Oracle Hyperion Public Sector Planning and Budgeting. User Guide Release

Transcription

1 Orace Hyperion Pubic Sector Panning and Budgeting User Guide Reease

2 Pubic Sector Panning and Budgeting User Guide, Copyright 2009, 2012, Orace and/or its affiiates. A rights reserved. Authors: EPM Inforation Deveopent Tea Orace and Java are registered tradearks of Orace and/or its affiiates. Other naes ay be tradearks of their respective owners. This software and reated docuentation are provided under a icense agreeent containing restrictions on use and discosure and are protected by inteectua property aws. Except as expressy peritted in your icense agreeent or aowed by aw, you ay not use, copy, reproduce, transate, broadcast, odify, icense, transit, distribute, exhibit, perfor, pubish, or dispay any part, in any for, or by any eans. Reverse engineering, disasseby, or decopiation of this software, uness required by aw for interoperabiity, is prohibited. The inforation contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, pease report the to us in writing. If this is software or reated docuentation that is deivered to the U.S. Governent or anyone icensing it on behaf of the U.S. Governent, the foowing notice is appicabe: U.S. GOVERNMENT RIGHTS: Progras, software, databases, and reated docuentation and technica data deivered to U.S. Governent custoers are "coercia coputer software" or "coercia technica data" pursuant to the appicabe Federa Acquisition Reguation and agency-specific suppeenta reguations. As such, the use, dupication, discosure, odification, and adaptation sha be subject to the restrictions and icense ters set forth in the appicabe Governent contract, and, to the extent appicabe by the ters of the Governent contract, the additiona rights set forth in FAR , Coercia Coputer Software License (Deceber 2007). Orace Aerica, Inc., 500 Orace Parkway, Redwood City, CA This software or hardware is deveoped for genera use in a variety of inforation anageent appications. It is not deveoped or intended for use in any inherenty dangerous appications, incuding appications that ay create a risk of persona injury. If you use this software or hardware in dangerous appications, then you sha be responsibe to take a appropriate fai-safe, backup, redundancy, and other easures to ensure its safe use. Orace Corporation and its affiiates discai any iabiity for any daages caused by use of this software or hardware in dangerous appications. This software or hardware and docuentation ay provide access to or inforation on content, products, and services fro third parties. Orace Corporation and its affiiates are not responsibe for and expressy discai a warranties of any kind with respect to third-party content, products, and services. Orace Corporation and its affiiates wi not be responsibe for any oss, costs, or daages incurred due to your access to or use of third-party content, products, or services.

3 Contents Docuentation Accessibiity Part I. Getting Started Chapter 1. About Pubic Sector Panning and Budgeting About This Guide About Pubic Sector Panning and Budgeting Source Syste Integration Budgeting Ipeentations and Approaches The Basic Budget Process Pan Types Budget Detai Types Decision Packages and Budget Requests About Buiding and Maintaining Copensation Budgets Epoyee, Position, and Job Reationships FTE, Headcount, Overtie, and Vacancy Cacuations Copensation Funding Fro Different Departents Provided Diensions User Defined Diensions Sart Lists Predefined Accounts Annotations, Coents, and Attachents Requireents Assuptions Accessibiity Chapter 2. Getting Started Buiding and Managing Budgets Using the My Task Lists Pane Using the My Tasks List Pane in Decision Package-Enabed Appications Initia Budget Ipeentation Tasks Artifact Verification and Custoization Tasks Data Loading Preparation Tasks Copensation Budget, Line Ite Budget, and Security Setup Tasks Contents iii

4 Budget Adinistration and Maintenance Tasks Budget Panner Tasks Part II. Creating and Preparing Appications Chapter 3. Creating Appications About Creating Appications Before Creating Appications Fisca Year Ipact on Cacuations Creating Cassic Panning Appications Creating Perforance Manageent Architect Appications Chapter 4. Preparing Appications Requireent Overview Defining the Budget Process Verifying Your Appication Setup Scenario and Version Exchange Rates Task Lists Substitution Variabes Data Load Settings Setting Up Diensions and Mebers Defining Diensions and Mebers Renaing the Year Diension Renaing Provided Mebers Creating Jobs, Positions, and Epoyees During the Budget Cyce Managing Diensions in Perforance Manageent Architect Setting Up Sart Lists Defining Sart Lists Required Sart Lists Additiona Sart Lists Frequenty Used Pubic Sector Panning and Budgeting Sart Lists Verifying Sart Lists Before Loading Data Fro Source Systes About Associating Sart Lists With Diensions Incuding New or Modified Sart List Entries in Essbase Reports Loading Genera Ledger and HRMS Metadata and Data Using ERP Integrator Using the Outine Load Utiity for Cassic Appications Using Enterprise Perforance Manageent Architect Data Load Guideines iv Contents

5 Custoizing Provided Coponents Business Rues Task Lists Fors That Use Foruas Fors That Use Vaidation Rues Menus Securing Appications Securing Diensions and Mebers Securing Fors Securing Task Lists Securing Business Rues Chapter 5. Using PeopeSoft Financias Coitent Contro About the Integration Budget Definitions Parent and Chid Budgets Periods and Caendars Vaidations Preparing to Integrate Assuptions Integration Requireents and Budget Preparation Guideines Perforing Vaidations and Writing Back Data About Defining the Integration Chapter 6. Configuring the Line Ite Budget Preparing to Link Copensation Budget and Line Ite Budgets Scenario 1: One-to-One Mapping Between Segents or Chart Fieds and Pubic Sector Panning and Budgeting Diensions Scenario 2: Cobining Genera Ledger Segents or Chart Fieds in a Diension Popuating the Line Ite Budget Linking Copensation Data Pushing Copensation And Operationa Expense Data to Reporting Appications Chapter 7. Setting Up Copensation Budgets Before You Begin Managing Saary Grades About Saary Grades Differentiating Between Saary Steps and Sequences Defining Saary Grades About Modifying Saary Grades Contents v

