The Journey to World-Class -...

The Journey to World-Class

Hyperion Planning Approvals

“Out-of-the-Box” and Other Custom-Built Methods

Presented to:

NCOAUG (North Central OAUG)

March 13, 2014

© 2010 The Hackett Group, Inc. All rights reserved. Reproduction of this document or any portion thereof without prior written consent is prohibited.

Deanna Sunde

Oracle/Hyperion EPM Background

– Have implemented Hyperion products for 13 years

– Certified on Planning and Essbase

Finance Background

– Accounting and Financial management at Princess Cruises – 10 yrs

– MBA in Finance, CPA (Inactive), BS in Economics

User Group Participation

– President of ODTUG Hyperion SIG

– Graduate of ODTUG Leadership Program

– Planning Track Lead for KScope14 Presentation selection

– Speaker at many ODTUG and OAUG user conferences

– Member of SROAUG BOD for 6 years


#1 Oracle EPM/BI Partner

Platinum Partner since 1997

Many of our 400+ consultants have: – CPA, MBA, Six Sigma Black Belts, PMP

The Only Partner for “Total EPM” – Advisory/Benchmarking and Research

– EPM Transformation Services

– Technology Implementation

One of the few firms with: – Deep EPMA and Master Data Management expertise (DRM)

– Infrastructure team that installs, troubleshoots and provides on-going software

support and Hyperion lab environment

– IFRS and tax integration solution specialists

Online database of Best Practice Assets and Accelerators


Agenda

Compare Workflow and New Approval Process

Approval Process Configuration Steps

Approval Process Screenshots

– Add Secondary Dimensions to Planning Units

– Set up Owners and Reviewers for Planning Units

– The Review Status Screen

– Validation in a Data Form

Task List Completion

Custom Data Forms

– Example 1: Insurance Company

– Example 2: Oil and Gas Company

Compare Workflow and Approval Process

Workflow (Process Management) Approval

EPMA Version Through 11.1.1.3 Beginning with 11.1.2

Planning Units Combination of Scenario, Version and

Entity

Scenario, Version, Entity and Optional

Secondary Dimensions

Administrators can add “secondary” dimensions

to the Planning Unit to make it more granular

(example: Budget, Final, California Entity and

Term Life Product)

Approval Templates

(how the planning unit

ownership moves

throughout the org

hierarchy)

Free-Form

User has to explicitly select the approver

Free-Form, Bottom-Up or Distribute

Bottom-Up: The ownership is automatically

transferred to the next owner from bottom to up

Distribute: The ownership is automatically

transferred to the next owner from top and is

distributed down

Planning Unit

Hierarchies

N/A (new with 11.1.2)

Fixed Design

Flexible Design

Administrators can assign different approval

templates to different planning units.

Example: For N. America, use a “bottom up”

template with no secondary dimensions, but for

EMEA use “bottom up” template and the

planning units broken further by products.


New Approval process Terminologies

Process Management = Approvals = Workflow. From 11.1.2.1 we will use the word “Approvals”

Planning Units: Earlier it was strictly a combination of scenario, version and an entity. From 11.1.2.1, admins

can add “secondary” dimensions to the Planning unit to make it more granular (example: Budget, Final, Mid-

West and “clothing”)

Approval Templates (how the planning unit ownership moves throughout the org hierarchy):

Free-Form (old method – user has to explicitly select who the next owner will be)

Bottom up (From 11.1.2, the ownership will be automatically transferred to the next owner from bottom

to up)

Distribute (From 11.1.2, the ownership will be automatically transferred to the next owner from top and

is distributed down)

Planning Unit hierarchies: Allow administrators to assign different approval templates to different planning

units - Example: For N. America, use a “bottom up” template with no secondary dimensions, but for EMEA

use “bottom up” template and the planning units broken further by products. In 11.1.2, the free form template

requires a Planning Unit hierarchy (which did not exist in prior versions)


Approval Process – Improvements with 11.1.2

Planning units may now also consist of secondary dimensions

– Planning units are combinations of scenario, version, and entity or part of an entity. Scenarios and

versions are the basis of the review cycle. Planning units submit planning data for a scenario and

version. For example, a planning unit might consist of a version (Best Case), an entity (New York), and a

scenario (Actual). Planning units can also include secondary dimensions within any entity, refining the

granularity of a planning unit.

