Kuali Presentation

Administrative Management Group October 15th 2009

Agenda

• Kuali Overview

• Kuali at UC Davis– Kuali Financial System– Kuali Coeus– Kuali Rice

Kuali Financial System

Kuali ApplicationsCore Applications

– Kuali Financial System (KFS)• Kuali Stores

– Kuali Coeus (KC)– Kuali Rice – Kuali Student (KS)

Potential Future Applications– Kuali Payroll/HR– Kuali Business Continuity (UC Ready)

Kuali Advantages – Community Source

• A hybrid combining advantages of– Purchasing from a commercial source– Building an application yourself– The historical “open source” approach

• Community Software means building with others based on mutual priorities and investments

• Leverages accumulated wisdom about structure and governance

Kuali Advantages

•J2EE architecture and middleware products•Tight integration and similar look and feel•Based on proven technologies and proven baseline systems•Opportunity for collaboration with UC’s and other Higher Education institutions•Institutions can choose to implement only those functional elements that meet their needs and extend certain functionality•No vendor or licensing fees• Better integration and similar look and feel - Kuali vision at UC Davis

Kuali Investing Partners

•KFS Investing Institutions– UCD, UCI, UCSB, UCOP– Colorado State, San Joaquin Delta– live July 2009 (Naval Postgraduate

School – live October 2009)– USC, Colorado State , Cornell, Indiana, Michigan State, Arizona, Hawaii

(10+)•KC Investing Institutions

– UCD, UCB, MIT, Arizona, Cornell, Indiana, Iowa State, Colorado State (7+)

•RICE Investing Institutions– UCSD, U Washington, Iowa State, Indiana, Cornell

•Kuali Student Investing Partners– UCB, USC, MIT, U Washington, Maryland, Carnegie Mellon (4+)

Kuali Investing Partners

•KFS Investing Institutions– UCD, UCI, UCSB, UCOP– Colorado State, San Joaquin Delta– live July 2009– USC, Colorado State , Cornell, Indiana, Michigan State, Arizona, Hawaii

(10+)•KC Investing Institutions

– UCD, UCB, MIT, Arizona, Cornell, Indiana, Iowa State, Colorado State (7+)

•RICE Investing Institutions– UCSD, U Washington, Iowa State, Indiana, Cornell

•Kuali Student Investing Partners– UCB, USC, MIT, U Washington, Maryland, Carnegie Mellon (4+)

Kuali – Planned Deployment at UC Davis

•Kuali Financial System (KFS)– Phased implementation beginning July 2010– Future replacement for DaFIS Transaction Processing and

General Ledger•Kuali Coeus (KC)

– Fills gap for electronic research administration – Pilot implementation Summer 2010

•Kuali Rice – New Middleware services– In Production September 2009

•Collaboration (Campus, UC, Higher Ed Community)

Kuali – Planned Deployment at UC Davis

•Kuali Financial System (KFS)– Phased implementation beginning July 2010– Future replacement for DaFIS Transaction Processing and

General Ledger•Kuali Coeus (KC)

– Fills gap for electronic research administration – Pilot implementation Summer 2010

•Kuali Rice – New Middleware services– In Production September 2009

•Collaboration (Campus, UC, Higher Ed Community)

Kuali Financial System

Kuali Financial System (KFS)KFS Modules (delivered by KFS Foundation as part of Release 3.0 – public release November 2009)• Chart of Accounts• Contracts & Grants (Post-award)• Financial Transactions• General Ledger• Labor Distribution• Purchasing/Accounts Payable• Capital Assets• Accounts Receivable

KFS Design

• New • System• Design ?

Existing Financial

System (Indiana’s FIS)

Refactor

The

Technology

(web-based)

Limited

Enhancements

Defined by

Functional

Council

Reference: Kathleen McNeely, KFS History and Update, NACUBO 2007

Why replace DaFIS?

• Continued support from vendor uncertain• Functional and technical design limitations • Difficult to enhance in some areas, leaving substantial gaps in functionality• The TP client/server deployment results in adverse impact on the user’s desktop and it is unstable at times.

