Hyp Student Guide

8/6/2019 Hyp Student Guide

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Hyperion Planning and ReportsManual

University of Pennsylvania: The Wharton School

F&A Strategic Planning Group

Updated February, 2010

FINANCE & ADMINISTRATION


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Table of ContentsIntroduction.................3-5

Budget Schedules...............6-33

Staff Schedule......6-7

Standing Faculty Schedule....8-11

Non-Standing Faculty Schedule.....12-15PhD Schedule.....16-18

Temporary/Student Worker & Teaching Assistant Schedule..19-22

Current Expense Schedule..23-24

Carry Forward Schedule.....25-26

Endowment Liquidations and Additions Schedule......27-30

Transfer Reconciliation Schedule..31-32

Additional Funding Request Schedule...........33-34

Hyperion Planning....35-87Lingo and Hierarchy.37-42

Access...43-49

Set Up...50-59

Forms......60-84

Revenue & Expense Forms...68-75Salary Forms..76-79

Other Information (Form Instructions, Cell Text, System Availability, Useful Budget Links)..80-87

Hyperion Reports...88-

Access89-94

Forecast & Budget Detail Report......96-101

Wharton RCM Row and Object Detail No Rounding Report......102-105

DepartmentBudget Report....106-108

YTD Analysis Report..109-113

Endowment & Gift Fund Analysis114-117

Other Hyperion Report Functions (Expanding Rows, Exporting to Excel, AutoFilter)...118-125

Reviewing & Promoting Your Budget....126-132

Final Hyperion Planning & Reports Information...133-134


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Budget Calendar(Approximate dates)

New BA Training mid February

Excel Schedules distributed mid to late February

Budget Input to Hyperion late February mid March

Budget Brown Bag Early March

All Budgets Due mid March

Budget Meetings mid March through early April

Budget Revisions Within 2 days of your meeting


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Objective of Budgeting

Through the budget process, we try to determine the amount of funds needed to

efficiently run each department in order to deliver the best educational experience

for our students. The keys to producing a good budget are (1) to understandwhere you are today, (2) to use reasonable assumptions about the future, and (3)

to understand the priorities and objectives of your department. Once you have

worked with your department chairperson to develop the budget, you will use

Hyperion Planning for budget entry and Hyperion Reports to check your entry and

to monitor your budget throughout the year.

Hyperion Planning and Reports

Hyperion Planning is the universitys web-based budget entry tool. The entry

screens are organized into RCM category forms, which you customize with the

chart of accounts combination that you wish to budget. Hyperion Reports allows

you to select and run reports that match your needs; these reports includehistorical data, year-to-date figures, budget numbers, and also forecasts in any

existing chart-of-accounts combination.

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How do the Budget Schedules relate to Hyperion Planning?

The Strategic Planning Group developed the budget schedules to make budget entry intoHyperion Planning easier. Because it can be time-consuming to navigate through Planning ifyour budget is lengthy or contains numerous chart-of-accounts combinations, the schedules

provide the backup detail while only the object code totals are entered into Planning.Additionally, many of the schedules have Hyperion Planning Input Tables that calculate theseobject code totals for you and provide you with a short table that allows you to keep track ofyour numbers during budget entry.

The budget schedules are:

(1) Staff Schedule

(2) Standing Faculty Schedule

(3) Non-Standing Faculty Schedule

(4) PhD Schedule

(5) Temporary Worker, Student Worker & Teaching Assistant Schedule

(6) Current Expense Schedule

(7) Carry Forward Schedule

(8) Endowment Liquidations and Additions Schedule

(9) Transfer Reconciliation Form(10) Additional Funding Request Form

In the coming pages, we will explain how the schedules work and show the various features anddifferences among them.

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Staff Schedule

The Staff Schedule includes 3 tabs:

Tab 1: Instructions

Tab 2: Professional Staff (Object Code 5100)Tab 3: Support Staff (Object Code 5110)

Each schedule is pre-populated with staff names, job descriptions, and the most

current salary from Wharton Human Resources before they are distributed. The

schedule will be saved in your budget folder in the Pillaradmin drive.

The schedule calculates the new budget based on the percentage increase allowed

by the university. The schedule also allows for distribution among funds for those

staff members who are paid by more than one org or fund.

The staff schedule also generates a Hyperion Planning input table that will help you

calculate fund totals for easier budget entry.

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Professional & Support Staff Schedule

Staff names, titles, and base salaries

are prepopulated by F&A.

Please add other org or fund payments in

columns J U. If salary is only on the

000000 fund, then column V will

automatically calculate. Finally, add any

explanations in the notes column.

