UW-Madison Planning & Budgeting System Implementation

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is part of a multi-year effort to implement a new Budgeting and Planning System (referred to as PBCS) to replace an outdated mainframe system.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

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



Key Milestones

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Pre-testing activities, build review

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Build, unit testing

Core team, SMEs, institution users

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User acceptance, break/fix, interface, integration, performance, end-to-end

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Cutover checklist, go-live

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Includes end-user training

Budget Accounting Mapping Details

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