Setting User Preferences and Variables in EPM

This guide will cover:

System Set Up
- User Preferences
- User Variables
Dimensions in WyoCloud EPM Cloud Planning Module

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.

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