Setting User Preferences and Variables in EPM

This guide will cover:

 

System Set Up – User Preferences

Preferences allow you to customize your preferences in the WyoCloud Enterprise Performance Management (EPM) Cloud Planning module. This may include how members are displayed or how data is formatted. For descriptions on terminology used in this Quick Reference Guide, please refer to the Enterprise Performance Management Training and Resources Guide.

To establish preferences in WyoCloud EPM Cloud Planning:

  • From the WyoCloud EPM Cloud Planning Module home page, click the Tools cluster (1) and the User Preferences (2) card.

       

  • The Preferences Window is shown; click on Display.  Below are the recommended preferences:

    • Number Formatting section:

      • Thousands Separator:   Comma

      • Decimal Separator:   Dot

      • Negative Sign:   Parentheses

      • Negative Color:   Red

    • Page Options:

      • Indentation of Members:   Indent level 0 members only

      • Number of Items on the Page Drop-down:   100

    • Other Options:

      • Show Consolidation Operators:  Form Setting

      • Date Format:  MM/dd/yyyy

  •   Click Save when the fields are updated, resulting in the following settings:

  • You will not change User Variables; DO NOT change the preferences in any other sections.

 

System Set Up – User Variables

How to set your User Variables in WyoCloud EPM Cloud Planning

User variables act as filters in forms, enabling users to only see data and information that are relevant to them.  When you open a form, the members you set as user variables will be set in the form.  User variables only need to be set once, but they can be changed at any time.

  • From the WyoCloud EPM Cloud Planning Module home page, click the Tools cluster (1) and the User Preferences (2) card.

       

  • The Users Preferences window is displayed.

    • Click on the General link, Under Alias Setting:

    • Set "Alias Table" and “Display Member Label as” to Default and click Save

  • Click on the User Variables link under Preferences

  • The User Variables window is displayed and includes Dimensions that are edited by clicking on the Member Selector Button  in each row and choosing the correct member parameters shown under Member. A Check Mark will display.

Dimension

User Variable

Member

Click OK after each selection

Scenario                                          

User_Scenario_FCST_Plan          

OEP_Plan:

-OEP Planned Scenarios 

- Select OEP_Plan

Organization                  

Entity

OEP_Total Entity:

- OEP Total Entity 

-Select OEP_Total Entity

Scenario

Scenario

Scenario

Version

Version

OEP Working

Years

Years

All Years:

-All Years 

-Select All Years

Account

Expense Account

Leave Blank

Account

Expense Drivers

Leave Blank

Account

 

User_Account

 

A_A6000:

-Statement of Activities

-Total Expenses

-Select A_A6000

Account                                           

 

User_Comp_Account                                          

 

A_C6000:

-Statement of Activities 

-Total Expenses

-A_A6000

-A_B6000

-Select A_C6000

Employee

User_Employee

Total Employee

Expense Classification             

User_Expense_Class

Expense Classification

Fund Class Source

User_FCFS

Total Fund Class-Source:

-Total Fund Class-Source

-Select Total Fund Class-Source

Account

User_FS_Accounts

Statement of Activities:

-Statement of Activities

-Select Statement of Activities

Fund Class-Source

 

User_Fund

 

Total Fund Class Source:

-Total Fund Class-Source

-Select Total Fund Class-Source 

Scenario

User_HR Scenario

HR

Organization

User_Org

Enter your Org number in the Search Bar and Press Enter. Select the Org number when displayed under Results by clicking on the O-XXXXX number.

Position

User_Position

Total Position

Scenario

User_Scenario

OEP_Plan:

-OEP_Scenarios

-OEP Planned Scenarios

-Select OEP_Plan 

Scenario

User_Scenario_FCST

OEP_Forecast:

-OEP_Scenarios

-OEP_Planned Scenarios

-Select OEP_Forecast

Years

User_Years

FY24 (or applicable FY for budget):

-All Years

-Select Correct FY 

Period

User_YTD_Selection

Jun_YTD 

Click Save when the referenced Dimensions are updated, resulting in the following settings:

Dimensions in WyoCloud EPM Cloud Planning 

Dimensions describe the data values in the database. Members are the individual components of a dimension, which can make up a hierarchy. Each dimension consists of one or more members. Some dimensions consist of relatively few members, while others may have hundreds or thousands of members.  

