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Hyperion User Manual - Human Resource Services

1. OWE Campus or Weather Emergency OCH 230 On Call Hol Wkend Diff Pay OCW 225 On Call Week Day Diff Pay SEP Evening Shift 5 Differential a SNP Night Shift 10 Differential UOT UPD Overtime a ADU Additional Duties HSC BNS Bonus ESC 170 Extra Comp 5 ESH 175 Extra Comp H ESL 180 Extra Comp Lumo Sum e gr Hep 12 If you want to make this effective as of July 1 2014 click inside the Effective Start Date field For example change the date to 7 1 2014 13 Click the Add button F Add Additional Earnings Windows Internet Explorer U2 hy jams eR rt 14 Click in the Override Option Value field and enter the Amount of the additional earnings For example enter 500 00 umpu yec veias Position Detais FTE Status Changes salary Override Option Value Option Start Date Option End Date Value Type Input Earning Type Allows Value Ci 7m4 Amount Spread with Salary Benefit Eigible Yes Hyperion Budgeting 61 15 Click the Option End Date field and enter the date this option amount will end For example enter 7 30 14 es Salar oat red eet Amount Spread with Salary Percentage of Salary Percentage of Overall Earnings Percentage of Other Earnings Amount July Amount Amount September 1 Amount Oc
2. Edit Position Details 7 1 14 Calculate Compensation Expense 1 iia Allocate Compensation Budget to GL Accounts 7 1 14 7 1 14 isting Employes ign To Be Hired Employee i i ol 15 Enter the name of the new employee or a placeholder name or description if unknown NOTE If you know the UFID and want to input it best practice is to input it as UFID_XXXXXXXX otherwise if you input a number only the system will treat it as a dollar figure and add a decimal and cents Hyperion Budgeting 43 16 Be sure to indicate the correct Full Part Time status Union Code FTE and Effective Date if different from default 17 Click the Assign button Assign To Be Hired Employee Windows Intemet Explor E Alberta Gator Full time None 1 7 1 2014 18 Note the message at the top of the window indicating the Position was filled successfully and the Occupancy Status of the position is now Filled EP_SC_FillPosition was successful x io F Worki o RESOURCES DIRECTOR 6 001201 7 1 14 12 months r 19 Click on the Maintain filled positions form and find the To Be Hired employee just assigned 20 Right click on the To Be Hired employee and choose Edit Employee Details Hyperion Budgeting 44 21 If you changed the default FTE value in step 16 above choose the FTE tab to ensure 00005479 To be Hired 4
3. ___ x No Dept Flex FundSudRefSOF NoFund Program No Program Entifs 62010000 HR HR ADMINISTRATION Cost Pool General Admin Commitment Source Support Unit Funding Hyperion Budgeting 116 7 Scroll down and confirm the file is attached You will see an icon in the upper right corner of the cell NOTE When you mouse over the cell you will al attached Opening Documents 1 Right click on the cell that contains the d 2 Click the Open Document option w Student Assistants Salaries Column FY15 dget Working Cut is cell is read only is cell has a document attached so see a message indicating a document is locument you want to open 655110 STUDENT ASSISTANTS Student Assistants Salaries 655120 STUDENT ASST EARN FR 16 000 18 06 ElStudent Assistants Fringe Benefit 659110 OTHER OPS EARNINGS ElOther OPS Salaries 3 Click Open Hyperion Budgeting 117 What do you want to do with Sample doc Type Microsoft Word 97 2003 From qat budget erp ufl edu gt Open The file won t be saved automatically N gt Save gt Saveas NOTE If the document is Excel file the file will open in Excel You will see login screen popup it may pop up a few times Click Cancel the file will open in Excel Open document function doesn t always work Enterprise
4. E mail Link Add to Favorites Create Shortcut Cut Ctri X Copy Ctriec Delete Delete Properties Alt Enter Edit Permissions Refresh FS NOTE You can attach many types of documents such as Excel Word PDF etc Documents can be attached to level 0 member or parent member Hyperion Budgeting 120 Control Amount Used This form is used to confirm that the total expense lines for both the Control and Working budgets equal After spreading budget dollars and before sending to CFO you should confirm both budgets balance Page FineArts 4 101 CRRNT i Go FYI4 Budget Control Working Final 11 367 879 11 367 879 1 436 216 Salaries and Benefits Other Personal Services 1 436 216 Other Operating Expenses Scholarships and Financial Aid 194 021 194 021 o brary Resources Operating Capital Outlay Insurance and Risk Management Waiver Operating Expenditures Debt Service Transfers Expense Overhead Charge Non Operating Expenditures Total Expense 12 998 116 12 998 116 12 998 116 12 998 116 If they do not equal spread adjustments will need to be made prior to submitting to CFO Hyperion Budgeting 121 Smart View Opening Smart View Smart View allows you to access and work in the same Hyperion forms in a more familiar Excel environ
5. pall uuas Home Insert Page Layout Formulas Data Review View Developer Add Ins Smart Q E Cell Comments amp Lock Ny Drill through Z Approvals l E Supporting Details E Calculate ER Submit Data Copy Version a Document Attachment 389 Adjust A More Data Workflow et Worksheet ERP QAT HYP AP2_UFPSPB_T_1 13020100 FR ART DIRECTOR X 101 CRRNT NO_SOF X No Department Flex Refresh f 711700 DATA PROCESSING SERVICES 742100 REPAIRS and MAINT FURN and EQUIP Repairs and Maintenance 452 721400 GARBAGE COLLECTION 267 Utilities 267 NOTE The unsaved data appears orange in Smart View When data is submitted the cell turns yellow Copy Paste and Cut The copy paste and cut function are the same as those in Excel Hyperion Budgeting 128 Adding Missing Accounts The adding missing accounts procedure allows you to add accounts that were not previously used but will be needed and used in the future 1 From the Planning tab click the Calculate button on the Smart View ribbon 2 Click Rules on Form Developer E catcutate B submit fata Copy Version Analyze Refresh Ad Hoc POV Budget Worksheet ERP QAT HYP AP2_UFPSHB 13020100 FR ART DIRECTOR 101 CRRNT NO_SOF No Department Flex Add Ins Workflow a A65 F 711700 DATA PROCESSING SERVICES Business Rule PlanType Type CalcBudgetiW
6. Hyperion Budgeting 53 6 Click the Save button 7 If no additional changes are needed to this position skip to step 24 In this example we need to change the benefits from a TEAMS rate to a Faculty rate Change the Salary Admin Plan 8 Right click on the newly changed position 9 Choose Edit Position Details P_00005015 EMER DIR amp PROF 000018 10 Click the Salary tab Notice the Salary Admin Plan still says TA12 which is a TEAMS salary admin plan 12 Go back to the Salary tab and right click on any of the cells in the Position Details section Hyperion Budgeting 54 13 Click Delete Salary Information Select Salary Grade Salary Grades Current Budget Item 1st Element Change 15 Right click on any cell in the Position Details section and choose Add Salary Information to add a new salary admin plan 5c _Deetesaziement was successful Hyperion Budgeting 55 16 Click the Salary Grade Select Members icons to search for and locate the appropriate salary grade for this position Add Salary ion Windows Internet Lo jes IS el Select Salary Grade TAIZ Enter Effective Start Date 7 1 2014 Help In this example we will choose FA09 which is a 9 month faculty Salary Admin Plan 17 Expand the Salary Grades and Faculty categories and then click FA09 18 Once FA09 is c
7. o Name FA b Additional Earnings Benefits E E Benefit Selection E Ex Gudcctediines Benefits E gt Prompt Page Budget Reports Bo amp gt rt Unit Budget Request Bo SU Budget Request 2 Choose your required search criteria Hyperion Budgeting 25 3 Choose your additional search criteria In this example we will use HR_6201 data After entering scroll to bottom of form or top of the form 4 Click Finish and wait for the report to run Cancel lt Back Next gt Finish 5 Review your report Hyperion Budgeting 26 Fa TI Update Current Employees Distributions amp Data NOTE This procedure was formerly known as Adjusting a Distribution NOTE Depending on your department size you may get a large data warning Simply click Yes UBO_PSPB Manage Position Budgets Manage Position Employee Assignments Filled I Budget Preparation Bheview employee inform Cis pus croerene i ia cn Hie es Pac inl be ea ec Manage positon and enp iment positon data ves e Dimanta fled positons This procedure is used to make changes to particular parameters of an employee s distribution such as changing an employee s Entity Hyperion Budgeting 27 1 From the Maintain filled positions form choose your desired Entity from the Entity drop down field 1201 Grad School Office of the Dean 1202 Grad Minority Pro
8. Entity 62010000 HR HR ADMINISTRATION Cost Pool General A Add Child Add Sibling Delete Delete All Pro F15 BegBalance 5 To add an additional line on the same level choose the Add Sibling button Account 771100 IN STATE TRAVEL Dept Flex No Dept Flex Entity 620 A0AL HR HR ADMINIS Add Siblii RATION Cost Pool Gener Delete _ Delete All F15 BegBalance Budget Working Cut Add Child Hyperion Budgeting 103 6 Type in a description for the second detail line 7 You will click the Add Child button if you need to include a calculated detail line In this example we will input the calculations that contribute to the lodging costs Account 771100 IN STATE TRAVEL Dept Flex No Dept Flex Entity 62010000 HR HR ADMINISTRATION Cost Pool Gener Add Child Add Sibling Delete Delete All fy mis NOTE A child detail line will appear slightly indented from the previous parent line 8 Type in the description of the child line NOTE In this example we are calculating 32 days of lodging at 125 per night Account 771100 IN STATE TRAVEL Dept Flex No Dept Flex Entity 62010000 HR HR ADMINISTRATION Cost Pool Gene Add Child Add Sibling Delete Delete All mis BegBalance Budget Working Cut Airfare 3 000 Lodging 125 Hotel Rate 12 104 Hyperion Budgetin
9. PST954 Hyperion Budgeting University Budget Office Office of the Vice President and Chief Financial Officer March 2014 UF FLORIDA The Foundation for The Gator Nation Table of Contents HYPERION OVERVIEW we 2 Overview ar Internet Option Setting aod Pop up Blocker aid Change the custom level of Trusted Sites eccececeeseseeeeeeeseeeeeeeseeeesesaeeeesesaeeeseesaeeeseesateeteeeatease 3 LOI A A O E EA A A T A E E A A A E 7 Setting Hyperion User Preferences Changing Default Opening Page This is an optional setting change Changing Hyperion Display Settings e eissisesisiniseniuanineniuenineninenineniuaninenineninaninanindn naninan n n n n ni WORKSPACE ccccssssssssessessssscssessseecsseeassacsnceeeassaesneenssaeenesnsasencesusacsaceaeeaseassatenseaseaeensensaneeueassaseacsaueaseaees 14 Hyperion Navigation ws cccsescccasccscsstecscecssnctsancascuteedecaceestecaeuencecossscrsaaedeueacuevuseesseondercantivancesese 14 Toolbar ICONS ccccccsssssesssssssscssessenscsssesessesseeuseesseesssessueuscauseussseseeesenessessesasenuseueuseusseseogees 14 Hyperion Processes i 2 ic0 csscsevesescrsceceesssessecscesdeeies sasdeeezecere sees sustessssoseesaces sveebivensierenswessasesveh 16 View Modes To Change View Modes BUDGET PREPARATION sssssssssssssssssssesessessssanssseeseseneesnesssneseesneesusessersnenseeseesneeseesereatenseessseaeesaneasts 17 Manage Position and Employee Data For
10. Working a NOTE A message displays at the top of the window to indicate the process was successfully run EP_SC_EmpDistElmCost_All was successful EJ X 6 Once you see the rule was run successfully click the Allocate compensation to general ledger accounts option in the left panel 7 Click the Launch button Hyperion Budgeting 70 Budget Preparation ChReview employee information h Mass adjust compensation and fringe Manage position and employee data Sekt uel Maintain position data Plan Type Qy Mantain filed positions lHo h Maintain employees by position ers Qh Fil to be hired vacances HCP Rule EP_SC_AllocDistCost calculations The Allocate compensation to general ledger accounts procedure makes all edits available to the general ledger and after the push will be available for Budget Request Submission procedures IMPORTANT You will run this procedure multiple times depending on the types of edits you ve made to the positions in the Maintain position data form and the Maintain filled positions data form The type of edits you completed during the Budget Prep process will determine how many times you will need to run the Allocate compensation to general ledger accurate procedure For example if you made 3 edits to the positions employees that were filled to be hired and vacancy respectively you will run the Allocate compensation to general ledger ac
11. Budget a b Select Working from left Member Name list c Click the right pointing Select arrow to move the Working version to the right side Member Name list Hyperion Budgeting 66 d Click OK m o Menbers es Pater 7 9 o 4 Make sure Scenario is set to Budget a Select the Scenario Select Members icon EP_SC_EmpDistElmCost_All Select Version Working Select Scenario Budget Select Entity Unspecified Entity b Select Budget from the left Scenario list c Click the right pointing arrow to move the Budget scenario to the right Scenario list Hyperion Budgeting 67 d Click OK uie m g members variaties AO Pathe aaa 5 Select the appropriate Entity Select Members icon EP_SC_EmpDistElmCost_All Wt Select Version Working BW Select Scenario Budget Select Entity Unspecified Entity a Click your Department or College to select it b Click the right arrow to place it on the right side of the screen Hyperion Budgeting 68 c Click the OK button Pcwer 78 p 6 Click the Launch button Hyperion Budgeting 69 NOTE The blue line across the time will ping pong back and forth until the process is done This many take several minutes to process EP_SC_EmpDistElmCost_All BW Select Version