6 Synchronizing Saary Properties Siutaneousy Adjusting Grade Steps or Sequences About Specifying Annua Saary Spreads Using a 52-Week Fisca Year Managing Other Copensation Eeents Defining Other Copensation Eeents Modifying Copensation Eeents and Options Updating Mutipe Copensation Options Synchronizing Copensation Eeent Properties Processing Loaded HRMS Data Reviewing Loaded Position, Job, and Epoyee Data Reviewing Position and Epoyee Data Reviewing Job and Epoyee Data Reviewing Position-Ony Data About Making Changes Perforing Mass Updates Making Mass Updates Part III. Creating Copensation Budgets, Decision Packages, and Budget Requests Chapter 8. Defining Saary, Copensation, and Aocation Defauts About Defauts Before Specifying Defauts Maintaining Position Defauts by Entity Specifying Saary Grade Defauts Maintaining Copensation Eeents Defauts By Entity Maintaining Natura Account Defauts About Defaut Natura Accounts Specifying Natura Account Defauts About Benefit and Copensation Aocations Exape Exape Exape Exape Aocation Guideines Maintaining Saary Aocation Defauts Correcting Overapping Aocations Mass Adjusting Copensation Expenses Using Autoatic Increents About Increents vi Contents

7 Perforing Autoatic Copensation Increents Perforing Saary Grade Step Increents Perforing Vaue and Rate-Based Saary Grade Increents Sape Increents Defining Custo Nubers of Workdays and Paydays Chapter 9. Working with Huan Capita Copensation Budgets Recoended Task Fow Requireents Maintaining Jobs Creating Jobs Activating Jobs Viewing Job Detais Before Specifying Job Copensation Maintaining Job Copensation Detais Specifying Epoyee Assignents Terinating Jobs and Excuding Jobs Fro Cacuations Maintaining Epoyees Maintaining Epoyee Copensation Detais Changing Epoyee Status Synchronizing Epoyee Properties Deeting Epoyees fro Budgets Terinating Epoyees Transferring Epoyees Assigning Epoyees to Positions Assigning Epoyees to Jobs Assigning Epoyees Outside HRMS to Positions Deeting Epoyee Assignents Maintaining Positions Creating Positions Synchronizing Position Properties Maintaining Position Copensation Detais Excuding Positions fro Budget Cacuations Copying Position Data Perforing Singe Step Transfers Reviewing Pending Transfers Deeting Positions About Terinating Positions Terinating Positions Contents vii

8 Appying Copensation and Saary Aocation Defauts Maintaining Epoyees by Job or Position Viewing Epoyee Job Detais About Fiing Vacant Positions or Jobs Fiing Vacant Positions or Jobs Reviewing and Accepting Pending Transfers Cacuating and Aocating Copensation Expenses Viewing the Budget Ipact of Copensation Expenses Chapter 10. Cacuating, Reviewing, and Aocating Copensation Expense Budgets Cacuating Budgets Reviewing Expenses Reviewing Position and Job Budgets Reviewing Epoyee Budgets Reviewing Copensation Eeent Budgets Reviewing FTE Assignents About Aocating Copensation Expenses to Genera Ledger Accounts Aocating Copensation Expenses to Genera Ledger Accounts Chapter 11. Working with Decision Packages and Budget Requests About Decision Packages and Budget Requests Sape Decision Packages and Budget Requests Shared Decision Packages About Accessing, Reviewing, and Approving Decision Packages and Budget Requests User Tasks and Responsibiities Sape Decision Package Approvas About Baseine Decision Packages Getting Started Assuptions and Liitations Requireents About Working With Decision Package Types Provided Decision Package Types Creating Decision Package Types Modifying Decision Package Types Copying Decision Package Types Using Decision Packages and Budget Requests About Preparing Decision Packages and Budget Requests Managing Decision Packages and Budget Requests Using the Tree View Tab viii Contents

9 Creating Decision Packages Sharing Decision Packages Unsharing Decision Packages Creating Baseine Decision Packages Creating Budget Requests Entering Budget Request Data Modifying Decision Packages and Budget Requests About Perforing Budgeting Tasks Not Dispayed in My Tasks List Perforing Budgeting Tasks Not Dispayed in My Tasks List Copying Decision Packages Between Budget Versions Saving Decision Packages and Budget Requests Moving Budget Requests Between Decision Packages Deeting Decision Packages and Budget Requests Migrating Decision Package Types Subitting Decision Packages for Review and Approva Approving and Rejecting Decision Packages Chapter 12. Reviewing and Approving Budgets About Approving Copensation About Subitting Budgets for Approva Prerequisites Approving Positions, Jobs, and Epoyee FTE and Copensation Approva Options Approving Positions Approving Jobs Approving Epoyee Assignents to Positions Approving Period-Leve FTEs Subitting Budgets for Approva Chapter 13. Revising and Adjusting Budgets Constraining Revisions Requireents Creating Revision Requests Specifying Revision Data Recacuating Expenses and Subitting Revision Requests for Approva About Modifying Revisions Using Drafts Chapter 14. Using Reports and Budget Books About Budget Books Contents ix