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Standing Faculty Schedule

The Standing Faculty Schedule includes 4 tabs:

Tab 1: Instructions

Tab 2: Base Salary (Object Code 5010)Tab 3: Ninths (Object Codes 5053 and 5056)

Tab 4: DARTS (Object Code 5249)

Each schedule is pre-populated with standing faculty names and the most current

salary from the Deputy Deans Office before they are distributed. The schedule willbe saved in your budget folder in the Pillaradmin drive.

The schedule calculates the new budget based on the projected percentage increase

allowed by the university. The schedule also allows for distribution among funds for

those faculty members who are paid by more than one org or fund or have endowed

chairs.

These schedules also generate a Hyperion Planning input table that will help you


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Standing Faculty Schedule, Base Salary Tab

Names and salaries will be

prepopulated. You will need to add

any chair, buy-out, or leave of

absence information.

If you are buying in a faculty member

from another dept, you must add theirname to the schedule and fill in columns L

& M. You should not add this faculty

members base salary to columns F & H.

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Standing Faculty, Ninths Tab

The names and salaries are pulled from

the Base Salary tab automatically.

If the ninth is paid by your own org

on the 000000 fund, enter only the

# of 1/9 column. The formula in

the $ Amt of 1/9 column will

calculate how much to budget.

Be sure all Admin ninth

information is included on this

schedule even if the Admin ninth

is paid by a different ORG.

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Standing Faculty, DARTs Tab

Faculty names are pulled fromthe Base Salary tab

automatically. Add the total amount of Visiting

Faculty DARTs (if applicable) from

your Non-Standing Faculty

Schedule here.

If all DARTs are paid on the 010702

fund, then you need to fill in only

the 010702 DARTs column.

1

1

For 010702 DARTs, you will need

to budget both a transfer in (4820)

and the spending (5249). For

010703 and 4xxxxx Fund DARTs,

you should only budget the

spending (5249).


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Non-Standing Faculty Schedule

The Non-Standing Faculty Schedule includes 4 tabs:

Tab 1: Instructions

Tab 2: Visiting Faculty (Object Code 5011)Tab 3: Other Non-Standing Faculty (Object Code 5020)

Tab 4: Summer Instruction (Object Code 5052)

Each tab will be blank when you open it because there are too many changes fromyear to year for F&A to pre-populate the schedule. The schedule will be saved inyour budget folder in the Pillaradmin drive.

The schedule also allows for distribution among funds for those non-standing faculty

members who are paid by more than one fund.

The schedule also generates a Hyperion Planning input table that will help you


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Visiting Faculty Schedule

Enter total DARTS to the Visiting

Faculty row on the DARTS tab of the

Standing Faculty Schedule.

Use this Input Table to enter totals into Planning.

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Other Non-Standing Faculty Schedule

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Summer Instruction Schedule

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PhD Schedule

The PhD Schedule includes 2 tabs:

Tab 1: Stipends

Tab 2: Tuition and Health InsuranceYou should only enter data to blue sections only. All white and orange sections containformulas that will update automatically.

Stipend Tab:

In the top portion, enter your department's stipend amount and # of slots funded

by the school. In the lower portion, you will enter each PhD student name, status and year in the

program. You will then complete the stipend funding source section byindicating the funds that will be used to pay the stipends.

Tuition & Health Insurance Tab:

PhD names, status and year will feed from the stipend tab.

You will complete the funding source sections by indicating the funds that will beused to pay the tuition, fees and health insurance. The lower orange section(Hyperion Input Table) will calculate the necessary transfers to support fees andhealth insurance for students over your allotted slot number.

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PhD Schedule, Tab 1: Stipends

Input to BLUE sections only. All white and orange areas

contain formulas that will update automatically.

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This input table will fill in

automatically based on your

entries in the schedule above. You

may change the OBJ Codes as

needed to reflect how stipends are

paid in your department.


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PhD Schedule, Tab 2: Tuition & Health Insurance

PhD Student name, status and year will fill in

automatically from your input on the Stipend Tab.

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These input tables will

automatically fill based on your

entries in the schedule above. The

transfers from 010701 to 000000

for PhDs over the allotted slots will

calculate automatically.


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Temporary Staff & Teaching Assistant Schedule

The Temporary Staff & Teaching Assistant Schedule includes 4 tabs:

Tab 1: Temporary Staff (Object Code 5134)

Tab 2: Work-Study (Object Code 5139)

Tab 3: TAs (Object Code 5040)

Tab 4: Summer TAs (Object Code 5049)

Each tab will be blank when you open it because there are too many changes fromyear to year for F&A to pre-populate the schedule. The schedule will be saved inyour budget folder in the Pillaradmin drive.

The schedule also allows for distribution among funds for those Temporary Workersand Teaching Assistants who are paid by more than one fund.

