Budget Monitoring and Reforecasting in Hyperion Planning

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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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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 aharker_at_stanford.edu
• Alice Lau
• Principal Financial Information Analyst
• University Budget Office
• Stanford University
• E-mail alicelau_at_stanford.edu

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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