 

Naming Conventions 

WyoCloud EPM Cloud Planning requires unique names and descriptions for all members in the system. For this reason, the following dimensions require member prefixes to support unique segment numbers/names across the entire WyoCloud EPM Cloud Planning system: 

Dimension

Naming Convention

Example

Account

A

Account 40001 becomes “A_40001”

Organization

O

Organization 22102 becomes “O_22102”

Fund Class-Source 

FC

Fund 105 becomes “FC_105”

Program

P

Program 1234 becomes “P_1234”

Activity

ACT

Activity 1234 becomes “ACT_1234”

Entity

E

Entity 10 becomes “E_10”

Fund Source

FS

Fund Source 000001 becomes “FS_000001”

 

Dimension Overview 

WyoCloud EPM Cloud Planning contain the following dimensions: 

Dimension Name

Brief Description

Est. # of Members

Source (OOTB, Financials, custom or other)

Period

Months, Quarters, YearTotal, BegBalance, and Comment

~ 20

OOTB and custom

Years

FY17 to FY31

~15

OOTB

Scenario

Actual, Encumbrances, Budget, Forecast, Variance Scenarios, Other

~10

OOTB and custom

Version

Working, What-If, BO_Review, Executive Council, President, Board Review, Final, other archived versions for reporting applications

~10

OOTB and custom

Account

Revenue and Expense natural account hierarchy from WyoCloud Financials, and other driver/KPI accounts for calculation purposes.

~500

WyoCloud Financials, OOTB and custom

Organization

Complete Organization hierarchy from WyoCloud Financials.

~500

WyoCloud Financials, and custom

Fund Class-Source

Complete Fund Class hierarchy from WyoCloud Financials concatenated with Fund Source at the child level.

~3,000

WyoCloud Financials, and custom

Program

Complete Program hierarchy from WyoCloud Financials.

~500

WyoCloud Financials

Activity

Complete Activity hierarchy from WyoCloud Financials, and other driver/KPI accounts for calculation purposes.

~1,100

WyoCloud Financials, and custom

Plan Element

Members used to further define data loads, adjustment and data entry intersections.

~20

OOTB and custom

Position

List of Generic positions (e.g. To Be Hired 1 to 10) for budget entry purposes. Total Existing Position data populated from PeopleSoft HRMS.

~ 40

Custom

Entity

Complete Program hierarchy from WyoCloud Financials.

~11

WyoCloud Financials

Fund Source

Complete Fund Source hierarchy from WyoCloud Financials.

~3,000

WyoCloud Financials

 

Period Dimension Overview

Periods are broken out by fiscal year periods and/or by academic semesters.

  • BegBalance:

    • Used to store the balances of certain account members where applicable (Generally custom accounts not integrated from WyoCloud Financials) 

  • YearTotal: 

  • Fiscal Year Total w Quarters: Contains the 12 months of the fiscal year, quarter sub-totals, all rolling into the YearTotal member for a view of the total output. For the WyoCloud application, the fiscal year will be defined as July – June. 

  • TotalYear: 

  • Semester Year Total: Contains the 12 months of the fiscal year grouped by semester, and consolidated in the TotalYear member. This alternate shared hierarchy is created primarily for reporting. Since it is a shared hierarchy, the monthly data at the child level is the same as the monthly data within the primary YearTotal hierarchy. 

  • Comments: 

  • The comments member will provide a text space for users to enter comments next to the numeric data they are entering. 

  • Note: Comments do not aggregate. For example: A user entering comments for the travel budget of a department will not see those comments at the aggregate college level. 