Why KFS?

• Design is based on a higher education business model

– UCD FIS is based upon the same COA as IU’s FIS• KFS community provides a framework for collaboration and maintain a uniform back end but allows for flexibility (Business rules, Extension attributes)•New modules (Labor Distribution & Contracts & Grants) and functionality

KFS Implementation Process

REQUIREMENTS

Create or update specifications for approved SOW Define workflow, reportingIdentify integration requirements

DEVELOPMENT & TESTING

Development Data loadingQA testing User testing

INTEGRATION

READINESS for DEPLOYMENT

System reviewTraining & Help-DeskDeploymentOn-going maintenance

CAMPUS CHANGE MANAGEMENTCampus feedbackCommunication planTraining materials

Approvals

Work scope

Lead: Lead Module SMELead: Business Analyst Lead: Lead Module Developer

Lead: Lead Module SME & Change Management Lead

Lead: Technical & Training Leads

GAP/FIT ANALYSIS

Similarities and differences between DaFIS and KFSMap DaFIS docs to KFSIdentify subsystems and feeds for integration

Change Request

UCD – Kuali Systems Implementation Timeline [DRAFT]

A&

FS

Res

earc

h/ S

afet

y S

ervi

ces

IET

- M

iddl

ewar

e

October 2009

Jan

Q1

Jan

Q1

Jul

Q3Ju

lQ

3

Jan

Q1

2010 20122011

Jul

Q3

2009

Jul

Q3

Jul

Q3

Jan

Q1

2008

KFS Phase 2.0: July 2011Financial Transactions; Labor Distribution; General LedgerIntegrations

KFS Phase 3.0: July 2012Purchasing/Accounts Payable, Capital Asset, Accounts Receivable, Kuali Stores

KFS Phase 1.0: July 2010Chart of Accts; Contracts & Grants; Integration with DaFIS, DS & Rice

Live (Sept 2009)K-Rice in Production (w/ MIV)

K-Rice - Kuali Apps - Ongoing Integration

Q2-2010

EDoclite pilot/s

Summer 2011KC Release 2.0: Awards, IRB, Conflict of Interest

Fall 2009Kuali based Projects: Bio-Safety Management, Animal Handler Survey

Summer 2010KC Release 2.0: Proposal Development Grants.gov submission, Integration w/ Contracts, Integration w/ Kuali Rice (IET)

Fall 2008UC Ready

Summer 2012KC Release 3.0: IACUC

Summer 2011

KC Release 2.0 (PD): Full Rollout

Q3-2010EDoclite Campus Release

UCD KFS Phase 1.0 Modules (July 2010)Chart of Accounts (COA) COA information is made up of defined accounting attributes and values in the system. The information is used to validate data, control system functions, and facilitate report generation.

Main documents used by campus include Account, Sub-Account, Organization etc.

KFS Modules - COADaFIS Account Document

DaFIS Account

KFS Account e-Document & Demo

UCD KFS Phase 1.0 Modules (July 2010)

Contracts & Grants (C&G)KFS supports the post award C&G maintenance activity• Automate fund and account creation, the process is expected to be streamlined and more efficient.• Short-term (<1 year): KFS will provide integration with Office of Research C&G tracking system.• Long-term: Integrate with Kuali Coeus Award

UCD KFS Phase 2.0 Modules (July 2011)Financial TransactionsDocuments that create ledger entries or affect the general ledger and have a broad range of functionality. (e.g. Distribution of Income, Budget Adjustment). Similar to DaFIS.• Import Lines – External data can be loaded to populate the accounting line on either or both sections of a Financial Transaction document.

General Ledger (GL)Similar to DaFIS. The GL database contains the financial entries, actual, budgetary and encumbrances at the transaction level as well as various levels of aggregated balances.

Labor Distribution

KFS Labor Distribution OverviewThe Kuali Financial System Labor Distribution Module (KFS-LD) provides a subsidiary ledger of detailed payroll and benefits expenditures, accruals, and encumbrances.