Pre-defined promotional path

– The planning unit moves from one reviewer to another until the budget process is complete. The review

process follows the promotional path you set up when you select the owner and reviewers for a planning

unit, unless an event triggers a change in the promotional path.

Data driven approval (validations can stop or re-direct the approval process) Ex:

– Exceeding or not reaching expense boundaries for budget items such as salaries, new hires or capital

equipment

– The current owner returning the budget to the previous owner for additional information

– The current owner requesting help from an authorized user who is not necessarily on the promotional

path

View the organization hierarchy with respect to budget approvers (11.1.2.1)


Agenda









Custom Data Forms




Approval Process – Configuration Steps for 11.1.2

Step 1: Provision users in Shared Services to administer approvals. Different roles are:

– Approvals Admin

– Approvals Ownership Assigner (assign owners and reviewers of planning units)

– Approvals Process Designer (similar to Ownership Assigner, but also can add secondary dimensions to

planning units)

– Approvals Supervisor (To start and stop a Planning Unit)

Step 2: Determine the appropriate Approvals Template (free-form , bottom up or

distribute)

Step 3: Create one or more Planning Unit hierarchies

Step 4: Add Data Validation Rules to Forms (optional)

– Validations can be used to alter the Approvals promotion path or stop promotion (data will still be saved)

– Validations work in Smart View just like they work in web forms

Step 5: Update Task Lists to include approval steps

Step 6: Initiate the Approvals Process (and manage it)


Agenda









Custom Data Forms




Approval Process – Configuration Steps for 11.1.2

We will configure an approval for EMEA and will do the following:

Add a secondary dimension to a planning unit

Set up owners and reviewers for planning units

The review process


Approval Process – Add Secondary Dimensions to Planning Units


Approval Process – Setup Owners and Reviewers for Planning Units


Approval Process – The Review Status Screen


Approval Process – Example of a Validation in the Data Form


Approval Process – Uploads

You may upload a text file to setup the Planning units

Create a text file to that can be imported via the Planning Web Interface. Below are the fields/columns

needed:

Field/Column Example

Primary Member Cost Center

Primary Enabled True, False

Secondary Dimension Internal Order or Employees

Secondary Parent New Hires

Relative Generaion 1

Auto Include

Secondary Member

Include

Owner Planner User ID

Reviewers Reviewer User ID

Notifiees User iD (Owner, Reviewers)

•Create a text file to that can be imported via the Planning Web Interface. Below are the fields/columns needed:


Agenda









Custom Data Forms




Task List Completion - Overview

Requires the use of Task Lists

Does not require using the approval process

Admins may enter instructions for a task and create tasks that only contains text

Admins may enter a due date for the task

Admins may send e-mail message for uncompleted tasks

Admins may make a task completion dependent on completing a primary task (example:

before proceeding to the next form, the first form must be marked “complete”)

Users may navigate through the task list by selecting “Next” or “Next Incomplete”

Users may view status of their tasks and due dates

Tracking is by form by user (i.e. not by entity, version, etc.)

There is no “out of the box” reporting on the status of task list completion


Task List – Admin Form


Task List Completion – User Data Form


Task List – User View Status


Agenda









Custom Data Forms




Custom Data Forms

Relatively easy to setup and maintain

Works with any version of Planning

Customizable to meet requirements (examples that follow show Completion by owner, but

approval levels could also be built)

The Data Form can be included in a Task List

Accounts can be created to show % Complete in total and at other levels

Financial Reporting or Web Analysis reports can be created to report on completion and

approval Information

Exception reports can be created to report on completion and approval information

Must be able to trust your users, as even after marked Complete, they can still make

changes up until the Scenario/Version is closed (unless a heavily customized security

process is implemented)


Agenda









Custom Data Forms




Example 1: Insurance Company – Planning Background

Oracle Hyperion EPM Version 11.1.1.2

Cycles

– Reforecast

– Budget (Next year’s Budget is completed at the same time as the Reforecast)

Dimensions

– Entity is Department/Broker

Each Broker has only one type of revenue – P&C or Benefits

Brokers roll up into Departments which roll up into Departments

Two hierarchies are used – “By Practice” and “By Sales Leader”

Workforce and Revenue Plan Types are at the Broker level

FINSTMT Plan Type (which includes Expenses) are at the Department level

– Legal Entity is an Attribute Dimension; base dimension is Entity

– Custom Dimension for Customer (20,000+ customers)


Example 1: Insurance Company – Planning Background (Cont.)