Members 

BegBalance 

YearTotal 

          Q1 

               Jul 

               Aug 

               Sep 

          Q2 

               Oct 

               Nov 

               Dec 

          Q3 

               Jan 

               Feb 

               Mar 

          Q4 

               Apr 

               May 

               Jun 

TotalYear 

          Fall_Semester 

               Sep 

               Oct 

               Nov 

               Dec 

          Spring_Semester 

               Jan 

               Feb 

               Mar 

               Apr 

               May 

          Summer_Semester 

               Jun 

               Jul 

               Aug 

Comments 

 

Years Dimension  

  • FY18 – FY30: A flat hierarchy containing the years of the model. There will not be an ‘all years’ parent to consolidate multiple years. The member names must follow a strict “FY##” naming convention as configured out of the box. Year Aliases will be used to more accurately reflect the Years members used for budgeting, forecasting and reporting. 

  • No Year: Used to store data which is not denominated by year. 

Members 

Aliases 

FY18 

FY17/18 

FY19 

FY18/19 

FY20 

FY19/20 

FY21 

FY20/21 

FY22 

FY21/22 

FY23 

FY22/23 

FY24 

FY23/24 

FY25 

FY24/25 

FY26 

FY25/26 

FY27 

FY26/27 

FY28 

FY27/28 

FY29 

FY28/29 

FY30 

FY29/30 

No Year 

 

  • WyoCloud EPM Cloud Planning is capable of adding years to the database going forward (i.e., after FY30 in the range shown in the above table). Years before the first year cannot be added once the application is initially deployed. The first year planned for the University of Wyoming application is FY18 (FY17/18). 

  

Scenario Dimension

Members 

Description

Budget 

Data entry will primarily take place within the Budget scenario member and be copied to other scenarios for storage/reporting purposes throughout the year. 

Forecast 

Data entry for forecasting purposes will be entered into the Forecast scenario member. 

Total Actual (Actual + Encumbrances) 

Calculated based on the sum of the Actual and Encumbrances Scenarios 

Actual 

Actuals data imported from source systems will use the Actual scenario member. 

Encumbrances 

Encumbrance data imported from source systems will use the Encumbrances scenario member. 

Variance Scenarios 

Variance Scenarios will be a parent member. Calculated child members will include variance scenarios such as “Budget – Actuals – Encumbrances” or “Budget- Forecast”. 

 

Version Dimension

Members 

Description

Working 

The primary version for data input for Budget and Forecast. The Working version is the first stage of data input. 

What-If 

Allows users to adjust drivers/inputs and review the impact without changing their current ‘Working’ version. Data will be copied from working into the What-If version as needed, adjusted, calculated, and then copied back to working. 

Department Review 

The version organizations may copy their working version to for department heads to review. This functionality will be optional. This version allows colleges and departments managers to “lock” the budget data during review periods at a point in time. 

BO Review 

The Budget Office version of the Budget. Once colleges and departments finalize their working version, data will be copied into this version from Working, and adjusted by the budget office before being copied into the Board Review version. 

Exec Review 

The Executive Advisory Council Review version of the Budget. Once Budget Office finalizes their version, data will be copied into this version from BO Review, and adjusted by the Executive Advisory Council before being copied into the President Review version. 

President Review 

The President version of the Budget. Once the Executive Advisory Council finalizes their version, data will be copied into this version from Exec Review, and adjusted by the President before being copied to the Board Review version. 

Board Review 

The Board version of the Budget. Once the President finalizes their version, data will be copied into this version from President Review, and adjusted by the Board before being copied into the Final version. 

Final 

Used to store finalized Actual, Budget or Forecast data sets loaded to WyoCloud EPM Cloud Planning  from external sources, or copied from other versions in WyoCloud EPM Cloud Planning.

Archived versions (for reporting applications) 

Budget/Forecast Archive: Used to store the Current year and Prior years’ budgets for reporting from the ASO cubes. 

 

HR Archive: Used to store Pass 1 and Pass 2 data loads for data archives in the ASO cubes. 

No Version 

This member is used when a Version member is not applicable (e.g. during some calculations).