The schedule also generates a Hyperion Planning input table that will help you


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T St ff S h d l


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Temporary Staff Schedule

The Total Cost willcalculate automatically

based on your input of the

hourly wage and estimated

annual hours.

Instead ofthe workers

names, you may enter the job

title or a brief description of

the work to be performed. Ifthere are multiple workers

performing the same job, you

can group them together in

the same row (e.g. Student

Data Assistants (3).

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Total Charged to 000000 Fund

will calculate automatically as

the default fund after all

Payments from other Funds

have been deducted.

Total Charged to 000000 Fund should

not be greater than last yearsbudgeted amount. Else, an additional

funding request should be submitted

for the difference.

W k St d S h d l


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Work-Study Schedule

The Total Cost paid by

Dept will calculate

automatically based onyour input of the hourly

wage and estimated

annual hours.

The Hourly Wage Paid by

Dept will calculate based on

your input of the Hourly

Wage (actual wage received

by the student) and Term,since the departments cost

varies (Academic Year at 40%

and Summer at 60%).

21

Total Charged to 000000

Fund will calculate

automatically as the default

fund after all Payments

from other Funds havebeen deducted.

Total Charged to 000000 Fund should

not be greater than last years

budgeted amount. Else, an additional

funding request should be submitted

for the difference.

T hi A i t t S h d l


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Teaching Assistant Schedule

The Total TA Cost will

calculate automatically

based on your input of the

section and pay rate

information.

You need not list each section

of the course individually

unless each section has

unique TA payment

arrangements.

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Total Charged to 000000 Fund should not be greater

than last years budgeted amount. Else, an additional

funding request should be submitted for the

difference.


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Current Expense Schedule

The Current Expense Schedule calculates the allowable 000000 Fund total current

expense amount based on actual results from the prior two years and the budget

year parameter increase.

This schedule also calculates a recommended current expense budget amount for

010701 based on actual results from the prior two years and the budget year

parameter increase.

If you anticipate current expense spending for this fund to differ from the

recommended amount, there is a place to insert your budget as well as to

provide an explanation for the difference.

For funds other than the 000000 fund (i.e., 010701, 4xxxxx, 6xxxxx, etc.):

Important not to simply budget current expense to equal revenue/cash

balance amount. While F&A will provide a parameter for 010701, since this fund is typically

consistent from year to year, we will provide trending as a guide.

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Your allowable 000000 Fund Current

Expense budget is provided here. You

can decide how this amount should be

allocated in Hyperion Planning among

the various Object Codes, but the total of

all Current Expense Object Codes should

equal this amount.

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If you

anticipate

010701spending to

differ from the

recommended

amount, you

may budget

the amount

you believe to

be more

accurate.

If applicable, enter revised 010701 budget amount based on your calculation

and provide an explanation for the difference between the recommended

amount and what you have budgeted.


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Fund Carry Forward Schedule

You may have carry forward cash balances in some of your funds and may be

planning to budget expenses against them.

There is no place in Hyperion Planning that shows these carry forwards.

Instead, you will need to budget expenses to these funds assuming the carry

forward you are projecting.

When you do this, F&A will see a projected deficit in Hyperion Planning. For this

reason, we need a schedule showing your expected carry forward by fund.

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Fund Carry Forward Schedule

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You can pull the information for

columns F-J from the Endowment

& Gift Fund Analysis Report from

Hyperion Reports after you have

entered the budgeted activity to

Planning. Enter Inflows (revenue,

transfer-ins) as a positive amount

and Outflows (expenses, transfer-

outs) as negative amounts.

The Anticipated Liquidation

amount is your estimate of

the amount (if any) you plan

to liquidate from theendowment in the upcoming

year.

The Estimated Surplus/Deficit

amount is your estimate of the

cash position of this fund at theend of the current fiscal year.


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Endowment Additions and Liquidations Schedule

AIF Income will be populated in Hyperion Planning based on market value as of the end of the

prior fiscal year. For example, if you are budgeting FY11 the market value Hyperion would use

for the AIF calculation is as of June 30, 2009.

Activities such as additions, liquidations, and reinvestments impact the market value and as a

result, influence the amount of AIF income earned by the endowment.

Activities that occur or are expected to occur during the current fiscal year and the upcoming

(budgeted) fiscal year need to be entered into Hyperion Planning Form S1: Endowment

Additions & Liquidations. For example, if you are budgeting FY11, you will need to enter anyaddition, liquidation or reinvestment activities for the current fiscal year (FY10) and for the

upcoming fiscal year (FY11).

Hyperion then calculates the new AIF income based on the change in market value due to

additions/reinvestments (increased AIF income) or liquidations (decreased AIF income).

