1 Consolidated Billing Project UCSB / UCLA Financial Systems Conversion Project Web Management, Hosting and Consulting Service February 8, 2011 CITI

2 BruinBill  Provide a consolidated student bill for tuition, fees, housing and transportation charges  Accommodate all business and payment rules for student billing, housing plans and transportation services  Display account balances, detail charges and two years of history bill detail  Provide option for deferred tuition payment plans (BruinPay)  Provide on-line payment processing by credit card, debit card or ACH payment  Provide recurring payment option to reduce processing costs  Provide sign up for direct deposit of refunds  Enable third party access and payment Consolidated Billing BruinCash Received (BCR)  Enhance central cashiering and departmental processes for cash receipts, credit card payment processing, reconciliation and departmental deposit  Provide integration to UCLA financial systems – General Ledger, Post Audit Notification (PAN) and Campus Data Warehouse (CDW)  Provide 23 hours payment processing and 365 days bank deposit BruinMarketPlace (BMP)  Provide e-store setup and branding  Provide on-line shopping cart capabilities, conference and event registration and other e- commerce functionality  Provide direct connection to the online payment processing gateway (replacement for Cyberpay currently used by 250+ campus merchants)

3 CB Architecture  Provides real-time integration of Student Billing and Receivables (BAR), Housing and Transportation data  Provides web services to CashNet for display of student e-bill and payment processing  Provides web services to BAR, Housing and Transportation to accept new charges and return payment details  High reliability, availability and performance design PCI Security Standards  Campus standards for payment processing protections, controls, training and assessment  Improves compliance and reduces risk associated with credit card payment processing; BCR and BMP eliminate departmental SAQ requirements  Campus security monitoring and periodic vulnerability testing Consolidated Billing

4 Phase 1 – August 2010  Enrollment and payments for quarter student deferred payment plan (BruinPay Plan)  CashNet and UCLA system interfaces for Shibboleth sign-on, GL validation and posting, Campus Data Warehouse and PAN notifications  eMarket site for BruinCard Consolidated Billing Phase 3 – February 2011  Implementation of student e-bill (BruinBill) for tuition, fees and transportation charges  Middleware to integrate UCLA student Billing and Receivables (BAR) and Transportation with CashNet payment processing  Enhanced point of sale (POS) for main cashier office  Conversion of additional BruinCash Received and eMarket sites Phase 2 – November 2010  Enrollment and payments for semester student deferred payment plan (BruinPay Plan)  CashNet payment processing / departmental deposit for Asia Institute, Center for African Studies, Center for World Languages, Ethnomusicology, External Affairs, Housing, Library, Parking, Pathology, Physics & Astronomy, School of Arts & Architecture, Summer Sessions Go Global, University-wide Office of Education Abroad Program (UOEAP) Phase 4 – Spring 2011  Addition of Housing charges and payment processing to BruinBill  Addition of student financial aid details to BruinBill  365 days departmental deposit processing  Conversion of remaining BruinCash Received (BCR) and eMarket online payment processing sites (approx. 250 total)

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9  Preliminary planning meetings were held in October  A line of credit for the project has been established by UC Office of the President  Currently working on assessment phase to be completed by March 2011  Impact analysis  Finalize project scope  Project plan, timeline and resource requirements  Cost estimates  Implementation target is July 1, 2012 In Scope General Accounting and General Ledger Purchasing and Accounts Payable Asset and Equipment Management Identity and Access Management Potentially In Scope Budget Management / Staffing Personnel / Payroll System (PPS) Student Billing and Receivables Campus Data Warehouse Travel Management Out of Scope Capital Projects Facilities Management UCSB -> UCLA Financial Systems Conversion

10 Assumptions / Agreements  UCSB will follow UCLA business processes and utilize UCLA systems as-is (no or very limited modifications specifically for UCSB)  Cost of system conversion and integration will be paid by UCSB  Cost of on-going operations will be neutral (UCLA will neither make or lose money) Initial Concerns  UCSB has not (yet) elected to utilize UCLA services and the business process changes in some areas may be significant  UCSB has concerns about the level of data transparency afforded by the UCLA financial reporting systems  UCSB not likely to use UCLA’s version of PPS (particularly with the system- wide initiative moving forward)  UCSB would like to use UCLA’s student billing and receivables (BAR) system but the required integration with UCSB student systems is a concern UCSB -> UCLA Financial Systems Conversion