March 6, HEUG Conference Las Vegas Session # 389

Slide 2 Presenters James E. Kirk Director, Office of Budget Planning & Administration Frederick L. Winn Assistant Director, Project Team Manager Steve G. Head Project Director, Web Development Richard C. Tanner Project Director, PeopleSoft Development

Slide 3 Outline of Presentation I. Introduction II. Process for Developing Internet Budgeting Solution (IBS) III. Overview of IBS IV. How IBS Works V. How to Get More Information

I. Introduction

Slide 5 Summary This presentation will provide an overview of Georgia Tech’s new budget maintenance application Internet Budgeting Solution (IBS) This web-based application is designed to develop & manage the operating budget and interface w/ PeopleSoft HRMS & Financials modules.

Slide 6 About Georgia Tech… Located in the heart of Atlanta - 2 blocks from the Varsity Restaurant Operating budget of $700 million Sponsored programs over $250 million Enrollment – 15,500 (9,000 in Engineering) Graduate – 4,500 Undergraduate – 11,000

Slide 7 About Tech’s Budget Process Decentralized budgeting – expenditure side Includes all funds: E&G restricted/ unrestricted; auxiliary; student activities Detailed budgeting by position: original budget & ongoing maintenance Budget cycle: annual budget July thru June; monthly amendments

Slide 8 Tech’s Existing Systems PeopleTools 7.62 PeopleSoft Financials 7.50 General Ledger AP/PO (Purchasing) Assets Management (April, 2002) Grants Management (GIT)

Slide 9 Tech’s Existing Systems PeopleSoft HRMS 7.50 Human Resource Management Benefit Administration Salary and Planning Distribution (GIT) Budget Administration (GIT, June, 2002)

Slide 10 Tech’s Existing Systems Salary and Planning Distribution (SPD) Used for Salary Planning Captures Expenditure and Encumbrance figures by Project ID & pay period Used to Drive Payroll & Fringe Benefits Satisfies Federal A-21 Requirements

II.Process for Development of IBS

Slide 12 Urgency for Immediate Action? Termination of Mainframe Computer, July 2002 Legacy Budget System Software Fragile/Unsupported System Not User Friendly and Undocumented Waste of Resources with Excessive Re-Keying of Data PeopleSoft Linkages Problematic: Chart of Accounts, Position Numbers, Other Interfaces Conclusion: Proceed on two parallel tracks: è in-house development of budget preparation tool and è consideration of new PeopleSoft Budget Module

Slide 13 Objectives  By June 2001, create a link between the Salary Planning and Distribution (SPD) module and the budget system that will generate automated personal services budget amendments for review by departmental and Budget Office staff. (completed)

Slide 14 Objectives  By Spring, 2002, replace the current transaction-based budget preparation and amendment process with a web- based input tool that will:  link to the current mainframe system &  subsequently directly link to the PeopleSoft General Ledger module when the mainframe system is eliminated

Slide 15 Objectives  By July 2002, replace the current mainframe budget system with a budget preparation module that will fully integrate with the PeopleSoft General Ledger and Human Resources modules and the SPD* system. *Salary Planning and Distribution

Internet Budgeting Solution Project Plan Overview NOTE: Preliminary planning work on the application began in Fiscal Year 1999.

Slide 17 Strategies for Implementation Budget System Review Team (next slides) Town hall/ administrative network meetings Project web sites Strong emphasis on feedback: from users & executive staff Help workshops: hands-on budget preparation One-on-one technical assistance

Slide 18 Budget System Review Team Mission Statement: Work with the Office of Budget Planning and Administration and the System 2000 team in designing and implementing a web-based budget preparation and maintenance application with the following characteristics: Linked to Georgia Tech’s financial and human resources modules utilizing PeopleSoft and in-house programs; Designed to improve Georgia Tech’s management of its financial resources; and Intended to replace the current mainframe system.

Slide 19 Budget System Review Team Tasks: 1.Review the system and develop recommendations for improvements. 2.Pilot test the system. 3.Identify policy issues to be addressed by executive staff. 4.Recommend a rollout plan and schedule. 5.Assist in designing training materials and help screens. 6.Identify recommended changes to Tech’s internal budget preparation and execution processes.

III. Overview of IBS

Slide 21 Features of IBS Application  Separate module from GeorgiaFirst effort  Web-based (Point & Click Technology)  "Front-end" budget tool for departmental and central budget office users  IBS database employs PeopleSoft data structures  Data feeds:  HR & Salary Planning Distribution Systems feed IBS  IBS posts budget data to PS Financials

Slide 22  Campus users enter budget transactions; Central Budget staff approve PeopleSoft table updates  Reduction of work by departments in maintaining campus "shadow systems"  Reduction of redundant keying of data  Electronic review and approval routing  Original budget preparation similar to budget maintenance & amendment process Features of IBS Application

IV. How IBS Works

Slide 24 Getting Started Proper access authorization Must attend formal, hands-on training (manual on-line at Budget Office web site) Knowledge of Georgia Tech practices IBS available via any computer with: Internet access Microsoft Internet Explorer 5.0 and above

IBS Log-On Screen

Department List/ Dept. Home Page

Slide 27  Original budget entered by position and project  Position-by-position budgeting retained only in the budget system database; summary by project and object code passed to the PeopleSoft database  After original budget preparation, position-by-position budget maintenance optional for all units  Salary re-distributions and payroll changes electronically imported from SPD - pending review by departments and Budget Office  User view of all projects for each faculty or staff Personal Services Budgeting

Personal Services Summary

Personal Services Details

Slide 30  Original budget entered by Project ID and account (object of expenditure category)  After original budget preparation, maintenance handled by unit by entering desired changes – no automated feed  Requested changes at unit’s discretion Non-Personal Services Budgeting

Non-Personal Services

Slide 32 Review and Submit Functions Allows user to review all changes for Amendment Includes automated & manually entered changes User can create printable version for submission for proper approval When completed, user “submits” changes for processing by Budget Office After submitted, unit locked-out from further changes

Review/ Submit Page (live version has “submit” button at bottom)

Review/ Submit Page Printer Version

Slide 35 Budget System Reports and Inquiries Web-based reports easily accessible as users prepare budgets Choice of formats: Adobe Acrobat - print shop quality Excel CSV - comma separated Sample reports : Original budget Monthly budget amendments Reconciliation of Budgets to SPD 5-Year Analysis of Budgets and Expenditures

Department Table

Department Totals Drill-down details

Department Totals Drill-Down

Department Reports Page

V. More Information

Budget System Review Team Page

Project Information Page

Slide 43 Contact us … Frederick Leigh Winn, Project Team Manager - (404) Steve Head, Project Director - (404) Richard Tanner, Project Director - (404) Jim Kirk, Director, Office of Budget Planning & Administration - (404)

Slide 44 Finally … Internet Budgeting Solution (IBS) Info Page Questions and Comments? HEUG Presentations higheredsig.cua.edu/