hyperion in georgia nasact conference - boston 2013 hyperion in georgia nasact conference - boston...
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Hyperion in GeorgiaNASACT Conference - Boston 2013
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SAOSAOState Accounting OfficeAgenda
► History of Reporting in Georgia► Hyperion Financial Management (HFM)
Overview Benefits
► Project Highlights► Overview of HFM
Hyperion Dimensions Data Loads Rules Financial Reporting Sample Reports
► Q&A
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SAOSAOState Accounting OfficeHistory of Reporting
► Georgia produces 5 main financial reports annually Comprehensive Annual Financial Report (CAFR) Budgetary Compliance Report (BCR) Selected Summary Financial Information (Treasury
Operations) Single Audit Report (SAR*) Section 1512 Reporting (produced quarterly) (ARRA*)
• For FY2010 & FY2011 reporting Hyperion was used for the CAFR, BCR and Treasury Operations. SAR and ARRA have not been migrated to Hyperion.
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SAOSAOState Accounting OfficeHistory of Reporting
► 50 organizations are reported in the BCR ► Approximately 350 trial balances (comprised of ~130
organizations) are reported in the CAFR ~ 45 of the organizations reported in the CAFR are on a
common ledger system (PeopleSoft).
► PeopleSoft primarily maintains ledgers on a statutory (budget) basis and is converted to GAAP reporting is collected through year-end forms. SAO utilizes the data on the year-end forms and other
sources to post conversion entries in HFM. Data is also gathered from CPA audited financial
statements for some organizations included in the CAFR.
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SAOSAOState Accounting OfficeChallenges with Legacy System
► Time CAFR and BCR were not consistently being issued by required
12/31 deadline
► Cost Create separate import files for each organization Manually map each line of T/B to the applicable reporting line Consolidation of various reporting levels could take hours and the
system (Caseware) often crashed prior to completion. Manually enter information collected in year-end forms to
consolidate and prepare the notes Manually close out revenue/expense
► Quality Difficult to analyze data across funds (i.e., cash for a single entity)
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SAOSAOState Accounting OfficeSolution: Hyperion
► Web based application Accessible by users in multiple locations
► State Owned and Operated SAO owns both the results and the system Minimal to no IT support required
► Packaged Application Out-of-the-box financial intelligence – minimal ongoing
consulting
► Drill-back capability Allows for drill-back to source system data Microsoft Office Add-In (SmartView) Allows users to retrieve data from and submit data to Excel
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SAOSAOState Accounting Office
Solution:Hyperion Financial Management (HFM)
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SAOSAOState Accounting OfficeBenefits of HFM
► Reduce cycle time Automate data load for agencies using statewide accounting
system (PeopleSoft) with the use of FDM Automate journal entries, where possible Ability to post journal entries across multiple agencies
Allocation of investment pool holdings Remove encumbrances in conversion from Budget Fund to General
Fund Lease and capital asset / accumulated depreciation entries
Data forms and Excel SmartView spreadsheet upload tools allow for input of additional data Trial balance for non-PeopleSoft users loaded via SmartView Supplemental data used for the NTFS (i.e., Capital Asset changes
and debt service to maturity details)
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SAOSAOState Accounting OfficeBenefits of HFM
► Improve Quality Standardized mapping for common G/L users and ability to
load data in a single upload file Reduced load time provides additional time to analyze data Data can be reviewed across organizations and fund types
from a single system Ability to more efficiently analyze year over year trends and
provide support for MD&A analysis
► Flexibility Easy to create and modify excel files to retrieve data from
HFM using SmartView No limit to the number of Excel SmartView files
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SAOSAOState Accounting OfficeProject Highlights
► Entire timeline took less than 6 months to complete Used a consulting firm to assist with application setup
► SmartView functionality made it easy to convert write-up files from prior system to Hyperion links
► Created rules in HFM thereby reducing the number of AJEs required
► Created supplemental data accounts to track dates received and applicability status of year-end forms
► Utilized an Excel JE template to upload journals to HFM (maximum of 5K lines long)
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SAOSAOState Accounting OfficeReporting
► Examples of Reports in FASTR/SmartView Trial Balance BCR and CAFR Statements Journal Entry Report
► Hyperion Financial Reporting Studio report template will be created to support report production
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SAOSAOState Accounting OfficeSample BCR
(SmartView version)
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SAOSAOState Accounting OfficeSample CAFR
(SmartView version)
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SAOSAOState Accounting OfficeTest Case
► Day before CAFR is to be released Material Error to Beginning Capital Asset amount for
Discretely Presented Component Unit
► What do I need to do? Enter AJE Enter Supplemental Data Consolidate Data Click “Refresh” with Smartview files and statements, NTFS,
MD&A, check files, and analytics
► Done!► All changes are done
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SAOSAOState Accounting OfficeContact Information
► Alan Skelton State Accounting Officer [email protected]
► Kris Martins Director – Financial Reporting [email protected]
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SAOSAOState Accounting OfficeQuestions?
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SAOSAOState Accounting OfficeHFM Dimensions
Dimension DescriptionScenario Represents a set of related data, such as Original Budget, Amended Budget or Actual.
Year Represents the fiscal or calendar year for the data (i.e., 2010 or 2011)
Period Represents time periods, such as year, quarters, and months.
View Periodic, year-to-date, and quarter-to-date. – State of Georgia is only YTD
Intercompany Partner Used to track reporting organization information for Due to/from, Revenue Collections, Allotments Receivable/Payable and Transfers In/Out
Value EC + ECA = ECTPer Books + J/Es = Reported
Entity Business Unit and Fund, i.e. 47400_10100, 47400_10200
Account Hierarchy of accounts created for Budget Funds, Governmental Funds, Business Type Activities, Fiduciary, and Component Units
Custom 1 Budget Reference, Stat-to-GAAP Adjustments
Custom 2 Funding Sources: State, Federal, ARRA, Other
Custom 3 Programs: All programs in State Appropriations Acts
Custom 4 Agency fund Addition/Deletions, as well as changes in balances (i.e., Capital Assets or Long-term liabilities)
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SAOSAOState Accounting OfficeLoading Data - FDM
Mapping Table:
Import – Validate – Export data:
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SAOSAOState Accounting OfficeLoading Data - Excel
T/B shell from agency:
Load Tab in T/B shell file:
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SAOSAOState Accounting OfficeRules
► Rules are used to automate calculations of data within an application
► Rules are also used to set and clear values, consolidate data, and control data input
Agency fund Revenue/Expense closeout Balancing
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SAOSAOState Accounting OfficeSample Metadata