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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

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 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

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 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)
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 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

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 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
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 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

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 Georgia Institute of Technology
Internet Budgeting Solution (IBS)
Monthly Budget Amendment Process

(A) Users make

changes to HR: (D) - Users review
- new hires, (C) IBS receives SPD changes; (F) Budget
(E) Budget
- reclassfications, HR and SPD - Accept or reject as amendment data
Office staff
- terminations data; creates a budget posted to
review and
------------------------- recommended amendments; PeopleSoft
process budget
(B) Users make budget - Create other General Ledger in
amendments
changes to SPD's - amendment budget summary
how salaries are amendments
allocated to projects

(A)
PeopleSoft
(D) Modified (F)
Budget Data (C) IBS Data:
IBS data (E) Finalized PeopleSoft
matches HR
based on budget data General
and SPD
user input Ledger data

(B) SPD
Data

Budget Office Processes

*Finalized budget changes update PeopleSoft budget tables
 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

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 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)

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 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

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 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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