Troubleshooting Guide Hyperion

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Hyperion

Troubleshooting Guide

Version 1.0 | Updated October 29, 2018

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This document may be reproduced internally at the San Diego County Office of Education for the San Diego Board of Education. Except as noted, no part of the publication may be reproduced, transcribed, stored in retrieval systems, or translated into any language in any form by any means without the written permission of the San Diego County Board of Education, 6401 Linda Vista Road, San Diego, CA 92111- 7399.For additional information about this publication please contact Peyri Herrera, Customer Resource Center Director.

Contact information: [email protected], (858) 569-5463.

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FAQs/Troubleshooting Guide Overview

Please see the Hyperion Combined User’s Guide on the CRC’s Guides and Job Aids website for complete instructions for performing tasks in Hyperion.

Common Tasks Description Hyperion User Guide Location

Add a Position

Adding a position that was not included in the extracts pulled from PeopleSoft HCM

Guide - Part VII: Maintain Position Data

> Add a Position Assign an Employee to a

Position

Assigning employees or a To-Be-Hired to a position

Guide - Part VIII: Maintain Employees by Position

Export Data to File to Check Push Data Errors

Checking to find missing or inaccurate data to help locate Push Data errors

Guide – Part III: Administrator &

Coordinator Tasks > Export Data to File to Check PUSH DATA Errors Adding a Dimension

Member

Adding a ChartField that was not included in the original extracts loaded from PeopleSoft Finance

Guide – Part IV: Updating and Working with HCP Data > Update Planning Dimension Members Updating a Smart List

Adding in a ChartField to the drop- down list menus for everyone to access

Guide – Part IV: Updating and Working with HCP Data > Add a Member to an Existing Smart List Incorrect/Missing

Information

Extract information missing or inaccurate

In this troubleshooting guide. Will be added to the User Guide

Adding a $0 Budget for a New ChartString

In order for Hyperion to recognize a new payroll ChartField that was added after extracts were loaded, you will need to add a $0 budget to the expense line before allocating

In this troubleshooting guide. Will be added to the Hyperion User Guide

Default ChartFields and HCP Defaults

Verify that your default object codes are correct from year to year. EBS does not change these numbers

Guide – Part III: Administrator &

Coordinator Tasks > View and Set Up Your HCP Defaults

Final Export Pre-Audit - Reminders

These steps are recommended before you pull your final data export from Hyperion

In this troubleshooting guide. Will be added to the User Guide

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Add a Position

Navigation: My Task List > Prepare & Review Budgets> Manage Position and Employee Data > Maintain Position Data.

1. Select the Site where the position will reside and click the Go arrow.

2. To add a new position, right-click in the position column and select Add Position.

3. Enter the information for the new position, then click Add. Fields marked with asterisks are required.

 Enter Position Name: Type the position name. This cannot start with the words New Position.

 Enter Position Number: This cannot start with P_.

 Select Position Type:

- Single Incumbent - All

- Pooled = Multiple employees using the same position

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- Shared = One position where multiple employees share the FTE

Note: Since Hyperion will accept multiple employees attached to a single position, the FTE and budget will be overstated if each incumbent has all the required components for calculating total compensation. You will need to check the FTE for each employee.

 Select Job Class

 Enter FTE

 Enter Start Date: This will usually be the first day of your budget year.

 Select Union Code: Enter Classified, Certificated, Certificated Management, etc..

 Select Location Code: Enter the physical location of the position.

 Click ADD.

4. You will get the following message: “AddNewPosition was successful.” Click OK.

5. Verify that the new position is listed at the bottom of the data form.

6. Enter the Salary Basis and Annual Salary Spread.

Click on the position and scroll to the right to the Salary Basis column and choose Annual from the dropdown.

7. In the Annual Salary Spread column, select the numbers of months the position is paid. Average = 12 months, 11 months, 10 Months or 9 Months.

8. In the Default Weekly Hours column, enter the number of hours a week for the position.

9. Save.

At this point, we have a position created but an employee has not been

assigned to the position and there is no budget for it.

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Assign an Employee to a Position

Use the Maintain Employees by Position screen to add employees and update employee details for an existing or newly added position. You can add details for an existing employee or a To Be Hired (TBH). You can also remove an employee assignment from a position. Detailed instructions for un-assigning an employee begin on p. 134 of the Hyperion User Guide.

