Self Service Budgeting at Drew University presented at EACUBO

1. Self Service Budgeting at Drew University Howard Buxbaum Vice President Finance and Business Affairs Drew University Christopher Van Wyk, PhD AVP Finance, Professor of Mathematics & Computer Science Drew University Lawrence Serven Co-Founder XLerant, Inc.

4. How is Drew Organized?

8. What the President asked Do we really need this?

10. Process flow map old world

11. Process flow map old world Repeat for 100+ departments

13. The result… I don’t remember that I didn’t agree to that

18. Howard B. presented Administrative Computing: Why can’t it be like TurboTax? at EACUBO in NYC in the late 1990’s. 10 Years of searching It took 10 years for technology to catch up with Howard’s vision

23. Remember the Old World process map? For 100+ departments

26. Old World / New World part one of three OLD WORLD NEW WORLD No spreading of budgets Budgets spread on seasonality or other real world considerations No formal, tied down process for New Hires, Departures and other Salary Planning Fully automated process for “interviewing” managers & capturing decisions. Finance keyed in everyone’s budget Budget holders key in their own budgets

27. Old World / New World part two of three OLD WORLD NEW WORLD Difficult to budget for strategic initiatives, events, programs, marketing campaigns, etc. Project budgeting capability No easy way to customize budget input for just the accounts each dept budgets. Each department’s budget input screen is customized. Documentation of rationale and budget changes captured in 3 inch binders. Rationale for budgets captured electronically in the system, available with proper security.

28. Old World / New World part three of three OLD WORLD NEW WORLD No “interim level” of reporting (nitty gritty detail or all-in summary) and fragile reporting at that 100% reliable reporting at any level of the roll up structure Department heads could not see who was paid from which account, nor could they see fully loaded benefits Department heads see and understand their fully loaded people costs (and which accounts they are paid from) There was no concrete way of tracking approvals Electronic sign off & approvals

29. What is self service budgeting at Drew?

35. Self Service Budgeting: ROI Benefit 50% Efficiency Improvement

38. Setting up BudgetPak

39. BudgetMaps replace “Budget Templates”

40. Close up: Accounts organized by categories for ease of access and understanding

41. Example of “plain English” prompts & selections

42. Close Up: Users are asked questions in plain English

43. Status screen… where is everyone in the process?

44. Close up: The at-a-glance capability to see where everyone is in the budget process

48. Howard Buxbaum VP Finance & Administration Drew University (973) 408-3501 [email_address] Contact Information Lawrence Serven Co-Founder XLerant, Inc. 203/977-3856 [email_address]