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PLANNING

PLANNING. Project Kickoff July 12, 2005. AGENDA. Project Organization/Introduction of Team Members and Advisory Board Hyperion Planning Overview Status Update Basic Design Considerations Anticipated Timing and Deliverables Users Training Communication. Sponsors/Owners Robin Beck

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PLANNING

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  1. PLANNING Project Kickoff July 12, 2005

  2. AGENDA • Project Organization/Introduction of Team Members and Advisory Board • Hyperion Planning Overview • Status Update • Basic Design Considerations • Anticipated Timing and Deliverables • Users • Training • Communication

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

  4. 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

  5. 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

  6. Hyperion Planning Overview

  7. #1 Business Performance Mgt (03/2004) Hyperion • 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 #1 in Financial and Business Performance Management Applications #1 in Budgeting & Planning “Visionary” in Corporate Performance Management (10/2004)

  8. Hyperion’s Higher Ed Experience

  9. 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

  10. Why Make a Change?

  11. 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 drive 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

  12. Moving From Transaction Processing to Decision Support

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

  14. Status Update • Core Team Members Trained • Test and Development Hardware on order • Consultants in place (one joint with Health System) • Preliminary Design work completed and documents being prepared • Once Design document completed, coordination will begin with the Health System • Next Steps: Prototype, Production Build, Acceptance Testing, User Training, Rollout

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

  16. Implementation of Penn’s Chart of Accounts • ORG-Program-CREF • Fund • How do we want to look at our budgets/objects? (Template 1A vs. Single Page Format)

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

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

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

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

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

  22. Single Page Format

  23. Template 1A (excerpt)

  24. Nomenclature and Time Periods • Nomenclature • Scenarios: Budget, Actual, Forecast • Versions: Draft and Final • Time Periods • How many years of actuals? • How far ahead do we forecast? • ADJ incorporated into June • Separate reporting cube • Ability to report on more years and in more detail than we display in Planning

  25. 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

  26. Detailed Salary Planning • As in Pillar, Responsibility Centers can elect to build up salary plans person by person • Staff position numbers will be pre-populated • Which Faculty? • This initial implementation will not replace SALINC feed to payroll. That would be a future project

  27. EB Calculations • Standard EB: no problem • Dependent Tuition for government and non-government grants: requires some additional calculations • Dependent Tuition for Service Centers: changing org to be charged is problematic. Can we change our practice?

  28. Anticipated Timing and Deliverables • Forecast and Variance: Late Fall • Budgeting • December – January: some schools may choose to do the first submission (First? Winter? Draft?) in Planning, others in Pillar. • Second submission (Second? Spring? Final?) will be done in Planning • Backup Plan: Pillar through Spring, consolidate in Planning (internal to Budget Office)

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

  30. Training • Hyperion Web Training is an option • On-line vs. classroom • Generic vs. Penn specific • Initial (rollout) vs. ongoing • Issues of timing, cost, ongoing maintenance

  31. Communication • Thursdays at 4:00: The Planning Open House. Anyone can come and see what has been accomplished during the previous week • Web site: Budget Office web site will have a Planning Update link (soon) • Regular e-mail updates to participants and Responsibility Center senior BAs • Next Advisory Board Meeting: review the prototype, probably mid August

  32. Summary • Project is underway: intensive effort during the summer by core team • Timetable is aggressive • Within the next few weeks we’ll have a reality check on what we can accomplish by when • We value your feedback: Budget@pobox.upenn.edu or any of the Budget Office staff

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