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RFP 14-004 Implementation of Oracle’s Hyperion Planning & Budgeting Cloud ServiceMay 23, 20142.1 indicates a partnering role of Central Washington University. Can you explain what that entails?Answer: Collaboration between consulting partner and project team. Also reference Section #4 Scope of Work - 4.1 General Overview. There were no cost estimates provided in the RFP. Does the University have a planned budget amount for this project or a budget estimate?Answer: Funding for this project has been identified but a specific budget has not been established.Is training something that the University foresees as part of this installation?Answer: Training responsibilities for the selected vendor include cross-training project team members?through collaboration and knowledge transfer sessions. End?user training will be a responsibility of the project team and CWU Training Services.Is the location of the work on campus?Answer: Project work will be in Ellensburg, Washington.Project Planning: Understanding that CWU's implementation of Oracle's Hyperion Planning & Budgeting Cloud Service will be an integrated part of a larger project whereby CWU will redesign their chart of accounts, PeopleSoft Financial System and their accounting and budgeting processes. In order to facilitate timing and planning and to ensure a successful Planning Cloud Service project, can CWU please provide a general roadmap and timeline outlining the sequencing and timing of the larger initiatives given the inter-dependencies of implementing a Hyperion Planning and Budgeting Cloud Service as a component of the larger initiative?Answer: The CWU Chart of Accounts redesign project started in January of 2014. CWU is concluding the Analyze and Design Phase of the project at the end of May, with a validated and confirmed new Chartfield String defined by June 2014. This will be the basis for all remaining project activity and the implementation of Hyperion Planning and Budgeting Cloud Service. The new accounting structure will be used in production systems with the beginning of the next Fiscal Year on July 1, 2015. The Hyperion budgeting system will need to be ready for deployment by January of 2015 to support the budget process for the next fiscal year.Process: How does CWU currently budget for and manage fixed capital expenditures? Does CWU anticipate requiring a capital budgeting module in the future to manage their new construction projects, restorations, and remodeling mentioned in the RFP? Answer: Capital budgeting is integrated within the operating budget. We do not anticipate purchasing a specific module but we need to isolate capital expenditures from the operating costs.Process: Does CWU currently have a long range, multi-year financial forecasting model for projecting out full financial statements? If yes, how is this process currently being handled? If no, does CWU wish to implement such a process whereby the bottoms up departmental budget process is aligned and integrated with their multi-year 10 year forecast?Answer: No, CWU does not have a long range, multi-year financial forecasting model. Yes, multi-year forecasting is needed and bottoms up departmental budget flow. It is also expected that the operating and capital budgets accumulated in the Hyperion Planning and Budgeting Cloud solution will enable CWU to project future changes to cash, net invested, net assets/position, and in plant.Process: What are the most important scenarios that CWU wishes to run (e.g., tuition rate increase, merit increases, workforce reductions, across-the-board expense reductions, federal/state funding decreases)? This will help us understand the types of inputs/drivers that are crucial to CWU.Answer: The above is a partial list but should be fully defined during project discovery phase.Operational Budget: Do the units budget full revenues, expenses, and transfers? Are there any revenues or expenses that are budgeted "centrally" and subsequently allocated to the units P&L's? Answer: CWU needs to be able to budget full revenues, expenses, and transfers. CWU is working towards a functioning RCM model by July 2014 and that model needs to be supported by the Hyperion Planning and Budgeting Cloud solution. Operational Budget: What type of Operational Budget Methodologies are in place and expected to remain in place with the redesign of the budgeting process (e.g., Incremental-Based Budgeting, Zero-Based Budgeting, Priority-Based Budgeting, Incentive-Based Budgeting, etc.)?Answer: CWU is currently using incremental-based budgeting. CWU is working towards a RCM model and needs to be supported by the Hyperion Planning and Budgeting Cloud solution.Operational Budget: Does CWU currently leverage and expect to continue leverage any driver-based budgeting (e.g., Tuition or enrollment models - in-state, out-of-state; domestic-international; freshman-transfer; undergraduate–graduate) etc.)