ibspresenpmg120704

8/7/2019 IBSPresenPMG120704

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Update on

Internet Budgeting Solution(IBS)

December 2004Presented to EPMG 12/04

tm


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Page 2

Outline Overview of IBS

Functions of application How IBS works

Timeline

External contacts


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Internet Budgeting Solution

(IBS) OverviewImpetus for Development:

y Replacement of aging mainframe system

y Lack of effective PeopleSoft budget module

y Need to reduce redundant data entry

y Reduction of paperwork: replacement of 170+

notebooks each month w/ web-based reportsy Streamlined reporting for users

y Minimizing departmental shadow systems


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Internet Budgeting Solution

(IBS) Overviewy Overall Design: to enable campus users to manage

budgets from anywhere via Internet

y Access to IBS: through TechWorks portal

y Security: approved by OIT

y How Developed:

Budget Office staff, over 3-year period

Continuous input by campus users

y Downloading: all reports provided in Excel

y Training: minimal training required (170 active users)


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IBS Functions

y Original budget preparation

y Monthly budget amendments

y Revenue maintenance (selected units)

y Budget reports (see handout):

No duplication of PeopleSoft reports

Budget history

Budget versus actual

Comparison of budget to SPD data


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How IBS Worksy Separate database outside of PeopleSoft

y

Integrated with PeopleSoft & other applicationsy Download of data from other systems into IBS:

PeopleSoft General Ledger

PeopleSoft Human Resources

Salary Planning & Distribution (SPD)

y Monthly generation of reports for users to

assist budget preparation


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How IBS Works

y Budget Office electronically reviewssubmissions:

Original budget

Budget amendments

Revenue submissions

y Budget Office actions:Review and approve budget submissions

Summary data passed back to PeopleSoft


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(A) Users makechanges to H :

- new hires,

- reclassfications,- terminations

-------------------------

(B) Users makechanges to SPD's -

how salaries are

allocated to projects

(A)

PeopleSoftBudget Data

(B) SPDData

(C) IBS Data:

matches Hand SPD

(D) - Users review

SPD changes;

- Accept or reject asbudget

amendments;

- Create otherbudget

amendments

(E) Budget

Office staffreview and

process budget

amendments

(D) ModifiedIBS data

based onuser input

(C) IBS receives

H and SPDdata; creates a

recommended

budgetamendment

(E) Finalized

budget data

(F) Budget

amendment dataposted to

PeopleSoft

General Ledger insummary

(F)PeopleSoft

GeneralLedger data

Georgia Institute of echnology

Internet Budgeting Solution (IBS)

Monthly Budget Amendment Process

*

*Finalized budget changes update PeopleSoft budget tables

Budget Office Processes


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IBS Timeline

y FY 99 Preliminary planning to replace CYBER

y

FY 00

Evaluation of PeopleSoft module Survey of other schools efforts

y July 00 Decision to develop application in-house

y FY 01 Rollout testing of IBS

Development of PeopleSoft interfacesy July 01 OB prepared using IBS

y FY 02 Parallel processing: IBS & CYBER


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IBS Timeline

y July 02 IBS Version 1.0 Introduced to Campus

CYBER put to sleep

y June 03 IBS Version 2.0 released to Campus

y FY 04 Development of internal IBS (IBSI) for

Budget Office processing

y

March 04 GTRC site license granted for IBSy FY 06 IBS Version 3.0 to be released

y Ongoing New reports released (currently 11 reports)


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Future Development forIBS

y Updates required for upgrade of financials

y Consider changes in processing frequencyy Electronic approval of budget changes

y Improvements to BOR budget submissions

y

Improved executive management reportsy Improvements to Original Budget preparation

process


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External Contacts

y Licensing of IBS in March 2004

y HEUG presentations in 2003 and 2005y Presentation at users conference at

Clemson

y

Installation of BETA version in August2004 at peer institution

y Inquiries from other institutions about IBS

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