basic functionality training guide - nashville, tennessee...oracle hyperion planning basic...

Oracle Hyperion Planning Basic Functionality Training Guide

Department of Finance Office of Management and Budget

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Basic Functionality (Departments & OMB)

Purpose Hyperion will be replacing WEBudget as Metro’s budget management tool. It is an Oracle web based platform that is connected to JD Edwards on a nightly basis.

Logging in

1. Use this link to get to the log in screen.

2. Your log in will be your “Single Sign On” as your User Name and password (the same as your computer).


Hyperion Basic Functionality 1

http://hyperion.nashville.org:19000/workspace/index.jsp

Setting User Preferences A few user preferences will need to be established before you begin using Hyperion. Security access has been granted based on your department and work responsibilities.

1. After logging in, select File from the top menu bar and then select Preferences. Select General. a. Content = Application b. Application = Planning OMB_BUD c. Select OK.

d. The next time you log in, you will automatically be taken to the OMB_BUD tab. e. If this is your first time logging in, to get to the OMB_BUD tab, click on Navigate, select

Applications Planning OMB_BUD.



2. Select Preferences from the left task bar. Set all “Application Settings” as below. Select “Save”.

3. Select “Display Options” as below. You can change these based on your personal preference. Select “Save”.

4. Select “Printing Options” as below. You can change these based on your personal preference.

Select “Save”. Typically, no changes are needed here.



5. Select “User Variable Options” as below. Select “Save”. a. Current Version of View = Department Submission b. Current Department = D# - For example, D040 or D031 c. Current Year of View = Fiscal Year – For example, FY18

**Note – Users must use Current Version of View as “Department Submission”. During testing and creation of this document, Current Version of View was set as “Current”.

Basic Navigation 1. Department users have access to Capital & 4% Requests, Budget Modifications, Revenue

Estimates, and True Up Adjustments. a. Select My Task List to expand the list. b. Select the arrow to the left of the module to expand.



2. If you need more room on your screen to see the data fields, you can collapse the menu bars by selecting the arrows highlighted below. Select the arrows again to re-expand.



3. Version of View – Department users have access to the Department Submission version and

Final version. Department users’ work will be completed in the “Department Submission” Version.

a. To change a Version of View, select “Current Version of View”. On the next dialogue

box, select the version you would like to change to.

b. To change to the “Final” version, click “Final” and then select “Add”. This will change the data being viewed to the verison that has been saved as “Final”.



c. Select “OK”.

4. Year of View - this is the fiscal year that data entered will be entered in. Note, for all Budget Modification entries, including the outer years, the Current Year of View should be the upcoming fiscal year (for example, FY18).

a. To change a Year of View, select “Current Year of View”. On the next dialogue box, select “All Years” to expand the options.



b. To change the fiscal year to FY19, select FY19 and click “Add”.

c. Select “OK”.



d. You will now be making entries to FY19 and/or viewing FY19 data.

5. Save/Launch Anytime you need to save, select the floppy disk on the menu bar. Items that need saved will be highlighted in yellow. If you do not save before navigating away from a page, your changes will not be saved.



a. After selecting save you will have to “Launch” the data. This pulls the data to other forms and does the actual saving. If you cannot see the “Launch” option on your screen, you can put your cursor in the last field and tab to “Launch”. This may take a few moments to process.



6. If you are looking at a screen that references either “fund balance” or “G/L Impact”, the applicable expense object accounts are being subtracted from the applicable revenue object accounts.

7. If you see an arrow in a column heading, that column can be expanded out to reveal more columns that total to primary heading. In the example below, “Salary Impact”, “Fringe Impact”, and “Other Impact all total to “Expense Impact”.



8. Some screens will have columns titled “Notes” that can be used for entering notes. Click within the appropriate cell under the Notes column, enter in any notes, and click Save.

9. Existing/Valid a. Existing- Account strings that had data in the applicable column heading. b. Valid- Account strings that have been entered in EBS. Example- a new Object Accounts

has been linked by Division of Accounts will be found here. Division of Accounts will continue to the link Business Units and Object Accounts together, they will be loaded to Hyperion as part of the nightly data transfer.

c. If you enter in the same account string, they will not sum, the last data entered will pull through in the Scenario.

10. Export to Excel- most screens will allow you to export the data to Excel for manipulation. An example of this functionality being used to enter revenue estimates is below.



a. From “Tools” select “Export as Spreadsheet”

b. Enter revenue estimates for desired accounts. Enter zeros for unbudgeted accounts. This allows Hyperion’s Revenue Check column to function properly. Verify that the estimates are formatted as numbers and copy the entire column, excluding the total.

c. In first OA, right click, select Edit, then Paste.



d. Check to make sure data copied correctly by OA and that the total matches the working

excel version, select save.

11. Data fields may sorted. The example below is how to sort by the “Preliminary Baseline”, but the functionality works across modules and fields.

a. Right click on the column that you would like to sort. Select the sorting method you

would like to use.

b. To cancel a Sort, select “Cancel Sort”.



