Labour Planning using

HYPERION

OBJECTIVES Review the Labour Planning Process. Assumptions and Collective Agreements in

Hyperion Planning. Review the HR Master data. Hyperion Labour Plan based on initial data

(Pre-Population). How to Adjust Labour Forecast using Hyperion

Planning. Reviewing the Labour Plan using reports.

LABOUR PLANNING PROCESS

SEND 8 Month Review and Budget to GL / COPY to

FINAL version in Hyperion

SEND Employee Master Data from HR

Send Salary Actuals from Payroll

APPROVE

Update Labour Plan Including

New Employees &

One-Time Labour Expenses

Generate Labour Forecast

Update assumptions

SEND Actual $ from GL to Hyperion

PEOPLESOFT / HYPERION INTERFACE

OPERATING / ANCILLARYUNITS

BUDGETINGSERVICES

BUDGETCOMMITTEE

LABOUR PLANNING PROCESS

SYSTEM OVERVIEW• How does Hyperion Planning fit

within MOSAIC?• Principles Used in Development• Data Elements• Data Flow

PeopleSoft GL

PeopleSoftPayrollby Employee

PeopleSoft HR

Hyperion

How does Hyperion Planning fit within MOSAIC?

Hyperion Receives

Salary Expense Actuals from GL Monthly

Hyperion Receives Employee

Master Data from HR twice

a yearHyperion Receives

Salaries from Payroll

When GL & Payroll by

Employee don’t match there’s a

HEDGE

Hyperion Sends FINAL 8 Month review & Budget to GL

PRINCIPLES• Keep it simple

– Design will handle the majority of situations• Focus on budget overall

– Assumptions are applied globally• Maximize performance

– Trade-off between speed and flexibility• Primary purpose is budgeting

– Not intended to replace labour distribution reporting• Allow high level adjustment

– “Hedge” functionality overrides assumptions

DATA ELEMENTS

• Employee Master Data • Assumptions• Salary & Hours Actuals• Employee Adjustable Data• Forecast Data

Employee Master DataSource of Record: PeopleSoft HR

Read Only 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

FTE

Employee Master DataSource of Record: PeopleSoft HR

Read Only

Benefit group, e.g. MUFA, TMG, Unifor1 Job grade and step

Used in salary calculations, may be “None” for some benefit groups

Benefit plan Currently defaulting to DB = Defined benefit pension

GL salary and benefit accounts Stipend amount per pay (no start or end dates)

Taken from last actual pay

Salary Increases

Total Compensation

AssumptionsSource of Record: Budgeting Committee

Read OnlyBudgeting 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.

Number of pay periods per month

Majority of months will have 2 pay periods, but usually 2 months a year will have 3 pay periods.

Grade % Increase to be applied per fiscal year

Applied only to those Employee groups that receive percentage increase based on merit model as approved by the Budget Committee I.E. TMG

Grade/Step amount increase to be applied per fiscal year

Applied only to those Employee groups that receive amount increase based on a step model based on the current collective agreements I.E. UNIFOR

Merit Increase Effective Month

The Month in which the increase is applied in the forecast.

Benefit % based on Salary Range

Number of Weeks per MonthMajority of months will have 2 pay periods (4 weeks), but usually 2 months a year will have 3 pay periods (6 weeks).Accruals are included in April and Reversals are included in May of each year.

Increase % per Employee Group by GradeApplied only to those Employee groups that receive percentage increase based on merit model I.E. TMG

Increase Amount Grid by Grade and StepApplied only to those Employee groups that receive amount increase based on a step model I.E. UNIFOR

Increase effective PeriodThe Month in which the increase is applied in the forecast.

Benefit % by Salary RangeBenefit % based on Salary Range. Salary ranges jump every $5,000

Salary and Current Hours - ActualsSource of Record: PayRoll

Read Only

This information is loaded monthly (at month end).

Actual hours worked by each employee for the closed periods.

Actual salary paid to each employee for the closed periods.

Actual Benefits paid to each employee for the closed periods.

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

Forecasted DataSource of Record: Calculated by Hyperion

Read 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, as well as for the next 3 years

BENEFITS Based on the Annual salary and the Benefit Assumptions, Hyperion calculates

the total Benefit forecast per month per employee for the current year’s open months, as well as for the next 3 years

FTE Based on the Standard Hours from the Master Data and the Current Standard

Hours, Hyperion calculates the FTE forecasts for the current year’s open months, as well as for the next 3 years.

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.

FLOW OF LABOUR DATA

Hyperion Operating Expenses

GL

Hyperion Labour Planning

Actual by employee

Hedge

Total actual

Total forecast

Forecast by employee

HR

Flow of Labour Data

Payroll by Account

Labour account totals including JE’s

Labour Account Total

Budget by Account

Employee master data

Payroll by employee

PRE-POPULATION of Labour Forecast

DETERMINE INCREASES

LOAD ACTUALS

FORECAST HOURS

PR

E-P

OP

ULA

TIO

N

SALARIES

HEDGE ACTUALS TO MATCH THE GL

BENEFITSFTE

SalariesBenefits

Stipends

GradeEmp. Group

Step

FO

REC

AS

T

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

Navigation Planners will have the labour

forms available on the SmartView Panel.