Enter expected activities to the Endowment Additions and Liquidations Schedule, which will

convert this data to an easy format for input to the S1 Form in Hyperion.

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Endowment Additions & Liquidations Schedule

Use the Current Fiscal Year table to enter any activity

occurring during the current year. For the next fiscal year

(FY11 in this case), you should spread the total amount

evenly across the months (by dividing the total by 12) if you

are unsure of the specific month that the activity will occur.

Use the Hyperion Planning Input Table

to complete the S1 form in Planning.

Type the numbers exactly as they appear

here, remembering especially to enter

the correct sign.

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Endowment Additions & Liquidations Schedule

Enter amounts as absolute values to the Current Fiscal Year

and FY11 tables . The Hyperion Planning Input table will

convert the values to the appropriate sign (positive or

negative) for Hyperion entry.

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Form S1: Endowment Additions & Liquidations

Set your dial on Form S1.

You will use the 1710-AIF

INV BK VAL option to enter

liquidations and the Gifts to

Endowment option to enter

additions and reinvestments.

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Transfer Reconciliation Schedule

There are three sections on the Transfer Reconciliation Schedule:

(1) for Transfers within an org,

(2) for Transfers within Wharton but between orgs, and

(3) for Transfers outside of Wharton.

Transfers within an org must reconcile to zero. You must also show bothsides of the transfer (the matching transfer in and out).

Transfers between your org and another org within Wharton mustreconcile to zero at the school level, but please enter only your side of thetransfer on your Transfer Reconciliation Form. You should confirm that theother BA has also budgeted the other side of the transfer.

Transfers between Wharton and an outside school must reconcile at theuniversity level. Again, please check with the other BA to confirm thetransfer, but only put your side of the transfer on the schedule.


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Transfer Reconciliation Schedule

For all transfers within your org, be sure that both the transfer in and out are listed in this section (once

as Transfer In, once as Transfer Out). Be as detailed as possible on the description.

Be sure use the correct sign so that transfer in or out can be distinguished: Negative for Transfers In and Positive for Transfers Out.

You will need to fill in the Hyperion Input / Reconciliation Table from the three sections above. Be sure that the control total = $0.


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Additional Funding Requests Schedule

All requests for additional funding must be budgeted using CREF 07-

9999 in Hyperion Planning.

They must also be listed on the Additional Funding Requests Form.

Please provide as much detail as possible about the request. Please

include your explanation in the Additional Notes column, not as anexcel insert comment. If necessary, you may send supportingdocuments to your Analyst explaining the nature and urgency of therequest.

Finally, submitting a request does not guarantee funding. Requests

from all orgs within Wharton will be reviewed and funded according tothe Deans priorities and available resources.

Additional Funding Request Schedule


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Additional Funding Request Schedule

If the Additional

Notes column does

not provide enough

space to explain the

request, please sendyour budget analyst

additional information

or supporting

documents.


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Hyperion Planning


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Hyperion Planning

In this section, we will discuss:

(1) Hyperion Planning organization, including

a. lingo,

b. fund aggregations, and

c. parent-child relationship,

(2) Hyperion Planning access, includinga. logging on,

b. setting your viewing/budgeting preferences, and

c. how to reset your password, and

(3) Navigation, including

a. selecting forms,

b. setting your dial, and

c. other key things to remember.


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Hyperion Lingo

Plan: The university split up the schools and centers into plans. Theseare essentially 3 separate versions of Planning that improve system

performance because Hyperion Planning would not be able to handle allthe university users in one plan. Wharton is in PennPln2 with 8 otherschools.

Scenarios: Scenarios allow Planning to be used for different purposes,

such as budgeting, forecasting, and recording actuals without losing anydata. You will be entering your budget numbers into the Budget scenario.

Versions: Versions allow Planning to store data from various timeperiods. You will enter your budget in Working Version.

Forms: Forms are where you enter the budgets. There are many forms,which will be covered later in this training.


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Hierarchy Structure

Hyperion Planning and Reports are organized by a hierarchical structurethrough the use of parents and children.

(1) Org Hierarchy: Individual orgs are organized under parents. Someparent orgs only have one child org, and some have multiple children orgs.You will need to know what your parent org(s) are in order to enter yourbudget or run reports.

(2) Fund Hierarchy: In the same way, funds are organized under thefollowing parents: General purpose, Special purpose, DesignatedInvestment, Designated Gift, and Sponsored Programs.

(3) Object Code Hierarchy: Similarly, object code parents organize a group

of object codes.

O G Child O i i


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ORG Parent Child Organization

07YY & WCIT are

the children of

07XX.

Individual orgs 0747, etc. are

the children of WCIT. If you

need to budget 0751, you will

need to know that this org is

located under the parents,

07XX and WCIT.

