Reporting _ Rick Cooper _ Planning and budgeting with QUT and Hyperion.pdf

2,586 views

Published on

0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
2,586
On SlideShare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
23
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Reporting _ Rick Cooper _ Planning and budgeting with QUT and Hyperion.pdf

  1. 1. Planning  &  Budge-ng  at  QUT   Berndt  de  Bruyn,  QUT   Rick  Cooper,  M-­‐Power  Solu;ons   The most comprehensive Oracle applications & technology content under one roof
  2. 2. Agenda   1.  QUT    &  Project  Overview      (Berndt)        (10  min)     2.  Product,  Vendor  selec;on      (Berndt)            (5  min)     3.  Design              (Rick)        (10  min)   4.  Demonstra;on          (Rick)        (10  min)   5.  Lessons  Learnt          (Berndt)            (5  min)   6.  Ques;on              (Berndt,  Rick)        (5  min)     The most comprehensive Oracle applications & technology content under one roof
  3. 3. QUT  &  Project  Overview   The most comprehensive Oracle applications & technology content under one roof
  4. 4. Hunting Safari The most comprehensive Oracle applications technology content under one roof
  5. 5. Before you go hunting ... •  Verify Environment/ Target •  Confirm Objectives •  Assemble Team, Assistance Required? •  Select Right Equipment •  Formulate Strategy The most comprehensive Oracle applications technology content under one roof
  6. 6. QUT  overview  “a  University  for  the  real  world”   •     Based  in  Brisbane   •     42,000  students   •     3  Campuses   •     400+  courses  and  extensive  research  programs     •     11,000  personnel  (  4,000  ongoing,    7,000  sessional/casual)   •     $700  Million  Income   •     $400  Million  Workforce  expense   The most comprehensive Oracle applications technology content under one roof
  7. 7. Organisa-onal  complexity   Complex  organisa-on  structure:     •     8  Facul;es   •     7  divisions   •     5  ins;tutes   Organisa-on  hierarchy:     Facul;es/division                                        20                School/department                              160                Centre/sec;on                              350                          Responsibility  Centre                            700            Project          16,000   Organisa-on  re-­‐structure   The most comprehensive Oracle applications technology content under one roof
  8. 8. QUT  Budget  Process     3  Budget  rounds     •     Triennial                  next  year  (by  month),  2  outlier  years(annual)  Aug-­‐Nov   •     H1  Re-­‐forecast               Jan-­‐Mar  actuals,  Apr-­‐Dec  budget      Apr-­‐Jun   •     H2  Re-­‐forecast               Jan-­‐Jun  actuals,  Jul-­‐Dec  budget                Jul-­‐Sep   The most comprehensive Oracle applications technology content under one roof
  9. 9. Stakeholders   Faculty/Division   Senior   Management  (20)   Management   Management   Accoun-ng  team  (7)   Faculty/Division   Internal  Audit     Admin  Officers  (50)   Budget/Finance   Officers  (50)   Corporate     IT  Support   Finance    (20)   The most comprehensive Oracle applications technology content under one roof
  10. 10. System  Environment   Input Output Oracle Financials Standard Reports Ad-hoc reports Alesco Budget Tool RFM OracleIPM (Excel) FinancialsStudent Revenue Load Allocation Fin Portal The most comprehensive Oracle applications technology content under one roof
  11. 11. Project  Objec-ves  •  A`ain  efficiency  in…     -­‐  Crea;ng  and  managing  Budgets  and  Forecasts   -­‐        Managing  workforce  expenses    •  Improve  financial  business  intelligence  •  Obtain  scenario  forecas;ng  capability  •  Achieve  standardisa;on  in  budge;ng  processes  •  Reduce  the  budge;ng  cycle  •  Working  towards  budge;ng  by  non  financial  informa;on  e.g.  FTE,  EFTSL   The most comprehensive Oracle applications technology content under one roof
