Training Session

AGENDA
 Process overview
 5 month Review form in Hyperion planning.
 Functionality.
 Workflow.
 Process Overview
PEOPLESOFT / HYPERION INTERFACE SEND 8 Month Review
SEND Actual $ from GL to and Budget to GL /
Hyperion COPY to FINAL version
in Hyperion
Generate Employee Master
Data

Send Salary Actuals

BUDGETING BUDGET
SERVICES COMMITTEE

PRE-POPULATE
Forms APPROVE

OPERATING /
ANCILLARY
UNITS
CREATE 8 Month Review
and Budget on
WORKING version
 What is Hyperion?
FISCAL YEAR

INTERFACE
BUDGET &
FORECAST ACTUALS

BUDGET &
FORECASTS

GL-
Chartfields

It’s a budgeting tool that allows entering budget and forecast by multiple time periods (fiscal year or
Monthly), and by different General Ledger Chartfields: Department, Program, Fund and Account.
Hyperion interfaces directly with PeopleSoft .
The Actuals are taken from PeopleSoft Financial General Ledger as well as Human Resources (for
Salaries) and populated into Hyperion for closed months.
Budget, 5 Month Review and 8 Month Review are taken from Hyperion and populated into
PeopleSoft Financial General Ledger
 PeopleSoft & Hyperion Chartfield Trees

• PeopleSoft Finance General Ledger is the

• MOSAIC trees are loaded into
Chartfield source of record.
HYPERION on a monthly basis.
• The hierarchy structure of the Chartfields is
• Any new department, program or
called a “tree”.
account is then available in Hyperion
• Budgeting Services has created specific for forecasting or budgeting.
Department and Account trees that align
• The tree structure will allow
with current budget envelopes.
organizing the data in the Hyperion
• An example of Department tree: forms and reports.
• In Hyperion, security is provisioned
+ ACADEMIC SUPPORT by department.
+ VP ACADEMIC • Values in Hyperion can ONLY be
• Provost Office edited at the lowest level of the tree.
• IRA
• Human Rights & Equity • In the example, if the form is open for
• AVP Academic Faculty the ACADEMIC SUPPORT
+ REGISTRAR’s OFFICE department, all cells in the form will
be read only.
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. The codes are the same as
in MOSAIC, prefixed by the letter D
• Program: Lists all the available Programs. The codes are the same as in MOSAIC,
prefixed by the letter P
• 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 Externally
Specifically Funded (45).
 Find a Department on the Form
 Using the Point of View find a Chartfield combination
that you want to review.
 After you have entered a value into every drop box,
Click on the REFRESH button.

Note: Any time the point of view is changed, we MUST

refresh so the system brings the data from the database into
the form
 8 Month Review Section:
• This is the section in which the
Budget Section:
8 Month Review data is stored.
•BudgetThis is the+1 section in which the
• It is pre-populated
Year Section: with the year
next
•BudgetThis year’s
is the budget
section is which
in stored.the
to dateYear +2
actuals Section:
for closed
• Itnext is pre-populated with the 5
5 This year’s
• Month
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•• This Review.
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• Users can
populated. update the data
•Actuals
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Users
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values
•• Will Only at the
allowlowest
Year levels
Total of
populated
values
Users
Thistrees at
can
is READ the lowest
expandONLY. to levels
view of
the only. Any value at an
•• Forecasting
Will
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trees
monthly
Displays allow
only.
drilldown Year
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theofYear by Total
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at
clicking
higher level the To
account,
Forecasting
higher
the pluslevel
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loaded the account,
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from to the
the GL.
department or program trees
department
Year
• are
Users Total
can or program
Label.
expand to view trees
read only.
are read drilldown
monthly only.
• Users can expand by to clicking
view on
• Users
the plus can expand
sign (+) next to view
to the on
monthly drilldown by clicking
monthly
YearplusTotal drilldown
Label. by clicking on
the sign (+) next to the
the plus sign (+) next to the
Year Total Label.
Year Total Label.
Total revenue, expenses and appropriations for all types (on-going and one-time) are summarized in
the last lines of the form.
A_3000: The total of revenue and expense for the type (On-Going, One-Time or All Type) selected in
the point of view. Note that this total could be different than the Deficit or (Surplus) – All Types if the
point of view has selected only On-Going or One-Time.
Total Revenue – All Types: The total of all on-going and one-time revenue.
Total Expenses – All Types: The total of all on-going and one-time expenses.
Deficit or (Surplus) – All Types: The net of all on-going and one-time revenue and expenses.
Opening Appropriations - All Types:
Actual and 8 Month Review: Ending appropriations in FY15 5 Month Review
Budget: Ending appropriations forecast in the FY14 8 Month Review
PS Adjustments – All Types: Actual year-to-date journal entries to appropriation accounts in PeopleSoft
GL
Closing Appropriations – All Types: Total of Deficit/(Surplus), Opening Appropriations, and PS
Adjustments
Difference between Year total and year to
date actuals is spread amongst open months
The Year total is spread evenly across all 12
months of the Budget.
 Light Yellow cells are EDITABLE.
 To edit a cell, simply type the new number inside the cell. Once a cell has been edited, it will
change color to a darker shade of yellow.
 Planners can use EXCEL copy/paste functions for editing cells.
 Editing a cell at a YEAR total level will update the values of the cells of ALL OPEN months
 Grey cells are LOCKED. Cells are locked due to:
 Closed Months
 Aggregate Level  Forecasts can ONLY by updated at the lowest Account level. THIS APPLIES
TO POINT OF VIEW AS WELL
 After you have entered a value into editable cells, Click on the SUBMIT button.
 Versions of the 8 Month Review

