Budgeting Tool


In the University Budget Office and across campus, a number of "shadow" budgeting 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

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

Project status
Green On Time

Status Update

7/27/2016: Given the year-end fiscal activities and onboarding of new resources, no significant progress has been made on the budgeting tool this month. Starting the first week of August, the budget office will begin working with the department representative in ITS to map a potential roll-out plan.

6/28/16: Questica has reassigned this project from implementation mode to maintenance mode. The new reporting resource is in place at the University Budget Office, and reporting recommendations and implementation are being finalized, along with plans to engage the campus community.

5/25/16: An additional reporting and analytical resource is scheduled to start work in the University Budget Office 6/1/2016. Several recommendations for the completion of the remaining reporting elements have been prepared and will be implemented by the Budget Office in the coming weeks.

4/27/16: The additional custom reports have been completed and the team is now working on the dashboard, as well as fine-tuning other reporting pieces. The current plan is to re-introduce Questica to campus budget analysts in June 2016.

3/29/2016: The reporting tables needed for the development of position inventory reports have been completed by Questica, and the first set of custom reports has been completed. The two remaining custom reports will be completed during April.

2/24/2016: Final approval has been given to move forward with Questica creating custom reports. One set of reports is nearly complete, but resource constraints at Questica have slowed the development of the next set of reports. Report completion is now targeted for March.

1/27/2016: Estimates for creating custom position reports and tools for use by the University Budget Office and other departments have been received. Final approval to move forward with this development is expected by the end of January, with completion in February. These reporting tools will allow for interactive position, budget, and variance reports to be created and published for use across campus. 

12/15/2015: Questica is pulling together estimates for creating custom reports and reporting tools for use by the University Budget Office and other departments. These are needed to transition from the current Position inventory system to Questica and a prerequisite for rolling out the use of Questica across campus. Once the estimates have been received, they will be reviewed and a decision made on the appropriate way forward.

11/17/2015: The team continues to map out the reporting needs and processes needed to transition from the Position Inventory to Questica. Further resources such as training or Questica development support may be needed to complete the project.

10/14/2015: An upgrade to the Questica software is in progress. We have rolled in a new year's budget  and are reconciling the numbers. We continue to work through reporting needs and delivery as well as documenting procedures for campus use. 

8/25/2015: We continue to work through the delivery of the PeopleSoft HR integration file. As a necessary step before further rollout to campus, the budget office team is exploring strategies for extracting and presenting data input into the Questica budgeting tool.

7/29/2015: The team continues to work through integration setup and execution; technical resources are being aligned to finalize the Human Resources integration feed. Progress has been slower than anticipated due to limited and changing HSU and vendor resources.

6/23/2015: The integration of actuals has been restarted and reconciled. We are now designing the process for transferring budget information from Questica to PeopleSoft. Internal Budget Office and technical discussions with HSU ITS support and vendors have begun regarding budget transfers, requests, and positions. The sequence and timeline is being developed, as is the team structure and process. 

5/27/2015: Benefit calculations have been completed, and the current year budget has been reconciled and completed. The process of integrating and reconciling actuals will be completed by the beginning of June. Discussions with the Budget Office on position management, transfers and budget request procedures will begin in June, and will include outcomes, priorities, scope, timelines, and appropriate team structures for design and implementation.

4/29/2015: Significant progress has been made in updating the benefit calculations need to finalize the current year budget and prepare for the new 2015/16 fiscal year budget to be input. Once we have finalized the benefit calculations and completed reconciliation, we will start building out processes for transfers and position management.

3/25/2015: New budget analyst is in place in the budget office as of 3/9/15. Sessions with Questica and internally are ongoing to get all personnel up to speed on functionality and the project as a whole. As we move through this process, the timeline and next steps will be established. 

2/25/2015: Additional resources for the University Budget Office has been identified and work will begin in early March. Once this part of the project is in place, the project team and sponsorship will reset the schedule for the next phase of the rollout and plan.

1/28/2015: The budget salary module has successfully been upgraded to the latest version with a new, simplified structure. Continuing resource constraints are limiting the rollout of functionality.

12/12/2014: The user design team continues to discuss processes and utilization of Questica for campus and the university budget office with a focus on position management and control. Configuration of the export process to PeopleSoft is almost complete. 

10/28/2014: Five prior years of actual expenses have been imported into the system, and the current budget amounts for operating expenses have been verified. The position inventory audit, including salary reconciliation, benefits, and other compensation-related measures  is expected to be completed in November 2014.

With the departure of functional resources in university budget office, the sponsorship and project group has established a new timeline for campus-wide use. AY 2014-15 remains a pilot year, with the focus this semester on finalizing position inventory (salaries, updates, etc.) and building the annual University Resource Planning Committee cycle (budget routing, approvals, etc.), to be followed by projection ledger and potentially budget transfers. In consultation with the Questica User Design group, the team will begin prioritizing user functionality and distributing work to increase output from the system.

8/27/2014: Integration to synchronize salary and position information between PeopleSoft and Questica are complete. The files to synchronize actual costs with Questica from PeopleSoft have been delivered and import schedules are being finalized.

The cross-campus user design team met 8/21/14 to begin the collaborative development of tools and procedures for the use of Questica beyond University Budget Office. Regular sessions with this group and smaller subgroups have been scheduled to build out the design; it is anticipated that configuration to meet the needs of other stakeholders will take place during the 2014-15 academic year prior to adopting the tool across campus.

7/29/2014: The HSU budgeting database has been moved from development to a production environment, and training has now been provided to budget office staff on the administrative, operating and salary modules. Budgets with position allocations for 2014-15 budget year are now being loaded into the system. Queries in Peoplesoft that will drive the integration between Peoplesoft and the budgeting tool are now being finalized for salaries and operations.  

6/23/2014:  Prior year budget tables have been loaded into the budgeting tool and administrative training provided for University Budget office staff, with more to come. Current year budget tables are now setup and available for the budget office to load data and use. 

Critical system configuration discussions and decisions, along with additional customatizations, will likely move out the go-live date for integration between the budgeting tool and PeopleSoft. 

5/27/2014: Implementation and configuration of the budgeting tool continues, with CAS integration set up for single sign-on and uploaded budget structures approved. The team is currently working to integrate salary and position information, which will be followed by setting up integration points with actuals from CFS and position updates from HCM. We anticipate completing implementation of the budgeting tool for initial use by the University Budget Office by 7/1/14.

4/23/2014: The configuration of the budgeting tool is continuing, including the setup of budget structures, single sign-on, and other integrations. Groups of users have been selected to assist in building the functionality. 

3/25/2014: 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.

2/25/2014: 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.

1/25/2014: 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. 

11/25/2013: 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. 

10/29/2013: 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.

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


Project Documents
10-23-14 to 06-30-16

Project Documents

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