12. Edit (Copy/Cut/Paste)- this functionality works like other Microsoft products. You can also use “Ctrl-C”, “Ctrl-X”, “Ctrl-P” as needed. Right click on the cells that you would like to edit.

13. Filtering- If a column or row of data can be filtered you can right click on the field and select “Filter”.



a. Select the filter type you would like to use.

b. Enter the values you would like to filter. Select “Filter Column”.



c. To clear the filter, select “Cancel Filter”.

14. Adding a Subledger- A subledger may be added to an OA. If a subledger is added and is not in accordance with DOA policies, it will create an error when the data is loaded in JDEdwards.

a. To add a subledger, right click in the appropriate data field and select, “Add Subledger”.



Notes 1. Budget data must be entered to the nearest $100. Hyperion will allow you to initially make this

entry; however, overnight the values will be rounded. 2. Do not use web browser’s back button. Use the “breadcrumbs” similar to JDEdwards.

3. As with all Metro applications, Internet Explorer is the only browser supported by ITS.



Oracle Hyperion Planning Capital Training Guide


[email protected]


Capital (Departments)

Purpose To allow departments the opportunity to request funding for capital projects.

Capital Overview 1. My Task List- expand “Capital & 4% Project Requests”- select “Capital Overview”

2. Right click anywhere in data fields (gray) of the Department that you would like to make requests for, select “Go to Department Requests”.


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3. There will be blank projects entered by the system administrator to ensure project numbering consistency. They will have a “Project Status” of “New”. To populate the information, right click and select, “Edit Capital Request”.

a. TAB 1: Complete the “Project Details” tab

i. Project Status- Select from the drop down: 1) Completed – Project has been approved and received its funding

allocation. No additional funds needed. 2) Deleted – agency no longer wishes to submit project for approval or

funding. Will not be removed from system until the roll-forward the following year.

3) New – Default status for blank (New) first-time entries. Contact your budget analyst if additional blank (New) projects need to be added.

4) Resubmitted In Progress – Project has been entered previously and has received funding. Agency is requesting additional funding for this year and/or future years.

5) Resubmitted Not Started – Project has been entered previously and has not received funding. Agency is requesting funding for this year and/or future years.

6) Redirected – This project has been redirected to another related project request that encompasses this one; so it is no longer needed. [Parent / Child project relationship.] Please enter parent Project # in “Project Title” field. Also, project funding should be added to the parent project entry.


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ii. Amendment Status- Select from the drop down

1) Council Amended - For OMB Use only 2) Mayor Amended - For OMB Use only 3) None - Agencies should enter “None” at this stage.


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iii. Project Title- Complete text box iv. Project Type- Select from the drop down:

1) Asset Protection- involves major renovations or improvements to existing facilities that would extend the useful life and/or add value to the asset

2) Capital Asset- generally defined as a new or rehabilitated physical asset that is nonrecurring (i.e. purchased once), has a useful life of more than ten years, and is expensive to purchase

3) Capital Program- a collection of smaller infrastructure improvements organized by an overarching plan

4) Contingency- Additional budget for unexpected increases in the cost of a set of projects

5) General Maintenance- the on-going process of maintaining existing facilities and structures. Maintenance will extend the useful life of a structure but will not normally add any significant value.

6) Study or Plan- Funding for a study or plan that guides capital projects

v. Implementing Department- Select a Dept from the drop down list if another dept will be implementing this project for your agency. [For example: If General Services will be the project manager for a construction or renovation project for your agency – they are the “Implementing Dept”. Or if ITS will be purchasing /


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installing hardware or software for your agency, then ITS will be the “Implementing Dept”. ] You can type in the department name in the Search box to quickly find it.

vi. Taxing District- Select from the drop down: 1) GSD – Project will be funded through GSD Debt bonds (95% of entries) 2) USD – Project will be funded through USD Debt bonds (for use by Fire,

Public Works, Water and DES only) 3) Other – OMB Use only


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vii. Project Description - Complete text box with a brief project description

viii. Impact on Operating Budget – [Mandatory Field] If this project’s approval and funding will have an expense impact on your agency’s operating budget (this year or in future years) your dollar estimate has to be entered. [Examples: If a hardware/software project has an annual maintenance fee; if additional FTEs will be needed to staff a new facility; or if an agency’s maintenance costs will increase.]


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ix. Project Need- Complete text box with an explanation of the project need. Use Project Need to explain why your project is necessary and what benefits it will provide to Nashville. Some examples of the kind of information you should provide:

a. Compliance with a legal requirement. b. Emergency situation. c. Upgrading an obsolete facility. d. Expanding services: explain why the new facility is needed: have

the number of your customers increased? Has your staffing increased?

e. Maintain grant funding or other source of revenue. f. A shift in location of your customers. g. Any circumstances that cause a higher priority project to be

scheduled after a lower priority project (such as readiness for the project or to align with a capital project from another department or outside agency).

h. If this information is detailed in a master plan, cite the plan and provide to the Planning Department.

i. IF REDIRECTING: Specify the new Project ID here.