 

Account Dimension

Members 

Description

WyoCloud Financials Hierarchy (for Revenue and Expense accounts) 

The primary hierarchy used for budget entry, forecast entry and variance reporting: 

  • Most Revenue and Expense accounts. “30002 - Beginning Year Net Position” and “30001 – Net Position” are the only Balance Sheet accounts included from WyoCloud Financials for reserves. 

  • Primarily the child level from WyoCloud Financials. However, the child members of certain hierarchies are not included when summary level accounts from WyoCloud Financials are sufficient for planning and budgeting. 

  • Redundant rollup parents will be removed for a user friendly design and better performance. 

 

Custom Net Income, Revenue and Expense Levels 

Custom Revenue and Expense Level: Custom rollups will be created from the accounts in WyoCloud Financials to produce consolidated reports for Net Income, Revenue and Expenses. 

Statistical Accounts 

 

Driver Accounts 

These accounts will be those identified as the available statistical drivers for driver based purposes. Samples of these drivers include, but are not limited to: 

  • Headcount / FTE 

  • Credit Hours 

  • Student Enrollment 

 

Calculation Accounts 

Intermediary accounts in WyoCloud EPM Cloud Planning that calculate the driver based results and are copied to members within the natural account hierarchy. 

 

Fund Class-Source Dimension

Members 

Description

WyoCloud Financials – Fund Class Hierarchy 

This hierarchy will reflect the complete Fund Class hierarchy from WyoCloud Financials to the child level. 

WyoCloud Financials – Fund Source Child members 

Fund Source Child members: The level 0 Fund members in WyoCloud EPM Cloud Planning  will be a concatenation of the valid Fund Class and Fund Source combinations from WyoCloud Financials. 

No Fund 

Non WyoCloud Financials member used for calculation purposes. 

 

Organization Dimension  

Members 

Description

WyoCloud Organization 

This hierarchy will reflect the complete Organization hierarchy from WyoCloud Financials to the child level. 

 

Program Dimension 

Members 

Description

WyoCloud Financials 

This hierarchy will reflect the complete Program hierarchy from WyoCloud Financials to the child level. 

No Program 

Non WyoCloud Financials member used for calculation purposes. 

 

 Activity Dimension

Members 

Description

WyoCloud Financials 

This hierarchy will reflect the complete Activity hierarchy from WyoCloud Financials to the child level. 

No Program 

Non WyoCloud Financials member used for calculation purposes. 

 

Plan Element Dimensions  

The Plan Element dimension is provided to segregate data values to a lower level of detail as needed and to support other categories of differentiation not available within any other dimensions.  This dimension allows for a standardized method of buildup and the ability to have a separate dollar adjustment that is separate from any feeds or calculated values. 

Source Members 

OFS_Application Elements 

     OFS_Set Trend 

     OFS_Trend 

     OFS_% Increase/(Decrease) 

OFS_Total Plan 

     OFS_Total 

          _OFS_Calculated 

          _OFS_Adjustment (+/-) 

     OFS_Load 

     OFS_Direct Input 

     OFS_Integration 

          OFS_Adjustment 

OFS_Total Cash Reporting 

     OFS_Total Plan (Shared) 

No Plan Element 

 

 Position Dimension

Source Members 

Description

Faculty Positions 

A generic member where all faculty position compensation data is loaded in aggregate from the HR source system. 

Staff Positions 

A generic member where all Staff position compensation data is loaded in aggregate from the HR source system.

TBH Positions 

(To Be Hired): A ‘WyoCloud EPM Cloud Planning only’ hierarchy containing a generic listing of TBH Positions placeholders (eg. TBH Position 1, TBH Position 2, etc.) to allow users to budget for positions that are not yet in the HR listing, like a new position being created within a department. 

Other Salary Expense FT 

A generic member where users can enter a pool of dollars that are used to support other full-time positions which also receive benefits. 

Faculty Salary Expense PT 

A generic member where users can enter a pool of dollars that are used to support part-time faculty members. 

Staff Salary Expense PT 

A generic member where users can enter a pool of dollars that are used to support part-time staff members. 

Other Salary Expense PT 

A generic member where users can enter a pool of dollars that are used to support other part time workers (e.g. student workers). 

