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Budget Monitoring and Reforecasting in Hyperion Planning. Session #25827 March 11, 2008 Alliance 2008 Conference Las Vegas, Nevada. Dr. Andrew Harker Director of Budget Management Alice Lau Principal Financial Information Analyst. Overview.

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Budget Monitoring and Reforecasting in Hyperion Planning

Session #25827

March 11, 2008

Alliance 2008 Conference

Las Vegas, Nevada


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  • Dr. Andrew Harker

    • Director of Budget Management

  • Alice Lau

    • Principal Financial Information Analyst


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Overview

  • Using Hyperion Planning, Stanford has brought discipline to its on-going budget monitoring and reforecasting processes with more utility and less pain than using Excel

  • We have a process that facilitates financial information flow up and down the decision-making hierarchy


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Use of Oracle Systems

  • Oracle EBS for Financials (GL, GA, AP, AR, PO, LD)

  • Peoplesoft for Student Information and HR

  • Hyperion Planning for Budget entry and Monitoring

  • Business Objects and Hyperion Interactive Reporting as interface into Data Warehouse


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Budgeting at Stanford

  • $3.5B in Revenues and Expense

  • ~30 decentralized budget units

  • All funds budgeting

    • What we call the “Consolidated Budget”

  • “Crosswalking” between external (GAAP) financial reporting and internal (fund accounting) financial reporting


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Concepts/Rationale

  • Hyperion is an excellent tool for analysis of summarized data

    • Generates fast results for known retrieval patterns

    • Can present both Consolidated Budget and Statement of Activities views

  • Consolidation of all units is easy

  • Good roll-up and drill-through capability

  • We design standard reports and data entry forms/templates for all the units to use

  • It can facilitate quarterly budgeting and variance reporting

  • Pre-Oracle: from 1995-2003 we had, via Pillar & UDW, a mechanism units used for budget, actuals, and reforecasting analysis; we wanted to give this utility back to the users


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Variance Analysis & Reforecasting Process

  • Stored within Hyperion:

    • 9/1 Consolidated Budget (12 months of data from Budget cycle)

    • Actuals (e.g. Sep ~ Mar of Actuals from Oracle)

  • Goals:

    • To identify and analyze variances from budget

    • To create a Rolling Forecast (Sep ~ Mar Actuals + Apr ~ Aug Budget) with capability to adjust remaining budget numbers


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Bus Objects Query

Oracle

(Actuals)

Star Schema

Bus Objects Collection

Hyperion (Budgets)

Star Schema

DSS

Excel

UBO reviewed each SS and then loads into Hyperion

Units emailed Excel SS to UBO

Analysis by Units

Visual Basic Macro

Variance Report Spreadsheets

Previous Variance Analysis Process

Data Warehouse


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The budget monitoring process using Hyperion

Reportmart3/DSS

Oracle

(Actuals)

EDW

UBO enters “top-down” forecast/budget into Hyperion

Hyperion

Analysis by Units

Since Hyperion will only hold data at a certain level of detail, RM3/DSS can provide queries for analysis when more detail is needed

Units enter their analysis/forecasts into Hyperion

Ad-hoc analysis & reporting

Budget, Variance, & Reforecast Reports (printed & on-line)


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The Hyperion Workspace

Reports for the users to see

Access to reports controlled by security

Reports for use by the Budget Office


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Consolidation & Distribution

The system has an organizational outline/hierarchy that facilitates drill-down and drill-up


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Organization of the Data

  • Data is entered and stored in the system by:

    • Budget Unit

    • Fund Type

    • Year

    • Scenario

    • Version

    • Budget Category


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The Variance Report


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Viewing information by fund type


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The Consolidated Budget Report


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Changing your view on the fly

Select a different organizational unit


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Developing reports for analysis


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Looking at Historical Progression


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Delving into the data


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Creating analytical reports


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Investigating the data


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Investigating the data

A hyperlink launches another report that shows where this data comes from


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Units submit their analysis text via Hyperion


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Reports to aid in reforecasting


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Questions?


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Contacts

  • Andrew Harker, Ed.D.

  • Director of Budget Management

  • University Budget Office

  • Stanford University

  • E-mail: [email protected]

  • Alice Lau

  • Principal Financial Information Analyst

  • University Budget Office

  • Stanford University

  • E-mail: [email protected]


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This presentation and all Alliance 2008 presentations are available for download from the Conference Site

Presentations from previous meetings are also available


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