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Accounting Information System (AIS)

Category: Application

The Accounting Information System (AIS) is a common mainframe application system. It is online and features a menu for selection needs. It addresses accounts payable information for a variety of both consolidated and non-consolidated Illinois State agencies, boards, and commissions on such matters as:

  1. Appropriation Management
  2. Expenditures
  3. Contracts and Obligations
  4. Cash Management
  5. Vendor Management
  6. Cost Allocation
  7. Project Accounting
  8. Financial Reporting  

AIS is a paramount internal accounting system for the 50+ Illinois State agencies, boards, and commissions that it serves. Both batch and on-line processing can be conducted in conjunction with such other Illinois State financial systems as the Illinois Governmental Purchasing System (IGPS), the Accounts Receivable Posting System (ARPS), Workers Compensation (WC), and the Comptroller's Statewide Accounting Management System (SAMS). It is described as a critical Category One application system within the business continuity plan of the Department of Central Management Services pertaining to disaster recovery. AIS serves approximately 2900 users and processes over 2 million transactions per month.

By offering a common application such as AIS to its customers, BCCS is able to reduce the costs associated with individual duplication of accounting system operations among its various customers.

Rates

 Item

Unit of Measure 

Debit Code 

Rate 

GAS

Per Transaction 129

$ 0.05

AIS

Per Transaction 130

$ 0.05

GAS II Transactions

Per Transaction 155 $ 0.05

GAS/AIS Reporting

Job Cost Reports/Files 156

Rated

 * For more information on BCCS Service Rates please contact Ted.Hasara@illinois.gov

What is Included?

Standard

  • AIS manages appropriations, fund transfers and adjustments, vendors, contracts and contract amendments.
  • AIS tracks expenditures from the initial receipt of the invoice throughout the production of vouchers.
  • AIS provides both project and cost center accounting.
  • AIS provides for cash management operations.
  • AIS provides interfaces with the IGPS and Comptroller's Office as well as standard load layouts to facilitate interfaces with other external systems.
  • AIS provides numerous on-line summary management and batch reports.
  • AIS provides a browser-based on-line Query System to view Contract and Expenditure data.

Non-Standard

  • For specific questions pertaining to non-standard requests, please contact the Customer Service Center.

What Should You Expect?

  • Service support hours are Monday through Friday, 8 AM - 5 PM.
  • Service Desk support and assistance.
  • BCCS will provide highly-reliable application connectivity as well as application response time.
  • AIS is available Monday through Thursday, 7 AM - 7 PM and on Friday and Saturday, 7 AM - 5 PM.
  • Tracking of service costs and invoicing.
  • Continuous service improvements.

How Can You Help?

You can help manage the use of AIS by adopting the following practices:

  • Ensure AIS use is business related.
  • Ensure users log out when not needing to be on-line with AIS.
  • Do not share copyrighted or protected information without requisite approvals.