PLANNING Association of Business Administrators October 17, 2005.

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 Business Performance Mgt (03/2004)

#1 in Financial and Business Performance Management Applications

#1 in Budgeting & Planning

“Visionary” in Corporate Performance Management (10/2004)

Hyperion’s 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: Can’t be done within plan New: integrated with plan: prior year actuals, current year budget and

actuals

Moving From Transaction Processing to Decision Support

0%

20%

40%

60%

80%

100%

Current To-Be

Transaction Processing

Consolidation

Reporting

Decision Support

Planning and AnalysisOn-Line Analysis

Briefing/Budget Books

Notes, Text and other DocumentationEssbase

Hyperion

PlanningWeb Forms

Excel

DataWarehouse

Line ItemDetail

•Drill-down to transaction detail

Project Organization

Sponsors/OwnersRobin Beck

Scott DouglassBonnie Gibson

)

Health System Sponsors/Owners

Keith Kasper, Kathy Bramwell

John Kilroy




Advisory BoardBonnie Gibson, ChairKathy Bramwell, SOMJohn Horn, FinanceJohn Keane, LibraryTrevor Lewis , WhartonEileen Mayko, Anbg. CtrJanet Plantan, GSELisa Prasad, FRES Ramin Sedehi, SASPeter Sepe, Business Srvs.Tom Stump, SEASGreg Tausz, FinanceMary Lee Brown, AuditBill Turner, VPULJeanne Curtis, ISCTBD, Provost OfficeMike Harris, EVP



John Kilroy




Project Management/Core TeamFran Seidita: Budget Office

Amy Miller: ISCRoxanne Bataitis: Financial Systems

ISC Staff

Budget Office Staff

Finance Staff

(Comptroller, Training, Systems)

School and

Center Staff

Advisory BoardBonnie Gibson, ChairKathy Bramwell, SOMJohn Horn, FinanceJohn Keane, LibraryTrevor Lewis , WhartonEileen Mayko, Anbg. CtrJanet Plantan, GSELisa Prasad, FRES Ramin Sedehi, SASPeter Sepe, Business Srvs.Tom Stump, SEASGreg Tausz, FinanceMary Lee Brown, AuditBill Turner, VPULJeanne Curtis, ISCTBD, Provost OfficeMike Harris, EVP



John Kilroy

Consultants

Health System Mgmt/Core

Team(Liaison TBD)

Basic Design Considerations

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

Implementation of Penn’s Chart of Accounts ORG-Program-CREF

Funds and Groups

RCM Rows

Potential Budget Entry Form 0Budget Expense in General Purpose Funds

ORG FUND PROG CREF GO

Actual Budget Forecast Budget Budget BudgetFY05 FY06 FY06 FY07 FY08 FY09

EXPENSES Academic Salaries

Non-Academic SalariesTotal Salaries & WagesEmployee BenefitsTotal Compensation

Expand Current ExpenseExpand Travel & EntertainmentExpand 5200 Faculty Domestic TravelExpand Supplies and Minor ExpenseExpand Non-Capitalized EquipmentExpand Rentals & Leasues

Debt ServiceCapital FundingOther Capital TransactionsStudent ExpenseTotal Direct ExpendituresExpense CreditsTotal Direct Exp. After Expense Credits

Potential Budget Entry Form 1 Budget Expense in General Purpose Funds

ORG-PROG-CREF FUND GO


8300-7000-1234 FUND 000000EXPENSES

Academic Salaries Non-Academic SalariesTotal Salaries & WagesEmployee BenefitsTotal Compensation



Potential Budget Entry Form 2Budget Revenue in General Purpose Funds

OBJECT FUND GO


OBJECT 4920 MISC INCOME FUND 000000ORG-PROG-CREF

8300-7000-12348300-7000-56788300-7000-90128300-7000 Total8300-7110-12348300-7000-5432

8300-7110-9012 8300-7110 Total 8300 Total 8310-7000-1234 8310-7000-5678

8310-7000-90128310-7000 Total8310-7688-65438310-7668-34568300-7668-90128300-7668 Total8310 TotalPROV TOTAL

Potential Budget Entry Form 3Budgeted Revenue and Expense in Designated

Funds ORG-PROG-CREF FUND GO


8300-7000-1234 FUND 412345REVENUE TOTALEXPENSES

Academic Salaries Non-Academic SalariesTotal Salaries & WagesEmployee BenefitsTotal Compensation



8300-7000-5678 FUND 412345REVENUE TOTALEXPENSES

Academic Salaries Non-Academic SalariesCONTINUED for each ORG-PROG-CREF combination in selected fund…

FY 2007-FY 2011 Budget Planning ProcessAll Funds Overview CENTER NAME Budget Schedule Page 1

(a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m)Actual Actual Actual Orig. Bgt. Actual Orig. Bgt. Y-E Proj. Proposed Proposed Proposed Proposed Proposed

($000s) FY02 FY03 FY04 FY05 FY05 FY06 FY06 FY07 FY08 FY09 FY10 FY11REVENUES

Undergraduate Regular Tuition GuaranteeUndergraduate Fin. Aid GuaranteeUG Fin. Aid Incentive & Inv. Income Transfer

Net Undergraduate GuaranteeUndergraduate Special & Summer TuitionUndergraduate Special Fin. AidGraduate & Professional TuitionGraduate & Professional Fin. AidSpecial Programs TuitionGeneral FeeOther FeesTotal Net Tuition & Fees

Investment Income Overhead--Investment Funds

Total Investment IncomeGift Income Overhead--Gift Funds

Total Gift IncomeGrant & Contract RevenueIndirect Cost Recovery--Grant & Contract

Total Sponsored Program RevenueOther Income (including Sales & Services)Total Direct RevenuesSubventionCommonwealth AppropriationTotal Subvention & PA Appropriation

General Resource TransfersBank & Other TransfersFunding from Allocated Costs

Total Resource TransfersTOTAL REVENUES & TRANSFERSEXPENSES

Academic SalariesNon-Academic Salaries

Total Salaries & WagesEmployee BenefitsTotal CompensationCurrent Expense

Debt ServiceCapital FundingOther Capital Transactions

Total Capital TransactionsStudent Aid ExpenseTotal Direct Expenditures(less: Expense Credits)Total Dir. Exp. After Expense Credits

Library ChargesFacilities Maintenance ChargesUniversity Services & Development Charges

Total Allocated Cost ChargesTOTAL EXPENDITURESCURRENT-YEAR OPERATING (SUR)/DEFFinal Year-End AdjustmentsCurrent Year Cash Effect--Other ActivityCURRENT-YEAR CASH POSITION (SUR)/DEFPrior-Year Cash Position (Sur)/DefCUMULATIVE CASH POSITION (SUR)/DEF

Single Page Format

Treatment of Student AidCurrent (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

Endowment Income

UG Aid Endowment Trans

Transfers

UG Aid Incentive

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)

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 wasn’t so bad

Performance Progress, but still some issues

Testing throughout

University/Health System

School of Medicine

Clinical Dept User

UNIVERSITY REVENUE AND EXPENSE PLAN

(Ben 26 digits)

UNIVERSITY SALARY PLAN

University Paid Employees

(Ben 26 digits)

HEALTH SYSTEM REVENUE AND EXPENSE PLAN

(Lawson Accounts)

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 you’re 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:

[email protected]

or any of the Budget Office staff

PLANNING Association of Business Administrators October 17, 2005.

Documents

Transcript of PLANNING Association of Business Administrators October 17, 2005.