10 Genera Reports Decision Package and Budget Request Reports Using Budget Data in Financia Reporting Part IV. Appendixes Appendix A. Frequenty Asked Questions Appendix B. Loading Metadata and Data Using the Outine Load Utiity Requireents and Iportant Notes Reviewing the Diensiona Structure Identifying Sart List and Entry Naes About Load Fies Required Data Load Fie Run Order About Creating Load Fies and Verifying Loads Loading Metadata and Data Loading Sart Lists and Sart List Vaues Loading Saary Grade Detais Loading Saary Grade Detai Lines Loading Copensation Eeents Loading Eeent Detai Lines Loading Epoyee Inforation Loading Position Inforation Loading Epoyee-Position Associations Loading Position FTE Inforation Loading Epoyee FTE Inforation Loading Position Saary Grade Inforation Loading Epoyee Saary Grade Inforation Loading Position Copensation Inforation Loading Epoyee Copensation Inforation Loading Position Aocation Inforation Loading Epoyee Aocation Inforation Loading Job Inforation Loading Epoyee Job Assignents and Detais Testing Load Fies Verifying Data Loads Running Load Fies Troubeshooting Appendix C. Updating Business Rues After Changing Predefined Sart Lists Business Rue and Sart List Associations x Contents

11 Epoyee Budget Detai Position and Epoyee Budget Detai Position Budget Detai Modifying Sart List Vaues Gossary Index Contents xi

12 xii Contents

13 Docuentation Accessibiity For inforation about Orace's coitent to accessibiity, visit the Orace Accessibiity Progra website at Access to Orace Support Orace custoers have access to eectronic support through My Orace Support. For inforation, visit or visit ctx=acc&id=trs if you are hearing ipaired. 13

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15 P a r t I Getting Started In Getting Started: About Pubic Sector Panning and Budgeting Getting Started Getting Started 15

16 16 Getting Started

17 1 About Pubic Sector Panning and Budgeting In This Chapter About This Guide...17 About Pubic Sector Panning and Budgeting...17 Assuptions...33 Accessibiity...33 About This Guide This guide has four parts: Part I, Getting Started outines they key features of Orace Hyperion Pubic Sector Panning and Budgeting, and how to use it based on your budgeting requireents and responsibiities (budget adinistrator, or budget reviewer, for exape). Part II, Creating and Preparing Appications provides the inforation adinistrators need to create and prepare Pubic Sector Panning and Budgeting appications for copensation budget and ine ite budget integration. It aso describes how to integrate with PeopeSoft Financias Coitent Contro. Part III, Creating Copensation Budgets, Decision Packages, and Budget Requests provides the inforation that budget panners, finance office staff, and budget office staff need to prepare, cacuate, subit, revise, and report on copensation and ine ite budgets. It aso describes how to define decision packages to subit associated and ogicay reated budget requests for approva. Part IV, Appendixes provides inforation about oading HRMS data using the Outine Load Utiity, updating business rues after odifying predefined Sart Lists, and answers to soe frequenty asked questions. About Pubic Sector Panning and Budgeting Pubic Sector Panning and Budgeting, is an integrated budgeting and panning soution in the Orace Enterprise Perforance Manageent Syste suite that enabes pubic sector and highereducation organizations to anage existing and projected budgets using current and previous Genera Ledger and Huan Resource Manageent (HRMS) data. You can aso oad data fro PeopeSoft Financias Coitent Contro. Pubic Sector Panning and Budgeting aso enabes you, at a departenta or Huan Resource organization eve to anage, odify, and update About This Guide 17

18 epoyee and job data, identify the copensation budget ipact, and define Genera Ledger aocations. Pubic Sector Panning and Budgeting enabes you to accopish these tasks: Buid budgets fro prior years or versions. Define decision packages and budget requests to subit funding requests for proposed projects, and to identify the ipact these new proposas wi have on the existing baseine budget. Manage positions, and position data, and position-reated copensation detais Manage epoyee-reated data such as saary grades, benefits, ocation, status, epoyerpaid taxes, and union inforation Project and evauate the ipact of epoyee copensation on overa budgets Forecast the ipact of new positions, workforce reductions, contract proposas, and copensation and benefit changes as they occur throughout the year Perfor ass updates and gobay or conditionay appy copensation defaut changes Aocate budget aounts to different progras, projects, or other chart-of-account diensions Integrate and aggregate position and epoyee budgets into operating expense ine ite budgets Issue notifications when budget issues need attention or the budget is copeted Hande overrides with coprehensive audit trais to ensure accuracy Access budget data in Orace Hyperion Sart View for Office Create detaied budget books and reports in Orace Hyperion Financia Reporting, enabing you to pubish budget detais internay or externay, and use report queries Source Syste Integration Subtopics Genera Ledger and HRMS Integration PeopeSoft Financias and Coitent Contro Genera Ledger and HRMS Integration You can budget using data and etadata in supported Genera Ledger and HRMS systes by creating and running integration in Orace Hyperion Financia Data Quaity Manageent ERP Integration Adapter for Orace Appications or by using the other supported toos and products such as the Orace Data Integrator or the Outine Load utiity. Doing so enabes you to: Load previous budgets and actuas fro the Genera Ledger. Load detaied inforation fro HRMS to prepare detaied position budgets and update existing saary-reated budgetary inforation. 18 About Pubic Sector Panning and Budgeting