To open the form, just double click on the form name.

Planners may have multiple forms open in one excel workbook using different excel sheets.

REVIEW Data loaded from PeopleSoft

Labour Budget Summary by Account Summary forms 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.

Labour Budget Summary by Account

Labour Budget by Account EmployeeThis Report shows the forecast grouped by GL-Account. It shows all the employees who’s Salary or benefit are being charged to each account.

Review Existing EmployeesThe employee data sent from HR can be reviewed in the EXISTING EMPLOYEES – form. Planners can review the information and determine if there are any adjustment required on an employee (in base salary or in Stipend) in order to calculate a more accurate forecast.

Adjusting Data

Adjusting End Date of an Existing Employee Planners may extend an employee’s end date.

TIP if the end date should be sooner it is best to adjust the hours.

From the Existing Employees READ form. Right click on the employee who’s end date is to be changed. Select SmartView option Select Override Existing Employee End Date option An override form opens showing current end date. Enter new end date. SUBMIT Close override form Validate in Existing Employee form. Navigation:• Hyprdp01>McM_Plan>2.LABOUR>2.2 PLANNERS>01. EXISTING EMPLOYEE-READ

Adjusting Hourly Rate to Existing Employee

If Necessary, planners can adjust the base hourly rate to an employee within their department.

The adjusted rate will be ADDED to the hourly rate loaded from HR. Negative adjustments are valid. Navigation:

Hyprdp01>McM_Plan>Forms>2.Labour>04.1 EXISTING EMPLOYEEs - INPUT

1. Enter Point Of View

2. Enter Hourly rate adjustment. NOTE: The adjusted rate will be ADDED to the hourly rate from the Master File

3. SUBMIT data

Adding or Adjusting Stipend to Existing Employee Planners can also assign a Stipend to an employee within their department. The Stipend may have a specific start and end dates within the forecast period. If no end data is specified, the application will add the stipend up to the end of the

forecast period. If no Start date is specified, the application will add the stipend from the first open month

of the forecast period. Navigation:

Hyprdp01>McM_Plan>Forms>2.Labour>04.1 EXISTING EMPLOYEES - INPUT

1. Enter Point Of View

2. Enter Stipend Rate Adjustment, Stipend start and end date (if any)

3. SUBMIT data

Copying Employee Data Planners may need to Copy the data related to an existing employee into a different Department,

Program or Type. An example is the need to add “One-Time” stipend to an existing Employee. In this case, planners can copy all the master data for said employee into the “One-Time” type and

then enter the stipend using the Existing Employees Input form. From the EXISTING EMPLOYEES- INPUT Form. Select POV. Right Click on editable cell of the employee to be removed to open Menu Select SmartView option. Select Copy Existing Employee. Select the TARGET where the data shall be copied (in the example above, select “One- Time” Type. Click OK.

Copying Employee Data Contd… After the copy function completes, Planners may make changes to the

employee. Following the example, In order to add the stipend, the first step is to change

the POV to type “One-Time”. The employee now shows up and planners may enter stipend, start and end

date.

Adding New Employees Planners can forecast for new employees in their departments. For an new employee, planners will need to enter all the required data to calculate the forecast. Planners can “group” multiple new employees into one New employee for budgeting purposes I.E. use one

new employee for all T.A’s that will all charge to the same GL-Accounts Planners must always use the first empty NEW_EMPLOYEE in the form.

Navigation: Hyprdp01>McM_Plan>Forms>2.Labour>02. NEW EMPLOYEE - INPUT

1. Enter Point Of View

2. Enter the data for NEW EMPLOYEE.NOTE: MUST enter data for NEW_EMPLOYEE_01 always first. If it’s emptyuse it.

3. SUBMIT data

Labour Hours Input Form Sections

Current Standard Hours Total Hourly Rate Total Salary Total Stipend Total Benefits Total Compensation FTE

Labour Hours Input FormCurrent Standard Hours Section

It is in this section where Planners can adjust the current standard hours per employee. The current standard hours are initially calculated by the system based on the employee’s master data.

Employee’s current standard hours * number of weeks in month

Once all master data has been adjusted, planners may validate the individualized forecast using the Labour hours input.

If necessary, planners may adjust hours forecast by employee. From the Labour Hours Input Form Select POV. Refresh Enter the amount of hours per period in the editable cells. Note that the FISCAL YEAR is at the POV, Planners can change the hours for every open fiscal year by selecting the

appropriate year in the POV, and refreshing the form. Submit

Navigation: Hyprdp01>McM_Plan>2.LABOUR>2.2 PLANNERS>05.LABOUR HOURS INPUT

Labour Hours Input FormTotal Hourly Rate Section

This section displays the hourly rate paid to the employee on each month. This section is useful to find what the salary rate is after each merit increase. May be expanded by double clicking on the plus sign (+) next to Year Total

Header

Labour Hours Input FormTotal Salary Section

This section displays the calculated salary on each month based on current standard hours at hourly rate and Overtime hours at 1.5 x hourly rate.