  12. 12. Project  Team   QUT:   •     Steering  Commi`ee        (Finance,  IT,  HR,  Faculty,  Internal  Audit)   •     Project  manager            (Full  ;me)   •     Management  Accoun;ng  Team  member  (Full  ;me)   •     Alesco  specialist            (Part  ;me)   •     Oracle  Financials  specialist        (Part  ;me)   •     DBA                  (Part  ;me)     External  Vendor:   •     Lead  Consultant            (Strategy,  Direc;on)       •     Technical                (Install  Sofware)   •     Business/Applica;on          (Configure/build  applica;on)     The most comprehensive Oracle applications technology content under one roof
  13. 13. Product    Vendor  Selec-on   The most comprehensive Oracle applications technology content under one roof
  14. 14. Solu-on  and  Vendor  selec-on    Thorough  selec-on  process  by  Evalua-on  Group    •     RFO  –  11  par;cipants  covering  every  product  in  Enterprise  Planning  •     Presenta;ons  –  6  par;cipants  for  demonstra;ons  •     Site  Visits  –  to  shortlisted  reference  sites  •     Vendor  selec;on  and  contract  nego;a;on   The most comprehensive Oracle applications technology content under one roof
  15. 15. Why  Hyperion  Planning  was  chosen     Product  selec-on  criteria     •       Func;onality  addressed   •       Technical  fit   •       Integra;on  with  QUT  systems   •       Robustness  (speed,  stability,  number  of  users)     •       Security   •       Ease  of  use   •       Cost  (sofware  purchase,  annual  licence,  cost  to  maintain)   The most comprehensive Oracle applications technology content under one roof
  16. 16. Why  M-­‐Power  was  chosen     Vendor  selec-on  criteria     •   Capacity  to  deliver   •   Es;mate  ;me  to  implement   •   Technical  assistance  during  project   •   Ongoing  support  afer  project     •   Impression,  professionalism   •   Reference  sites     •   Business  solu;on  rather  than  IT  solu;on   •   Ongoing  commitment   •   Documenta;on   •   Deliver  on-­‐;me  and  in  budget   The most comprehensive Oracle applications technology content under one roof
  17. 17. Project  Approach/  Design   The most comprehensive Oracle applications technology content under one roof
  18. 18. Design  Principles   Primary  Principles       •  Budget  Tool  to  balance  to  Source  Systems  (Oracle  Financials/  Alesco)   •  Dimensions  follow  the  QUT  chart  of  accounts   •  New  posi;ons,  cost  centres,  accounts  refreshed  to  Hyperion  each  night   •  Management  Accoun;ng  able  to  manage  total  process     Workforce  Specific  Principles   •           Workforce  cost  driver        Account  code  not  C-­‐level     •           Global  values  drive  cost        Salary  scales,  oncost  %,  EB  increase   •           Forecast  FTE,  classifica;on            Cost  =  FTE  x  Salary   •           Casual  cost  not  by  person            Total  hours  or  total  cost   •           Not  an  exact  science              do  not  cater  for  all  Alesco  excep;ons   The most comprehensive Oracle applications technology content under one roof
  19. 19. Core  Requirements  • Workforce  Model     • Permanent  ongoing  and  fixed  term  staff   • Casual  professional  staff   • Sessional  academic  staff  • Capture  of  funding  models  outputs  from  Excel  model  via  manual  upload  • Profit  and  Loss  down  to  cost  code  level  of  detail,  aggrega;ng  to  total  QUT  • Balance  Sheet  and  Cashflow  model  for  total  QUT  only  • Source  data  integra;on  for  financial  balances  and  workforce  related  data    • Source  data  integra;on  for  metadata  from  Oracle  Financials  • Transac;on  drill  down  • Repor;ng   19   The most comprehensive Oracle applications technology content under one roof
  20. 20. Core  Requirements  • Fast  calcula;on  ;mes  • Timeframe   • 5  Years  of  history   • Current  year  H1/H2  forecast   • 3  year  triennial  budget   • 5  year  AMP  and  financial  plan  • Write  budget  data  back  to  Oracle  Financials   20   The most comprehensive Oracle applications technology content under one roof
  21. 21. Architecture   Source Data ETL Layer Hyperion Applications Databases Presentation Layer ProfLoss Employee Employee Cost Smart View (Office) Drill Through Meta Data Actuals ERP Integrator Drill Through ProfLoss (FDQM) Budget Data Budget Data Hyperion Financial Oracle Financials PL Reports BSCash Meta Data Actuals ODI Alesco HistData Meta Data Actuals Smart View (Office) DW HistData Hyperion Financial Reports The most comprehensive Oracle applications technology content under one roof
