BUDGET Entry & reporting USING ORACLE (HYPERION) CLOUD FY18 BUDGET Finance & Administration February 2017

Today’s Topics Budget Calendar & Planning Parameters Accessing the System/Initial Setup Oracle Cloud Planning Data/Forms Oracle Cloud Reports/Checking your Entries Promoting Your Budget

FY18 Budget | Training Oracle Cloud Entry and Reporting All Departments 02/20/2017, 02/21/2017, & 02/23/2017 All Departments One-on-one sessions as requested Due to the changes to Hyperion, we are available for one-on-one sessions to work with you through your challenges and questions. Simply request a meeting through Outlook, our calendars are up-to-date and we are happy to partner with you! Topics for Discussion: Setting your User Variables Budget Entry (use data from a specific schedule to illustrate input) Reporting (for meetings with your chairs, directors, or staff) Budget Review using Oracle Cloud Reports and Excel Promoting Budget to F&A Analyst

January 23 – February 15 February 15 March 15 March 22 – April 4 FY18 Budget | Key Dates January 23 – February 15 Schedules distributed to Pillar February 15 Non-Standing Faculty Projections March 15 ALL BUDGETS DUE March 22 – April 4 Budget Meetings (applicable depts.) April 24 Budget Review (w/Dean Garrett) May 2 Wharton Budget due to Central

Strategic Planning Group | Help us help you! Contact your analyst with any questions during the budget prep period (now through March 15th) Sarah Grady 8-9227 Linda Kiraly Gilbert 8-2691 Todd Pustilnick 6-8299 Jim Quinn 3-5404

Preliminary Planning Parameters FY18 Compensation Standing Faculty: Budget Increase for Salary Pool 3.0% Staff: Budget Increase for Salary Pool 2.75% Anticipated Employee Benefit Rates Full-Time EB Rate 31.7% Dependent Tuition Rate – Full-Time Only 2.3% Part-Time EB Rate 9.7% Other Planning Parameters Current Expense Increase 0% 010701 Revenue Overhead (Obj-5283) 19.1% Sponsored Program Indirect Cost Recovery (OH-Obj-5282) 61%

Oracle (Hyperion) Cloud Accessing the System

Hyperion Cloud | What’s new? Access: PennKey (and PennKey password) will replace Hyperion ID (and Hyperion password). PLEASE USE FIREFOX! Access Hyperion Cloud via the Planning Application section of the Budget Office website. Select “PennPlan Login” from the red box on the left side. And if prompted, please note that our Identity Domain is a183374. http://www.budget.upenn.edu/Planning_Application/ Budget Entry: In some cases, particularly with Current Expense, Object Codes that appear in BEN will be consolidated in Oracle Cloud. http://www.budget.upenn.edu/dlDocs/RCM_template_1A.pdf Reporting: In addition to the Forecast & Budget Detail Report, there are new options that include EBs. Instant updates from entry to reports!

Web Browsers for the Cloud Firefox is compatible with Hyperion Cloud (Preferred Browser) Internet Explorer 11 is compatible with Hyperion Cloud 9

Access Hyperion Cloud and Reports Click “PennPlan Login” Go to: http://www.budget.upenn.edu/ Once your browser settings are correct, we can now log into Hyperion. Start at www.budget,upenn.edu. Bookmark this page. This how we get into Hyperion. And click on “Budget Planning Tools.” Click “PennPlan Login”

Log On Sign In (Phase 1) should only appear the FIRST time you log on. *Remember to check “Remember my choice.”

Hyperion Cloud | Homepage

Hyperion Cloud | Homepage Running Reports here Budget Entry here Promote Budget here Check USER VARIABLES here User Variables are your ‘baseline’ settings. You will still need to select specific GL items (Fund, Object Code, etc.) when (1) entering data, and (2) running reports.

Hyperion Cloud | User Variables Budget Entry here Select the shaded square to change User Variable Organization selection will be different based upon your system access and area of responsibility. Check user preferences here

Hyperion Cloud | User Variables Budget Entry here Search For Org by Number here (type number; press Enter) Click on blue check mark, then choose OK Check user preferences here

Set your Org Variable to… Setting ORG Variable If you have access to… Set your Org Variable to… Examples One parent org (including all child orgs) The Parent Org ORG-WHGD (Graduate Division Parent) One org That Org ORG-0708 (Statistics) Two unrelated orgs One Org at a time – you will need to change your Variable when you are ready to budget the second org ORG-0779 (Risk Center) AND ORG-0709 (OID) This slide shows how you can set your preferences on different orgs. --- access to more than one org?? – dawn external affairs --- recently changed – ext affairs parent – grad division children under it If you have more than 1 org or a group of orgs, then you can set your org preference to see the entire group within the parent org. However, if you have 2 different parent orgs, you’ll have to set your preferences for 1 parent at a time. The same thing for 2 orgs that aren’t within the same parent.