Assign a TBH (to-be-hired) to the position

Navigation: My Task List > Prepare & Review Budgets> Manage position and employee data > Maintain employees by position.

NOTE: Be sure that you are in the correct department where the position resides.

Now assign a TBH to the position, enter an Override Option Value for the Annual Salary, and then add Additional Earnings, Benefits, and Taxes & Allocation.

1. Right-click on the new position you created and select Assign Employee > Assign To-Be-Hired Employee.

The Assign To-Be-Hired Employee form launches and displays all the different tabs that are associated to the position.

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2. Complete the fields shown below and click Assign.

 Employee Number: Enter a generic number

 Name: Enter a generic name

 Select Employee Type: Select Regular, Replacement, Contractor, or Temporary

 FT/PT: Select Full Time or Part Time

 Pay Type: Enter the pay type. Exempt = cannot have overtime, Non-Exempt = overtime allowed

 Union Code: Select the same Union Code you chose on the Add a Position page

 Location Code: Select the same Location Code you chose on the Add a Position page

 FTE: Enter the FTE

 Enter Overtime Hours: Optional

 Hire Date: Enter the hire date

 Is Replacement: Mark Yes/No

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Export Data to File to Check Push Data Errors

Navigation: Administration > Import and Export > Export Data to File 1. Make these entries:

 Plan Type: HCP

 Row Members: Budget Item. Type in: ILvl0Descendants(Percentage Allocation Assignments)

 Column Members: Account. Type in: Allocated Expense, Percentage Allocation,ILvl0Descendants(Segment Information)

 POV MEMBERS: ILvl0Descendants(YearTotal),FY20,Budget,Working,ILvl0Descendants(Total Entity),ILvl0Descendants(Total Compensation Expenses),ILvl0Descendants(Total

Employees),ILvl0Descendants(All Positions) 2. Click Run.

3. Open the Excel file to view. Look for the following:

 Fields that show #N/A

 Blank Fields

 Positions that have partial FTE that might have split funding

 Employees that have partial FTE that might have more than one position

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Adding a Dimension Member

This section explains the process of manually adding or editing a dimension member. For example: adding a new Resource or Object-Sub.

Adding a Dimension Member

Navigation Method 1: View Pane > Dimensions

Navigation Method 2: Administration > Manage > Dimensions

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1. Set Plan Type to All Plan Types

2. Choose the Dimension you want to add a value to.

 For this example, we are using the ‘Account’ dimension, which represents the Object chartfield to add Object 4300005.

 Expand LEA1 Account Objects, expand ALL_HYP_OBJECT, expand TOTAL_ALL_EXPENDITURES, expand TOTAL_EXPENDITURES, expand TOTAL_BOOKS_SUPPLIES and expand 4300_O.

 Highlight a 4300xxx Object.

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3. Enter the new Object Name and an Alias Name.

4. Note: When naming a dimension member, do not have the names too similar (for example ERN-DOCT$-1- 1100 & ERN-DOCT$1-1100).

 Click Save to save information to the relational database and see changes in the dimension hierarchy.

5. Refresh the database (Administration > Application > Refresh Database), so newly added members are visible to planners entering data.

6. Do Map Reporting Refresh

IMPORTANT: If the new Dimension Member that you are adding will be used in any Salary, Additional Earning, Benefit or Tax calculation, you must also add it to the Smart Lists.

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Editing a Newly Added Dimension Member

You can only Edit a newly Added Dimension Member that you have added. Do not make any changes to the existing Dimension Members (ones brought over with the extract).

Navigation: View Pane > Dimension

1. To edit a member, select that member from the dimension hierarchy and click either Actions > Edit or the Edit pencil icon

2. On Member Properties, change the member properties (Name, Alias Name, etc.).

3. Click Save to save information to the relational database and see changes in the dimension hierarchy.

4. Refresh the database (Administration > Application > Refresh Database) so edited members are visible to planners entering data.

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Assign Access to Dimension Members

This section explains how to assign security to a dimension member.

1. Select the member you want to provision for security.

2. Select Assign Access.

3. In the Assign Access For ALL_HYP_OBJECT screen, click on the Add Access icon (green + sign).

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4. Select the Users tab you would like to provision and select the Type of Access (Read, Write, None).

5. Click on the Member drop down to add a relationship.

6. Click Add to provision the Users/Groups you have selected.

7. OPTIONAL: To remove Deprovisioned or deleted users or groups from the Planning database to conserve space, click Remove Nonprovisioned Users/Groups.