12. AST 000908 3 COMPUTER APPLICATIONS 4 HUMAN RESOURCES REP 000824 8 HUMAN RESOURCES REP 000824 9 HUMAN RESOURCES DIRECT 4 Click the FTE tab 5 Right click anywhere in the blue area of the screen that states No FTE assignments are defined 6 Choose Update FTE Hyperion Budgeting 41 Update FTE 7 Input the FTE for this position 8 Remove the Effective End Date If you do not remove the end date it adds an unnecessary FTE line for the next available date sequence 9 Click Add GR Update FTE Windows Internet Explorer b Enter FTE 1 Enter Effective Start Date 07 01 2014 Enter Effective End Date 10 Confirm the assignment appears under the FTE tab Hyperion Budgeting 42 FTE Start Date FTE End Date zaj z 11 Click the Maintain position data form again and notice your position should now read Vacant in the Occupancy Status field 12 Right click the Position number P_00005478 HUMAN RESOURCES REP 000829 P_00005479 HUMAN RESOURCES DIRECTOR 6 001201 HUMAN RESOURCES DIRECTOR 6 001201 P_00005481 HUMAN RESOURCES CRD 2 001298 13 Point to the Assign Employee on the pop up menu 14 Click the Assign To Be Hired Employee option P_00005479 rowan RESOURCES DIRECTOR 6 001201 7 1 14
13. Budgeting 133 Control Amount Used This form is used to confirm that the total expense lines for both the Control and Working budgets equal After spreading budget dollars and before sending to CFO you should confirm both budgets balance Faek uNe If they do not equal spread adjustments will need to be made prior to submitting to CFO Hyperion Budgeting 134 Below screenshot shows the color coding for cells with comments supporting details and unsaved data Attaching documents using Smart View does not work if you need documents attached please do so within Hyperion 7 Cells with unsaved data are gt highlighted in orange a Cells with attached document Cell with supporting details 8 8 Blels oe 8 o ely e s a e s e lal aw h 4 Cell with comments has blue outline Hyperion Budgeting 135 Cell Formatting 1 You can change the color coding in Smart View gt Options gt Formatting uncheck Use Excel Formatting 2 Go to Cell Styles right click on the formatting to change the font background or border SYepreoadencs iin deers orter E Eiger C Colenso RE Prepotes Y Dolau Sies Move Up C Move Down FPS Planino paver ate em LBA Fome Hyperion Budgeting 136 Security The following myUFL security roles are created
14. Business Affairs EMP_Vice President for Development Hyperion Budgeting 79 6 Click the right pointing Select arrow to move it to the right side of the window 7 Click the OK button Employee Variables Pade 7 BG p Member Name a 4 EMP_Senior Vice President for Health Affairs EMP _Vice President and Chief Financial Officer EMP_Vice President and Chief Information Officer EMP _Vice President and General Counsel EMP _Vice President for Business Affairs EMP_Vice President for Development EMP _Vice President for Enrollment Management EMP_Vice President for Human Resources EMP_S3 EMP_Vice President for Research EMP_Nice President for Student Affairs EMP_Vice President for University Relations 8 Complete steps 10 15 of the To Allocate To Be Hired Positions process starting on page 75 Hyperion Budgeting 80 Review Allocation Results To confirm the data has been processed successfully you ll review a report to show you what was processed 1 Click the expand arrow next to Review entity compensation budgets to view the reports available 2 Click the Review Allocation Results option C Alocate compensation to gener 2 Review position budgets C Review employee budgets ay Review element budgets Review FTE Ass
15. HUMAN ces Calculate Compensation Expense P_00005480 Allocate Compensation Budget to GL Accounts P_00005481 5 z Delete Employee Assignment P oosa 5 Enpovee Edit Employee Details P_00005486 Change Status gt Sze to Fit Filter gt p_oooosas7 Fite Analyze New Ad Hoc Grid you have a valid FTE 22 Choose the Salary tab and ensure you have a valid salary If not input the new salary E Employee Details Position Details dollar amount If changes are made be sure to save 23 Choose the Benefits Elections tab and ensure you have valid benefits and save 24 Choose the Distribution tab and input your distribution information and save See Procedure 2 above 25 Run both the Calculate and Allocate procedures Hyperion Budgeting 45 Employee Status Change Common status changes are to inactive due to maternity leave military leave retirement part way through the fiscal year etc 1 From Maintain filled positions form right click the relevant employee for which you are changing status 2 Click the Edit Employee Details P_00005272 Mitchell Ronda Clemons 41839908 PROGRAM AST _____ _______ _ Cakculate Compensation Expense ProT COSES agate Compensation Budget to GL Accounts 00005478 Adkinson H paste Employes Assignment 00005480 Czapiewski go E R Edit Employee Details P_00005481 Moon Co Chang
16. Local interest in E Que Links D Search PUMIND ES C Access Request System COOneS Gy Accounts Payable Mie Accounts Receivable View At sgl D Allocations pe T Budgeting C Commitment Controt UF Budget Preparation Compensation ER ur ryperion Susgeting Hyperion Budgeting 7 Hyperion opens with the HomePage displayed by default ORACLE Enterprise Performance Management System Workspace Fusion Edition eas a orse Favorites pnan Applications Ariese Open Planning Amies A orse gece Shared Workspace Pages NOTE You may choose to display either the HomePage or the UBO_PSPB Application as the opening page by changing this setting in Hyperion User Preferences NOTE Also note that previous fiscal year data will appear on the HomePage For example above you can see FY14PSPB As the years pass you will see FY15PSPB FY16PSPB etc These applications are the view only data that was entered for that fiscal years submissions Hyperion Budgeting Setting Hyperion User Preferences Let s look at how to setup user preferences before we begin using the application to prep and submit UF budgets Setting user preferences allows you to define the default content that will display when you login to Hyperion optional It also allows you to define formatting page options and additional options mandatory Changing Default Opening Page This is an optional s
17. Select Entity HR_1302 A Select Position p_o0003467 W Select Scenario Budget w b Select All Positions from the left Positions list c Click the right pointing Select arrow to move it to the right side of the screen d Click the OK button Oracle Hyperion ignning Fusion Edition Windows Intemet E plorer Dimensions Postion Members Variables Se Peer FB g Penbe Name Menber rame Position Position Tost all Positions om m r OK J cancel NOTE It s important to choose All Positions If you leave the default Position or indicate a specific position only that position data will allocate 11 Make sure to choose Budget a Select the Scenario Select Members icon Hyperion Budgeting 75 b Select Budget from the left Scenario list c Click the right pointing Select arrow to move it to the right side of the screen d Click OK Hyperion Budgeting 76 12 Confirm you are working on the correct budget Version NOTE Change to appropriate version if needed W Select Version 13 Click the Launch button 14 The blue bar will continue to ping pong back and forth while the process is running Hyperion Budgeting Tr 15 Confirm the process runs successfully by noted the messa
18. Supporting Detail Add or edit supporting details to selected cell Add Edit Document Add or edit attached documents for the selected cell Open Document Open the attached document for the selected cell Instructions Show the instruction details for the open data form Open in Smart Open data from in Smart View This button does not work View and will not be used Some tools can be accessed by right clicking on the desired area of the form and displaying the shortcut menu Seed Final Version p Adjust Insert Comment Supporting Detail Add Edit Document Lock Unlock Cells LS Analyze New Ad Hoc Grid Hyperion Budgeting 15 Hyperion Processes There are two specific and individual processes you will complete using Hyperion to successfully submit your budget each fiscal year Those processes include multiple procedural steps and are titled e Budget Preparation e Budget Submission Using Basic View eManage and calculate position and employee data UF Budget Office View Modes You will use Hyperion to prepare your budget by managing and calculating position and employee data first and then to submit your budgets to the University Budget Office You will use two separate Views within the Hyperion application to do this View Mode Purpose 1 Basic To manage and calculate position and employee data including salary 2 Advanced To submit your All Funds Budge
19. Systems is aware of this issue and working on the resolution Removing Documents from the Worksheet 1 Right click the cell that contains the document you wish to remove 2 Click the Add Edit Document option Salaries and Benefits 655110 STUDENT ASSIST Student Assistants Salaries 655120 STUDENT ASST EARN FRNG P EStygent Assistants Fringe Benefit 659110 OTHER OPS EARNINGS Other OPS Salaries Add Edit Doasment Open Document Ls 659120 OTHER OPS FRINGE POOL Lock Unlock Cells E New Ad Hoc Grid EOther Personal Services 5 oop 85 086 3 Click the Clear button from the Add Edit Document window Hyperion Budgeting 118 Insert a hyperlink to a document or browse to the Workspace to attach a document For example http Dept Flex No Dept Flex FundSudRefSOF No Fund Program No Program Entity 62010000 HR HR ADMINISTRATION Cost Pool General Admin Commitment Source Support Unit Funding Student Assistants Sak i aT 4 Click the Submit button 5 Scroll down and confirm the file has successfully been removed Page 62010000 HR HR ADMINISTRATION v Hyperion Budgeting 119 Deleting Documents from Hyperion 1 Click the Explore button from toolbar 2 Open your folder right click the file and choose Delete HomePage UBO Folders Root Sample Content Open Shared Workspace Pages Open In
20. and 03010000 for VP of Enrollment Management You don t have to go down to 03020100 or 03020300 deptID level Similarly if you plan to budget at GL account level select the GL accounts you need to budget to and input your value If plan to budget at higher level for example if you want to budget at Contractual Services level pick one GL account under Contractual Services and input your value You can either pick the GL account where you spend most of the Contractual Services or pick the GL account 71000 Contractual Services We will release State Appropriations at the 600000 650000 and 700000 categories as we have in the past 1 Select your Department from the Entity drop down field if needed 2 Select the appropriate FundBudRefSOF Dept Flex if needed and Program 3 Then click the Go button Hyperion Budgeting 87 13020100 FR ART DIRECTOR gt 101 CRRNT NO_SOF Mi No Department Flex gt 4 el Pe a 1100 GENERAL ACADEMIC Waren v i Fis FYi4 FY FYI F12 Budget Budget Actual Actual Actual Final Final Final Control Working Final Final NOTE The upcoming fiscal year appears first in the workspace following by the previous 3 fiscal years The upcoming fiscal year will display 3 budget columns Control this is the initial budget the Budget Office inputs for the new fiscal year Working this is your working budget This is where
21. button Message from webpage A Rule was run successfully 21 Scroll down to verify the new account has appeared in your worksheet 22 Notice the new account now appears in the Travel and Training section UBO_PSPB All Funds Budget Budget Worksheet Level 0 Accounts Only B0_PSPB P Forms z B Hamen captal aming SDRDIOD FR ARTORECTOR i 1O1 CRANTNO SOF I NoDeporimentFex 0 BB Al Funds Budget 99 1100 GENERAL ACADEMIC INSTRUCTION B support units Fas GEI Budget Budget Working Fral 734200 COMPUTER SOFTWARE 734800 ATTRACT COMP EQUIP NOT CAP 738000 MISC OTHER SUPPLIES 793300 SPECIALTY PRINTING 771005 DOMESTIC TRAVEL 5 BUD ONLY 771200 OUT OF STATE TRAVEL 772000 FOREIGN TRAVEL 791000 MEMBERSHIPS and DUES Hyperion Budgeting 98 23 Click within the Foreign Travel cell of the appropriate budget column 24 Enter the amount you wish to budget for that acount For this example enter 100 25 Click the Save button NOTE This account will remain in your worksheet as long as you budget for it by placing a value in the cell NOTE If you decide you don t need want to budget for this account you can clear the cell of all data and save the worksheet The account will no longer appear Or if you enter a 0 into the cell the account will remain visable as long as you did
22. for users UF_N_BP_COLLEGE_PLANNER This role will grant access to view and update budget information in UF s budget software at the college level UF_N_BP_COLLEGE_VIEWER This role will grant access to view budget information in UF s budget software at the college level UF_N_BP_DEPT_PLANNER This role will grant access to view and update budget information in UF s budget software at the department level UF_N_BP_DEPT_VIEWER This role will grant access to view budget information in UF s budget software at the department level To have access to Hyperion application the support unit users should request the UF_N_BP_COLLEGE_PLANNER role Users have read and write access to their responsible areas only For example the VP and Chief Information Officer user can only view and input budget for all IT departments not other areas like Finance and Accounting The SVP areas have read access to all the areas under their umbrella For example the SVP for Academic Affairs and the Provost Office can view the budget of DOCE Graduate School Library International Center Enrollment Management CFO Purchasing Contracts and Grants Finance and Accounting and Student Affairs However the SVP for Academic Affairs and the Provost Office can only input and modify budget for the Provost s Office not the other areas just mentioned Hyperion Budgeting 137 UBO_PSPB All Funds Budget Application Overview Dimensions represent the k
23. not suppress zeros in your user preferences for the current fiscal year Comments Supporting Details and Documents To elaborate on or explain the data entered into any cell you may choose to add comments supporting details or documents to the appropriate cell Adding Comments 1 Right click on the cell to which you wish to add a comment 2 Choose Insert Comment Building Maintenance and Suppes 740000 REPAIRS AND MAINTENANCE 741100 REPAIRS ANO MAINT BUILD BLN CAE NENTS Repars and Maintenance 711700 DATA PROCESSING SERVICES Data Processing 732100 OFFICE SUPPLIES GENERAL 3 Type in the desired comment 4 Click the Submit button Hyperion Budgeting 99 Comment Windows Internet Explorer You can tell a cell has a comment attached by noted the icon that appears in the upper right corner of the cell 740000 REPAIRS AND MAINTENANCE 741100 REPAIRS AND MAINT BUILDII Editing Comments 1 Right click the cell that has a comment 2 Click the View Comment option View Comment Delete Comment Ws Hyperion Budgeting 100 3 Change your comment as needed 4 Click the Submit button Deleting Comments 1 Right click the cell that has a comment 2 Click the Delete Comment option Adjust View Comment Building Maintenance and Supplies 740000 REPAIRS AND MAINTENANCE 741100 REPAIRS AND MAINT BU