? If so, what models are currently in place? Answer: Yes, currently uses estimates enrollment by type and references the various tuition rate tables. In the future, CWU expects to use driver based budgeting.Operational Budget: What level of Fund budgeting is currently in place and expected to remain with the budgeting redesign? Does CWU need to budget all funds, or mainly General and Auxiliary funds as an example?Answer: Currently CWU budgets nearly all funds and plans to continue with minor exceptions. In addition to general and auxiliary, CWU would like to budget capital, grants, internal service, and loan funds, etc.Operational Budget: For CWU's current multi-year budget process, does CWU anticipate the need to also plan out Balance Sheet and Cash Flows?Answer: It is expected that the operating and capital budgets accumulated in the Hyperion Planning and Budgeting Cloud solution will enable CWU to project future changes to cash, net invested, net assets/position, and in plant.Position Budgeting: Does CWU require a process to determine merit eligibility within the Position Budget module (e.g., performance evaluation ratings, hiring date, effective date, etc.)Answer: Yes we currently have classified staff grade/step increases based on their anniversary month.Position Budgeting: Does CWU also plan for vacant positions?Answer: CWU budgets for full workforce expenditures annually; however, CWU would like to incorporate attrition in planning.Position Budgeting: Does CWU require a process for position transfers during the budget process?Answer: YesPosition Budgeting: Define the number and types of positions expected to be budgeted at CWU. Does CWU budget positions at the Employee level, Position level, Position ranks or some combination of position/employee level? Answer: CWU budgets at the position level. We have approximately 590 classified positions, 225 administrative position and 375 faculty positions. In addition to this, we pool positions for students, temps, and adjunct positions.Reporting: What are the Key Performance Indicators (KPI) that CWU currently tracks and expects to continue to track? Answer: CWU expects to track/measure academic, financial, human resources, enrollment, cost structures, and others will be determined in the discovery phase.Integration: Define the integration needs of budgets built in Hyperion Planning & Budgeting Cloud Service to other systems (e.g., final budgets to PeopleSoft).Answer: PeopleSoft is CWU’s primary ERP system. Other integration requirements will be determined during the project discovery process. Integration: Aside from CWU's PeopleSoft ERP, does CWU have any other source systems (or shadow systems) where data needs to be sourced from into Hyperion Planning? If yes, please provide the list along with software versions.Answer: PeopleSoft is CWU’s primary ERP system. Other source systems will be determined during project discovery. Integration: Can CWU please provide the dimensions in PeopleSoft (e.g., funds, orgs/depts., accounts, programs, etc.)?Answer: Account, student type, year, version, period, scenario, department, fund, employee (drivers/metrics such as grade, hire date, step, title), position, other chartfields that will come from the Chart of Account design such as program, sub-program, and project. It is possible during discovery that we will identify more required dimensions.Training: How many end users need access to Hyperion Planning for the (1) Operational Budget and (2) Position Budget? Similarly, how many end users does CWU anticipate will need to be trained as part of the rollout of Hyperion Planning?Answer: We have purchased 250 user licenses for Hyperion Planning and Budgeting Cloud Service. Training responsibilities for the selected vendor include cross-training project team members?through collaboration and knowledge transfer sessions. End?user training will be a responsibility of the project team and CWU Training Services.Project TeamIdentify the project team members, roles, and level of participation, percent of availability. Include both functional and IT members Answer: Project team members will include Project Management, Subject Matter Experts, Technical Analysts, Training and Change Management. These resources will be dedicated as necessary upon completion of the project plan.Project Overview and DefinitionWhat key business issues and challenges does your Company/Department wish to resolve? Answer: Some our challenges are reporting and analytics, system flexibility, ability to create scenerios/forecasting, time consuming processing, and position management.Describe your Company/Department project objectives and goals for the implementation?Answer: Fully leverage the capability of the