March 6, 2002 2002 HEUG Conference Las Vegas Session # 389

1. March 6, 2002 2002 HEUG Conference Las Vegas Session # 389

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

3. Outline of Presentation • Introduction • Process for Developing Internet Budgeting Solution (IBS) • Overview of IBS • How IBS Works • How to Get More Information

4. I. Introduction

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.

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

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

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

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

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

11. Process for Development of IBS

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: • in-house development of budget preparation tool and • consideration of new PeopleSoft Budget Module

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)

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

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

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

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

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.

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

20. III. Overview of IBS

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

22. Features of IBS Application • 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

23. IV. How IBS Works

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

25. IBS Log-On Screen

26. Department List/ Dept. Home Page

27. Personal Services Budgeting • 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

28. Personal Services Summary

29. Personal Services Details

30. Non-Personal Services Budgeting • 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

31. Non-Personal Services

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

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

34. Review/ Submit PagePrinter Version

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

36. Department Table

37. Drill-down details Department Totals

38. Department Totals Drill-Down

39. Department Reports Page

40. V. More Information

41. Budget System Review Team Page

42. Project Information Page

43. Contact us … Frederick Leigh Winn, Project Team Manager leigh.winn@business.gatech.edu - (404) 894-4623 Steve Head, Project Director steve.head@business.gatech.edu - (404) 894-4593 Richard Tanner, Project Director richard.tanner@business.gatech.edu - (404) 894-5253 Jim Kirk, Director, Office of Budget Planning & Administration Jim.kirk@business.gatech.edu - (404) 894-4622

44. Finally … Internet Budgeting Solution (IBS) Info Page www.budnet.gatech.edu/IBS/IBSInfo Questions and Comments? budget.ibs@business.gatech.edu HEUG Presentations higheredsig.cua.edu/