24. position constre Takes effect after you restart Internet Explorer Hyperion Budgeting 5 6 Continue scrolling down to the bottom disable Enable XSS Filter a Anonymous logon Automatic logon only in Intranet zone Automatic logon with current user name and password Prompt for user name and password 4 m r Takes effect after you restart Internet Explorer Reset custom settings Reset to Medium default X Reset m 7 Click OK _ Allow scripting of Microsoft web browser control _ Allow script initiated windows without size or position constra Disable Enable D Alu wahnanee tn nea ractrictad nentarnle fnr active cantar IL Takes effect after you restart Internet Explorer Reset custom settings Reset to Medium default Hyperion Budgeting 6 8 If a warning message displays click Yes Warning A D Are you sure you want to change the settings for this zone 9 Click OK again IMPORTANT Remember you need to repeat these steps for both Internet and Local intranet zones 10 Close and re open your browser Logging In The Hyperion budget submission application is incorporated to myUFL portal After logging into myUFL navigate to Budgeting gt UF Hyperion Budgeting mufa Tarse O my Account me E C My Sel Service My Campus Finances instructios O Calendars Dusios GI Hep nang
25. you amake your plans for spending for the fiscal year e Final this is your final confirmed budget for the fiscal year and the Budget Office will populate this column once everything has been finalized Seeding Budgets Seeding budgets allows you to take budget data from current or previous fiscal year s and populate your Working budget for the upcoming year This process allows you to quickly add data to use as a starting point for budgeting without having to manually enter large amounts of budget data 1 Right click the upcoming fiscal year Working budget column header 2 Point to Seed Budget from menu T UBO_psPB 13020100 FR ART DIRECTOR 101 CRRNT NO_SOF v NoDepartmentFlex 4 1100 GENERAL ACADEMIC INSTRUCTION v 4 A FY15 FY14 FY14 Budget Actual Control Workina Final Final Final Seed Budget gt Show Control Accounts p Minimize Restore 611110 FACULTY 1 421 353 Hyperion Budgeting 88 3 Click from Current year YTD Actual 4 Scroll down to confirm non salary accounts have seeded correctly NOTE you will notice that Salary account 600 s do NOT reflect the data from the current year Actual Salary data is pushed over from Budget Prep and is not editable in All Funds Budget Budget Submission If you wish to make a change to salary data you must return to Budget Preparation and make the change
26. 1000 MEMBERSHIPS anc 791100 SUBSCRIPTIONS Dues and Subscriptions Hyperion Budgeting 93 2 Double click the OPERBUD PopulateAccount rule From the Runtime Prompts window indicate the account you wish to add NOTE Do NOT change any of the other fields in this window 3 Click the Account Select Members button Select Account s to add Select Account DO NOT CHANGE Set By Form No Commitment Source DO NOT CHANGE Set By Form No Cost Pool DO NOT CHANGE Set By Form No Dept Flex a Launch Close Create runtime prompt values file Hyperion Budgeting 94 You will drill down and locate the account you wish to add within the left Member Name column NOTE When adding OPS Salary accounts please choose the second choice in the list as the first choice in the list is the pre fringe benefit pool account and this account is no longer active You will not be able to input data into this account cell once added In this example we are going to add an additional Travel account 4 Click the Total Accounts Expand icon 5 Click the Net Revenue and Expense Expand icon 6 Click the Total Expense Expand icon 7 Click the Operating Expenditures Expand icon 8 Click the Other Operating Expenses Expand icon Peter 7 BE g AV Member Name Member Name Account Account Total Accounts Select Account Equities Net Revenue and Expense Total
27. Add an additional distribution to a current employee 2 Update current employee s distributions amp data 3 Budget Worksheet Level 0 accounts only 1 Run Distribution Report All Fun 4 Control Amount Used F Budget Hyperion Budgeting 17 Manage Position and Employee Data Forms Maintain position data This form should only be used to make changes to positions Updating employee distributions and data is performed within a different form Maintain filled positions This form should only be used to make changes to existing and to be hired employees This is where you would make any changes to distributions salary benefits etc Maintain employees by position Maintain employees by position was originally designed to display positions and employees together in one form but due to the level of complexity and resulting confusion the UBO does not recommend using this form Fill to be hired vacancies Fill to be hired vacancies can be used to display all to be hired positions for one entity and serves as a convenient location to see all of your to be hired positions Use of this form for its original intended purpose will not be covered in this course This functionality does not currently work correctly as Hyperion is currently being used at UF Budget Preparation amp Review employee information amp Mass adjust compensation and fringe E Manage position and employee data L4 Maintain position data 24 Maintain f
28. DGET APPLICATION OVERVIEW ssssssssssssssssssessssesssssstseseeenees 138 ANECON E i icicessccccicesenndstieseoucdsdssbisdencesssetep dsstsecuddesevecesesatcsensausssnccssvsessdeodesqautesdsaededsodesesetevese 138 iniii AANER MEREEN EE EE NEE AS E E LAS AESA EESTE PRETENEN 138 Fund Budget Reference Source of Fund sscsssssessesecesecseseseeceseceseceseeseeeeseeeseeseeeseesenee 138 Program Dept Flex SCOMAM o E A E EAE EEIE TEANTA PAEA EEN AE E A DE ATE NETA SEENE 138 MOTON aiio ane A AAE EEA a E R A ONE 139 YOM sacceasctcssscecrssasecsovttssopeesssaccsacssesdanaees sannssanod caaseassstacseadvaadsnausduacseeooees capsasssacesacseeseanenesse 139 Hyperion Overview Overview Hyperion is a centralized Excel and Web based planning budgeting and forecasting solution that integrates financial and operational fiscal processes and improves business predictability Support Units and Responsibility Centers enter budget data through web forms using a web browser Current year budget and two years of actual data are provided to facilitate the budgeting process Support Units and Responsibility Centers can also choose to open these same forms in Smart View which is integrated into Excel to input and submit the budget through Excel or use the Smart View Ad Hoc functionality Internet Option Setting Before you login to Hyperion you need to change some Internet Option settings to smooth the access of Hyperion applications through the browse
29. Date 7 1 14 s Enter Union Code None x Enter Full Part Time Full time Help _ Assign Cancel x d 4 Enter the correct FTE Effective Date Union Code and Full Part Time status if different from position defaults NOTE All these fields are required 5 Click the Assign button 6 To confirm the change click the Maintain filled positions form and verify the assigned employee data appears associated with the proper position 7 Right click on name of newly assigned existing employee and choose Edit Employee Detail to make any needed distribution and salary changes 8 Click Save button NOTE Remember to run the calculations for changes to become active Hyperion Budgeting 40 Assigning a To Be Hired Employee You would assign a To Be Hired employee for those positions not yet budgeted but will be in the future or for new employees hired after the snap shot was taken To include the budget information for the future employee in your budget preparation procedure you would assign a To Be Hired employee as a place holder 1 From the Maintain position data form locate the position for which you wish to assign a To Be Hired employee 2 Notice the Occupancy Status for this position will indicate Not Budgeted or Vacant 3 Right click on the position and choose Edit Position Details B CLERK SR 000738 5 HUMAN RESOURCES CRD 2 00 2 HUMAN RESOURCES VICE PRES 9 PROGRAM
30. Employee re ey FT PT Number Date UFID_01230000 Shine Raynor 01230000 asi Fay par Fun time EBs Eligible UFF 200 4 Right click the Allocation label you wish to delete 5 Select Delete Distribution Information General Position Details FTE st Entity Segment Fund Segment Program 1st Allocation 5 13020 a No Fund PRG_O1 2nd Allocation D_13020100 _ 101 CRRNT NO_SOFPRG_110 Return to Previous Data Form Calculate Compensation Expense Allocate Compensation Budget to GL Accounts View Allocated Expenses 6 Click in the Percentage Allocation field of the remaining allocation 7 Enter 100 NOTE Remember the lines must add up to 100 General Position Details FTE Status Changes Salary Additional Earnings Fringes 8 Click the Save button Hyperion Budgeting 36 Calculate and Allocate Compensation Budgets per Edit After each edit you make you may choose to calculate and allocate These procedures will process all needed calculations and allocate the updated data to the Budgets Submission mode within Hyperion These procedures can take a long time depending on your area and number of employees As such the University Budget Office recommends you run these procedures from the Budget Prep panel once all edits updates are done If you choose to calculate and allocate after each edit it s very important that you note where you are before running thes
31. GITAL RESOURCE CEN Hyperion Budgeting 85 3 Choose your FundBudRefSOF from the FundBudRefSOF drop down field UBO_PSPB 13020100 FR ART DIRECTOR n 101 CRRNT NO_SOF v i 1100 GENERAL ACADEMIC INSTRUCTION v Ez 4101 CRRNT HSCFCPA 4 Choose your Dept Flex from the Dept Flex drop down field 13020100 FR ART DIRECTOR 101 CRRNT NO_SOF O101INT INTEREST TRANSFERS gt dt no de No Department Flex NOTE If your ChartField string does not include Departmental Flex this field must display No Department Flex Type in no de into the search field then choose No Department Flex from result list Page 1100 GENERAL ACADEMIC INSTRUCTION tH 5 Choose the appropriate program from the Program drop down field UB0_psPs 13020100 FR ART DIRECTOR MM 101 CRRNT NO_SOF NoDepartment Flex gt 4 Page ral 0100 PHYSICAL PLANT ADMINISTRATION 4 6111 0300 BUILDING MAINTENANCE at 6111 PRG_03 0500 CUSTODIAL SERVICES 6113 1100 GENERAL ACADEMIC INSTRUCTION 61 kd Hyperion Budgeting 86 6 Click Go button UBO_PSPB 13020100 FR ART DIRECTOR bak 101 CRRNT NO_SOF No Department Flex v Page 1100 GENERAL ACADEMIC INSTRUCTION RA C Verify the displayed data is wh
32. ILDIN NOTE Comments can be added to a level 0 member or parent member Hyperion Budgeting 101 Supporting Details This function allows you to add calculations or aggregate lines to your budget cells For example Travel and Training you can add the airfare cost lodge meals etc to the cell as supporting details Adding Supporting Details 1 Right click in cell to which you wish to add supporting details 2 Select the Supporting Detail option 771100 IN STATE TRAVEL 771200 OUT OF STATE TRAVEL Seed Final Version gt Edit Adjust Insert Comment 791200 PROFESSIONAL LICENSES Bpeti Bee ETravel and Training 791000 MEMBERSHIPS and DUES Dues and Subscriptions The Supporting Detail window will pop up for you to enter the supporting detail Supporting Detad Account 771100 IN STATE TRAVEL Dept Flex No Dept Flex FundBudRefSOF No Fund Program No Program Entity 62010000 HR HR ADMINISTRATION Cost Pool General Admin Commitment Source Support Unit Funding Add Child Ad Sibling Delete Delete All t Hoe Duplicate Row Hyperion Budgeting 102 You can add as many detail lines as needed In this example we will add Airfare and Hotel costs 3 Type in the description of the first detail line in the Untitled field 4 Tab over and type in the amount of this detail line Account 771100 IN STATE TRAVEL Dept Flex No Dept Flex
33. Import files into Hyperion 109 Adding Documents Opening Documents Removing Documents from the Worksheet Deleting Documents from Hyperion Control Amount Used SMART VIEW ccccsciccossiessnsiossnsesassscsssteiecsseesataatcesactatictadetaatassedsacuenadssanissansacabeadssndeiesaiedasouiaostaesauaisaesiedaie 122 Opening Smart View arysirna i Aa NEA OPa E rE Ea E E EPRE AN 122 Setting up Smart View Shared Connections URL ssessssesssessssesssenssensrsnessnesrenensnesrsensseene 122 Smart View Option Settings sscccsescsssssesssseeeseeessseesssseeeeseneessseseaseeeeeseeeesssseeaseneeeeees 124 Connecting to Hyperion in Smart VieW ccsssccceesseesssecsssseeeeseeeessseesaseceeeeseeeesseeeaseneeenees 125 Input and Save Budget Data in Smart VieW sssessssesssesssrssssrsrsnesrnnsresnseensreenseennrennsrennsene 128 Copy Paste and CUt i is cccessensecnstdssocescssscsesnascssnncessescesseantsseseesstacesenasessssecsetsensesnsssesocerdeees 128 Adding Missing Accounts sscssssscceessscessscssseeeeessneessseesaseeeeessceesenaesaseneeseseeenseseeasenseeee 129 Adding Comments lt s cceasesesscncssnaceessacseanctessseasestnssedntacesentersinsnesscsnesennerseaseseocenssseaceree 132 Adding Supporting Details niione iE ENEN A E O 133 Control AMOUNT Used ourn A RR E A 134 Cell Formatting usna E E A A AEA A O 136 SEGURI TY irainei anA A a E Aaaa aA A ana aaae aS AEA 137 UBO_PSPB ALL FUNDS BU
34. ORACLE Enterprise Performa Close HR Save Print 3 From the Preferences window select the Planning option in the list of options on the left side of the screen 4 Select the Display Options tab at the top of the screen Hyperion Budgeting 11 Application Setting Number Formatting Thousands Separator Decimal Separator Authentication Negative Sign Negative Color Page Options Use Application Default Explore Remember selected page members Yes e Allow Search When Number of Pages Exceeds 20 E SQR Production Reporting Indentation of Members on Page Indent based on hierarchy Other Options Use Application Default a Remember most recent page visited ves E Financial Reporting Show consolidation operators Data Form Setting E Warn if data form larger than cells specified m Show the specified members on each Dimensions Page 14 B Show the specified records on each Assign Access Page 25 m UI Theme Normal Text Size Normal v Planning Date Format Automatically Detect F e 5 Select your desired options You are welcome to customize your desired Display Options settings as you see fit Some suggested default settings include Number Formatting e Thousands Separator choose Comma e Decimal Separator choose Dot e Negative Sign choose Prefixed Minus e Negative Color choose Red Page Options e Indentation of Members on Pa