NOTE: Project Need will not be included in the adopted CIB. It may be included in supplementary information.


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x. Project Duration (months)- Complete text box with the number of months required to complete the project. The field will only accept numbers.

xi. Project Comments- Complete text box with any other comments regarding the project here


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xii. Capital Priority Group- Select the applicable priority category from the drop down. Only one Priority Group can be selected – so use the most applicable one.

xiii. Project Priority- Complete the text box with the following Codes to describe the project. The field will only accept numbers. This field can be left to be completed on the Capital homescreen after all projects have been entered.

Code Explanation Further information required 1001 Appropriated and unexpended Funding source should be “approved” not

“proposed” 1002 Needed, requiring projects in the year indicated

In Project Need, explain why the proposed year is necessary for the project to proceed. Only identifying the project as your top priority is insufficient.

1003 Needed, but which can be shifted to coordinate with other programs or to fit within overall fiscal capacities

1004 Needed if funds are available 1005 Needed for consideration in future CIBs Place funding in FY24 or later


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xiv. Ready Status- Select the submission status from the drop down

It is recommended that you save frequently as to not unintentionally lose data between tabs; however it is not required.


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b. TAB 2: Complete the “Project Funding Sources” tab. Enter the dollar value of your request in each applicable year and funding source.

i. A- Miscellaneous Funds – OMB Use only ii. B- Approved G.O. Bonds – If GO Bond funds have previously been approved for

this project. Please enter amount, if applicable. iii. C- Proposed G.O. Bonds – (85% of entries) Project will be funded through

Metro’s debt service using General Obligation Bonds (GO Bonds) iv. D- Approved Revenue Bonds – If project has previously received Revenue Bond

funds for this project. Please enter amount, if applicable. v. E- Proposed Revenue Bonds – Project will generate its own revenue stream to

pay-back debt service on the Revenue Bond vi. F- Federal Funds – If project could be/will be receiving any Fed Funds (grants)

vii. G- State Funds – If project could be/will be receiving any State Funds (grants) viii. H- Enterprise Funds – Project will be using the agency’s own funding source.

[Example: Water Dept funds project through its Water Fees.] ix. I- Approved CD Funds – If project received Community Development (CD) grants

previously. Please list, if applicable. x. K- Proposed CD Funds – Project could be/will be receiving Community

Development (CD) grants xi. L- Approved 4% Funds – If project has received 4% Funds previously. Please

enter amount, if applicable. xii. M- Proposed 4% Funds – Project will be requesting 4% Funds

xiii. O- Approved Miscellaneous – OMB Use only xiv. P- Operating Budget Funds – Project will be funded using agency’s own

Operating Budget funds.


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After saving, the totals will be included.

c. TAB 3: Complete the “Project Districts” tab. Select “Yes” from the dropdown in the Council District(s) where the project will be occurring. If the tab is left blank, it will be assumed the project applies to all Council Districts (county-wide).


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After saving, the Council District will be included.

d. TAB 4: Complete the “Project Physical Location” tab as applicable. All fields are text entry.

If a street address is not available, identify your preferred location or geographic area for the facility. For example, a new school building should identify the intended cluster. If shifting services, identify where your customers are located. After saving, the address / geography will be included.


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e. TAB 5: Complete the “Transportation Improvement Program” tab as applicable. [Usually applicable to Public Works Department only.]

After saving, the TIP information will be included.


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f. TAB 6: Complete the “Effectiveness Criteria” tab: i. Resource or Project Leveraging- Does the project include outside money,

support enterprise operations, cluster with or coordinate with other Department projects, or support operations funded by outside money?

ii. Regional Collaboration- Will the project support regional collaboration or intergovernmental agreements? Was the project developed through a regional planning process?

iii. Condition- If you are proposing to renovate or replace an existing facility, explain why the condition of the facility is obsolete or cannot support your operations. For example, if it is a building, explain the facility condition.

iv. Return on Investment- Is the project likely to increase property taxes or sales taxes? Will it have other benefits beyond the direct provision of service?

v. Life-Cycle Costs- FOR NEW/EXPANDED ASSETS OR COMPLETE REPLACEMENTS ONLY. Select this option if your project has a finite lifespan and/or its condition degrades over time. In the explanation, identify the lifespan of the project; include a replacement cost if different from the project cost. Also include an estimated annual maintenance cost. Required by Mayor Barry’s Executive Order No. 20.

vi. Planning Context- Was the project developed based on a master plan? Was the pursuit of the project a priority for a board or commission? Was the project developed with public input? Will there be future public input to refine the project? If so, explain each.

vii. Effectiveness Criteria Rationale- For each item you marked yes, provide an explanation for how your project fulfills the criteria. If your project addresses multiple criteria, please provide rationales in separate paragraphs.


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After saving, the data will be updated.

4. From the Capital Overview screen, the “Project Priority” number and the “Ready Status” can be updated from this screen or on the “Project Details” tab.


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After saving, the data will be updated.

