reviewed and approved will be pushed over to the Revenue and Expense side. (salaries loaded as January 31st) • Revenue and Expense budgets copied from FY 17 for all Revenue Generating cost centers (including NSS, Auxiliary Services, Service Centers) NEW!!! All salary reserves will need to be budgeted at the A9000 line. This is required to produce accurate salary reports. The budgets in the salary accounts need to match the total salaries of budgeted positions/employees.

40. Revenue and Expense BudgetingWhat to Expect Phase I • The Budget Office will be providing the following reports to assist with the Revenue and Expense Budgeting: • Revenue Trend reports for Revenue Generating Cost Centers (no fees) to help department estimate future revenue amounts. • Projected revenues for Mandatory and Incidental Fees • Revenue Trend reports for Authorized Service Centers to help estimate future revenue amounts. Departments must submit an approved service level agreement through the Director of Accounting NOTE: Any changes to the Fee revenue will need to be reviewed and authorized by the Budget Office – documentation is required

41. Revenue and Expense BudgetingWhat to Expect Phase II • Any updates approved by the CMO (Campus Management and Operations) will be updated in Hyperion in Phase II • Revenue Increase/Decreases will be entered by the Budget Office, and will coordinate with the respective areas/departments. Budget office or Financial Area Representatives will reconcile the cost centers affected by the Increase/Decrease.

42. Hyperion Refresher Course Revenue and Expense Budgeting – Revenue allocation

43. Revenue and Expense Budgeting Revenue Allocations • The Budget office will update the following Revenue Allocation Forms: • Education and General appropriations • Designated Tuition including Designated Tuition (M&O) • Student Services Fees • All other revenue allocations (including Fees) will be done by the departments on the reconciliation forms – revenue recorded will be reviewed and agreed upon by the budget office if applicable (i.e. Mandatory and Incidental Fees, Service Centers)

44. Hyperion Refresher Course Revenue and Expense budgeting Education and General Funds

45. Revenue and Expense BudgetingEducation and General Budgeting for Education and General Funds consists of two steps: • Revenue Allocation – Budget Office – Central Managed • Revenue and Expense Budget Reconciliation – Departments Source of Revenue for Education and General Funds: • State Appropriations: includes Formula Funding, Special Items, Benefits • THECB Transfers: TX Grants, Work-study • Tuition and Fees: Statutory Tuition and Other Fees (Lab and Supplemental Fees)

46. Revenue and Expense BudgetingEducation and General • Education& General Revenue and Expense Reconciliation is done through the Education and General Forms. • The following Revenues/Expenses are loaded on this form: • Revenue from State appropriations (budget office)- loaded from from the Allocation Forms • Includes Permanent Transfers processed through February 10th • Budgeted Salary Expenses: Current salaries – loaded from HCP • The following Expense Budgets need to be updated or entered on this form: • Non-salary expenses • All salary reserves need to be entered to Budgetary Account A9000 • Cost centers must be balanced and reconciled. • Departmental users will update the non-salary expense and the salary reserve budgets to balance and reconcile their cost centers. NEW !

47. Revenue and Expense BudgetingEducation and General Revenue and Expense Budget Reconciliation - (Department Managed) Manage Tasks List >> E&G Forms >> State Departmental Budget ZS (Zero Suppressed) – shows all GL accounts used prior years >> State Departmental Budget Non ZS – use this if new GL accounts need to be added – ex A9000

48. Hyperion Refresher Course Revenue and Expense budgeting designated tuition

49. Revenue and Expense BudgetingDesignated Tuition - Designated Tuition includes the Designated M&O Cost Centers Budgeting for DESIGNATED TUITION consists of two steps: • Revenue Allocation–Budget Office – Central Managed • Revenue and Expense Budget Reconciliation–Departments

50. Revenue and Expense BudgetingDesignated Tuition • Designated Tuition Revenue and Expense Reconciliation is done through the Designated Tuition Form. - (Department Managed) • Manage Tasks List >> Designated and Service Forms >> Designated Tuition >> Designated Tuition Budget • >> Designated Tuition ZS or • >> Designated Tuition Non ZS (Expense) • >> Designated Tuition Non ZS (Revenue) • NOTE: Because of the large number of Designated Cost Centers, the non ZS forms into two: Expenses and Revenues. • If new expense category needs to be added, you can use the Designated Tuition Non ZS(Expense) form. • If new revenue category needs to be added, you can use the Designated Tuition Non ZS (Revenue) form.