Custom Completion Process

– Dimensions Used

Scenario (Budget or Reforecast)

Version(Working)

Entity (Department/Broker)

– Data Forms (5 forms in total)

Workforce Completion (Budget only)

Expense Completion

Revenue Completion

– Accounts (SmartLists are used)

Workforce Complete (Complete/Incomplete/Inactive)

Expense Complete (Complete/Incomplete/Inactive)

Revenue Complete (Complete/Incomplete/Inactive)

Seed Revenue Budget (Yes/No)


Example 1: Insurance Company – Planning Background (Cont.)

Business Rules

– Reforecast and Budget is Prepared by Customer

– Variance Between Budget and Reforecast for Existing Customers is part of “Lost Customer” Analysis

– When Revenue Reforecast is Marked “Complete” and Seed Budget is Marked “Yes”, Data is Seeded

from the Reforecast to the Budget

Reports

– Completion Status

– Budget Seeding Status

– Reforecast Incomplete

– Budget Incomplete


Example 1: Insurance Company – Examples of Task Lists


Example 1: Insurance Company – Completion Form

1. User selects the entity from the drop-down

2. User selects Compete, Incomplete, or Inactive from the drop-down

3. User clicks the “Save” button

4. Based on what was selected in the form, the business rule runs the appropriate code

If “Complete” is selected on the Reforecast data form AND “Seed Revenue Budget” is Yes, then the

data is seeded to next year’s Budget. This is so that the Budget is only seeded once and any Budget

data that was already updated is not overwritten.


Example 1: Insurance Company – Summary Revenue Data Form


Agenda









Custom Data Forms




Example 1: Oil & Gas Company – Planning Background

Oracle Hyperion EPM Version 11.1.2 (implementation started with 11.1.1.3)

Cycles – Budget, Outlooks (one per month), Actuals (adj. and capturing text comments)

Custom Completion Process

– Dimensions Used

Scenario (Budget , Oulook1, Outlook2, etc.)

Version(Bottoms Up 1, Bottoms Up 2, Bottoms Up 3)

Entity (separate hierarchical structure vs. that used for data input and reporting; parent entities are stored

members, not dynamic)

– Data Forms (3 forms in total, one version for Budget , one for Outlooks and one for Actuals)

– Accounts (SmartLists are used)

Budget/Outlook Complete (Complete/Incomplete/Inactive)

Actuals Complete (Complete/Incomplete/Inactive)

Business Rules

– Sets the appropriate completion status for parent level members


Example 1: Oil & Gas Company – Completion Form

1. Users are allowed to see completion status for all areas of the company. Security defines which

entities they may update

2. User selects Compete, Incomplete, or Inactive from the drop-down

3. User clicks the “Save” button

4. Business rule runs to set the appropriate status for parent level members


Example 1: Oil & Gas Company – Business Rule for Parent Levels /* PLN_COMPLETE_BUDGET */

SET LOCKBLOCK HIGH;

SET CACHE HIGH;

SET FRMLRTDYNAMIC ON;

FIX({RTP_SCENARIO},{RTP_YEAR},"NO_OVERLAY","C99999999","L999999","NOFLOW","BegBalance","Inputs")

FIX("B1","B2","B3")

SET CREATENONMISSINGBLK ON;

FIX("OIL_GAS_COMPLETE")

"MGMT_COMPLETE"(

IF(@SUM(@RELATIVE("OIL_GAS_COMPLETE",0))==@COUNT(SKIPNONE,@LIST(@RELATIVE("OIL_GAS_COMPLETE",0))) AND

@ISMBR("MGMT_COMPLETE"))

"MGMT_COMPLETE"=1;

ELSE "MGMT_COMPLETE"=#MISSING;

ENDIF

)

ENDFIX

FIX("MIDSTREAM_COMPLETE")

"MGMT_COMPLETE"(

IF(@SUM(@RELATIVE("MIDSTREAM_COMPLETE",0))==@COUNT(SKIPNONE,@LIST(@RELATIVE("MIDSTREAM_COMPLETE",0))) AND

@ISMBR("MGMT_COMPLETE"))

"MGMT_COMPLETE"=1;

ELSE "MGMT_COMPLETE"=#MISSING;

ENDIF

)

ENDFIX

CONT …..


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