5. The process for revising a previously entered request is the same as entering a new request. You will right click the request you would like to edit and then proceed.


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Oracle Hyperion Planning 4% Reserve Fund Requests Training Guide


[email protected]


4% Reserve Fund Requests (Agency / Department)

Purpose To allow agencies / departments the opportunity to request funding for 4% operating capital projects.

4% Overview 1. My Task List- expand “Capital & 4% Project Requests”- select “4% Overview”

2. “Department Review” tab- an agency’s / department’s prior year requests have been added to this tab, however the priority, quantity, and amounts fields have been cleared out. These fields may be updated to reflect this year’s requests from this screen.


Hyperion 4% Reserve Fund Requests 1

After saving, the data will be entered.

To indicate that you are ready for the request to be submitted for review, select “Ready” from the “Ready Status 4%” column and save.



3. 4% Add Request tab- this tab is for entry of new 4% requests. From the drop down box, select

the Business Unit that you would like to make your request in. All Business Units for your agency / department will appear; however, if they are not eligible for 4% requests you will receive an error later. [A quick way to find the appropriate Business Unit is to search for it by typing “4%” in the Member Box.]

The list of eligible 4% Business Units for your agency / department will appear in the drop down box. Select the Business Unit you would like to make your request in and then click the “Go” arrow to the right.



After selecting the arrow, the valid Object Accounts for the Business selected will appear.

Right click on the object account that you will be making your request in & select “4% - Add Request Details”.



Complete all fields across the tab.

1. Item – Name of item being requested 2. 4% Priority – Ranking of request among all your other requests 3. 4% Priority Group – Listing of Administration’s priorities. Select the one most applicable 4. Estimated Operating Cost [Mandatory Entry] – Dollar estimate that requested item will

have on your agency’s operating budget, if applicable. [Example: Annual maintenance or warranty for a hardware/software purchase.]

5. Propsed Quantity – Total number of this item requested 6. Proposed Amount (4%) – Estimated total of all these items requested; not per unit costs 7. New or Replacement – Is the requested item a New or Replacement request 8. Estimated Life of Item (New) – If New, estimated life expectancy of the item 9. Age of Item (Replacement) – If Replacement, estimated age of item being replaced 10. Proposed Use/Function – Description of item and its intended use / function 11. Ready Status (4%) – If all fields are filled-in and this request is complete – mark as “Ready”

Select Save. After saving, the data will be entered.



4. 4% OA Summary- This is a read-only tab that will show a summary of your agency’s / department’s requests for the applicable fiscal year.

5. 4% Prior Year Requests- This is a read-only tab that will show a summary of your agency’s / department’s requests from the prior fiscal year.



Oracle Hyperion Planning Budget Modification Entry Training Guide


[email protected]


Budget Modification Entry (Departments & OMB)

Purpose To walk users through the necessary steps required to correctly enter Budget Modifications for the upcoming fiscal year. The process detailed below must be repeated until all Budget Modifications have been entered and submitted to OMB.

Check User Preferences before entering any Budget Modifications 1. Click Preferences and then click User Variable Options.

a. Current Version of View = Department Submission b. Current Department = D# - For example, D040 or D031 c. Current Year of View = Fiscal Year – For example, FY18

**Note – Users must use Current Version of View as “Department Submission”. During testing and creation of this document, Current Version of View was set as “Current”.


Hyperion Budget Modification Entry 1

Steps/Form Name for Creating Budget Modifications 2. Click on My Task List and click to expand Budget Modifications. Then select Budget

Modifications.



3. On the Task-Budget Modifications tab, right click anywhere within the space below for your department and select Create a Budget Modification.

a. Although all department numbers show up, department users will only have access to create Budget Modifications for their own department. Department users will need to select their appropriate department number.

b. OMB has access to create Budget Modifications for any department. OMB users will need to select the appropriate department number.

4. Enter the Title of the Budget Modification, Justification of the request, and Name of the Decision Package.

a. The default naming convention for Decision Package Name is BM-Dept#-001 for Budget Modification, Department Number, and request number. In this example, the default is BM-40-001. OMB has determined that departments need use the default naming convention and enter in each request in numerical order, such as BM-40-001, BM-40-002, BM-40-003, BM-40-004, etc.

b. Once entered in, the Decision Package Name text can’t be edited or changed. Also, the name entered here can’t be used again during the same budget year but can be used again the following budget year.

c. Click launch once information has been entered. This creates the new Budget Modification.



(Example below showing Decision Package Names in numerical order using default naming convention).

5. Select the appropriate Modification Type from the drop-down box in the Modification Type column.



6. Select the appropriate priority from the drop-down box in the Priority Group column if the Budget Modification relates to one of the Mayor’s Priorities. Note that only one priority can be selected. If related to several priorities, pick the top priority that the request relates to.

7. Enter in the Budget Modification priority number. If the priority number is not yet known, wait

until all Budget Modifications have been entered and then enter in the priority numbers before submitting to OMB.



