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PLANNING Association of Business Administrators October 17, 2005.

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Presentation on theme: "PLANNING Association of Business Administrators October 17, 2005."— Presentation transcript:

1 PLANNING Association of Business Administrators October 17, 2005

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

3 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)

4 Hyperions Higher Ed Experience

5 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

6 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

7 Moving From Transaction Processing to Decision Support

8 Planning and Analysis On-Line Analysis Briefing/Budget Books Notes, Text and other Documentation Essbase Hyperion Planning Web Forms Excel Data Warehouse Line Item Detail Drill-down to transaction detail

9 Project Organization Sponsors/Owners Robin Beck Scott Douglass Bonnie Gibson ) Health System Sponsors/Owners Keith Kasper, Kathy Bramwell John Kilroy

10 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

11 Project Organization Sponsors/Owners Robin Beck Scott Douglass Bonnie Gibson Project Management/Core Team Fran Seidita: Budget Office Amy Miller: ISC Roxanne Bataitis: Financial Systems ISC StaffBudget Office Staff Finance Staff (Comptroller, Training, Systems) School and Center Staff 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 Consultants Health System Mgmt/Core Team (Liaison TBD)

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

13 Implementation of Penns Chart of Accounts ORG-Program-CREF Funds and Groups RCM Rows

14 Potential Budget Entry Form 0 Budget Expense in General Purpose Funds

15

16 Potential Budget Entry Form 1 Budget Expense in General Purpose Funds

17 Potential Budget Entry Form 2 Budget Revenue in General Purpose Funds

18 Potential Budget Entry Form 3 Budgeted Revenue and Expense in Designated Funds

19 Single Page Format

20 Treatment of Student Aid Current (Ben Signs)Proposed (natural signs) Revenue (Tuition Income) ( ) UG Aid ( ) 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 ( ) Tuition TA/RA/TF/RF ( ,4191,5360) Student Aid UG Aid Grad & Prof Aid Tuition TA/RA/TF/RF

21 Treatment of Student Aid Current (Ben Signs)Proposed (natural signs) Revenue (Tuition Income) ( ) UG Aid ( ) 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 ( ) Tuition TA/RA/TF/RF ( ,4191,5360) Student Aid UG Aid Grad & Prof Aid Tuition TA/RA/TF/RF

22 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

23 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

24 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

25 Status Update Prototype Developed Revenue and Expense Salaries History Reporting Data Entry Forms Interfaces

26 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

27 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)

28 Users Types Planners (231) Interactive (20) View Only (36) Numbers: Responsibility Centers need to evaluate deployment

29 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

30 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

31 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

32 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 updates to participants and Responsibility Center senior BAs We value your feedback: or any of the Budget Office staff


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