What-if Working Final

• High, medium, low • Starts with pre- • Budget submitted
• Modeling budget populated figures • Approved budget
ideas • Assumptions are loaded to GL
published
• Known adjustments
 What-if versions
 Allows planners to create different versions of the forecast for
analytical purposes only.
 The system offers What-if High, What-If Medium and What-if low
versions.
 Planners can pre-populate the what-if versions with any other
version as a starting point.
 Changes performed in a what-if version are NOT moved to
PeopleSoft.
 Only changes to Working version are moved to PeopleSoft.
 Planners can copy a What-If version into the Working version.
 What does Hyperion allow you to do?

What-If Versions
BUDGET TO A NEW ACCOUNT

Spread monthly values

EDIT equally or proportionally

ADJUST
Adjust at
Year or
Month

COPY
Levels
Save copy to Excel File

COMPARE
Add Supporting Details
Compare
with
Actuals
 Un-Suppress Account

 When to use?
 The 8 Month review 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 Forecast 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.
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.
 Click the Find Box
Un-Suppress Account

 Click Binoculars to open the Find

box
 Check Show Aliases to search by
account name (optional)
 Enter search value and click
binoculars
 Check account(s) to unsuppress
 Click to move to selected members
 Click OK
 Copy 8 Month review into Budget

 The budget is originally pre-populated with the 5

Month review since it is the latest version available at
the time of releasing the forms.
 Planners have the option to use the 8 month review
as the starting point of the budget by copying the 8
Month review into the budget scenario.
Copy 8 Month Review to Budget
• Select the “Copy 8 Month
Review to Budget option from
the SmartView Menu
• Select Department(s) to copy
• Click OK button
 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
OPTIONS setup
 Connecting to the Hyperion Database
using SmartView
1. Click on SmartView Tab
2. Click on Panel Icon
3. In the Panel, Click on Shared
Connections
4. Enter Login & Password
5. In the Shared Connections Panel,
Open drop down
7. Expand Hypsitf01
8. Expand McM_Plan
9. Expand Forms
10.Expand 1. OPEX
11.Expand the appropriate FUND
(Operating fund 20, Ancillaries fund
30, Specially Funded fund 45)

6. Select Oracle Hyperion Planning, 12.Double Click on 2. OPEX 8 MONTH

Fusion Edition REVIEW 2015
 Exercise

 Open 8 Month Review Form for appropriate fund.

 Find Department, Program, Expenditure Type to edit.
 Validate Salary accounts are read only.
 Edit a value at a Year Level
 Edit a Value at a Month Level
 Un-Suppress an account (that is not already on the
form).
 Edit recently Un-Suppressed account
 After updating 8 Month Review, Copy 8 Month
Review into Budget.
REFRESH, REFRESH, REFRESH
 REPORTS
 Summary reports are available to preview the total
forecast at a roll-up level.
 Drilldown reports may be used to isolate any
variances or anomalies.
 These reports are intended for analysis and are not
formatted for the final submission document.
 Positive values are debits, negative values are
credits.
 Submission reports will be available to planners and
envelope managers.
DEMO
 Copy Data from one department to another.
 Copy yearly forecast from in between programs or
accounts.
 Adjust amounts for a range of cells.
 Add Cell Comments
 Add Supporting Details to a cell.
 Locking cells.

 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.
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.
 Copy Monthly values using Function

 When to use?
 Copy specific monthly values for one or multiple months from
one program to another.
 Copy forecast monthly values for one or multiple months from
one year to another.
 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.
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.
Adjust Data by Percentage
 Click on any editable cell (yellow in
colour) or a range of cells at a
month level.
 Right click on the cell and pick the
“SmartView” option to open the
SmartView menu.
 Select the Adjust option from the
SmartView menu.
 Select the Add fixed value to
selected cell(s) radio button and
enter the value to increase by in the
text box:
 Click Adjust Data.
 Click on SUBMIT.
Adjust data by amount
 Right click on the cell and pick
the “SmartView” option to
open the SmartView menu.
 Select the Adjust option from
the SmartView menu.
 Select the Add fixed value to
selected cell(s) radio button
and enter the value to
increase by in the text box:
 Click Adjust Data.
 Click on SUBMIT.
Pre-Populate a what-if version

 Select the Pre-Populate

What-If option from the
SmartView menu.
 The pop-up opens. Then
select the Target What-If
version to pre-populate, the
Source Version, Source
and Target Year, Source
Department, Scenario (i.e.
Budget) .
 How Does Workflow work?

 After Planners are done with their changes, they

submit the 8 Month Review and Budget to the
Envelope Manager for approval.
 Envelope managers have the option to approve and
submit to Budgeting Services. Or reject changes and
send back to the planner for modifications.
How to Submit 8 Month Review for Approval
 On the Planning menu, click
on Approvals
 Select a view from the drop
down menu and click Refresh
 Highlight a Planning Unit to
promote where you are the
Current Owner, and click on
Change Status. In Approvals
window, select Action from
the drop down box, and
Submit
 Refresh the screen to view
the current owner (you may
need to use Tree View).