8. The yellow highlights indicate items have been entered/edited and not yet saved. Click Save. An information box pops up stating the data has been saved. Click OK.

9. Right click in any of the text or drop-down cells (Title, Justification, Mod Type, Priority Group, Priority #, FTE, Headcount, GL Impact) within the row of the Budget Modification and select View/Edit GL Data to enter in FTE, revenue, and/or expense data related to the Budget Modification. Data can be entered for FY18, FY19, and FY20.



10. Department users will have access to only their department’s Business Units. OMB users will need to make sure that the Current Department of View is on the appropriate department once on the Budget Modification – GL screen to see only that department’s Business Units.

a. To change department, click on Current Department of View. b. Click on Metro under Member Name in the left column to expand. c. Click on correct department number and click Add. d. Click OK.

11. Use the Expense tab to enter in any expenses other than Object Accounts 501101 Regular Pay or 501172 – 501177 Benefits. Use the Revenue tab to enter in any revenue associated with the Budget Modification. Use the FTE, Salary, and Benefits tab to enter in any FTEs, salaries (Object Account 501101 Regular Pay), and Benefits (Object Accounts 501172 – 501177) related to the Budget Modification. The Existing Data tab shows the account string(s) of data previously entered and saved.



12. On the Expense tab, right click in the Amount, Amount Year 2, or Amount Year 3 column within the row of the appropriate Business Unit to enter expenses.

a. Select Edit Expenses for this Fund-BU.

b. Enter in the dollar amount(s) in the cell of the correct Object Account(s) for each fiscal year. The Amount column is the current year (in this case FY18). In this example, Amount Year 2 is FY19, and Amount Year 3 is FY20.

c. If an expense is decreasing, use a negative sign (-) in front of the dollar amount. Note, Object Accounts 501101 and 501172 – 501177 are grayed out (unable to edit) on the Expense tab. These accounts can be edited on the FTEs/Salary/Benefits tab.

d. Dollar amounts must be to the nearest $100. Use an incremental increase (or decrease) for each fiscal year.

e. In this example, $15,000 is requested for 503320 – Uniforms/Work Related Items and $40,000 to 503600 – Repair and Maint Supply for FY18. An additional $10,000 is requested for 503320 in FY19 and $0 in FY20 (if zero amount, leave cell blank or enter zero). $25,000 is being requested for 503600 in FY19 and an additional $5,500 in FY20.



f. If any notes are needed, click within the cell to the right of the Object Account in the Enter Notes column and enter in any notes.

g. Click Save and Launch. If Launch is clicked, the last row will then have a total of all 500000 Expenses for the Budget Modification. An information box appears stating the data has been saved successfully. Click OK.

h. If Cancel is clicked instead of Launch, the data is still saved but not aggregated. The last row won’t have a total. The user will need to aggregate before submitting the modifications.

i. Continue entering any other expenses needed to Object Accounts on the Expense tab and add notes as needed. Click Save and Launch (or Cancel) depending on user preference.



13. Once all dollar amounts have been entered, click on the “BMGL – 1.0” link to go back to the Budget Modification screen showing the different tabs.

14. Click the Expense tab. The total amount for each fiscal year shows up in the row(s) of the Business Unit(s) used if Launch was previously clicked.

15. On the Revenue tab, right click in the Amount, Amount Year 2, or Amount Year 3 column within the row of the appropriate Business Unit to enter any revenue associated with the Budget Modification.

a. Select Edit Revenue for this Fund-BU.



b. Enter in the dollar amount in the cell of the correct Object Account for revenue. If a revenue is decreasing, use a negative sign (-) in front of the dollar amount.

c. Dollar amounts must be to the nearest $100. Use an incremental increase (or decrease) for each fiscal year.

d. In this example, $10,000 is being added to 407606 – Garbage for FY18, an additional $5,000 for FY19, and an additional $4,500 for FY20.

e. If any notes are needed, click within the cell to the right of the Object Account in the

Enter Notes column and enter in any notes. f. Click Save and click Launch. If Cancel is clicked instead of Launch, the data is still saved

but not aggregated. The last row won’t have a total. The data will need to be aggregated before submitting to OMB.



g. Continue entering any other revenues needed to Object Accounts on the Revenue tab and add notes as needed. Click Save and Launch (or Cancel) depending on user preference.

16. Once all revenue amounts have been entered (if any), click on the “BMGL – 1.0” link to go back to the Budget Modification screen showing the different tabs.

17. Click on the Revenue tab. The total amount for each fiscal year shows up in the row(s) of the Business Unit(s) used if Launch was previously clicked.