07XX is the Wharton SchoolParent


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Fund Aggregations

Hyperion Parent Children Fund Numbers

CX0009 General Operating

(000000, 000007, 000008,010703, 010704 Funds)

CX0002 Special Purpose

(010701 and 010702 Funds)

CX0004 Designated Investment(Wharton Endowment Funds)

CX0005 Designated Gift

(Wharton Gift Funds)

CX0007 Sponsored Programs(Wharton 5xxxxx Funds)

CX0003 Service Centers

(000011 Fund)

F d A i i H i Pl i & R


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Fund Aggregations in Hyperion Planning & Reports

Expand the parent

to see the children

below by clicking on

the + sign.

Object Code Parents


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Object Code ParentsObject code parents are listed in a document called Template 1A found at this website:

http://www.budget.upenn.edu/dlDocs/RCM_template_1A.pdf


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Accessing the System

How to Begin

i l i d


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Steps to Access Hyperion Planning and Reports

1. Check your browser settings

2. Go to the Budget website

3. Access Budget Planning Tools

4. Select Workspace for entry into Hyperion Planning and Reports

5. If prompted, install Hyperion Server SSL Certificates the 1st time

6. Log-on to Hyperion.


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Step 1: Browser Settings

Hyperion Planning and Reports are web-based applications, which means

that we have to make sure that the internet browser is set up correctly touse them.

You will need Internet Explorer 6 or 7 (but not 8)

The browser should be set to Refresh the page on every visit to the

page. (Tools Internet Options General tab Settings in Browsing

History Every time I visit first choice.)

The default configuration is identical to BEN Financials so if you use BENFinancials your browser settings should already be correct.

Steps 2-4: Bookmark Budget Planning Tools URL


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Steps 2-4: Bookmark Budget Planning Tools URLhttp://www.budget.upenn.edu/plantools/

Click Workspace

Step 5: Install Hyperion Server SSL Certificates


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Step 5: Install Hyperion Server SSL Certificates(if prompted)

The first time you log into Planning or Reports you may need to add the servers SSL

certificate to your PC. This involves the following steps:

1. Point your browser to https://berks.mr.isc-seo.upenn.edu/HyperionPlanning/ (forPlanning). In the Security Alert window that appears, click View Certificate.

2. Click the Install Certificate button in the certificate information window (theserver listed will actually be berks.mr.isc-seo.upenn.edu).

3. The Certificate Import Wizard appears; click Next to proceed through the wizard.

4. Click Next to automatically select the certificate store.

5. Click Finish to complete the wizard.

6. Click Yes in the Security Warning window to install the certificate.

7. Click OK to acknowledge the import was successful message.

8. Click OK and Yes to close the Certificate and Security Alert windows. Youshould then be directed to the application logon page.

Step 6: Log on & Password Security
https://berks.mr.isc-seo.upenn.edu/HyperionPlanning/https://berks.mr.isc-seo.upenn.edu/HyperionPlanning/https://berks.mr.isc-seo.upenn.edu/HyperionPlanning/https://berks.mr.isc-seo.upenn.edu/HyperionPlanning/


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Step 6: Log on & Password Security

Use your Hyperion User

Name and Password

Password Manager


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Password ManagerIf you forget your password or need to change it, please return to the Budget Planning Tools

homepage. From the left-hand side menu, select Password Manager and follow the steps.


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Initial Setup in Hyperion Planning

S i P f & O i


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Setting Preferences & Options

Once you have logged into Hyperion Planning for the first time, you will need to set

your preferences. This will make navigating through the application easier. You can

set your preferences by:

(1) Logging into Hyperion

(2) Navigating to User Variable Options,

(3) Making your preference choices, and

(4) Saving your preferences.

View of First Screen After Log On


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To access Hyperion Planning:

Click Applications and

PennPln2.

New Hyperion Homepage: This is the screen that you see when you first log in.




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Click on File, Preferences

You must set preferences the first time you log in. Preferences

are those Orgs & Funds that you need to budget. Your access to

orgs has been pre-set by the Central Budget Office through the

Hyperion Planning access form so you will be unable to seeother orgs data.

Navigate to User Variable Options


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Navigate to User Variable Options

Click Here at User Variable Options

Set Preferences on User Variable Options screen


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Set Preferences on User Variable Options screen

Employee Home ORG = PENNID-0001ANY

Organization = ORG-Your org

Fund = CX0012 (This gives you access to all Operating Budget Funds can be limited if youchoose Commonly Used Funds)

Program and CREF = All

Click OK after making your

selections

Click on Magnifying glass to set

each preference.

