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System Status

Services For

Budgeting Tool

Description

In the University Budget Office and across campus, a number of budgeting "shadow" systems are being used to provide the levels of detail necessary for campus budgeting and financial position management processes. A comprehensive budgeting tool will enable HSU to address key budgeting and planning needs, interface directly with the PeopleSoft Finance, HR and Student systems, and eliminate the need for duplicative and parallel recordkeeping. Currently in the information-gathering phase, this description will be updated once the scope, timeline, and goals are determined. 


Requesting Department
Admin Affairs - Vice President

Primary Customers
College and Department Budget Analysts
College Deans & Department Managers
University Budget Office

Team
Josh Smith
Phil Rouse
Joyce Lopes
Amber Blakeslee
Teal Sexton
College / Department Budget Analysts
Volga Koval
Ken Rocha
Jesse Clark

Project status
On Time

Status Update

3/25/14: Contract agreement, scope of work documentation, and pricing were completed 3/25/14. The kickoff meeting with the Questica implementation team will take place on 3/26/14. Once the implementation roadmap is established and the team is familiar with the Questica tool, we will bring in other users to drive the configuration process as appropriate.

2/25/14: The team has selected a preferred vendor for the budget and planning tool, and we are currently working through T&C’s, SOW, VPAT, and other contracting steps. We have begun to construct an implementation outline and timeline.

We continue to work with groups across campus to identify an initial list of activities associated with budgeting that would benefit from integration into a budgeting tool by increasing either efficiency in processing (e.g. reduced data entry, simple comparisons, etc.) or efficacy in decisionmaking. We will create user groups as the tool is developed and implemented to help drive solutions.

1/25/14: Completed RFI review and selected two vendors for on-campus demos (Questica and Adaptive Planning). Demos scheduled for 1/29/14 and 1/31/14, with decision slated for first half of February. Assuming a positive reception for the demos, we are on track to have the budgeting tool available by 7/1/14. Once the selection is made, we will convene a power user group from the stakeholders across campus to inform and drive process implementations.

We continue to work with groups across the campus to identify an initial list of activities associated with budgeting that would benefit from integration into a budgeting tool by increasing either efficiency in processing (e.g. reduced data entry, simple comparisons, etc.) or efficacy in decision making. 

11/25/13: RFI for budgeting tool selection is underway with a closing date of 12/6/13. Will assess responses with selection committee and determine next steps (e.g. vendor demos and/or visits) following the bidding process.   

Completed gathering process assessments from campus community (UBO, Deans, College Analysts, ASCs).  Aligned direction of analysis and next steps with sponsor and college leadership. Identified key themes for further analysis and improvement work related to budget process across the university. In the process of setting workshop(s) for December to map common solutions with key stakeholders. 

10/29/13: University-wide interviews and worksessions have been completed and the core team has assembled a set of recommendations. We are currently working with the sponsor and key stakeholders to gain alignment and endorsement to move forward.

10/16/13: This project has been approved by the President and VPs as one of four core areas of process improvement priorities for 2013-14.

 


Dates

Go Live Date


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