18. Enter in any FTEs on the FTEs, Salary, and Benefits tab. a. Right click in the Amount, Amount Year 2, or Amount Year 3 column within the row of

the appropriate Business Unit. b. Select Edit FTE’s and Labor for this Fund-BU.



c. On the first tab (BMGL – 2.3 FTEs Totals – valid), right click in any of the gray cells of the appropriate row. If no Subsidiary is needed, right click in any of the cells of the first row where SS and SL are blank. If a Subsidiary is needed, right click in any of the cells of the row with the correct Subsidiary. Do not click in any of the cells in the bottom Total row.

d. Select Edit/View FTEs by Job Code.

e. On the Enter Labor by Job Code tab, click the drop-down box and search for the position

by title or ID #. In this example, two full-time Maintenance & Repair Leaders (# 10847) are being requested.



f. Select the position and click the right (Go) arrow to confirm the selection.

g. Enter the number of FTEs for that position for each fiscal year using incremental

increases or decreases. Use a negative sign (-) if eliminating a position. Separate the number of FTEs by full-time, part-time, and no benefits. For no benefit FTEs, no taxes or benefits will be calculated, only salary. In this example, two FTEs are requested for FY18, one additional FTE in FY19, and three more FTEs in FY20.

h. Enter in the headcount by full-time, part-time, and no benefits for each fiscal year using incremental increases or decreases.

i. Click Save and Launch.



j. The Salary and Benefits account totals are calculated. For full-time FTEs, Object Accounts 501101 Regular Pay and 501172 – 501177 are calculated. For part-time FTEs, Object Accounts 501101 Regular Pay, 501172 OASDI, and 501173 SSN Medical are calculated. For no benefit FTEs, only Object Account 501101 Regular Pay is calculated. The totals will show as rounded to the nearest $100 on the BMGL- 2.3 FTEs screen.

k. If the position is not part of the FY17 Pay Plan (Pay Grade = NS in JD Edwards), the salary and benefits will not automatically calculate. The salary and benefits must be manually calculated and entered in once the position has been selected.



19. The Salary and Benefits account totals are calculated based on the rates entered on the SBD Benefit Drivers tab. An administrator from OMB will enter the rates for each fiscal year.



20. The SBD Salary Defaults tab shows positions by title and position ID #, along with the starting salary for each position by year (except for positions where Pay Grade = NS in JD Edwards).

21. The SBD Salary Defaults – Search tab allows the filter by position title or position ID # to get the starting salary for a particular position (except for Pay Grade = NS in JD Edwards).

a. Click the drop-down box and search for the position by title or ID #.



b. Select the position and click the right (Go) arrow to confirm the selection. In this example, Maintenance & Repair Leader (ID # 10847).

c. This filters the positions and shows the starting salary of the position selected.

22. To add another position, go back to the Enter Labor by Job Code tab. a. Search for the position in the drop-down box by title or position ID #. b. Select the position and click the right (Go) arrow.



c. Enter the number of FTEs for that position. Separate the number of FTEs by full-time, part-time, and part-time no benefits for each fiscal year.

d. Enter in the headcount. In this example, two full-time Maintenance & Repair Workers (ID # 10848) and one part-time (0.49 FTE) are being requested for FY18. No additional ones are being requested for FY19 or FY20 (enter zero or leave blank if none).

e. Click Save and Launch.



f. The Salary and Benefits account totals are calculated (except for positions not part of the FY17 Pay Plan). The totals will show as rounded to the nearest $100 on the BMGL- 2.3 FTEs screen.

g. Click on the Additional Labor tab if additional funding for salaries or benefits is being

requested or if the position is a position not part of the FY17 Pay Plan (Pay Grade = NS in JD Edwards). The salary and benefits must be manually calculated on the Additional Labor tab for positions not part of the pay plan.

h. Enter in any amounts as needed. Note, any additional taxes and benefits related to additional 501101 Regular Pay or any other salary account need to be manually calculated on this entry section.

i. Click Save and Launch.



23. The BMGL 2.3 FTEs Totals tab on the BMGL 2.3 FTEs screen shows the Total FTEs, Total Headcount, and totals for Salary and Benefits for each fiscal year. These are rounded to the nearest $100.



24. The 2.3 FTEs by Job Code tab shows the breakdown of FTEs, Headcount, Salaries, and Benefits by position. Note, the totals do not show as rounded to the nearest $100 on this tab. The 2.3 FTEs Totals – valid and 2.3 FTEs Totals – existing tabs show the amounts rounded to the nearest $100.

25. Moving up one link, the BMGL – 1.0 screen shows the total salary and benefits for the Business Unit for each fiscal year.

26. The Existing Data tab shows Revenue, Expense, and FTE data previously entered and saved for a Budget Modification. It can be used to quickly edit a modification before it’s submitted, as it only shows the Business Units used for the modification selected rather than all valid Business Units for a department.

a. Select the Budget Modification to be edited from the main Budget Modification Input screen by right clicking in any of the text or drop-down cells (Title, Justification, Mod Type, Priority Group, Priority #, FTE, Headcount, GL Impact) within the row of the Budget Modification and select View/Edit GL Data.

b. Click on the Existing Data tab. c. Right click in any of the grayed out cells and select Edit Revenue for this Fund-BU, Edit

Expenses for this Fund-BU, or Edit FTEs and Labor for this Fund-BU, depending on what needs to be edited.



