Pepperdine University

The Office of Financial Planning

Hyperion Planning
Introduction & Demo
 Pepperdine University
Office of Financial Planning
Hyperion Planning Introduction

Hyperion Planning:
Hyperion Planning is a web-based budgeting and planning solution that drives
collaborative, event-based operational planning processes throughout the
organization. Hyperion Planning provides a comprehensive approach for the
closed-loop planning process that drives continuous business
improvement. Planning allows multiple users to meet financial objectives by
creating and managing their own applications.

Hyperion Planning System Capabilities & Features

ƒ Multi-dimensional data structure for flexible data collection and analysis
ƒ Supports target setting and bottom-up planning
ƒ Allows multiple versions for iterative planning cycles
ƒ Supports driver-based plans based on global assumptions
ƒ Supports business rules and allocations with pre-defined planning
methods
ƒ Web-based data entry and annotation
ƒ Web-based management of the planning cycle, including hierarchical
review and sign off – approval levels
ƒ Currency conversion for multi-currency applications
ƒ Management reporting

Hyperion Terminology

Dimensions
Dimensions represent the core component of the Hyperion Planning Application;
you use them to categorize every data value. Dimensions are usually static; once
determined, they rarely change over the life of the application. Pepperdine has
seven dimensions included in its Hyperion Planning application; Account (pool
code), Entity (Accounts), Scenario, Version, Time Period (months), Year (FY01,
FY02) and Employee. In addition Hyperion Planning has the capability for 13
additional user-defined dimensions.

Members
Members are individual components of a dimension (i.e. FY05 is a member of the
dimension Year and 251025 – Financial Planning is a member of the dimension
Entities).

X:\Budget Development\FY06\Instructions\Hyperion Planning Intro & Demo.doc 1

Change in Terminology

Referred to as… in FRS Now known as…in Hyperion

Account 6 Digit Entity
Pool Code 4-Digit Account

Use of signs in Hyperion Planning

FRS Hyperion

Revenues – negative Revenues – Positive

Expenses – positive Expenses - Positive
Contra Accounts Line Item 5000 and 8000 - negative

ƒ 5000 - Scholarship is a revenue discount

ƒ 8000 - Interdepartmental recharge is a internal recharge

X:\Budget Development\FY06\Instructions\Hyperion Planning Intro & Demo.doc 2

How Do I Get to Hyperion Planning?
The Hyperion Planning web site can be reached two different ways: link directly
to the Hyperion Planning web site using the URL below or use the link provided
on the Office of Financial Planning web site.

Option 1: Go to the Financial Planning website at:

http://www.pepperdine.edu/financialplanning. Click on the Hyperion
Web Page Link.

Option 2: The current address for the Hyperion Planning web site is:
https://budget.pepperdine.edu/HyperionPlanning/LogOn.jsp.

How Do I Log On to Hyperion Planning?

Both options will bring the user to the following screen

Note: These fields must

always be selected to
enter Hyperion
Planning

Note: This information

corresponds to the each
user’s login information to
the Pepperdine network
(NT password)

X:\Budget Development\FY06\Instructions\Hyperion Planning Intro & Demo.doc 3

Screen Introductions
Below is the Home Page for Hyperion Planning. From here you can navigate to
budget entry screens or to Hyperion Reports.

Explanation of Tabs

Enter Data
By clicking on the”Enter Data” link you will be taken to a list of folders
containing forms which allow you to enter and edit budget data.

X:\Budget Development\FY06\Instructions\Hyperion Planning Intro & Demo.doc 4

When Enter Data is selected, the following screen will appear.

The list of forms contained in the

highlighted folder to the left.

Folder structure
holding all forms

The box Form Folders on the left side of the screen organizes forms into various
folders. Forms designated for budget managers are found under “Phase One
Budget Forms”.

All forms contained in the highlighted folder will appear in the right column as
shown above. The form name is displayed as well as a description of that form.

X:\Budget Development\FY06\Instructions\Hyperion Planning Intro & Demo.doc 5

 General Form Overview
The comment on the follow form cab be applied to all forms used in Hyperion
Planning.

To enter data:
ƒ When the screen appears, go to the drop down menu “Page” and select
the entity for which you wish to enter data.
ƒ Select “Go” and a form will appear with all related six-digit accounts.
ƒ The white areas are data intersections where data can be entered. Gray
areas are fixed and cannot be manipulated.
ƒ When data entry is complete click “Save.” This will save information and
will trigger calculations. Do not proceed to a new form until new data
entry has been saved. If you do attempt to move to another form without
saving you will receive a save prompt.

Select six digit entity

Remember to
hit save when
data has been
entered

White areas –
where data can
be entered

X:\Budget Development\FY06\Instructions\Hyperion Planning Intro & Demo.doc 6

Definition of Supporting Detail
Supporting detail helps you build and communicate bottom-up values when
planning such expenses as travel, salary, and projects, where you need to
calculate aggregate values. This feature could be particularly useful when
budgeting for the adjunct salary pool, transfers or when you have multiple
external expenses falling in the same line. Supporting detail can include text,
values and operators that define how data aggregates.

Adding Supporting Detail

To add supporting detail that calculates values in a data entry form:

ƒ Double-click on the cell where you would like to provide additional detail or
click on the cell and then click the “Supporting Detail” menu button.
ƒ The Supporting Detail window reflects your cell selection in the data entry
form.