product.Define the project success criteria.Answer: Completion of project on time and on/or under budget while meeting the mandatory features outlined in Section #4 Scope of Work - 4.1 General Overview. What is the target go-live date? List any key dates that the project team should be aware of including training.Answer: January 2015C. Project Methodology and CommunicationFrequent and quick 15-minute status meetings are recommended to assure adequate communication across the team. At least twice a week should be the minimum frequency. What times work best for the project team to meet twice a week for 15-minute project updates?Answer: CWU has methodology that provides for weekly status meetings.Activity reports may be produced and delivered on a weekly basis at the end of each Monday. Who is the primary recipient of the report and should anyone else be copied on the communication?Answer: CWU has methodology that provides for weekly status reports and updates.Who is the primary recipient of outstanding item communication?Answer: CWU has methodology that provides for issue management and escalation process.Project resource availability can be challenging due to business demands of project team members. In the case of resource availability constraints, who should the primary system integrators work with to address the resource constraint?Answer: Project Manager > Resource Manager > Project SponsorSoftware SolutionHow many users will use the Software and type? Answer: CWU has purchased 250 user licenses for Oracle Hyperion Planning and Budgeting Cloud Service. User types to be determined.What Software products were purchased and list the license count. Answer: CWU has purchased 250 user licenses for Oracle Hyperion Planning and Budgeting Cloud Service. Has anyone had experience with any of the software products listed above and are there plans to send anyone to administrative or power user training?Answer: No practical experience but training options are being considered.E. Application RequirementsWhat are the primary software/application requirements for this phase? (In-Scope)Answer: Refer to Section #4 Scope of Work - 4.1 General OverviewWhat are some notable application requirements for any additional phases? (Out-of-Scope)Answer: Implementation of other modules.Describe the Data Categories or Primary Fields you will need and approximate number of records or members for each category or field. Examples may include: Actual, Budget, Forecast, Working Version, Pass 1 Version, Pass 2 Version, Department, Cost Center.Answer: This should be defined during the discovery phase of the project.What types of features, functionality, business processes, and analytics do you require that will affect this application? Examples may include: Reporting, Financial Planning, Consolidations, Activity-Based Costing, Capital Planning, Workforce Planning, Currency Conversion.Answer: This should be defined during the discovery phase of the project.How many months, quarters, or years will be included in your application? Are quarters and time relevant for this application?Answer: CWU is a higher education institution that operates on an annual Fiscal Calendar starting on July 1st and concluding on June 30th. We have twelve regular accounting periods corresponding to the months of the year plus additional adjustment periods (currently 3) for annual yearly close processes. Twelve months and four quarters per year will be relevant. State appropriations and capital budgets operate on a biannual basis with budgets that span two years. The Academic Calendar at CWU currently has four terms (Fall, Winter, Spring, Summer) per year, starting with Fall classes in September.How many years of historical and future years are required? And, why?Answer: CWU would like a 3 to 5 year trending model. This will assist with RCM (Responsibility –center management).What month does your Company fiscal year begin?Answer: JulyDo you report or plan on a 4-4-5, 4-5-4, 5-4-4 or evenly distributed (Calendar) quarterly basis?Answer: CWU works an evenly distributed calendar basis.Will this application/software use more than one currency? If so, please list the currencies.Answer: US DollarFor OLAP based software models, a “Dimension” is a slice of how you plan, analyze, or report Company data. Some examples of dimensions are Cost Centers, Company, Department, Customer, Geography, Project, Employee,.... List as many possible dimensions as you think will be required for this application.Answer: Account, student type, year, version, period, scenario, department, fund, employee (drivers/metrics such as grade, hire date, step, title), position, other chartfields that will come from the Chart of Account design such as program, sub-program, and project. During discovery we will identify more required dimensions and members.List any