27. If Cancel was clicked instead of Launch within the Budget Modifications during data entry, the data needs to be aggregated before submitting the modifications to OMB.

a. Right click in any of the text or drop-down cells (Title, Justification, Mod Type, Priority Group, Priority #, FTE, Headcount, GL Impact) of any of the Budget Modifications and select Aggregate.

b. Another way to aggregate is to select Aggregate Budget Modifications under Budget Modifications and then click Launch.



c. Once the aggregation is complete, the Budget Modification totals will show up on the

main Budget Modification tab.

28. To delete a Budget Modification that was entered by mistake or one that was copied over from a previous fiscal year that is no longer needed, right click in any of the text or drop-down cells (Title, Justification, Mod Type, Priority Group, Priority #, FTE, Headcount, GL Impact) within the row of the Budget Modification to be deleted. A modification can only be deleted prior to submitting to OMB.

a. Select Clear, Remove, Reset. b. Select Remove from this Year/Version.



29. If text or a selection in the Title, Justification, Modification Type, Priority Group, or Priority field

needs to be edited at any point before submitting to OMB, click within the appropriate cell and edit the text or select the appropriate choice as needed.



30. Another way GL data can be edited is by clearing all GL data for a Budget Modification from the main Budget Modification screen and then drilling down into the modification to enter revised amounts.

a. Right click in any of the text or drop-down cells (Title, Justification, Mod Type, Priority Group, Priority #, FTE, Headcount, GL Impact) within the row of the appropriate Budget Modification.

b. Select Clear, Remove, Reset. c. Select Clear GL Data. d. Click OK. This clears out all previously saved GL data in the modification. e. Select the Budget Modification again, right click in any of the text or drop-down cells. f. Select View/Edit GL data to enter in revised data.

31. Department users may submit each Budget Modification individually to OMB. OMB has the ability to “Submit All” Budget Modifications on behalf of a department. Once the deadline passes for budget submittal, OMB will then submit all requests for a department if the department did not already submit them individually.

a. To individually submit a Budget Modification, go back to the main Budget Modification Screen (BMD Department Input).

b. Right click in any of the text or drop-down cells (Title, Justification, Mod Type, Priority Group, Priority #, FTE, Headcount, GL Impact) of the Budget Modification and select Submit to OMB. Click OK.

c. Once submitted to OMB, the Budget Modification cannot be resubmitted unless it’s first returned by OMB to the department for rework.



d. The status will change to Submitted.

32. Continue to enter in all Budget Modifications using the steps above until all modifications have been entered.



33. Departments can quickly view the status of all of their Budget Modifications by Fiscal Year by clicking Status Dashboard under Budget Modifications.

a. If any changes need to be made before submittal, from this screen users can right click within the FY18 column of the cell of the modification to be edited.

b. Select Budget Modification and View/Edit GL data.

34. Reset from Submitted Data. As previously noted, a Budget Modification cannot be resubmitted to OMB unless it’s first returned by OMB to the department for rework.

a. Budget Modifications can be edited and saved once submitted, but note that any changes made after submitting won’t be received by OMB unless OMB returns the Budget Modification for rework.

b. To reset the data to the original submission if changes are made and saved after submitting to OMB, right click in any of the text or drop-down cells (Title, Justification,



Mod Type, Priority Group, Priority #, FTE, Headcount, GL Impact) of the Budget Modification.

c. Select Clear, Remove, Reset. d. Click Reset from Submitted Data. e. This resets the data in the Budget Modification Input columns to what was last

submitted to OMB.

f. The Submitted columns show the submitted data. Users can compare what is listed in

the Submitted columns to what is listed in the Budget Modification Input columns to see if any variances exist.



35. Budget Modification Review. a. Department users will be locked out of Budget Modifications after the deadline for

budget submittal. Department users will only be allowed back into Budget Modifications to make edits if OMB returns any Budget Modifications to the department for rework.

b. Department users may view their modifications by selecting Budget Modification Review under Budget Modifications.

c. This section is read-only. No changes can be made in this section.



Oracle Hyperion Planning Department Revenue Estimate Entry Training Guide


[email protected]


Department Revenue Estimate Entry

Purpose To guide users through the necessary steps required to correctly enter and subsequently validate their revenue estimates for the upcoming fiscal year. In order to ensure that the end result is both accurate and complete, the process must be repeated until all necessary entries have been made, resulting in the department’s submission for the year. This includes all required budgeted revenue amounts within each fund, business unit, and object account housed within the department’s chart of accounts.

Steps/Form Name 1. My Task List- expand “Revenue Estimates” - select “Select Fund-BU”

2. The form contains three separate tabs for navigating to specific accounts. Your selection depends on both searching preference and need. Choose from the following: “Select FundBU –Search” “Select FundBU - Existing” or “Select FundBU - Valid” tab.

a. “Search” allows you to search by Fund, pulling up BUs tied to that specific fund only. b. “Existing” allows for much quicker navigation, as it displays all Funds and BUs that had

either budgets or actuals during the applicable time period. c. “Valid” houses all account strings that have been entered into EBS. Newly linked OAs

will be found here.