19 Aocate saary and position budgets into Genera Ledger accounts to enforce budgetary contro. Copensation data in the Huan Capita Pan type integrates with the overa ine ite budget, enabing you to identify the ipact of detaied saary pans on the overa operating expense budget. For inforation about using ERP Integrator to downoad and upoad financia data, see the Orace Hyperion Financia Data Quaity Manageent ERP Integration Adapter for Orace Appications Adinistrator's Guide. For inforation about the supported Genera Ledger, HRMS, and EPM Syste, see the Orace Enterprise Perforance Manageent Products Supported Patfors Matrices page: PeopeSoft Financias and Coitent Contro Integrating with PSFT and using Coitent Contro budgets enabe you to: Extract actuas, budgets, encubrances, financia references, and supporting data such as the foowing fro the PeopeSoft Financias (PSFT) Coitent Contro tabes for use in Pubic Sector Panning and Budgeting appications: Business units Chartfieds Caendars Line ite budgets Perfor arge scae changes to any or a budgets, and send revisions as journas back to ERP for posting whie aintaining distinctions in PSB budgets between origina proposas, adjustents, revisions, and adjusted budgets. Seed data back to PSFT Coitent Contro Use the foowing to transfer data between PSFT andpubic Sector Panning and Budgeting budgets: Contro rues Consist of rues for budget definitions and cobinations of segents or chartfied vaues; both of which are used to vaidate ine ite budgets. Line ite budgets that have fina approva and are posted back to budget edgers in PSFT. Line ite budgets are vaidated against the budget definition and cobination edit rues defined in PeopeSoft. Budgeting Ipeentations and Approaches Pubic Sector Panning and Budgeting supports these budgeting approaches: Baseine budgeting, in which your previous year's iported actuas and \ or unspent baances for the beginning of the current year's budget under preparation. For exape, you ay have $25,000 approved in your 2011 budget for aintenance contracts, $15,000 of which was spent. If at the start of the budget preparation process for 2012 you use actuas to create About Pubic Sector Panning and Budgeting 19

20 the baseine budget, your account for aintenance contracts has $15,000. If you use the 2011 budget, you have $25,000. Botto-up budgeting, in which expenses fro ow-eve entities (cost centers, departents, business units, and so on) aggregate upward. Distributing or top-down budgeting, in which expenses are disseinated fro the highest eve entity downward. In this budget ipeentation, initia budgets are prepared by the top eve owners of the entity hierarchy, who pass the contro to update and view budgets to ower eve entity owners such as cost center or business unit anagers. These ower eve entity owners update copensation expenses, and then subit budgets back to the top eve owners. Target budgeting. Athough this approach prevents you fro using Approvas, it enabes you to identify, enforce, and track the budget aocated to a offices, bureaus, cost centers, and business units by defining target versions. For exape, a Pubic Sector organization ay receive $800,000 fro the federa or country governent. Using target budgeting, the organization aocates funds to different departents, preventing the fro subitting budget requests that exceed their departenta iits. The Basic Budget Process Buiding and aintaining budgets invoves these steps: 1. At the beginning of the budget cyce, product ipeentors prepare appications by satisfying the appication preparation requireents, and oading Genera Ledger, possiby fro PeopeSoft Financias, and HRMS actuas fro the previous budget year or version (baseine budget). See Initia Budget Ipeentation Tasks on page Under the guidance of finance staff, panners prepare copensation budgets by perforing these tasks: Prepare budgets, or decision packages and budget requests, for their cost centers to refect position and epoyee changes such as fied vacant positions, odified epoyee status, changes to benefits, and fu-tie equivaent (FTE) assignents. Decision packages and budget requests can be used to organize and subit ogicay reated ine ite budget requests for approva. Create and define positions by perforing tasks such as: Appying saary, copensation, and aocation defauts defined at the entity or departent eve to new positions by perforing ass adjustents. Appying entity-specific saary, copensation, and aocation defauts to existing positions and assigned epoyees. Defining saary and copensation increents that can be used to autoaticay progress assign the next saary grade step, saary vaue, saary rate, or copensation option to positions and epoyees. Cacuate copensation expenses for their entity (cost center or departent). Assign epoyees to jobs or positions. Transfer or terinate positions and epoyees. 20 About Pubic Sector Panning and Budgeting

21 Aocate entity copensation expenses to Genera Ledger Accounts by specifying chart fieds or segents. Review the budget ipact of existing positions, epoyees, and copensation schedue changes. Use Approvas to subit budgets to senior financia and division heads for review. 3. After copensation budgets are approved, adinistrators can perfor these tasks: Write back next year's budget fro an aggregate storage database to the Genera Ledger as journa entries. Run journa iports in the Genera Ledger. 4. Finance and budget staff consoidate copensation budget pans and pubish budget reports, budget books, bis, and other statutory docuents in HTML or PDF forats. See Chapter 14, Using Reports and Budget Books. 5. Revise budgets. Pan Types Pan types represent Orace Essbase databases that Adinistrators create to contain diensiona data. Use Pan Type 1, 2, or 3 for ine ite operating expenses such as ease, utiity expenses, and other driver-based budgets such as progra or capita pans. One of these pan types can ater contain the ine ite budget. Use the Huan Capita Panning (HCP) pan type for copensation budget diensions such as effective-dated saary, benefit assignents, and Genera Ledger account aocation percentages. Adinistrators popuate the ine ite budget by apping HCP diensions and ebers to Genera Ledger accounts segents and chart fieds. Budget Detai Types Subtopics Position and Epoyee Epoyee Position When creating a Pubic Sector Panning and Budgeting appication, seect the budget type for the eve of driver-based copensation budgeting that you want to use to derive overa copensation budget expenses. Position and Epoyee Use this budget detai to budget epoyees by their assignents to positions, which drive copensation expense cacuations. This budget detai enabes you to pan and track expenses by position and by epoyee in which each position represents a unique corporate roe and is characterized by cost center and job tite. About Pubic Sector Panning and Budgeting 21