dimension that will require security to be applied. Not all dimensions will require security, such as a “Geography” dimension. Other dimensions such as “Cost Center” or Department” typically do require security to limit user access to only data applicable for their responsibility areas.Answer: This should be defined during the project discovery phase.If this system is a financial reporting system, will you require Balance Sheet and Cash Flow?Answer: It is expected that the operating and capital budgets accumulated in the Hyperion Planning and Budgeting Cloud solution will enable CWU to project future changes to cash, net invested, net assets/position, and in plant.Are you currently budgeting/forecasting today and if so, how frequent? Do you plan by month, quarter, or year basis? Please describe your budgeting/forecasting process.Answer: CWU is currently using an annual budget. Forecasting is outside of PeopleSoft. In the future, CWU would like to budget and forecast monthly and quarterly.How many Account members exist for each of the categories required within the scope of this application?Answer: Current State (estimated):Account Category# of Members in AccountIncome Statement1129Revenue285Balance Sheet234Cash Flow750 (CF statement prep includes revenues, expenses, and some asset/liability activitesEBITDA CalcTBD during discoveryKey Performance Indicators (KPI)Academic, financial, human resources, enrollment, cost structures, etc.Statistical MetricsNone in FinanceDriver MetricsNone in FinanceProvide a preliminary list of your calculated accounts as opposed to direct inputs. Also include key metrics to be included within the application. This list should contain all calculations from the existing sunset system and future expected calculations desired within the new system (Please use a separate spreadsheet if needed).Below is a sample:Answer: This should be defined during the project discovery phase.Will you be performing allocations in the new system? If so, please describe your current allocation process and how many allocations you may have within the new system.Answer: Yes. During the project discovery phase, we will identify allocations needed.Do you have subsidiaries or partial ownership requirements? If so, please describe how you are accounting for this today and provide high level requirements for the new system.Answer: No.Will you be performing eliminations in the new system? If so, please describe your current elimination process and how may eliminations you may have within the new system.Answer: CWU currently does not perform any budget elimination within the existing system, but we would like to explore this capability within this project.System Integration and Data FlowWhat system is currently being used as your solution? Example: spreadsheets, G/L, homegrown system?Answer: Spreadsheets, commitment control, PeopleSoft HR Bolt-On customization.If applicable, what general ledger(s) or source system(s) are used for your source of data?Answer: PeopleSoft ERP (Finance 9.2, HCM 9.2, Campus Solutions 9.0)What do you like about your current system?Answer: Integration with PeopleSoft. What are the weaknesses of the current system? What are the most critical issues today?The following are some suggestions, but feel free to answer in your own words:? Time Consuming? Lack of web data entry/reporting? Lack of Mgt. reportingAnswer: All of the above plus inflexibility, lack of approval workflow, inability for analytics/scenerios, position management/position budgeting, fund management (state, tuition, auxiliary, financial aid, grants, self-support), and long range forecasting.Provide a brief description of the current data flow process as it relates to this project?Answer: PeopleSoft HCM > BPS (Budget Position Bolt-On) > PeopleSoft Finance Will your Company resources be able to obtain flat file downloads for historical data from all data sources? Do you anticipate any data translation to be required from source system into Hyperion?Answer: Yes. There is a potential need for data translation.Will your Company resources be able to obtain a list of all members for any required dimension for the application design?Answer: Yes, resources will be available to provide dimension information based on the new Chart of Accounts model for use in the application design.Is there a requirement to export data from the system back to a relational database or ERP system? If so, what is the target system for the data and load frequency?Answer: Yes, extent and frequency to be determined during the discovery project phase.F. ReportingWhat is your current primary reporting tool(s)?Answer: Excel, Nvision, peoplesoft queryIf applicable, what are the financial statement reporting requirements and can you provide electronic or hard copy examples?Answer: Yes. Examples may be given to the awarded