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)
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
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
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 Organization
Sponsors/Owners
Robin Beck
Scott Douglass
Bonnie Gibson
Health System Sponsors/Owners
Keith Kasper, Kathy Bramwell
John Kilroy
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
Project Management/Core Team
Fran Seidita: Budget Office
Amy Miller: ISC
Roxanne Bataitis: Financial Systems
Consultants
ISC Staff
Budget
Office Staff
Finance Staff
(Comptroller,
Training,
Systems)
School and
Center Staff
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 0
Budget Expense in General Purpose Funds
ORG
FUND
Actual
FY05
Expand
Expand
Expand
Expand
Expand
Expand
EXPENSES
Academic Salaries
Non-Academic Salaries
Total Salaries & Wages
Employee Benefits
Total Compensation
Current Expense
Travel & Entertainment
5200 Faculty Domestic Travel
Supplies and Minor Expense
Non-Capitalized Equipment
Rentals & Leasues
Debt Service
Capital Funding
Other Capital Transactions
Student Expense
Total Direct Expenditures
Expense Credits
Total Direct Exp. After Expense Credits
Budget
FY06
PROG
Forecast Budget
FY06
FY07
CREF
Budget
FY08
Budget
FY09
GO
Potential Budget Entry Form 0
Budget Expense in General Purpose Funds
ORG
FUND
Actual
FY05
Expand
Expand
Expand
Expand
Expand
Expand
EXPENSES
Academic Salaries
Non-Academic Salaries
Total Salaries & Wages
Employee Benefits
Total Compensation
Current Expense
Travel & Entertainment
5200 Faculty Domestic Travel
Supplies and Minor Expense
Non-Capitalized Equipment
Rentals & Leasues
Debt Service
Capital Funding
Other Capital Transactions
Student Expense
Total Direct Expenditures
Expense Credits
Total Direct Exp. After Expense Credits
Budget
FY06
PROG
Forecast Budget
FY06
FY07
CREF
Budget
FY08
Budget
FY09
GO
Potential Budget Entry Form 1
Budget Expense in General Purpose Funds
ORG-PROG-CREF
FUND
Actual
FY05
8300-7000-1234
Expand
Expand
Expand
Expand
Expand
Expand
EXPENSES
Academic Salaries
Non-Academic Salaries
Total Salaries & Wages
Employee Benefits
Total Compensation
Current Expense
Travel & Entertainment
5200 Faculty Domestic Travel
Supplies and Minor Expense
Non-Capitalized Equipment
Rentals & Leasues
Debt Service
Capital Funding
Other Capital Transactions
Student Expense
Total Direct Expenditures
Expense Credits
Total Direct Exp. After Expense Credits
Budget
FY06
FUND 000000
GO
Forecast
FY06
Budget
FY07
Budget
FY08
Budget
FY09
Potential Budget Entry Form 2
Budget Revenue in General Purpose Funds
OBJECT
FUND
Actual
FY05
OBJECT 4920 MISC INCOME
ORG-PROG-CREF
8300-7000-1234
8300-7000-5678
8300-7000-9012
8300-7000 Total
8300-7110-1234
8300-7000-5432
8300-7110-9012
8300-7110 Total
8300 Total
8310-7000-1234
8310-7000-5678
8310-7000-9012
8310-7000 Total
8310-7688-6543
8310-7668-3456
8300-7668-9012
8300-7668 Total
8310 Total
PROV TOTAL
Budget
FY06
FUND 000000
GO
Forecast
FY06
Budget
FY07
Budget
FY08
Budget
FY09
Potential Budget Entry Form 3
Budgeted Revenue and Expense in Designated
Funds
ORG-PROG-CREF
FUND
Actual
FY05
8300-7000-1234
Expand
Expand
Expand
Expand
Expand
Expand
Budget
FY06
FUND 412345
REVENUE TOTAL
EXPENSES
Academic Salaries
Non-Academic Salaries
Total Salaries & Wages
Employee Benefits
Total Compensation
Current Expense
Travel & Entertainment
5200 Faculty Domestic Travel
Supplies and Minor Expense
Non-Capitalized Equipment
Rentals & Leasues
Debt Service
Capital Funding
Other Capital Transactions
Student Expense
Total Direct Expenditures
Expense Credits
Total Direct Exp. After Expense Credits
8300-7000-5678
FUND 412345
REVENUE TOTAL
EXPENSES
Academic Salaries
Non-Academic Salaries
CONTINUED for each ORG-PROG-CREF combination in selected fund…
GO
Forecast
FY06
Budget
FY07
Budget
FY08
Budget
FY09
Single Page Format
FY 2007-FY 2011 Budget Planning Process
All Funds Overview
(a)
($000s)
REVENUES
Undergraduate Regular Tuition Guarantee
Undergraduate Fin. Aid Guarantee
UG Fin. Aid Incentive & Inv. Income Transfer
Net Undergraduate Guarantee
Undergraduate Special & Summer Tuition
Undergraduate Special Fin. Aid
Graduate & Professional Tuition
Graduate & Professional Fin. Aid
Special Programs Tuition
General Fee
Other Fees
Total Net Tuition & Fees
Investment Income
Overhead--Investment Funds
Total Investment Income
Gift Income
Overhead--Gift Funds
Total Gift Income
Grant & Contract Revenue
Indirect Cost Recovery--Grant & Contract
Total Sponsored Program Revenue
Other Income (including Sales & Services)
Total Direct Revenues
Subvention
Commonwealth Appropriation
Total Subvention & PA Appropriation
General Resource Transfers
Bank & Other Transfers
Funding from Allocated Costs
Total Resource Transfers
TOTAL REVENUES & TRANSFERS
EXPENSES
Academic Salaries
Non-Academic Salaries
Total Salaries & Wages
Employee Benefits
Total Compensation
Current Expense
Debt Service
Capital Funding
Other Capital Transactions
Total Capital Transactions
Student Aid Expense
Total Direct Expenditures
(less: Expense Credits)
Total Dir. Exp. After Expense Credits
Library Charges
Facilities Maintenance Charges
University Services & Development Charges
Total Allocated Cost Charges
TOTAL EXPENDITURES
CURRENT-YEAR OPERATING (SUR)/DEF
Final Year-End Adjustments
Current Year Cash Effect--Other Activity
CURRENT-YEAR CASH POSITION (SUR)/DEF
Prior-Year Cash Position (Sur)/Def
CUMULATIVE CASH POSITION (SUR)/DEF
CENTER NAME
(b)
Actual
FY02
(c)
Actual
FY03
(d)
Actual
FY04
(e)
Orig. Bgt.
FY05
(f)
Actual
FY05
(g)
Orig. Bgt.
FY06
Budget Schedule Page 1
(h)
Y-E Proj.
FY06
(i)
Proposed
FY07
(j)
Proposed
FY08
(k)
Proposed
FY09
(l)
Proposed
FY10
(m)
Proposed
FY11
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
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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
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
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
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)
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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