22 Where avaiabe, epoyee-specific saary, earnings, benefits, tax, and aocation inforation is used to ensure that position expenses are cacuated and aocated as precisey as that of current incubent inforation. The Position and Epoyee diensions are popuated as andatory diensions, and Job is a property of Position. Job is an Account eber associated with a Sart List. Epoyee Use this budget detai to track and budget soey by epoyees assigned to various jobs. If your organization does not use the position anageent odue in your HRMS, seect this budget detai. With the epoyee budget detai, Job Code is a diension, is popuated during appication creation, and drives personne expense cacuations. Position Use this budget detai to track and budget soey by positions. Using this budget detai type, Position is popuated as a andatory diension and has Job as a property. Job is an Account eber associated with a Sart List. The position budget detai enabes you to generate budgets for overa FTE, but not for headcount. The position budget detai enabes you to oad average or axiu copensation inforation across a epoyees. Decision Packages and Budget Requests Decision packages present pubic sector resoutions, objectives, or proposas. Budget requests are the individua personne, operationa, or ine ite budgets required to ipeent decision packages. For exape, Pubic Safety Iproveents coud be a unicipa decision package that contains budget requests defined by the Fire Departent and the Poice Departents that present the ine ite costs and tota aount invoved to fufi the decision package. See Chapter 11, Working with Decision Packages and Budget Requests. About Buiding and Maintaining Copensation Budgets The tasks different users perfor to adinister and define budgets and decision packages are isted in the My Task Lists pane and, possiby, in the Task Lists pane. See Buiding and Managing Budgets Using the My Task Lists Pane on page 35. Epoyee, Position, and Job Reationships Every position is unique to a departent and is characterized by the associated jobs. For exape, Mechanic is a job. Mechanic in the Parks departent is one position, and Mechanic in the Highway departent is a different position. Positions can be shared, pooed, or singeincubent. The FTE for singe incubent positions cannot exceed one. Shared and pooed positions can have utipe FTEs. Cacuations are perfored by position if you use the Position 22 About Pubic Sector Panning and Budgeting

23 budget detai or the Position and Epoyee budget detai. With the Epoyee budget detai, Job drives copensation cacuations. Epoyees are assigned to positions. Unti a position is fied by an epoyee, its vacant portion is tracked. If an epoyee terinates, the position reains vacant unti another epoyee is assigned. Uness defined as singe incubent position, utipe epoyees can be assigned to a position. Epoyees ay aso have utipe positions. For exape, nurses ay work day shifts and night shifts but the nurse position is not differentiated by shift. The epoyee is assigned to the sae position twice so the pay for each shift can be cacuated differenty. FTE, Headcount, Overtie, and Vacancy Cacuations Subtopics FTE FTE and Short-Ter Disabiity, and Maternity Leave FTE and Long Ter Disabiity Leave Overtie Headcount Vacant Positions Additiona Earnings FTE When epoyees are hired, assign the FTE of the position to the epoyees. This fis the FTE and reduces the vacancy portion of the position. If epoyees are terinated or transferred, the position's vacancy portion of FTE is added to vacancy. The tota FTE for the epoyees assigned to a position cannot exceed the tota FTE for the position. The difference between a position's FTE and the nuber of incubent epoyee FTEs is the vacant portion of the position. To excude the vacant portion of a position fro cacuations: Excude or override the Tota FTE assignent Excude positions fro cacuations For the Position and epoyee budget detai: If epoyees are absent due to aternity or shortter disabiity, you can update their position FTE to create a repaceent FTE that can be teporariy fied by another epoyee unti the absent epoyee returns to work. See FTE and Short-Ter Disabiity, and Maternity Leave on page 23 and Changing Epoyee Status on page 158. FTE and Short-Ter Disabiity, and Maternity Leave Appies ony to the Position and epoyee budget detai If an epoyee who is assigned a position is absent due to aternity or short-ter disabiity eave, you can: About Pubic Sector Panning and Budgeting 23

24 Update the position's FTE to generate a repaceent FTE vacancy that you can teporariy fi by assigning another epoyee not associated aready with the position. This other epoyee fis the vacant FTE unti the absent epoyee's eave ends. or: Not update the position's FTE to have another epoyee aready assigned to the position perfor, being copensated accordingy, the work of the absent epoyee. Set the status as active to have their copensation cacuated during a particuar period of tie Set the status as inactive to not cacuate or pay their copensation during a particuar tie period Incude or excude the copensation expenses fro budget cacuations For exape, an epoyee has an annua saary of $82,000, is away for three onths on aternity eave, continues to receive copensation during her eave, and a repaceent vacancy FTE is generated for her position. In this case, the repaceent vacancy FTE is incuded in budget copensation cacuations if another epoyee assues the repaceent FTE, which one does. By defaut, the repaceent epoyee receives, for the three onths they work unti the origina epoyee returns fro eave, the sae annua saary. Consequenty, the annua and onthy copensation for the position is: Epoyee on aternity eave: $82, (annua); $6, (onthy) Repaceent epoyee working during the three onths of the origina epoyee's aternity eave: $20, Tota annua copensation for the position: $82,000 + $20, = $102, See About Changing Status on page 156 and Changing Epoyee Status on page 158. FTE and Long Ter Disabiity Leave Epoyees absent fro work due to ong ter disabiity eave: Cannot have their vacant FTE generated and fied by another epoyee Cannot be have their status defined as active Cannot have their copensation cacuated or paid Overtie Overtie is cacuated ony for nonexept and houry epoyees. Overtie is budgeted separatey fro saary, and paid at a higher rate (typicay, 1.5 ties or two ties the houry rate). You can odify overtie cacuation to scae it by the nuber of epoyees in a group, and by the overtie hours projected for each eigibe epoyee. Create overtie as an additiona earnings eeent. See Defining Overtie on page About Pubic Sector Panning and Budgeting