vendor.Approximately how many unique reports will need to be created?Answer: UnknownWho are the intended audiences for your reports and the frequency of the reporting?Answer: At minimum, executive appointing authorities and managers (directors, chairs, deans, etc). Frequency of reporting --as needed, adhoc.Is there a requirement to build a web based Financial Dashboard?Answer: YesPlease add any additional information or comments relevant to this project.Answer: N/AEnd of Reporting Section.How many users will Central Washington University (CWU) have of Planning and Budgeting Cloud Service (PBCS)?Answer: We have purchased 250 user licenses for Hyperion Planning and Budgeting Cloud Service.At this time PBCS integration with source systems is accomplished primarily using flat-files. Please describe expectations around “Integration and ETL mapping design”.Answer: Integration and ETL mapping design will be the project team responsibility and the selected vendor would be required to lead and participate in the design. How many years of historical actual data are required to be loaded to PBCS?Answer: Potentially 1 to 3 yearsDoes CWU budget by position, or by both position and employee?Answer: Budget by position. Please describe CWU desired level of detail for compensation planning: merit, payroll taxes, insurance, etc. Are these elements budgeted at the employee/position level or at the department level?Answer: Detailed compensation planning at position level.CWU states the desire to do multi-year budgeting. How many years out does CWU budget?Answer: Multi-year forecasting is needed (at minimum 3 to 5 years). Exact definition should be determined during discovery phase of the project.Is there a need to adjust or update the budget once it’s complete? If so, how often?Answer: Yes. It is possible to have it done monthly at times.Does CWU have a forecast process? If so, how often?Answer: Yes. Currently done manually as needed. How many reports are expected to be delivered via PBCS?Answer: To be determined during the discovery phase of the project.Please describe expectations for dashboards.Answer: Refer to answer #65.Please describe complexity of revenue and operating expense models. Are budgeted revenues and expenses driver-based? Are there a significant number of calculations?Answer: Our model has to accommodate multiple revenue streams and funding sources. Yes, driver based. Yes, there are a significant number of calculations for various streams and sources.Does CWU anticipate PBCS supporting budgeting via decision packages? If so, please describe expectations.Answer: Yes, we would like to explore decision packages. CWU did not purchase Hyperion Public Sector Planning and Budgeting. Does CWU anticipate budgeting capital projects in PBCS?Answer: Yes, CWU will budget capital projects in Hyperion Planning and Budgeting Cloud Service.Does CWU do a long-term (e.g. 10 year) capital planning process? Is the long term capital planning process expected to be done in PBCS?Answer: Yes, CWU does long-term capital planning. Yes, CWU needs to have long term capital planning within Planning and Budgeting Cloud Service (PBCS).Does CWU do allocations? If so, please describe senders, basis for allocations, and receivers of allocations.Answer: Yes, we do allocations currently, but would like to evaluate expansion. They are based on percentages and receivers (revenue centers and other funds).Please describe the major milestones of the PeopleSoft project. When does CWU expect PeopleSoft design to be finalized, test data to be available, and the PeopleSoft project to be live?Answer: The CWU Chart of Accounts redesign project started in January of 2014. CWU is concluding the Analyze and Design Phase of the project at the end of May, with a validated and confirmed new Chartfield String defined by June 2014. This will be the basis for all remaining project activity and the implementation of Hyperion Planning and Budgeting Cloud Service. The new accounting structure will be used in production systems with the beginning of the next Fiscal Year on July 1, 2015. The Hyperion budgeting system will need to be ready for deployment by January of 2015 to support the budget process for the next fiscal year.Does CWU expect to prepare a budgeted statement of net position using PBCS?Answer: Yes, it is expected that the operating and capital budgets accumulated in the Hyperion Planning and Budgeting Cloud solution will enable CWU to project future changes to cash, net invested, net assets/position, and in plant.Does CWU expect to prepare a budgeted cash flow in PBCS?Answer: Yes, it is expected that the operating and capital budgets accumulated in the Hyperion Planning and Budgeting Cloud solution will enable CWU to project future changes to cash, net invested, net assets/position, and in plant.What current