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Kuali Kickoff Schedule
• Opening Remarks: 8:30 – 9:00
• Keynote Speaker – Bradley Wheeler: 9:00 – 10:15
• Break: 10:15 – 10:30
• Kuali Coeus Research Overview: 10:30 – 11:00
• Kuali Financial System Overview: 11:00 – 11:30
• Administrative Portal & Reporting: 11:30 – 12:00
Theme
“Always do the right thing. You’ll please a small number of people, and amaze a much larger number of people.” – M. Twain
CSU’s Kuali Project(s)
• Board mandate to upgrade FRS to a modern, self-service financial management systemIntegrated with a research management system
• Decision to implementKuali Financial System (KFS) for management of
finances
Kuali Research Administration, now Kuali Coeus (KC), for management of research activities
Unanimous support of a 24-person committee
Kuali is Progressive!
• Only systems that integrate research & finance• Full-featured functionality in both areas• A modern, modular Service-Oriented Architecture
Positions CSU for the future
• Community SourceOpportunity to influence functionality via participating in the
Kuali Foundation
We are ‘drinking the kool aid’ of Community Source
• Much less expensive than a commercial product
CSU is Efficient!
• Staffing in administrative areas much lower than peer institutions
• Implementations of administrative IT systems are far less costly at CSUNo backfill for staffing – ‘day’ and ‘night’ jobs
• Calls for new skill sets—challenge/opportunity
Examples of project implementation costs:• CSU SIS - $5.7M; CU SIS - $49M• CSU KFS & KC - ~$3.5M; CU Finance & HR - $50M; UA Finance & HR
~$80M; Cornell Kuali - $31M• CU Project Manager – ‘You guys are crazy!’
The Project Hype Cycle
Source: Mike Zastrocky,The Gartner Group
Positive
Hype
Technology Trigger
Peak of Inflated
Expectations
Trough of Disillusionmen
t
Slope of Enlightenment
Plateau of Productivity
Maturity
Negative
Hype
Time
FRS
Functionality
Change is Challenging!
• No large administrative IT system comes up bug freePlease work with us to identify and isolate bugs,
and communicate them to us
We will get them fixed, in priority order
Please be patient with staff who are overwhelmed, and doing the best that they can
“We are all in this together, as a Community!”
Therefore
• Give all implementers a virtual ‘hug’ the next time you have an opportunityCSU Community: central, functional &
departmental staff
Kuali Community(ies)
• Anticipating a Kuality implementation!
Dr. Brad Wheeler
• VP for IT and CIO, Indiana University
• Professor of Information Systems, IU Kelley School of Business
• Chair of the Kuali Foundation
• A very handsome fellow!
A Few of Brad’s Significant Accomplishments!
• PI on the original Kuali grant @ $2.5M ($7.3M overall)
• PI on Kuali Research Administration, now Kuali Coeus @ $1.5 M
• Co-PI on the Sakai grant @ $2.4M ($6.8M overall)
• Co-PI on NSF HPC grants for IU• Etc., etc., etc.
Attributes!
• A national leader among higher education CIOs• Visionary and participatory
• Strong sense of ‘Community’Absolute integrity – “If you have integrity,…”
‘Always do the right thing…’ – Mark Twain• Exceptionally bright, a ‘scholar and a gentleman’• Roots & family in Oklahoma• Most articulate (thanks to 4-H)• Politically engaged with charts, graphs, etc. that
he shares with his staff
Strategy
Replace the current Research Management System
Proposal Approval and Support System (PASS) and the
Sponsored Programs award management system
(PAIS, RPS, PBS) with Kuali Coeus
General Information concerning the tool
• Kuali Coeus is a web-based application designed specifically for the research administration process
• Kuali Coeus is designed for both researchers and support staff
• Kuali Coeus provides a centralized process for creating and submitting proposals, accepting awards, performance and financial reporting, and the close-out procedure
.
