Position Management / Hyperion(Updated Jan 20, 2016)

Ryan MatsumuraRobert Boudreau

Agenda

• Systems/modules Involved?

• How are they linked together?

• Hyperion Secrets

• Position Management Secrets

• The slides are informative, but also designed to promote

discussion.

• Please ask questions as we go along.

Systems/modules Involved

• Business systems can be complex on their own.

• They are becoming more integrated – adding to the

complexity.

• Changes in one can impact the others:

• Position Management

• eRecruit

• ePAF

• ISIS

• HR records

• Payroll

• FMS

• Hyperion

Position Management

• A registry of Faculty and Staff positions.

• Have a life of their own – separate from the people that occupy them.

• Used by Hyperion as a source of position budget information.

eRecruit

• Electronic recruitment of postable faculty and staff positions.

ePAF-electronic personnel action form

• Electronic hiring of non-postable faculty, staff and student appointments.

• Ongoing adjustments to all types of appointments (salary, FTE and speedchart changes, leaves, terminations, etc.).

ISIS

• Integrated Sessional Information System.

• Electronic hiring of sessional faculty.

• Appointments and re-appointments.

HRMS - Human Resources Management System

• All appointments from eRecruit, ePAF, ISIS and paper forms end up in HRMS.

• Used by Hyperion as a source of position budget information.

• Used by FMS as a source of actual payroll expense

information.

FMS – Financial Management System

• The primary repository for UBC financial transactions.

• G/L, A/P, A/R, financial reporting, auditing.

• Actual payroll costs are uploaded from HRMS into the FMS system at month end close.

• Used by Hyperion as a source of actual expenses (A/P transactions, J/Vs, etc.).

Hyperion

• University wide budgeting system.

• Holds both a Plan and a Forecast for the current year for each department (loaded at year end).

• May, at some point, hold Forecasts for future years (facilitates future planning).

• Current-year forecast updated weekly from PM, HRMS and monthly from FMS throughout the fiscal year.

• Users can also update their current-year forecast manually in real time.

• Linked to Position Management:

Position inventory

Forecasted salaries for vacant positions

Forecasted salaries for positions set to ‘Posn Data’

Hyperion

• Linked to HRMS:

Employee information

Forecasted salaries for positions set to ‘Hire Data’

Salary ‘actuals’

• Linked to FMS:

General Ledger actuals loaded monthly into Hyperion

Funding transfers in Hyperion are loaded into FMS

• Reporting

Users can generate variance analysis reports to compare budget to actuals

How are they linked together?

• Position Management

• eRecruit

• ePAF

• ISIS

• HRMS

• FMS

• Hyperion

Paper Forms

ISIS

ePAF

eRecruit

HRMSPosition Management

HRMSHire Records

HRMSPayroll

FMSExpenses and Adjustments entered directly into FMS

(A/P, J/Vs)

HyperionBudget

Forecast Data: - Updated weeklyl - Posn set to ‘Posn Data’ or Posn Vacant

Plan and Forecast Data: - Updated Mid-April - Posn set to ‘Hire Data’

Flow of Data:

From: Position Management, HRMS, FMS

To: Hyperion

ActualsPayroll Actuals - by position and employee - updated monthly

Plan and Forecast Data: - Updated Mid-April - Posn set to ‘Posn Data’

Forecast Data: - Updated weekly - Posn set to ‘Hire Data’

Manual Hyperion Adjustments

Hyperion Adjustments - Plan and Forecast

Hyperion Reporting

Plan DataForecast Data

Workforce DataActuals

Position

ManagementHRMS FMS Hyperion

Hyperion

• Secrets revealed

Hyperion

• Numeric accounts in Hyperion are read/only.

• Here’s Forecast form 1.02 with salary data.

Hyperion• For closed months in FMS, actuals are loaded to Hyperion.

• For future months, Position Management/HRMS sends data to Hyperion that can be viewed here in form 4.50:

Hyperion• Let’s look at position 00007779/Budget Tab.

Hyperion• Its set to Hire Data, which means we need to check out the

Incumbents tab.

Hyperion• The position is vacant, which means instead of “Hire Data”,

Position Management will send “Posn Data” to Hyperion instead.

Hyperion

• Here’s form 4.50 for Position 00007779.

• There’s no actuals because there’s no real incumbent therefore, no payroll.

Hyperion• Let’s look at Position 00008127.

Hyperion• The position is set to “Hire data” so let’s look at Incumbents.

Hyperion

• In form 4.50, for July going forward it will project the real HRMS salary because Hire Data was selected.