Transfers of salary and benefits expenditures are enabled within the financial system via electronic documents.

KFS Labor assumes the use of socialized/composite rates for distribution of employee benefits costs to department accounts.

KFS – Labor Distribution Benefits • Salary & Benefit expenses available after each payroll compute.• The ability to adjust and correct entries of detailed payroll data without waiting for a payroll compute• Employee Benefit expenses charged to departments via a composite benefit rate rather than by specific employee costs. • Labor Ledger - detail records used to support Labor Ledger detail, summary reports, and to enable electronic documents to transfer or correct payroll and/or benefits expenses outside of the payroll system. The ledger will feed the G/L.

Salary Expense Transfer

UCD KFS Phase 3.0 Modules (July 2012)Purchasing/Accounts PayableAllows users to request materials/services, generate and transmit purchase orders, receive goods and services and process invoices and credit memos received from vendors. • Receiving functionality (optional component)• Requisition has optional route level called content routing which allows requester the start the process without requiring to fill out all the fields e.g. account.Enhancements: Check write functionality is not fully present

UCD KFS Phase 3.0 Modules (July 2012)

Kuali Stores – Next Generation UCD Buy

• Collaboration between UC Davis & Michigan State University • Will provide storehouse inventory and ordering functionality and includes shopping cart (UCD Buy)• System is built on Kuali framework• System will have improved search capability• System is currently in development

UCD KFS Phase 3.0 Modules (July 2012)Capital AssetUsed to create, maintain and retire assets either purchased through FIS or assets not purchased (e.g. gifts)

Accounts ReceivableUsed for billing non-student receivables. Creates invoices, records payments, issues credit memos, tracks outstanding receivables as well as maintains historical data relating to customers charges and payments. • Recurring invoice processing (on a regular schedule) • Batch write-off to permit query and write-off by customer type and invoice age • Real-time aging reports

Decision Support & Integration

• We will continue to use in-house FIS Decision Support

• Implementations will include integration with feeds & other systems e.g. MyTravel

Campus Communication & Training• KFS Focus Groups will be formed ~ November 2009

– Review and test the Chart of Account module and report any bugs

– Provide feedback on how certain fields are currently being used in DaFIS and how new KFS fields might be used

– Provide feedback on training materials– Time commitment ~ 2 hours/week

• Update Project Website (http://accounting.ucdavis.edu/projects/UCDKuali/)• Campus Communication ~ January 2010• Campus Training ~ March 2009

– Face to face training– Web Training & Recordings

Kuali Coeus

Kuali Rice

Kuali Rice Presentation Overview

• Application Overview

• Benefits

• Implementation Details

Kuali Rice Application Overview

• Kuali Rice = Two services1. Centralized workflow/connection between campus applications

2. eDocLite – Converts basic paper-based campus processes into standardized web-based processes

Kuali Rice Application Overview (con’t)

1.Centralized workflow/connection between campus apps

Suite of products intended to standardize the:• Common enterprise workflow engine• Common tool for all campus developers• Common enterprise notification/messaging system (Not to be

confused with emergency messaging)• Efficient integration with campus identity and access management

information

Kuali Rice Application Overview (con’t)

2. eDocLite – Converts basic paper-based campus processes into standardized web-based processes

• Departmental developers use the central Rice service to create new end user web based workflows• End users CAS authenticate to the eDocLite website and perform job functions via the website• Documents are routed to users based on business rules unique to the department/group• Documents are stored and available online for record keeping

Kuali Rice Benefits

• Information is easily shared (and routed) between campus systems

– Reduces errors, increases efficiency, all info in 1 place

• Less paper used– Less expensive, better for environment

• Cost reduction to campus– No annual s/w license fees– Reduction in development re-work

Kuali Rice Implementation Details

1. Centralized workflow– MIV release = Oct ‘09– KC release = – KFS release =

2. eDocLite– Internal IET pilot/s = Q1 ’10– Release to campus = post successful pilot (date = TBD)