Current ProcessDecentralized
PBS
Investigator
Sponsor
Compliance
University / College / Department
SP Administrator
End to End Kuali Coeus Process
Investigator/Faculty
Sponsor
Compliance
University / College / Department
SP Administrator
What is Changing
• Proposal Approval and Support System – PASS Kuali Coeus
• Proposal & Award Information System – PAIS Kuali Coeus
• Proposal Budget Spreadsheet - PBS Kuali Coeus
• Subcontracts Kuali Coeus
• Regulatory Committees eProtocol/online Kuali Coeus
• Conflict of Interest Kuali Coeus
When is it changing
• Kuali Coeus will release version 2.0 in August of 2009
• This release includes solutions for Proposal &
budget, Awards, Conflict of Interest, and IRB
• Implementation at CSU is targeted for Mid to End of calendar year 2010
What does Kuali Mean for Principal Investigators & Staff
• One tool to conduct efforts for proposals and grants
• Access via Campus Administration Portal (CAP)
• A paperless system with the ability to update or reference historical data
• Integrated with KFS
• Automated work flow process
• Ability to manage Bio Sketch for Future proposal submissions
Where to find project status
Status will be available at following web site
http://web.research.colostate.edu/RS/kra.aspx
This will contain overall project status which includes progress toward milestones
Training
Once the implementation project reaches predetermined milestones, training information
will be posted on the following site
http://web.research.colostate.edu/RS/kra.aspx
Do you know the Acronyms?
SME Subject Matter Expert
JIRA Not an acronym however is a truncation of
Gojira (Japanese for Godzilla)
UXG User Experience Group
Acronyms Continued
KEW Kuali Enterprise Workflow
KEN Kuali Enterprise Notification
KIM Kuali Identification Management
Contact Information
• Ed Kissam Kuali Project Leader• [email protected]• Phone: 970-491-2754
• Project Leadership Team• Kathi Delehoy - [email protected]• Pam Harrington - [email protected]• Ron Splittgerber - [email protected]• Doug Leavell - [email protected]• Edward Kissam – [email protected]
Kuali Financial System Overview
Lynn Johnson
Director, Business and Financial Services
University Controller
Quick Reminder
You can still register for classes if you have not done so already
Links available:
http://kuali.colostate.edu
http://busfin.colostate.edu
• CSU Kuali Days Kickoff – April 28th
(On-line viewing to follow)
• Kuali E-Doc Training Sessions - April 28th thru May 7th (On-line viewing to follow)
• Kuali Labs, Hands on Training – June 1st-12th
Kuali Training Venue
Kuali Decision Making Process
Kuali
Technical Staff
Technical
Issues
Kuali
Operational Staff
Options &
Recommendation
s
Campus Advisory Group
Decision
Collaboration
Final Decision
College Administrative
Advisory Group
Training Strategy
Trainers
KFIG Subcommittees Kuali E-Docs
Kuali Financial Implementation Group (KFIG)
KFS Strategy
As few changes as possible:
• 7 digit account number – just added a 0 to the end
• General and Sub Ledgers merged into one account
• First two digits of account number will represent fund group
• Removed duplication in subcode numbering scheme
• Fund group field is alpha only – renamed fund groups
Account Structure
FRS KFS• General Ledger (GL) Acct
(022376) Account (2237600)
• Sub Ledger (SL) Acct(223760)
077215/772150 7721500
013000/134862 1348620
026020/260200 2602000
Subcode Structure
FRS KFS• Account Control (GL)
(1437, 2020) Object Code (1437,2020)
• Subcode (SL) (4380,6600)
(0600, 4000)
2111 Payable to Stu/Custm 2111 Pay to Stu/Custm
2111 Adm Pro Salary 5111 Adm Pro Salary
Subcode Structure
Object Code Range Type Example Object Codes
1XXX Asset Accounts Receivable (1437)
2XXX Liability Other Payables (2101)
3XXX Fund Balance Fund Balance (3000)
4XXX Revenue Other Sales + Service (4380)
5XXX – 9XXX
Expense General Supplies 6201Office Supplies 6208
