In accordance with UW System, UW-Madison is part of a multi-year effort to implement a new Budgeting and Planning System (referred to as PBCS) to replace an outdated mainframe system. Estimated scope and timing is provided below and is subject to change.
Phase 1
Go live December 2018
- Available for FY20 budget process, including revenue and expenditures
- Leverage foundational design based on common budget account roll up
- Integration with SFS, Compensation Administration Tool (CAT) and Planning Allocation System
Phase 2
Go live TBD
- Forecasting actuals
- Monitoring, forecasting and reporting cash balances
- Enhancements
Phase 3
Go live TBD
- Tuition and segregated fee setting and modeling
- Multi-year budgeting
- Strategic planning
Benefits: Immediate & Future
- Prior year actuals to better inform budget development
- Estimated actuals templates to reduce use of auxiliary manual templates
- Business rules and calculations to reduce manual data input
- Growth agenda and multi-year budget development capabilities
- Future phases will align requirements with campus priorities to deliver enhanced functionality
Change Management
What is not changing
- Salary and wages will continue to be budgeted in CAT
- The planning allocation tool will be used for targets
- Data from PBCS will be sent to InfoAccess nightly
Final budget will be loaded from PBCS into SFS
What is changing
- New, more granular minimum budget levels will be used for budget entry
- Revenue will be budgeted
- Availability of real time changes inside of CAT will not be viewable inside of PBCS until the following day. Note: Planning Allocation will have a live data feed available
- Additional data including prior year actuals and FY19 Redbook plus transfers will be available to complete your budget
- In the initial year (FY20), prior year budgets will not be copied into the system. That data will be copied over in future years.
In-Person End-User Training
- Taking place early December through January
- Set aside 8 to 12 hours for training
- Class registration information to be sent out in late October
- Training will focus on development of a best practice approach to data entry and related workflows
- After this session, you should confirm who is designated as the end user entering data in the system
- Additional training and support will be provided as we enter the FY20 budget season (January–March)
Data Load Frequencies
Acronyms
CAT – Compensation Administration Tool
PA – Planning Allocation
PBCS – Planning and Budgeting Cloud Solution
SFS – Shared Financial System
| Integration | Purpose | Frequency |
|---|---|---|
| CAT to PBCS | Transfer of budgeted Salary and FTE data from CAT to PBCS | Nightly |
| CAT to PA | Transfer of budgeted Salary and FTE data from CAT to PA | Real Time |
| PA to PBCS | Transfer of allocations (targets) from PA to PBCS | Nightly |
| PBCS to PA (non-salary) | Transfer of non-salary data from PBCS to PA | Nightly |
| SFS to PBCS (actuals) | Transfer of actuals (and other sourced data) from SFS to PBCS | Monthly |
| SFS to PBCS (deptID’s) | Transfer of new DeptID’s from SFS to PBCS | Weekly |
| PBCS to Info Access | Transfer of PBCS budget data to Info Access | Nightly |
Timeline
Key Milestones
Aug-Sept 2018 — Pod Build
Pre-testing activities, build review
Aug-Oct 2018 — Integration Build
Build, unit testing
Sept-Oct 2018 — Data Validation
Core team, SMEs, institution users
Sept-Nov 2018 — Testing
User acceptance, break/fix, interface, integration, performance, end-to-end
Nov-Dec 2018 — Deploy
Cutover checklist, go-live
Dec 2018-Jan 2019 — Post-Go Live Support
Includes end-user training