Graduate Assistant Wages Expense 

A generic member where users can enter a pool of dollars that are used to support Graduate Assistants. 

 

Entity Attribute 

Members 

Description

WyoCloud Financials 

This hierarchy will reflect the complete Entity hierarchy from WyoCloud Financials to the child level. 

 

Fund Source Attribute 

Members 

 Description

WyoCloud Financials 

This hierarchy will reflect the complete Entity hierarchy from WyoCloud Financials to the child level. 

 

Data and Data Entry

  • Actuals will be loaded in WyoCloud EPM Cloud Planning on a nightly basis to support variance analysis and forecast. WyoCloud EPM Cloud Planning does not support real-time actuals data reporting.

  • All planning users will have read (or review) access to all data in WyoCloud EPM Cloud Planning.

  • Revenue in the system is displayed as a negative value.

  • Data can only be entered into level 0 (root) members.

    1. The exception to this is for the Period dimension, where you can enter data at the Year, Quarter, or Month member.

    2. If unsure if member is set to level 0, you can look at the member alias. If the alias contains a letter before the numbers (i.e. O_D1220) then this is NOT a level 0 member. If there is no number before the numbers (i.e. O_12201) then this is a level 0 member.

  • Cell colors in forms indicate the cell’s status:

    1. White: default; data can be entered into these cells

    2. Yellow: ”dirty” cells, whose values changed but are not yet saved

    3. Grey: read-only cells

    4. Grey with a Lock Symbol: locked cells

    5. Teal: cells have supporting detail

  • Data cannot be entered for certain accounts because they are previously calculated using drivers, and cannot be overwritten within this form. These accounts include several Tuition Revenue and Compensation Expense accounts. Specifically:

    • A_40001 - Tuition Undergraduate Resident

    • A_40002 - Tuition Undergraduate Non Resident

    • A_40101 - Tuition Graduate Resident

    • A_40102 - Tuition Graduate Non Resident

    • A_40151 - Tuition Professional Business Resident

    • A_40152 - Tuition Professional Business Non Resident

    • A_40153 - Tuition Professional Law Resident

    • A_40154 - Tuition Professional Law Non Resident

    • A_40155 - Tuition Professional Health Sciences Resident

    • A_40156 - Tuition Professional Health Sciences Non Resident

    • A_40301 - Tuition Waivers

    • A_60001 - Faculty Salary Expense FT

    • A_60101 - Staff Salary Expense FT

    • A_60201 - Other Salary Expense FT

    • A_60301 - Faculty Salary Expense PT

    • A_60401 - Staff Salary Expense PT

    • A_60501 - Other Salary Expense PT

    • A_60551 - Graduate Assistant Wages Expense

    • A_C6060 - Supplemental Pay

    • A_C6080 - Fringe Benefits

 

Reporting

  • The two broad purposes of any report created in WyoCloud EPM Cloud Planning  will be to:

    1. Assist users in the system in building their budgets and forecasts

    2. Help consumer users view budget and forecast development.

 

Security

  • WyoCloud EPM Cloud Planning has two types of security groups (Hierarchy Groups and Functional Role Groups). Users are placed in various groups from each type in order to obtain access to the system and their write access needs.

    1. The primary purpose of hierarchy-based security groups is to assign user access to the various areas of the Organization’s hierarchy for data entry and reporting.

    2. Users can exist within more than one of these groups. If a user is placed into more than one of the groups, it means they will have access to both Organization rollups.

    3. The primary purpose of functional security groups is to assign user access to the various tasks associated with budgeting and application administration.

 

Dashboard

  • When selecting the status in the Budget Review Dashboard, make sure you have the WyoCloud EPM Cloud Planning system open on your primary monitor (opposed to a second screen) or not using a second screen. If opened on a second screen, the status selection dropdown may function irregularly.

 

This completes the Enterprise Performance Management System Set Up QRG.

Was this helpful?
0 reviews

Details

Article ID: 137512
Created
Wed 1/5/22 2:06 PM
Modified
Mon 2/13/23 12:47 PM