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

tm. Update on Internet Budgeting Solution (IBS) December 2004 Presented to EPMG 12/04. Outline. Overview of IBS Functions of application How IBS works Timeline External contacts. Internet Budgeting Solution (IBS) Overview . Impetus for Development:

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

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

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

  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

  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)

  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

  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

  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

  8. Budget Office Processes

  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

  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)

  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

  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

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