8. Click Close.

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Updating a Smart List

Administrators use Smart Lists to create custom drop-down lists that users can access from data form cells.

When clicking in cells whose members are associated with a Smart List (as a member property), users select items from a drop-down list instead of entering data. Users cannot type in cells that contain Smart Lists. Smart Lists display in cells as down arrows that expand when users click into the cells. Smart Lists contain members that relate to HCP.

Navigation: Administration > Manage > Smart Lists

IMPORTANT! On the main Manage Smart Lists page, DO NOT click the green + or the red X.

1. Highlight the Smart List you want to add a member to. Click on the Edit pencil icon.

Fund = Fund_List, Resource = Project_List, Goal = Goal_List, Function = Program_List, Object = Salary_Account_List, Project Year = PY_List and Operating Unit = OperUnit_List

2. Click the Entries tab and then the green sign. This will add a row at the bottom of the list.

3. Enter the Name and Label for the new chartfield in this format (sample object). Cllick Save.

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Incorrect/Missing Information

If you find that Position and Employee information is missing or incorrect, here are some steps to take to verify the information.

Check your extracts. We refer to these documents as your Originals. It contains the information that was pulled out of PeopleSoft HCM and Finance.

 Your extracts are stored in the BSSFTP website. You should download these to your computer after the Refresh process is complete.

What to do if:

1. The extracts have incorrect information about positions and employees

 Check PeopleSoft HCM source data.

 If information needs to be changed in PeopleSoft, inform your HR contact of the discrepancies, so the data can be corrected from this point forward; you will need to update Hyperion for the current year.

2. The extracts are missing information, such as a new ERN code

 Check PeopleSoft HCM source data to confirm that this information is in PS by spot-checking several employees.

 If there is a new ERN code, submit a Heat ticket, so that we can get the code on the list of additional earnings that is extracted from PS.

 If there is data that is not in the extracts that has previously pulled in a prior year, submit a Heat Ticket so that we can research it.

3. The extracts look fine, but FTE issues with Filled/Partially-Filled and negatives. Try the following steps in this order to correct the incorrect information. If none of these steps work, submit a Heat Ticket:

 Verify that the Position and the Employee have the same FTE, correct any discrepancies.

 Verify that the Position has only 1 head count if it shows Single Incumbent.

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 If there is no employee in a vacant position, assign an employee or a To-Be-Hired.

 Un-assign and re-assign the employee from the Maintain Employees by Position screen.

 Un-assign any employee, zero out the position, so that nothing is budgeted. Then add a position and assign an employee to it.

 For negative FTEs on the Position line: if you have already checked the extracts and HCM, and everything looks fine there, and you have not made any changes to the FTE, you can leave this alone as long as you verify that the position is budgeting correctly. Submit a Heat Ticket to inform the CRC, but as long as the position is budgeting correctly, you can ignore this error. (This assumes you have run the business rules and checked for/corrected PUSH errors.)

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Adding a $0 Budget for a New ChartString

If a new expense line is created within Hyperion and is not imported with your extracts, you will have to complete these steps in order for the financial data to calculate and populate. It works much the same as in PeopleSoft Finance in that there must be a $0 budget before entries will show in the overall budget.

NOTE: These are abbreviated instructions, providing the steps with minimal elaboration. If you need more specific help with any individual step, please see the Hyperion User Guide.

Example: Adding a new Resource to change an employee’s allocation:

1. Dimensions: add new resource

 Navigate to Dimensions, change the Dimension member to Resource, expand the appropriate section for the resource number to be added, then add the new Dimension.

2. Smart List: add resource to “Project List” if for a salary ChartString.

 This will allow the newly-created Resource to be accessible in the payroll drop-down list boxes.

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3. Run Database and Map refreshes

4. Add Expense Budget Line Item: enter $0, Save

 Navigation: My Task List > Budget & MYP Coordinator > Manage Budget Line Item > Add Expense (Revenue) Budget Line Item

 Change the POV to the ChartString that will have the new account line budget, enter $0, click Save.

 Right Click to run “Calculate Dimension Totals”

5. Maintain Employees by Position, Allocation tab: Change the allocation Resource

 Navigation: My Task List > Prepare & Review Budgets > Manage position and employee data >

Maintain employees by position

 Change the POV to the correct Department and find the employee that needs to have the new resource code

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 Edit the employee details and change resource.