Salary for ACTUALS includes regular pay, overtime pay and stipend. May be expanded by double clicking on the plus sign (+) next to Year Total

Header

Labour Hours Input FormTotal Stipend Section

This section displays the stipend forecast to be paid to the employee at a monthly level based on the stipend per pay and number of pay periods per month.

May be expanded by double clicking on the plus sign (+) next to Year Total Header

Labour Hours Input FormTotal Benefits Section

This section displays the calculated benefits per month based on salary and Benefits in the assumptions tables.

Actual benefits as loaded from HR. May be expanded by double clicking on the plus sign (+) next to Year Total Header

Labour Hours Input FormTotal Compensation Section

This section displays the summary of Salary, Benefits and Stipend. May be expanded by double clicking on the plus sign (+) next to Year Total

Header

Labour Hours Input FormFTE Section

This section shows the annual FTE per employee. NOTE: for 2015 the FTE will NOT be 1 because HR only started in October and we have

no source of record at an employee level for previous months. Actual FTEs for 2015 will be entered at an ACCOUNT level as a HEDGE.

Entering Over Time Hours for any Employee Planners have the option to forecast for overtime at an employee level. From the Labour Overtime Hours Input form Select the POV and refresh. Enter the forecast for overtime hours. Submit Navigation:• Hyprdp01>McM_Plan>2.LABOUR>2.2 PLANNERS>06.LABOUR OVERTIME HOURS INPUT

Entering Hedge at an Account Level Planners may add a forecast at an account level. We call these adjustments HEDGE. From the Hedge Salaries Input form Select POV and Refresh. Enter Hedge at month or year level. Submit

Navigation:• Hyprdp01>McM_Plan>2.LABOUR>2.2 PLANNERS>06.LABOUR OVERTIME HOURS INPUT

Un-Suppress Labour Account for Hedge Planners may un-suppress an account in order to enter a hedge adjustment. Start in the Hedge Salaries Input form. Right Click on any editable cell to open Menu Select SmartView option Select Un-Suppress Labour Account for Hedge. Select Account to Un-suppress from the list. Click OK Account will appear on the form.

Navigation:• Hyprdp01>McM_Plan>2.LABOUR>2.2 PLANNERS>06.LABOUR OVERTIME HOURS INPUT

Copy to What-If Planners may generate forecasts in a parallel “what-if” version. What-If versions are NOT pre-populated, but planners may copy the working version into any what-if

version to use as a starting point. From hours input form Right Click on editable cell to open Menu Select SmartView option Select Copy to What-If Version Select Target Version If Searching Target Version:

Click on Search button Click check mark on What-If version Click to MOVE to selected members pane Click OK

Copy to WORKING From hours input form WHAT-IF version Right Click on editable cell to open Menu Select SmartView option Select Copy What-If to Working Select SOURCE Version If Searching Target Version:

Click on Search button Click check mark on What-If version Click to MOVE to selected members pane Click OK

Q&A

WORKFLOW

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).

What is Hyperion?

BUDGET & FORECAST

FISCAL YEAR

GL- Chartfields

INTERFACE

ACTUALS

BUDGET & FORECASTS

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 Chartfield source of record.

• The hierarchy structure of the Chartfields is called a “tree”.

• Budgeting Services has created specific Department and Account trees that align with current budget envelopes.

• An example of Department tree:

+ ACADEMIC SUPPORT+ VP ACADEMIC

• Provost Office• IRA• Human Rights & Equity• AVP Academic Faculty

+ REGISTRAR’s OFFICE

• MOSAIC trees are loaded into HYPERION on a monthly basis.

• Any new department, program or account is then available in Hyperion for forecasting or budgeting.

• The tree structure will allow organizing the data in the Hyperion forms and reports.

• In Hyperion, security is provisioned by department.

• Values in Hyperion can ONLY be edited at the lowest level of the tree.

• In the example, if the form is open for the ACADEMIC SUPPORT department, all cells in the form will be read only.

Versions of the 8 Month Review

What-if

• High, medium, low• Modeling budget ideas

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.

Bonus Functionality

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.

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.

WORKFLOW

Pre-population of Labour Forecast Populate Actual months with actuals by employee. Apply Hedge by account if necessary. Calculate forecast hours worked based on master Data Current Standard

hours in a week multiplied by the amount of weeks in each Month (as per the assumptions table).

Calculate the Base Salary by multiplying the hourly rate by the amount of hours per month.

Determine type of increase (by % or by amount) according with the employee group.

For employees with grade and step, apply yearly step increase at the mid year point.

For employees receiving % increase, apply % increase on the month established in the assumptions forms.

Add to base salary, any stipends by pay period that were loaded from PS HR.

Calculate FTE by dividing the total current standard hours forecasted by the total standard hours.