News and announcements regarding Hyperion.
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 https://docs.google.com/viewer?a=v&pid=sites&srcid=c2Rjb2UubmV0fGNyY3xneDo3ZGFlNTM2NGJiNzYwODk0 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 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.
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.
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.
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.
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:
The following conditions in HCM may adversely affect the HCM Extract files.
When requesting Hyperion extracts, submit a HEAT ticket and attach your Hyperion Extracts Request Form to have your extracts created and loaded into Hyperion.
6. Download the extracts from BS Upload at https://bsupload.sdcoe.net/login.asp.
7. Review extracts carefully to ensure that information is correct.
8. Review data in Hyperion to ensure that information is correct.
All handouts and PowerPoint presentations used during Hyperion training will be posted on the Resources page in a folder labeled "Hyperion." The materials for HYP1 Introduction to Hyperion are now available.
On December 1, 2016, the CRC is conducting HYP1 Introduction to Hyperion, the first of 6 Hyperion courses offered for budget planning for next fiscal year. To view the training calendar and descriptions of classes, please refer to Hyperion Training Calendar v1.1.pdf posted on the PeopleSoft Training & Events page. Classes are offered in December 2016 and January/February 2017.
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