Below is the screen that will appear

ƒ Over the initial text "Untitled", type text of up to 1,500 characters that names
or describes the nature of the supporting detail.
ƒ Create or change the indented hierarchy to reflect the structure and
calculations you want.
ƒ Set the mathematical relationships among the line items by selecting an
operator for each of them.

X:\Budget Development\FY06\Instructions\Hyperion Planning Intro & Demo.doc 7

ƒ You can select from these operators: add +, subtract -, multiply *, divide /,
and ignore ~.
ƒ Type in data for those items whose values you want to set or calculate.
ƒ Click Save.
ƒ Values are dynamically calculated and aggregated before the data is saved.

Example of Supporting Detail

The following example shows how the first quarter's travel budget for a
department could be calculated using supporting detail. These supporting detail
Total values aggregate to the Q1 Travel cell in the data entry form.

X:\Budget Development\FY06\Instructions\Hyperion Planning Intro & Demo.doc 8

Salary Planning Budget Entry Demonstration

Username: ofpstu1
Password:

Scenario: You are the budget manager for account 252410 – IBM CONVERSION EXP.
This account falls in Major Area 70: Planning & Information Technology. You have four
staff employees: two are existing employees, one has recently transferred into the
department and one is a new position that will soon be filled. One of your staff
employees also teaches a class as an adjunct instructor. Some of the workload of the
department will be performed by outsourced temporary services.

Proposed Budget amounts to be entered:

Rick Johnson $10,000
Ryan Williamson 10,000
Andy Benton 10,000
New Position 10,000
Adjunct Salary 10,000
Temp Services 10,000

X:\Budget Development\FY06\Instructions\Hyperion Planning Intro & Demo.doc 9

Step-by-step Process Overview

1. Log On to Hyperion Planning using the account information provided above

(username: ofpstu1 and password: cowboy). After logging on navigate to the folder
list by clicking on “Enter Data” or “Input.” Click on the “Salary Planning” folder that
falls under the FY05 Phase One Forms.

2. Start with budgeting the two employees that are already a part paid out of this
account: Rick Johnson and Ryan Williamson. Two forms are provided for “existing
employees” such as this: one for staff and one for faculty. Click on the form for
existing staff.

3. Once you’ve navigated to the form called “Salary Budget: Existing Staff” you’ll see
the two employees who are currently paid out of this account. You’ll notice that Andy
Benton is not present in the list. We’ll take care of this issue in the next step. Enter
the budgeted FTE amount and the salary rate for the two staff members. These two
amounts will be multiplied together with the product equaling the salary. Click save.

X:\Budget Development\FY06\Instructions\Hyperion Planning Intro & Demo.doc 10

4. Since Andy Benton has never been budgeted in this account he will not appear in the
list of current staff members. His names needs to be “seeded” so that it will appear
here along with the other employees. To do this we need to go to a form designed for
this specific purpose. The form is labeled “2. Personnel Seeding” and is located in the
form folder called “Admin.” Navigate to the form and choose the appropriate account
and name from the pull-down menus. Click Go and place a zero on the “Headcount
Staff” line. Click save.

5. Go back to the existing staff salary entry form to see that Andy Benton now appears
in the list of employees. Enter his salary budget and click save.

6. Salary budgets need to be entered for the new position that has not been filled. Two
forms are provided for this type of employee: one for staff and one for faculty.
Navigate to the form labeled “3. Salary Budget: New Staff Positions.” Choose the
appropriate account and select the staff number and click “Go.” The staff number will
be helpful to you if you have multiple new positions in one entity. In this case just
choose “Staff 1,” enter the salary and headcount amounts and click save.

X:\Budget Development\FY06\Instructions\Hyperion Planning Intro & Demo.doc 11

7. Adjunct Faculty salary and temporary services are both “salary pools” and budgets
for these types of salary are entered on the same form. The form is labeled “Salary
Budget: Salary Pools.” Navigate to this form and enter the budgets for these two
items and click save.

8. Now that all the data for this entity has been entered its needs to be calculated and the
calculation result needs to be transported from the Salary budget database to the
Mainplan budget database. The two calculations (or “calc scripts”) must be run
separately and in order. They are as follows (where XX represents your major area:
SAL_MAXX and XREFMAXX.

To run these calculations go back to any salary form and click the “Launch Rules”
button which will produce another menu displaying your calc script options. In this
case the calculation we will run will be SAL_MA70 and XREFMA70. Click on the
calc scripts one-by-one in this order and click launch.

X:\Budget Development\FY06\Instructions\Hyperion Planning Intro & Demo.doc 12

9. The result can now be viewed in the Mainplan budget database. Navigate to the form
labeled “2. Externals Budgeting” located in the “General Activities” folder. Choose
the appropriate account to verify that the data has been transported correctly.

Important issues to note in regard to salary planning:

ƒ The calc scripts should be run as little as is reasonably necessary. Database and
calculation performance improvements have been realized by splitting these
calculations into major area specific calc scripts. This means that a much smaller
amount of data is being calculated each time the calc scripts are being run.
ƒ When FTE figures are entered please do not enter anything beyond two decimal
places. Further, the total FTE for any particular position/employee cannot under any
circumstances exceed 1. If the salary is split between two entitles with one having
0.76 and the other having 0.25 the total will be 1.01 which is not a possible outcome.

X:\Budget Development\FY06\Instructions\Hyperion Planning Intro & Demo.doc 13