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Hyperion Announcements

News and announcements regarding Hyperion.

PeopleSoft maintenance Sat, 04/29/17 from 12:00 am - 8:00 am

posted Apr 17, 2017, 5:00 PM by Peyri Herrera

PeopleSoft maintenance is scheduled for the morning of Saturday, April 29, 2017. The Production servers and Hyperion will be patched during the standard 8-hour maintenance window (Saturday, 12:00 am - 8:00 am).

Log out of Hyperion from 12:30-1:00 pm today, 04/05/17

posted Apr 5, 2017, 12:28 PM by Peyri Herrera

Hyperion Users: Please do not use Hyperion from 12:30-1:00 pm today, April 5, 2017. Some maintenance will be performed at this time. If you are currently using Hyperion, please log out.

Pseudo Positions

posted Mar 23, 2017, 4:20 PM by Barbara Thiss

If your district wants to set up pseudo positions for Substitutes, Extra help and Overtime, MITI will assist with the set-up your Pseudo information for your Budget Year FY18.

You will need to fill out the Pseudo Data Request Template located on the CRC website so the information can be loaded into Hyperion.

For subsequent years, your pseudo positions will already exist in Hyperion and you will just need to add any additional pseudo positions.
CRC is working on a guide for manually adding new pseudo positions.

Hyperion benefit and additional earning calculation for FTE less than 1.0

posted Mar 23, 2017, 4:10 PM by Barbara Thiss   [ updated Mar 23, 2017, 4:10 PM ]

Hyperion includes the FTE when calculating out benefits and additional earnings. When the FTE is less than 1.0, the budget for these positions will be under budgeted. You will need to correct/inflate the Override Option Value as if the position was a full 1.0 FTE.

NOTE: Positions less than 1.0 FTE that were loaded from the HCM extracts have already been corrected.

For any new positions added that are less than 1.0 FTE that have a benefit or additional earning with a Value Type of Amount, you will need to correct/inflate the Override Option Value to the correct amount as if the position was a full 1.0 FTE.

Reviewing Hyperion extract files

posted Feb 17, 2017, 4:29 PM by Barbara Thiss

There has been some discussion around reviewing Hyperion extract files. This is recommended but not required. These files are provided to you as a tool to review data and look for inconsistencies. It is easier to review data when they are in a spreadsheet rather than multiple places in Hyperion. Since you are the expert on your data, we give you this opportunity to review the data before it is loaded into Hyperion. If there are things that need to be fixed, you would go into Hyperion and make your changes there. BPS had 26 extracts that over the years we were able to incorporate into the process. Since Hyperion is relatively new, it will take some time to learn and become proficient with it.

Checking vacancy, incumbent, and zero FTEs

posted Feb 17, 2017, 4:28 PM by Barbara Thiss

It is importance to check vacancy, incumbent, and zero FTEs.

What to look for:

Vacancy FTE. Use POSFTE HCP Data View Form in Hyperion.
When updating the VACANCY line of a position, either the Maintain Position Data page or the Maintain Employees by Position page can be used.
The VACANCY line is different than the INCUMBENT line—where the INCUMBENT line has the employee attached to it, and the VACANCY line does not have an employee attached to it.

Matching Vacancy and Incumbent FTE. Use the Maintain Employees by Position.
It is necessary to match the FTE for the VACANCY and the INCUMBENT on a position, especially when changing the FTE in any way. The VACANCY line will take over when the position isn’t filled with an incumbent. Therefore, it is important that the Proposed FTE, the FTE Start Date and the FTE Stop Date match between the VACANCY and the INCUMBENT.

Zero FTE’s loaded into Hyperion. Use EMPFTE HCP Data View Form in Hyperion
In HCM, if you have a position with an active employee and an employee on leave of absence, or there are two employees assigned to the same position, you will see that the FTE is over allocated. To prevent over budgeting, the FTE has been zeroed out on the extract to account for this over allocation. You will need to assign an FTE to the appropriate employee in Hyperion so that Hyperion calculates properly. Two employees cannot be assigned to the same position.