25 Headcount Existing headcount In the Position budget detai, existing headcount is an input vaue. In the Position and Epoyee budget detai, existing headcount is cacuated based on the nuber of oaded epoyees assigned to a position. In the Epoyee budget detai, existing headcount is a oaded, read-ony vaue. Tota headcount The existing oaded headcount in addition to approved headcount. Approved headcount Headcount is oaded fro HRMS in addition to accepted epoyeeposition assignents ade during the budget year. Epty or vacant headcount oaded fro HRMS are approved, but further epoyee assignents in Pubic Sector Panning and Budgeting are unapproved. For exape, if you oad a position with a headcount of six to which four epoyees are assigned, the reaining vacancy of two is approved. If you assign two epoyees to the position, their headcount is unapproved. Specify headcount to positions in HRMS to accoodate future epoyee assignents before oading positions. Proposed headcount The nuber of newy assigned epoyees to approved or unapproved positions in the budget year. Unapproved headcount Nuber of reaining unapproved epoyee assignents. Vacant Positions For the Position and Epoyee budget detai, copensation is identified and cacuated using vacancies, FTE, and epoyee-position assignents. For the Position budget detai, FTE is one of severa factors used to deterine copensation. Other factors such as start dates and saary changes are aso used. Vacancies are excuded fro cacuations. For the Epoyee budget detai, vacancy is cacuated at the epoyee eve and incudes tobe-hired assignents. For the position and epoyee budget detai, you can generate position vacancies for epoyees on aternity or short-ter disabiity eave. You can then teporariy assign other epoyees to the position unti the absent epoyees return. See FTE and Short-Ter Disabiity, and Maternity Leave on page 23. Shared Positions Severa incubent epoyees can be assigned to a shared position, up to the vaue of the FTE defined. With shared positions, Pubic Sector Panning and Budgeting ensures that the tota nuber of FTEs is the sae as the nuber of assigned epoyees fiing the position, pus the position vacancies. For exape, if a position has an FTE of six to which four epoyees (each with an FTE of one) are assigned, the reaining headcount of two is a vacant expense. Assue that a Night Security Guard position has an FTE of two, a oaded headcount of four, and to which four part-tie epoyees (each having an FTE of 0.5) wi be assigned. If you assign one of the Night Security Guards an FTE of one (fu tie), three FTE or headcount reain. If a shared position is partiay fied, average or defaut position-eve saary, benefit, and aocation inforation derives the expense estiates of the fied and vacant portions of the position. About Pubic Sector Panning and Budgeting 25

26 Pooed Positions Because a potentiay changing nuber of epoyees can be assigned to a pooed position, pooed positions can have utipe epoyee assignents. If an FTE vaue is unspecified for a pooed position, expenses are not cacuated. Loaded pooed positions usuay do not have FTEs. For these positions, budget expenses are cacuated for assigned epoyees, and vacant expenses do not exist. FTE is usuay not defined for pooed positions. However, to budget for a new pooed position without knowing how any epoyees wi be assigned, assign a position FTE; budget expenses are coputed based on this FTE. Typicay, pooed positions are not used to cacuate vacancy copensation, athough you can define FTE without having first specified epoyee assignents. Incubent Positions Incubent positions are those that can be hed by ony one epoyee. Additiona Earnings Modifying additiona earnings can affect other cacuations, such as those deriving effective dating and percent of gross pay. Copensation Funding Fro Different Departents Each epoyee's saary, earnings, benefits, epoyer-paid tax, and aocation inforation is used in cacuations, ensuring that epoyee expenses are cacuated and distributed correcty. When a position is shared across departents, ony one departent owns the position and can odify position expenses. Define position or epoyee aocations to aocate copensation expenses to the owning departent. If an epoyee has two jobs, each in a different departent, each departent accounts for their portion of epoyee expenses. For exape, if an Adinistrative Assistant has an FTE of 1 and works in two departents, each departent pays 50% of the expense, and the FTE is cacuated as foows: Each departent accounts for its portion of the epoyee FTE (0.5 per departent in this case) The Adinistrative Assistant's two job records are grouped under the epoyee. The job records are accessibe ony by the priary departent. You can aso aocate a genera expenses (hardware, furniture, and foor space, for exape) across departents. 26 About Pubic Sector Panning and Budgeting

27 Provided Diensions Subtopics Scenario and Version Eeent Budget Ite Request Entity Account Currency Additiona Diensions By defaut, the Scenario, Version, Period, Year, and Currency (for uti-currency appications) diensions are enabed for the HCP pan, and pan types 1, 2, and 3. Scenario and Version The Scenario and Version diensions represent the broadest categories of data in your appication. Scenario describes the type of data you are working with, such as actua, forecast, or budget. To oad and use actuas fro PeopeSoft Financias Coitent Contro, create a chid eber caed Actuas in the Scenario diension. Version contains the different budget stages or iterations that you use, providing snapshots of data during each phase of the budget preparation process. As such, the Version diension describes the possibe stages or outcoes within the context of a scenario. For exape, one stage represents the initia budget and another stage represents the fina budget. Version aso contains revision ebers. Adinistrators create ebers for budget revisions R(x) in the Revision parent eber. Note: For budget preparers to odify a decision package, an adinistrator ust first ensure that they have write-access to the scenario and version, and the owning entity of the decision package. See Setting Up Access Perissions in the Orace Hyperion Panning Adinistrator's Guide, and About Accessing, Reviewing, and Approving Decision Packages and Budget Requests on page 191. Eeent The Eeent diension stores a the copensation coponents and saary grade structures. Each eeent represents a copensation type, such as a saary grade, benefit, additiona earning, or epoyer-paid taxes. These predefined ebers are used: Tota Copensation Expenses Parent eber that incudes four copensation categories (Saary Grades, Additiona Earnings, Benefits, and Epoyer-paid Taxes). The four copensation categories do not contain ebers, because you are expected to create the copensation coponents during ipeentation. About Pubic Sector Panning and Budgeting 27

