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Budget Planning and Management - Delphi Planning - Delphi Data Structure

This article describes the data in Delphi Planning.

This article describes the data in Delphi Planning.

Delphi Planning Account 6 Hierarchy

Delphi Planning Account 6 hierarchies differ from Account 6 in Business Objects or the Integrated Reporting Facility (IRF), for example, some units represent an Exec grouping, and within some Execs there are Department groupings, neither of which exist in the source FAS system. Additional levels of organizational hierarchy exist in a few areas of the university's organizational structure in Delphi Planning.

Under the highest level, Total University, Execs are grouped into 4 primary groups for reporting by the budget office:

  • College and Divisions (C5D)
  • Professional Schools (Prof)
  • Academic Operations (AO)
  • Institutional Support (IS)

Each of these drills down to the Exec/Unit level, which drills down to department levels, and then to true FAS Account 6 numbers at the bottom level.

Acct6Heirarchy

The Delphi Planning UCSAL application contains other hierarchies for the View, Job Title, and Measures dimensions. The View dimension includes alternative roll-ups so you can use the same data in various ways. 

OBS view: used for target and budget processes, as well as reporting
Transfer view: Executive levels use the Transfer view to allocate transfers and generate reports based on that data.
Other views: used for information technology and the budget office functions.

The UCSAL application also uses the job title hierarchy, structured according to job categories, and the measures hierarchy, structured according to benefit rate and compensation categories.

The Source of Actuals in Delphi

UCBUD

Delphi Planning stores actuals data for reference. The actuals source is the FAS data used in IRF to populate the existing Business Objects Operating Budget Summary (OBS) reports. The data loads to Delphi Planning after every Matrix/OBS process runs in IRF. Consult the FAS Load Calendar for the schedule. In addition, revised budget amounts are available for ledgers 1, 2, 4, 6 (gifts only), and 7 for the most recent month of IRF data.

UCSAL

Salary funding data for monthly benefits eligible faculty and staff will be loaded three times per year:

  • After the December month-end payroll runs in IRF, to support current year Q2 Forecast
  • After the January month-end payroll runs in IRF, to support the next year's budget process
  • After the March month-end payroll runs in IRF, to support the current year Q3 Forecast

We use these loads to create starting records for the next fiscal year budget and forecast.

Actuals data is now being loaded to UCSAL starting with FY16. There may be some gaps due to this being a new data process but we expected it to be more inclusive over time as we close those gaps.

The source of the data that will be loaded is from Workday and IRF as of FY17 Budget. Prior years data came from the legacy HR system and IRF.

How Account 10 Budget Entries Map to OBS

Account 10 budget entries map to OBS as follows:

  1. Look up the OBS row for a given Account 10 in the current year actuals.
  2. If no current year actuals exist, look up the OBS row for the Account 10 in the prior year actuals.
  3. If no current or prior year actuals exist, look up the OBS row in the current year budget (except in the first year).
  4. If no current or prior year actuals exist, map to OBS using predefined logic:
    1. Revenue
      1. If Ledger 1 and Sub-Acct under Tuition = A05
      2. If Ledger 1 and Sub-Acct under Fees = A10
      3. If Ledger 5 and Sub-Acct under Revenues = B12
      4. If Ledger 6 and is a Grant = C12
      5. If Ledger 6 and is a Gift = C12
      6. If Ledger 7 and Sub-Acct under Revenue = E12
    2. Transfers
      1. If Ledger 2 or 4 and Sub-Acct under Transfers or Sl9184 = T05
      2. If Ledger 5 and Sub-Acct under Transfers or Sl9184 = B18 & T25
      3. If Ledger 6 and is a Grant = C18 & T25
      4. If Ledger 6 and is a Gift = D18 & T25
      5. If Ledger 7 = E18 & T25
    3. Expenses
      1. If Ledger 2 or 4 and not mapped above = M40
      2. If Ledger 5 and not mapped above = B13 & M90
      3. If Ledger 6 Grant and not mapped above = C13 & M90
      4. If Ledger 6 Gift and not mapped above = D13 & M90
      5. If Ledger 7 and not mapped above = E13 & M90
      6. Sub-Acct Pools (1200,2001,5000,6000,7000,7600,8300,9900 and 9184.)
        1. If Ledger 2 or 4 = M40
        2. If Ledger 5 and = B13 & M90
        3. If Ledger 6 Grant = C13 & M90
        4. If Ledger 6 Gift = D13 & M90
        5. If Ledger 7 = E13 & M90

      University of Chicago FAS Organization Structure in Delphi Planning

      The Account 6 dimension in Delphi Planning contains the university's FAS organization structure. When Delphi Planning prompts you to select an Account 6 member, it is asking you to select the level of the university's organization hierarchy for which you want to enter data. The Account 6 dimension exists in both the UCBUD and UCSAL applications.

      Note: the UCSAL Account 6 dimension only includes Account 6's containing salary actuals.

      The exec, department, sub-department and sub-sub-department organization ID's are prefixed in the system with ‘FAS_’; this is to ensure that the member names are unique across the system. (See information below about HR organizations, which are prefixed with ‘HR_’).