Setting ORG Preference


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Setting ORG Preference

If you have access: How to set your preferences:

To one parent & all children orgs Set Preferences once by selecting theparent org

To one org Set Preferences once by selecting theorg

To 2 parents & their children orgs Set Preferences for 1 parent at atimeyou will need to change yourpreferences when you are ready tobudget the second parent org

To 2 or more orgs that are not within Set Preferences for 1 org at a

a single Parent timeagain, you will need to changeyour preferences when you move tothe second org

Fund Preference Options


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Fund Preference Options

Hyperion Planning offers the opportunity to limit the number of funds yousee in the program.

You can limit the number of funds you see by selecting the CommonlyUsed Funds option in your preferences. You should only choose thisoption if you do not have specific endowment or gift funds to budget.

If you need to budget only endowments, select ENDOW-RCTR-07, and ifyou need to budget only gift funds, select GIFTS-RCTR-07.

Otherwise, you should leave the preference as All Funds and then selectthe funds you need during input.

Commonly Used Funds Option


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Commonly Used Funds Option

If these are the only funds you budget, then select the Commonly Used Funds Option

on your preferences setting.

Fund # 000000 General

Fund # 000007 University Fellowship

Fund # 000008 Research Asst Matching

Fund # 010701 Dept Discretionary

Fund # 010702 Executive Education and DARTs

Fund # 010703 Deans Initiatives

Fund # 010704 WCIT Capital

How to select your preferences


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How to select your preferences

Click on + to expand all

CX0012 is All Funds

To add or remove selected members, use

these arrows. If you are changing a selectedmember, remove whatever is there BEFORE adding

the new selection. In this screen, we have selected

CX0012, which appears in the Selected Members

box.

You will need to use the Fund Hierarchy information to navigate through the

preference settings. When you click on the magnifying glass, this screen will pop up.


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Using Forms in Hyperion Planning

Hyperion Planning Forms


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yp gHyperion Planning is organized into forms. You will need to navigate to the forms when you are ready to enter

your budget. The forms are divided into three sets: (1) Salary Budgets, (2) Revenue and Expense, and (3)

Departmental Budgets.

Revenue & Expense = Everything else

Salary Budgeting by Fund

Departmental Budgets = Shortened

forms tailored to the object codes that

Wharton most frequently uses. These

are the recommended forms for BA use.

Hyperion Planning Forms


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yp gLevel zero is the spot where data can be entered. You know that you have reached level zero when the

screen is yellow. Wherever the screen is yellow is a place where you can enter data. The screen is green

in the areas where you cannot enter.

Key Things to Remember


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Key Things to RememberBefore you enter data, ask yourself: WHERE AM I? Because many of the forms look

similar, you need to double check that you are in the correct form before starting your

budget input. Additionally, make sure you Set the Dial on your form correctly.

Key Steps While Using Forms

Set the Dial.

Hit GO!

Enter the Data in the Yellow areas.

Hit SAVE!

______________________________________________________________________

Ready to change location (new acct combo)?

Set the Dial.

Hit GO!



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Set the Dial



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Click on Go to refresh the page

whenever changing your account

combination. If you do not press Go,

then you will remain on the old account

combination. Your webpage willrefresh when you have remembered to

press Go.



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Use the Binoculars to locate your

account number. The binoculars will bring up a

search box; simply enter the number you are

looking for and press the up or down arrow to

find it (the enter key does not work).

http://images.google.com/imgres?imgurl=http://www.dkimages.com/discover/previews/1011/50226016.JPG&imgrefurl=http://www.dkimages.com/discover/DKIMAGES/Discover/Home/Animals/Birds/Ornithology-and-Bird-watching/Bird-Watching/Bird-Watching-10.html&usg=__Vv_ix4nLZfB37GXenVZaplfsSKw=&h=339&w=433&sz=33&hl=en&start=24&sig2=WczoIPU46O78AEpYKVWxnA&um=1&tbnid=ZTNIdFoiV5gh7M:&tbnh=99&tbnw=126&prev=/images?q=binoculars+drawing&ndsp=18&hl=en&sa=N&start=18&um=1&ei=nPJNS6hN1JuUB7yu2I0Nhttp://images.google.com/imgres?imgurl=http://www.dkimages.com/discover/previews/1011/50226016.JPG&imgrefurl=http://www.dkimages.com/discover/DKIMAGES/Discover/Home/Animals/Birds/Ornithology-and-Bird-watching/Bird-Watching/Bird-Watching-10.html&usg=__Vv_ix4nLZfB37GXenVZaplfsSKw=&h=339&w=433&sz=33&hl=en&start=24&sig2=WczoIPU46O78AEpYKVWxnA&um=1&tbnid=ZTNIdFoiV5gh7M:&tbnh=99&tbnw=126&prev=/images?q=binoculars+drawing&ndsp=18&hl=en&sa=N&start=18&um=1&ei=nPJNS6hN1JuUB7yu2I0N


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Always remember to Save your information

before exiting the form or all your input will be

lost. Click on the disk or go to FileSave.

ey gs to e e be


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Revenue & Expense Forms


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Option 1: Departmental Budget Forms


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p p g

Departmental Forms

Wharton Forms

Form 3. Current Expense

Option 1: Departmental Budget Forms


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The departmental budget

forms list only the mostcommon Wharton object

codes. Additionally, they only

have 2 columnsone

showing the prior budget year

and one for entering the

current budget.