Hyperion Department Revenue Estimate Entry 1

3. Verify that the Dimensions circled below are correct:

a. “Current Year of View” should be set to the first fiscal year for which you are budgeting. Entries made for the remaining two years are all done within the same form, tied to that first fiscal year.

b. “Current Version of View” is set to Department Submission c. “Current Department of View” is correct

**Note – Users must set Current Version of View to “Department Submission”. During testing and creation of this document, Current Version of View was set as “Current”.

4. To enter estimate, locate correct fund and business unit. Right-click in the empty cell adjacent to these, located under column labeled FY18 Revenue Estimates. Select “Edit Revenue Estimate for this BU”



5. Within selected Fund and Business Unit, locate desired object account, subsidiary, and subledger for which you want to submit a revenue estimate. There are separate columns for each fiscal year’s estimates. Estimates should be entered for all three years.

6. Enter estimates, along with any relevant explanation for material variance in Variance Explanation column. Select save at top of screen, then launch.

7. Revenue for every OA within the BU can also be entered at once via Hyperion’s copy and paste functions. This allows users to make adjustments to accounts as necessary in Excel and enter them in a timelier manner once satisfied with the estimates. To do so, complete the following.

a. From “Tools” select “Export as Spreadsheet”



b. Enter revenue estimates for desired accounts. Enter zeros for unbudgeted accounts.

This allows Hyperion’s Revenue Check column to function properly. Verify that the estimates are formatted as numbers and copy the entire column, excluding the total. Hyperion will calculate totals once the information is saved and launched. If “Variance Explanations” are entered in excel and pasted back in with data, the text should be formatted as “general.”

c. Making sure that you are copying and pasting the same amount of data, in the first OA, right click, select Edit, then Paste. If you are not in the correct cell when attempting to paste, Hyperion will produce a warning message that reads “The data cannot be pasted because it extends past the edge of the grid.”



d. Check to make sure data copied correctly by OA, select save and then launch. Once the launch is complete check that the total matches the working Excel version.

8. Next, verify Revenue Manual information is correct by right clicking in any cell within the row of the object account that you would like to check and selecting “Edit Revenue Manual Info”.



9. Verify/make adjustments as necessary to prepopulated revenue information from previous fiscal year. Newly created object accounts that are linked by DOA will require manual entry for all fields. Once complete, select save and then launch.

a. This information is collected/updated annually for the Revenue Manual that is produced for council and the public. For a full description of each fields’ required responses, please select the following link: http://im.nashville.org/finance/omb/budget_instructions_revenue_estimate.asp

b. In order to be recognized as “Complete” by Hyperion’s self-check function, data must be entered for all fields.

c. Preexisting accounts that are completely prepopulated will read “Complete” by default. This information was pulled from Hyperion and represents what was most recently entered by each department. Updates can and should still be made to these accounts, when necessary. If this occurs and something is omitted, the account will read “Incomplete” until fully completed.



http://im.nashville.org/finance/omb/budget_instructions_revenue_estimate.asp

10. Once all required information for an estimate has been entered, select “Ready” in Department

Submission Status column. This will signal to OMB that submitted revenue estimates for particular OAs/BUs/Funds are ready for review.

a. This can be done via three different ways: i. To do so within the Revenue Manual Information screen, locate the Department

Submission Status row and drop down, select ready, then save.

ii. To do so for a single estimate from the main Revenue Estimate entry screen,

locate the appropriate object account and within the Dept Submission Status column using the dropdown select “Ready”.

iii. If all revenue estimates and required revenue manual information have been entered and you are ready for OMB to begin reviewing your numbers, every object account within each business unit can be set to “Ready” simultaneously using Hyperion’s copy and paste functions.



1. Simply set the first account to “Ready”, right click on it, select Edit, and then Copy.

2. Next, right-click within the heading of the Dept Submission Status column, select edit, and then paste.

3. If done correctly, every object account within the business unit will change to ready. See below.



11. Note that for object accounts in which the Revenue Manual information is already completely prepopulated using the previous year’s information, Complete will automatically appear in the Revenue Manual Information column for that account.

12. Confirm that total revenue for the business unit is correct for each fiscal year and that all entries are set to ready and are recognized by Hyperion as being Complete. If correct, totals will appear as seen below.

a. Status totals from this main input screen tie back to the previous screen, where funds and business units are selected. A running tally is also kept in the status dashboard section, mentioned next.



13. To verify the completion status at any given time for all funds within a department, navigate to “Status Dashboard” within “My Task List”.

14. This dashboard provides a snapshot of where each fund stands based on completion status. It is strictly read only, with all entries being made in the “Select Fund-BU” module. By fiscal year, the following are displayed:

a. Total Revenue Estimate by fund b. Department Submission Status c. Revenue Manual Information Status d. Potential Missing Revenue



15. When all necessary entries have been made, the statuses for each fund and for the department in total will read “Ready,” “Complete,” and the Revenue Check Column should be blank. For this to happen, all business units within each fund must be complete.



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