1. FY16 Support Unit Budget Submission Hyperion Training Refresh University Budget Office 12/2014

2. HR data load is as of 10/9/2014. Employees are pre-loaded to specific cost pools and commitment source. Push runs every two hours. Each push takes about 30 minutes. Enterprise System is working on fixing FY14 and FY15 reports. FY15 Support Unit Final Approved Budget is in SharePoint. If submitted flat budget does not match approved 2014-2015 flat budget, please indicate reason for additional expenditure, amount, justification, name of approver and date approved. Hyperion will be closed on 1/12/15. Key Notes Before Entering In Hyperion

3. Review Initial Load - Run Budget Lines + Benefits Report Enterprise Reporting->Access Reporting->Financial Information->Budget->UF Budgeting Working In Hyperion Home Dept Earnings Dept We preloaded employee to a specific cost pool and commitment source based on the DeptID, fund, SOF, and DeptFlex in the payroll distribution. Please review the cost pool and commitment source information in the report and make sure your employees are in the correct cost pool and commitment source.

4. Check your IE Browser Settings * If you have IE10 or IE11, please use compatibility mode. Contact your IT support if you are not sure how to setup the compatibility mode. Current Hyperion version doesn’t support IE9 and above. Please contact us if you see any issue with IE9, IE10 or IE11. Working In Hyperion

5. Change User Preference Open UBO_PSPB, go to File->Preferences, click “Planning” at the bottom of the left side menu, click “User Variables” tab on the upper right corner. Working In Hyperion

6. Basic View for HCP and Advanced View for Operating Budget

7. Working In Hyperion Demo Update Salary Change Distribution Assign Existing Employee Assign To Be Hired Add New Position – Send request to the Budget Office Change Status More?

8. Working In Hyperion Change Status In case you need to de-activate an employee in the middle of the budgeting year, please follow the steps below: 1. Update Status in the “Status Changes” tab. Assuming the employee is active till the end of August. In the Change Status popup window, input “9/1/2015” as the Effective Start Date, and leave the Effective End Date blank. Save the change.

9. Working In Hyperion Change Status - Continue 2. Run the two calculations

10. Working In Hyperion Change Status - Continue 3. Change the Assignment End Date on the General tab PLEASE NOTE: If you update the Assignment End Date in the General tab first, the “Status Change” update will be messed up.

11. Working In Hyperion Running Calculations Run on specific employee or position Mass Calculation – Calculate Compensation Expense

12. Working In Hyperion Running Calculations Mass Calculation – Allocate Compensation Budget to GL Accounts This covers existing employees on existing positions This covers To Be Hired on existing positions. This covers To Be Hired on new positions.

13. Working In Hyperion Check Job Status You don’t need to wait till the calculation is done. You can navigate to other pages while the job is running. Go to Tools->Job Console to check your job status. Click on “Completed” will give your more details of the job.

14. Working In Hyperion Review Calculation Go to Budget Preparation->Review entity Compensation Budgets ->Review Allocation Results Employee name are blocked for privacy reason Make sure the differences are all zero. You need to re-run the calculation if you see values highlighted in red.

15. Working In Hyperion Copy Working Flat to Working Optimal We recommend you start with Working Flat. Then copy it over to Working Optimal. Go to Tools->Copy Version

16. Working In Hyperion Copy Working Flat to Working Optimal Select “SU_Budget” for Scenario, “Working Flat” for Copy From and “Working Optimal” for Copy To. Click “Go”. The list of Available Entities will be populated. Make sure to select both your D_XXXXXXXX departments and your HR_XXXX departments to copy over the employees/positions and operating budget.

17. Full Training - PST953 - Requesting UF Budgets for Support Units http://hr.ufl.edu/learn-grow/just-in-time- training/myufl-toolkits/requesting-uf-budgets- for-support-units/ -

18. 3. Change User Preference: 4. Check Your View mode: Basic View->HCP Advanced View->Operating Budget 2. Check Your IE Browser: User Compatibility Model for IE10 and IE11. Contact your IT Support for setup. 1. Review your Initial Data Load Run the Budget Lines + Benefits Report: Enterprise Reporting->Access Reporting- >Financial Information->Budget->UF Budgeting 5. Working on Flat Budget Update salary Update distribution Add or terminate employee Change FTE Change Status Run the two calculations Review Allocation Results Special Note: Change Status a. Update status in “Status Changes” tab b. Run the two calcs on the employee c. Change the Assignment End date on the General tab Recommended Checklist For Working in Hyperion 6. Review Operating Budget Run the Support Unit Budget Request report. 7. Copy Flat to Optimal Make sure to select both your D_XXXXXXXX DeptIDs and your HR_XXXX DeptIDs. 8. Working on Optimal Budget Make sure to put comments and prioritize your optimal budget requests. 9. Notice Budget Office Please let us know when you are done. Existing employees on existing positions To Be Hired on existing positions. To Be Hired on new positions. Special Note: Run the Calc: Calculate Compensation Expense; Allocate Compensation to GL Accounts (see below)