Web Based Accounting. What? How much? Impact?

Transcription

1 Web Based Accounting What? How much? Impact?

2 What is Web-Based software? Using the software via Internet Time-sharing and on-demand computing make it (very) affordable Support operations anytime anywhere (via VPN) Applications Accounting Payroll Customer relationship management (CRM) Inventory control Marketing Cash-flow management

3 What is Web-Based Accounting? Accessing and using accounting packages over the internet. Some packages run on the world s most robust and secure databases. Costs as little as $14.99 per user per month.

4 The Benefits of Web-Based Accounting Lower Up-Front Costs for Software No need to purchase software or for frequent updates Lower Up-Front Costs for Hardware No need to purchase computer servers and networking hardware Fast Implementation The accounting system can be up and running in hours

5 Web-Based Accounting Benefits Cont d Anytime; anywhere Work from home (Cyber-commute) No more backup worries Up-to-date application codes

6 Web-Based Accounting Solutions Currently Available epeachtree QuickBooks Online NetLedger INTACCT ACCPAC Online SAP

7 Use of Web-Based Accounting Software Set up a system network Select and subscribe to the service Customize the software for your business Prepare system documentation

8 Conclusions Price is very attractive Small business can use the same logistic functions as Fortune 500 companies at a small fraction of the cost Converting data from one system to another can be tricky A slow internet connection can make data access slow and painful Issue of data ownership

9 What systems?

10 Your questions Why at all? Why now? Why not PeopleSoft? What accounting changes are we talking about? What system changes are we talking about? What is the impact to other systems? What is the impact to campus knowledge? Why am I here?

11 History PreP2K Poor data model and static DFA Systems culture meant Forced Workarounds for operations and users. Data polluted / overloaded. Missing knowledge of business needs. ADW, done by CIT and Financial Reporting, was the single biggest accomplishment.

12 History P2K P2K / PeopleSoft : Spent >$4M and several years on PS Financials without a single software deliverable.

13 History Post P2K Software delivered: 2000: JEMS v1 Journal Risk ratings 2001: JEMS v2 Technical architecture investigation Account Management (New, stop, delete) on the web ADW enhanced with time keys, labor, budget, cap assets, AP and journal data. Actuate Monthly statements and Brio EIS for cross data mart queries. To May 2002 : More of the above JEMS on Oracle/Windows 2000 ADW Authorization requests (v1) on the web Subcode requests on the web

14 Vision What set of solutions would serve the university best? More comprehensive web based financial services. Richer and more logical data representation for more effective reporting. Get rid of ineffective, monolithic applications that take so much to do so little.

15 Vision: Why change the system at all? Because of implementation induced recurring costs Separate State and Endowed files and programs. Fiscal year subledger switching Object code debits and credits unique in the accounting world Difficulty in adding / maintaining other tools around the periphery (e.g. NAR,JEMS,ADW). Because of changes in the business Need for tracing transactions back to their business objects (projects, awards, gifts, people, etc ) Need for local classification or grouping of object and account data based on the needs of the departments. Need for clear representation of A21/indirect costs. Because other systems can t be greatly improved /replaced until GL is. (budget, AP, APPS )

16 Vision: Why change the system at all? (continued) Consider The implementation of business rules now. Current implementation practices vs. modern practices. Overloaded data fields vs. rich and clear data representations.

17 Accomplishments JEMS 3.0 now running on Oracle Some campus interviews last fall Preliminary data model of core structures has been done.

18 Plans As iterative as possible End goal: July 04 Next Generation GL and ADW released. Near term steps: JEMS v3.1 and 3.2: small functional enhancements. JEMS v4: delivered on the web. JEMS v5: All journals Classification data model refinement Classification data preliminary conversion ADW planning

19 Project Site For more information, including a complete list of deliverables, visit: DFA IT Site: Project Site: Background Requirements notes and documents Design and data models Plans, budgets, long range deliverables Presentations

20 Part 2 Discussion of Alpha Group role Charter Membership Commitment needed Communication Methods Problem Resolution Method Examples of Issues needing resolution Object code Budgets Project codes Local classification needs Department representation

21 Part 2 Wrap up Goals: Provide an overview of the project Discuss the need and role of the Alpha Group