35. Revenue Total Expense _ Operating Expenditures Salaries and Benefits Other Personal Services l Building Maintenance and Supplies Moter Fuels and Lubricants Repairs and Maintenance 9 Scroll down as needed Hyperion Budgeting 95 10 Click the Travel and Training Expand icon 11 Click the 771005 object 12 Once you have located the desired account you will move it to the right side Member Name Column 13 Only the accounts listed on the right side will appear in your worksheet 14 Click the Right pointing Select arrow 15 Confirm the correct account appears on the right side 16 Click the OK button Hyperion Budgeting 96 Plnr 2 Be g 1 Food 1 Advertising Marketing Sa 771006 771100 771200 772000 Hyperion Budgeting Select Account s to add Select Account 771005 DO NOT CHANGE Set By Form No Commitment Source DO NOT CHANGE Set By Form No Cost Pool DO NOT CHANGE Set By Form No Dept Fiex 97 18 After launching the rule you will receive a confirmation message 19 Click the OK
36. SPB SeedBudgetFromCurrentActual was successful BE 15000100 FR ARTORECTOR A _101 CRRNTNO_SOF 08 No eparimentFiex il 100 GENERAL ACADEMIC INSTRUCTION 4 Page Fis Frid Budget Budget Working Final COMPUTER SOFTWARE 500 ATTRACT COMP EQUIP NOT CAP MISC OTHER SUPPLIES SPECIALTY PRINTING s 5 818 PRINTING REPRODUCTION OTHER FREIGHT ADVERTISING MARKETING IN STATE TRAVEL OUT OF STATE TRAVEL FOREIGN TRAVEL MEMBERSHIPS and DUES PATIENT CARE COSTS MISCELLANEOUS OPERATING EXP m J elat gees e8ege NOTE Data may be entered manually into any white cell instead of seeding if desired Hyperion Budgeting 92 Adding Missing Accounts The adding missing accounts procedure allows you to add accounts that were not previously used but will be needed and used in the future 1 Within the Content Pane on the left side of your screen you will see a rule labeled OPERBUD PopulateAccount Bp Forms B Human Capital Planning 13020100 FR ART DIRECTOR i 101 CRRNT NO_SOF B support units OOS 4100 GENERAL ACADEMIC INSTRUCTION 4 Fyis Budget Working Postage and Freight 713000 ADVERTISING lAdvertising Marketing 771100 IN STATE TRAVEL 771200 OUT OF STATE TR 772000 FOREIGN TRAVEL Travel and Training 79
37. TE of this position you would delete the Effective End Date Otherwise the updated FTE will return to the previous value after that end date passes 4 Click the Salary Tab 5 Input a Salary amount to hold in the Override Option Value cell Please keep in mind that the fringes will automatically calculate so if you have an exact amount you need to hold adjust the number you input for fringe benefits Employee Vacancy Date Date Change Value pe 20000 00 annal 6 Click the Save button 7 Go to the Distribution tab and input your distribution information and save See Procedure 2 above 8 Run both the Calculate and Allocate procedures Hyperion Budgeting 64 Calculate and Allocate Compensation per Entity In Hyperion you have the option of calculating and allocating after each edit or once all edits have been completed It s recommended that the last procedures you complete as part of the Budget Prep process is to run the Calculate compensation budgets and Allocate compensation to general ledger accounts procedures After all edits are complete from the Budget Prep panel 1 Run Calculate compensation budgets once 2 Run Allocate compensation to general ledger accounts as many times as needed depending on the number of edits that involved Filled Vacant or To be filled employees or positions For example let s say you made 10 edits of which 4 were filled positions 2 were to be hir
38. and Allocate Compensation Budget to GL Accounts NOTE The Calculate and Allocate process may take a few minutes 13 Right click within any form cell to access the pop up menu 14 Click the Return to Previous Data Form option Hyperion Budgeting 48 Removing an Assignment NOTE This procedure previously referred to as Deleting an Employee 1 From the Maintain filled positions form 2 Right click the Name of the individual of which you want to delete 3 Select Delete Employee Assignment P_00005273 To be Hired 3 COMDLITED ziha Calculate Compensation Expense Allocate Compensation Budget to GL Accounts P_00005274 To be Hired 5 P_00005374 Cook Patricia A Milasa Ta A See Aae gt P_00005478 4 Once the process has run you will now notice that the employee is no longer listed in the Maintain filled positions form Change FTE Occasionally the Full Time Equivalency FTE of a position or person may change Examples are full time positions changing to part time part time positions changing to full time or a different part time status NOTE The example displayed in this procedure was previously referred to as Change FTE from 1 to 5 NOTE Prior to completing the Change FTE procedure please check the Default Weekly Hours cell to ensure you are adjusting your FTE correctly Default Weekly Hours listed as 40 is equivalent to 1 0 FTE Be aware that some employees hav
39. and Allocation Start and End Dates and enter the appropriate data Follow steps 7 11 from previous procedure as needed 10 Make changes in the Percentage Allocation fields of both allocation lines NOTE Keep in mind the combination of all distribution lines must equal 100 allocation Please do not leave any 0 distribution lines If it is not needed delete the distribution allocation Benefit Elections 11 Click the Save button NOTE Remember any red or yellow cells should clear after saving Hyperion Budgeting 34 Delete a Distribution 1 From the Maintain filled positions form choose your desired entity from the Entity drop down field if needed 1201 Grad School Office of the Dean 1202 Grad Minority Programs 1301 Fine Arts Office of the Dean 1302 Art 1303 Music 1304 Theatre 1305 Digital Worlds Institute Office 1350 Philips Center for the Performing Arts Office 1601 CLAS Office of the Dean 1602 African Asian Lang Lit 2 Right click on the name of the employee for which you wish to change the distribution and select Edit Employee Details Review Employee Allocation Results Size to Fit Filter Hyperion Budgeting 35 3 Click the Distributions tab NOTE You may have to scroll to the right to view the Distributions tab tjo Budget E Employee Details D Position Details FTE Status Changes Salary Employee Hire
40. at you expected to see pushed from Budget Prep If the data is unexpected or in error return to Basic Mode and Budget Prep and make any needed corrections Budget Worksheet Salary data and fringe will automatically be populated from the Budget Prep push This form displays account categories and accounts that expand and roll up along with totals at the bottom of the columns Please note either this form or the Budget Worksheet Level 0 Account Only form can be used to input budget Both forms do the same thing they just have a different view This form provides two years of actual expenditures partial expenditures for the current fiscal year and current year final approved budget The actual data include your expenditures only NOTE It is not required to budget at the 8 digit DeptID level or GL account level It is your unit s decision what level to budget However all data must be input at Level 0 members Your State Appropriation funds will be released at whatever level you budget here so please make sure you budget at whatever level you want your State Appropriations released at for the next fiscal year If you plan to budget at a higher level you also need to select one 8 digit DeptID For example Enrollment Management if you plan to budget at Office of Admission Office of Registrar s Office and VP of Enrollment Management areas you can select DeptID 03020000 for Office of Admission DeptID 03030000 for Office of Registrar
41. but leave the value in the cell 5 Choose No leave the value as it is 6 Scroll down and confirm the supporting value has been removed from the cell s Hyperion Budgeting 108 Working Cut 37 000 771100 IN STATE TRAVEL 771200 OUT OF STATE TRAVEL iTravel and Training Adding Documents This function allows you to attach a document to a cell You need to import the document file into Hyperion first Once in Hyperion you can then add the file to any desired cell Import files into Hyperion 1 Click on Explore button from Menu bar 11 4 13 3 10 PM sample Content Folder 12 8 10 2 24PM B shared Workspace Pages Folder 6 4 13 3 28 PM BB sample Report docx MS Word Fie 4 4 13 1 57PM Contains sample data loaded up at install time You should see a folder created for your support unit For example Human Resources will see a folder for Human Resource This is the only folder you have access to You have full control of this name You can add edit or delete files in this folder Folders Root E Human Resource Sample Content N Shared Workspace Pages Hyperion Budgeting 109 3 Select your folder go to File gt Import gt File File As Job Financial Reporting Documents 4 Anew window will pop up Click the Browse button Import General Properties Filin the ful pathname of the fle you want to import or u
42. counts procedure three times to allocate all position edits to those three types of positions Hyperion Budgeting 71 To Allocate To Be Hired Positions 8 Select the appropriate employee a Click the Employee Select Members button EP_SC_AllocDistCost W Select Employee UFID_00737560 Wt Select Entity RAO Existing Employees New Employees c Select New Employees from the left Employee Member Name list d Click the right pointing Select arrow to move it into the right side of the window e Click the OK button Hyperion Budgeting 72 PaT Y E 9 Select the appropriate entity a Click the Entity Select Member icon g Select Employee New Employees a W Select Entity HR_1301 W Select Position P_00003467 wa b Click the Expand icon next to the appropriate Entity category Hyperion Budgeting 73 HR_Senior Vice President for Academic Affairs and Provost HR_02 c Select the appropriate Entity d Click the right pointing Select arrow to put it in the right side of the window e Click the OK button Pnr li Bk p 10 Make sure All Positions is chosen a Click the Position Select Members icon Hyperion Budgeting 74 WW
43. csh2 espe NL Wa SE VICE PRESIDENT 0 01522 PED 50 Center arapers 2 Page Nor Farei Eun MVA SE VICEPRESIDENT EPROF O01822 JC 001522 MIS Center Managert 2 NEEL F SE VICEPRESIDENT E PROF 01821 C 001522 mS Center Meeps Finge Nar ene Es WA HALEN 17108478 Rel Go A UFD_ 7I0B7E P_00005375 FINANCE B ADMIN VICE PRES 7 CONTAE JC 001a Ovo Ume Fone Nion Beefs Ee WUA HEIO TENANCE amp ADMIN VICE PRES 7 00114A J 001168 Out ef un 00 ee on Hero 3581 WCE PRE ECO 0160 1C o01603 Ove et ume co mese A E ce om cto creas C oote ouet ume co crag wa Ho ors x C70 cress E 003615 Out of 00 Fene Non Bes Eang WA cen Y10023 VCE PRE amp CPO 00603 c anneni out nt Ume 00 Emme Nen Benett Earn WA Hemi P00 2098 rene Provat GITIS C 001719 Dus ot ume 20 ge Nar Berett Parang VA omi Vesey P 001230 es recess re 001718 JC 001719 Dut of ne noe WA 7am Benefit Selection The Benefit Selection Report gives you a list of all employees benefit selections that have been input into Hyperion This report can be run by the following additional search criteria Employee Entity Home Department Comp Entity Earnings Department and Filled or Vacant Please note Comp Fund Earnings Fund Comp Program Earnings Fund Comp Dept Flex Earnings Dept Flex are available search criteria 1 Select Benefit Selection uf Enterprise Reporting Public Folders My Folders Public Folders gt Financial Information gt Budaet gt UF Budgeting
44. ct Edit Employee Details YyCurrent Scenario Budget QyCurrent Stage Working Page 1302 Art A Go P_00004091 FALLS P_00004262 FANS NON 15 Calculate Compensation Expense P_00004573 E x Allocate Compensation Budget to GL Accounts P_00004608 P_00004802 Hyperion Budgeting 32 3 Click the Distributions tab NOTE You may have to scroll to the right to view the Distributions tab 4 Right click the 1st Allocation label 5 Click the Add Distribution Information link General Position Details FTE Stat Entity Segment Fund Segment Program 1st Allocation 1101 CRRNT NO_SOFPRG_11 Return to Previous Data Form Calculate Compensation Expense View Overlapping Distributions 6 Enter the Effective Start or End Date if it s different 7 Click the Add button Hyperion Budgeting 33 8 Once the additional allocation appears select an entity from the Entity drop down list and select the appropriate department from the list NOTE You may need to search for the desired entity NOTE Red cells indicate required data that is currently missing Position Details FTE Status Change ea Segment Fund Segment Program Segment T No No Entity ad p Fund D_13020000 D_13020100 D_13020200 D_13020300 9 Click the Fund Segment Program Segment field Dept Flex Segment
45. dd Overtime Pay or Additional Earnings cccssssscssssssssseseeseeesesscesssseeeeeeeesesseeenseeeees 59 Add a Vacant POSItiON csscsscssssssssssscssesseusessseesssessnessessseesssessuesseesceesesuseaeseneusessseusenenes 63 Calculate and Allocate Compensation per Entity scssssseccsssecssseeesssseeeeseeeeesseesseneeesseeee 65 To Allocate To Be Hired Positions To Allocate Vacancy Positions To Allocate Filled POSITIONS eiD es dienes eacenteradnaatindeeatetvendhaxdnveessueorionsaaeceeaenest Review Allocation ReSUuIts cccsssssssssscsscsssssesssssssssssesssesssesssuscsessnesseesssusesessneusessseaseaenes 81 Correct Allocation Eroii soea eai AOA 82 ALL FUNDS BUDGET SUBMISSION sssssssssssssssssssssssssesssessnsssessesentssneesnseseesnseenseaeeentsaneeseeeteaneeseees 84 Forms for Budget Submission Accessing Forms HCP Push Validation Budget Worksheet Seeding Budgets Budget Worksheet Level 0 Accounts Onlly scssssccesssessssesessneeseseeenseeeeseneeeseeeeeseseeenseeeees 90 Seeding Budgets wives ANEKERE TREKANTEN vied vie cn eae 91 Adding Missing ACCOUNTS c ssscssssccessseesesecssssceseseeeesesaceasseeeesceeesseseeascueeseseeesenseeaseeeeenes 93 Comments Supporting Details and Documents Adding Comments Editing Comments Deleting Comments Supporting Details aA E A N A AA 102 Adding Supporting Details Editing Deleting Supporting Details