Hyperion Cloud | User Variables Budget Entry here For each Selected Member, select the bottom shaded box by clicking on it (opens up the “Select a Member” page) Check user preferences here

Hyperion Cloud | User Variables (3) Selection should appear here (4) Select OK after selection is made Budget Entry here (1) Search for Item (key in number and press Enter) (2) Click on blue check mark to Select Member Check user preferences here

Oracle (Hyperion) Cloud Budget Data Entry

Hyperion Cloud | Budget Data Entry Budget Entry here Select Data Check user preferences here

Hyperion Cloud | Budget Data Entry Budget Entry here Most of the Budget input will happen in Primary Forms Check user preferences here Click triangles to Expand

Hyperion Cloud | Budget Data Entry Budget Entry here Check user preferences here Click on hyperlink to select budget item

Hyperion Cloud | Budget Data Entry Budget Entry here Set the GL Dial and Press the Arrow before data entry. Press Save after data entry – shown on next slide Check user preferences here

Hyperion Cloud | Budget Data Entry Click on Save after entry Budget Entry here Please remember to Press the Arrow after each time the GL “dial” is set (before data entry)! Check user preferences here

Hyperion Cloud | Budget Data Entry Budget Entry here To enter Current Expense Object Codes, even if not previously budgeted Check user preferences here

Hyperion Cloud | Budget Data Entry Set the GL Dial before budget entry! Budget Entry here Check user preferences here Please remember to click on Save button!

Hyperion Cloud | Budget Data Entry Budget Entry here Check user preferences here Form 6a. Tweak can be used when budgeting for existing Non-Compensation object codes

Hyperion Cloud | Budget Data Entry Ignore this column of data Enter FY18 CE Budget here Budget Entry here Check user preferences here Ignore this column of data

Hyperion Cloud | Budget Data Entry Budget Entry here Use Form 2. Revenue for commonly used object codes for Revenues & Transfers: 4920 Misc Rev 4400 Gift Rev 4399 Other Sales/Service 4820 Transfer-In 4825 Transfer-Out Always remember to (1) set your GL Dial, (2) press arrow, and (3) SAVE entries! Check user preferences here

Oracle (Hyperion) Cloud Running Hyperion Reports (remember to hydrate!)

Hyperion Cloud | Reports Select Reports from Home Screen Budget Entry here Select Reports from Home Screen Check user preferences here

Hyperion Cloud | Reports Forecast and Budget Detail (A7 for Non-Comp; A8 for Compensation) Endowment and Gift Fund Analysis (B14) YTD Analysis (X48) Wharton RCM Row and Object Detail – No Rounding (X46) Budget Entry here Check user preferences here

Hyperion Cloud | Forecast & Budget Detail Budget Entry here Three options for Report Format: HTML / PDF / Excel

Hyperion Cloud | Forecast & Budget Detail Reports box (options for running report) opens up when selected – this example is A7 Budget Entry here Select the shaded square to change report element Check user preferences here

Hyperion Cloud | Forecast & Budget Detail Budget Entry here Check user preferences here Output saved to Excel – use Data/Filter to review by Fund, Object, Program, and/or CREF

Hyperion Cloud | Endowments Budget Entry here Select Org by clicking on shaded square Check user preferences here

Hyperion Cloud | Endowments Budget Entry here Check user preferences here For FY18, Investment Income is automatic; Revenue & Expense are from Budget Data Entry

Hyperion Cloud | YTD Analysis Select Org by clicking on shaded square

Hyperion Cloud | YTD Analysis Check user preferences here

Hyperion Cloud | YTD Analysis Budget Entry here Check user preferences here Click to expand section down to object code level

Hyperion Cloud | RCM Detail

Hyperion Cloud | RCM Detail Budget Entry here Check user preferences here

Hyperion Planning Promoting your Budget

Promoting your Budget Review: When you have completed your Planning input, please review your input and schedules using the Budget Review Checklist, before promoting your budget to your analyst. Promote: A budget must be promoted to your analyst before they can begin their review. Once you have promoted your budget, you will still be able to view your budget, but you will not be able to make any changes. Communicate: You and your analyst may go through several rounds of review. This is normal. Communication is key during this process to ensure efficient use of time and accurate updates. Remember to promote your budget after each round of updates with your analyst.

BA Budget Review

Hyperion Cloud | Promoting Your Budget Budget Entry here Select Approvals Check user preferences here Hyperion allows you to filter your individual orgs to help manage your approval process. Click on the Approvals icon on the Hyperion Cloud home page.

Hyperion Cloud | Promoting Your Budget Budget Entry here Click on the Filter button to begin process Check user preferences here

Hyperion Cloud | Promoting Your Budget Budget Entry here Select “Budget”, “Working”, and Choose your Org from Approval Unit (click on shaded square) Check user preferences here

Hyperion Cloud | Promoting Your Budget Budget Entry here 1. Select “Promote” from Action dropdown 2. Choose your F&A Analyst Name from Owner dropdown 3. Click ‘Change Status’ button 4. Click ‘Done’ button 5. Then, the new file owner’s name will appear Check user preferences here