Consolidated Billing Project UCSB / UCLA Financial Systems Conversion Project Web Management, Hosting and Consulting Se - PowerPoint PPT Presentation

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Consolidated Billing Project UCSB / UCLA Financial Systems Conversion Project Web Management, Hosting and Consulting Se
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Consolidated Billing Project UCSB / UCLA Financial Systems Conversion Project Web Management, Hosting and Consulting Se

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  1. CITI February 8, 2011 • Consolidated Billing Project • UCSB / UCLA Financial Systems Conversion Project • Web Management, Hosting and Consulting Service

  2. Consolidated Billing • BruinBill • Provide a consolidated student bill for tuition, fees, housing and transportation charges • Accommodate all business and payment rules for student billing, housing plans and transportation services • Display account balances, detail charges and two years of history bill detail • Provide option for deferred tuition payment plans (BruinPay) • Provide on-line payment processing by credit card, debit card or ACH payment • Provide recurring payment option to reduce processing costs • Provide sign up for direct deposit of refunds • Enable third party access and payment • BruinCash Received (BCR) • Enhance central cashiering and departmental processes for cash receipts, credit card payment processing, reconciliation and departmental deposit • Provide integration to UCLA financial systems – General Ledger, Post Audit Notification (PAN) and Campus Data Warehouse (CDW) • Provide 23 hours payment processing and 365 days bank deposit • BruinMarketPlace (BMP) • Provide e-store setup and branding • Provide on-line shopping cart capabilities, conference and event registration and other e-commerce functionality • Provide direct connection to the online payment processing gateway (replacement for Cyberpay currently used by 250+ campus merchants)

  3. Consolidated Billing • CB Architecture • Provides real-time integration of Student Billing and Receivables (BAR), Housing and Transportation data • Provides web services to CashNet for display of student e-bill and payment processing • Provides web services to BAR, Housing and Transportation to accept new charges and return payment details • High reliability, availability and performance design • PCI Security Standards • Campus standards for payment processing protections, controls, training and assessment • Improves compliance and reduces risk associated with credit card payment processing; BCR and BMP eliminate departmental SAQ requirements • Campus security monitoring and periodic vulnerability testing

  4. Consolidated Billing • Phase 3 – February 2011 • Implementation of student e-bill (BruinBill) for tuition, fees and transportation charges • Middleware to integrate UCLA student Billing and Receivables (BAR) and Transportation with CashNet payment processing • Enhanced point of sale (POS) for main cashier office • Conversion of additional BruinCash Received and eMarket sites • Phase 1 – August 2010 • Enrollment and payments for quarter student deferred payment plan (BruinPay Plan) • CashNet and UCLA system interfaces for Shibboleth sign-on, GL validation and posting, Campus Data Warehouse and PAN notifications • eMarket site for BruinCard • Phase 2 – November 2010 • Enrollment and payments for semester student deferred payment plan (BruinPay Plan) • CashNet payment processing / departmental deposit for Asia Institute, Center for African Studies, Center for World Languages, Ethnomusicology, External Affairs, Housing, Library, Parking, Pathology, Physics & Astronomy, School of Arts & Architecture, Summer Sessions Go Global, University-wide Office of Education Abroad Program (UOEAP) • Phase 4 – Spring 2011 • Addition of Housing charges and payment processing to BruinBill • Addition of student financial aid details to BruinBill • 365 days departmental deposit processing • Conversion of remaining BruinCash Received (BCR) and eMarket online payment processing sites (approx. 250 total)

  5. UCSB -> UCLA Financial Systems Conversion • In Scope • General Accounting and General Ledger • Purchasing and Accounts Payable • Asset and Equipment Management • Identity and Access Management • Potentially In Scope • Budget Management / Staffing • Personnel / Payroll System (PPS) • Student Billing and Receivables • Campus Data Warehouse • Travel Management • Out of Scope • Capital Projects • Facilities Management • Preliminary planning meetings were held in October • A line of credit for the project has been established by UC Office of the President • Currently working on assessment phase to be completed by March 2011 • Impact analysis • Finalize project scope • Project plan, timeline and resource requirements • Cost estimates • Implementation target is July 1, 2012

  6. UCSB -> UCLA Financial Systems Conversion • Assumptions / Agreements • UCSB will follow UCLA business processes and utilize UCLA systems as-is (no or very limited modifications specifically for UCSB) • Cost of system conversion and integration will be paid by UCSB • Cost of on-going operations will be neutral (UCLA will neither make or lose money) • Initial Concerns • UCSB has not (yet) elected to utilize UCLA services and the business process changes in some areas may be significant • UCSB has concerns about the level of data transparency afforded by the UCLA financial reporting systems • UCSB not likely to use UCLA’s version of PPS (particularly with the system-wide initiative moving forward) • UCSB would like to use UCLA’s student billing and receivables (BAR) system but the required integration with UCSB student systems is a concern