28 Saary Grades Parent eber that stores a saary grades for the organization. Create saary grades or oad the fro HRMS as chidren of Saary Grades. Exapes of saary grades incude different nonunion wage scaes. Additiona Earnings Parent eber that stores additiona earnings. Create additiona earnings or oad the fro HRMS as chidren of Additiona Earnings. Generay, additiona earnings are taxabe coponents of saary, but cannot be cassified as base saaries. Exapes of additiona earnings are overtie, shift differentia, and hazard duty pay. Benefits Parent eber that tracks a benefits paid by the copany to epoyees. Create benefits or oad the fro HRMS as chidren of Benefits. Generay, benefits are nontaxabe. Exapes of benefits are edica insurance, denta pan, and short-ter disabiity. Create benefit eeents such as "Fringe Benefits" to benefits using bended benefit rates that are percentages of saary. Epoyer-paid Taxes Parent eber that tracks taxes paid to state and federa governents or other taxing authorities on behaf of epoyees. Create epoyer-paid taxes or oad the fro HRMS as chidren of Epoyer-paid Taxes. Exapes of epoyer-paid taxes are FICA (Federa Insurance Contributions Act) and SUTA (state unepoyent payro tax). You can add bended taxes to budget tax as an overa percentage of saary. Defauts Four ebers (Saary Grade Defauts, Benefit Defauts, Additiona Earnings Defauts, and Epoyer-paid Tax Defauts) are used to capture copensation defauts. Set the Addition aggregation option for chid ebers so that they ro up correcty to the parent ebers. For exape, add a benefit ebers to cacuate the tota for the Benefits parent eber. Budget Ite The Budget Ite diension, enabed ony for the HCP pan type, contains FTE assignents and changes, status assignents and changes, copensation eeent changes, and aocation assignents. These predefined ebers are used: Unspecified Budget Ite Contains and tracks data that does not change by period or year such as position nae, epoyee nae, and epoyee nuber. FTE and Status Assignents Parent eber that incudes 25 pacehoder chid ebers (1st Assignent through 25th Assignent) that tracks changes to FTE, epoyees, and position status. For exape, track changes to epoyee status when epoyees are transferred, terinated, or go on aternity eave. Eeent Changes Parent eber that incudes 25 pacehoder chid ebers (1st Eeent Change through 25th Eeent Change) that tracks changes to the eeents assigned to positions and epoyees, such as changes to benefits, saary grades, or additiona earnings. Set the Addition aggregation option for a chid ebers of Eeent Changes. Aocation Assignents Parent eber that incudes 25 pacehoder chid ebers (1st Aocation through 25th Aocation) that tracks the aocation assignents for positions and epoyees. Aocations ink position and epoyee copensation expenses to the corresponding Genera Ledger accounts through segents or chartfieds. The detais of those aocations are captured by these ebers. 28 About Pubic Sector Panning and Budgeting

29 Rue Criteria Preserves the search resuts for epoyees or positions that you adjust. For exape, when you aunch a business rue to search for positions to which to add benefits, the search resuts are stored in this eber. By defaut, appications incude 25 effective-dated changes for a given scenario and version during a budget cyce. Deterine the nuber of changes you wi need in a budget cyce, and then add or oad ebers to the diension hierarchy. Request To buid decision packages and budget requests using custo fors that you create, you ust add ebers for a budget requests in the Tota Requests parent eber in the Request diension. See Preparing Fors and Enabing Custo Fors on page 198. Entity The Entity diension contains ebers for HR organizations (departents, for exape) enabed in the HCP pan, and for Genera Ledger organizations (cost centers) enabed in Pan Type 1, 2, or 3. Set up the Entity diension as foows: Add ebers to represent HR organizations under Tota Entity. If you aintain separate HR and Genera Ledger organizations, in order to use Genera Ledger organizations in HR organization aocations, define a separate eber hierarchy to represent Genera Ledger organizations. Then enabe these ebers on Pan 1, 2, or 3, or the pan type for the ine ite budget. If HR and Genera Ledger organizations are the sae, enabe ebers in the HCP pan type, and Pan 1, 2, or 3, or the pan type for the ine ite budget. For uti-currency appications, seect the currency using the Base Currency property. Note: To define and odify a decision package, users ust have write-access to the entity that owns the decision package. See About Accessing, Reviewing, and Approving Decision Packages and Budget Requests on page 191. Account The Account diension contains saary, job code, epoyee, and aocation properties entered by panners. It aso contains copensation expense accounts, personne expenses, and oaded Genera Ledger natura account segent or chart fied vaues. Create account ebers for a budgeted ites. Enabe a Account diension ebers, incuding those for Personne Expense accounts, on Pan Type 1, 2, or 3 as the source pan type. If ebers have HCP as the source pan type, change it to Pan Type 1, 2, or 3. About Pubic Sector Panning and Budgeting 29