  22. 22. Design  Overview  Why  different  models:   •   Best  performance  configura;on  and  database  size  management   •   Best  usability  –  end  users  enter  all  data  into  one  applica;on   •   Level  of  detail  in  workforce  model  –  thousands  of  posi;ons/people   •   Addi;onal  dimension  for  Posi;on  –  allows  a  person  to  be  allocated  to   different  cost  codes   •   Balance  Sheet  and  cash  flow  only  required  for  total  QUT  posi;on  •   Historical  data  separated  into  another  applica;on  to  avoid  impact  on  PlanQUT  through  detail  not  relevant  to  planning  which  may  effect  performance   22   The most comprehensive Oracle applications technology content under one roof
  23. 23. Workforce  Model  •   By  posi;on  and  employee  for  permanent  ongoing    and  fixed  term  staff  •   Casual  professionals  and  sessional  academics  by  job,  not  each  individual  •   Reliant  on  Alesco  for  providing  source  informa;on  –  salaries,  allowances,  market  loading  etc  •   On-­‐cost  assump;ons  entered  into  Hyperion  •   Occupied  posi;ons  u;lise  the  occupants  details  •   Vacant  posi;ons  u;lise  the  posi;on  informa;on  •   Allows  for  new  budget  posi;ons  •   Actual  informa;on  provided  for  FTE’s  and  spend  by  posi;on/employee  for  analysis  •   Feeds  profit  and  loss  with  cost  centre  level  data  by  natural  account   23   The most comprehensive Oracle applications technology content under one roof
  24. 24. Profit    Loss  Model  •   Receives  actual  data  from  Oracle  Financials  •   Receives  workforce  forecast/budget  data  from  workforce  model  •   Receives  RFM  data  from  upload  •   First  Phase  scope  is  for  data  entry  of  all  other  revenue/costs  directly  to  PL  •   This  can  be  expanded  in  later  phases  to  have  driver  based  capability  •   Repor;ng  of  data  can  occur  at  various  levels:   •     All  QUT   •     By  Faculty/Division/School   •     By  Program  •   Data  aggregates  each  ;me  data  is  entered  •   Ability  to  phase  data  on  pre-­‐defined  op;ons  •   Ability  to  limit  form  selec;ons  to  ac;ve  cost  codes  or  specific  ac;vi;es   24   The most comprehensive Oracle applications technology content under one roof
  25. 25. Balance  Sheet  and  Cash  flow  •   Total  QUT  only  •   Movements  in  PL  drive  BS  accounts,  for  example  deprecia;on  •   Capital  expenditure  will  be  fed  directly  to  the  cash  flow  •   Latest  actual  period  balances  will  be  carried  forward  unless  modeling  exist  for  the  account  •   Addi;onal  data  entry  required  for  cash  flow  items   25   The most comprehensive Oracle applications technology content under one roof
  26. 26. Data  Integra-on  •   Oracle  Data  Integrator  (ODI)  used  for  loading  data  and  metadata  to  Hyperion  on  a  regular  basis  (each  night)  •   ODI  accesses  views  created  of  source  informa;on  in  source  systems  •   Most  logic  to  reside  on  source  systems  (in  views)  •   ODI  also  runs  backup  processes,  refreshes  and  calcula;ons  during  the  night  rou;ne   26   The most comprehensive Oracle applications technology content under one roof
  27. 27. History  • Essbase  only  cube  created  to  store  the  past  5  years  historical  financial  data  • D ynamically   references   data   in   the   planning  applica;ons  via  a  transparent  par;;on.  • Metadata   is   added   to   the   Planning   applica;on   and  history  cube   ProfLoss Historical Data• Each  night  a  process  runs  to  ensure  that  the  source   HistDatadatabases  planning  applica;ons  remain  synchronised  with  the  target  database  history  database   BSCash• Calcula;ons  will  not  be  run  in  the  HistData  database  and  will  be  read  only.   27   The most comprehensive Oracle applications technology content under one roof