46. e Status Le Size to Fit P_00005484 3 Click the Status Change tab 4 Right click the blue assignment label of the assignment you wish to change 5 Click the Change Status option Hyperion Budgeting 46 6 Click the Select Status drop down field Leave of Absence Disability 7 Click the appropriate status e g Maternity Inactive On Sabbatical etc 8 Enter the desired information into the Enter Effective Start Date field e g 12 1 14 and Enter Effective End Date as appropriate 9 Click the Change button Select Status Inactive Enter Effective Start Date 12 ifi4 Enter Effective End Date Hyperion Budgeting 47 10 Confirm the additional allocation displays with the appropriate Action El Employee Details General Position Details 11 Go to Distribution tab and change the appropriate Allocation End Date to 11 30 14 to reduce the amount of salary expense being charged for this individual to the appropriate time period El Employee Details Status Changes Salary Additional Earnings __ _Fringes___ _Benefit Elections Date Allocation End Date Percergage Allocation Ast Allocation D_62010100 General Admin Support Unit Funding 100 a e 12 Click the Save button 11 Run the Calculate Compensation Expense
47. e default weekly hours of 20 not 40 The equivalent FTE for this would still be 1 0 not 0 5 If you inputted 0 5 that would be equivalent to 10 hours not 20 Position Start Position End Date 7 1 14 7 1 14 7 1 14 7 1 14 P_00020441 HUMAN RESOURCES DIRECTOR 6 001201 P_00020560 HUMAN RESOURCES VICE PRES 7 001536 P_00020709 HUMAN RESOURCES REP 000829 P_00020937 HUMAN RESOURCES CRD 2 001298 FTE may be changed either per position or per employee Hyperion Budgeting 49 To change the position FTE only 1 From the Maintain position data right click on the position to which you wish to change the FTE 2 Click the Edit Position Details option Job Position Start Position End Date Date HUMAN RESOURCES REP 000829 Hy P_00005009 CLERK SR 000798 7 1 14 7 1 14 7 1 14 P_00004700 P_00005015 HUMAN RESOURCES CRD 2 001298 P_00005132 HUMAN RESOURCES VICE PRES 7 001536 P_00005259 PROGRAM AST 000908 Edit Position Details P_00005272 PROGRAM AST 000908 Calculate Compensaliin Expense P_00005273 COMPUTER APPLICATIOI Allocate Compensation Budget to GL Accounts P_00005274 PROGRAM AST 000908 3 Click the FTE tab 4 Right click in the Proposed FTE field 5 Select Update FTE from the pop up menu lt General Employee ta
48. e procedures as they are very sensitive to location to run accurately For example if you are on the main Maintain position data or Maintain filled positions forms you must right click on the exact position row you just edited for the calculate and allocate procedures to run successfully Otherwise the edited data may not calculate and allocate correctly If you are in Edit Employee Details you can right click on any input cell on any tab except for the General tab to run the calculate and allocate procedures for this position 1 Right click in the correct area of the edited position 2 Click Calculate Compensation Expense FTE Status Option Start Date Optia 3 Grade 1st Element Change 7 1 13 Return to Previous Data Form Calculate Compensation Expense Allocate Compensation Budget to GL Accounts Add Salary Information Position Details Delete Salary Information View Budget Impact of Salaries Size to Fit Filter Sort NOTE You will see an animated blue line within the Launch Business Rules window while the process is running See image below Hyperion Budgeting 37 3 Confirm the calculation procedure was successful by noting the message that appears at the top of the window EP_SC_EmpDistElmCost was successful X 4 After the Launch Business Rules window closes right click within the same cell on the form again 5 Choose Allocate Compensation Budg
49. ed positions and 2 were vacant positions You would run the Calculate compensation budgets once to run all needed calculations of those 10 edits You would run the Allocate compensation to general ledger accounts three times one for each type of edit to employees or positions made BEST PRACTICE Because of the amount of time it takes for the system to complete the running of these options UBO recommends running this at the end of your edits rather than after each edit The amount of time the calculations require will depend on the number of employees that you have in your department or college The larger the department or college the longer the calculations will take 1 Under the Calculations menu item select Calculate compensation budgets menu item Budget Preparation r Review employee information Mass adjust compensation and fringe Manage position and employee data Maintain position data 2 Maintain filed positions ey Maintain employees by position 2 yrill to be hired vacancies B calaulations Ey allocate complaisation to general ledger accounts Review entity compensation budgets 2 Click the Launch button Hyperion Budgeting 65 In this example we show calculating and allocating the Working budget 3 Make sure Version is set to Working a Select the Version Select Members icon UBO_PSPB EP_SC_EmpDistEimCost_All Select Version e sl a Select Scenario
50. efits Report gives you a list of where all employees are currently budgeted and their benefits within Hyperion This report can be run by the following additional search criteria Employee Entity Home Department Comp Entity Earnings Department and Filled or Vacant Please note Comp Fund Earnings Fund Comp Program Earnings Fund Comp Dept Flex Earnings Dept Flex are available search criteria We recommend that this be the first step in the budgeting process so that you know how the people data was loaded into Hyperion at the time of the snap shot 1 Select Budgeted Lines Benefits ufl Enterprise Reporting oy Public Folders My Folders Public Folders gt Financial Information gt Budget gt UF Budgeting Name E gt Additional Earnings Benefits E gt Benefit Selection E E gt Budgeted Lines Benefits 5 Prompt Page Budget Reports F E gt Support Unit Budget Request Al SU Budaet Request 2 Choose your required search criteria Budgeted Lines Benefits Year FY15 v AND Scenario Su_Budget v AND Version Working Flat v Finish 3 Choose your additional search criteria In this example we will use HR_6201 data After entering scroll to bottom of form or top of the form Hyperion Budgeting 21 4 Click Finish and wait for the report to run Cancel lt Back Next gt Finish Hyperi
51. ell has supporting details attached by pointing to the blue green cell and noticing the message that appears 7 Row 771100 IN STATE TRAVEL Column FY15 7 Budget Working Cut this cell contains supporting detail Editing Deleting Supporting Details 1 Right click the cell that has the Supporting Details you want to edit or delete 2 Choose Supporting Detail The supporting detail window will pop up for you to edit or delete os Final Version Supporting Detail Add Edit Document Lock Unlock Cells 3 Edit the values as needed or click the appropriate Delete button Delete or Delete All k a Insert Comment Hyperion Budgeting 107 Supporting Detail Number of Days NOTE Clicking Delete All will remove all Supporting Details from the cell 4 Click the Save button After saving you will determine whether you wish to remove the value and the supporting details from the cell on the main screen or just delete the supporting details e Choosing Yes gt all data will be removed including the cell value e Choosing No gt only the supporting details will be deleted Supporting Detail Account 771100 INSTATETRAVEL Dept Flex NoDept Flex FundBudRefSOF No Fund Program No Program Entity 62010000 HR HR ADMINISTRATION Cost Pool General Admin Commitment Source Support Unit Funding In this case we will remove the supporting details
52. ervices and input your value You can either pick the GL account where you spend most of the Contractual Services or pick the GL account 71000 Contractual Services We will release State Appropriations at the 600000 650000 and 700000 categories as we have in the past 1 Select your Department from the Entity drop down field if needed 2 Select the appropriate FundBudRefSOF Dept Flex if needed and Program 3 Then click the Go button UBO_PSPB 13020100 FR ART DIRECTOR bak 101 CRRNT NO_SOF 4 No Department Flex v 4 1100 GENERAL ACADEMIC INSTRUCTION RA C FY15 FY14 FY14 FY13 FY12 Budget Budget Actual Actual Actual Control Working Final Final Final Final Final FE Hyperion Budgeting 90 NOTE The upcoming fiscal year appears first in the workspace following by the previous 3 fiscal years The upcoming fiscal year will display 3 budget columns Control this is the initial budget the Budget Office inputs for the new fiscal year e Working this is your working budget This is where you amake your plans for spending for the fiscal year e Final this is your final confirmed budget for the fiscal year and the Budget Office will populate this column once everything has been finalized Seeding Budgets Seeding budgets allows you to take budget data from current or previous fiscal year s and populate your Working budget for the upcoming year This process allows you to quic
53. et to GL Accounts FTE Option Start Date 1st Element Change 7113 Return to Previous Data Form Calculate Compensation Expense Allocate Compensation Budget to GL Accounts Add Salary Information Delete Salary Information View Budget Impact of Salaries Size to Fit Filter Sort al Position Details NOTE The Launch Business Rules window will display again until the procedure completes 6 Confirm the procedures have completed successfully by noting the message that appears at the top of the form NOTE Sometimes the Launch Business Rules window gets stuck If you notice the calculation or allocation has been running for several minutes you can check to make sure the rule has finished running by clicking Tools gt Job Console from the Menu bar If needed scroll to the bottom of the window and click the End button If the last column says Completed the procedure has run successfully If not completed you can click the Prev button and then click the End button again until the status changes to Completed Hyperion Budgeting 38 1359 Business Rule EP_SC_ChangeEmpStatus shericplanner 10 30 13 12 19 PM 10 30 13 12 19 PI pleted 1368 Business Rule EP_SC_AllocDistCost shericplanner 10 30 13 3 45PM 10 30 133 46PM Competed Assigning an Existing Employee If you know you will be hiring a new current full time UF employee from another department before the s
54. etting change 1 From the Hyperion application window go to File gt Preferences Applications Planning 2 If not already selected select the General option in the list of options on the left side of the screen This will allow you to select how the default content will display when you login to Hyperion 3 Click the Application drop down icon and select UBO_PSPB from the Planning list 4 Click OK Hyperion Budgeting 9 SQR Production Reporting a Financial Reporting Hyperion Budgeting Web Analysis Planning Default Startup Options Content Application Application el w uso_su UBO_PSP8 Prompt to Save Unsaved Files Show Path For Documents Your e mail address wangj ufi edu Accessibility Mode Enable Screen Reader Support Select Theme Normal 10 K Changing Hyperion Display Settings To change the display settings you must first open the UBO_PSPB application The display options must be established prior to using the Hyperion application for requesting UF budgets 1 Open UBO_PSPB from the Quick Links section of the Home Page If you ve already changed the preferences to display UBO_PSPB immediately upon login you would skip this step NOTE If you have previously opened the UBO_PSPB application you can open it again from the Recently Opened section on the HomePage if displayed 2 Choose File gt Preferences from the Menu bar
55. ey components of the application The UBO_PSPB All Funds Budget application contains the following dimensions Account Entity Fund Budget Reference Source of Fund Program Dept Flex Scenario Version Year Periods Account The Account dimension in UBO_PSPB is based on the account structure in PeopleSoft Financial system Not all GL accounts in PeopleSoft Financial system are included in UBO_PSPB since the support units do not budget to every single GL accounts Only the GL accounts that have actual expenditure data in FY12 and FY13 are kept in UBO_PSPB A few other GL accounts are also kept even though there is no actual expenditure data exists for FY12 and FY13 To see the Account dimension hierarchy go to one of the three forms Expand and collapse the account to see the details The account dimension will be revised each fiscal year Entity The Entity dimension in UBO_PSPB is based on the Department structure in PeopleSoft Financial system It is modified to reflect the budget reporting hierarchy Fund Budget Reference Source of Fund This dimension should reflect your fund budget reference and source of fund combination for your expenditures Program This dimension should reflect your program Dept Flex This dimension should reflect your department flex if used Scenario This dimension shows the data is for Budget Hyperion Budgeting 138 Version This dimension shows whether you are working on and should always be Wo
56. g 9 Click the Add Sibling button to add an additional detail line directly below Hotel Rate Account 771100 IN STATE TRAVEL Dept Flex No Dept Flex Entity 62049009 Raha SMEHSTRATION Cost Pool Gener Add Child Add Sibling Delete Delete All 10 Add the appropriate description for the new detail line 11 Select the appropriate operator symbol for the calculation NOTE In this example we will be multiplying the Number of Days by the Hotel Rate to determine the expected In State travel expenses for the Working Cut budget Account 771100 IN STATE TRAVEL Dept Flex No Dept Flex Entity 62010000 HR HR ADMINISTRATION Cost Pool Gene Add Child _ _Add Sibling Delete Delete Al __ P Hyperion Budgeting 105 12 Enter the appropriate number of expected travel days Account 771100 IN STATE TRAVEL Dept Flex No Dept Flex Entity 62010000 HR HR ADMINISTRATION Cost Pool General Ad Add Child Add Sibling Delete Delete All Prot NOTE The Total field will automatically calculate 13 When all supporting details have been entered click the Save button Refresh usman Cancel 14 Scroll down and notice that the cell s with the supporting detail will now be blue green 771100 IN STATE TRAVEL 771200 OUT OF STATE TRAVEL ETravel and Training Hyperion Budgeting 106 NOTE You can also tell if a c
