Transcript Document 7674109

OBFP
Financial System Integration
SAPBUD Project Update
Presentation to SAPbiz
November 12, 2003
Office of Budget and Financial Planning
Financial Systems Services
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
SAPBud Update / ASPCC
10/15/2003
OBFP
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
SAPBud Update / ASPCC
10/15/2003
OBFP
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
SAPBud Update / ASPCC
10/15/2003
OBFP
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
SAPBud Update / ASPCC
10/15/2003
OBFP
Project Timeline
OBFP
SAPBUD Timeline as of 11-7-03
(including Community Involvement Activities)
November '03
SAPBiz;
Initial Resource
Group meetings
ASPCC
Presentation
10/1/03
January '04
ASPCC;
VP for Research;
Resource Group
December '03
Asst. Deans;
Engineering;
Architecture;
D.S.L.; AIM;
AAC II; HASS;
D.U.E.
12/1/03
11/1/03
Early SAPBUD
Demo's;
Resource
Group
Resource
Group
2/1/04
1/1/04
4/1/04
3/1/04
6/30/04
5/31/04
8/1/04
10/1/04
9/1/04
SAPBUD
Go Live
10/1/04
SAPBUD
Req's Complete
12/15/03
QA Activities
Complete
6/30/04
Development &
Unit Testing
Complete 5/31/04
SAPBud Update / ASPCC
10/15/2003
Production Prep
& Training
7/1/04 - 9/30/04
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
SAPBud Update / ASPCC
10/15/2003
OBFP
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
SAPBud Update / ASPCC
10/15/2003
OBFP
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
SAPBud Update / ASPCC
10/15/2003
OBFP
Community Resource Team
OBFP
• Provost
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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
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Alumni Association
Controllers Accounting Office
Facilities
Office of Sponsored Programs
Resource Development
• EVP
SAPBud Update / ASPCC
Mary Ellen Gearin
Linda Lancaster / Robin Lemp
Ann Whealan
Tom Duff
Lorraine Ng
10/15/2003
Community Involvement Schedule
10-15-03
ASPCC Presentation
11-12-03
SAPBiz – SAPBud Project Update
11-18-03
SAPBud Resource Group
11-25-03
SAPBud Resource Group
12-10-03
Assistant Deans Presentation
12-11-03
School of Engineering Presentation
12-11-03
School of Architecture Presentation
12-15-03
Dean for Student Life Presentation
12-16-03
AIM Presentation
12-16-03
AAC II Presentation
12-17-03
School of Humanities Presentation
12-18-03
Dean for Undergraduate Education Presentation
1-15-04
VP for Research Presentation
Mid-January
ASPCC Presentation Presentation
Mid-January
SAPBud Resource Group
Mid-March
SAPBud Resource Group
Mid-May
SAPBud Resource Group
Spring 2004
MIT AO/FO’s Presentation
SAPBud Update / ASPCC
10/15/2003
OBFP
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
SAPBud Update / ASPCC
10/15/2003
OBFP
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
SAPBud Update / ASPCC
10/15/2003
OBFP