hyperion - ibank

Queensland University of Technology

CRICOS No. 00213J

Patricia Alner, Director Planning & Budget Dean Gordon, Management Accountant

QUT Finance & Resource Planning5 March 2013

HES Finance Systems NetworkCase Studies in University Finance

Hyperion Budget Tool - QUT

CRICOS No. 00213Ja university for the worldrealR

Hyperion Overview

• Hyperion is QUT’s budget tool, implemented in July 2011 (replacing OFA - Oracle Financial Analyser).

• Hyperion is an Oracle based product (using Hyperion Planning and Essbase) to deliver a “Web-based and Excel planning, budgeting and forecasting solution”.

CRICOS No. 00213Ja university for the worldrealR

Main Benefits of Hyperion

• Supports QUT’s decentralised budgeting process

• Standardises and streamlines budgeting practices across QUT

• Allows for faster budget entry and consolidation• Governance bodies have greater confidence in

budget submissions, particularly with improved accuracy in employee budgets (uses a detailed bottom-up approach)

CRICOS No. 00213Ja university for the worldrealR

Hyperion Interfaces

• Interfaces with other QUT Systems:

• from both Alesco (Talent2) for employee/payroll details and Oracle Financials for all actual G/L transactions

• to Finance Portal (web based reporting tool) for all approved budgets and the current Rolling/Working budget

• Uploads (via ODI) occur on a nightly basis

CRICOS No. 00213Ja university for the worldrealR

Hyperion Modules and Interaction• There are 2 main modules used for budgeting in

Hyperion:• 1) Employee Module

• Down to individual position/employee budget per costcode

• 2) P&L Module• Down to individual G/L budget per costcode

• The budgets entered by users in the Employee Module links directly to the P&L Module (mapped to the employee expense G/Ls)

• Note: there is also a Balance Sheet (and Cash Flow) module, used by FRP for Committee reporting purposes

CRICOS No. 00213Ja university for the worldrealR

Hyperion interfaces and interaction

Alesco (HR)Position/Employee appointment details and payroll

Oracle FinancialsCurrent Year Actual G/L transactions (non payroll)

Workforce Module

P&L Module

Capital purchases

Balance Sheet Module(and Cash Flow)

Hyperion

1

2

3

4

5

6

Financial PortalBudget/Final and Rolling/Working

CRICOS No. 00213Ja university for the worldrealR

Rolling (starting point Mid-Year Ref & any amendments)

2013 Budgeting Scenarios/Versions

Reforecast/Budget Scenario

Budget (Consolidated)

Rolling (starting point previous Budget/Final)

Working

Mid-Year (Reforecast) Working

Working

Final

FinalMid-Year (Reforecast)

Working

Budget (Consolidated)

2013 Mid-Year Reforecast (May-Jun)

2014-2016 Consolidated/

Triennial Budget (Sep/Oct)

Version

CRICOS No. 00213Ja university for the worldrealR

Tools for entering budget data/reporting• Users have two options, depending on their

preference:

1) Web front end• Set of budget entry forms (screenshots over)• Set of standardised reports (HR and P&L)

2) SmartView (Excel based add-in)• Same set of forms and standardised reports

used in Web front end; and• create/save adhoc reports for analysis/

reporting (screenshots following)

CRICOS No. 00213Ja university for the worldrealR

Employee ModuleGlobal Values are used for all salary rates (ongoing and casual) and oncosts, including provision for EBAs.

CRICOS No. 00213Ja university for the worldrealR

Employee ModuleBudget Entry Form (Position Detail and Positions Budget)

Each budgeted employee has a

classification and a FTE (per month)

CRICOS No. 00213Ja university for the worldrealR

Employee ModuleAbility to easily review budgeted employee costs (for any scenario/version for any costcode)

CRICOS No. 00213Ja university for the worldrealR

Employee Module P&L ModuleEmployee Module feeds into P&L Module (mapped to G/L)

CRICOS No. 00213Ja university for the worldrealR

P&L Module

P&L Budget Entry Form (for revenue, non-employee module expenses and capital purchases)

CRICOS No. 00213Ja university for the worldrealR

Standard Reports

Set of HR Reports are available to all users

CRICOS No. 00213Ja university for the worldrealR

Standard Reports

Set of P&L Reports are available to all users

CRICOS No. 00213Ja university for the worldrealR

SmartView Overview

• SmartView (Essbase) is a multi-dimensional relational database, in which users specify dimension values to return a desired query result.

• Users can query either the Employee or P&L module.

EssbaseEntity

Period

Cost Code

Account

Scenario

Version

View

Year

Job

(Activity)

Type

CRICOS No. 00213Ja university for the worldrealR

SmartView Adhoc ReportingEmployee query – allows for comparison of actuals to budgets (can drill down to lowest level of each dimension)

Each module has a number of

dimensions to query

CRICOS No. 00213Ja university for the worldrealR

SmartView Adhoc ReportingP&L query – allows for comparison of actuals to budgets (can drill down to lowest level of each dimension)

Each module has a number of

dimensions to query

CRICOS No. 00213Ja university for the worldrealR

Assessment to Date / Short Term Initiatives

• Positive feedback across all levels:• Budget and Finance Officers (ease of use);• Faculty/divisional managers (allows for more accurate budgeting

and deeper analysis);• Central Finance (faster reconciliation; focus has changed to

analysing outputs, rather than the process of data collection); and• Governance Committees (greater confidence; better reporting

informs strategic decision making).

• Deploying Rolling Forecasts• Combined Data Reporting using Essbase,

encompassing student load, financials and FTE

CRICOS No. 00213Ja university for the worldrealR