57. ge choose Indent based on hierarchy e This option dictates the look and feel of data categories on web forms Other Options e Warn if data form larger than cells specified enter 50 000 This option will give you a warning message if the number of cells in the web form reaches the limit Raising this value to a fairly high number ensures lower limit breaches Hyperion Budgeting 12 Changing Hyperion User Variable Settings As part of the Hyperion preference setup you will indicate three User Variable settings These settings will not need to be changed again until the next fiscal year cycle e Scenario Budget e Version Working e Year FY15 6 Click OK You are now ready to navigate through the application Hyperion Budgeting 13 Workspace Hyperion Navigation ORACLE Enterprise Open Application View Pane J T Budget Worksheet J IT HCP Push Validation Toolbar Icons Men Bar Content Area Tool Bar rmance Management System Workspace Fusion Edition Save Save the input data Refresh Refresh the form se oe Print Print the current screen a Adjust the selected cell value by a percentage or by a Adjust value EJ Grid Spread Spread value Hyperion Budgeting 14 Mass Allocate Runa mass allocation Comment Add or edit comment to the selected cell Lock Unlock Cells Lock or unlock cells when spreading data
58. ge that appears at the top of the window If you have edited positions with Vacancy or To Be Filled you will need to run the Allocate compensation to general ledger accounts procedure for each category To Allocate Vacancy Positions 1 Complete steps 10 13 from the above procedure 2 Select Vacancy from the left Employee list 3 Click the right pointing Select arrow to move it to the right side of the window 4 Click the OK button Hyperion Budgeting 78 5 Complete steps 10 15 of the To Allocate To Be Hired Positions process starting on page 75 To Allocate Filled Positions 1 Complete steps 10 13 from the above procedure 2 Click the Existing Employees expand arrow from the left Employee list 3 Click the appropriate Sr VP or VP your area falls under and choose the expand arrow 4 Click the appropriate College or Unit Pare grouping expand arrow Vacancy Existing Employees A EMP President 5 Select the appropriate department SEND Ses WE RISA Ea REARS wd PE sub group 1 EMP_Senior Vice President for Administration and Chief O EMP_Senior Vice President for Agriculture and Natural Res EMP_Senior Vice President for Health Affairs EMP_Vice President and Chief Financial Officer EMP_Vice President and Chief Information Officer EMP_Vice President and General Counsel EMP_Vice President for
59. grams 1301 Fine Arts Office of the Dean 1302 Art 1303 Music 1304 Theatre 1305 Digital Worlds Institute Office 1350 Philips Center for the Performing Arts Office 1601 CLAS Office of the Dean 1602 African Asian Lang Lit QO 2 Right click on the name of the employee for which you wish to change the distribution and select Edit Employee Details Hyperion Budgeting 28 3 Click the Distributions tab NOTE You may have to scroll to the right to view the Distributions tab JyCurrent Year of View FY15 ElEmployee Details m J In this example we will be changing the employee s Entity and assigning the appropriate Chartfield String If any data is missing addressing these segments will clear the red cell color 4 Click the Entity Segment drop down field 5 Enter the desired Entity number into the Search field e g 1302 NOTE When searching you do not have to type D_ in the Entity field You can just type in 1302 and the list should automatically move to the correct options You may also choose to scroll to the appropriate list item by using the green left and right arrows see above Employee Details Hyperion Budgeting 29 5 Click the new desired Entity 6 Click the Fund Segment drop down field 7 Click the desired Fund Budget Reference Source of Funds o
60. hosen click the right arrow to send it over to the Element area on the right hand side and then click OK FAI2 FASU 2 COM Clinical Faculty Exempt TEAMS USPS I Non Exempt TEAMS USPS Hyperion Budgeting 56 19 From the Add Salary Information window adjust your Effective Start Date if needed In this example we will leave it at 7 1 2014 20 Click the Add button After adding the new salary you must run the Calculate Compensation Expense for the new Fringe Benefit to be reflected 21 Right click on any cell in the Position Details section and choose Calculate Compensation Expense Calculate Compensation Expense Allocate Compensation Budget to Glanccounts Return to Previous Data Form Add Salary Information Delete Salary Information Promote an Individual 23 Click Maintain filled positions from the Budget Prep panel 24 Click on the job name and select the drop down arrow P_00005274 To be Hired 5 DIR amp PROF 00 ial P_00005374 Cook Patricis A 79057540 Human nesoundese 25 Use the top field to search for a position name or job number 26 Click the position name or job number you want Hyperion Budgeting 57 i a DESIGNATE PRESIDENT amp PROF 000001 DESIGNATE DIR a
61. ick Next button 1 Choose File oo El Hiden fie MIME type MS Word Fie docx doc gt E Automaticaly generate keywords Keywords Tlauto delete file on thisdate Nov 5 v 2013 y at 3 03 y PM 1f exceptions are generated allow users to add to their Exceptions Dashboard gt lt Assigned Keywords gt Selected Users Groups and Roles ame ftwwe Jaces S SN E Make these the default permissions for all fles T import NOTE You can assign permissions to selected users to allow other users to view or update this file If you don t want to grant any access to other users click Finish The file is attached Hyperion Budgeting 112 To grant permssions to others Hyperion Budgeting a o ep p e i Select the search value of either User ID First name or Last name Decide how to search as either begin with contain or are in group Type in the value for which you are searching Click Update List button Select the name in the left Name column Click the right pointing selection arrow Confirm appropriate person s appear in Selected Users Groups and Roles section Select each person and choose the appropriate access level from the Access drop down field Options are no access view modify and full control Selected Users Groups and Roles Name Type Access Lizette Classen User Ful
62. ignments filled Review FTE and Headcount 24 Manage element budgets 3 View the results to make sure the Allocation process was run share inte A gCurrent Year of View PY15 DyCurrent Scenario SU Budget JyCurrent Stage Page 6208 Administration 0 Go In this example you can see that position P_00005478 is displaying an error Hyperion Budgeting 81 Correct Allocation Errors Whenever you see red cells in the Review Allocation Results report that means you have an error somewhere with this person position Common errors are Allocate compensation to general ledger accounts procedure was not run FTE not assigned No distribution assigned Distribution does not equal 100 Earlier than accepted Distribution End Date From the Review Allocations Results report right click on employee name N Choose Edit Employee Details P_00005478 Adkinson Janice L 92344280 P_00005479 To be Hired 4 P_00005480 Czaplewski Kimberly M 0702790 P_00005481 Moon Courtney 79747570 P_00005484 Wease Amanda S 80397890 P_00005486 Stevenson Donald W 32273710 Analyze New Ad Hoc Grid Kiesel Heather N 03094340 3 Check the FTE and Distribution tabs to check if above issues are found 4 If nothing appears within the FTE and Distributions tabs calculate and allocate again 5 Confirm the error has been fixed Ay
63. illed positions r Maintain employees by position GF to be hired vacancies Q Calaulations Dreview entity compensation budgets Hyperion Budgeting 18 Running Hyperion Reports Please keep in mind that the reports will not be updated until after the push has occurred in Hyperion The push runs every two hours starting at 7am and ending at 7pm Monday thru Friday On Saturday and Sunday the push will run every two hours starting at 11am and ending at 7pm We have found that the push typically takes 1 hr to run We recommend you run the reports an hour after the push times 8am 10am et al to see any changes that were made before the push occurred Navigation to all reports 1 Log into myUFL and navigate through Main Menu gt Enterprise Reporting gt Access Reporting Noarcles myinvestiGator Yew asan E Calendars Mon 04 Nov 2013 17 45 57 GMT MET saro TEE Putting Coy Commitment Control LUF C Gatortink Account Mar A Hyperion Budgeting 19 2 Select Budget gt UF Budgeting Once inside you will choose the report you want to run from the list provided Hyperion Budgeting ufl Enterprise Reporting Public Folders My Folders Public Folders gt Financial Information H Name F O Expense and Travel Contains reports for Expense Reimbursements and Tr F C Finandal Information Tool C Purchasing F C Reference Reference querie
64. kly add data to use as a starting point for budgeting without having to manually enter large amounts of budget data 1 Right click the upcoming fiscal year Working budget column header 2 Point to Seed Budget from menu UBO_PSPB Page 13020100 FR ART DIRECTOR v i 101 CRRNT NO_SOF 4 1100 GENERAL ACADEMIC INSTRUCTION v No Department Flex v 3 Click from Current year YTD Actual 611110 FACULTY EARI FY15 FY14 FY14 Budget Actual Control Workina Final Final Final Seed Budget gt Show Control Accounts Minimize Restore FY15 Budget 4 Scroll down to confirm non salary accounts have seeded correctly Seed Budget ea Control gt Seed Final Version fon Curent Year ar 7 Actual 1 421 353 NOTE you will notice that Salary account 600 s do NOT reflect the data from the rent year Actual Salary data is pushed over from Budget Prep and is not editable in If you wish to make a change to salary data curi All Funds Budget Budget Submission you must return to Budget Preparation and make the change there Hyperion Budgeting 91 OPS and Operating Cost account should display the seeded data from the chosen fiscal year 5 After confirming your Working column has been seeded correctly click the Save button ORACLE Enterprise Performance Management System Workspace Fusion Edition UBO_P
65. l Control College Budget User Full Control Ronda Mitchell r User No Access v No Access View Job Output Only Modify Full Control Click the OK button 113 a imme vere on we tame mm iim am a i a e mta tam te a ee poy Dam te setat pment fi pt Adding Documents You are now ready to add the file to a cell 1 Right click the cell to which you wish to add the document 2 Choose Add Edit Document ElAdvertising Marketing 771005 DOMESTIC TRAVEI 771100 IN STATE TRAVEL 771200 OUT OF STATE TR 772000 FOREIGN TRAVEL ETravel and Training 791000 MEMBERSHIPS a EDues and Subscriptions 797100 PATIENT CARE CC 3 Click the Browse icon from the Add Edit Document window Hyperion Budgeting 114 Insert a hyperlink to a document or browse to the Workspace to attach For example http Cost Pool No Cost Pool Commitment Source No Commitment Source Entity 13020100 FR ART DI Dept Flex No Department Flex Program 1100 GENERAL ACADEMIC INSTRUCTION FY14 BegBalance Budget Working 771200 OUT OF STATE TRAVEL al Hep clear Submit cancel_ 5 Select the desired file and click OK Hyperion Budgeting 115 Insert a hyperlink to a document or browse to the Workspace to attach a document For example http
66. l to bottom of form or top of the form 4 Click Finish and wait for the report to run Cancel lt Back Next gt Finish Hyperion Budgeting 24 5 Review your report Additional Earnings Benefits oo Tie ob Co8e unioni ment fa Sry Sie a 0 FTE Comp Cost Pont Comp Com Source Comp UH Cono Fand agua ESOURCES ce PRES 7 001834 1 001538 Ou of Ue 00 me 10 Ne Corp Cast 0n Ho Comp Cormtner Souci D005 101 CRNT NO 5d TUMAN RESOURCES VICE PRES F 001534 COIR Out or urk 00 nee cc 18 Ne cms Cast Pon No ConpCormtnert Sou D_S201010 183 CAENE NO_ Sd TRUMAN RESOURCES ce PRES 001834 JC_101538 Ot of une 00 Fongs Non Bereni Puing Wya 1 Ne con Cast Pon No Comp Cormtnert Su P0000 11 lt RT NO agua suRcEs VICE PEES T 001534 JC 00153 Ou of Unt 00 Fines Non Bereni pung WA Me Crs Cast Poo No Comp Cormier Sourc D 20100 159 CRENEND acesa co cole ICitesze out erune c0 mE wa Me cn Cant Pon Na Comp Cormtnert Su D_ 14010100 159 REMT NO ceses aco cose JC 001688 Ou orunE 00 gen ets Wk 0 No crs Cart Poo Na Comp Cormune Sus D_ 14010100 155 CRIME NDS Ne Crs Cort Pan Ne Comp Cormtmer Sart D_S47E10 CARVED Ne Cos Cort Pan Ne ConpCormtmer Sars D_34170100 211 C ENENO Ne Cr Cart Pae Na Comp Cormtmer sare D_341 A003 10 CINEMO ASO DESM 3 PROF 000255 ones Mm sd center gt 250 NEES A SASO DEAN 3 PROF 0002s pes Cnr Hig 230 NEEL wa sce escent 80
67. lect the default data in the Effective End Date field Press Delete to remove the Effective End Date to make this an ongoing change Click the Add button 10 Confirm the assignment updates correctly Hyperion Budgeting 52 Promote a Position and employee including Fringe Benefit changes This procedure would be used when you are hiring a new employee and do not have an appropriate vacant line for that position You can use any one of the vacant lines you have and change the Job title and if needed change the Salary Admin plan which adjusts the Fringes 1 From the Maintain position data form select the vacant position for which a promotion will be provided 2 Click on the job name cell 3 Click the job drop down arrow HUMAN RESOURCES CRD 2 001298 Entries Search a None mw DESIGNATE PRESIDENT amp PROF 000001 DESIGNATE DIR amp PROF 000002 EMER VICE PRESIDENT amp PROF 000003 E EMER PRESIDENT amp PROF 000004 gt 4 Use the Search field to search for a position name or job number 5 Once found select the position name or job number you want Entries Search profl DESIGNATE DIR amp PROF 000002 EMER VICE PRESIDENT amp PROF 000003 EMER PRESIDENT amp PROF 000004 EMER DIR amp PROF 000018 EMER D 000024 NOTE The cell may flash to yellow to indicate a recent edit has not yet been saved
68. ment Smart View is a plugin that must be installed on your computer prior to use Contact your tech support if you need Smart View installed 1 Open Excel and verify you can see a Smart View tab at the top of the application window ma o bd BE ore tert rave tayout Formuse bata Review a coe A pa E Do emnet E alibi a Aw S Bz y oeete g Z E Paste B a A S S gt BB Conditional Format Cel we Sort amp Find amp wg B Fue aA mir 6a gt Formatting as Table Styles 32 Format Filter Select Clipboard _ Font N Alignment 5 Number A Styles Cell Editing Setting up Smart View Shared Connections URL Prior to using Smart View to complete all needed Budget Request Submission procedures you will set up the appropriate Smart View connections 1 Click the Smart View tab click the Options button and then select Advanced TAI Bookd prere Eea Le vie srry T Shared Connections URL hits gat budget erp uf edufworkspace Smar Number oF Unde Actions z cra z Logging Log Message Display E Route Messages to Fie nlala w n C UsersymitchellAppData Roaming rade Smarty Hyperion Budgeting 122 2 Type or paste the below URL in the Shared Connections URL field https prd budget erp ufl edu workspace SmartViewProviders 3 Click OK Number of Most Recently Used items L
