01/27/2010: BPC Meeting - Kuali Update Kuali Update BPC Meeting 01/27/2010

01/27/2010: BPC Meeting - Kuali Update

Kuali Update

BPC Meeting

01/27/2010


KFS Community Project

• KFS 3.0 released Oct 2009• KFS 3.1 patch release planned for Jan

2010• KFS 4.0 with endowment module is

underway• Planning for a Spring Workshop in May

and Kuali Days in Nov


Project Status

• Functional Fit-gaps– Most of the functional teams have completed their

fit-gaps; most areas have a 50% or less fit– Presentation of fit-gaps to the Executive

Committee for review and approval– Development of functional specifications for

approved enhancements– Develop policy and procedure changes– Meet with field for feedback


Project Status (cont)

• Testing and configuration of KFS– UH sandbox populated with FY 2009 closing

accounts and balances– Meet with functional teams to work through

processing details and potential training issues

• Conversion and clean up of data– Developing organization code structure– Cleaning up and assigning account attributes– Purging old accounts, vendors and customers


Proposed Process Changes

• Eliminate carry over G fund encumbrances– Eliminate requirement to have new accounts each funding

year with an indication of the funding year in the account number

– General fund accounts will represent current year– Use general funds for payroll costs only– Campuses that have excess general funds will swap other

sources of funds with campuses that need general funds (i.e., swap TFSF with GF)

– Pilot process with the Community College Appropriation this FYE


Proposed Process Changes (cont)

• Account level budgeting and sufficient funds checking (SFC)– Baseline KFS supports budgets and SFC at the account– KFS supports sub accounts which will reduce the number of

accounts to manage• Some limitation with sub accounts as they inherit all of the

attributes from the parent account (e.g., fund, appropriation, expenditure function, org code)

– New process for the field but should improve financial management of accounts

– Reports showing budget-to-actual variances to assist with monitoring


Proposed Process Changes (cont)

• Elimination of Departmental Checking System (DCS)– Baseline KFS does not support selection of check

processing by document; either centrally at the campus or centrally at System (i.e., ITS)

– Process control concerns with current DCS– Reduce need for DCS

• Promote ACH/EFT payments for vendors and employees• Increase P-Card usage for small purchases• Central invoicing for utility payments• Electronic workflow with attachments should decrease payment

processing time – Increase the frequency of check runs, if necessary– Checks would be printed either centrally at the campus or

centrally at System (ITS)• Need to determine resource requirements and control concerns


Project Timeline

11/1/08 9/30/11

1/09 4/09 7/09 10/09 1/10 4/10 7/10 10/10 1/11 4/11 7/11

3/10 - 1/11Development (Tier 1)11/08 - 11/09

Discovery & Approach

12/09 - 4/10Specifications (Tier 1 and 2)

1/11 - 4/11Testing & Training

3/11 - 7/11Production Cutover

11/09SIG Decisions

11/09Test Environments & Initial Conversion

11/09Enhancements Identified

12/10

Modifications completed Process Change completed

Production hardware procured

4/11Users Trained

3/11

System tunedParallel testing completedCritical Processing verified

3/11Assess Readiness

KFS ImplementationPlan A – FY 2012

3/11 - 9/11Development (Tier 2)

7/1/11

Go Live with KFSTier 1 functionality


Questions?

Documents

01/27/2010: BPC Meeting - Kuali Update Kuali Update BPC Meeting 01/27/2010