Identifying Exception Hourly Employees and the comparison of HCM to Hyperion

posted Feb 16, 2017, 4:49 PM by Barbara Thiss

The Exception Hourly Employees in HCM and Conversion to Hyperion job aid describes how to identify Exception Hourly Employees and their positions and how that information converts over to Hyperion. Document is available on the CRC website > Resources > PeopleSoft Resources > Guides and Job Aids.

Hyperion user roles assignment form

posted Feb 16, 2017, 4:46 PM by Barbara Thiss

The Hyperion Role Assignment Request Form v1.0 is to be used to inform the CRC of your district’s Hyperion user role assignments. Please fill out the excel form with your district’s user information and attach it to a HEAT ticket for submittal. The closing of the HEAT ticket will be your indication that the request has been completed.

The Hyperion Role Assignment Request Form includes 3 tabs:
  1. User List: Please fill in the requested user information on this form and indicate with a “Y”, which user role is to be assigned. 
  2. Role Definition: Brief description of the role. 
  3. Role Definition Visual: Visual of what the role will see in Hyperion Forms and My Task list.

HCM auditing prior to pulling extracts

posted Feb 16, 2017, 4:44 PM by Barbara Thiss

The following conditions in HCM may adversely affect the HCM Extract files.
  • Multiple incumbents attached to a position (Each position should have only one employee attached to it). 
  • Any positional data being pulled from the JOB record and the position is vacant (Vacant positions should not be on a Job Record). 
  • Positions attached to multiple Department IDs on the Department Budget Table (Extract pulls position from only one Department Code/ID). 
  • Missing Holiday Schedules for exception hourly (Job Data – Payroll tab). 
  • Missing Employee's Assigned Work Schedule for exception hourly (Main Menu - Manager Self Service – Time Management – Manage Schedules – Assign Work Schedule). 
Here are additional items to check in HCM:
  • DBT - Make sure the Earnings chartfield is correct. 
  • Department Codes are correct – This may not be the funding Site code – change if desired. 
  • Job Empl Class - Union Code/Bargaining Unit. 
  • Job Indicator – Extract only pulls the Primary Job. 
  • Position FTE 
  • Position Location Code – Physical location of the position. 
  • Position Type – Single Incumbent or Pooled (not shared). 
  • Position Active/Inactive – Position status needs to match on the DBT and the Add/Update Position page. 
  • Employee FTE 
  • Employee Type – Regular or Temp. 
  • Annual Salary Spread – Job Data – SDCOE Job Data – Pay Schedule. 
  • Pay Type – Exempt or Non-exempt. 
  • Benefits – Check that all required benefits are included. 
  • Additional Earnings/MCOPs – Check that all applicable additional earnings & MCOPs are included. 
  • Step Advance dates – Check employee step advance dates. 
The HCM Extracts versus Hyperion Audit Guidelines v1.0 job aid identifies the origin of the data, for example JOB record, POSITION record, Department Budget Table, etc. and should help the auditing of the HCM Extract files. Document is available on the CRC website > Resources > PeopleSoft Resources > Guides and Job Aids.

Requesting Hyperion extracts

posted Feb 1, 2017, 12:24 PM by Barbara Thiss

When requesting Hyperion extracts, submit a HEAT ticket and attach your Hyperion Extracts Request Form to have your extracts created and loaded into Hyperion. 

  1. Identify the date that you want the extracts to be created (at least 1 week from now). 
  2. Make sure HCM is correct. Check your Departments, Department Budget Table, Positions, and Employee data carefully. 
  3. Download the Hyperion Extracts Request Form from the CRC website. 
  4. Create a HEAT ticket and attach the form to request that your extracts are created and HCM/Finance data are loaded into Hyperion Production.
  • Provide a 1-week lead time for the request to be fulfilled.If there are others on your team who work in Hyperion, be sure to let them know that you submitted the ticket and indicate the date that the data will be loaded (based on the date you specified on the form). 
  • The CRC will close the HEAT ticket with a solution that indicates that the extracts have been loaded into Hyperion and are available for download from BS Upload. 
       5. Confirm with your team that the extracts have been loaded. 
       6. Download the extracts from BS Upload at
       7. Review extracts carefully to ensure that information is correct. 
       8. Review data in Hyperion to ensure that information is correct.

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