30 Currency Loca Currency identifies the currency in which vaues are dispayed. You can budget in utipe currencies. You can convert oca currencies to different currencies (for use in reporting appications and ine ite budgets) when you define appings. For inforation about using different currencies, see Chapters 4 and 12 in the Orace Hyperion Panning Adinistrator's Guide. Additiona Diensions Subtopics Epoyee Job Code Position HSP_Rates Epoyee The Epoyee diension contains epoyed workers in your organization. Epoyees are typicay paid copensation and benefits through the epoyer s payro appication. This diension is created if you use Epoyee budget detai or Position and Epoyee budget detai. The Epoyee diension uses these ebers: Unspecified Epoyee Tracks data for which this diension does not appy, such as vacancy copensation detais with respect to positions. Vacancy Tracks position vacancy copensation detais. When you specify position detais, track the position vacancy in the Vacancy eber fro the Epoyee diension. Existing Epoyees Parent eber for a existing epoyees. Loads a existing epoyees fro HR as chidren of Existing Epoyees. New Epoyees Parent eber that incudes 100 pacehoder chid ebers (To be Hired 1 through To be Hired 100) that are used to add new epoyees during a budget cyce. Set the Addition aggregation option for chid ebers so that they aggregate correcty to the parent ebers. For exape, add a existing epoyee ebers to cacuate the tota for the Existing Epoyees parent eber. Job Code The Job Code diension contains generic epoyee roes or cassifications that can be independent of positions or organizations. For exape, Secretary can be a job code in the Finance departent and the Youth Services departent. Job Code is used ony with the Epoyee budget detai, and uses these predefined ebers: Unspecified Job Code Tracks data for which this diension does not appy Tota Job Code Parent eber for a job codes. Load job codes fro HRMS as chidren of Tota Job Code. 30 About Pubic Sector Panning and Budgeting

31 Defaut Job Code Captures job defauts Adinistrators can add job codes during a budget cyce to refect new proposed jobs. Position The Position diension contains the occurrences of jobs in entities. For exape, position 2655 coud hod a Firefighter job in the Fire Services departent. These ebers are used: Unspecified Position Tracks data for which this diension does not appy Tota Existing Positions Parent eber for a existing positions. Load a existing positions fro HR as chidren of Tota Existing Positions. Tota New Positions Parent eber that incudes 100 pacehoder chid ebers (New Position 1 through New Position 100) that are used to add new positions during a budget cyce. Defaut Position Captures position defauts by entity Set the Addition aggregation option for chid ebers so that they aggregate correcty to the parent ebers. For exape, add a new position ebers to cacuate the tota for the Tota New Positions parent eber. HSP_Rates Used ony in uti-currency appications, the HSP_Rates diension contains a eber to store exchange rate vaues for each currency. It aso contains a eber for input vaues and currency overrides. User Defined Diensions You can create user-defined diensions such as Fund, Progra, Project, and Activity to suit your organization's budgeting needs. For exape, define a Project diension to budget expenses for projects such as counity center swiing poo instaation and counity center adut education coputer upgrade. Athough you need not enabe user-defined diensions on the HCP pan type, if you want to use the to track epoyee or position expenses, ap and integrate the diensions with the ine ite budget as described in Chapter 6, Configuring the Line Ite Budget. You cannot deete user-defined diensions, but you can: Assign pan types at the diension, not the eber, eve Rearrange the diension hierarchy Share ebers Note: Appications support up to 20 diensions. However, for optia perforance, no ore than 12 diensions shoud be assigned to each Pan Type. About Pubic Sector Panning and Budgeting 31

32 Sart Lists Sart ists are inked to the diensiona ebers used to anage positions, jobs, and epoyees, and to buid copensation budgets using fors. For exape, the Epoyee_Type Sart List incudes Teporary, Peranent, and Contractor vaues. Sart Lists are aso used by predefined business rues that perfor cacuations. Sart Lists are aso used to capture the aocation inforation for a given period of tie. For inforation about creating and using Sart Lists, see the Orace Hyperion Panning Adinistrator's Guide, Orace Hyperion Panning User Guide, and Setting Up Sart Lists on page 55. Predefined Accounts Pubic Sector Panning and Budgeting provides predefined accounts, such as: Syste Mebers Parent eber that incudes ebers used for date cacuations in predefined business rues. You ust keep the Syste Meber parent and its ebers at the top of the Account diension hierarchy. Do not deete these ebers or odify their properties. Unspecified Account Meber used to track data for which this diension does not appy. Huan Capita Panning Accounts Parent eber that incudes the accounts that capture input in the predefined fors. The parent incudes three categories: Assuption Input, HCP Budgeting Assuptions, and Position-Expense. Revision Properties Parent eber that incudes accounts which capture input for budget revisions. Accounts incude Revision Approva Status, Posting Date, and Revision Aount. Segent Inforation Parent eber that incudes a chid which is a Sart List for each Genera Ledger segent or chart fied that is part of your copensation aocation definition. If you want to specify aocation rues using segent or chart fied vaues use these Sart Lists. Segent Descriptions Parent eber that incudes a chid which is a Sart List for each Genera Ledger segent or chart fied used in copensation aocations. Use these Sart Lists to specify aocation rues using segent or chart fied descriptions. The chid ebers in Segent Inforation and Segent Descriptions are a sape of segents such as Account, Entity, Fund, Progra, Project, and other user-defined diensions that you ay have in your Genera Ledger chart of accounts. To set up the aocation detai for positions or epoyees: Modify the ist of chid ebers to atch your Genera Ledger chart of account. Modify Sart Lists associated with segent ebers. Sart Lists ust incude entries for a base ebers of the corresponding diensions. For exape, the Entity Segent eber is associated with a Sart List that contains a base ebers of the Entity. Add additiona vaues here to aocate to an even ower eve of granuarity than code cobination or a chart fied cobination. For exape, you can add perforance objective as an extra aocation fied. 32 About Pubic Sector Panning and Budgeting