Update on Internet Budgeting Solution (IBS) December 2004 Presented to EPMG 12/04 tm

Page 2 Outline Overview of IBS Functions of application How IBS works Timeline External contacts

Page 3 Internet Budgeting Solution (IBS) Overview Impetus for Development:  Replacement of aging mainframe system  Lack of effective PeopleSoft budget module  Need to reduce redundant data entry  Reduction of paperwork: replacement of 170+ notebooks each month w/ web-based reports  Streamlined reporting for users  Minimizing departmental shadow systems

Page 4 Internet Budgeting Solution (IBS) Overview  Overall Design: to enable campus users to manage budgets from anywhere via Internet  Access to IBS: through TechWorks portal  Security: approved by OIT  How Developed: Budget Office staff, over 3-year period Continuous input by campus users  Downloading: all reports provided in Excel  Training: minimal training required (170 active users)

Page 5 IBS Functions  Original budget preparation  Monthly budget amendments  Revenue maintenance (selected units)  Budget reports (see handout): No duplication of PeopleSoft reports Budget history Budget versus actual Comparison of budget to SPD data

Page 6 How IBS Works  Separate database outside of PeopleSoft  Integrated with PeopleSoft & other applications  Download of data from other systems into IBS: PeopleSoft General Ledger PeopleSoft Human Resources Salary Planning & Distribution (SPD)  Monthly generation of reports for users to assist budget preparation

Page 7 How IBS Works  Budget Office electronically reviews submissions: Original budget Budget amendments Revenue submissions  Budget Office actions: Review and approve budget submissions Summary data passed back to PeopleSoft

Budget Office Processes

Page 9 IBS Timeline  FY 99  Preliminary planning to replace CYBER  FY 00  Evaluation of PeopleSoft module  Survey of other schools’ efforts  July 00  Decision to develop application in-house  FY 01  Rollout testing of IBS  Development of PeopleSoft interfaces  July 01  OB prepared using IBS  FY 02  Parallel processing: IBS & CYBER

Page 10 IBS Timeline  July 02  IBS Version 1.0 Introduced to Campus  CYBER put to sleep  June 03  IBS Version 2.0 released to Campus  FY 04  Development of internal IBS (IBSI) for Budget Office processing  March 04  GTRC site license granted for IBS  FY 06  IBS Version 3.0 to be released  Ongoing  New reports released (currently 11 reports)

Page 11 Future Development for IBS  Updates required for upgrade of financials  Consider changes in processing frequency  Electronic approval of budget changes  Improvements to BOR budget submissions  Improved executive management reports  Improvements to Original Budget preparation process

Page 12 External Contacts  Licensing of IBS in March 2004  HEUG presentations in 2003 and 2005  Presentation at users conference at Clemson  Installation of BETA version in August 2004 at peer institution  Inquiries from other institutions about IBS