PLANNING

Association of Business Administrators

October 17, 2005

AGENDA
Hyperion Planning Overview
Project Organization
Basic Design Considerations
Status Update
Outstanding Issues
Health System Interface
Users
Training
Timetable
Communication

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

#1 Business Performance Mgt (03/2004)

Visionary in Corporate
Performance Management
(10/2004)

Hyperions Higher Ed
Experience

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

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 inform 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
Forecasting

Current: Cant be done within plan

New: integrated with plan: prior year actuals, current year budget and
actuals

Moving From Transaction Processing to

Decision Support
100% Decision Support
80%
60%

Reporting
Consolidation

40%
Transaction Processing

20%
0%
Current

To-Be

Planning and Analysis

On-Line Analysis
Excel
Briefing/Budget Books

Line Item
Detail

Hyperion
Essbase
Web Forms

Notes, Text
and other
Documentation

Planning
Data
Warehouse

Drill-down
to
transaction
detail

Project Organization
Sponsors/Owners
Robin Beck
Scott Douglass
Bonnie Gibson

Health System Sponsors/Owners

Keith Kasper, Kathy Bramwell
John Kilroy

Project Organization

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

Sponsors/Owners
Robin Beck
Scott Douglass
Bonnie Gibson

Health System Sponsors/Owners

Keith Kasper, Kathy Bramwell
John Kilroy

Project Organization
Sponsors/Owners
Robin Beck
Scott Douglass
Bonnie Gibson

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

Health System Sponsors/Owners

Keith Kasper, Kathy Bramwell
John Kilroy

Project Management/Core Team

Fran Seidita: Budget Office
Amy Miller: ISC
Roxanne Bataitis: Financial Systems
Consultants

ISC Staf

Budget
Office Staf

Finance Staf
(Comptroller,
Training,
Systems)

School and
Center
Staf

Health System
Mgmt/Core Team
(Liaison TBD)

Basic Design Considerations

Implementation of Penns Chart of Accounts
Nomenclature: Scenarios and Versions
Time Periods
Methodology for Pre-populating Forecasts
Detailed Salary Planning

Implementation of Penns Chart of

Accounts
ORG-Program-CREF
Funds and Groups
RCM Rows

Potential Budget Entry Form 0

Budget Expense in General Purpose Funds

Potential Budget Entry Form 0

Budget Expense in General Purpose Funds

Potential Budget Entry Form 1

Budget Expense in General Purpose Funds

Potential Budget Entry Form 2

Budget Revenue in General Purpose Funds

Potential Budget Entry Form 3

Budgeted Revenue and Expense in Designated
Funds

Single Page Format

Treatment of Student Aid

Current (Ben Signs)

Proposed (natural signs)

Revenue
(Tuition Income) (4100 - 4118)
UG Aid (4181-4194)
UG Aid Incentive (4195)
UG Aid Endowment Trans (4196)
Grad & Prof Aid (4180,82,84,85,86,90)

Revenue
Tuition Income

Expense
Compensation
Teaching Assistant (5040)
Research Assistant (5041)
Research Fellow (5044)
Teaching Fellow (5048)
Teaching Assistant Summer (5049)
Research Assistant Summer (5070)

Expense
Compensation
Teaching Assistant (5040)
Research Assistant (5041)
Research Fellow (5044)
Teaching Fellow (5048)
Teaching Asst Summer (5049)
Research Assistant Summer (5070)
Predoc and Ed Fellow

Student Aid
Predoc Trainee and Ed Fellowship
(5045-46)
Tuition TA/RA/TF/RF
(4187-89,4191,5360)

Endowment Income
UG Aid Endowment Trans
Transfers
UG Aid Incentive

Student Aid
UG Aid
Grad & Prof Aid
Tuition TA/RA/TF/RF

Treatment of Student Aid

Current (Ben Signs)

Proposed (natural signs)

Revenue
(Tuition Income) (4100 - 4118)
UG Aid (4181-4194)
UG Aid Incentive (4195)
UG Aid Endowment Trans (4196)
Grad & Prof Aid (4180,82,84,85,86,90)

