Financial System Integration SAPBUD Project Update

1. Financial System IntegrationSAPBUD Project Update Presentation to SAPbiz November 12, 2003 Office of Budget and Financial Planning Financial Systems Services

2. Project Goals • Financial System Integration • “Financial Data should reside in one database…” • Budget and Financial Efficiency and Effectiveness • Reports and analyses for Sr. Management • Tools for Institute and local resource management

3. SAPBud Goals • Replace existing stand-alone (NIMBUS) system with web-enabled SAP-based solution • No lost functionality • New features and improved performance • Standard Institute database, hierarchies, look and feel • System architecture accommodates future goal of broad range of planning and forecasting tools

4. SAPBud Project Plan • Initial plan was two-phased approach • Phase I – replace and enhance web submission (pilot for FY05 selected groups) • Phase II – replace budget module (December 2004) • Current planning collapses phases and delivers both in less time • Joint FSS/OBFP Decision based on work completed to date • Go live with complete budgeting solution October 2004 • Future phase linked to other SAP systems rollout for planning and forecasting

5. Realigned Project Benefits • More efficient use of FSS/OBFP resources for SAPBud and other Institute priorities • Less total elapsed time/cost for analysis, development, rollout • No need for parallel systems FY05 budget submission • No “new money” required • Earlier and more frequent community involvement • Emphasis on flexible architecture to support emerging needs

6. Project Timeline

7. Work Completed • Allocation of appropriate FSS/OBFP resources for systems design and development • Detailed analysis of current budget submission process • Development of detailed specifications to replace NIMBUS web • Identification of enhancements • Community Involvement plan

8. Community Involvement • Goal of community involvement • Validate systems design, features, and user interfaces • Provide liaison with other SAP initiatives and community at large • Offer feedback and suggestions during development • Spot Teams • Cross-departmental / Cross-systems

9. Community Involvement • Community Resource Team formed • Broad representation of academic and administrative areas • Members will be asked to • - Attend two hour meetings in November, January, March and May (and perhaps February and April) • - Participate in SAPBUD integration testing in June 2004 • Community involvement calendar established

10. Provost School of Architecture Karen Yegian School of Engineering Robin Elices, ASO School of Humanities and Social Sciences John Lyons School of Science Ron Hasseltine School of Science Alison Salie Sloan School of Management Ellen Baum Vice President for Research Tom Hrycaj Vice President for Research Katherine Ware Dean Student Life Frank Salamone Dean for Undergraduate Education Jeanne Hillery EVP Alumni Association Mary Ellen Gearin Controllers Accounting Office Linda Lancaster / Robin Lemp Facilities Ann Whealan Office of Sponsored Programs Tom Duff Resource Development Lorraine Ng Community Resource Team

11. Community Involvement Schedule

12. New Features and Enhancements • Major Enhancements • Multiple planning versions • Text notes for explanation of budgeted items • Different submission views • Budget to Actuals • Multiple Fiscal Years • Toggle to Cost Object/Cost Element • Enhanced reporting

13. New Features and Enhancements • Major New Features • Migration to standard accounting structures • Supports budgeting by “line of business” • Decentralized budget transactions • Workflow for appropriate authorizations • All Resources budgeting • Includes ability to budget Carry Forward amounts • Position budgeting (link to HR system) • Forecasting and Planning • Quarterly Forecasting • Local Long range planning