Pool Positions in Hyperion – Set to Posn Data:

Pool Positions in Hyperion – Set to Posn Data (Con’t):

Pool Positions in Position Management:

Pool Positions

1. Real employees and their actual salaries are brought into Workforce form 4.50 (for closed FMS months).

2. Positions set to ‘Posn Data’:1. Projected pool salary is on a TBH line.

2. Users can edit the amount by changing the Funding Details section in the Budget Tab.

3. Positions set to ‘Hire Data’:1. Each person budgeted as if they were in individual positions.

2. Budgets calculated from actual salary.

3. No TBH line.

Hyperion

Some things to consider:

• ‘Hire Data’ works for pool and non-pool positions.

• There are no Position management updates the week of the Operating Report forecast.

• For employees with no position assigned to them, they will fall into Default Position/Department General (think hourly students).

• Position management updates to Hyperion happen on the weekend based on Friday’s HRMS Reporting Server, which means any changes on Saturday are not picked up on the weekend update.

Position Management

• Secrets revealed

Hire Data vs. Posn Data

Hire Data:

• Hyperion uses appointment info to determine the

position budget in Hyperion (first choice).

• Will use position budget only if no appointment data

available (ie: position is vacant) (second choice).

Posn Data:

• Causes Hyperion to use position budget info to

determine the position budget in Hyperion (only

choice).

• Each person is listed with no budget. The budget

appears on a TBH line (pool or non-pool).

Updating

• Position budgets are updated into Hyperion weekly

from position management and hire data.

• Manual changes made directly in Hyperion are not

automatically removed when similar changes are

made in Position Management.

• Changes to position budgets do not automatically

update employee hire data, or vice versa.

• Changes in Hyperion do not update positions or hire

data.

Using Paper Appointment Forms

• You must provide a position number.

• Errors will occur if the department, job code or business title on

the appointment does not match the same fields on the position.

• An error will occur if the Start Date on the appointment is prior to

the earliest Event Start Date of the position.

• An error will occur if the position is inactive.

• An error will occur if the appointment extends beyond the position

end date.

• Payroll will call you if any of these situations occur via paper forms.

Position Start Date

Is:

• the earliest Event Start Date with the same job and

department codes.

Errors:

• Will affect your ability to hire.

• May affect your position budget in Hyperion.

Employees on Leave

Full leave:

• A position will appear in Hyperion.

• For the person on leave, Hyperion will have a zero

budget during the leave period.

• If position is set to ‘Hire Data’ and the backfill is in

same position, the backfill person will also appear in

Hyperion with their own budget.

Partial Leave:

• A position will appear in Hyperion.

• Hyperion will have a budget that reflects the reduced

salary.

Vacant Positions

Position set to Hire Data:

• When the vacancy occurs, Hyperion will detect there is no

employee in the position and automatically switch over to

use the budget info from the position.

• If you want to delay/alter the budget for a vacant position,

manipulate the salary budget on the Budget tab.

Vacant Positions

Position set to Posn Data:

• Hyperion will not care whether the position is vacant or filled.

• Hyperion will always calculate a budget from the position

budget info.

Hourly Paid Employees

Positions set to ‘Hire Data’:

• Hyperion will use the standard monthly hours for the job.

• For example, if the incumbent is CUPE 2950, the monthly budget amounts will be the employee’s hourly rate multiplied by 152.

• This means hourly paid employees are always budgeted at 1 FTE.

• If this is not what you want then set the position to Posn Data and enter a more accurate budget.

Hourly Paid Employees

Positions set to ‘Posn Data’:

• Employees are listed, but with no actuals and no

budget.

• Actuals and budget info will appear on a TBH line

immediately under the list of employees.

• The budget comes from the Budget tab in Position

Management.

Pool Positions

Pool Positions set to ‘Hire Data’:

• Each employee will be budgeted separately, but using the same position number.

• You can have a mixture of hourly and monthly paid employees in your pool and each will be budgeted separately.

• See info that explains how budgets are calculated for hourly paid employees.

Pool Positions

Pool Positions set to ‘Posn Data’:

• Employees are listed, but with no actuals and no

budget.

• Actuals and budget info will appear on a TBH line

immediately under the list of employees.

• The budget comes from the Budget tab in Position

Management.

Partial Months

• Hyperion does not prorate partial months.

• If a person terminates mid-month, Hyperion budgets at

the full value of their salary.

• If a new person starts mid-month, Hyperion will budget

the new person at full salary for that month.

• You will over-budgeted in partial month situations.

Questions?