69. mp PROF 000002 EMER VICE PRESIDENT amp PROF 000003 EMER PRESIDENT amp PROF 00000 ASO DEAN pp NOTE The cell may flash to yellow to indicate a recent edit has not yet been saved 27 Click the Save button You will update the Salary and Fringe benefit if needed 28 Right click on the name of the employee holding newly changed position 29 Choose Edit Employee Details P_00005015 Mitchell Ronda Clemons 41839908 Calculate Compensation Expense Allocate Compensation Budget to GL Accounts P_00005132 Fussell Paula V 91509010 P_00005259 Johnson Melba 87258149 P_00005273 To be Hired 3 P_00005274 To be Hired 5 P_00005374 30 Repeat steps 10 22 above as needed 31 Click the Save button 32 Run Calculate compensation budgets and Allocate compensation to general ledger accounts as needed Hyperion Budgeting 58 Add Overtime Pay or Additional Earnings This procedure allows you to apply overtime or additional earnings to an employee s salary information Examples of when overtime or additional earnings would be if you have a person that will need to work overtime SPI or is a Sr Level manager and has additional earnings they receive 1 From Maintain filled positions right click on the name of the person to whom you want to add overtime 2 Click the Edit Employee Details option Calculate Compensation Expense Allocate Compensa
70. ms we 18 Maintain position data Maintain filled positions Maintain employees by position Fill to be hired vacancies RUNNING HYPERION REPORTS ssssssssssssssssstssssssessseessssenssseesneeseesseessusasessnsentesnessnteateenseenseaeeenteanes 19 Navigation to all reports sc i c cccnisssocccecsenorsenncsesnsvesenaneduecseenndtccssnersdennsueadscesssassdentavenaddedsscerss 19 Budgeted Lines Benefits Report Additional Earnings Benefits Benefit Selection rin E AASE A ES 25 Update Current Employees Distributions amp Data ccscsscsesseceseeeesseseeeseeeeeeeeeeseneeeneeeeees 27 Add an Additional Distribution for the same Employee s sssessssesssnensnnnssnensnnnrenenrnnnnennnrennn 32 Delete a Distribution wee 35 Calculate and Allocate Compensation Budgets per Ed 37 Assigning an Existing Employee csssscsssscsssseeeseeeeesseeaseneeeeceeeessaeeassneeeeeeeesesseeaseeeeeees 39 Assigning a To Be Hired Employee sssccssscsssescceseneceesccesseceessecesesseeassneeeeseeeeesseeasseeenees 41 Employee Status Change screen poaa aaa aaaea aaae aaaea epikoa an iaasa 46 Removing an Assignment ccssscccseseeesssscessneeesseeeeeseecensnsessscneeeeeeeenscseeeseneeseeeesseneseneeeeees 49 Change FTE To change the position FTE only To change the FTE for an employee Promote a Position and employee including Fringe Benefit changes scssssessssecsseeeeeee 53 A
71. nap shot was taken you will need to add them into Hyperion so that you can account for their salaries This process must be started by using the Maintain position data form and finished using the Maintain filled positions form NOTE The snap shot is the status of the data in PeopleSoft on a particular date that is then loaded into Hyperion as the base data 1 From the Maintain position data form right click the line of the position for which you want to assign an existing UF employee The available lines will say either Not Budgeted or Vacant 2 Hover over the Assign Employee option and click the Assign Existing Employee 7 1 14 Filed PROGRAM AST 000308 Not Budgeted Edit Position Details Calculate Compensation Expense Not Budgeted P_00005274 PROGRAM AS Allocate Compensation Budget to GL Accounts Not Budgeted HUMAN RESO pitti Filed HUMAN RESG __4ssign Employee LA Assign Existing Employee Edt gt Assign To Be Hired Empld ge HUMAN RESO agja Ode a Insert Comment K R R K HUMAN RI Filed R 3 Click in the Select Employee field delete any default text and enter the UFID of the appropriate employee NOTE the UFID must start with UFID_ Hyperion Budgeting 39 R Assign Existing Employee Windows Internet Explor EERE One or more runtime prompt values are invalid E Enter FTE 1 Enter Effective
72. og Message Display Route Messages to File users pmitchell AppData Roaming Orade smart C Clear Log File on Next Launch Language 7 Adjust Column width E Display Smart View Shortcut Menus Only Disable Smart View in Outlook Enable Ribbon Context Changing Disable options that are not valid for the active connection Reduce Excel File Size Improve Metadata storage Refresh Selected Functions and their dependents Enhanced Query Performance Formula and Comment Preservation will be Disabled Hyperion Budgeting 123 Smart View Option Settings By default missing data are displayed with Missing You can change the default display to other characters such as You can also make other formatting changes to Smart View 1 Click the Smart View tab select Options and select Data Options Smart View options related to grid rows and columns Sere Suppress rows that have no data 2 E No Data Missing mia Suppress zeros E No Access pp J Invalid Underscore Characters Repeated Members Suppress Columns No Data Missing lt Suppress columns that have no a Ezero 0 E No Access t Dobai NoData Missing Label NoAccess Label Invalid Meaningless C Submit zero T Display In
73. on Budgeting 22 5 Review your report NOTE At this time each person has at least two rows of data The one row of data is the salary expense data line and the one row is the benefit data line NOTE You do not have to run all of the below reports before you continue on with your budgeting work this is just to show you how to run the additional reports that are available for your use Additional Earnings Benefits The Additional Earnings Benefits Report gives you a list of any employee where that employee has had additional earnings and their benefits input into Hyperion This report can be run by the following additional search criteria Employee Entity Home Department Comp Entity Earnings Department and Filled or Vacant Please note Comp Fund Earnings Fund Comp Program Earnings Fund Comp Dept Flex Earnings Dept Flex are available search criteria uf Enterprise Reporting Public Folders My Folders 1 Select Additional Earnings Benefits Public Folders gt Financial Information gt Budget gt UF Budgeting EBD Sudaeted Lines Benefits m 2 gt Prompt Page Budget Reports ERP Support Unit Budget Request Hyperion Budgeting 23 2 Choose your required search criteria Additional Eamings Benefits F15 AND Budget zj AND Working Flat Finish 3 Choose your additional search criteria In this example we will use HR_6201 data After entering scrol
74. orksheet_OPERBUD Rule Run Time Prompts f Select Account s to add Select Account DO NOT CHANGE Set By Form No Commitment Source IE DO NOT CHANGE Set By Form No Cost Pool In this example we will use Account Code 772000 Hyperion Budgeting 129 4 Enter the appropriate Account code in the Select Accoun s field 5 Click the Launch button This process may take a little while to run EE Business Rule is being processed please wait Hyperion Budgeting 130 6 Confirm the launch was successful by noting the Launch was successful message that appears within the Busines Rule window 7 Once this message appears click the Close button Home Insert Page Layout Formulas Data Renew View Developer Adding Cell Comments 8 Lock Wy Drill through RE Approvals E Supporting Details E Calculate EB Submit Data amp 3 Copy Version B Document Attachment 889 Adjust Data POV Budget Worksheet ERP QAT HYP AP2_UFPSPB_T_1 13020100 FR ART DIRECTOR X 101 CRRNT NO_SOF X No Department Flex E More Workflow Hyperion Budgeting 131 9 Advertising Marketing E ZASA Confirm the account displays in the worksheet You can now begin budgeting for this account NOTE If you decide you don t need want to budget for this account you can clea
75. period YearTotal DyCurrent Year of View FY15 WyCurrent Scenario SUBudget WyCurrent st Page 6201 Administration Go Total Compensation Expense Allocated Expense Difference 52 081 P_00004700 Penrod Gloria 3 54782460 P_00005009 To be Hired 1 P_00005132 Fussell Paula V 91509010 P_00005259 Johnson Melba 87298149 P_00005273 To be Hired 3 P_00005274 To be Hired 5 P_00005374 70 700 287 598 38 382 129 700 147 840 Cook Patrida A 79057540 NOTE Position number P_00005478 no longer displays the red cell Hyperion Budgeting 82 Prior to submitting your requested budgets the Push has to occur This will occur every 2 hours from 7 AM 7 PM Monday Friday On Saturday amp Sunday the push will occur every 2 hours from 11 AM 7 PM Hyperion Budgeting 83 All Funds Budget Submission NOTE You must be in Advanced Mode to work on the All Funds Budget Submission After the Push has occurred Choose File gt Advanced from Menu bar if needed 12 Add overtime pay or addt l earnings 13 Add a vacant position 11 Promote a position including Fringe 14 Calculate amp Allocate Compen sation Budgets per Entity 10 Change FTE 15 Confirm calculations are correct 9 Remove an assignment 8 Employee status change 16 Copy Flat version toCut amp Optimal 7 Assign a To Be Hired Employee 6 Assign an existing employee 1 HCP Push Valida
76. ption e g 101 CRRNT NO_SOF Hyperion Budgeting 30 8 Click the Program Segment drop down field 9 Click the desired Program option e g PRG_1100 10 If needed click the Dept Flex Segment drop down field and select the appropriate Dept Flex option or choose type No_Dept_Flex 11 Make any changes to the Allocation Start and End Dates if needed 12 If any changes are needed to the Percentage Allocation field make those here NOTE You must have a number in the percentage cell and all lines must be 100 in total Do not leave any 0 distribution lines If you do not need that line please delete the allocation not being used Fringes Benefit Elections Date Date Allocation 7 1 14 6 30 15 13 Click the Save button NOTE If you had any red or yellow fields they no longer appear once you save your changes Hyperion Budgeting 31 PRG_1100 No_Dept_Flex m Add an Additional Distribution for the same Employee It s not uncommon for an employee to hold multiple positions or have multiple distribution sources at UF This procedure covers how to add an additional distribution for the same employee 1 From the Maintain filled positions form choose your desired Entity from the Entity drop down field if needed 2 Right click on the name of the employee for which you wish to change the distribution and sele
77. r IE 8 or 9 is the recommended browser Internet Explorer 10 will not work Pop up Blocker 1 Go to Tools gt Pop up Blocker gt Turn Off Pop up Blocker Help Delete browsing history Ctrl Shift Del Parents Visitors amp Fans InPrivate Browsing Ctrl Shift P Tracking Protection ActiveX Filtering Diagnose connection problems Search UF Web Reopen last browsing session Add site to Start menu View downloads Cte N paan x Pop up Blocker Turn off Pop up Blocker g SmartScreen Filter Pop up Blocker settings h Manage add ons Compatibility View Compatibility View settings Hyperion Budgeting 2 Change the custom level of Trusted Sites 2 Go to Tools gt Internet Options Hyperion Budgeting Help Delete browsing history Ctrl Shift Del InPrivate Browsing Ctrl Shift P Tracking Protection ActiveX Filtering Diagnose connection problems Reopen last browsing session Add site to Start menu View downloads Ctrl J Pop up Blocker gt SmartScreen Filter gt Manage add ons Compatibility View Compatibility View settings Subscribe to this feed Feed discovery gt Windows Update F12 developer tools OneNote Linked Notes Lync add on Send to OneNote 3 Go to Security gt Trusted Sites gt Custom level General Security privacy Content Programs Advanced Select a zone to view or change security settings This zone contains websites that you t
78. r the cell of all data and save the worksheet The account will no longer appear Or if you enter a 0 into the cell the account will remain visable as long as yo did not suppress zeros in your user preferences for the current fiscal year Adding Comments il 2 Right click the cell to which you wish to add a comment Hover over the Smart View menu option and click Cell Comments from the secondary menu Enter comment into the Cell Comments window Click the Save button i FundBudRefSOF 101 CRRNT NO_SOF Dept Flex No Department Flex Program 1100 GENERAL ACADEMIC INSTRUCTION Cost Pool No Cost Pool Commitment Source No Commitment Source FY14 BegBalance Budget Working 18 1500 max This is a comment 794100 FREIGHT Hyperion Budgeting 132 5 Confirm the cell contains the comment by noticing the blue outline Adding Supporting Details 1 Right click the cell to which you wish to add supporting details 2 Hover over the Smart View menu option and click Supporting Details button from the secondary menu 3 You will see similar menu items as those when you work in Hyperion Please refer to Supporting Details section for steps to add modify or delete supporting details 4 Confirm the cell contains the supporting details The cell will be highlighted blue green B c D 8000 8000 8000 8000 8000 8000 Hyperion
79. rking Year This dimension shows the fiscal year Periods This dimension shows the month of the fiscal year from July to June Hyperion Budgeting 139
80. rust not to damage your computer or your files You have websites in this zone Security level for this zone Custom Custom settings To change the settings dick Custom level To use the recommended settings dick Default level Enable Protected Mode requires restarting Internet Explorer Cestom eve 1Y C netute Reset all zones to defaultlevel Some settings are managed by your system administrator Caco Eocene tov _ IMPORTANT You need to repeat these steps for both Internet and Local intranet zones Hyperion Budgeting 4 The Security Settings Trusted Sites Zone window will popup 4 Scroll down to the Miscellaneous section Security Settings Trusted Sites Zone pao co a NET Framework G Loose XAML Disable Enable Prompt XAML browser applications Disable Enable Prompt GE XPS documents Disable Bp NET Framework reliant components Re Permissions for components with manifests i M Dieshle j lt am Takes effect after you restart Internet Explorer 5 In the Miscellaneous section enable Allow script initiated windows without size or position constraints TI RECESS Gata sources across domains Disable Enable Prompt Allow META REFRESH Disable Enable Allow scripting of Microsoft web browser control _ Allow script initiated windows without size or