      Account and Department Moves and History

      Accounts move between departments with some frequency in FAS; departments sometimes move between execs (or new execs are created, such as the forthcoming HR Services Exec).
      In IRF, the history of an account's organizational hierarchy is frozen in time – when you look at data from a year ago, you will see in IRF (including the OBS reports) the department that the account belonged to at the time (or similarly, the exec that the department belonged to).

      In Delphi, the budget office wants to see the history of an account or department in the context of its current organizational hierarchy. For example, if account 512345_V01 moves from Chemistry to Physics, the entire history for that version of the account will now be associated with Physics.

      When comparing reports from Delphi Planning with Business Objects reports, the year-to-date amounts for the current year actuals will match for the most recent month of data available, and Delphi Planning will house the monthly detail behind those year-to-date amounts. However, earlier months may not necessarily match between Delphi Planning and Business Objects reports, due to the difference in how the two systems handle account and department moves between departments and executive levels.

      Additional Organizational Hierarchy

      Because some units represent a grouping of execs, and within some execs there are groupings of departments, neither of which exist in the source FAS system, additional levels of organizational hierarchy exist within a few areas of the university's organizational structure in Delphi Planning. These groupings can be used within Delphi Planning, but do not exist in IRF.

      At the highest level, execs are grouped into 4 primary groups for reporting by the budget office to the Board of Trustees:

      • College and Divisions (C5D)
      • Professional Schools (Prof)
      • Academic Operations (AO)
      • Institutional Support (IS)

      Account and Subaccount Naming Conventions for Data in Delphi

      All names in Delphi Planning need to be unique; in FAS, account numbers get reused, and there is overlap between subaccount (SL) and account control (GL) numbers.

      To ensure that these numbers are unique, Delphi Planning has implemented the following conventions:

      1. Account 6 numbers have a suffix indicating their version number, which is assigned in the IRF Data Warehouse to an account when it gets recycled. The format of an Account 6 number member name in Delphi Planning is 512345_V02. The corresponding alias in Delphi Planning for that account will have the format 512345 – Account Name. (The suffix is not displayed in the alias.)
      2. Subaccount numbers in Delphi Planning have a prefix of ‘SL’; for example, SL1000 is the faculty pay subaccount.
      3. Account control numbers in Delphi Planning have a prefix of ‘GL’; for example, GL3000.

Restricted Funds and the Budget Data

In the budget office's view, restricted fund activity does not contribute to the bottom line of the university's budget. To accomplish this, restricted fund expenses appear in the OBS in the relevant expense row as is, and again with the opposite sign in the relevant OBS revenue row.

In the budgeting process, the budget office's Excel spreadsheets include formulas that automatically generate these offset entries. A similar process exists in Delphi Planning. Users enter restricted fund expenses, and offsetting entries are recorded behind the scenes so that the net effect is $0.

This is opposite of how they currently budget; they budget the revenue and the expense is calculated. When an expense is incurred an opposite entry in revenue is created during the booking process.

On the budget entry forms, the actual revenue and expense columns are separated so that you will not see $0 for all of the restricted accounts. The offset entries cause individual Account 10’s to zero out. Instead, the amounts are displayed in the separate columns, so that you can see the original expense amount for restricted funds. You can just ignore the offset amount displayed in the revenue column.

As a budget owner, you only need to enter one number (the expense) and the calculations in the system will book the revenue side of the entry.

The University’s HR Organization Structure in Delphi

The UCSAL application loads employees in two different hierarchies: one alphabetically by the first letter of their last name, and one by their responsible department (also called their home department). The responsible department structure comes from the university's HR system. The IDs for these organizations are prefixed in Delphi Planning with "HR_" to differentiate them from their counterpart in the FAS organization structure.

Note that security in Delphi Planning is based on the FAS organization structure, not the HR one.

Annual Unrestricted Budget Export to FAS

In the past, a detailed Account 10 unrestricted budget was prepared by units, consolidated by the budget office, and submitted to FAS for upload. Going forward this Account 10 budget will come from Delphi Planning. Once the budget office finalizes the budget, an export process will run to create a file containing Account 10 budget amounts for ledgers 1, 2, and 4. Logic is incorporated in the export process to handle accounts with a re-appropriation Flag set to Y so that they will not end up with extra budget in FAS (these accounts do not zero out at the end of each fiscal year in FAS).

Endowment Faculty Transfers

When you make transfers in FAS in subaccount 1098 (typically to move faculty compensation from an unrestricted account to an endowment account), the transfer is a lump sum amount containing both salary and fringe charged to a single subaccount. The OBS in IRF generates additional entries to back out the fringe portion of the transfer and record it in the corresponding fringe rows on the OBS. Offset entries are also generated for the restricted side of the transfer so that it does not impact the bottom line. These generated entries are all recorded in the OBS (and imported into Delphi Planning) in subaccount 0098.

Additional Data

System users enter all other data, using either the web interface or a Smart View Excel spreadsheet.




Keywords:Hyperion, Executive, Budget_Office, UCSAL, UCBUD, account_6, acct10, account_10   Doc ID:28588
Owner:Levita G.Group:University of Chicago
Created:2013-02-12 11:18 CDTUpdated:2017-03-05 14:31 CDT
Sites:University of Chicago, University of Chicago - Sandbox
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