system is being used for budgeting?Answer: PeopleSoft bolt-on modificationWhat is the reporting structure for the project? Will it report to Finance or to IT?Answer: The project will report to Finance. Reporting structure as follows: project team > project manager > sponsor > executive managementWhat resources will CWU commit to the project?Answer: Subject Matter Experts, Project Manager, Technical Analyst, Sponsor, Change Management, Trainer, etc.Project manager Requirements / Expectations (page 13) – What is CWU’s FTE expectation of Project Manager?Answer: Dependent on implementation approach, consulting staffing level and higher education experience.It is our assumption that the Chart of Accounts redesign project will be complete before the start of the Hyperion project. This effort includes both new chart string definitions and data mapping completed in PeopleSoft General ledger system (for Actual and Budget data) and Human Resources system (Employee data). Please confirm this assumption for our scope purposes.Answer: The CWU Chart of Accounts redesign project started in January of 2014. CWU is concluding the Analyze and Design Phase of the project at the end of May, with a validated and confirmed new Chartfield String defined by June 2014. This will be the basis for all remaining project activity and the implementation of Hyperion Planning and Budgeting Cloud Service. The new accounting structure will be used in production systems with the beginning of the next Fiscal Year on July 1, 2015. The Hyperion budgeting system will need to be ready for deployment by January of 2015 to support the budget process for the next fiscal year.Training Deliverable (page 14) – How many end users will have access to Hyperion Planning? Answer: CWU has purchased 250 user licenses for Hyperion Planning and Budgeting Cloud Service. End?user training will be a responsibility of the project team and CWU Training Services.Training Deliverable (page 14) – There are several training approaches (i.e. “Train the Trainer”, Consulting led Training, Web based training) and varying consulting cost per approach. What is CWU’s preferred approach to training?Answer: Training responsibilities for the selected vendor include cross-training project team members?through collaboration and knowledge transfer sessions. End?user training will be a responsibility of the project team and CWU Training Services.Is Appendix A Standard Agreement (pages 20-21) provided for vendor review and reference only or does it need to be completed and included in RFP response?Answer: The Standard Agreement in Appendix A is the contract that will be used with the awarded vendor and will not be completed prior to the award. It will be completed after the awarded vendor has been notified.Section 3.11 – Submitting Responses (page 9) – Are both an electronic copy and hard copy required for submittal?Answer: Answer: Per Section 3.11, respondents must submit their responses to the Central Washington University Procurement Office by email, mail or hand-delivery (not by fax). Per Section 1, one complete copy of the proposal if mailed or hand-delivered, and one electronic copy. In other words, it is not necessary to submit an electronic and hard copy unless you mail or hand-deliver your response.How many FTE’s are at the University, will all employees be included in position management?Answer: Approximately 1350 plus pooled positions.How many End users will be using the PSPB Module?Answer: 250 licenses purchased for Planning and Budgeting Cloud Service (PBCS)What is the ETL tool that is going to be used to extract and load into and out of the Cloud Planning application?Answer: Included in Planning and Budgeting Cloud Service (PBCS) is an ETL tool “FDMEE” (Financial Data Management Enterprise Edition). We will use this to import/export data and metadata.Will PSPB be utilized for position management and the budget book?Answer: Yes, position management will need to be utilized in the Oracle Planning and Budgeting Cloud Service. Budget books would not be included in the scope of this project.Since PSPB is not offered as part of Oracle Cloud Services, is there an alternative in mind for Cloud or Hosted Services?Answer: CWU did not purchase public sector planning and budgeting. CWU purchased licenses for the Oracle Planning and Budgeting Cloud Service.Is the Oracle’s Hyperion Planning & Budgeting Cloud Service project contingent on any segment of the broader Financial initiatives (COA redesign, Accounting & Finance Process Transformation)?Answer: Yes, as described in #5What is the current timing of the Annual Budgeting, Forecast Process & Long-Term Strategic Planning process?Answer: Annual budgeting (early spring), forecast processing (monthly), long-term planning (fall). ................
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