81. s related to various topics code vah queries F C Subsidiary Detail Reports uf Enterprise Reporting Publicrolders My Folders Public Folders gt Financial Information gt Budget o Named Cl Budget Central Contains Budget content for Budget Director s and delegates as authorized by the UF Budget Off Budget Preparation a Contains Budget Preparation content for college and department budget preparer and reviewers C __ Delivered Salary Status Detail Cost Projection Provides bi weekly pre run reports that provide future cost of payroll for the remaining portion of UF the employer m C Pawol Cost Distribution Analysis PRCD Cubes Copy of contents also located at Public Folders gt Human Resources Information gt Pj pom i DO E sheets Contains Budget Preparation content fom the Hyperion Appication for colege and department b UF _FI_UNIVERSAL aea user role z EET Desarme 5 o m gt ETE and Head Count by College D a oe eee E gt ETE and Head Count by College and Department Det e Sco Br AE Eeid with speciedeneloye categories wit spreadsheet Prompts are for Colege and Department t Head count and total FTE for specified employee categories within selected department level units totals for different combinations of departments as well as entire units Opens as an Excel spreads 20 Budgeted Lines Benefits Report The Budgeted Lines Ben
82. se the Browse button to fnditen yo descinton forthe new fle Cick Next to upload the ot Te I e oe Hyperion Budgeting 110 5 Navigate through your file system select the file you want to import click Open ee Organize v New folder ir Favorites libraries IJl images EE Desktop T Mitchell Ronda I Ronda Duties T Downloads F dirmitchell on BA HR 052 J Ronda Projects T Recent Places Gg Network I Ronda s Classes fa Camtasia Studio 7 I sturr EE Desktop ACTS HelpDesk video C Libraries 2 desktop ini W BA HR 014 rdp E Documents FlipShare Fag Bitkinex a Music a8 GameSelad Creator E Course Update Worksheet xlsx E Pictures acim 2 BB Documents B Mitchell Ronda fa Mediasite Editor5 4 ME mitchell on BA Mediasite Editor 6 0 Gia Network BD Mozilla Firefox i AP OAcR 0201 Safari J BA BG 001 ah VLC media player 1 BA HR 001 J audio gD BA HR 002 Ji Browsers ME BA HR 003 U Class Resources Filename Sample docx 6 Click Next button General Propertes Filin the full path name of the fle you want to import or use the Browse button to nd iton your system Also provide a name and optonaly a desciption for the nen fie Cick Next to upload the fle Mac uf eduHR Home Wmitchellesktop Sample doce e Multiple Fles Name iia Description uep cancel Hyperion Budgeting 111 7 Cl
83. sion Edition from the Shared Connections Select Server drop down field oint DE Hey Point amp E a as Open Refresh Submit Options El Functions Data E mo Start Edit Data General B8 X fe Smart View vx A p Shared Connections Reporting and Analysis Framework ih 2 3 4 5 6 T e 3 Hyperion Budgeting 126 You should see the Hyperion server at the top of the Shared Connections panel 5 Expand each level as follows UBO_PSPB gt Forms gt All Funds Budget 6 Confirm you can see four All Fund Budget forms Budget Worksheet Budget Worksheet Level 0 Account Control Amount Used and HCP Push Validation Smart View vx Shared Connections fh v 7 Select your Entity FundBudRefSOF Dept Flex if needed and Program from the Point of View POV bar at top of screen if not already displayed al Hyperion Budgeting 127 8 You are encouraged to use the Smart View forms in the same order as you did in Hyperion Please refer to procedures HCP Push Validation Budget Worksheet or Budget Worksheet Level 0 Accounts as needed Input and Save Budget Data in Smart View As with Hyperion you can enter or paste data into any open cell 1 Once you have entered data for all three budgets Working Flat Working Cut if required and Working Optimal click Submit Data button to save and submit the data
84. t to the University Budget Office To Change View Modes 1 Choose View from Menu bar 2 Choose either Basic or Advanced as needed File Edit View Favorites Tools Help File Edit View Favorites Tools Help ORACLE Enterprise Performance Management Sys Hyperion Budgeting 16 Budget Preparation NOTE Choose File gt Basic from Menu bar if needed The annual Budget Submission process includes completing relevant procedures within both Budget Preparation and Budget Submission before submitting to the University Budget Office UBO In this section we will cover the available procedures in Budget Preparation in the order the University Budget Office recommends as best practice Required Budget Preparation procedures should be completed first prior to completing Budget Request Submission procedures There are a total of 15 budget prep procedures displayed in the image below from which you may choose to successfully prepare your budget 12 Add overtime pay or add l earnings 13 Add a vacant position 11 Promote a position including Fringe 14 Calculate amp Allocate Compen sation Budgets per Entity 10 Change FTE A 15 Confirm calculations are correct 9 Remove an assignment 8 Employee status change 7 Assign a To Be Hired Employee 6 Assign an existing employee 1 HCP Push Validation 5 Calculate amp Allocate Compensation Budgets per Edit M X 4 Delete a distribution 2 Budget Worksheet 3
85. the same thing they just have a different view This form provides two years of actual expenditures partial expenditures for the current fiscal year and current year final approved budget The data in this form is read only The final approved current year budget data is based on your budget in Budget Prep salary portion and All Funds Budget OPS and other expenditure portion NOTE It is not required to budget at the 8 digit DeptID level or GL account level It is your unit s decision what level to budget However all data must be input at Level 0 members Your State Appropriation funds will be released at whatever level you budget here so please make sure you budget at whatever level you want your State Appropriations released at for the next fiscal year If you plan to budget at a higher level you also need to select one 8 digit DeptID For example Enrollment Management if you plan to budget at Office of Admission Office of Registrar s Office and VP of Enrollment Management areas you can select DeptID 03020000 for Office of Admission DeptID 03030000 for Office of Registrar and 03010000 for VP of Enrollment Management You don t have to go down to 03020100 or 03020300 deptID level Similarly if you plan to budget at GL account level select the GL accounts you need to budget to and input your value If plan to budget at higher level for example if you want to budget at Contractual Services level pick one GL account under Contractual S
86. there OPS and Operating Cost account should display the seeded data from the chosen fiscal year 5 After confirming your Working column has been seeded correctly click the Save button ORACLE Enterprise Performance Management System Workspace Fusion Edition UBO_PSPB All Funds Budget Budget Worksheet UB0_PSPB BB Forms BB Human Capital Planning 13020100 FR ART DIRECTOR I01CRRNT NO_SOF v M No Department Fiex M Page a BP support Units 1100 GENERAL ACADEMIC INSTRUCTION Meine F15 Fv Fria Budget Budget Actual Control Working Final Final Final 72 650000 OPS SAL EXP 4 BUI 274 675 Other Personal Svcs Control 125 000 Ether Personal Services 125 000 121 221 274 675 121 220 719300 OTHER PAN 00 100 contractual Services w 100 733000 BUILDING MAINT 272 m E oPERBUD CalcBudgetWorksheet E OPERBUD PopulateAccount SS Se 272 27 Hy 742100 REPAIRS and MATI 452 452 NOTE Data may be entered manually into any white cell Hyperion Budgeting 89 instead of seeding if desired Budget Worksheet Level 0 Accounts Only Salary data and fringe will be automatically be populated from the Budget Prep push This form only displays accounts and the accounts don t expand roll up You will also not see totals at bottom of columns Please note either the Budget Worksheet form or this form can be used to input budget Both forms do
87. tion 5 Calculate amp Allocate Compensation Budgets per Edit N 4 Delete a distribution 2 Budget Worksheet 3 Add an additional distribution toa current employee 2 Update current employee s distributions amp data 3 Budget Worksheet Level 0 accounts only 1 Run Distribution Report All Funds 4 Control Amount Used Budget Forms for Budget Submission Accessing Forms 1 Click on the on the left hand side of Forms folder to expand Click on the All Funds Budget In the content area you should see four forms Budget Worksheet Budget Worksheet Level 0 Accounts Only Control Amount Used HCP Push Validation Hyperion Budgeting 84 ORACLE Enterprise Performance Management System Workspace F JP Human Capital Planning PP support Units Budget Worksheet Level 0 Accounts Only i art T e Control Amount Used f HCP Push validation HCP Push Validation This forms allows you to verify that the push has successfully completed and will display the salary dollars entered via Budget Prep You should verify this information prior to using the other two forms 1 Select HCP Push Validation form 2 Choose your Entity from the Entity dropdown field NOTE You may need to search for the appropriate Entity UBO_PSPB 01000000 OFFICE OF PRESIDENT 101 CRRNT NO_SOF v M No Department Fiex gt 1302 Page 13020300 FR VISUAL DI
88. tion Budget to GL Accounts Delete Employee Assignment Assign Employee Edit Employee Details Change Status Size to Fit Filter Sort Analyze New Ad Hoc Grid 3 Click the Additional Earnings tab 4 Right click on the blue section that states Right click and add Additional Earnings Elements portion of the screen 5 Click the Add Additional Earnings option Return to Previous Data Form Calculate Compensation Expense Allocate Compensation Budget to GL Accounts jal Earnings Add Additional Earning Edit Adjust gt Filter A Analyze A New Ad Hoc Grid 6 Click the Enter Additional Earning Select Members drop down icon Hyperion Budgeting 59 Enter Additional Earning Enter Effective Start Date 7 Click the Display Properties icon 8 Click the Alias menu Dimensions Bement E CWE Campus or Weather Emergency OCH 230 On Call Hol Wkend Diff Pay Additional Display Properties gt OCW 225 On Call Week Day Diff Pay 3 9 Select OTS Overtime NOTE In this example we are selecting an overtime payment You would choose the correct additional earnings for our purpose 10 Click the right arrow to move the item to the right side 11 Click the OK button Hyperion Budgeting 60 Mias Mias Element Element ASB Asbestos Pay OTS Overtime
89. tober Amount November Amount December Q 17 Click the Save button Hyperion Budgeting 62 Add a Vacant Position If you want to hold a specific dollar amount but do not plan to hire someone in the near future for a specific position you can add a truly vacant line to hold dollar amounts 1 From the Maintain position data form find a Not Budgeted or Vacant position 2 Right click on the position and choose Edit Position Details P_00005259 PROGRAM AST 000908 gnosis as Edit Position Details PMS i Calculate Compensation Lense P0005274 ol Allocate Compensation Budget to GL Accounts 3 Click the FTE tab and verify the correct FTE is listed NOTE If you do not have a FTE or an inaccurate FTE is currently listed you will need to input the correct FTE by completing the following steps a Right click anywhere on the assignment line b Choose Update FTE Proposed FTE FTE Start Date FTE End Date 1st Assignment 1 7 4 14 amp Calculate Compensation Expense Allocate Compensation Budget to GL Accounts Return to Previous Data Form c Enter the appropriate FTE d Click the Add button Hyperion Budgeting 63 7 Update FTE Windows Internet Explorer Se Enter FTE Os Enter Effective Start Date 07 01 2014 Enter Effective End Date 06 30 2015 NOTE If you permanently wanted to change the F
90. tus Changes Sal y loyer Proposed FTE FTE Start Date FTE End Date ist Assignment 7 1 14 Calculate Compensation Expense Baa Allocate Compensation Budget to GL Accounts Form Edit gt In this example we are changing the position from a 1 0 FTE to a 0 5 FTE 6 Replace the 1 in the Enter FTE field with 5 7 Select the default data in the Effective End Date field Hyperion Budgeting 50 8 Press Delete to remove the Effective End Date to make this an ongoing change 9 Click the Add button Wedate FTE Windows Internet Explorer 10 Confirm the assignment updates correctly ceneri _ _ Employee _ FTE status changes Proposed FTE FTE Start Date FTE End Date To change the FTE for an employee 1 From the Maintain filled positions right click on the name of the individual you wish to change the FTE Click the Edit Employee Details option Click the FTE tab Right click in the Proposed FTE field Select Update FTE from the pop up menu Hyperion Budgeting 51 ee Calculate Compensation Expense Allocate Compensation Budget to GL Accounts Return to Previous Data Form Update FTE Adjust Period Ls Edit Adjust Insert Comment Supporting Detail In this example we are changing the position from a 1 0 FTE to a 0 5 FTE 6 fe Replace the 1 in the Enter FTE field with 5 Se
91. valid Data 7 Enable Essbase Format String Mode characters Suggest to use instead of 0 EE Distar HNIS as other 7 X an Cell Display E Navigate Without Data F Suppress Missing blocks Hyperion Budgeting 124 Connecting to Hyperion in Smart View You are now ready to connect to Hyperion using Smart View 1 Click the Smart View tab click the Open button and then click Smart View Panel Smart View opy Data Point Fear oS P Help gt amp a Redo OB Paste Data Point E Sheet Info Refresh Submit Options hy Functions B More Home Insert Page Layout Formulas Data Review View i Undo x Data Data General ault Connection 2 Select the Shared Connections option from the Smart View Home panel Fie E Home Insert Page Layout Fi D t Undo EX Copy Data Point amp Paste Data Point Redo Open Refresh Ea Functions Start Edit Dai Al vO KV Smart View Smart View Home Hyperion Budgeting 125 3 Type your GatorLink Username and Password Click the Login button Login n E N Em UF Authentication GatorLink Username J Change Password Password m Forgot Password Create Account Trouble Signing On 4 Select Oracle Hyperion Planning Fu

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