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Budget & Management Analysis
Franklin Building, Suite 710
3451 Walnut Street
Philadelphia, PA 19104

215.898.6651 (Phone)
215.898.6652 (Fax)

Budget Planning Tools Upgrade

Planning Upgrade Coming June 30

Planning, a part of the University’s budget and forecasting toolset, will be upgraded to use new software, Oracle’s System 11.

What’s changing in Planning?

• New version of the Excel add-in with support for Excel 2007
• Support for Internet Explorer 7 (IE7) browser
• Cosmetic changes including new toolbar icons
• New navigation options
• Bug fixes, including a fix for the dreaded “user preferences bug”
• Minor functional and system maintenance improvements

What’s the timeline?

• February 16: New System 11 version of the Excel add-in, which supports Excel 2007 was available.
• June 30: New System 11 versions of the University’s Planning data entry forms, University canned Reports, and the PennHist database will be available. Old versions stay available for comparison.
• July 31: old versions of Planning data entry forms, University canned Reports and the PennHist database will be retired.

Why are both systems available simultaneously?

In our initial implementation of Planning four years ago, we found that user security setup was the most common problem, and our testing of System 11 has found that getting the security right is still a challenge. Although we wouldn’t be rolling this system out to you if we thought the security was broken, we recognize that it may not have converted perfectly for all 500 users. So we are asking you to confirm that your security is correct during the month of July.

What should I do to confirm my security is correct?

• Connect to Workspace
• If you don’t already have Internet Export set to trust all upenn.edu sites, make the Workspace server a trusted site in Internet Explorer (from IE Menu choose Tools, Internet Options, Click on the Security tab, Sites, Add planwsprl01.isc-seo.upenn.edu, Click Add, OK, OK)
• Run the YTD Analysis Report in the new system
• Run the YTD Analysis Report in the old system
• Confirm that both reports give the same results,
• Write to PLANNINGHELP-L@LISTS.UPENN.EDU to report success or ask for help with failures.

What will the new System 11 version of the Excel add-in provide?

It will provide support for both Excel 2007 and Excel 2003. Users of the essbase add-in who upgraded to Office 2007 will no longer need to keep Excel 2003 for use with the add-in.. Functionally, there are no changes to the add-in.

Do I have to install new desktop software on my PC?

You don’t have to, but you may want to. Current desktops, running Internet Explorer 6 and Excel 2003 with the essbase add-in will continue to work using System 11. Installing the new add-in is recommended for Office 2007 users and will allow them to get rid of Excel 2003.

LSPs may now upgrade users’ browsers to IE7. However, University staff who also use the Health System Planning applications should plan to keep IE6 as their browser until the Health System’s upgrade is completed.

How can LSPs get the installers for the new version of the add-in?

The updated installers and associated documentation will be available for download on the Budget Planning tools website, www.budget.upenn.edu/plantools,

However, the new Oracle System 11 installer is very big (2GB), so LSPs may prefer to arrange to pick up an installation DVD from the Budget Office (Suite 710 Franklin Building, 3451 Walnut Street). Write planninghelp-L@lists.upenn.edu to request installation DVDs

What about other browsers?

Oracle has not certified Firefox version 3, IE 8, or any other browsers for use with Planning. The blocking tool for IE8 can be found here (requires Microsoft's Genuine Advantage Validation):

http://www.microsoft.com/downloads/details.aspx?FamilyID=21687628-5806-4ba6-9e4e-8e224ec6dd8c&displaylang=en

Will I need additional training for System 11?

No additional training is needed for current users. Web forms and reports will remain basically the same. There will be only minor cosmetic changes and additional navigational options. New users will be required to complete a revised web-based training module that will be available via KnowledgeLink

What functional improvements will System 11 provide?

You will be able to

• Attach a word document, spreadsheet or PDF to a cell in your budget or forecast by importing the file into the repository and then right-clicking in a cell, choosing Add/Edit document, and pointing to the repository document.
• Update a total, like current expense, and have Planning spread the amount using the existing relative proportions in individual object codes by using Grid Spread
• Hide rows with no data in data entry forms that display all available object codes by right-clicking on the object codes.
• Annotate a report with comments that can be seen by other users who run the same report with the same parameters by right-clicking

What system maintenance improvements will System 11 provide?

We will be able to

• Copy cell text from the FY10 Working Budget to the FY10 Spring Budget for you, so you’ll have it for reference next year
• Sign you out of Planning, Reports and Excel connections to PennHist automatically at 8am, noon, 4pm and 8 pm to allow PennHist loads to run

If you have any questions about the upgrade, send an email to: PLANNINGHELP-L@LISTS.UPENN.EDU.