Option 1: Departmental Budget Forms (Shortcuts)


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Copying and Adjusting From Prior Year

Budget

Step 1: Highlight the entire prior year

column by clicking on the YearTotal box

at the top of the column. When yousee the blue line around the box as

shown here, you know that you have

done this correctly.

Step 2: Click the copy icon in the tool

bar or go to EditCopy.

Step 3: Select the entire current yearcolumn by clicking on the YearTotal

box. Again, you should see the blue

line.

Step 4: Click the paste icon or go to

EditPaste.


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Option 2: Revenue & Expense (Current Expense Form)


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All Object Codes are available down

the side. Although several columns

have yellow entry spots in the

longer forms, please enter numbers

only in the current budget year.


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Salary Budget Forms


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Salary Budgets

II. Multiple Year

Form O. Budget New by Object


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Budgeting Salary Options


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g g y pThere are two different options for budgeting salaries. The best method for you depends on

whether you use only the Commonly Used Funds or you need to budget endowment

and/or gift funds.

1. Use the Standing Faculty By Fund NY Form for budgeting only commonly used funds,

such as 000000, 000007, 000008, 010701, 010702, 010703, and 010704.

2. Use the Salaries & EBs Form for budgeting any other funds.

This form allows you to budget for any fund.

It also allows for any 26 digit account combination.

Any department with Endowment funds or Gift funds should use this form.

This is the recommended form for most departments.

* You will not be entering salary budgets by person in Hyperion Planning. You will be entering

totals from your Input schedules. In order to enter the budget at the total level, you will use

Anyone or no one as the person being budgeted.


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Other Hyperion Planning Information

Form Instructions

Adding Notes (Cell Text)

System Availability

Useful Links

How to Find Form Instructions


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Click View, then Instructions to view directions for

the form you are completing.

Notes in Hyperion Planning


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Cell text is user friendly with a drop down box at any level to make a note. You usethe Edit function to access it.

Notes in Hyperion Planning are not visible, but the input cell will show if a note isattached to that cell with a blue mark in the corner of the cell.


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System Availability


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y y

Hyperion Planning & Reports will generally be available from 7:00 am to midnighteach day.

PennHist, the database used for most reports, will be refreshed with your latestforecasts and budgets from PennPlan at 8:00 am, 12 noon, 4:00 pm and 8:00 pmeach day. You may get a message that you cant save in PennPlan if you try to saveyour work during an export. Wait a few minutes and then you should be able tosave.

Each PennPlan application will be aggregated (meaning it will add up org parentand fund group totals) once an hour as detailed below, except when we areloading PennHist. You can save work in PennPlan while it is aggregating. Yourupdated totals will appear once the aggregation is finished.

PennPln2: 9:50 am, 12:50 pm, 4:50 pm.

The system will not normally be available for users between midnight and 7 amwhen maintenance is scheduled

You can log in from home!

Budget Documentationhttp://www budget upenn edu/PlanTools/doc shtml


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http://www.budget.upenn.edu/PlanTools/doc.shtml

Budgeting Website Links


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Budgeting Website Links

Web Address Description

http://www.budget.upenn.edu/ Office of Budget

http://www.budget.upenn.edu/plantools/ Budget Planning tools

https://planwsprl01.isc-seo.upenn.edu:19043/workspace/index.jsp / Hyperion Planning/Reports

http://www.budget.upenn.edu/PlanTools/doc.shtml / Documentation
http://www.budget.upenn.edu/http://www.budget.upenn.edu/plantools/https://planwsprl01.isc-seo.upenn.edu:19043/workspace/index.jsp%20/http://www.budget.upenn.edu/PlanTools/doc.shtml%20/http://www.budget.upenn.edu/PlanTools/doc.shtml%20/https://planwsprl01.isc-seo.upenn.edu:19043/workspace/index.jsp%20/https://planwsprl01.isc-seo.upenn.edu:19043/workspace/index.jsp%20/https://planwsprl01.isc-seo.upenn.edu:19043/workspace/index.jsp%20/https://berks.mr.isc-seo.upenn.edu/HyperionPlanning/http://www.budget.upenn.edu/plantools/http://www.budget.upenn.edu/http://www.budget.upenn.edu/


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Hyperion Reports


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Do not be afraid to run reportsyou cannot mess up the

numbers! Any errors will simply bring back a report full of

zeros.