Kuali Fund Naming Structure
FRS KFS
13 Education & General EG
14 Veterinary Medicine VETMED
22 General Operations GENOP
25 Student Course Fees COURSE
53 Sponsored Programs SPONPR
78 Capital Assets, Auxiliary CAPAUX
Examples
The New KFS
All functionality for these systems will move into KFS for FY 10
Single Sign-on to KFS via Campus Administrative Portal
FRS CIS
CashNet(Department
Deposits)SciQuest
KFS
July 1, 2009 for FY 2010
CIS/SciQuest
FRS KFS
Requisitions Requisitions
IMOs & WOAs Internal Orders
AFEs Disbursement Vouchers
CIS Journal Entries (JE) -Adjustment/Accrual Voucher
-Distribution of Income & Expense
-General Error Correction
-Transfer of Funds
Travel/ACard
• Travel pre-trip will stay as it is for now
• Post-trip will be done as a Disbursement Voucher
• ACard will be done on the Procurement Card (Pcard)
Future Modules
• Future KFS Modules to be examined post-implementation
o Budget Construction
o Accounts Receivable (not student related)
o Labor Distribution
KFS Advantages
• Integrated System
• All documents have a similar look & feel
• Ease of monitoring document status
• Electronic workflow with e-mail notification
KFS Advantages
Greatest Advantage – Lynn’s Opinion
• Provides Opportunity to improve space utilization and efficiency
FRS KFS
+
Kuali Implementation Notes
• Tried and True GL – in use at IU since 2/5/09
• Some glitches are to be expected
• Will work to minimize the impact
• Live 7/1/09
Future Access to Data:No Functionality Lost
• ODS replaces Delphi after July 1, 2009 as the central data repository• MS Access reports will need to be converted
• Data will be available in 3 ways• Web Access to ODS using Oracle Discoverer• Direct Access to ODS using MS Access or ODBC• eThority (access, to ODS, and other data)
• Reports will be available as follows• Vista Plus (ePrint Replacement)• New Canned Reports Similar to FBM090 and FBM091
Training• For Vista Plus
• Via Live Webinar(s) • Schedule will be Posted on Kuali web site
• By CTSS if Webinar proves insufficient• For Discoverer
• By CTSS – enroll at www.ctss.colostate.edu • Training has been in effect for over a year
• For eThority• Contact [email protected] • 970-297-4101
Web Access to Data(Typical)
Oracle or SQL– Data Mart
eThority or ODS Data
Data Users
Financial HR Research Foundation PurchasingSIS
Data access can be partitioned at any level of granularity
Authorization can be distributed at any level of granularity
Database & Database Server
eThority or Oracle Discoverer Web Access
Internet
New Model for Data Access –
To Facilitate Access to data
Systems of Record
Data Authorities - Approve Data Stewards - Approve Restricted Access to Specific Data Users
ShireyKFSSISHR
Data Users (Departmental Analysts)
KCJohnsonCalhoun TBD
Data Stewards (College/VP Business Officers) - Approve Data Users Access to ‘Protected’ Data
- Submit requests to Data Authorities for Access to Restricted Data
Classification of Data
• For each System of Record, Data Authorities will define data elements and scope:o Protected data – access can be granted to Data
Users by Data StewardsoRestricted data – Data Steward must petition
Data Authority for access by each Data Usero Private data – data not to be shared, e.g. SSNs,
CCN’s, etc.
CAP Campus Administrative Portal
• Live in Early February 2009• Single Access Point for Administrative
Applications• Single Sign-on Using EID
• Some Applications will require an additional Sign-on
Current CAP Applications
• Appworx Scheduling• ARIES (Not AriesWeb) • CIS (disappearing July 1, 2009)• Discoverer Reporting against ODS• FAMIS – Facilities Management• KUALI Training• Oracle HR and HR Self-Service• SciQuest (being integrated into Kuali)• Vista Plus Report Management
Future Applications Before July
• AriesWeb• Kuali Production with Embedded SciQuest• Sponsored Research
https://cap.is.colostate.edu