  28. 28. Technical  Infrastructure   ORACLE EPM DEVELOPMENT ENVIRONMENT PLAN Web and Web Application Tier Servers TCP SMTP Server TCP Authentication Provider Server: : finbudget02-dev (131.181.185.135) Server Platform: Microsoft Windows Server 2008 EE SP2 64Bit Services Tier Servers Server CPU: 4 * Intel Xeon X5570 2.99 GHZ+ Server Memory: 8 GB Hard Drives: 350 GB (Example- C: 50GB D: 300GB) TCP Oracle EPM Components: -Foundation Services Managed Server (Includes EPM Workspace and Shared Services Web Applications) -Calculation Manager Web Application -Provider Services Web Application Server: finbudget03-dev (131.181.185.136) -Administration Services Web Application Server Platform: Microsoft Windows Server 2008 EE SP2 -Reporting and Analysis Framework Web Application 64Bit -Financial Reporting Web Application Server CPU: 4 * Intel Xeon X5570 2.99 GHZ+ -Web Analysis Web Application Server Memory: 4 GB -Planning Web Application Hard Drives: 350 GB -Administration Services Client (Example- C: 50GB D: 300GB) -Financial Reporting Studio Client Oracle EPM Components: -Smartview -­‐Reporting  and  Analysis  Framework  Services -Oracle HTTP Server -­‐Financial  Reporting  Print  Server  Services -WebLogic Server P -­‐Oracle  Data  Integrator  (ODI) TC P -Financial Reporting Studio Client TC -Administration Services Client -Essbase Client TC -Smartview P -WebLogic Server Other Components: -GNU Ghostscript 7.0.6 --Microsoft Office 2003 or 2007 -Acrobat Reader 7.0 or later TCP Database Tier Servers TCP Relational Database Tier Servers FDM Servers Server: ORARAC-B01 Components: TCP TCP --Oracle Database v11.2.0.1 Server EM Server: : Finbudget01-dev (131.181.185.134) Server Platform: Microsoft Windows Server 2008 EE SP2 64Bit Server CPU: 4 * Intel Xeon X5570 2.99 GHZ+ Server: finbudget04-dev (131.181.185.137) Server Memory: 8 GB Server Platform: Microsoft Windows Server 2008 EE SP2 Hard Drives: 650 GB 64Bit TCP (Example- C: 50GB D: 600GB) Server CPU: 4 * Intel Xeon X5570 2.99 GHZ+ Oracle EPM Components: Server Memory:4 GB -Essbase Server Hard Drives: 350 GB -Administration Services Client (Example- C: 50GB D: 300GB) -Essbase Client Oracle EPM Components: -Smartview -FDM Server -WebLogic Server -FDM Task Manager Other Components: -FDM Load Balancer -Microsoft Office 2003 or 2007 Other Components: -Acrobat Reader 7.0 or later --Microsoft Office 2003 or 2007 -Oracle SQL Developer (Database Admin Client tools) -Acrobat Reader 7.0 or later -Oracle Database Client 11.2.0.1 Key TCP External Server TCP Connections tofrom External Server Utilized by Oracle EPM Oracle EPM System Servers System. DEV Server TCP TCP Connection between Oracle EPM Oracle EPM (Hyperion) Server DEV Server System Servers The most comprehensive Oracle applications technology content under one roof
  29. 29. Demonstra-on   The most comprehensive Oracle applications technology content under one roof
  30. 30. Lessons  Learnt    the  Future   The most comprehensive Oracle applications technology content under one roof
  31. 31. Project  Success  Record   •     Current  status        Fully  live  for  2  months  (4  since  sof  launch)   •     Time  to  implement      12  months  (Jun-­‐10  to  Jul-­‐11)   •     Cost            4%  over  budget  (hardware  cost  under  es;mated)   •     Number  of  users      150   •     Project  stages         •     Product/Vendor  Selec;on  3  months   •     Contract  nego;a;on    1  month   •     Specifica;on/design    1  month       •     Build/test  applica;on    5  months     •     Go  live            2  months   The most comprehensive Oracle applications technology content under one roof
  32. 32. Lessons  Learnt   •  Keep  things  as  simple  as  possible   •  Use  skilled  people  for  the  implementa;on   •  Risk  management  and  con;ngency  planning   •  Plan  ‘Go-­‐live’  stage  well   •  Ensure  sufficient  resource  to  support  system  once  live   •  You  cannot  keep  everyone  happy   The most comprehensive Oracle applications technology content under one roof
  33. 33. Future   •  Entrench  Budget  Tool       •  Sessional  cost  budge;ng  (student  numbers  driven)   •   Driver  based  budge;ng   •   Long-­‐term  workforce  planning   •  Drill  back  to  transac;on  in  Oracle  Financials   •  Revenue  modeling       The most comprehensive Oracle applications technology content under one roof
  34. 34. Ques-ons   The most comprehensive Oracle applications technology content under one roof

×