Remember that you cannot run reports for about 20 minutes

after 8 am, 12 pm, 4 pm, and 8 pm while the data is

transferred from Hyperion Planning to Reports.

If you have any questions or suggestions for helpful reports,

please call your analyst.


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Hyperion Reports


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We will cover the 5 reports most useful to a BA:

Forecast & Budget Detail Report

Wharton RCM Row and Object Detail-No Rounding

Department Budget Report

YTD Analysis Report

Endowment & Gift Fund Analysis Report

There are many other reports availableplease ask us or use

the Reports matrix to determine which other reports are

useful.

Forecast & Budget Detail Report


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Why? This report is the best report for checking your budget entry

because it provides every single line that has been budgeted with the

entire account string. We require that you run this report and use it to

check your input before promoting your budget.

What? It shows the entire 26-digit account combination along with the

prior year final budget and the current year or working budget. Please

note that the report does not contain EBs or carry forwards.

How? This report works best if you export to Excel and use the AutoFilter

feature.

Where? This report is located in the Account Details, then RevExp folders.

Forecast & Budget Detail Report: What it looks like


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Prior yr

BudgetFY11

Budget


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How to select the org


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You can select a parent org

or an individual org. When

making report selections, all

orgs will be visible, but only

those orgs for which you

have access in Planning will

return data.

How to Run


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Use the magnifying glass to bring

up the fund menu. Click run

when you have selected your

fund group. Running CX0012 will

bring up all funds you have

budgeted. This is the

recommended selection.

Wharton RCM Row & Object Detail Report-No Rounding


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Why? You can use this report to view your org or a particular fund in the

RCM format. It is a good report to use for comparison and forecasting

purposes because it provides prior year actuals, the current years budget,

as well as year-to-date actuals.

What? This report gives you an RCM format report that can be drilled

down to the object code level. It also gives you down to the penny

information rather than rounded dollar amounts.

How? This report is versatile because it can be run at a number of levels

choose whats appropriate to you. You can run it down to the CREF level,

for a parent or an individual org, or for all funds or for a particular fund.

Where? The Wharton RCM Row and Object Detail Report is located in the

School-Specific and Wharton folders.

Wharton RCM Row and Object Detail Report PDF


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Click on the adobe acrobat icon to view

the report in PDF format. You must putthe report in PDF format before printing

it. Print the document by clicking on

the printer icon.

Prior Yr Actuals

Current Yr Budget

YTD Actuals

Where is the report located?


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Expand the School-specific and

Wharton folders. Then select the

Wharton RCM Row and Object

Detail-No Rounding Report.

How to run the report


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You must select yourUser Point of View

before running the

report.

To view all programs,

choose PROG-PROG.

To view all CREFs, choose

CREF-CREF.

To view all funds, choose

FUND-CX0012.

Otherwise, click Select

to scroll through thehierarchy and select the

specific fund, program, or

CREF that you need.


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What the report looks like in PDF


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What the report looks like


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Prior Years Current Year Forecast


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What the report looks like


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Exporting to Excel


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Step 1: Run the report.

Step 2: ExportExcelFully-Formatted Grids and Text

Step 3: The report will pop up in

an Excel spreadsheet.


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Find Specific Information using Auto Filter in Excel


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Step 1: Select a cell above the

table (such as A11)

Step 2: On the Data menu, click

Filter

Step 3: Click on the arrow in the

column you are interested in

filtering. A drop down box will

appear showing all the filters that

can be applied.

Step 4: Check the box to the leftof the filter you wish to apply,

then click the OK button. (If all

boxes are checked, click the

Select All box to unselect all,

then check the specific box you

wish to select).

Now Im Filtered!


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After you filter one column, if you want to focus on even more specific

information, you can filter again on another column, and then again on

another column, and so on. You can click the arrow next to any heading

in any column to apply a filter.

For example, after filtering by object code 5223, you can filter again by

fund if you wish to see Computer Software budgeted only to fund

010704.


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Budget Review Process


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2. Perform a general review of the report as follows:

a. Missing budget items: Is every relevant line from your FY09budget entered for FY10?

b. Duplicate line items: Have I entered the same item twice?

c. Account code entry errors: Are the 26-digits correct?

d. Dollar amount errors: Did I enter the correct dollar amount?


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1. Set the Dial

4. Save your work 3. Click on Go to

refresh the page

whenever

changing your

account

combination.

2. Use Binoculars

to locate acct no.

Documents

Hyp Student Guide