 Right Click to Calculate Compensation Expense

6. Run all 4 Business Rules:

 Calculate

 Allocate

 Push

 Aggregate

7. Add Expense Budget Line Item: Verify that position total carried forward

 Navigation: My Task List > Budget & MYP Coordinator > Manage Budget Line Item > Add Expense Budget Line Item

 Verify that the salary compensation for those employees who have the new resource carried over to this screen.

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Default ChartFields and HCP Defaults

The purpose of this section is to guide you through the process of viewing and setting up your HCP Defaults.

If you have added a new Dimension Member, you will need to set up the defaults for that member. The default values will be used when adding new positions and employee details. Remember existing position and

employee details were loaded from your HCM extracts. This is where you can designate that you want a different ChartField value to be used rather than following the salary line or a different Value Input Type.

Default Distribution Other Compensation Categories

This is where you can designate a specific ChartField value (such as Object) to use for a particular

Compensation element. EBS does not change these values from year to year. However, it is a good idea to verify these customized settings each year.

Navigation: Forms > LEA > HCP Defaults > M_Default Distribution Setup for Other Compensation Categories 1. Find the Compensation Element for which you want to specify an object.

 Click on the Object cell. Choose the object you want to budget for this compensation.

 Click Save.

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Compensation Element Defaults for Additional Earnings and MCOPs

You can designate whether a Value Type Input should be a Percentage of Salary or an Amount and where you define the Earning Type Input as ‘Add to Gross Pay’ or ‘Do Not Add to Gross Pay’ (element will not be included in Gross earnings and Retirement will not be calculated for this element) or whether you want the compensation to follow the salary line. You can also see if the Compensation element is Option Based or not. Option based means is it defined by Employee only, Employee + Spouse, etc. The only Compensation elements that are option based will be H&W (BENxx for Medical, Dental, Vision & Life).

Navigation: Forms > LEA > HCP Defaults > M_Manage Other Compensation Elements

Compensation Options Defaults for Additional Earnings, MCOPs, Benefits

This is where you can designate the Option Value (percentage or amount) for a particular Compensation element.

Navigation: Forms > LEA > HCP Defaults > M_Manage Other Compensation Options This is where you enter the monthly amount or percentage of salary.

1. Click on the Option Value Cell for the Additional Earning, MCOP or Benefit for which you want to designate a value.

 Enter either an amount or a percentage based on the default Value Input Type from the Compensation Element screen above. If Value Type Input is amount, then this will be the monthly amount.

 Click Save.

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Defaults for Salary Grades and Steps

Manage the salary Grade and Step information. This is a master list of the salary plan, grade and steps. Use this form to change the Option Value and Option Start Date for a particular Salary Grade and Step.

Navigation: Forms > LEA > HCP Defaults > M_Manage Salary Grades, Steps or Sequences 1. Enter the Option Value and Option Start Date as needed for the Plan, Grade and Step.

2. Click Save.

3. To add a Progression Step (a step that doesn’t exist in HCM), define the below values, and click Add.

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Final Export Pre-Audit - Reminders

1. Run all 4 Business Rules and make sure each rule runs error-free before running the next rule. If you have any errors, do not continue with the rules. Correct all errors then re-run the business rules from the

beginning.

2. HCP to PLAN1 to check for Push Errors, p.6 of this guide.

3. Balancing the HCP Data Export to the M_Position Employee Total Compensation

 Take the download from step 2 above and compare it to the following form.

 Navigation: Forms > LEA > HCP Data View > M_Position Employee Total Compensation - Download this form to Excel to be able to add up the totals for comparison.

4. Balance the Total Compensation from M_Position Employee Total Compensation to the salary amounts from M_REVEXP_ALL.

 Take the result of step 3 above and compare it to the following form.

 Navigation: Forms > LEA > PLAN1 Data Forms > M_REVEXP_ALL

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 Change the POV to show ALL for every field (hint: it’s at the bottom of the POV drop-down list box).

Click the Go arrow.

- ALL_ENTITY - ALL_HYP_FUNDS - ALL_GOAL

- ALL_HYP-FUNCTION - ALL_PY

- ALL_HYP_RESOURCE

 The dollar totals here will show if the entire payroll budget is being mapped over to the finance side of the software.

5. When all of these totals match, you are ready to export your data and import your budget into PeopleSoft.

Troubleshooting Guide Hyperion

Hyperion