Revenue
Tuition Income

Expense
Compensation
Teaching Assistant (5040)
Research Assistant (5041)
Research Fellow (5044)
Teaching Fellow (5048)
Teaching Assistant Summer (5049)
Research Assistant Summer (5070)

Expense
Compensation
Teaching Assistant (5040)
Research Assistant (5041)
Research Fellow (5044)
Teaching Fellow (5048)
Teaching Asst Summer (5049)
Research Assistant Summer (5070)
Predoc and Ed Fellow

Student Aid
Predoc Trainee and Ed Fellowship
(5045-46)
Tuition TA/RA/TF/RF
(4187-89,4191,5360)

Endowment Income
UG Aid Endowment Trans
Transfers
UG Aid Incentive

Student Aid
UG Aid
Grad & Prof Aid
Tuition TA/RA/TF/RF

Nomenclature and Time Periods

Nomenclature

Scenarios: Budget, Actual, Forecast

Versions: Winter, Spring, Summer
Actuals for current and prior year
Budget for next and 4 future years
ADJ incorporated into June

Separate reporting cube

Ability to report on more prior years and in

more detail than we display in Planning

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

Detailed Salary Planning

As in Pillar, Responsibility Centers can elect to build

up salary plans person by person, or can budget in a

lump sum
Payments to Faculty and Staff will be pre-populated
by person
Planning for Graduate Students, PostDocs, Student
workers and temps will not be done by person
This initial implementation will not replace SALINC
feed to payroll. That would be a future project

Status Update
Prototype Developed

Revenue and Expense

Salaries
History
Reporting
Data Entry Forms
Interfaces

To Do and To Solve
Still Pending
EB Calculation
Input Assumptions
GAAP Reporting
Prototype Evaluation

Report/Data Entry Form missing link

Data Entry Issue: Pillar wasnt so bad

Performance
Progress, but still some issues
Testing throughout

University/Health System
UNIVERSITY
REVENUE AND
EXPENSE PLAN

HEALTH SYSTEM
REVENUE AND
EXPENSE PLAN

(Ben 26 digits)

(Lawson Accounts)

School of
Medicine
Clinical Dept User
UNIVERSITY
SALARY PLAN
University Paid
Employees
(Ben 26 digits)

HEALTH SYSTEM
SALARY PLAN
Health System Paid
Employees
(Lawson Accounts)

Users
Types

Planners (231)
Interactive (20)
View Only (36)

Numbers: Responsibility Centers need to

evaluate deployment

Security
Designed and Tested using Prudence IDs
LDAP server under development

Will facilitate single sign on (transitioning to

PennKey)

Need to identify users for initial rollout

Revenue and Expense security modeled on

BEN security
Salary security

Based on the paying org: if you pay a person

you see that component of their salary

Training
Training Outline

Advanced Chart of Accounts (Quiz: pass to move on)

Org-Program-CREF
Fund Groups
Org Parents
RCM Rows

Budget Guidelines: University and School specific (Quiz)

Hyperion Web-based (includes multiple exercises and quiz)
Individual and Proctored Group format
Penn Specific Examples available via Help
College of Philadelphia graded exercise
School based follow-up: school specific issues, additional
coaching as needed

Timetable
December rollout for some senior BAs for possible

use in January (Winter). How many will depend on

performance and training

Forecasts
Budget

Likely that most departmental users will still be on

Pillar in January (Winter). Some departmental users

will use Planning this Spring, but probably some will
still be on Pillar. In those cases, Pillar plans will be
loaded into Planning after submission.
Input assumptions will still be in Excel for January
(Winter)
GAAP reporting coming later

Communication
Thursdays at 4:00: The Planning Open House.

Anyone can come and see what has been

accomplished during the previous week

(but call first if youre coming!)

Web site: Budget Office web site will have a Planning

Update link
Periodic e-mail updates to participants and
Responsibility Center senior BAs
We value your feedback:
Budget@pobox.upenn.edu
or any of the Budget Office staff